Abstract
This project work termed “Design and implementation of a computer-based passport application and management system” is aimed providing greater efficiency, accuracy and speed in all their processing operation, good public relations and improve services to users. The software was designed to eliminate the problems found in the existing system which includes: Time consuming, it takes a lot of time in accessing record of passport applicants in Immigration office Dunukofia, is a real challenge and it’s not a good story to tell, security issues due to the easy to duplicate of files by the use of old model, corruption: There are some corrupt practices in the Immigration office Dunukofia, due to the physical handling of finance for passport application, and loss of record: Information and records stored in cabinets could be physically damaged or due to lack of backup or lost due to theft. The methodology used is Structured System Analysis and Design Methodology (SSADM) because each phase must be complete in its entirety before the next phase can begin. The choice of language adopted is Visual Basic programming language due to the flexibility they provide. The software was tested with windows 10. The result achieved is, 1) A better service that speed-up the process involves in registering and issuing passport application for Immigrants, a secured system that will eradicate all forms of corruption in registering and issuing passport application for Immigrants and ensures data security by restricting access to the program and to the database. 2) A system where information and output report will be produced much faster, more accurately and more detailed to the management of Immigration Office, State Government Secretariat Dunukofia, Anambra State. In summary, the project work was aimed at developing a Software that will help to document and store passport application for immigrants, and also allows users to print-out the hard-copy of the report.
TABLE OF CONTENT
Title page i
Certification page ii
Approval page iii
Dedication iv
Acknowledgement v
Abstract vi
Table of Contents vii
CHAPTER ONE 1
Introduction 1
- Background of the Study 1
- Statement of the Problems 3
- Aim and Objectives of the Study 4
- Significance of the Study 4
- Scope of the Study 5
- Limitations of the Study 5
- Definition of Terms 6
CHAPTER TWO
2.1 Review of Related Works 9
CHAPTER THREE
Methodologies and System Analysis 17
3.1 Methodologies 17
3.2 System Analysis 21
3.3 Data Collection 22
3.4 Organizational Structure 23
3.5 Modus Operandi of the Present System 24
3.5.1 Input Analysis 24
3.5.2 Process Analysis 26
3.6 Problems of the present System 30
3.7 The proposed System 30
3.8 High level Model of the proposed System 31
CHAPTER FOUR
4.0 System Design 32
4.1 Objectives of the Design 32
4.2 Data Flow Diagram of the New System 32
4.3 Database Specification 35
4.4 Program Module Specification 35
4.5 Input and Output Specification 39
4.5.1 Output Specification 41
4.5.2 Input Specification and Design 43
4.6 Algorithm 45
4.7 System Flowchart 46
4.8 Program Flowchart 47
4.9 Data Dictionary 53
4.10 Choice of Programming Language Platform 56
CHAPTER FIVE
System Implementation and Documentation 57
5.1 System Implementation 57
5.2 Hardware Requirements 57
5.3 Software Requirements 58
5.4 Installation Arrangements 58
5.5 Testing 58
5.6 Training Arrangements 59
5.7 Conversion Arrangements 59
5.8 System Documentation 61
CHAPTER SIX
Summary, Conclusion and Recommendations 63
6.1 Summary 63
6.2 Conclusion 63
6.3 Recommendations 64
References 65
Appendix A
Appendix B
CHAPTER ONE
INTRODUCTION
1.1 Background of the Study
The traveler has to knock at every alien door to come to his own and one has to wander through all the outer world to come to the inner most at the end” (Lloyd, 2018).
Man as a wanderer, is not settled with what he sees on what surrounds him. Unless he moves round the world knowing fully well that the world is a spherical shaped object. He sis not satisfied with what he has, unless he sees other superior objects on being. Therefore, in a bid to satisfy the mind or conscience on what they desire, men tend to know more as a stronger apart from his country home. The storage after all journey or may be at a later age tries to speak either in writing or orally his adventures either to his descendants or hiss friends, relations and neighbours. New man (Pecham, 2018) says “I may be accused of laying stress on letter things, of being based, the mark of going into impediment or ridiculous details, of sounding my own praise, if giving scandal; but this is a case above all others, in which I am bound to follow my own light and to speak out my heart”.
Also, man in a bid to create awareness of running for his dear life, paying visits to friends, engagement in business transactions leaves his geographical area, it is necessary to been a mark. Mark her does not really means facial mark rather an identity showing your name, country, every single information about you and also purpose of your visit. This therefore boils down to what we know as identity card.
The question is “What is passport application” As defined by Lloyd, (2018), It is a national document certifying nationality issued by the government of a country, to a citizen intending to travel abroad from the definition, identity card can also be called a true image of an individual, because it tells well about a person coming into a country. Citizens in a country have the right to apply for issuance of an international passport.
The imbibing of the Information and Communication Technologies (ICTs) in developing countries like Nigeria has began to change the socio economic and political structure of the nation. These ICT facilities such as the computer, internet, e commerce and e government has eased the economic structure, retrieval and dissemination of information to member of the society, and making them to be aware of the activities of the government. The unity and mutual understanding reigning amongst the countries of the world today encouraged free movement of people all over the world. Such people visit countries of their choice based on their interest. Many people travel to other countries for business transaction, tourism, education, diplomatic and political purpose and other miscellaneous reasons. Despite the understanding existing amongst countries, intending visitors to any country are expected to have sought the mandate of the government of that country through the embassy or accredited representatives of the country based on his/her own country.
This research study is aimed to design and implement a computer-based passport application and management system for Immigration Office. To join other technologically developed countries enjoy the benefits derieved from technology. The software will enhance the mode of registration and issuing out passport to her citizens. Computer-based passport application and management system is meant to replace the manual systems of issuing international passport/ Standard passport to Nigerian citizens, where all relevant information of Nigeria citizens are recorded manually in the Nigeria Immigration Services (NIS). It was learnt that people whom are not Nigerians via the manual system acquire Nigeria international passport due to inadequate information and poor record management for mischievous acts. With Computer-based passport application and management system, it creates no room for an interception of an international passport syndicate, no room for delay in registration process and issuing of passport to accredited citizen. The software will keep record of all Nigerians and Non Nigeria whom have nationalized thereby making it impossible for international passport syndicate, non Nigerians whom are not nationalized to obtain the international passport.
The immigration department therefore, is the official government agency responsible for taking care of the interest of intending immigrants or immigrants already residing in the country for monitoring and regulating the entry and exit of immigration into or out of their country.
- Statement of the Problems
From the inception of organization, emphasizing on a particular department in the organization the immigration has been encountering enormous problems running their daily activities in producing the travelling document for the immigrants/emigrants.
The glaring disadvantages of the manual approach of processing immigration document and some of problems it possess and underlets;
- Time consuming: It takes a lot of time in accessing record of passport applicants in Immigration office Dunukofia, is a real challenge and it’s not a good story to tell.
- Security issues due to the easy to duplicate of files by the use of old model.
- Corruption: There are some corrupt practices in the Immigration office Dunukofia, due to the physical handling of finance for passport application.
- The fact that records are stored on paper makes it easily accessible by unauthorized persons to alter or change sensitive records.
- Untimely inefficient and inaccurate processing of data and handling of passport applicants record by the immigrant officers.
- Data loss to simple accidents like rodent attacks, fire outbreaks etc. due to lack of backup.
1.3 Aim and Objectives of the Study
The aim of this study is to design and implement a computer-based passport application and management system that will work towards the elimination of ineffective mode of operation.
The objectives are:
- To design and implement a computer-based passport application and management system that will work towards the elimination of ineffective mode of operation.
- To develop a software that will fasten the processing mode of passport application for Immigrants without any delay at all.
- To develop a computer-based system that will record full details of each passport applicant without stress and having easy to replicate feature.
- To ensure data security by restricting access to the program and to the database.
- To ensure easy flow of information between the ministry and all their staffs.
- To ensure authorized users easy access and retrieval of data in the program.
1.4 Significance of the Study
This project is geared towards eradication of all the deformities and loopholes of the manual method of processing immigration requirements. Developing a new system to handle all the jobs/work involves in immigration service electronically supplying all the deficiencies of the existing system. Consequent upon the elimination of the deficiencies and edifying of the deformities encountered in the existing system. Over shadowing its operational incapacitation by developing a computer based, solution of storing information and processing of immigrant’s form. The outcome of these study will be useful to immigration department in general. The study will go a long way in highlighting the procedures of the immigration management system been computerized thereby minimizing or eliminating any form of malfunctioned or unwanted particulars. The eradication of the problem of traditional method and the implementation of the system will encourage the user’s to work for organization because it reduces stress of work.
1.5 Scope of the Study
The scope of this project work covers all the activities of immigration service in Nigeria using the State Government Secretariat Dunukofia, Anambra State as a case study. It will keep adequate records of immigrants entering or leaving Nigeria and hold a data bank of passport holders.
1.6 Limitations of Study
Some of the constraints that may have in one-way or another affected the outcome of this work include:
- Lack of adequate fund to finance the project: this was one of the limitation to this work because much money is needed to carry out a detailed research work which is not easily borne by every student.
- The limited knowledge of Visual Basic programming was great challenge to this project. However, more research was made to complete this project successfully.
1.7 Definition of Terms
Analyst: This is a person or professional who studies the problem encountered by a system and creates means of solving them by introducing a better system.
Border and Boundary: Borders is a place mapped out for the control of immigrants in and out of a country. While boundary can be said to be a line demarcating a ward, local government, state or country from another (David, 2019).
Code: It is a written guideline that helps to determine whether a specific action is ethical or unethical.
Computer: Computer is an electronic device operating the control of instructions stored in its memory that can accept data (input) manipulate the data according to a specified rules (processing) produces result output and stores the result for future use.
Control: this is brought out by the government to control the rate of emigrants/immigrants to the country.
Country Areas: These are areas strictly reserved for the clearance and check out of international passenger’s personnel’s or officers. These includes; the Tarmac, Arrival and departure hall screening room and transit lodge, VIP loge and such other areas designed for it. The security officers concerned with the control of immigrants are immigration, custom and stat drug law enforcement agencies. The police and army with other forces may be employed.
Data processing: is defined as the entire process of converting or manipulating data into definite meaningful information (Adigwe, & Okoye, 2018).
Data: It is the facts collected for decision making they are facts that are kept to be processed to get more information.
Database Management System (DBMS): it is software which controls the flow of data and checks and checks on how data are stored.
Database: is an organized /unique collection of related files. It is a collection of schemas, tables, queries, reports, views and other object.
Design: is the art or process of designing how something will look, work.
Device: It is an equipment or machine use in carrying out certain operations.
Documentation: material that provides official information or evidence that serves as record; written specifications and information that describes the product.
ECOWAS: Economic Community of West African States, it is a regional political and economic union of fifteen countries located in West Africa.
File Extension: A file extension is the suffix at the end of a filename that tells a computer, and the computer user, which program is needed to open the file. Also called a filename extension, this suffix preceded by at least one period, is generally one to five characters long but the norm is usually three characters in length.
Immigrants: These are people who has free passage into a country either to visit or to settle down.
Immigration Examination: This is the actual checking of an immigrant to ascertain if he/she is qualified to get into a destination country.
Immigration is the introduction of new people into a habitat or population. It is a biological concept and is important in population ecology, differentiated from emigration and migration.
Information: is a processed data that can be read and understand.
Management Information System (MIS): Information system that generates accurate timely and organized information so that manager and other user can make decision, solve problem supervise activities and track progress.
Passenger: A traveler or one who travels through a means is a passenger of that means.
Passport: A passport is a travel document, usually issued by a country’s government to its citizens, that certifies the identity and nationality of its holder primarily for the purpose of international travel (Cane, & Conaghan, 2018).
Security: This helps to prevent unauthorized users from illegally accessing certain data within the database, it protects your data/ files.
Software: These are set of logically related instructions given to the computer to perform some specific task.
System: Is the collection of hardware and software, data information procedure and people.
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