SCHOLARSHIP MONITORING SYSTEM

1.0.CAPERNAUM TRUST SCHOLARSHIP MONITORING SYSTEM

1.1 INTRODUCTION

This project is developed for Capernaum trust scholarship targeting group of colleges. The main
aim of this project is to develop an online application which tracks all the details of beneficiaries
i.e.; student’s placement update details, transfer applications, course completion details, event
details, students fees transaction details etc. The Scholarship Monitoring System is centrally
coordinated at the head office in Harare and plays an eagle eye role over all academic operations
and activities engaged at beneficiary institutions (colleges) are closely monitored. The proposed
software will also reduce the cumbersome paperwork, manual labor as well as communication
cost. This Scholarship Monitoring System here developing will help to get up-to-date
information of a student through tracking of placement and all academic activities. It will be an
inducement to improve the quality

1.2 BACKGROUND INFORMATION

Capernaum Trust is a Christian organisation that was established in 1996 by Mr Strive Masiyiwa
and his wife Tsitsi to give assistance to orphans and other vulnerable children. The scholarship
was meant to be an aide for children who are disadvantaged by virtue of the fact that the main
breadwinner in a family is deceased.

The scholarship’s main objective is to enhance access to primary, secondary and tertiary
education. In liaison with the ministry of education, school authorities, community leaders as
well as church leaders, Capernaum Trust identifies financially disadvantaged orphaned children.

The Trust transforms previously orphaned children into History Makers through education,
training and realization of their God given purpose. They therefore cease to be orphans as they
come to be orphans as they come into relationship with God their father and find their true God
given dignity and identity.

The scholarship programme is comprehensive and covers tuition, management levies, stationery,
school fees and stipend for tertiary students.
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Capernaum Trust pays the fees directly into university/school bank accounts and monitors
History Makers performance through monitoring and evaluation tools.

VISION

To raise History Makers with a leadership mindset for global impact

MISSION STATEMENT

Transforming orphaned and disadvantaged children into History makers through education, life
skills training and realisation of their God given purpose.

Values

 Faith in God
 Christian
 Principles
 Excellence
 Love
 Integrity
 Uniqueness
 Worth knowledge

1.3 DESCRIPTION OF EXISTING SYSTEM

At Capernaum trust, there is the process of monitoring beneficiary’s academic activities of

colleges

 If one students wants to transfer to another college he/she has to go and submit all
personal documents to head office for verification and sign a transfer application form.
 Upon the completion of course a student will announces to tertiary desk (responsible
scholarship team for the college).
 The trust produces hardcopy invoices and distribute them to colleges
 The school has to fill the invoices with the names of the beneficiaries, amount of fees as
well as the banking and school details.
 SCHOLARSHIP MONITORING SYSTEM

 The school has to submit the full detailed invoice back to Capernaum trust offices.
 If the invoice has queries on the names of the beneficiaries appearing on the invoices
does not tally or wrong spellings, wrong grades, maybe the names are not appearing on
pre-format or the invoices there have to be a communication to be done between the
school and the City offices.
 Each and every invoice must have its own preformat and the number of beneficiaries
must tally.
 When every detail is correct the invoices are ready to be requested by a data clerk
 He /she give the invoices to the regional office leader they check and sign before they
send them to Harare.
 In Harare invoices are handover to education manager for signing and approval.
 From the education manager invoices are submitted to finance for payment.
 If the invoices is paid it reflects in the database its captured .pending and paid.
 Finance will produce proof of payment if the school fee has been paid.

Problem Identification

• The learning environment is costly to beneficiaries especially when proof of payment is

lost. Therefore it delays students to collect exam results, registration and accommodation.
• Time consuming of invoice submission to the trust’s head office. Invoice submission is
done manually where students have to hand swift delivery rather than sending
electronically.
• Late student update upon the commencement of course to Higher-life headquarters.
• Manual applications especially when a student wants to transfer to another college.
• If a student is included in two invoices, fees can be paid twice since payment is done as
per total figure in the invoice, no verification is done.
• The invoices usually get lost so easily without trace.
• Inaccessibility- The database for beneficiaries (history Makers) is centrally located and
controlled at the headquarters yet completely inaccessible at regional offices. This delays
updates of history makers’ details since they are to be served via regional offices.
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1.4 SCOPE

The scope of the project is that it can be used by higher-life foundation to track
scholarship. All stakeholders having the access to internet can access the application and
can perform the operations.

1.5 OBJECTIVES OF PROPOSED SYSTEM

 To all retrieve records of beneficiaries and update placement institution.

 To manage the application of transfer of students from one college to another college
 To keep the foundation up to date and reminder of every student’s course completion
time
 To let beneficiary upload students’s end of term progress reports online
 To have a portal that captures fees invoice details, verifies names with the central
database and calculate the exact amount of fees to be paid.
 To let the institution and beneficiary access, print and download proof of payment in real
time. The reports will be sent via email.
 To have a blog that caters for discussion between stakeholders and the trust.

1.6 DESCRIPTION OF PROPOSED SYSTEM

Purpose:
The project “Scholarship Monitoring System” is a software package developed for monitoring
and tracking all the details of beneficiaries i.e.; student’s placement update details, transfer
applications, course completion details, event details, students fees transaction details etc.

Features:
 The project will retrieve an already existing database with all beneficiaries from
Capernaum trust.
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 By using this system students can easily update their information about course and
college
 Through the system we can easily maintain the data without any loss.
• It will allow a student to log in and able to view the status of payment and view all
previous payments.
• Admin monitor group of colleges by assigning a scholarship officer to every college.
• Scholarship officer maintains the each and every student details
• It should allow all users to discuss and suggest different issues on blog.
• It validate and verifies all capturing activities especially on invoices
• It incorporates the backend panel for system administration.
• The system will help all students and all institutions there will be online communication
and sharing of documents like proof of payments, school progress reports etc.
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Context Data Flow Diagram

request
Beneficiary

Feedback
Request
Scholarship Monitoring
System

Feedback
Feedback Scholarship
Officer

Admin Request