Table of content
Title page……………………………………………………………………………….i
Approval page……………………………………………………………………….ii
Dedication……………………………………………………………………………..iii
Acknowledgement………………………………………………………………….iv
Table of content………………………………………………………………………v-vi
Abstract………………………………………………………………………………….vii
Chapter One
Introduction
1.1 Background of study………………………………………………………..1
1.2 Statement of the problem…………………………………………………4
1.3 Objectives of study…………………………………………………………..4
1.4 Significance of study………………………………………………………..5
1.5 Scope of study…………………………………………………………………5
1.6 Limitations of study…………………………………………………………..5
1.7 Definition of terms……………………………………………………………6
Chapter Two
Literature review
2.1 Overview……………………………………………………………………………..8
2.2 Document routing ……………………………………………………………….9
2.3 Database/knowledge coupling……………………………………………..10
2.4 Document tracking system……………………………………………………11
2.4.1 An E-file…………………………………………………………………………….11
2.4.2 Highlight the changes…………………………………………………………11
2.5 Manual loan program……………………………………………………………12
2.5.1 My own……………………………………………………………………………..12
2.5.2 My own plus………………………………………………………………………12
2.5.3 My own extra……………………………………………………………………..13
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2.5.4 My own extra plus………………………………………………………………14
2.5.5 My own asset……………………………………………………………………..14
2.6 Reason for new system…………………………………………………………..14
Chapter Three
System analysis and methodology
3.1 System analysis……………………………………………………………………..17
3.2 Method of data collection……………………………………………………….18
3.3 Analysis of the existing system………………………………………………..19
3.3.1 Advantages of the existing system…………………………………………19
3.3.2 Disadvantages of the existing sytem………………………………………19
3.4 Analysis of the proposed system………………………………………………20
3.4.1 Justification for the new system…………………………………………….21
3.5 Methodology…………………………………………………………………………….21
Chapter Four
System Design and Implementation
4.1 Overview of design…………………………………………………………………..23
4.2 Program modules specification…………………………………………………23
4.2.1 Input/output specification……………………………………………………..24
4.2.2 Database specification……………………………………………………………25
4.2.3 Flowchart of the proposed system……………………………………………27
4.3 Choice and justification of programming language………………………31
4.4 System requirement……………………………………………………………………31
4.5 Implementation plans…………………………………………………………………31
4.5.1 Program design……………………………………………………………………….33
4.5.2 Program design flowchart………………………………………………………..34
Chapter Five
Summary and conclusion
5.1 Summary……………………………………………………………………………………..35
5.2 Review of achievement………………………………………………………………….35
5.3 Suggestions for further studies……………………………………………………….36
5.4 Areas of application……………………………………………………………………….36
5.5 Conclusion…………………………………………………………………………………….37
References …………………………………………………………………………………………38
Appendix A (program codes)…………………………………………………………………39
Appendix B (sample, output forms) …………………………………………………….,…74
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ABSTRACT
An online loan website would allow AccionMFB to access online application,
website, application information from any convenient location, using a single user
ID and password. They would be able to do transactions online. The central goal of
this initiative is to transform the day-to-day operations of the Bank by reducing
paperwork; putting information services and transaction online; streamlining
access to information, applicants results and content. Making it easy for applicant’s
to find and use online services, and thus increasing the likelihood that the Bank can
attain the strategic goals laid out in this initiative. I used a combination of surveys,
focus groups, and one-on-one interviews to gather information from AccionMFB,
staff, and from key personnel at other institutions that have related system.
8
CHAPTER ONE
INTRODUCTION
1.1 Background of study
The need to develop document routing and tracking system has given
rise to automated methods of solving such problems. Necessity has inspired
man to develop the information and data processing technique we now use to
provide required information as quickly and as economically as possible. This
is because once a firm begins to expand, the information requirements
expands proportionally too.
Document routing and tracking have the characteristics of input, processing,
output and feedback. If we consider a microfinance bank as a system of
subsystems, we may discover document routing system has been a manual
process subject to all the traditional business problems. Documents get lost,
there is no personnel accountability and it takes way too long. An attempt to
determine its status is the definition of absolute inefficiency. Most large
organizations use a computerized executive documents management system
(EDMS) to manage the tracking and transfer of files prepared for senior
management.
The document tracking will keep track of who is responsible for the file, who
has it at any given time, when it is due to arrive at the next step in the process,
and whether it is overdue in arriving there.
The document tracking also controls the movement of the e-file of the
document itself. When the hardcopy of a file moves to another office, the e-file
of the document itself is transferred to that office at the same time.
9
At that point, no other office is able to modify the e-file. Until the file is
transferred elsewhere through the EDMS, that office alone is responsible for:
• reviewing whatever action has been requested or taken to date; and
• prepare documents as needed.
However, this work concentrates on the loaning aspect of the document
routing and tracking system in general and the application in particular.
Various manual systems and devices have been used in time past in collection
of loans by customers. The most recent of such devices is the computer with
an advantage of speed and accuracy over the previous devices.
In view of this, certain information about the customers are stored in a
database- a collection of related fields; and this data is manipulated to give
rise to the loaning system. The need for this medium of application is for
approval/transfer of document at a faster rate than before has been highly
called for. The computer programmers aim at ensuring that the application by
customers is processed on time in the computer to generate an effective
loaning system for the microfinance bank.
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1.1.2 The Organogram
Figure 1.1.1: organizational structure of Accion microfinance bank.
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1.2 STATEMENT OF THE PROBLEM
The manual system involves storage of paper files, recording on kalamazoo
forms and the cumbersome computations of numerical quantities.
Having colobrated to an extent what the manual sytem entails and depicts, we
can call look at the weakness of this system that we can trade off for some
method that is more rewarding. The disadvantages of this system include
duplication of files and records insecurity of data that can arise through fire,
theft, sabotage, etc.
Apparently, there arises delay in processing. Data is difficult to retrieve due
to bureaucracy.
Computation of numerical quantities could be cumbersome and error prone
since they are done by humans.
Data mutilation may arise as files move from one hand to the other in the
department. All this problems have risen and are still playing in the
organizations still using the manual system.
Hence, in identifying these problems, I was able to clarify the new systems
objective and users, desire outputs, and desired processing.
1.3 Objectives of study (elimination of manual loan program)
The objectives of this research is to develop a system that will
Eliminate manual loan program
To make it easy for applicants to apply for loans from the comfort of
their home and also from any location in the country.
To enable online approval of loan.
12
Make it easy for grouping of applicants to their respective categories
they fall under.
1.4 Significance of study
Viewing critically the inefficiencies in the manual loan system presently in
Accion MFB, the need to develop online loan approval that will handle such
inefficiencies cannot be over emphasized.
1.5 Scope of study (The computerized system)
Due to the complexities and rigors that assail the manual system, the
computerized system is used to solve our manual loan problems. It was
improved to be a great improvement on the manual system. The computer
system is the series of programs, which will be used to process the data
available with an aim to solve the problems at hand. It is designed to curtail
the ineffectiveness inherent in the old system (manual system). It is an
improvement or manual system because it takes care of the problems
encountered by the manual system.
1.6 LIMITATION OF STUDY
I encountered numbers of constraints that made this research difficult to get
beyond this scope. This constraints includes:
1. Length of time for development
2. Integration of existing services
3. Inadequate data supply by the bank
4. Lack of good internet connection
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1.7 Definition of terms
Document routing system:
Document routing is a manual process subject to all the traditional business
problems. Documents get lost, there is no personnel accountability and it
takes way too long. An attempt to determine its status is the definition of
absolute inefficiency. The Document Routing System (DRS) provides
automated document routing to the user.
Document tracking system: This keeps track of who is responsible for the
file, who has it at any given time, when it is due to arrive at the next step in the
process, and whether it is overdue in arriving there.
Loan: Money lent at interest, something lent for the borrower’s temporary
use.
Lend: To give for temporary use on condition that the same or its equivalent
be returned. To give the assistance or support of afford furnish ‹a
dispassionate and scholarly manner which great force to his criticisms — to
adapt or apply (oneself) readily accommodate ‹a topic that itself admirably to
class discussion.
Automation: The replacement of human workers by technology. A system in
which a workplace or process has been converted to one that replaced or
ministries human labour with electronic or mechanical equipment.
Online: connected via computer attached to or available via a computer or
computer network.
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Database: Any collection of data organized for storage in a computer memory
and designed for easy access by authorized users.
Database update: This simply means applying and maintaining changes on a
database after data must have been added, removed or modified
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