ABSTRACT
This project work termed “Design and implementation of a computer based alumni information 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: Alumni are not easily informed about some trending alumni events in the school, alumni’s where-about hardly get known by the school, alumni up-to-date status can hardly be accessed which is a very important part of alumni service, 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 alumni information registering system, and ensures data security by restricting access to the program and to the database, experience a system that will notify alumni about any events in the school. 2) A system where information and output report will be produced much faster, more accurately and more detailed to the management of Alumni Association, Federal Polytechnic Oko, Anambra state. In summary, the project work was aimed at developing a Software that will help to document and store alumni information, and also allows users to print-out the hard-copy of the report.
TABLE OF CONTENT
Title Page
Certification i
Approval Page ii
Dedication iii
Acknowledgement iv
Abstract v
Table of Content vii
CHAPTER ONE
- Introduction 1
1.1 Background of Study 1
1.2 Observation of the System 2
1.3 Scope of Study 3
1.4 Significance of Study 3
1.5 Statement of Problem 3
1.6 Limitations of Study 3
1.7 Definition of Terms 4
CHAPTER TWO
2.0 Literature Review 5
CHAPTER THREE
- Methodology 11
3.2 System Analysis 15
3.3 Data Collection 16
3.4 Organization and its environment 17
3.5 Modus Operandi of the Present System 19
3.5.1 Input Analysis 19
3.5.2 Process Analysis 20
3.5.3 Output Analysis 20
3.5.4 Data Flow Diagram of the Present System 21
3.6 Problems of the Present System 23
3.7 The Proposed System 23
3.8 High Level Model of the Proposed System 24
CHAPTER FOUR
4.0 System Design 25
4.1 Objectives Of The Design 25
4.2 Dataflow Diagram of the New System 25
4.3 Database Specification 30
4.4 Program Module Specification 31
4.5 Input and Output Specification 32
4.6 Algorithms 35
4.7 System Flowchart 36
4.8 Program Flowchart 37
4.9. Data Dictionary 42
4.10 Choice of Programming Language Platform 44
CHAPTER FIVE
5.0 System Implementation and Documentation 46
5.1 System Implementation 46
5.2 Hardware Requirements 46
5.3 Software Requirements 47
5.4 Installation Arrangements 47
5.5 Testing 47
5.6 Training Arrangements 48
5.7 Conversion Arrangements 49
5.8 System Documentation 50
CHAPTER SIX
6.0 Summary, Conclusion and Recommendations 52
6.1 Summary 52
6.2 Conclusion 52
6.3 Recommendation 53
REFERENCES 54
APPENDIX
CHAPTER ONE
INTRODUCTION
1.1 Background of the Study
The Institution which is today known as Federal Polytechnic, Oko, was approved by the Anambra State Government in 1979 as a College of Arts and Science. In June, 1980, the Institution was upgraded to a College of Arts, Science and Technology. And in 1985, an Edict of the Anambra State Government formalized the status of the College as a Polytechnic and named it Anambra State Polytechnic, Oko. The Polytechnic is situated within Oko town in Orumba North Local Government of Anambra State. On June 28, 1980, the institution was upgraded to College of Arts, Science and Technology. Finally, in 1993, the State Polytechnic was taken over by the Federal Government and was renamed Federal Polytechnic, Oko (federalpolyoko.edu.ng, 2021).
Okopoly offers two sets of programme. Namely;
- National Diploma (ND), and
- Higher National Diploma (HND) programme.
Okopoly has three campuses. Namely;
- The main campus at Oko,
- Ufuma campus located at Ufuma, and
- Atani campus located at two areas in Ogbaru L. G. A., namely; Atani and Akili Ozizor.
The Federal Polytechnic Oko Alumni Association has been in existence for a number of years but has not been able to become a viable entity. The association’s goal is to provide a professional network for the graduates of the Federal Polytechnic Oko. The Alumni association is independent of the school in funding and administrative support (federalpolyoko.edu.ng, 2021).
The inability of the association to become a viable entity can be attributed to a few major factors. First, the fluctuations in the work force effort and the lack of consistent commitment to the association have caused inefficient and misguided efforts. The second major factor affecting the viability of the Alumni Association is the lack of an accurate and homogeneous database of the school’s alumni. Alumni records over the history of the school have been maintained in a variety of non-automated methods. Once a student graduates the records are archived, thus making access to these records difficult and time consuming.
This research work is focused on developing a computer based Alumni information system to handle the data requirements of the association. The basic requirements for the system include the storing of alumni data for quick and efficient retrieval, which would also provide mechanisms for the updating of the stored data in an automated manner.
Increasing demand for accuracy, efficiency and effectiveness coupled with user friendliness has become the major strive of most organizations public or private. This fundamental requirement presents the notion that automated systems are not only indispensable part of every organization but is also a way of achieving accuracy, efficiency and stated effectiveness within the body.
A computer based Alumni information system is important for management of Federal Polytechnic alumni as well as for the staff and productivity. Unfortunately, the system seemed to be far-fetched, especially when it was done manually using many different methods of data manipulation. But with automation, only the administrator will have to be responsible for the manipulation of data using highly advanced and user friendly user interfaces. This of course will result in speed and accuracy in data handling.
- Statement of the Problems
Despite that alumni is a very important aspect of any school’s existence, a very valuable asset of any learning establishment, managing the alumni information however and unfortunately face a major issue of manual-handling when it comes to giving what is expected. This inefficient manual system brings about many problems that include;
- Alumni are not easily informed about some trending alumni events in the school.
- Alumni’s where-about hardly get known by the school.
- Alumni up-to-date status can hardly be accessed which is a very important part of alumni service.
- Loss of record: Information and records stored in cabinets could be physically damaged or due to lack of backup or lost due to theft.
1.3 Aim and Objectives of the Study
The main aim of this project is to design and implement an alumni information system for Federal Polytechnic Oko that will let the school get an up-to-date information of each and every alumni. In achieving this, the specific objectives were formulated as:
- To provide a unified database to store alumni records.
- To keep proper records of all graduated students in the institution.
- To develop a system that will notify alumni about any events in the school.
- To ensure data security by restricting access to the program and to the database.
- To ensure easy access and retrieval of data in the program.
- Significance of the Study
The significance and benefit of this research work is to put an end to the above stated problems. This new system will benefit immensely from the features the platform will offer, which includes; the new system will enable alumni to see their profile, and upcoming events and, it will reduce pressure of work on staffs in attempt to disseminate event detail, and also make data recovery stress-free, and finally it will benefit researcher to further enhance or modify the topic. Hence, the need for computerization of alumni information system cannot be over emphasized.
1.5 Scope of the Study
The scope of this study is limited to designing a Computer-based alumni information system for Federal Polytechnic, Oko alumni, which will serve as a central repository for all information of her graduates.
1.6 Limitations of Study
In the course of carrying out this research work a number of problems were encountered.
- Lack of adequate fund to finance the project: this was another 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 ASP.net and Visual Basic programming was great challenge to this project. However, more research was made to complete this project successfully.
1.7 Definition of Terms
Automation: it is the replacement of human workers by technology; a system in which a workplace or processes has been converted to one that replaced or ministries human labor with electronic or mechanical equipment.
Alumni: it is from the Latin word alumnus which means a former student of a college, university, or other school who has either attended or graduated in some fashion from the institution.
Data processing: it is defined as the entire process of converting or manipulating data into definite meaningful information (Adigwe, & Okoye, 2015).
Data Security: Data security prevents unauthorized users from viewing or updating the database by the use of passwords.
Data: is any collections of vital information that meant to be processed.
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.
Documentation: material that provides official information or evidence that serves as record; written specifications and information that describes the product.
Information: is a processed data that can be read and understand.
Management: it is act of getting people together to accomplish desired goals and objectives using available resources efficiently and effectively. It includes planning, organizing, staffing, leading or directing, and controlling an organization or a system to accomplish a goal.
Security: This helps to prevent unauthorized users from illegally accessing certain data within the database, it protects your data/ files.
Software: is a program or a set of programs written to carry out some task in the computer, it also perform logical related programs that works together to control the hardware.
System: It is the collection of hardware and software, data information procedure and people.
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