DEPARTMENT OF COMPUTER SCIENCE

CHUKWUEMEKA ODUMEGWU OJUKWU UNIVERSITY, ULI

ANAMBRA STATE

DOCTOR OF PHILOSOPHY (PHD),

MASTER OF SCIENCE (MSC), AND

POSTGRADUATE DIPLOMA (PDG) AND BDC

DEGREE IN COMPUTER SCIENCE

AUGUST 2024

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 DESIGN AND IMPLEMENTATION OF AN ENHANCED WEB-
BASED MODEL FORADMISSION PROCESSING USING A CASE OF
STUDY OF FEDERAL COLLEGE OF EDUCATION (TECHNICAL),
UMUNZE, ANAMBRA STATE
SUBMITTED BY

AGBATAOBI GABRIEL IKECUKWU

REGISTRATION NUMBER: 2020 224 282

SUBMITTED TO:

DEPARTMENT OF COMPUTER SCIENCE

CHUKWUEMEKA ODUMEGWU OJUKWU UNIVERSITY, ULI

ANAMBRA STATE

IN PARTIAL FULFILLMENT OF REQUIREMENT FOR THE AWARD

OF BACHELOR OF SCIENCE DEGREE (B.Sc.) IN COMPUTER SCIENCE

APRIL 2024

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 CERTIFICATION
This is to certify that the project was completed by AGBATAOBI GABRIEL IKECHUKWU

under the supervision of MR. A.C NWAFOR. The work presented in this project is original and

has not been submitted for any other degree or qualification.

Certification:

I, AGBATAOBI GABRIEL IKECHUKWU, certify that the project work presented in this report

is my own and has been completed under the guidance MR. A.C. NWAFOR.

Signature: ______________________ Date:

______________________

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 DEDICATION

Foremost, I dedicate this report to Almighty God, whose presence has

guided me from start to finish. To my loving parents and siblings, your

constant support, encouragement, and sacrifices have been my strength, I

also extend my heartfelt gratitude to my consistently supportive friends and

relatives for their prayers and well wishes. Additionally, I would like to

dedicate this report to my esteemed lectures for their continuous

contributions to knowledge.

To God be the glory.

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 ACKNOWLEDGEMENT

I would like to express my deepest appreciation to my project supervisor

MR. NWAFOR. A.C who has supported me throughout the project with her

patience and knowledge. Her valuable suggestions were of great help

throughout my project work.

My sincere thanks also goes to all the teaching and non-teaching staff of

computer science department, for their support and guidance throughout

my stay in school. May almighty GOD bless you all.

I would also like to thank my parents and siblings for their unwavering

support and encouragement throughout my studies. Their love and

guidance have been invaluable, and I am incredibly grateful for everything

they have done for me.

Furthermore, I would like to thank my friends and relatives for their

support and encouragement during the project.

Above all, I give all the glory to GOD for hid protection and mercy over my

life all these years.

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 Abstract
This work undertook to develop a web based model for admission
processing with Federal College of Education Technical, Umunze as a
reference point. The study exposed the disadvantages of the manual system
presently in use, which among others is time consuming, renders data
volatile, not cost effective, do not notify successful candidates when
admitted. Though a similar model have earlier been developed by Adebeyi
(2006), this models do not consider variables like school catchment areas
and those from educationally less developed states not does it send sms
alert to successful candidates, these gap this model particularly addressed.
The study used structured system analysis design methodology to develop a
model using HTML, CSS design php language and MYSQL at the backend.
This model was developed to accept data entry of the candidate’s personal
details at the end of which the system will be queried and if the requirement
are met, then sms alert will be sent, otherwise no action is taken. After test
running the program, recommendation were made that the staff be trained
on its use, and the parallel change over plan be adopted in switching over to
the new system after its commissioning.

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 TABLE OF CONTENTS PAGES
DOCUMENTATION FORMAT
COVER PAGE
CERTIFICATION
DEDICATION
ACKNOWLEDGEMENT
ABSTRACT
TABLE OF CONTENT
CHAPTER ONE: Introduction
1.1 Background of study
1.2 Statement of the problem
1.3 Aims and objectives of the study
1.4 Significance of the study
1.5 Scope of the study
1.6 Limitations of the study
1.7 Definition of terms
CHAPTER TWO: Literature Review
2.1 Theoretical Review
2.2 Review of related works
2. Summary of Literature Review and Knowledge Gap
CHAPTER THREE: SYSTEM ANALYSIS AND METHODLOGY
3.1 Methodology
3.2 System Analysis
3.2.1 Analysis of the existing video
3.2.1.1 Weakness of the existing system

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3.2.2 Analysis of the Proposed System
3.2.2.1 Advantages of the proposed system
3.2.2.2 High level model of the proposed system.

CHAPTER FOUR: SUMMARY, CONCLUSSION AND RECOMEDATION

4.1 Objectives of the Design
4.2 Control Center/Main Menu
4.3 The Submenus/Subsystems
4.4 System Specifications
4.4.1 Database Development tool
4.4.2 Database Design and Structure
4.4.3 Math Specification
4.4.4 Program Module Specification
4.4.5 Input/output format
4.4.6 Algorithm
4.4.7 Data Dictionary
4.5 System Flowchart
4.6 Object Diagrams
4.7 System Implementation
4.7.1 proposed System Requirements
4.7.1.1 Hardware Requirements
4.7.1.2 Software requirements
4.7.2 Program Development
4.7.2.1 Choice of programming Environment
4.7.3 System Testing
4.7.3.1 Test Plan
4.7.3.2 Test Data

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 4.7.3.3 Actual Test Result versus Expected Test Result
4.7.3.4 Performance evaluation
4.7.3.5 Limitations of the System
4.7.4 System Security
4.7.4.1 Password Protection
4.7.4.2 Authentication
4.7.4.3 Digital Signature
4.7.4.4 Cryptography
4.7.5 Training
4.7.6 Documentation
4.7.7 System Conversion
4.7.7.1 Changeover Procedure
4.7.7.2 Recommended Procedure
CHAPTER FIVE: SUMMARY, CONCLUSION AND RECOMMENDATION
5.1 Summary
5.2 Conclusion
5.3 Recommendation
5.3.1 Application Areas
5.3.2 Suggestions for Further Research
5.4 Contribution to Knowledge
REFERENCES
USE APA 7th edition FOR references
All APA reference list entries contain four main components: author, date, title, and source
Appendix A: Program Listing
Appendix B: Sample Outputs
Appendix C: Questionnaire

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 CHAPTER ONE
Introduction
The development and advent of a technology have created high demand for
easy job performance in in organizations, companies and institutions of
learning. These technologies have brought about “Globalization of the
World Economy”. No one goes to people houses for letter delivery and
message anymore. What you just need to do is to hook up with an inter-
networked system and then you can send your message.
In our institutions, people have suffered so much in both applying for and
processing their admission manually. A newly admitted student stands in a
long queue waiting for his own turn of service.
An enhanced web based model for admission processing system or a
computerized admission processing system is a system designed to enable
students that have been admitted newly into an institution of learning to get
themselves registered anytime and anywhere without even appearing at the
institution. This is achieved by the use of computer network (Internet). The
system enables the intending students to view or check-up courses offered
by the institution, its academic requirements and its admitted students'
lists. One can only access these things with a scratch card which could be
obtained after payment of a stipulated amount at designated centers across
the area.
The system addresses the number of students who have been offered
admission as well as the student's database which will hold all necessary
information that was supplied by a student during registration and time of
purchase of form.
The system takes user input of candidate's '0' level, Jamb, Passports and
other necessary admission requirement. If there is any missing prerequisite
of admission, the system detects it and rejects or refuses the registration
process, but if you complete its requirements, then the system issues a
registration number to you and accepts your process by giving you an
admission confirmation slip online.
1.1 Background to the study

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This project provides the means of registering students online using Federal
College of Education Technical, Umunze as a case study. It lays its emphasis
on the basic where by users of the system completes their registration
process or procedure easier and faster. The system is to be called "An
enhanced web based model for admission processing system".
Federal College of Education Technical, Umunze in Anambra State is one of
the eight (8) colleges of Education (Technical) established by Decree No. 4
of 14th march, 1986. Perhaps its take off would have been delayed further if
not for two principal personages who literarily induced the birth of the
college. First was the philanthropic benevolent late Igwe (Dr.) M.N.
Ugochukwu, LLB, OFR, and the Pioneer Provost Dr. T.I. Eze who was bent on
making something out of nothing, in the face of all odds.

At its inception, the College moved to Umunze in November 1989,

following a presidential directive. At Umunze, the Institution inherited
buildings of the former All Saints Anglican Secondary School. At present, the
infrastructures inherited from the school are being renovated and
refashioned, as it were, to reflect the grandeur and convenience of a
technical teacher institution. In some places in this temporary site of the
college, completely new administrative blocks, classrooms, multipurpose
hall, school and staff offices, science laboratories, inter- communication
networks, computer room, hostels and workshops have
sprung up, with heavy machines to reflect the status of a modern technology
educational environment. In 1999/2000, the administration of Dr. C. V Nnaka
(Mrs) made a deliberate effort to move the college to her permanent site at
Nsogwu with the erection of a gigantic building to house the school of
Agriculture and Home Economics Education. Lectures have already started at
the permanent site. Administratively, the college has seven schools, namely

 School of Agric and Home Economics,

 School of Business Education,
 School of Computer and Science Education,
 School of Education and Technical Teachers Certificate,
 School of Fine and Applied Arts Education,
 School of General Studies and Pre-NCE,
 School of Industrial Technical Education.
The NCE programmes, run by the different schools of the college, have
recently obtained successful accreditation of the National Commission for
College of Education. In addition, the college runs pre-NCE program in
Business and Vocational Technical Studies from where most of our NCE
students are drawn. The college also runs a certificate programme in

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computer Programming to help provide our students and the general public
with a technological culture as we move into the 21 st century.
Since its inception in 1990, the Institution, with an initial student of 70, has
grown by leaps and bounds. Weathering the vicissitudes of a young
institution, the college now has a student population of about 2000 with a
corresponding increase in staff population. It has also graduated about 1,840
students in various levels; NCE and technical teachers’ certificate.
The result of the accreditation visit conducted by the National Commission of
Colleges

Of education (NCCE) (1999) showed that all the programmes of the college
were accredited for the award of National Certificate in Education (NCE)
Technical. The programmes of our newest school, the school of Computer
and Science Education, were also accredited. The college is making every
effort, under the new administration, to move to the permanent site located
at Nsogwu, 'and it is hoped that these efforts would clearly manifest in the
next few years or so.
Again, in order to make some contributions to community service and make
its presence felt in the surrounding environment, the college set up a staff
primary and secondary schools not only to serve her local community but
also the wider Nigeria nation.
The college set up her Staff Primary School in 1991 to cater for the needs of
staff and their wards. With a handful of teachers and school, children at
inception, the population of both teachers and children has grown steadily
since then. Although the Staff Primary School is still operating from rented
buildings nearby, it is expected that the college will put up its own primary
school building in the permanent site located at Nsogwu village.
Furthermore, in 1994, the college set up a subsidiary Demonstration,
Secondary School at a nearby town of Eziagu to cater for the needs of staff
and our ever growing Primary School graduates, The aim of the college in
establishing this Demonstration School is to demonstrate in practical terms
what a model secondary school should be in a period of economic recession
and worsening structural adjustment programmes, At its inception, the
school had about eleven members of staff and twenty-eight boys and girls.
Since then, the population of both staff and students has grown steadily and
it is still growing. It is gratifying to observe that the performance of staff and
children in both our Primary and Secondary schools in ensuring qualitative
education has been encouraging especially when viewed from their
performance in external examinations.

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Finally, the college took off under the leadership of the pioneer provost, Dr.
T. I. Eze at the temporary site in 1990. Lectures commenced with a hand ful
of staff and pioneer students in May 1990. Because of the crisis in which the
college was engulfed in 1996, the founding provost was removed from office
following the recommendation of an Administrative Panel of Enquiry set up
by the Federal Government. In the interim, the Deputy Provost, Mr. O. Ibe
was directed to oversee the college pending the appointment of a new
provost.
History was however, made on 10th May, 1990, when the College gate was
flung open to the pioneer students who had been waiting anxiously for the
takeoff of the College academic programme. The College started with 70
Students made up of 23 males and 47 females. All the past Provosts and the
Acting Provosts have transformed the institution into a modern tertiary
school among its equal. The incumbent Provost Prof. J. Ogbuagumni has
further raised the bar by making the College a degree awarding institution
with an increase in population of about 1200 in degree programmes, 6000 in
NCE and 455 in Post graduate diploma programme. The college runs the
following programs;
 Pre NCE,
 NCE (Regular, CEP, and Sandwich]
 Degree
 Post Graduate Diploma in Education.
Student Admissions is the process in which all applicants to Federal College
of Education (technical), Umunze apply for admission. Like the manual
admission applications, where the procedure of admission application starts
with the completion of student admission form by the perspective student
through the manual college admission department (Admission procedure &
policy, 2012), the student may obtain the form and also come directly to the
college.
The second stage will be the College Admission Department will review and
consider the application for admission and it will check that all the pre-
requisite and required information which is mandatory is provided or not,
also the documentation required with the form just like '0' level and
certificates required are attached with the form or not. If anything is missing
information or the required documents the Admission Department will send
to the application from where it was initiated or routed to rearrange and
provide the missing documents or mandatory information required
(Admission procedure & policy, 2012).
The whole entire application will be forwarded, along with the required
documents to the section of the admission department for the evaluation,

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the lecturers and staff committee will have right to decide that which
application will be accepted or rejected. The committee will review the forms
in order to select a prospective student to the college.
The Federal Government controls the colleges of education and other higher
education institutions through the following organs: the Federal Ministry of
Education; the National Commission for Colleges of Education, which among
other things allocates funds to federal colleges and also prescribes the
spending formula; and the Committee of provosts of Nigerian Colleges of
Education, which acts as a coordinating body and offers advice to
government and universities' governing councils on matt Individual college
administration is the joint responsibility of the college's Governing Council
and the Academic board. Although the Governing Council remains the
highest policy-making body in the college, an appointed Provost acts as the
Chief Executive Officer, coordinating both academic and administrative
functions. Within universities and colleges, the institutes and centers are
more or less autonomous. The college system polity consists of three distinct
categories of staff viz: administrative, academic and technical, each having a
union that protects the interest of members. For instance, the College of
Education Academic Staff Union of (COEASU) safeguards the interests of the
academicians in the Nigerian College system. Most colleges operate the
semester system, where a session comprises of two semesters. The college
academic year begins in October and runs through to July.
The Federal Government in order to make education relevant to the needs
and aspirations of the people and so bring about the desired development
reviewed her educational system by introducing the 6-3-3-4 system of
education (Maduewesi and Imhanlahimi, 2006). By this system, before
reaching college entrance level, students undertake 12 years of school
education, the first six years of which are spent at primary school while the
remaining six years are split between junior and senior secondary school
education. Then the last three years of the education system are spent on an
average three-year course in the college.
Generally, students are 18 years old at the start of their college education,
though some students are able to gain admission at the younger age of 16.
Students may be admitted into the first year of a three-year NCE course
based on results achieved in the Universities Matriculation Examination
(UME) conducted by the Joint Admissions and Matriculation Board (JAMB).
Entrance to the first year of a three-year programme is based on results
obtained in the West African School Certificate (WASC) O level, in addition to
either the General Certificate of Education (GCE) A level, or equivalent
examinations such as the Interim Joint Matriculation Board Examination
(IJMBE).

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Admission is through the Joint Admissions and Matriculation Board (JAMB) for
UME. For UME, interested applicants purchase the JAMB form and
subsequently write the University Matriculation Examination (UME), Based on
the score profile of applicants and the recommended enrolment figure for
the admission year, a minimum cut-off score is usually proposed for UME
admissions. For instance, for the 2014/2015 session, a total enrolment score
of 120 was proposed for the admission into college of education in Nigeria.
Every year more than 500,000 applicants seek placement to universities. Of
these applicants only about 13% are selected for admission. That shows that
a large number of these candidates miss out on the opportunity of being
admitted into the Universities and, for some candidates, this trend continues
for many years leading to frustrations.
This problem has remained difficult to surmount because, for any admission
and placement process, several admission criteria are considered and the
candidates' data would have to be manually evaluated against the various
admission requirements by each university's admission officer before
selecting the few qualified candidates. And this is not an easy task.
Every Nigerian that seeks admission into the University must have one thing
or the other to do with one of the following agencies:

 Joint Admission and Matriculation Board (JAMB);

 West African Examination Council (WAEC);
 National Examination Council (NECO);
 National Teacher's Institute (NTI);V. Interim Joint Matriculation Board
(1JMB).
Adebiyi (2006) developed a web-based model for JAMB candidates'
admission and placement into Nigerian Universities. In addition to the
general admission requirement of five '0' level credits in not more than two
sittings, Adebiyi, in his model, took into consideration other admission
requirements such as UME subject combination and total score
requirements, and University's course subject combination requirements as
the criteria for admission and placement. His model also presented an
opportunity for students self - screening admission system.
The model however, did not take into consideration candidates that get
University placement based on variables such as catchment areas and those
from educationally less developed states (elds). Since these variables are
part of the standard criteria in the University admission and placement
process in Nigeria, Adebiyi's model would deny admission and placement to
many candidates who these variables are meant to favour.

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This study therefore makes an improvement on the model presented by
Adebiyi (2006). This is achieved by the development of a web-based model
that takes into consideration admission requirements other than those
considered by his model. These admission requirements include:
 UME subject combination and total score requirements,
 University's course subject combination requirements,
 '0' level subject combination and credit pass requirements,
 Post UME requirements,
 Candidates from the University's catchment area, and
 Candidates from the educationally less developed states.

In this era of modern computer technology and information science,

sophisticated information systems can be built to make decisions or
predictions based on information contained in available past data. Such
systems are called learning systems and are currently used for the purpose
of classification and prediction. A student data evaluation approach based on
neural networks was described in his dissertation (Sheel et. al., 2008). This
was used to determine the placement of university students into basic
mathematics courses. The existing approach used the results of a
mathematics placement examination given to incoming freshmen to
determine course placement, but the study suggested neural networks to be
suitable alternatives to such examinations.

1.2 Statement of the Problems

The inherent problems with the manual system of admission gave rise to the
need for development of a computerized model that can be used to carry out
the admission procedures, the problems include:
 Delay in processing admission form
 Lose of vital document as the filing system is manual.
 Non consideration of candidates from Educationally less developed
states
 Non consideration of candidates from School catchment area
 Inability of the System to generate sms alert to successful candidates
1.3 Aims and Objectives of the study

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The main objectives of this research; enhanced web based model for
admission processing, are:
 To modernize the process of registration and admission system.
 To control and have a common database about students or candidates
seeking for admission.
 To provide analytic and treatment of data using computer to maintain
and manipulate students record with ease
 To provide security against unqualified candidates and refusing them
of admission.
 To consider candidates from educationally disadvantaged states in the
offer of admission
 To consider candidates from School catchment area in the offer of
admission
 To generate sms alert to successful candidates

1.4 Significance of the Study

The significance of this study is to improve the registration and admission
process of Federal College of Education (Technical) Umunze through the use
of computers, thereby leading to cost effectiveness, time management and
greater income to the school and eliminating bias and non-acceptance of
admission by qualified candidates.
1.5 Scope of the Study
This project work is centered on the admission of students of Federal College
of Education (Technical) Umunze.

1.6 Limitations of Study

During this research, the researcher is likely to encounter lots of problems.
Such foreseeable problems are;
Time Constraints; enough time is needed to carry out a detailed research
work in order to collect data and other important facts that will be useful to
the study. The researcher being a working class student will need to share
his time for this research. He will allot some of his time to his primary
assignment, some to his seminar and the remaining time for this research

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work (project). At the end, he is likely to be restricted to a small sample of
information and materials.
Finance; this is also another limitation to this work because money is needed
to carry out a detailed research work which is not easily born by every
student. Because of lack of finance, he may not be able to run the program
on network.
1.7 Definition of terms
Admission: This is an act of accepting a series of qualified students or
candidates into departments of their choices provided they complete the
school requirements.
Registration: This is the process of supplying peculiar information of a student
to the school in order to be given a registration number as a bonafide
student.
Database: This is an organized collection of related records kept for future
reference and use.
Update: It is an act of altering the original value of content of a master filed
by adding, deleting or changing record contents.
System: This is the collection of component elements that work together to
perform specific tasks.
Admission Requirements: This is the minimum prerequisite a school sets for a
candidate which he has to meet in order to be registered into an institution.
Online: A system is said to be online when it is activated and ready for
operation capable of communicating with persons connected with the
computer system in which it is secured.
ODBC (Open database connection): This is used to connect database created with
access to the main program written with any of the programming languages.
Browser: This is a program that enables computer system to locate, download
and display document containing texts, videos, graphics etc. located on
computer networks.
Internet: This is the connection of several computer systems together for the
purpose of sharing information.
Website: This is a collection of web pages that could be accessed through a
hyperlink.
Webpage: This is a document on the internet.

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 CHAPTER TWO
LITERATURE REVIEW
The review of related literature for this study is organized under the following headings
 Role of information Technology in the Academic System
 Data and Information
 Technology enhance computer Software based on online Admission system

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  Computer-based Online Information System
 Data Bases
 Communication Technology Used in Online Admission System
 Admission Process
2.1 THEORETICAL REVIEW
Owing to the globalization of the world and the need to assist human in its
daily activities and getting informed about some organization, many
companies including banks, institutions of higher learning and examinations
bodies have been computerized and have gone online, thereby reducing the
stress of going from place to place for information transfer and supply, and
in turn, making the world a global village. The success of globalization is
created to the use of computers connected to the internet database as World
Wide Web.
However, the definition of computers, internet, World Wide Web, Database,
Uniform resource locator and other related terms by many authors in relation
to computerized online admission registration has really cleared the notion
on the use of online system compared to manual system Douglas Engel, the
founder of the argumentation research centre and the standard research
centre in 1963 was widely credited for helping to develop the computer
mouse hypertext and other similar technology with which computerized
system are made possible today. Tel Nelson spent his whole life promoting a
global hypertext system called Xandu. He wired the hypertext features and
he is presently renowned and well known for his books on hypertext, literacy
machine and dream machines. Its research gives rise to the development of
web Application and the use of multimedia in the internet.
The internet is the most versatile among the existing network and can be
accessed from anywhere in the world. It grew out from ARPANE (ADVANCED
RESEARCH PROJECT AGENCY NETWORK) which was started in 1969 by the
united state department of difference as a network of only four companies.
The introduction of computer into information technology has massively
improved the information need of organization; the success of this machine
is dependent on the knowledge base. Therefore, one can be prompted to ask
aloud “what is a computer”. Eloba (2007) defines computer as an electronic
device that is capable of solving complex problems at a very fantastic speed.
It can add, subtract, divide, multiply, store information and also be used to
carry out word processing. He emphasized that computers will continue to be
in great demand because of its abilities to store a large piece of information.
His definition of computer system gave the possibility of using computers in
an online system development with greater comfort of storage confidence

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Agubosim (2009) defines network as a collection of computer servers
mainframes, network devices, peripherals and/or various other devices
connected to one another allowing for data to be shared and used, his
concepts explained in details how computers can be networked to transfer
information from a source to a destination. The new system uses such
network modalities for efficient data transfer.
Larmar (2007) said that the wide spread of computer based system planning
and control has greatly increased management abilities to analyze and
manipulate large volume of data to produce more timely and accurate
information for decision making purposes. This entails that after registering
online, the database of the registered students can be easily accessed by
management for onward actions and processes.
Etiebet (2008), stressed that a computerized system permits rapid
processing of data and also makes possible, fast delivery of data as at when
due. The new system allows for rapid dissemination of information to the
appropriate people in an un-delayed manner.
Stephen (2008), Said that today’s computer is certainly a complex electronic
marvels even though it is still dumb, it can’t perform tasks without prior
instructions from human being. He went forward to say that if raw data given
to the computer is incorrect, it will be Impossible for computer to manipulate
the data to produce a meaningful result rather, it will produce an incorrect
result hence, Garbage in Garbage out.
Nwachukwu (2009), stated that connection to the internet requires computer
system. He further stated that the systems will be high processing speed and
have provision for modern and other related technologies. Many computers
come with software that enables one to get connected to internet. For
instance, most modern windows operating systems comes with internet
connection wizard, web browser and other software that would enable one to
get connected to the internet. Internet service providers are companies that
enables interested people, government, and organization to have access to
the internet. They have the basic equipments that allows internet to be
attracted and be used. In Nigeria, some of the companies include, NITEL,
MTN, GLO, AIRTEL, etc.
Transmission control protocol/internet control is the language that is used by
computers to transfer information over the internet. It is a protocol that
defines how data is transferred from one computer to another in a network.
Oscar (2006), stated that “computers, being the tools for smooth
administration, database management systems are specifically made to
handle structured information that would in manual system be stored in a

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card index”. He pointed out the application areas which includes inventory
files and personal records, production assembly data, scientific area etc.,
Database has been seen as the collection or related records that form an
integral base of data that can be accessed by a variety of application
programs, users’ instructions do not in any way affect the original set of
data.
The database administrator during update of the database can only change
the data. The capability building and maintaining of database files,
extracting information into structured reports are made possible by an
integral set of software program called database management system
(DBMS).
He saw online in relation to computer science as activated and ready for
operation machine, capable of communicating with or being controlled by
another computer. It also defines offline as a state on which a device cannot
communicate with or be controlled by other computer.
Online admission system is an enhancement of the graduate admission
system to enable students pay their application fees online using credit
cards when they submit their application form.
Browser also is a program that enables a computer to locate, download and
display documents containing texts, video, graphics, animation and
photographs located on computer networks. The browser in a particular
computer connected to the act is what allows the online system when
uploaded to display on client computer for use.
Uniform resource locator can be viewed as a method of naming documents
or places on the internet. It identifies the directories and subdirectories, for
the location of document on the school websites.
In the proposed system, the uniform resource locator could be
http/www.feetumunze.com/admission/onlineadmission.vbp; this is the
uniform resource locator which enables access to the school’s registration
form.
The part before the colon in the uniform resource represents the format used
to retrieve the document; http (hypertext transfer protocol) means that the
document is on the host name or domain name and it represent the
computer on which the document can be found.
The .com extension identifies the document as a commercial document, we
also have the .edu and the .org extensions showing that it is an educational
or organizational document or site respectively.

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The last part is the document name, in this case, online admission.vbp,
showing that the file name is online admission designed with visual basic
(the .vbp extension shows that the program was written with the
visual basic).
On the home page of the website, check the qualification for different
programs offered in the school and purchase the form online with the correct
password.
The uniform resource locator creates an avenue for access to the system and
other resources in the internet
Mba (2010), stated that online admission system allows institute to receive
application through the web and candidates need not to collect physical
forms. Candidates are further said, visits the admission website of the
institute (www.feetumunzw.com) in this case. He went further to say that it
is pertinent that candidates receive a unique registration number if granted
or offered admission for parental and school confirmation purposes. He also
revealed the importance of electronically notifying students of their
admission status by the use of text messages, sent to their phone numbers.
In the new system, turnaround time would also be reduced since it is the
students that enter their data themselves thereby fascinating the entire
admission process. He said that online service covers a long range of scope
including education (online registration). He said that any online service has
the ability to provide infrastructure in which subscribers (candidate) can
communicate with one another either by exchanging email messaging or by
sending data to get a feedback. He stressed that for a communication to be
made online, that a feedback from the receiver must be sensed either by a
printout hardcopy notification or by mailing (softcopy notification).
For an online data to be processed into information, it has to be objective
and must certify certain criteria. In the proposed system, if any field is left
empty, an error would be prompted to let the user know that he is providing
data and incomplete data. The system automatically stresses out the empty
fields for it to be filled, else you cannot send or save such data.
An incomplete data opens way for an unsatisfactory and incomplete result.
Registration involves the process by which NIBIT record specific data in
respect of employees and employers and issue a unique registration number,
which positively identifies one entity from another or one insured person or
another. The NIBIT here, is the replication of the online registration system,
while the employers are users and the employee, the students.
Admission system can be viewed as the collection of important tools of
programming unit to solve candidate entrance problem of queuing in

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institutions or patient’s problem or waiting in a hospital for their turn of
system. It further discuss admission system and concluded that it must be
specific and user friendly so that any person (including old parents) who is an
illiterate can access the program so far he or she has the correct access
authentication. The new system, online admission registration system is very user-friendly as it
possesses help menus in case the candidate are confused. It also in co-operate tool-tip text
technique, a technique whereby a description of an object appears when a mouse is placed on it
to tell you what it does. Its user friendliness is eased with enhanced interactivity between man
and machine.
Nwachukwu (2009), saw web browser as software that links a user to the internet. It was further
seen that it is only a browser that will make the new system performed as designed.
Therefore, the new system has been embedded into a web browser start up object which can
automatically be opened by any default web browser of any computer it runs on. All you need to
do as a user is to install your web browser (Internet explorer, Mozilla Firefox, Netscape, Opera
mini etc.) The user can set the one he or she likes as the default web browser so that when you
run the program, it automatically run under the default browser, so that you can perform other
tasks of being online by using the search or address bar to locate any website of your choice in
case you want to simultaneously search for any information and run the program.
Ezeasomba (2010), defined information as a processed data that communicates to the receiver a
message and evokes feedback from the receiver. Her concept pointed at the garbage-in garbage-
out terminology used when querying for the registered candidates report. It also emphasized
more on the information feedback which shows that communication has really taken place. In the
case of this new system, the feedback is the confirmation slip that will be printed when your data
has been analyzed and accepted by the program criteria judgment. Then, the candidate will take
the printed confirmation slip to the school for manual submission and filing.
Aguboshim (2010), defines data processing as any process that user's computer program to enter
data and summarize, analyze or otherwise convert data into usable information.
This goes a long way in portraying the data processing ability of the new system in an efficient
way. It analyzes and converts candidate's filled data in the form into a useful information stored
on the record system or database.
The aim of information system to admission, registration, result processing and clearance in
colleges of education using computer software based online admission processing system is to
improve the quality and accuracy of information provided to all involved as well as assisting
colleges in compiling and reporting information, making work lesser for the management.
Information technology has been an integral part of academic system since almost four decades.
According to Hewlet (2003), the world is entering an era in which technology will literally
transform every aspect of business, every aspect of life and every aspect of society.

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Since the arrival of internet technology, school system has taken a new shape style with a blend
of convenience and satisfaction. Taylor (2010), says that computer base education includes both
computer-assisted instruction programs that interact with students in a dialogue and a broader
array of educational computer applications such as simulations or instructions in computer
programming. Learning from a student bedroom, office or anywhere in the world has made its
way into college system with the advent of internet technology. Information technology has
always helped the college system to educate student in better way. To explain few examples,
student computerized admission process is a method where the student checks his/her admission
status without carrying files around. This is safe, fast and has no hazels. Filling out the
documents and comparing options and writing or approval is a time consuming process.
Through the internet, this process is made much easier and sometimes the approval is made
within days/weeks. This explains an efficient way of obtaining admission and saves time and
money for students.
2.2 REVIEW OF RELATED WORKS
1. Admission Processing System for Higher Education Institutions" by Johnson et al.
(2019): This study developed an admission processing system that integrates with
existing student information systems. The system was found to improve data accuracy
and reduce processing time.
2. Online Admission Processing System" by Lee et al. (2018): This paper presents an
online admission processing system that allows applicants to submit applications and
supporting documents electronically. The system was found to improve applicant
experience and reduce processing time.
3. Admission Decision Support System" by Patel et al. (2017): This study
developed an admission decision support system that uses data
analytics to provide insights for admission decisions. The system was
found to improve admission decisions and reduce bias.
4. Admission Processing System for Polytechnic Institutions" by Kumar et al. (2016):
This paper presents an admission processing system specifically
designed for polytechnic institutions. The system was found to improve
data management and reduce processing time.
The concept of data and information are very important in understanding
issues that go with development and implementation of a computer software
based admission process system. The term "data" and information" are used
interchangeably every day conversation as meaning the same thing. Too
many manager and information specialist. However, these terms have
distinct meaning. According to O'Leary (2006), data simply consist of raw
unprocessed facts while information is a data that have been processed by
the computer.
Hordeski (2006): Gives the following definition of data; A graphic or textual
representation of facts concepts, numbers, letters, symbols or instructions

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suitable for communication, interpretation or processing. Data is the basic
element of information that is use to described objects, ideas, conditions or
situations.
Lucy (2001): Defines data and information as Data is fact events, transactions
and so on, which have been recorded. They are the raw materials from which
information is produced. Information is data that has been produced in such
a way as to be useful to the recipient. Data are fact obtained by observation,
counting, measuring, weighing etc., which are often records of day-to- day
transactions of the organization. For example, the date, amount, and other
details of an invoice or cheque, payroll details of payment, the number of a
student living in a particular hostel and so on.
Enwerem (2002): Argue that concept of information in an organization sense is
more complex and difficult than the frequent use of this common word would
suggest. Oketunji (2012): Emphasized that information is data that have been
processed, transmitted by the recipient, interpreted and understood by the
recipient. Here it should be noted that the user, not just the sender is
involved in the transformation of data into information. There is a process of
though and understanding involved and if follows that a given message can
have different meaning to different people. Based on this, one can conclude
that data which has been analyzed, summarized or processed in some other
fashion to produce a message or report which is conveniently deemed
"management information" only becomes information if it is understood by
the recipient.
Therefore, it the user who determine whether a report contains information
or just processed data.
2.3 SUMMARY OF LITERATURE REVIEW AND KNOWLEDGE GAP
Summary of Literature Review: The literature review provides a comprehensive overview of
the current state of research on admission processing systems. The authors have thoroughly
examined existing studies, identifying key themes, trends, and gaps in the field. The review
demonstrates a clear understanding of the complexities involved in admission processing and
highlights the need for more efficient, effective, and equitable systems.
1. Strengths:
- Comprehensive coverage of relevant studies
- Clear identification of key themes and trends
- Well-organized and easy to follow
2. Weaknesses:
- Some studies may have been overlooked or not fully explored

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- Limited critical analysis of existing research

Knowledge Gap: The authors have successfully identified a significant knowledge gap in the
field, highlighting the need for research on the development and implementation of admission
processing systems that prioritize equity, access, and transparency. The proposed study aims to
address this gap by exploring the design and implementation of an innovative admission
processing system.

1. Strengths:
- Clear identification of a significant knowledge gap
- Well-defined research question and objectives
- Potential for meaningful contributions to the field

2. Weaknesses:
- May benefit from further refinement of the research question and objectives
- Limited discussion of potential challenges and limitations.
According to Jeremy v Ernest, a comparison of traditional and hybrid computerized system in
communication technology computerized system has become a central element of the discourse
on higher education (cox, 2005). There seems to be an overall derive towards online system
given the mountain need for flexibility in scheduling and the daily emergency of communication
technology and capabilities (Hill stock, 2005).
Computerized system is presented as a means of conveying instruction to an extensive learning
community any place at any time Cox (2005). Indicate that adequate designate online learning as
the driving force and model for transformation in teaching, learning and formal schooling online
course has the potential to provide learner individualized attention by the instructor, otherwise
impossible in a large classroom environment (environmental education and training partnership
2006). With the continued development of online system applications, many colleges and
universities has begun to offer online courses as an alternative to traditional face-to-face
instructions. 67% of colleges and universities agreed that online education is the most logical
long term strategies for their institutions (Hill stock 2005). However, there are considerable
hesitation rising predominantly related quality and student respectively to online system, (Yong
and Conellus, 2004). Just as their advantages there are also disadvantages to the online system
instruction delivery method. There is evidence through previous research that student fill isolated
or disconnected when not engaged in traditional face-to-face instruction (Guhu 2001, Graham
2001), while other report indicate large success (Hoff man 2002, Kaczynski and Kelly 2004:
mayer 2002). There remains a lack of clarity whether online courses are as affective as

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traditional courses (peirier and Feldman 2004). While there has been vast amount of research
conducted on the advantages and the disadvantages of online system institution, little is known
on how assessment is used in online classroom to monitor performance and progress (Liang and
Jeremy v Ernest Jeremy Ernest @ NCSU.edu) is an assistant professor in the department of
mathematics science and technology education at North Carolina state university Ralugh.
Hew, Liu, Martinez. Bonk, and Lee (2004), describe the evaluation of current online education
system at three levels; the macro level, the meso level and micro level. The macro level is an
online evaluation that access an entire online program, the meso level evaluation access
individual online courses, and the micro level access the learning of the
online student.
Online admission system present educational experience very different from
standard face-to-face environment (Hew, Liu, Martinez, Bonk and Lee 2004).
When conducting a micro level courses evaluation, interest commonly lies in
learner perception of the course experience pertaining to the level of
comfort, ability to communicate with class mate and the instructor, as well
as comparison to traditional face-to-face lecture. Many times the only means
of evaluating learner perception is in the form of a questionnaire or survey.
Although perception of online system can be extremely useful information, it
is usually not sufficient to conclude the evaluation without expanding to
learners understanding.
2.4 Computer-Based Online Information System
An information specialist Lucey (2001), define computer based management
information system as: the combination of human and computer based
resource that result in the collection, storage, retrieval, communication and
use of data for the purpose of efficient management of operations and for
business planning.
Computer based information system is a feature of all large organization
nowadays. The literature identifies four kinds of computer based information:
Transaction processing system (TPS), management information system
(MIS), decision support system (DSS) and executive support system (ESS).
Some system record routine activities: Employees hired, material purchased
or produced and the like. Such recorded events are called transactions.
Other system uses this recorded event to help managerial planning and
control. The systems form a pyramid each primarily supporting one another
level of management.
a) Transaction processing system (TPS): these system record day-to-day
transactions such as customer order, bills, inventory levels and
production output. The TPS helps supervisors by generating data base
that act as foundation for other information system.

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 b) Management information system (MIS). These summarize the detailed data
of the transaction processing system standard report for middle level
managers. Such report might include production schedules and
budget summarizes.
c) Decision support system (DSS); The DSS provide the flexible tools for
analyzes. The DSS help middle level managers and other in the
organization analyze a wide range of problem, such as effect of event
and trend outside the organization. Like the MIS, the DSS draws on the
detailed data of transaction processing system.
d) Executive support system (ESS): The ESS is easy-to-use systems that
present information in a very highly summarized form. It helps top
level management to oversee the company operation and develop
strategic plans. The ESS combines internal data from TPS and MIS with
external data.
CHAPTER THREE
METHODOLOGY AND SYSTEM ANALYSIS
System analysis can be defined as the process as examining or studying the
structure of an existing system with a goal of improving it. In other words, it
is concerned with functional and non-functional requirements of a system
existing system. It is also the process of breaking down a problem into
smaller units for a close study of individual parts. The purpose of such
process is to discover a feasible solution to the identified problems in the
system and have a clear understanding of it.
In this chapter, a system analyst analyzed the existing system of Federal
College of Education (Technical), Umunze manual method used and
problems encountered which are the reason for developing a new system.
The technological approach to the implementation was based on open
source solutions. The system requirement in terms of software and hardware
includes a web server, which is apache extended with support for PHP and
MySQL relational database.
In recognition of the sensitivity of the data contained in the system,
communications over the public network are protected with open-ssl library
for data encryption and authentication and role-based authorization was built
into the system to specify access rights to the database system.
System testing was carried out succinctly with real test data obtained from
the Federal College of Education (Tech.), Umunze. Also, as a follow up to the
test running and subsequent debugging of the system, the system will be
implemented.

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At the end of it all, potential students should be able to go on the relevant
College's website and verify whether they qualify for admission and
placement into that College. This is self-screening.
3.1 Methodology Adopted
Methodology is a method of predefining a software program in such a way
that it will meet the user's requirements. This work adopts the Structured
System Analysis and Design Methodology (SSADM)
3.2 System Analysis
For the system analysis of your project, you would typically perform tasks
like gathering requirements, identifying stakeholders, and analyzing the
current admission process at Federal College of Education (Technical),
Umunze, Anambra State. This analysis would involve studying the existing
system, identifying its strengths and weaknesses, and determining the
necessary improvements for the web-based model. You would also analyze
the user needs, functional requirements, and non-functional requirements to
ensure that the new system meets the desired objectives. Additionally, you
might conduct feasibility studies to evaluate the technical, economic, and
operational aspects of implementing the enhanced web-based model. The
system analysis phase is crucial for laying the foundation of your project
and ensuring its success.
3.2.1 Analysis of the Existing System
When a student is about to get admitted, he/she will take his/her 0' level
results to the registry unit after buying the form over the counter for
screening after which he/she obtains admission letter from unit, if he/she
meets the admission requirements. The registrar office carefully reviews
each candidate's academic records and scores to ascertain that the
candidate has completed the requirement for the programme. Also the
bursary has to certify that the student has completed all payment.
3.2.1.1 Weaknesses of the Existing System
Due to the manual means being used by the college in keeping information
about students' admission, a lot problems are encountered which includes:
a) Delay in processing admission form
b) Unavailability of some key staffs while processing admission form,
which leads students into repeatedly visiting a particular office in
other to sign his/her admission form.
c) Lose of vital document as the filing system is manual.
d) Damage of document due to fire or rain incident.

32 | P a g e
 e) Illegal removal of forms by fraudulent staff leading to insecurity.
Take a lot of time to retrieve a particular admission form
3.2.2 Analysis of the proposed System
The new system is designed to solve problem affecting the manual system in
use. It is design to be used online thereby relieving both student and staff
from much stress as experienced from the manual system.
This new system will do the analyzing and storing of information and
automatically and interactively, it will make use of online access to internet.
The proposed system will also have some other features like.
Accuracy in handing of data
Fast rate of operation and excellent response time


Flexibility(I.e. it can be accessed at any time)



Easy way of back up or duplicating data in compact disc (CD) in



case of data loss



 Better storage and faster retrieval system

 Accessibility from any part of the world
 It can be easily be upgraded

3.2.2.1 Advantages of the proposed system

1. Streamlining Processes: An online admissions and enrollment portal streamlines
processes and minimizes paperwork. It automates manual tasks such as document and
payment collections, reference management, and email communications. By reducing
administrative burden, institutions can process applications more efficiently and improve
the overall experience for both applicants and staff.
2. Accessibility: An online system provides 24/7 access to the admission portal for
applicants and staff. This accessibility ensures that applicants can submit their documents
and track their application status at any time, leading to a smoother enrollment process.
3. Personalization: Online portals allow institutions to personalize communication with
applicants. Automated email workflows can provide timely information, updates, and
reminders throughout the admissions process, enhancing the applicant experience.
4. Data Management and Analytics: Web-based models enable better data management.
Institutions can collect and analyze data related to application trends, conversion rates,
and applicant demographics. Insights from analytics help institutions make informed
decisions, refine their recruitment strategies, and optimize the admissions process.
5. Data Security: Storing application data digitally enhances security compared to paper-
based systems. Online portals protect against damage, loss, and unauthorized access.
Institutions can ensure data confidentiality and integrity, which is crucial for maintaining
trust with applicants.

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 6. Cost Savings: Transitioning to an online admissions system reduces costs associated with
printing, mailing, and hiring dedicated staff for manual processes. The efficiency gains
and reduced administrative overhead contribute to cost savings in the long run.

In summary, an enhanced web-based model for admission processing offers efficiency, security,
and improved applicant experiences, making it a valuable investment for educational institutions.
3.2.2.2 High level model of the proposed system /System Architecture
Oxford advanced learners dictionary new 7h edition defines model as a
simple description of a system used for explaining how something works or
calculating what might happen.
The below description provides a solution to a registration and admission
process.
Internet website for registration/admission process
Scratch cards or Access code.


Online Database


Online Registration form



Course requirements form



Admission notification form



Internet Website: The internet website makes it possible for admission
process to be accessible anywhere in the globe without necessarily coming
down to the school.
Scratch Cards: This card contains information that should be peculiar to a
candidate and also granting him/her the access to the registration form.
This information is the pin number which should be hidden from people's
eyes.
Online Database: The database holds the details of the candidate's data and
scratch cards, for verification purpose. The record of every candidate will
be received through this online database. Online Registration Form: This
form when accessed shows the departments and their requirements for
entry into their program.
Admission Notification Form: This form should only appear to the
candidates if admission has been granted to him/her.

3.2.1 SSADM - Structured System Analysis and Design Methodology.

This is an organized method for the production of an information system
design. It is one particular implementation that builds on the work of
different schools of structure analysis and development methods. It follows

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rigid method for structured system and therefore is highly disciplined. It
involves the following steps;
Problem identification
Feasibility study


Analysis


Design


Implementation


Post - implementation maintenance



Features of SSADM
Data flow methodology
Complement structured program


Very popular, perhaps the leading one



Can be repeatable, measurable and automated



Case brought significant assistance



Functional perspective of problem domain



Describes the real world as data flowing through the information



system, being transformed from inputs to outputs.



This method is considered best for this design because it is an organized

method for the production of an information system design, it is repeatable,
measurable, automated and highly structured too.
3.4 Strength of the Present System
The current admission system of the college is a manual one. These makes
the system so practical and elaborate. Here, student has to visit all the
admission offices with a form for them to sign, once this forms are signed, it
proves that the student has been cleared, the process takes some months to
be completed and possess a lot of stress to both staffs and the student
involved. In this manual system, the admission forms are documented in a
file cabinet. Each time the admission form is needed, a search operation is
conducted on the file cabinet to locate a particular student's admission
form.

3.5 Organigram to explain power base

GOVERING
COUNCIL

PROVOST
35 | P a g e

DEPUTY
PROVOST
3.8 Overview Description of the new system
During this project research work, data needed for the project was gathered
from various sources. In gathering and collecting necessary data and
information needed from the system analysis, two major fact-finding
techniques was used in this work and there are:
a. Primary Source:
This refers to the source of collecting data in which the researcher made
use of empirical approach such as personal interview and questionnaires.
b. Secondary Source:

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The secondary data were obtained by the researcher from magazine,
journal, newspaper, library, and internet downloads. The data collected
from this means have been covered in literature review in the chapter two.
3.8.1 Oral Interview
This was done between the researcher and the staff of the Federal College
of Education
(Technical), Umunze.
Also various departmental heads were interviewed and reliable facts were
got based on the questions posed to the staffs by the researcher.
3.8.2 Study of Manual
Manuals and report based on admission were studied and a lot of
information concerning the system in question was obtained. The admission
forms were gathered and information relating to admission fee and other
requirement were also obtained.
3.8.3 Evaluation of Forum
Some forums that are necessary and available were accessed. These
included admission form, fee receipt, registration forms etc. this forms help
in the design of the new system.
3.8.4 The Student Selection Solution
The selection of students from competing applicants is a complex decision
making process, that often requires a comprehensive evaluation of the
applicant's performance. There is a need for consideration of multiple
selection criteria, and, the presence of subjective assessments and
imprecision results in the use of fuzzy and imprecise data. Juan Carlos
Leyva López (2004) formulated the student selection process as a multi-
criteria decision analysis problem, using the ELECTRE III methodology to
construct a fuzzy outranking relation. He then used a genetic algorithm to
exploit it and to obtain a ranking in decreasing order of preference.
Multi-criteria analysis provides an effective framework for solving problems
with multidimensional characteristics. The approach based on fuzzy
outranking relations is adequate for dealing with situations in which
imprecision and subjectiveness are present (Rogers et al., 2000). Multi-
criteria analysis is widely used for selecting or ranking alternatives in
relation to multiple criteria (Roy, 1996; Vanderpooten, 1990). Given the
complexity of the student selection and placement problem, a major aspect
of this research is to determine a computing technique that can best be
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employed in solving the problem. Statistical procedures, such as
discriminate analysis and regression analysis are traditionally used for
predicting potential academic success of applicants (Graham, 1991). The
predictive validity study may help make admission or selection procedures
more efficient and effective (Powers and Lehman, 1983; Dobson et al.,
1999; Lievens and Coetsier, 2002). However, the selection criteria used in
higher education admission processes varies widely among programs and
no consistent conclusions can be reached on the predictive values of these
criteria (Wilson, 1999). This may partly be due to the fact that the
predictive validity of the selection instruments is not in itself sufficient for
an assessment of the validity of a selection, although it can be a critical
factor (Wolming, 1999). The problem is that of both prediction and
classification. The work of Bijayananda and Srinivasan (2004), established
the fact that artificial neural models has outperformed the other statistical
models in predicting student performance and classifying applicants into
successful and marginal student pools based on given data sets. Other
similar works hold this same premise (Gor et.al, 1994; Nelson and
Henricksen, 1994; Ashby and Kumar, 1996; Cripps, 1996; Carbone and
Piras, 1998). Hence, artificial neural network is adopted in this research as
a multi-criteria analysis tool which can adequately handle the
multidimensional characteristics of the student selection problem.
In this research, prediction is not the stated purpose for the student
selection problem. The selection of applicants is made on the grounds of the
candidates merits (performance evaluation) assessed by an examination
process and his academic background, based on a given set of criteria in
accordance with the requirements of the undergraduate academic
programme of any discipline in the College.
This chapter presents a model whereby selection is based on the candidates'
merits assessed by the Joint Admissions and Matriculation Board (JAMB)
coupled with the performance of the candidates (in not more than two
sittings) in ordinary level examinations such as the West African School
Certificate (WASC), the National Examination Council (NECO) and in other
academic background based on a given set of criteria in accordance with
the requirements of the undergraduate academic programmes in all
disciplines.
3.9 Information/Product Flow Diagram
Information flow is the movement of information from one unit of an
organization to the other. The admission unit which is charged the duty of
admission within the school declares form to interested candidates of the

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public; who then, fills their forms and returns back to the admission unit.
These forms undergo critical interpretation and judgments before the list of
successful candidates for aptitude test are released.
The admission unit assigns registration duties to personnel within their unit,
cach representing each department, after which the files of these successful
candidates given admission are forwarded to their various departments,
exams and records and to the registry unit after being registered within the
stipulated time of registration. This is represented diagrammatically
below…

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 Bank
Candidate

School

Admission D1 stores
Board student’s
Registrar
information
Receives

Academic D2 stores
Dean
Board student’s
Forwards
information

HOD
Department
Stores notice board
student’s
information

Stores
Stores
student
student
information
information

Data flow diagram of the Present System

40 | P a g e
4.4 DATAFLOW DIAGRAM OF THE SYSTEM

Access form
Candidate
Internet School
notice
board

Fills and Submit form

Check admission list

Admission
unit D1 list of
admitted
Process
students
forms and
into the
shortlists
BAN school
successful
(admission
candidate
unit)
3 Academic
via 4 Dean of
2 internet Board Schools
Registrar Receives Receives
Endorses detail list of list of
Admissio admitted admitted
students into students Departmental
n lists
the school into student’s
departmen Notice Board
t

D1 List of D1 List of D2 List of

D2 List 0f
admitted admitted admitted
Admitted
students students students
Students
(registrar (Academic into the
(Hod’s
office) Board) school
Office)
(admission
unit)

41 | P a g e
 CHAPTER 4
SYSTEM DESIGN AND IMPLEMENTATION
4.1 OBJECTIVES OF THE DESIGN
To modernize the process of registration and admission system.
To control and have a common database about students or candidates


seeking for admission.



To provide analytic and treatment of data using computer to maintain

and manipulate students record with ease.


To provide security against unqualified candidates and refusing them

admission.


To consider candidates from educationally disadvantage states in the

offer of admission.


To consider candidates from school catchment area in the offer of

admission.


 To generate sms alert to successful candidates.

4.2 CONTROL CENTER/MAIN MENU
To be able to use the proposed system effectively, the candidates should
follow the below guidelines after the website has been hosted.
Type the address of the website on internet explorer proposed to be
www.fcetumunze.com
Enter the scratch card pin or password to be granted access to the system.
Open registration form and fill it up.
Click register button automatically to generate your Registration Number.
Then save the record and print your admission confirmation slip.
At the backend of the program, the admission officer would process the data
doing the following:
Access the database and query it from the server.
Query the database to view the report of the registered candidate.
Print out the output of the qualified candidate and have its hardcopy for the
notice board, departments and admission department.
4.3 The Submenus/Subsystem

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1. Applicant Portal:
i. Dashboard: Overview of application status and notifications
ii. Application Form: Online form for submitting applications
iii. Document Upload: Secure upload of supporting documents
iv. Application Status: Real-time updates on application status
v. Notifications: Messages and reminders from the system
2. Admin Portal:
i. Dashboard: Overview of applications, workflow, and analytics
ii. Application Management: View, review, and decision-making on
applications
iii. User Management: Manage admin, reviewer, and staff accounts
iv. Workflow Management: Assign tasks, track progress, and manage
workflow
v. Reporting and Analytics: Insights and data analysis for decision-
making

3. Database:
i. Applicant Data: Storage of applicant information and documents
ii. Application Data: Storage of application status and workflow data
iii. User Data: Storage of admin, reviewer, and staff information

4. Workflow Engine:
i. Workflow Configuration: Define and manage admission process
workflows
ii. Task Assignment: Automate task assignments to reviewers and
administrators
iii. Notification Management: Automate notifications and reminders
iv. Status Updates: Update application status in real-time

5. Integration Layer:

i. API Management: Manage APIs for integrating with existing systems

ii. Data Synchronization: Synchronize data with existing systems
iii. System Integration: Integrate with student information systems,
financial systems, etc.

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4.4 SYSTEM SPECIFICATIONS
Specification is the detailed description of how something should be made
or designed.
4.4.1 DATABASE SPECIFICATION

Cand

CH Cand

ONU STOR

C ST

BE
BE

CHECK ERRORS

ERROR FOUND VALIDATED

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4.4.2 DATABASE DESIGN AND STRUCTURE
1. Database Type: Relational Database Management System (RDBMS)
for structured data. NoSQL Database for document storage and
management.
2. Database Schema:
o Applicant Table:
o Applicant ID (primary key)
o Name
o Email
o Password (hashed)
o Application Status
 Application Table:
o Application ID (primary key)
o Applicant ID (foreign key)
o Program ID (foreign key)
o Application Date
o Status
 Program Table:
o Program ID (primary key)
o Program NameDescription
o Requirement
 Document Table:
o Document ID (primary key)
o Applicant ID (foreign key)
o Document Type
o File Name

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 o File Content (stored in NoSQL database
 Reviewer Table:
o Reviewer ID (primary key)
o Name
o Email
o Role
 Workflow Table:
o Workflow ID (primary key)
o Application ID (foreign key)
o Reviewer ID (foreign key)
o Task Status
o Due Date

4.4.3 MATH SPECIFICATION:

Let the courses applied for by candidates be represented by c1, c2…., ck
and the UME subjects requirements, the JAMB’s UME and university’s post
UME subjects sat for by the candidates xi for the course be represented by
Ukj, jij and Pkj respectively. Also, let the ordinary level subjects-
combination admission requirements for the course be represented by Okj
and the ordinary level grades obtained by the candidates xi be represented
by Aij and Bij respectively in not more than two sittings such that I,j,k =
1,2…,n. Similarly, let the catchment areas and the educationally less
developed states (elds) that are considered by a given University ne
represented by sets{y} and {z} respectively.
Ukj, Jij, Aij and Bij could be represented as partition matrice with
ck as follows:

C1 U11 U12 …..U19 1, If Ukj is compulsory for ck

Ukj C2 U21 U22 …..U29 Ukj= 2, 3 If Ukj is a group of subjects for ck
…. …. ….. ……. …. 0, If Ukj is not required for ck
CK UP1 UP2 ....Upq

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 C1 j11 j12 ….. J1q If jij is registered and sat for by X1
Jij = C2 j21 j22 ……J2q jij =
….. ….. …. ….. …..
Ck jp1 Up2 …. Jpq o, if okj not required for Ck

C1 U11 U12 … U19 1, If Ukj is compulsory for ck

Okj = C2 O21 O22….U29 lkj = 2,3 If Ukj is a group of subjects for ck
…. …. ….. ….. O, If Ukj is not required for ck
Ck Op1 Op2 … Opq

X1 a11 a12 …. a19 1, If Ukj is compulsory for X1

Pkj X2 p21 p22….. p29 pkj = 2,3 if Ukj is a group of subjects for X1
…. …. ….. … …. O, If Ukj is not required for X1
X1 Pp1 pp2 … Ppq

X1 a11 a12 ….. a19 1, if 2≤aij≤4 (aij passed at credit level by X1)

Aij = X2 a21 a22 …..a29 aij O, if aij ≤ 2 (aij is failed or not attempted by
X1)
… …. … ….. …..
X1 ap1 ap2 …. apq

X1 b11 b12 …..b19 1, if 2≤ bij≤4(bij passed at credit level by

X1)
Bij = X2 b21 b22 ….b29 bi O, If bij ≤2(bij is failed or not attempted by
X1)
.... ….. …. …. …..
X1 bp1 bp2 …. bpq

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 These matrices are portioned sparse because for instance, for course c k,
potential candidates registers and sits for only four UME subjects even
though there are twenty-one subjects in all.
The UME subjects requirements for course ck is row vector upq =up1 up2 …upz
and upq⊑Ukj, q 1,2,…,t. Also, the potential candidate xi’ s UME subjects for
the course ck is a row vector jip =[Ji1 Ji2 … Jim] and Jip ⊑ Jip, p 1,2,…,n. The post
UME subjects requirements for candidate xI is also a row vector Pqt = [Pq1Pq2
… Pqt] and xi. Pqt⊑Pkj= 1,2,…z. the ordinary level subjects combination
requirement for course ck is also a row vector Okq =[Ok1 Ok2… Okq] and
Okz⊑Okj, q=1,2,…,r.
In the same vein, the ordinary level subjects’ grades obtained by potential
candidates in either of the first or second sitting are also vectors such as
that aij⊑Aij, and bij⊑Bij respectively. Fig 1 shows the artificial neural
networks for the model. The weights of the models are as shown in the
sparse matrices above and the model is represented in figure 1 below.
Output
Output layer

Hidden
Layer

Input
Layer
Figure 1: the artificial neural Networks Model
For each of the potential candidate x i that applied for the course c k, =1, 2, 3
represent compulsory UME subjects and other subject groups from which
candidates are expected to select from respectively and T(s) represent the
total number of subjects sat for at the JAMB UME examinations.
Therefore, let r equals total number of subjects sat for, for each U kj= s and s
= 1 (compulsory subjects) such that T(s)≤4; if Ukj ≠Jij 1.1

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Process next potential student’s data for the course c k, otherwise
Xr=M(jij), r =1, 2, …,4. 1.2
Where M is the function that returns the mark obtained b the candidate in
the JAMB UME subject jij. Process the next Ukj =s.
If T(s)<4(total number of subjects sat for) then there exist s =2, 3 such that
Ukj =s where s represents other subjects groups from which candidates ought
to have selected T(s) from. Therefore, let m=s=1, 2, …,T(s) for each s =2, 3;
if
T(s)=0, select next s otherwise for each Ukj, =s, obtain
Xr=M(Jij), if Ukj=Jij. 1.3
If T(s)-m>0, select the next U kj=s. Let the potential student’s cut-off score= s
cut-off. If m = 0, select next potential candidate’s data for the course c k.
r
if∑1 (t)<4, select next s otherwise obtain the s cut-off as follows
t=1

scut-offi = ∑Xr≤400
1.160≤

0, otherwise
r
Where if ∑Xr represents the total scores obtained by the candidates from
the post UME and let pufac represent the percentage cut-off mark for the
Post UME scores in each of the schools.
For the candidates xi whose cut-offI=1 and pscore≥ pufac, let the
percentage contributions of UME examination be U% and Post UME be P%
respectively such that U%+P%= 100%, then overallscore = U%×∑Xr + P
%×∑Pkj 1.5

Define r=0, z=0, y=1, 2,…, n, for each O ky=s=1 (compulsory ordinary level
subjects) such that N(s)≤5. Let F(e) be a function that returns 1 iffaiy or
biy=Oky otherwise it returns 0. If Oky≠F(aiy) □ F(biy)
1.6

49 | P a g e
 process next potential candidate’s data for the course ck, otherwise z=z+1
and process the next Oky.

If N(s) <5 (total number of ordinary level credits obtained), then there exist
s =2, 3 such that Oky=s, where s represents other subjects groups where
potential student is expected to have O/L credits form. Therefore, let m=0,
for each s=2, 3, if N(s) =0, select next s otherwise for each Oky =s,

Z=z+, m=m+1, iffOky=F(aiy) □F(biy) 1.7

If N(s)-m>0, select next Oky=s. If m=0, select next potential candidate’s data
for the course ck.

If z

If ∑1(t)<5, select next s. For z=5,

T=1

admi = 1 1.8

Select the next potential candidate I for the course ck otherwise select the
next course ck.

Arrange the overall scores for x1 in descending order to determine the

candidates that are admitable on merit, catchment areas and educationally
less developed states (elds). Let Tk= target number of candidates to be
admitted for course ck and let %merit = 50%; %catchment = 30%; and
%elds = 20% such that %merit + %elds = Tk. The catchment and %elds
admission must be evenly distributed among the concerned states.

Therefore, let y and z represent the college’s catchment area and the
educationally less developed States, respectively. Using the Federal College
of Education (Technical), Umunze, admissions and placements guideline,
the catchment area can be taken care of by the set…

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 Anambra, Abia, Imo, Ondo, Enugu,

Y= Delta, Edo, Ekiti, Kogi, Nasarawa,

Are the educationally less developed states (elds) which are applicable to
candidate X1 for course ck is the set z ={y, Ebonyi, Rivers and Cross River}.

For X1 (state) ⊑y and X1(state)⊑z, the first of merit are selected automatically.
From %merit + 1 to N, if X1 (state) ⊑y, and %catchment=0, then
X1=adm1=1. From %merit +1 to N, if Xi (state) ⊑ z and %elds =0, then Xi
=admi=1

Finally, for placing students whose adm1≠1, select each of the student
whose admi≠1, for each of the following courses Ck, if…
160≤∑Xr≤400
r=1
Apply equations 1.1 through 1.3 and equations 1.7 holds place the
candidate into the course and select next course ck.
For candidates’ self-evaluation the entiren1.1 to 1.8 are applied to evaluate
individual candidate’s result against the admission requirements in order to
determine whether he qualifies or not. However, it is also possible to
perform the candidate’s self-evaluation process in two stages. The first
stage allows the application of equation 1.1 to 1.5 to the candidate’s UME
subjects’ scores. This is useful for candidates awaiting the ordinary level
results.
Later, if the candidate meets the admission requirements and the O/L
results are now available, then equations 1.6 to 1.8 will only be applied on
the ordinary level results as the system keeps the outcome of equation 1.5
in a database table.
The internal working of the above model is represented in the figure 1.2.

4.4.4 PROGRAM MODULE SPECIFICATION

START

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 LOGIN

MAIN MENU

Program Registra Admission Printout Report Logout

type tion

NCE Registration Admission

Student
form status
information
Configuration
form
Validation Admission
letter Marital
status

Printout
State of
Origin

Choice of
Program

EXIT EXIT EXIT EXIT EXIT EXIT

The Designed System Basically Compromised Six Modules

As shown, they include:

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Program type
Registration
Admission
Printout
Report
Log off
PROGRAM TYPE
This is made up of:
NCE
EXIT
REGISTRATION
It is made up of
Registration form
Validation
Form printout
Exit
ADMISSION
It is made up of:
Admission status
Admission letter
Exit
PRINTOUT
It is made up of:
Confirmation form
Exit

53 | P a g e
REPORT
It is made up of:
Student information
Marital status
State of Origin
Exit
4.4.5 INPUT AND OUTPUT FORMAT
INPUT FORMAT:
Input involves entering of data in their respective fields in a form. With
computer, data is entered through some input devices such as keyboard,
mouse joystick etc. when someone is seeking admission into the school; the
person purchases a form online and fills his personal data and academic
qualifications and choice of program. This is to enable the cultivation of
critical interpretation and judgment before admission is granted.
The structure below is the input format:

FEDERAL COLLEGE OF EDUCATION (TECHNICAL), UMUNZE

APPLICATION FORM

PERSONAL DATA
PASSPORT
SURNAME…………………………………………………………………………………………
………………………..
OTHER NAMES…………………………….…………..PHONE
NO……………………..DOB………………………..
L.G.A…………………………….STATE OF
ORIGIN……………………………………..SEX…………………………….
MARITAL STATUS………………………………………………..PROGRAM
TYPE………………………………….

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DEPARTMENT…………………………………………………..MODE OF
STUDY……………………………………..
JAMB REG NO…………………………………………………..JAMB
SCORE……………………………………………
PUTME
SCORE…………………………………………………..SESSION……………………………
…………………….

OUTPUT FORMAT
Output is the result of the processed data to any system, which could be
used for decision process. Below is the output format…
FEDERAL COLLEGEOF EDUCATION (TECHNICAL), UMUNZE

LIST OF ALL CANDIDATES THAT OBTAINED FORM

Date……………

Stude Phone Cours Sex LGA State Sitting O’ Jamb

nt Numbe e s level
Name r

4.4.6 ALGORITHM
Open homepage with the web address
Login Form:
Enter the correct password to be granted access to the system
Registration Form:
Get all personal data from students
Get educational qualification
Get choice of program and course of choice

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 i. Submit form
ii. Print confirmation slip of registration
iii. Go to home page or Exit
2. Admission Unit (processing of Student’s Data)
i. Access database and query it to get candidates details automatically
ii. Get qualified admitted students
iii. Get the list of all admitted students in the NCE
iv. Paste the notification on the notice board
v. Publish Admission letter for admitted students

4.4.7 DATA DICTIONARY

vi. Data dictionary is a traditional and separate entity understood to
contain the description of items in the file or database.
vii. Data dictionary contains the list of all files in the database, the
number of records in each file and the names and types each field
contains
viii. 4.6.1 DATA DICTIONARY FOR REGISTRATION FORM DATABASE

FIELD NAME DESCRIPTION DATATYPE WIDTH

REG No Registration Character 15
Number
Name Candidates Names Character 20
Mstatus Marital status Character 6
Sex Sex Character 7
Address Address Character 50
DOB Date of Birth Date 12
progtype Program Type Character 5
M.O. Study Mode of Study Character 7
PhNum Phone Number Numeric 11
ctype Course of Study Character 20
ix.

DATA DICTIONARY FOR LOGIN FORM DATABASE

VARIABLE NAMES MEANING

Txtsurname Textbox for holding surname
Cbomarital Combo box holding marital status
Cbosex Combo box for holding sex
Txtaddress Textbox for holding address

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 Txtdob Textbox for holding date of birth
Txtstate Textbox for holding state
TxtLGA Textbox for holding local
government
Cbocoursetype Combo box containing course type
Cboprogtype Combo box containing program type

4.7 SYSTEM IMPLEMENTATION

The system implementation involves the actual development and
deployment of the admission processing system.
1. Front-end Development: Design and implement the applicant portal
and admin portal using HTML, CSS, JavaScript, and a front-end
framework (e.g., React, Angular). Create user-friendly interfaces for
applicants to submit applications and admins to manage applications.
2. Back-end Development: Design and implement the server-side logic
using a programming language (e.g., Java, Python, Node.js) and a
framework (e.g., Spring, Express). Develop APIs for data exchange
between the front-end and back-end. Implement data validation,
calculation, and statistical analysis logic.
3. Database Implementation: Design and implement the database
schema using a relational database management system (RDBMS)
and a NoSQL database. Develop database queries for data retrieval
and manipulation.
4. Integration and Testing: Integrate the front-end, back-end, and
database components. Conduct unit testing, integration testing, and
system testing to ensure the system works as expected.
5. Deployment: Deploy the system on a cloud-based hosting platform
(e.g., AWS, Azure, and Google Cloud). Configure load balancing, auto-
scaling, and security measures.
6. Maintenance and Updates: Regularly update the system to fix bugs,
improve performance, and add new features. Monitor system
performance and troubleshoot issues.
4.7.1 PROPOSED SYSTEM REQUIREMENTS
4.7.1.1 Hardware Requirements:
1. Servers: 2-3 servers for load balancing and redundancy
Server specifications: 8-core CPU, 16 GB RAM, 1 TB storage
2. Storage: 1-2 TB storage for database and file storage.

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 Storage type: SSD or SAN
3. Network: High-speed internet connection (1 Gbps or higher)
Network security: firewall, intrusion detection, and prevention
4.7.1.2 Software Requirements:
1. Operating System:
- Linux or Windows Server
2. Web Server:
- Apache or Nginx
3. Application Server:
- Java or Node.js
4. Database Management System:
- Relational database (e.g., MySQL, PostgreSQL)
- NoSQL database (e.g., MongoDB, Cassandra)
5. Front-end Framework:
- React or Angular
6. Back-end Framework:
- Spring or Express
7. Security Software:
- SSL/TLS certificates
- Encryption software (e.g., OpenSSL)
4.7.2 PROGRAM DEVELOPMENT
1. Planning:
- Define project scope, goals, and timelines
- Identify requirements and specifications
- Create a detailed project plan
2. Design:
- Develop a detailed system design and architecture
- Create user interface prototypes and mockups
- Design the database schema and data models

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3. Implementation:
- Develop the front-end and back-end components
- Implement the database and data storage
- Integrate third-party libraries and services
4. Testing:
- Conduct unit testing, integration testing, and system testing
- Test for security vulnerabilities and performance issues
- Conduct user acceptance testing (UAT)
5. Deployment:
- Deploy the system to a production environment
- Configure servers, databases, and networks
- Set up monitoring and logging tools
6. Maintenance:
- Fix bugs and issues reported by users
- Implement new features and updates
- Monitor system performance and security
4.7.2.1 CHOICE OF PROGRAMMING ENVIRONMENT
The programming language used for this is php and MySQL with Ms ACCESS as its
database.

Php is a rapid application development program used for creating standard

programs (User programs). For a perfect implementation of this system via
internet, a .net framework HTML embedded tools was used in the visual basic
Library to convert the program into web based software.

Features of Php(Enterprise edition)

It works effectively under high resolution VGA

It uses up to 64MB of RAM

It could run on processor and above

It runs effectively on a 32 bit coloured or higher (SVGA)

It has a.net framework which automatically loads a form on a web browser when
the user runs the software.

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4.7.3 SYSTEM TESTING
1. End-to-End Testing:
- Test the entire admission process from application submission to decision-making.
- Verify that all components interact correctly.
2. User Interface Testing:
- Test the applicant portal and admin portal for usability, accessibility, and consistency.
- Verify that all fields, buttons, and links work correctly.
3. Data Validation Testing:
- Test data validation rules for accuracy and consistency.
- Verify that invalid data is rejected and valid data is accepted.
4. Business Logic Testing:
- Test the system's business logic for correctness and consistency.
- Verify that calculations, workflows, and decisions are made correctly.
5. Security Testing:
- Test the system's security features for vulnerabilities and weaknesses.
- Verify that data is encrypted, access is restricted, and authentication works correctly.
6. Performance Testing:
- Test the system's performance under various loads and scenarios.
- Verify that the system responds quickly and efficiently.
7. Integration Testing:
- Test the integration of third-party services and APIs.
- Verify that data is exchanged correctly and consistently.
8. Disaster Recovery Testing:
- Test the system's disaster recovery plan and procedures.
- Verify that the system can recover from failures and data loss.
9. User Acceptance Testing (UAT):
- Test the system with real users to ensure it meets their needs and expectations.
- Verify that the system is user-friendly and intuitive.

4.7.3.1 TEST PLAN

1. Objectives Test:

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 - Ensure the system meets the requirements and specifications.
- Identify and report defects and issues.
- Verify the system's functionality, performance, and security.
2. Scope Test:
- Entire admission processing system.
- All features, functions, and workflows.
- User interfaces, APIs, and integrations.
3. Cases Test:
- Develop test cases based on requirements and specifications.
- Cover all scenarios, including positive, negative, and edge cases.
- Prioritize test cases based on risk and importance.
4. Data Test:
- Develop test data for various scenarios and cases.
- Ensure data is realistic, accurate, and comprehensive.
- Use data to test workflows, calculations, and decisions.
4.7.3.2 TEST DATA
1. Applicant Data:
- Personal details (name, email, phone, address)
- Academic background (degrees, institutions, GPA)
- Test scores (SAT, ACT, GRE, GMAT)
- Work experience (job titles, companies, duration)
2. Application Data:
- Program applied for
- Application status (submitted, in progress, completed)
- Documents uploaded (transcripts, resumes, letters)
3. User Data:
- Admin user credentials (username, password)
- Reviewer user credentials (username, password)
4. Program Data:
- Program details (name, description, requirements)

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 - Program-specific questions and requirements
5. Decision Data:
- Admission decisions (accept, reject, waitlist)
- Decision rationale and comment.
4.7.3.3 ACTUAL TEST RESULT VERSUS EXPECTED TEST RESULT
Test Case 1: Successful Application Submission
- Expected Result: The application is submitted successfully, and the applicant receives a confirmation
email.
- Actual Result: The application is submitted successfully, but the confirmation email is not sent due to an
email configuration issue.
Test Case 2: Invalid Application Data
- Expected Result: The system displays an error message when invalid data is entered.
- Actual Result: The system accepts the invalid data without displaying an error message.
Test Case 3: Payment Processing
- Expected Result: The payment is processed successfully, and the applicant receives a payment
confirmation email.
- Actual Result: The payment is processed successfully, but the payment confirmation email is delayed
due to a technical issue.
Test Case 4: Admission Decision
- Expected Result: The system generates an admission decision letter based on the applicant's
qualifications.
- Actual Result: The system generates an incorrect admission decision letter due to a logic error.
Test Case 5: Document Upload
- Expected Result: The system allows the applicant to upload required documents.
- Actual Result: The system does not allow document upload due to a file size limit issue.
By comparing the actual test results with the expected test results, we can identify defects and issues in
the system, such as:
- Email configuration issue
- Invalid data acceptance
- Technical issue with payment confirmation email
- Logic error in admission decision
- File size limit issue with document upload

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These defects and issues can then be reported, tracked, and fixed to ensure the system meets the
requirements and works as expected.
4.7.3.4 PERFORMANCE EVALUATION:
1 Response Time: Measure the time taken for the system to respond to user inputs and requests.
Evaluate the system's performance under various loads and scenarios.
2 Throughput: Measure the number of applications processed by the system within a given time
frame. Evaluate the system's ability to handle a high volume of applications.
3 Accuracy: Measure the accuracy of the system's decision-making and processing. Evaluate the
system's ability to correctly evaluate applications and make decisions.
4 Reliability: Measure the system's uptime and availability. Evaluate the system's ability to handle
errors and exceptions.
5 Scalability: Measure the system's ability to handle increased traffic and usage. Evaluate the
system's ability to scale horizontally and vertically.
4.7.3.5 LIMITATIONS OF THE SYSTEM
1. Technical Limitations:
- Dependent on internet connectivity and server availability
- Vulnerable to cyber-attacks and data breaches
- Limited scalability and performance under high traffic
2. Functional Limitations:
- Limited customization options for workflows and business rules
- Inability to handle complex application scenarios
- Limited support for non-standard application formats
3. Data Limitations:
- Dependent on data quality and accuracy
- Limited data analytics and reporting capabilities
- Inability to integrate with external data sources
4. User Limitations:
- Steep learning curve for administrators and reviewers
- Limited user support and training resources
- Inability to customize user interface and experience
4.7.4 SYSTEM SECURITY
System security involves implementing measures to protect the system from unauthorized access, data
breaches, and cyber threats. It includes strategies like encryption, access controls, and regular security
audits to safeguard the system and ensure compliance with data protection regulation.
4.7.5 TRAINING

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  System Administration Training
 Application Processing Training
 User Training
 Security and Compliance Training
 Technical Training
 Business Process Training
 Troubleshooting and Support Training

4.7.6 DOCUMENTATION
 System Requirements Document: Outlines the functional and non-functional requirements of the
system.
 Technical Design Document: Provides a detailed technical design of the system, including
architecture, components, and interfaces.
 User Manual: Guides users on how to use the system, including step-by-step instructions and
screenshots.
 System Administration Guide: Provides instructions for system administrators on how to
configure, manage, and troubleshoot the system.
 Data Dictionary: Defines the data elements and fields used in the system, including data types,
formats, and relationships.
 Business Process Documentation: Describes the business processes and workflows supported by
the system, including admission procedures and decision-making criteria.
 System Integration Guide: Explains how the system integrates with other systems and
applications, including APIs and data exchange formats.
 Security and Access Control Document: Outlines the security measures and access controls in
place to protect sensitive data and ensure system integrity.
 Testing and Quality Assurance Plan: Describes the testing and quality assurance processes used
to ensure the system meets requirements and works as expected.
 Change Management Plan: Outlines the procedures for managing changes to the system,
including updates, patches, and new releases.

4.7.7 SYSTEM CONVERSION

 Conversion Plan: Outlines the steps and timeline for converting from the old system to the new
system.
 Data Migration Plan: Describes the process for migrating data from the old system to the new
system, including data mapping, validation, and testing.
 System Compatibility Report: Identifies potential compatibility issues between the old and new
systems, including hardware, software, and data formats.
 User Training Plan: Outlines the training program for users to learn the new system, including
training materials, schedules, and support.
 Cutover Plan: Describes the process for switching from the old system to the new system,
including timing, sequencing, and rollback procedures.
 Data Validation and Verification Plan: Outlines the procedures for ensuring data accuracy and
integrity during and after the conversion process.
 System Testing and Quality Assurance Plan: Describes the testing and quality assurance
processes used to ensure the new system works as expected and meets requirements.

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  Change Management Plan: Outlines the procedures for managing changes to the system during
and after the conversion process.
 Communication Plan: Describes the communication strategy for stakeholders, including users,
management, and IT staff, during the conversion process.
 Post-Conversion Review and Evaluation Plan: Outlines the process for reviewing and evaluating
the conversion process, including lessons learned and areas for improvement.
These documents provide a comprehensive understanding of the system conversion process, its planning,
execution, and post-conversion activities.
4.7.7.1 CHANGEOVER PROCEDURE
1. Pre-Changeover Procedures:
 Backup and Archive Data: Backup all data from the old system and archive it for future
reference.
 Notify Users: Inform all users of the upcoming changeover and provide training on the new
system.
 Test the New System: Conduct thorough testing of the new system to ensure it works as expected.
 Setup New System: Configure and setup the new system, including hardware, software, and
network connections.
 Validate Data: Validate data migrated from the old system to ensure accuracy and integrity.

2. Changeover Procedures:
 Cutover: Switch from the old system to the new system at a designated time.
 Redirect Users: Redirect users to the new system and provide support as needed.
 Monitor System: Monitor the new system for any issues or errors.
 Update Documentation: Update documentation to reflect changes to the system.
 Notify Stakeholders: Notify stakeholders of the successful changeover.

3. Post-Changeover Procedures
 Test and Validate: Test and validate the new system to ensure it works as expected.
 Provide Support: Provide support to users as they transition to the new system.
 Review and Evaluate: Review and evaluate the changeover process to identify areas for
improvement.
 Update Training: Update training materials and programs to reflect changes to the system.
 Archive Old System: Archive the old system and data for future reference.

4. Rollback Procedure
 Identify Issues: Identify issues with the new system that require rollback.
 Notify Users: Notify users of the rollback and provide support.
 Revert to Old System: Revert to the old system and restore data from backup.
 Analyze Issues: Analyze issues with the new system and develop a plan to address them.
 Retry Changeover: Retry the changeover process once issues are resolved.

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4.7.7.2 RECOMMENDED PROCEDURE
 Requirement Gathering: Begin by understanding the specific needs and requirements of the
admission process. This includes identifying key steps, necessary information, user roles, and
potential bottlenecks.
 System Design: Develop a detailed system design that outlines the architecture, database schema,
user interfaces, and workflows of the admission processing model. Consider usability, scalability,
security, and integration with existing systems.
 Prototype Development: Create a prototype of the web-based model to visualize the user interface
and validate the functionality. This allows for early feedback and iterative improvements before
full-scale implementation.
 Coding and Implementation: Write clean, maintainable code based on the system design and best
practices. Implement features such as online application forms, document uploads, payment
processing, status tracking, and communication channels.
 Testing and Quality Assurance:* Conduct thorough testing to ensure the system works as
intended, is free of bugs, and provides a seamless user experience. Test for usability,
performance, security, and compatibility with different devices and browsers.
 User Training and Documentation:* Provide training materials and documentation for
administrators, staff, and applicants on how to use the web-based admission processing model
effectively. Offer support channels for troubleshooting and assistance.
 Deployment and Maintenance:* Deploy the system on a stable server infrastructure and monitor
its performance and security. Regularly update the system with new features, bug fixes, and
enhancements based on user feedback and evolving requirements.

CHAPTER 5
SUMMARY, CONCLUSSION AND RECOMMENDATION
5.1 SUMMARY
This project has been able to convert the primitive manual admission system
in Federal College of Education (Technical), Umunze to an enhanced web
based model for admission processing. Most of the challenging problems in
this old system is the inability of keeping appropriate records and the
inability of keeping accurate database of registered candidate have been
professionally solved by the new system.
Manual processing of students records wastes a lot of time as a result of
searching the whole bulk of files each time a student's record is needed and
it also takes much spaces. But the new system has succeeded in achieving
the following:
Reduction of labour
Reliability of information


Reduction of waste of time



Fascination of admission process



Automatic operation



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5.2 CONCLUSION
If technology is carelessly applied to education, it can create several risks
and challenges that will shake the public confidence in the educational
sector. It is necessary to raise the bar of security standards to maintain the
integrity of the admission process in our schools and judging from the work,
school authorities, the educational sectors and academic researches should
participate in the computerization of some of our educational system in our
society for effectiveness and efficiency.
An enhanced web based model for admission processing will enhance the use of computer
system to store, process, update and retrieve records of registered students as a cure to the
problems the existing system of keeping records in files portrayed. The new system is at greater
advantage because it is: Very efficient, Saves time, more accurate, Reliable, Reduces cost and
risks.
5.3 RECOMMENDATION
Based on the conclusion made, the work is recommending that the following
be implemented in use of the new system.
1. Employment of skilled computer personnel for proper handling of the new system.
2. Staff involved in the new system should be trained on how to use the system to ensure
proper functioning and to avoid breakdown of the new system which could lead to the

3. Control of the new system should be paramount in order to streamline

loss of vital information.

the system in the organizational policy

4. Authors also recommend that further work on this project should be
done with recent programming language like Oracle (DATABASE) and
Java Applet for more efficiency and web features.
The content of documentation should include the following among others:
A cover letter
Table of content


Narrative (body of document)



Flowchart


Characterization of system


File specialization


Equipment restraints


The documentation should be able to contain the following information;
Adequate information on the machine used in the writing of the program.

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Adequate information on the language with which the program was written
in order to maintain adequate standard of the language.
The number of core storage location in the size of the program.

5.3.1APPLICATION AREAS

1. Educational Institutions: Admission processing is essential for

educational institutions, such as schools, colleges, and universities, to

manage the application and selection process for prospective

students. It helps in assessing and evaluating applicants based on

criteria such as academic qualifications, test scores, personal

statements, and recommendations.

2. Recruitment and Hiring: Admission processing principles can be

applied to the recruitment and hiring process in organizations.

Similar to educational institutions, companies can use admission

processing techniques to evaluate job applicants and select the most

suitable candidates for specific positions.

3. Professional Programs and Certifications: Admission processing is

crucial for professional programs and certifications, such as medical

schools, law schools, and professional licensing bodies. These

programs often have specific admission criteria and processes to

ensure that candidates meet the necessary qualifications and

standards.

4. Government Agencies: Government agencies may utilize admission

processing for various purposes, such as processing applications for

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 grants, scholarships, permits, licenses, and other government-related

programs. This helps ensure a fair and standardized evaluation

process for applicants.

5. Non-profit Organizations: Nonprofit organizations that offer

scholarships, grants, or other educational opportunities often rely on

admission processing to assess and select deserving candidates based

on specific criteria.

6. Research Institutions: Admission processing is also relevant in

research institutions, where the selection of research fellows,

postdoctoral positions, or research grants requires a rigorous

evaluation process to identify the most qualified applicants.

5.3.2 SUGGESTION FOR FURTHER RESEARCH

1. Impact of Technology: Investigate the impact of technology on
admission processing. Explore how the use of artificial intelligence,
machine learning, and automation can streamline the process,
improve efficiency, and enhance the overall applicant experience.
2. Equity and Access: Research the role of admission processing in
promoting equity and access in higher education. Examine strategies
and policies that can help reduce barriers and ensure equal
opportunities for underrepresented groups.
3. Applicant Decision-Making: Explore the factors that influence
applicants' decision-making during the admission process. Investigate
how applicants weigh different criteria, such as academic reputation,
financial aid, location, and campus culture, in their decision-making
process.
4. Predictive Analytics: Study the use of predictive analytics in admission
processing. Analyze how institutions can leverage data analysis
techniques to predict applicant success, retention rates, and overall fit
within the institution.

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 5. Ethical Considerations: Examine the ethical implications of admission
processing. Investigate issues such as bias in decision-making
algorithms, data privacy concerns, and the potential impact on
diversity and inclusivity.

5.4 CONTRIBUTION TO KNOWLEDGE

1. Research and Analysis: Institutions can analyze admission data to
identify trends, patterns, and insights that contribute to the
knowledge base. This information can help in improving admission
processes, identifying areas for enhancement, and making data-driven
decisions.
2. Best Practices: Through research and analysis, institutions can
identify best practices in admission processing. This knowledge can
be shared with other institutions, contributing to the overall
improvement of admission processes in the education sector.
3. Academic Research: Admission processing can be a subject of
academic research, especially in the fields of education, psychology,
and data analysis. Research studies on admission processes can
provide valuable insights into the effectiveness of different strategies,
criteria, and selection methods.
4. Policy Development: The knowledge gained from admission
processing can contribute to the development of policies and
guidelines related to admissions. This can help ensure fairness,
transparency, and equal opportunities for all applicants.
5. Continuous Improvement: By evaluating the effectiveness of
admission processes, institutions can identify areas for improvement
and implement changes to enhance the overall experience for
applicants. This continuous improvement contributes to the
knowledge and advancement of admission processing practices.

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 REFERENCES
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APPENDIX A: PROGRAM LISTING

1. Admission Application Program
o Purpose: To process admission applications.
o Language: Java
o Description: This program was modified to interface with the new
database and handle new application requirements.
2. Database Conversion Program
o Purpose: To convert data from the old database to the new database
o Language: SQL
o Description: This program was developed to migrate data from the
old database to the new database, including data cleansing and
validation.
3. User Authentication Program
o Purpose: To authenticate users and control access to the system.
o Language: C#

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 o Description: This program was modified to work with the new
system's authentication protocols.
4. Reporting Program
o Purpose: To generate reports on admission data.
o Language: Python
o Description: This program was developed to provide reporting
capabilities for the new system.
5. Data Validation Program
o Purpose: To validate data entered into the system.
o Language: JavaScript
o Description: This program was modified to work with the new
system's data validation requirements.
These programs were thoroughly tested and quality assured to ensure they
work as expected in the new system.

QUESTIONAIRE
Admission Processing System Conversion Questionnaire
Section 1: General Information
1. What is your role in the admission process?
2. How often do you use the current admission processing system?

Section 2: Current System

1. What are the most common tasks you perform in the current system?
2. What are the biggest challenges you face when using the current system?

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Section 3: New System
1. What features or functionalities are you most looking forward to in the
new system?
2. What training or support do you think you will need to effectively use the
new system?

Section 4: Data Migration

1. What data do you think is most critical to migrate to the new system?
2. Are there any specific data formatting or validation requirements that
need to be considered?

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