Chapter I

Introduction

In relation with this study Uganda Christian University is one of the progressing
institution. In order to cope up with its progression, the proponents proposed a well-designed
computerized system for online graduation clearance since technology in general and
computers in particular have become the most used tool in all fields.
Clearance is a status granted individuals or permission for something to be done. At Uganda
Christian University, Students should be cleared from all accountabilities or requirements
needed by different designated departments including guild office, library, estate, warden,
alumni office, dean, head of department, bursar and registrar in order for them to graduate.
Online Graduation Clearance System will help ease queuing system in the institution clearance
process. The designed system will serve as a more reliable and effective means of
undertaking students clearance to remove all forms of delay and stress as well as
enable them to understand the procedure involved since it is a web-based system.
1.1 Project Context

The main target of this study is to build a system that will provide a fast and reliable
solution for the processing of the student clearance. The procedure of clearance signing will be
followed, only that this system will automate it for example only students cleared by the
previous office in the hierarchy will appear on the clearance page of the next office in the
hierarchy .

The SDLC that the proponents will be using on this project is Rapid Application
Development which is a type of incremental model. This model relies on prototyping to speed
up the development and elicit feedback from the users. RAD model will help reduce in the
development time and quick initial reviews to solve integration issues of Online Faculty
Clearance System.

The scope of the study includes the online processing of faculty’s clearance where the
target users are the students and the designated departments of Uganda Christian University. A
student is able view massages, upload documents while the department will approve the

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completed requirements of the student then will clear a student. This will be developed within
2-3 months as the time frame of the proponents. Hypertext Preprocessor (PHP), Java Script,
jquery, CS5, CSS, Bootstrap are used to construct this system and the database for the software
is MySQL.

1.2 Problem Statement

The general problem of this study is the slow processing of traditional Students
graduation Clearance of Uganda Christian University.

Specifically, this study has the following sub-problems:

1. Time consuming due to the manual processing of checking documents for the clearance
signing.
2. Unavailability of designee who will sign the clearance form.
3. Clearance prone to lost
4. Damaged clearance form

CHAPTER II

Review of Related Literature and Systems

This chapter discusses the Related Literature and Systems that are found helpful and
inspirational for the development of Online Graduation Clearance System.

2.1 Review of Related Literature (Local, National, International)

NBI Clearance (Bacolod City)

According to lawyer Ferdinand Lavin a chief of the International Operations Division,

said in Bacolod City that the NBI continues to implement the one-year validity period of the

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clearance, but they will try to shorten the process. He added that the agency will require two
valid government-issued identification cards for verification of personal information. He
admitted that they are having regional and district offices, in terms of connectivity as the
agency’s operation is internet-based, specifically in checking criminal records. Ferdinand Lavin
also said that the NBI is really trying to improve its system in line with the directive of President
Rodrigo Duterte to shorten the process in government transactions in order to cut red tape.
The online processing helps minimize errors on the personal details being filled out by the one
processing the clearance. Otherwise the problem of congestion where the agency is also
working on upgrading its facilities as part of the provisions of the Modernization Law signed by
former President Benigno Aquino III. (http://www.sunstar.com.ph/bacolod/local-
news/2016/07/19/nbi-works-addressing-clearance-processing-woes-486182)

Phil Army automates clearance process

The Philippine Army Automated Clearance System (PAACS) intends to enhance the fast
and reliable issuance of security and command clearances to all active military and civilian
personnel in the Philippine Army. It undergone a series of test runs and was conceptualized in
2012 that Headquarters Philippine Army interlinking the information systems of the Discipline,
Law and Order Branch of the Office of the Chief of Staff for Personnel, OG1; Office of the Army
Adjutant; Counter Intelligence Branch, Office of the Assistant Chief of Staff for Intelligence,
OG2; and the Clearance Workstation of OG2, Headquarters and Headquarters Support Group. It
is not only economical, but also efficient, fast, reliable and secure implementation of the
Automated Clearance System. Philippine Army continues to implement organizational reforms
in terms of policies, systems and procedures. Once implemented, the clearance process will set
the standard in the Security Management.
(http://www.army.mil.ph/pr/2014/sep/010914.html)

OPM’s security clearance system

US Office of Personnel says they’re enabling user access to e-QIP. The system used to
process information forms. Twenty one million people still remain unprotected from whom
over stole their U.S Office of Personnel Management (OPM) records, but they announce of its
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repair. E-QIP is a web-based platform used to complete and submit background investigation
forms for security clearances. Acting OPM director Beth Cobert wrote in a memo to other
Federal government agencies that, "Given the limited resources available to OPM at this time
to deal with a contract of this size, agencies will be asked to contribute 2015 funding to cover
the first full year's costs of credit monitoring and related services / benefits" for the incident.".
The use of this system will help secure each information of the individual people.
(www.zdnet.com/article/u-s-security-clearance-system-is-sort-of-kind-of-online-again/)

2.2 Review of Related Systems (Local, National, International)

Automated Student's Clearance System

St. Bridget College Batangas is a Catholic evangelizing educational institution founded by

the Religious of the Good Shepherd inspired by the compassion of Jesus, and the zeal of St.
John Eudes and St. Mary Euphrasia. Their studies objective is to provide good service to the
students and minimize the time consume. Implement policies and procedures relative to
admission, registration and graduation of students. Serve as recorder and keeping student
records. Aside from the teachers they also have staff from the Registrar’s Office, Staff from the
guidance Office, Staff form the library and Staff from the Finance Office assigned to approve the
clearance. If the system will be a good help for the institution? "Yes, it will be a great help for
us. So we can lessen the time consumed in finishing their clearance." - Mrs. Elveña (by Jezreel
Besa on 22 September 2013). (www.https://prezi.com/wp0xeocqehur/clearance-system/)

Student Clearance System (DLSU)

The Centralized Student Clearance System was maintaining by the Office of the
University Registrars. Otherwise, to indicate that a student is put “on hold,” a formal letter
(signed by the office/unit head) must be submitted to the Office of the University Registrar,
requesting a student(s) be “on hold.” To clear a student, a formal letter (signed by the
office/unit head) must be submitted to the Office of the University Registrar, requesting a
student(s) be “cleared.” It is important to remember that a student put "on hold" remains as
such until a request for clearance is received from the concerned office/unit. Requests for

4
“hold” which are related to discipline matters should be addressed to the Student Discipline
Formation Office (SDFO), which has the facility to make entries to the centralized student
clearance system. (Ms. Grace Panaglima Ext. 115(2012)).
(www.dlsu.edu.ph/offices/registrar/policies/studentclearance.asp.)

Online Clearance System for Tertiary Institutions: Tai Solarin University of Education, Ogun
State, Nigeria

The system proposed was online based research work that will help ease the queuing
system in the university’s clearance process. Primary aim in developing is to replace the
manual/file method of processing clearance. The implementation of the computer based
system was carried out using, PHP Language, HTML, CSS and the database for the software is
MySQL. The admission process of students is done online and the presence of the student is
needed for the admission of clearance. Some system bases to the other universities where the
process of students is strictly done online like Ambrose Alli University physical presence of
admitted candidates is not required in the university premises during the clearance exercise as
it is strictly online. On the other hand other private organizations defined “clearance” which is
refer to the authorization or permission from an authority (Anigbogu, 2000; Chimezie, 2000;
Wikipedia 2013). The act of clearing an individual involves granting individual a permission to
have access to sensitive or secret documents or other information. The Oxford dictionary
defines “online” as controlled by or connected to a computer and as an activity or service
which is available or performed using the internet or other computer network (Dictionary
of British and World English, 2015).
(www.researchgate.net/publication/303543627_design_and_Development_of_online_clearanc
e_system_for_Tertiary_institutions_A_case_Study_of_Tai_Solarin_University_of_Education_Or
gun_State_Nigeria)

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2.3 Summary

Related Systems Features Proposed Systems

Automated Student's  Provide good service to  To Process

Clearance System the students Effectively and
 Minimize Time Efficiently Faculty
Clearance with an
accurate data.

Student Clearance System  Proper way of  The step by step

(DLSU) processing student process before
clearance by the proceeding to the
designated offices. next assigned
faculty.

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Online Clearance System  Processing of clearance  Adopt the same
for Tertiary Institutions: Tai online/ Manual to features needed for
Solarin University of automated. the Online Faculty
Education, Ogun State, Clearance.
Nigeria

Ghana Integrated Cargo  Manifest submission  Online submission

Clearance System (GICCS) and payment related of Faculties
processing. requirements.
 Declaration submission,  Accurate
validations, information of
notifications and queuing clearances.
payment related
processing.
 Logistics module has
Cargo Tracking,
Container transfer,
Delivery Order
Submission and
Tracking features.

Chapter III

Methodology

This chapter includes the research method and procedures prepared by the proponents
in order to develop Online Faculty Clearance System for the four campuses of Carlos Hilado
Memorial State College. This comprises the recommended hardware and software
requirements, the conceptualization and the research approach used. It will also include an
overview of how to treat research data gathered by the proponents.

3.1 Research Approach

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 The proponents used Qualitative Research where ‘observation’ as a strategy used by the
researchers to investigate the problems, and Action Research since real situations was basis for
real problem solutions (Cassell & Symon, 2010). Observation is useful for generating in-depth
descriptions of organizations or events, for obtaining information that is needed. It contrasts by
means of most fundamental type of data gathering method in which person give their own
point of view based on what they sees and understands. This method helps the proponents to
understand more about the development of Online Faculty Clearance System. Also, proponents
conduct an ‘interview’ with the other faculty to know the manual flow of clearance signing.
Before conducting the interview, proponents ask permission to the faculty and prepared a
guide question in order to control the flow of conversation that will gather all necessary
information. The proponents identified the problems existing within the manual process and
found an opportunity to solve these problems by proposing the Online Faculty Clearance
System.

3.2 Systems Development Methodology

Systems Development Life Cycle (SDLC) is a conceptual model used in project

management that describes the stages involved in an information system development project
(Rouse 2009). It is the process of creating or altering software systems, and the models and
methodologies that people use to develop these systems.

The proponents will used the Rapid Application Development in developing the system
(diagram as shown in Fig.1). RAD is also a team-based technique that speeds up information
systems
development and
produces a
functioning
information
system. The
Iterative process
continues until

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the system is completely developed and users are satisfied. The RAD model consists of four
phases: requirements planning, user design, construction, and cutover, as shown in Figure 1.
There is continuous interaction between the user design and construction phases.

Figure 1. Rapid Application Development Methodology

Requirements Planning

In this phase, the proponents first identify the requirements and specifications that the
system requires in order for it to be understood. The proponents also do the documentation
analysis in which secondary sources such as online journals, books and websites are being
gathered, documented then synthesized the information. Online Faculty Clearance System is
proposed that will ease the process and minimize problems in clearance signing. Additionally,
the weakness of the system is modified where administrator, designee and faculty cannot
access the system without internet connection.

User Design

During the design phase of the RAD model, the proponents distinguish the design and
functionalities of Online Faculty Clearance System.

Construction

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 It is one of the most fundamental phase where the programmer start coding the
proposed system. The development of the Online Faculty Clearance System is based on the
design presented by the proponents.

Cutover

This phase indicates the deployment stage. It covers the implementation of the system
where it is being tested to ensure that it is running correctly. The proponents conducted an
evaluation to know if the system meets the requirements of the institution.

3.3 System Requirement Specification

Functional Requirements

The Online Faculty Clearance System involves faculty, designee and administrator in order the
system to function. Clearance will be process online by the faculty which the data given are the
basis if they are already cleared. Administrator has the access in the system to undertake the
clearance. Otherwise the Online Faculty Clearance System will have the following
functionalities.

Administrator

 Add/Edit/Remove Faculty
 View Faculty Profile
 View Designee approval
 Manipulate Clearance of the faculty

Designee

 Assign Faculty Requirements

 Approve Faculty Clearance
 View list of Faculty in the Department

Faculty

 Upload/Download Requirements
 View clearance status/progress
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Input Requirements

For admin Admin ID and Password

The Admin ID is needed while password will be provided to the administrator to access
the system and manipulate faculty clearance. The administrator is responsible for the integrity
and security of the end user.

For the Designee

Username and Password is required to log in in the system and approved the faculty
clearance.

For the Faculty

Faculty ID is required to log in in the system. Confirmation of faculty ID by the

administrator allows the faculty to access the system. The Faculty cannot access the system
without faculty ID confirmation.

Output Requirements

Downloadable Clearance

An output generated in processing of the clearance. The file document can be

downloaded by the faculty to have their own copy. All done clearances will be saved in a single
or a zipped file where authorized person is permitted to access it.

Reports

Reports include all the names of the faculty who are already cleared and uncleared in
the institution.

3.4 System Analysis

The system analysis help the proponents to continually learn new techniques and
approaches to properly capture, maintain, understand and develop efficient and effective
systems (Reema Al-Kamha n.d.). Carlos Hilado Memorial State College as one of the progressing

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State College in the province. The school must need to be modernize and competitive in terms
of providing efficient and automated process for the faculty of the four campuses of Carlos
Hilado Memorial State College.

Data analysis

This section discusses the study of data collection process, data storage and manipulations
in the proposed Online Faculty Clearance System, the administrator have the authority to
manipulate the system. All data entered by the administrator will be stored in the system’s
database.

Process analysis

Carlos Hilado Memorial State College and extensions are still in manual processing of
faculty clearance signing. In this case the proponents proposed the Online Faculty Clearance
System that could generate clearance in a fast and reliable process. In order to access the
system, the administrator has administrator ID and password to manipulate and maintain the
security of the system. Each Designee of the Carlos Hilado Memorial State College and the
extensions is responsible for the approval of the faculty clearance. The faculty is allowed to
view the progress status of the clearance. The process of Online Faculty Clearance Signing is
shown in figure 2.

Data Dictionary

The following tables contain the list of all fields included in the tables in the database.
Also displayed are the properties and a brief description of fields.

Table 1: FACULTY

Field Name Optional Field Type Length Key Description

faculty_id N INT 5 PK Faculty ID number given

Fname N VARCHAR 15 First Name of the faculty

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 Mname N VARCHAR 15 Middle Name of the faculty

Lname N VARCHAR 15 Last Name of the faculty

Birthdate N INT 8 Birthdate of the faculty

Age N INT 3 Age of the faculty

Contact_no. N INT 20 Mobile Number of the faculty

Gender N VARCHAR 6 Gender specification of the

faculty

Email N VARCHAR 30 Email Address of the faculty

Designation N VARCHAR 10 Faculty Job Status

req_id N INT 5 FK System Generated Sequence

Number of Requirements

dep_id N INT 5 FK Department ID

Table 2: REQUIREMENT_STATUS

Field Name Optional Field Type Length Key Description

reqstat_id N INT 5 PK System Generated Sequence

Number of Requirement Status

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 status N VARCHAR 10 Requirement status of the faculty

faculty_id N INT 5 FK Faculty ID number given

req_id N INT 5 FK Requirements ID

Table 3: ADMIN

Field Name Optional Field Type Length Key Description

admin_id N INT 5 PK Generated ID Number of the

admin

Password N VARCHAR 15 Passsword of the

Administrator

dep_id N INT 5 FK Department ID

Table 4: REQUIREMENT

Field Name Optional Field Type Length Key Description

req_id N INT 5 PK System Generated Sequence

Number

req_content N VARCHAR Requirement content

admin_id N INT 5 FK Generated ID Number of the

admin

Table 4: DEPARTMENT

Field Name Optional Field Type Length Key Description

dep_id N INT 5 PK Department ID

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 dep_name N VARCHAR 15 Department Name of the Offices

designee N VARCHAR 15 Assigned person in the department

req _id N INT 5 FK System Generated Sequence

Number

faculty_id N INT 5 FK Faculty ID number given

3.5 Design

Flow Chart

The figure below (Fig.2, Fig.3, Fig.4) shows the systematic process of the Admin,
Designee and Faculty in the Online Faculty Clearance System.

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Figure 2. Admin Flow Chart

16
Figure 3. Designee Flow Chart

Figure 4. Faculty Flow Chart

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 Data Flow Diagram

Context Data Flow Diagram

The context data flow diagram shows the entire process of Online Faculty Clearance
System. Faculty, Designee and Admin serve as the external entity while the center part
represents the incoming and the ongoing process. Faculty get the remaining requirements
needed then comply in order to be cleared and clearance to be sign. Designee will manage the
requirements of the faculty and approve it. Admin is responsible for the cleared clearance to be
produce.

Figure 3. Context Data Flow Diagram

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Figure 4. Level 0 Data Flow Diagram

19
Figure 5. Level 1 Data Flow Diagram

Figure 6. Level 2 Data Flow Diagram

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Entity Relationship Diagram

Figure 5. Entity Relationship Diagram

The figure above shows the relationship of each entity on the table in the database of
the proposed Online Faculty Clearance System. The relationship in the above tables is one-to-
one, one-to-many and many-to-many relationships.

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