CHAPTER ONE

INTRODUCTION
1.1 Background to the Study
A system can be a set of components that interact together to achieve a standard goal. This

means that a system is a group of inter-related or intersecting elements forming a unified

whole. When we look back into time, we can conclude that computer technology keeps

on advancing with excellence increase in accuracy, reliability and speed. The biggest

innovation that has taken place in the current century is in the realm of information

Technology. This has been made possible by the introduction of the digital computers

which has been observed in the field of communication to be increasingly indivisible

from communications. Technology is driving these connections, which are magnified by

business trends and schools, and is referred to as convergence. Rapid growth in network

systems that use communication links to connect subsidiary system (nodes) which may

send and receives, direct and redirect information Solomon (2010).

The presence of computer on virtually every field of today's fast life has proved the critic

wrong because the invention of computers and new technologies continues to make

additional jobs for those that identify themselves with computers and new technologies.

The advent of computers in our society caused tons of criticism on the danger it posed on

the society. The critics of computer and new techniques express their fear on how

computers will override and replace all human skills which will result to mass

unemployment.

Over the past few years, student's identification and verification has been a huge problem

in large institutions. It has been revealed that there has been lack of accurate

documentaries of admission forms. Also, much time has been spent in sorting out qualified
and nonqualified documents. This issue has ended up to a meaningful loss of substantial

efficiency in the methods used for instance, in many tertiary institutions, one could not

adequately give details of applicants such as the entire number of those that applied and the

amount that qualified from each region. Admission of students into university is an

indispensable activity in every educational system; it is as old as education itself.

Enrollment of more students into the school over the past few years has steadily increased

the demand on the admission office. More applications resulted in heavier paperwork's

and processing challenges which increases the chances of error in record. keeping and

other activities involved in admission of new students. Every admission was routed

through various departments for evaluation, and a manual admission process caused

difficulty in admission processing and archiving.

However, looking at another aspect of information technology known as data management,

you will note that the data generated by schools/organizations are usually created in files

for use by different departments/units within the organizations. If the data contained in

these files are not carefully delineated it is very likely that the same data will appear on

several of these files. That is, these files would contain redundant data e.g. the University

registry file and college or department file would contain the name and address of a

student. This would mean that a simple change of address has to be processed in two and

probably three or four places, depending on the number of other files on which these data

appeared.

Consequently, the development of the concept of database is the answer to student's

efficient record keeping where the amount of redundant data is reduced and the possibility

that data contained on a file might be inaccurate because they were never updated. Various
 applications have been developed to address a number of these issues but the proprietary

nature of user-oriented systems has not made it possible to have a good survey of such

systems. Furthermore, the development and implementation of a comprehensive student

application form and user interface is to replace the current paper records Zhibing (2010).

College Staffs are able to directly access all aspects of a student's academic progress

through a secure, interface embedded in the college's web site. The system utilizes user

authentication, displaying only information necessary for an individual's duties.

Additionally, each sub-system has authentication allowing authorized users to create or

update information in that subsystem. All data is thoroughly reviewed and validated on the

server before actual record alteration occurs. In addition to a staff user interface, the system

plans for student user interface, allowing users to access information and submit requests

online thus reducing processing time. All data is stored securely on the school database

managed by the college administrator and ensures highest possible level of security. The

system features a complex logging system to track all users' access and ensure conformity

to data access guidelines and is' expected to increase the efficiency of the college's record

management thereby decreasing the work hours needed to access and deliver student

records to users.

1.2 Statement of the Problems

Due to the manual means been used by the universities in keeping information –about

student application, a lot of problems are encountered which includes:

1. Delay in processing admission.

2. Staff work load is heavy and resources are not optimized well to find the best students.

3. Lose of vital document as the filing system is manual.

 4. Damage of document due to fire or rain incident.

5. Illegal removal of forms by fraudulent staff leading to insecurity.

6. Take a lot of time to retrieve a particular application form.

7. Cost of transport by students applying from various states.

1.3 Aims and Objectives of the Study

The aim of this study is to develop an online student's admission system for MOUAU

undergraduate program in COLPAS. Its objectives include:

1. To develop a platform for student admission in COLPAS.

2. To improve the privacy, user-friendliness and to enable convenient access to the different

kinds of information and services.

3. To explore issues associated with the current file based manual system of keeping

records.

1.4 Significance of the Study

The need to develop a computer-based admission processing system that will handle the

inefficiencies of the manual system cannot be over highlighted. This work will go a long

way to reduce the stress of the manual system. It will serve as a model for the

computerization of some other office work in the school.

It's also vital to note that records created using an electronic machine can be stored in

non-bulky, “compact systems for as long as they're needed. Students will benefit from

this in the following ways:

1. It will save time: participant can sign up online when and where is most convenient for

them in just a few minutes without having to print, manually out and send paper forms.

2. Improve student support: you will get all the necessary information to answer
 immediately to any of the payment related questions a participant might have.

For staffs it will be of importance in the following ways:

1. Centralized data management: Collecting participants' data and payment, viewing number

of remaining participant places, analyze participant and payment reporting, e -mail the

participant data and more.

2. Secured payment process, active network payment and reduce data redundancy.

1.5 Scope of the Study

This project work is narrowed to College of Physical and Applied Sciences (COLPAS) in

Michael Okpara University of Agriculture, Umudike. It deals with the development of

student's online admission system on a database that will help in the storing of

undergraduates information.

1.6 Definition of Terms

ADMISSION: Admission is the act of allowing someone to enter a place or granting

permission to enter. In the context of education, admissions refers to the process of

accepting people into a university or school as students Admission can also refer to a

confession or acknowledgement of the truth.

ONLINE: The term "online" generally refers to a state of being connected to the internet

or a computer network. It can also refer to activities that take place over the internet or

through a computer network, such as online shopping, online banking, online gaming,

online learning, and so on. In general, the term "online" refers to the use of electronic

communication and information technologies to connect people and systems over a

network.

SYSTEM: A system is a collection of interconnected elements or components that work

together to achieve a specific goal or purpose. It can be physical, such as a mechanical

system, or abstract, such as a software system. A system can be as simple as a light

switch, or as complex as the global economy.

TECHNOLOGY: Technology refers to the tools, techniques, methods, and processes

that are used to create, develop, and improve products, services, and systems to meet

human needs and solve problems. It encompasses a wide range of fields, including

information technology, biotechnology, energy technology, transportation technology,

and many others.

 CHAPTER TWO

LITERATURE REVIEW

2.1 Historical Background of Student Admission System

The introduction of computer into information technology has massively improved the

information need of organization, and the success of this machine is dependent on the

knowledge base. However, the aim of information system to application, admission,

registration, result processing and clearance in higher institutions using computer

software based clearance system is to improve the quality and accuracy of information

provided to all involved as well as assisting higher institutions in compiling and reporting

information, making work lesser for the management. Rossell (2005) was also of the

view that without computer, effective handling of candidate records cannot be achieved

effectively in a database, all the data is defined together rather than each file being

defined separately.

According to Anigbogu (2000), he stated that a computer as an electronic device which

is-capable of accepting data and instruction, processing the data based on the instruction

to come out with a result or output in a way that it is yet to be equaled by any other

known machine to mankind. The rapid rise of Information Technology, a lot of things

that were previously done manually are now automated. Administration is associated

with the following terms: office management, office administration and office

organization. These are used to describe the study Df services provided and functions

related to office work which are under taken by managers such as data control

management, information technology managers etc. Learning from a student bedroom,

office or anywhere.-in the world has made its way into higher institutions system with the
 advent of internet technology. Information technology has always helped the higher

institution system to educate student in better way. To explain few examples; Student

online clearance is a method where the student obtains his/her clearance letter without

carrying files around. This is safe, fast arid has no hazels. Filling out the documents using

a database application and comparing options and writing for approval is a time

consuming process.-Through the internet, this process is made much easier and

sometimes the approval is made within minutes. This explains an efficient way of

obtaining clearance and saves time and money for students Boreisha (2001).

2.2 Data and Information

Understanding the concept of data and information is critical to comprehending the

challenges that arise during the creation and implementation of an online student

admission system. The term "data" and "information" are used correspondently in every

day conversation as meaning the same thing by too many managers and information

specialist. The definition of Data is the basic element of information that is use to

described objects, ideas, conditions or situations. They are the raw ingredients from

which information is created, whereas information is data that has been created in such a

way that the recipient can benefit from it. Data are facts gathered through observing,

counting, measuring, weighing, and other methods, and are frequently recordings of the

organization's day-to-day operations. For example, an invoice or cheque's date, amount,

and, other details, payroll payment details, the number of a student residing in a certain

dormitory, and so on. Oketunji (2002) underlined that information is data that have been

processed, transmitted by the recipient, interpreted and understood by the recipient. Over

here it should be noted that the user, not just the sender is involved in the transformation
 of data into information. Because there is a cognitive and comprehension process

involved, a given communication may have multiple meanings for different persons. As a

result, data that has been analyzed, summarized, or processed in some other way to

produce a message or report that is conveniently referred to as "management

information" only becomes information if the recipient understands it. Therefore, it is the

user who determines whether a report contains information or just processed data.

2.3 Empirical Review of the System

The following are numerous studies that employed different algorithms, studies, and

design models where applicable, in order to encourage a greater understanding of the

numerous research and projects given and to be able to identify if the algorithm we used

was the best. The presentation also outlines the strengths and limitations that may be

utilized to determine which algorithm is best. A Research conducted by Santos (2021) on

the topic -"Design and Implementation of a Computerized Students Admission System"

showed that computer was before hated by the world as a great revolution like any

industry revolution but not only did it make reliable solution possible, it equally revealed

new application methods. In the past decades, a survey at close observation of some

admission offices in some recognized tertiary organizations disclosed that there has been

lack of proper documentaries of admission forms. Also, so much time was spent in

sorting out qualified and non-qualified forms. This has resulted to a deep loss of

prosperous efficiency and accuracy in the methods used. For instance, in many tertiary

organizations, one could not adequately give vivid details of applicants such as the total

number of people that applied and the number that qualified from each region or local

government. A Research conducted by Oden (2018) on the topic "Design and

Implementation of Online Student Admission and Document Verification System (A

Case Study of University of Uyo)". Computers have confirmed the reason for their

existence in the present era. The introduction of computers into our system sparked a lot

of debate about the dangers they bring to society. Computer and new technology critics

express their concern that computers would supplant and replace all human talents,

resulting in mass unemployment. The prevalence of computers in almost every aspect of

today's rapid life has proven the critics incorrect, since the invention of computers and

new technologies continues to create new occupations for individuals who identify with

computers and new technologies. As a result, computers may work alongside humans in a

variety of industries.

Student identity and verification has been a huge issue in large universities for decades,

as documents, certificates, and studentships may be faked at a high rate and with ease,

utilizing the computer in a negative way. Forgers are unaware that in today's fast-paced

environment, computers have also been used to assist in decision-making, verification,

and authentication. This is due to the efficiency of computers in terms of speed,

precision, reliability, cost, and security, to name a few. In recent years, individuals have

become more aware of the use of computers for confirming, authenticating, and security

purposes, whether they are web-based (internet) or window-based. In organizations,

decision support systems and other systems such as management information systems

and information systems are used. The majority of decisions are made on the basis of

experience and principle. Because the reputation of the institution and the students it

produces is the most valuable aspect of any degree, the greatest barrier to any academic

institution, dishonesty and forgery, must be balanced with verification and authentication
systems and processes. Fake admission is devouring Nigerian higher institutions, and

victims of such fraud are frequently left disappointed. Phony admissions with fake

documents are often provided to students by con artists acting as university officials. As a

result of this approach, many students have wasted time and money studying at a

university where they are not genuine students. Another issue is that most educational

institutions in Nigeria have a highly rigorous admissions process. During the project's

analysis and data collecting, it was discovered that the University of Uyo's Students

Affairs Department had a manual form for certifying students' admission status for future

use. That is to say, the process of daily tasks and activities is done manually, which is

regrettable; manual procedural execution for over one million admitted students each

year is always delaying and lowering the quality of the result output.

The importance of authentic verification of student admission system certificate cannot

be over emphasized as the reputations of institution are affected in every counterfeit or

forged document. , A Research conducted by Greg (2019), on the topic "Development of

a Computerized Student-Advising and Enrollment System" Computer-generated systems

was born out of the changing needs of society and the rapid growth of technology. Time,

one of nature's most powerful forces capable of changing everything it comes into contact

with, is a factor that has shifted Information Technology from a luxury to a need in

today's world. Computers have shown to be extremely useful in a wide range of complex

tasks, including scientific research, banking, weather forecasting, telecommunication, and

much more. Computers and other technological items are primarily utilized to assist staff

and end-users in completing transactions that are much more efficient, accurate, and

time-consuming. These are the modern-day tactics that organizations, institutions, and
agencies, both public and private, employ to make their jobs simpler. Many institutions

adopt paperless operations, which are both cost-effective and environmentally beneficial,

necessitating the use of technology. The transition from manual to electronic transactions

frequently sparks debate as institutions weigh the benefits and drawbacks of each.

method. Computerized enrolling systems are also preferred by universities and even high

schools as a means of expediting the enrolment process. Not just in a university, but also

in lower levels of education, the enrolment system is one of the most important and

visible. Associate degree corrections and enrolment records aid in confirming a positive

picture of the university among potential enrollees, encouraging them to matriculate. A

manual enrolling system takes longer and frequently results in delays in transactions. The

unsystematic procedure of enrolment, from primary to graduate degree, is a terrible

transaction for them. The reality in the enrolment processes occurring in tertiary level

was worsen by country's culture of "pakikisiksik" that often leads to misunderstanding

between enrollees. Students got to spend a day or two to finally finish their transactions

without the security that they will be accommodated during the day. The annual increase

in the number of enrollees adds to the stress on employees responsible for the enrolment

process, and in order to have a lot more reliable technique, deliberations and talks were

held to augment the needs of both administrative staff and enrollees. This will allow

colleges to compete on an equal footing with one another, allowing them to meet their

criteria. Technology has become a part of our everyday life. Today, technology has

shown to be an effective tool for increasing such a reasonable enrolment method.

Technology growth is not only a beneficial occurrence in society; it also causes a slew of

challenges in the environment and in people's lives. The application of teclinology in

various systems in our daily lives has elicited both positive and negative responses. The

rapid evolution of technology needs frequent updates, which might be pricey as

upgrading necessitates fees. Depending on the user and the technology they are utilizing,

technology can be both trustworthy and unreliable. Both computerized and manual

enrolling systems have their limitations and can be beneficial or harmful to people. One

of the benefits of a computerized system is the ability to store a large number of files and

other materials. Computer storage capacity cannot be compared to manual archiving

since manual archiving is less secure. However, in terms of user information security,

computerized systems frequently fail to ensure that user information is kept private, given

that both administrative personnel and other tech-sawy individuals may have access to it.

A computerized enrolment method supports faster processes, whereas a manual system

typically requires more time to complete. People in the present period, who are time

conscious, would prefer a computerized enrolment system, especially if the enrolling

system could be completed at home using their internet connections. On the other side of

the coin, we have an unreliable and unstable internet connection. One of the reasons why

some government offices are dysfunctional is because of this. Because there are persons

who engage in black market transactions in which they can obtain data that can be used

for illicit purposes, online transactions such as registrations and applications may pose a

threat to a larger community. The issue of information security has emerged as the most

pressing concern. Some people believe that electronic transactions are more accurate and

efficient. Information, on the other hand, can be corrupted, especially if the user lacks

technological literacy or knowledge of how to back up files and data encoded. While a

manual enrolment system can collect data more correctly since it requires a one-on-one
or face-to-face interview where administrative employees can ask for additional

explanations, it can also be more time consuming. Environmentally, the computerized

enrolling system is not as benign as it appears, since it might lead to increased use of non-

renewable resources, which may have an impact on people's lifestyles. The release of

hazardous compounds into the environment contributes to global pollution in several

forms, including water, air, and land. The significance of each of these strategies, on the

other hand, is determined by how people perceive them. The efficiency of these

operations is frequently contingent on the administrative staffs contingency planning to

guarantee that unanticipated delays are addressed quickly.

A Research conducted by Iheanyichukwu (2016) on the topic "Design and

Implementation of. Computerized Registration Application for School Enrollment"

Nigeria is not lagging behind the rest of the globe in adopting information technology.

Even as most foreign organizations and companies have incorporated information

technology into their films, most Nigerian organizations and companies have reaped the

benefits of information technology as well. Despite the fact that most other countries,

such as the United States, China, and India, are enjoying an information technology

boom, Nigeria has yet to reach that level. With the recent launch of a communication

satellite in our country, we will be able to explore the buried treasures of information

technology. When it comes to the design and execution of a computerized Registration

application for school enrollment, it's important to note that information technology plays

a significant role. Access to the internet, a website, and the importance of a strong and

dependable database cannot be overstated when implementing a computerized student

registration system.
The only goal of this research is to eliminate the challenges that students face or

encounter, during registration. Students will no longer be in danger of losing their

submitted forms or information thanks to a software computerized Registration

application for school enrollment system that is user friendly and simple to use.

With the advancement of information technology, the study provides several benefits to

both students and the ABSU board. The board does not have to spend any further

resources by mailing admission letters to students; instead, they make money by selling

scratch cards to students who want to check their results or information. Without

consulting an ABSU representative, students can simply obtain information by visiting

the ABSU website. Due to mismanagement, students no longer experience the penalties

of incorrect information given by an ABSU officer. Above all, students' and ABSU

officers' knowledge of information technology is improved.

 CHAPTER THREE

SYSTEM ANALYSIS AND RESEARCH METHODOLOGY

3.1 System Analysis

System analysis is a problem-solving technique that decomposes a system into its

components pieces for the purpose of studying how those components parts work and

interact to accomplish their purpose. Lonnie (2004). System analysis is a process in

which a complex system is studied and understood in detail to gather information about

its components, interactions, and requirements to identify any issues or areas for

improvement. In context of software development, system analysis refers to the

examination of software systems to define their requirements, functionalities, and

specifications. This process is crucial for building effective and efficient software

solutions that meet the needs of users and stakeholders. System analysts work closely

with stakeholders, end-users, and domain experts to identify and document the

requirements of the system. This involves understanding what the system needs to

accomplish, both in terms of functional capabilities and non-functional aspects like

performance, security, and usability.

3.2 Analysis of Existing System

The process-of admitting a student into the College of Physical and Applied Sciences in

Micheal Okpara University of Agriculture is a manual process whereby the prospective

applicant having satisfied the necessary requirements then goes to the college to carry out

the admission process in the department under the college. The process involves the

department first checking that the applicants have met the necessary requirements to be

on the merit list, the names of those who made the list are then pasted on the notice board
 under the merit list of applicants. An applicant has to first check that his or her name

appears in the department notice board, after that the applicant then proceeds to pay for

departmental and college dues, collect clearance form which he or she will fill and

submit. Then the applicant is given 6 files with a list of documents that the applicant is to

photocopy and attach to each file. The files are then documented in a file cabinet and

each time the form is needed; a search operation is conducted on the cabinet to locate a

particular student document. When a student is about to graduate, he/she will take his/her

degree exam after which he obtains clearance letter from various departments that he is a

student of such department. The registrar office carefully reviews each degree candidate

academic records and certificate to faculty that the candidate has completed his

requirement for the degree. Also, the bursary has to certify that the student records are in

the school and is involved in all application processes of the school. This manual process

gives room for time wastage, loss of important documents, favoritism, and poses a lot of

stress for the applicant, undergraduate and the staffs.

3.2.1 Advantages of the Existing System

The existing system of manual admission processes, commonly used in educational

institutions and other organizations, has several advantages:

1. Personal Interaction: Manual admission systems often involve face-to-face

interactions between applicants and admission staff. This allows for personalized

communication, addressing individual concerns, and building a rapport with

prospective students.

2. Clarity and Transparency: The manual process provides a tangible and transparent

approach. Applicants can physically submit their documents and witness the process,
 reducing ambiguity and fostering trust in the admission process.

3. Customization: Manual systems allow for flexibility in handling unique cases and

exceptions. Admission staff can adapt to specific situations and make decisions that

automated systems might struggle with.

4. Adaptability: Manual systems can be more adaptable to changes in admission criteria,

application requirements, and other variables. Changes can be implemented quickly

without the need for complex programming, or technical adjustments.

5. Document Verification: In a manual system, original documents can be physically

verified for authenticity, reducing the likelihood of fraudulent applications.

6. Personal Touch: Applicants may feel a stronger connection and sense of belonging

when they interact with real people during the admission process. This can enhance

their overall experience and increase their loyalty to the institution.

7. Immediate Query Resolution: Applicants can have their queries addressed in real-

time during face-to-face interactions, reducing misunderstandings and ensuring

accurate information is conveyed.

8. Complex Evaluations: Some admission processes involve evaluations that are

difficult to automate, such as portfolio assessments, auditions, or interviews. Manual

systems can handle these complex evaluations effectively.

9. Resource Constraints: Implementing and maintaining automated systems can require

significant financial and technical resources. Manual systems can be more cost-

effective, especially for smaller institutions with limited budgets.

10. Less Technological Dependence: Manual systems do not rely heavily on technology,

making them more resilient to technical glitches, server outages, or other technology-
 related issues.

11. Cultural Sensitivity: In some cultures, personal interactions are highly valued, and a

manual admission system aligns better with these values.

12. Transition Period: Some institutions might not be ready to fully transition to an

automated system due to factors like staff training, infrastructure readiness, or other

constraints. A manual system can serve as a transitional phase.

3.2.2 Disadvantages of the Existing System

Manual admission systems also have their share of disadvantages and challenges which

are:

1. Time-Consuming: Manual processes tend to be slower and more time-consuming

compared to automated systems. This can lead to longer wait times for applicants and

delayed processing of applications.

2. Human Error: The involvement of humans in data entry, document verification, and

decision-making increases the likelihood of errors, which can negatively impact the

accuracy and fairness of the admission process.

3. Limited Scalability: Manual systems can struggle to handle large volumes of

applications, especially during peak admission periods. This can lead to bottlenecks and

overwhelmed staff.

4. Inefficiency: The manual nature of the process can result in inefficiencies, such as

redundant data entry, paper-based documentation, and manual communication with

applicants.

5. Lack of Accessibility: Manual processes can be less accessible for applicants who are

unable to physically visit the institution due to geographical or other constraints,

6. Inconsistent Communication: Different staff members'might convey information

differently, leading to inconsistencies and confusion for applicants.

7. Higher Costs: While manual systems might seem cost-effective in the short term, they

can incur significant costs over time in terms of labor, storage, and resource management.

8. Difficulty in Data Analysis: Manual systems make it harder to collect and analyze data

for process improvement and strategic decision-making.

9. Limited Tracking and Reporting: It's challenging to track the progress of applications,

identify bottlenecks, and generate meaningful reports using manual systems.

10. Lack of Self-Service Options: Automated systems often provide self-service options for

applicants to track their application status, make updates, and receive notifications.

Manual systems typically lack these conveniences.

11. Geographical Constraints: Applicants from distant locations might face difficulties in

submitting their applications in person, potentially disadvantaging them.

12. Dependency on Staff Availability: Manual processes are reliant on the availability and

workload of staff members. Any disruptions can affect the efficiency of the process.

13. Difficulty in Accommodating Last-Minute Changes: Manual systems can struggle to'

accommodate last-minute changes in admission criteria, requirements, or application

deadlines.

14. Environmental Impact: Manual systems often involve a significant amount of paper

usage, leading to environmental concerns.

15. Limited Automation of Routine Tasks: Routine administrative tasks, such as data entry

and basic communication, can be automated in an electronic system, but are labour-

intensive in manual systems.

3.3 Analysis of the Proposed System

The new proposed system is an online admission system which will require the applicant

to first register with their details which include their name, JAMB -registration number

and other details.

Then the applicant can then login to pay for the departmental dues after which he or she

can then proceed to uploading of scanned images of the required document which will be

saved in the department database for future purposes! Each time the document of any

student is required, the staff of the department can easily fetch the document online or

send it to the office requesting for it. The proposed system which includes its

functionality, user experience, security measures and potential benefits are all explained

below:

1. User Experience: The system will have an intuitive and easy-to-navigate interface for

both applicants and administrators. It should be accessible and functional across

various devices, including desktops, tablets, and smartphones. The admission process

steps should be clearly outlined, and users should receive guidance at each stage.

2. Application Process: The system should guide applicants through each stage of the

application process, from providing personal information to uploading documents.

The system should validate input data in real-time to prevent errors and ensure

accurate information is submitted. Applicants should be able to upload necessary

documents, such as transcripts, recommendation letters, and identification.

3. Administrative Tools: Admins should be able to view and manage all incoming

applications, including sorting, filtering, and reviewing applications.

Communication: Built-in communication tools for administrators to interact with

 applicants and notify them about their application status. Efficient storage and

retrieval of applicant data, allowing for easy analysis and reporting.

4. Security and Privacy: All sensitive applicant data should be encrypted to prevent

unauthorized access. Different user roles should be defined (applicants, reviewers,

administrators) with appropriate access levels to protect data integrity. If applicable,

the system should adhere to data protection regulations and guidelines.

5. Communication and Notifications: Applicants should receive automated notifications

at various stages of their application process, such as confirmation of submission,

interview scheduling, and final decision. Administrators should have the ability to

customize email templates for various communication purposes.

6. Analytics and Reporting: The system will provide data on application trends,

acceptance rates, and other relevant metrics for strategic planning. Administrators

should be able to generate custom reports based on specific criteria.

7. Integration and Scalability: The system should be able to integrate with other existing

systems, such as student information systems and databases. The system should be

designed to handle increasing numbers of applicants without a significant drop in

performance.

8. Support and Training: Clear documentation and training resources should be provided

to both applicants and administrators to ensure they understand how to use the system

effectively. Adequate support channels should be available to address any issues or

questions users might have.

3.3.1 Advantages of the Proposed System

An online student admission system offers several advantages for both educational
institutions and' applicants. Here are some key benefits:

1. Convenience and Accessibility: Applicants can access the admission system from

anywhere with an internet connection, eliminating the need to visit the campus in

person. International applicants can easily apply without the logistical challenges of

physical presence.

2. Time Efficiency: Applicants can complete and submit their applications at their own

pace, reducing the pressure of meeting tight deadlines. The system can automate

processes like document collection and verification, saving time for both applicants

and administrators.

3. Reduced Paperwork: The digital nature of the system reduces the need for paper-

based applications, making the admission process more environmentally friendly.

Administrators can handle applications and documents electronically, reducing

manual paperwork.

4. Real-Time Tracking and Updates: Applicants can track the status of their applications

in real-' time, receiving notifications at different stages of the process. This

transparency helps applicants stay informed and reduces uncertainty.

5. Improved Data Accuracy: Automated validation and error checks minimize the

chances of incorrect information being submitted. The system reduces manual data

entry, minimizing the risk of human errors.

6. Enhanced Communication: The system enables efficient communication between

applicants and administrators through automated emails and notifications. Applicants

can easily inquire about application status or requirements.

7. Streamlined Review Process: Reviewers and admissions committees can access

 applications digitally, making it easier to evaluate and make decisions. Collaborative

tools can facilitate discussions among committee members.

8. Analytics and Reporting: Institutions can gather valuable data on application trends,

demographics, and conversion rates, aiding in strategic planning. Reports generated

by the system can inform decision-making and resource allocation.

9. Flexibility and Customization: Institutions can tailor the admission process to their

specific requirements and preferences. Customizable templates allow for personalized

communication with applicants.

10. Integration Possibilities: The system can integrate with existing databases, student

information systems, and other platforms used by the institution. This integration

streamlines data flow and minimizes the need foi duplicate data entry.

11. Scalability: Online systems can handle a large number of applicants simultaneously,

ensuring scalability as the institution grows.

12. Cost Savings: Reduced paperwork, automated processes, and streamlined workflows

can lead to cost savings over time. The need for physical infrastructure, like printing

and storage space, is minimized.

3.4 Methodology Adopted

Research methodology simply involves the procedures for collecting and analyzing

information or data, necessary to define or solve the problem for which the research is

embarked upon. Object Oriented Analysis and Design Methodology (OOADM) was used

as a technical approach for analysing and designing the system by applying object

oriented programming as well as visual modelling throughout the system development

process. The system design phase considers the methods designing the new system and
 the actual steps involved, system requirement and flowcharts and programs that

implement the system.

3.4.1 Method of Data Collection

During this project research work, data needed for the project was gathered from the

various sources. In gathering and collecting nepessary data and information needed from

the system analyses, two major fact-finding techniques were used in this work and there

are:

1. Primary Source: This involves the oral interviews conducted with snail fanners at

their snail farm and potential snail farmers. The difficulties they undergo in getting

knowledge about snail farming management where revealed.

2. Secondary Source: This includes the use of textbooks, dictionary, journals and the

internet for downloads of necessary materials required to aid in data collection.

3.5 Justification for the New System

The new system is developed to solve problem affecting the manual system in use. It is

develop to be used in a database format thereby relieving both student and staff from

much stress as experienced from the manual system. This will do the analyzing and

storing of information either automatically or interactively. The proposed system will,

also have some other features like; Accuracy in handling 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 diskette in case of data' loss, Better storage and faster

retrieval system and Accessibility from any part of the world.