DESIGN AND IMPLEMENTATION OF INTEGRATED

SOFTWARE SUIT FOR ACADEMIC PLANNING UNIT

(A CASE STUDY OF IMO STATE UNIVERSITY OWERRI)

WRITTEN

BY

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 ACKNOWLEDGEMENT SAMPLE
First and foremost, my gratitude goes to God Almighty, who has been so
merciful and generous in my life.

I am highly indebted to my parents who have vowed to leave no stone unturned

in their quest to give me formal education. May God bless them.

Last but not the least, when a tedious job has been done, one has to refer back
and think who and who contributed towards the success of the job. As a
matter of fact, I must acknowledge my debt of gratitude to my project
supervisor, Mr./Mrs. ……………………………..without whose diligent guidance
and advice this study would not have seen the light of the day.

I also wish to place on record the invaluable help and commitment rendered by
my friends and well-wishers for the moral and financial support given to me
throughout the course of my study.

My thanks and appreciations go to my senior sister Mrs.

……………………………. and her husband for their financial contributions
toward the successful completion of my academic career.

Also I must acknowledge the contribution given to me by …………………………,

my greetings extended to him due to his moral assisting, advice,
understanding, lovely, caring and financing support through out my academic
pursuit.

My sincere thanks go to all those who have assisted me in one way or the
other during the collection of materials and data necessary for the research
work who in spite of their crowded responsibilities still had time to provide me
with a good number of relevant materials for this work.

Finally, my special thanks go to my parents Mr. & Mrs. …………………………

also my humble sisters and brothers for their understanding, love, caring and
financial assistance in the time of difficulties throughout the period of my
staying in the school.

My prayer is that God will reward those that contributed immensely for me
towards this project directly or indirectly.
 DEDICATION SAMPLE

This project is dedicated to Almighty God, the owner and giver of

wisdom and knowledge and to the Holy Spirit, the Great teacher,
because man plans his way but, God directs his steps. May his
name be highly glorified. Amen.
 ABSTRACT

The formulation of a good academic planning is only the first

implementation putting the academic program plan into action. this
requires that goals and objective are developed
As part of the plan .the duties of the academic planning unit include:-
i. To provide institutional planning for academic programs.
ii. To provide a regular report to faculty council
In order to complete this project an investigation of the academic
planning unit was carried out with the aim of identifying the
predominant problems in the academic planning unit .this
investigation revealed many discrepancies within the system.
The activities of the academic planning unit departments are
manually based. This leads to inefficiency, poor response time,
poor planning and execution of major activities and low
productivity .as a result , an integrated software model was
designed as a proposed solution to the problems identified.
 TABLE OF CONTENTS

Title page - - - - - - - - - i

Certification page - - - - - - - ii

Dedication - - - - - - - - iii

Acknowledgement - - - - - - - iv

Abstract - - - - - - - - - v

Table of contents - - - - - - - v

CHAPTER ONE

1.0 INTRODUCTION - - - - - - 1

1.2 Statement of problem - - - - - 2

1.3 Objective of the project - - - - - 2

1.4 Scope of the study - - - - - - 3

1.5 Limitation of the study - - - - - 3

1.6 Significant of the study - - - - - 4

1.7 Definition of terms - - - - - - 5

CHAPTER TWO

2.0 LITERATURE REVIEW - - - - - 7

2.1 Function of the academic planning unit - - 10

2.2 Role of computer in the institution - - - 14

2.3 An overview for decision support system technology 15

CHAPTER THREE

3.0 SYSTEM ANALYSIS AND DESIGN - - - 20

3.1 Organization structure / chart - - - - 20

3.2 Description and analysis of the existing system - 21

3.3 Facts finding methods - - - - - 23

3.4 Objective of the existing system - - - 23

3.5 Input process and output analysis - - - 24

3.6 Problems of the existing system - - - 25

3.7 Justification for the new system - - - 26

3.8 Design of the new system - - - - - 27

3.9 Output Input design specification - - - 29

3.10 Procedure and system flow chart - - - 40

3.11 System requirement - - - - - - 41

3.12 Choice of language & loading the language - 42

CHAPTER FOUR

4.0 SYSTEM IMPLEMENTATION - - - - 44

4.1 Programme coding and testing - - - - 44

4.2 Hardware and software installation - - - 45

4.3 Staff training - - - - - - - 45

4.4 Maintenance - - - - - - - 46

CHAPTER FIVE

5.0 CONCLUSION, SUMMARY AND RECOMMENDATION 47

5.1 Summary - - - - - - - 47

5.2 Recommendation - - - - - - 48

5.3 Conclusion - - - - - - - 50

Bibliography - - - - - - - 51
 CHAPTER ONE

1.0 INTRODUCTION

Integration of documentation and knowledge based computerized

service in information system is a tremendous means to help

management in their daily practices and to improve its quality.

This unit is the vice chancellor and liaises with the vice chancellor

in the day to day mining or their duties. With the national dividing

financial budgetary allocation, nature academic planning is

essential for proper channeling of our limited resources provisions

for lecture rooms and office spaces seen to have been neglected for

the previous years academic have been in chaos, student admission

has been on the increase without regard to available infrastructure.

Available classroom spaces have insufficient desks, table and

chairs. Partially due to over blown student population,

examinations are difficult to conduct and examination script are not

yet computerized only in first year and second years. Library

facilities need to be coordinate, with all these, a good academic

planning which would encompass short, median and long term

planning is necessary in the institution. For this purpose, an

academic planning unit is in evitable for proper articulation of

academic activities. Therefore, it is hoped that the design and

implementation of an integrated software suite for academic

planning unit would provide a flexible and reliable management of

the IMO STATE UNIVERSITY.

1.2 STATEMENT OF THE PROBLEM

It is observed that most of its records in academic planning unit are

handled manually. The problems associated with the manual

method include inefficiency, poor response times, poor planning

and execution of major activities and low productivity.

1.3 OBJECTIVE OF THE PROJECT

The objectives of the new system are as follows

- To use improve on the efficiency of the academic planning

department

- To use a good database management system to respond to

yawning situations

- To employ the service of IT-based systems to improve on the

academic planning operation

- To provide a total computer based solution.

1.4 SCOPE OF THE STUDY

The scope of this is limited to the activities of the academic

planning unit staff which computer can actually used for the design

of academic planning unit, and it will go deep into designing a

computer program that can aid academic planning unit.

1.5 LIMITATION OF THE STUDY

This research was done successfully but with some natural

limitation confronting this study. These are some of the constraints

encountered.

i. Time: We have a very little time to carry out this research due

to the change of short academic calendar.

ii. Finance: Due to inadequate finance to carry out this research,

the work was showed down, but despite the numerous things

to write, in spite of this problem, they effort was granted

towards accomplishing this project.

1.6 SIGNIFICANCE OF THIS PROJECT

The significance of this project cannot be over-emphasized, its

implications and impact on the institution are too great and too

vast to be exhaustively mentioned.

Nonetheless, below are some of the implications of this software

project. This project will impact mightily by improving the quality of

education, destroying all forms of malpractice within the system,

and nurturing students into becoming morally stable by the

provision of a conducive hearing environment for the students.

It will impact the Nigeria market place by producing competent

students capable of standing up to the challenges of today’s

technological era.

Finally, it will also impact the Nigerian economy through the

patriotism, creativity and loyalty of the students that will be sent

forth by the highly effective educational institutions created by the

implementation of this project.

1.7 DEFINITION OF TERMS

ACADEMIC PLANNING
This is to provide direction and approval for matters related to the

academic direction of the university. This includes facilitating the

development of academic program encouraging innovation in their

design.

INTERGRADED SOFTWARE

This is a group of computer programs that runs as a group to

accomplish a set of objectives, which could be referred to a job.

DATA

This might include fact,, figure, letters, records, chat, symbols,

images and several other. It is a collection of co-related fact, events

of happenings that can be processed to get meaningful information.

INFORMATION

This is an interdisciplinary science, primary concerned with the

collection, classification storage manipulation, material and

dissemination of information.

SYSTEM
This word system is defined as an organized unit which composed

of two or more inter-dependent and inter-related part that functions

together.
 CHAPTER TWO

2.0 LITERATURE REVIEW

According to Nuth (1992) defines academic planning as “a sub-

system provides direction and approval for matter’. It also includes

the facilitating the development of academic programs, encouraging

innovation in their design and delivery and promoting continuous

improvement in the quality of teaching and leaning for all academic

programs.

Rowley and Sherman (2002) noted that the formulation of a good

plan whether it be a strategic or academic plan is only the first part

of a successful planning process program planning implementation,

putting the academic program plan into action is the ability to forge

(subsequent) links in casual chain so as to obtain the desired result

pressman and Wildavsky, (1973). This definition of implementation

requires that goals and objectives are developed as part of the plan.

These goals may be institutional in nature or for individual school

or department or deal directly with learners needs.

Kotter (1978) indicated that the key features of successful

implementation include recognition of the need for a change.

Change agents must take change while key managers commit on

the change and change agent gather and disseminate information

while offering credible ideals and solution. The need to be

involvement f several organizational levels and it must be

understood that success is gradual unsuccessful implementation

secured to be married by disagreements over the need for change.

Lack of leadership process failures such as poor formulation option,

generation and evaluation and the use of unilateral approaches.

Aldridge (1968) describes what an information system should be as

“human dynamic, and evolutionary with great rewards for even

midst improvement”.

Kidd and Morgan (1969) is discussing “the right condition for a flow

of relevant and reliable basic information “considers the following

principles important.

a. Information transmitted through the reporting system should

be treated a natural commodity available to all

b. Passage of information should be considered as a separate

process from a decision-making process, although closely

 linked with it at appropriate levels. There should be direct

communication but when each source of data and an

information centre independent of managerial reporting lines.

Ack off (1968) says that managers do not operate in an environment

in which there is a “lack of relevant information “but in fact “suffer

more from an mover abundance of irrelevant information. He goes

further to say that it is his “experience that muster managers

receive much more data (if not information) than they can possible

absorb even if spend all their time drying to do so. Hence they

suffer from information over load they must spend a great deal of

their time separating the relevant from the irrelevant and searching

for kernels in the relevant documents. The emphasis that Ack Off

did it to provide manager with the right information and it should

be the main objectives of any company or institution whether they

use computer’s or. Not.

2.1 FUNCTIONS OF THE ACADEMIC PLANNING UNIT

The function of the unit can be grouped into five categories namely;

1. Allocation Planning: These functions include the following;

- Collecting analysis and interpretation of data from relevant

university bodies.

- Provision of data based information to the university on

various university operations for use by the university as it teams

fit. Some of those aspects include information on university

academic/material resources.. University facilities etc.

- Periodic updating and analysis of data from relevant

polytechnic bodies for the internal evaluation of the performance

status of the university on all the approved funding parameters and

other guideline.

- Annual dating, projection, analysis and interpretation of data

for the planning and preparation of the university budget and the

subsequent resources allocation within the ambient of the approval

budget. The bursar is responsible for financial planning and

implementation of the financial matter of the university. He works

closely with the director in the production and presentation of the

university function assigned to it and which has to do with careful-

collection analysis and interpretation of data for purposes of

meeting certain criteria etc, or fir providing other university bodies

() etc information they need to be able it function efficiently and

effectively.

2. Feedback Planning: The academic planning unit also does the

follows:

- Collects relevant data on changing trends on university

activities, enrollment staff training and turnover etc and passing

such data on for institutional base research. Research findings

should be ploughed back to university activities for improvement

purposes.

- Ensure that the university complies with and maintains

standard through passing necessary information to department and

the university at large, on minimum academic standards.

- Storage and retrieval of relevant institutional data to approved

researchers especially on academic staff workload. Area of

specialization university research output and recent advances in

patentive honorary using feedback date for generating operations of

the university against approved criteria.

3. PROCESS PLANNING

This function of the academic planning unit involves

- Use of data collected for making projections and advising the

university as appropriate

- Modeling of such plans against reality and university goals

- Identifying new guideline and criteria and modifying existing

one etc-for annual resources allocation and as the vice

chancellor may direct.

4. INSTITUTIONAL RESEARCH STATISTICS AND

PUBLICATION

This is another function of the academic planning unit and it

include

- The collection and storage of publication of statistical nature

from other university

- Documentation and storing information on the academic

programmers of the university

- Analysis and interpretation of polytechnic annual and trend

statistics.

- Publications of university record, statistics research report as

may be directed/approved by VC (Vice Chancellor)

5. SECRETARIAL SERVICE: The unit provides secretarial

services to the following university standard committees.

- Development committee

- University research rants committee

- Academic planning committee

- University central strategic planning committee and university

staff housing loans committee staff structure, the academic

planning office is located in the vice chancellor (VC)’s office. It is

headed by a director when reports directly to the vice chancellor

(VC)

2.2 ROLE OF COMPUTER IN THE INSTITUTION

Computers have become increasing important in school over the

past decade. As will as supporting specific IT teaching, they are

used in developing basic skills, such as reading and number work

to support data handling in science, explore and research using

multimedia reference and increasingly to access the internet.

Computers have institution on the one hand; using computer’s

learner’s can absorb more information and take less time to do so.

project investigating the use of computer in learning demonstrate

increased motivation in children and adults alike. In some cases it

can mean success for people who have previously always failed
learners may be productive challenged themselves more, be bolder

and have more confidence.

On the other hand, computer’s also play on important role in

organizing educational institutional other institution by providing

record keeping capabilities, complex analysis and other special

features. Even at this the role of computer in institution keeps

increasing as the world steadily moves towards the information age.

2.3 AN OVERVIEW FOR DECISION SUPPORT SYSTEM

TECHNOLOGY

Computer-based technologies are being developed in improve the

effectiveness of managerial decision making especially in complex

tasks. Technologies like decision support system (DSS) executive

information system (EIS) and expert system (ES) are a unique class

of information technology.

The concepts involved in decision support system (DSS) were first

articulated in the early 1970s by scott morton. DSS is a tool that

provides information to the management through computerized

processes to assist managers in relatively unstructured decision

making task. Here-computer is used to aid decision making but can

not make actual recommendations to the manager.

According to Simon, decision making processes fall into four

phases.

- Intelligence phase: Searching for conditions that call for

decision

- Design Phase: Inventing developing and analyzing possible

courses of actions.

- Choices: Selecting a course of action from those available

- Implementation: The introduction of a change

Scott Monton defines DSS as “interactive computer based system,

which help decision makes utilize data and models to solve

unstructured problems. (complex problems for which standard

solutions exist)”. But generally, DSS is an interactive flexible and

adaptable computer-based information system (CBIS) that utilized

decision rules, models and model based software coupled with a

comprehensive data base and the decision makers own insights

leading to specific, implement able decision in solving problems that

would not be amerable to management science optimization models

and by supporting complex decision making process.

Decision support for the intelligence phase is the ability to scan

external and internal databases for opportunities and problems as

computerized system store large volume of information. DSS

through its modeling capabilities analyzed data very fast.

This is, the scanning done during the intelligence phase can be

executed much faster with the aid of DSS.

Decision support for the design phase involves generation of

alternative course of action, decision about the criteria for choice

and their relative importance, forecasting the consequence of using

various alternative most of the activities could use standard models

provided by DSS on forecasting since most DSS have forecasting

capabilities.

Finally decision support system by definition, does not make a

choice. However modeling identifies potential solutions and can

rank the alternatives according to any desired criteria, that is a

choice is recommended decision support system in addition to the

used models car support the choice phase through the what if and

goal seeking sensitivity analysis.

AN OVERVIEW OF ARTIFICIAL INTELLIGENCE

An overview of artificial intelligence (A1) is considered important in

this study because the techniques are extensively being used in

many software system including ordinary word processors.

A1 was coined in the mid 1950s by John McCarthy as software that

is capable of manipulating symbols in reasoning rather than

numbers only. A1 is a science and technology whose goal is too

develop computer’s that can think as well as see, hear, walk, talk

and feed. A major thrust is the development of computer functions

such as reasoning, learning, adds problem solving (John McCarthy

at MIT in 1956).

A1 focuses on the development of computer system to stimulate the

processes of problem solving by mimicking the functions of human

brain. According to Elanie Rich (1983). A1 is the study of how to

make computer do things at which for the moment, people are

better.
Research into the field has led to the development of intelligent

computer interface, advanced industrial robots, and intelligent

software system including those used to support decision making.

Artificial intelligence comprises hardware and software system and

techniques that attempt to emulate human mental and physical

processed. The objective is to enable computers to process

information gain knowledge and understanding their environment.

Planning is one of the areas of A1 application. It cannot be over

emphasized that business plans and decision can have positive and

negative impacts on lives of people. The use of A1 system as

powerful consultants can help those in decision-making roles by

simulating potential system scenarios. A1 enhances decision-

making processes and improves the usefulness to the “what- if

analyses functions of a DSS.

 CHAPTER THREE

3.0 SYSTEM ANALYSIS AND DESIGN

In this chapter, we are concerned with the systematic investigation

of the existing or the planned system to determine the information

requirements and processes of the system and defining of hardware

and software architecture components, interface and data for a

satisfy specification required.

3.1 ORGANIZATION STRUCTURE / CHART

This organization structure shows the organization of staff for this

institution from the higher hierarchy to lower.

 Library Vice chancellor
Bursar’s
office
Postgraduate
Deputy Chancellor school

Grant Bursary Central MIS

Faculties

Registry College of
Budget Estimate medicine

Audit

Admission office Student affaires Registrar’s office Exams

3.2 DESCRIPTION AND ANALYSIS OF THE EXISTING SYSTEM

The existing system keeps different types of records in the academic

unity pertaining each staff some are kept to know the non teaching

staffs teaching / lecturing staffs, student’s registration from

mounting a new programme and already mounted programme.

MOUNTING OF NEW PROGRAMME

 Classrooms could be assigned to programme class of pooled. In

each case use factor of 0.8 or 32 hours per week should not be

exceeded. Classroom should be of not less than 30 students in

capacity and lecture theatres from not less than 100 capacities.

a. Available classrooms and lecture theatres met the above

criteria.

b. Institution has enough classroom and lecture theatre, they are

of proper sizes well furnished, but poorly kept.

c. Institution has enough classroom and lecture theatres, but

they are poorly furnished and poorly kept.

d. Institution does not have enough classrooms; available ones

are poorly furnished and poorly kept.

MOUNTING NEW PROGRAM

Office facilities are one of the essential things to consider when

mounting a new programme. So if you have put everything that is

needed in these new office tables, chairs, printing machines,

photocopier, computers etc.

3.3 FACTS FINDING METHODS

The techniques used in gathering information for this project are

interview and document examination. In interview method, the

staffs of the academic planning unity of both junior and senior

staffs were questioned through oral interview. In addition to it

related documents filled by staff are examined and also used as

guide through which information are sourced. These techniques

were selected because of their laudable advantage are believed

suitable for the project.

3.4 OBJECTIVES OF THE EXISTING SYSTEM

We know that organization as complex whole that consist of

functional sub-units that interact to specific or set objective. So our

institution, Imo State University Owerri has objectives for staff

information system.

These objectives include:

1. To generate the exact report needed.

2. To process staff records faster and accurately.

3. To safeguard / staff documents or records from loss

4. Facilitate access to staff records

5. To control fraud and unaccountability.

3.5 INPUTS, PROCESS AND OUTPUT ANALYSIS

There are three stages of operations that are under gone by the

school in the course of keeping staff records processing and

generating reports.

The input process and output analysis of the study deals with the

information data that serves as the system. Any operation

performed on the data / information is input as the process and the

corresponding results of the operation as the output.

The input process and output analysis can only be well performed

taking into cognizance the sections of the system before the general

input. Process and out of the system can be made. The input

process and output analysis of the section are as follows;

PROCESS

This is the second stage of operation undergone by the institution,

it involves putting together all the data collected at input stage and

other activities of the staff.

OUTPUT
The end result of record keeping operating and processing of the

input data to generate report. The report generate include some of

the following;

1) Students registration report

2) Already mounted programmes report

3) Teaching / lecturing staff

4) Mounting a new programmes

5) Non-teaching / lecturing staff

3.6 PROBLEMS OF THE EXISTING SYSTEM

Every organization set objectives but sometimes the objectives are

not achieved due to some constraints. Our institution is not an

exemption. It faces some problems in keeping staff records which

include

1) Important document about staff get lost or misplaced

2) Delay in processing, retrieving and updating staff records

3) Rodents, insects when get in touch with staff records damage

them.

3.7 JUSTIFICATION FOR THE NEW SYSTEM

The existing system is prove to some problem as a result of the

manual method used in storing and processing staff information,

the new system is sophisticated and is the main stream of current

technological status in the world today.

Therefore the reason for using the new system is to be able t

prevents time waste in processing, retrieving and updating staff

record. It can also safeguard important documents from

unnecessary damage or loss and even unauthorized access due to

its high security censorious. It also faces way for easy access to

staff records and generation of reports. The new system is also

affordable at considerate cost.

3.8 DESIGN OF THE NEW SYSTEM

The planning, organization or management of many separate units

to form a unified whole is termed system designed and construction

was broken into stages.

 Planning stage: This involves taken into consideration the

aims and objectives of the proposed system. Identification of

the available resources, having of what the system is and the

 expected limitations to its design also feasibility study of the

system is considered.

 Knowledge design of the proposed system by specifying how

the knowledge base of the system would be organized and

implemented.

During the design of the system the following are considered;

1) Using a menu screen that will enable the user to know the

content of the program and the easy way of accessing it.

2) The system should be very fast friendly, hence to avoid

mistakes that could be fatal to the policy or decision.

3) Error checking should be incorporated as it is geared toward

efficiency and reliability.

4) A structured program is to be designed by using an advanced

language like visual basic that will aid in easy modification of

program of need arise.

There is obvious need to develop and design a computer based

system to supplant the existing of the manual one because of the

multifarious.

Cumbersome problem that associated with it.

The design of the new system will also achieve the following:

1. Simplify the entire system make it more flexible more

attractive and cost effective.

2. Interactive and efficient

Conclusively the new computer based staff information system is

designed to replace the existing manual system in order to ensure

that the aims and objectives of the system is achieved effectively.

3.9 OUTPUT INPUT DESIGN AND SPECIFICATION

In the stage of design and specification we-are face with some

question such as:

1. What do we want the system to do?

2. What items of data are required for it to deal with?

3. What information is required?

The system is designed in such away to display some data on any

standard output device such as monitor or Video-Display Unit

(VDU). Equally some of the output data in the form of report can be

generated on the monitor screen and printed out on paper through

a printer. The information (i.e. processed data) can be stored and

printed on paper when necessary.

The new system is expected to generate a lot different categories of

report based on which the management can make policies or

decision some of it are:

- Report on already mounted programmes

- Report on mounting of new programmes

- Report on teaching/lecturing staffs

- Report on student registration forms.

OUTPUT SPECIFICATION FORMAT FOR ALREADY MOUNTED

PROGRAMME

DEPARTMENT SCHOOL

Date Date mounted

Date accredited Lecture room

Printing room Office facilities

Lecturers Practical lab

Courses offered Modelling room

Support staff Studio/drawing room

Accreditate Workshop

Don’t accreditate Remarks

Next data to accreditation

OUTPUT SPECIFICATION FORMAT FOR THE MOUNTING OF NEW

PROGRAMME

LECTURER ROOM DEPARTMENT

Office facilities School

Practical lab Support staff

Studio/drawing room Mount programme

Workshop Don’t mount

Modeling room Lecturers

Course to be offered Print room

OUTPUT DESIGN FOR ALREADY MOUNTED PROGRAMMES

DEPT SCHOOL DATE DATE LECTURE OFFICE LECTURE

MOUNTED ACCREDITATED ROOM FACILITIES

OUTPUT DESIGN FOR THE MOUNTING OF NEW PROGRAMMES

LECTURE ROOM

SCHOOL

PRACTICAL LAB
DEPT

OFFICE FACILITIES

STUDIO/DRAWING ROOM

COURSES TO
WORKSHOP

LECTURERS

BE OFFERED

INPUT SPECIFICATION AND DESIGN

Input specification and design involves over viewing the format and

documents that form the source input to the new system.

He keyboard will serve as input device to the system. The system is

designed to accept data on transaction through the keyboard and

store the data in the disk.

INPUT SPECIFICATION FORMAT FOR ALREADY MOUNTED

PROGRAMMES

Department

School

Data mounted

Data accredited

Lecture room

Office facilities

Lectures

Practical lab

Courses offered
OUTPUT SPECIFICATION FORMAT FOR THE MOUNTING OF NEW

PROGRAMMES

DEPARTMENT

LECTURE ROOM

Office facilities

School

Practical lab

Support staffs

Studio/drawing room

Mount programme

Workshop

Don’t mount

Modeling room

Lecturers

Courses to be offered

Print Room
 INPUT DESIGN FOR ALREADY MOUNTED

Department
DATE
School
Date mounted Date accreditate
Lecturer room Printing room

Office facilities Lecturers

Practical lab Courses offered

Modeling room Support staff

Studio/drawing room Accreditate

Workshop Don’t accreditate

REMARKS SIGN

NEXT DATE OF ACCREDITATION

 INPUT DESIGN FOR NEW PROGRAMME

Lecture room Department

Office facilities School

Practical lab Support staffs

Studio/drawing room Mount programmes

Workshop Don’t mount

Modeling room Date

Print room Course to be offered

Lectures
 INPUT DESIGN FOR TEACHING/LECTURING STAFF

Name Grade

Address Tel

Date employed Position

School Department

COURSE (S) TO OFFERING

COURSE TITLE COURSE CODE CREDIT LOAD/HOUR

Sex: Status:

State:

Qualification:
L.G.A

Save Delete Exit

 INPUT DESIGN FOR TEACHING/LECTURING STAFF

School Programme

JAMB No/Reg. No Matirc No:

Name:

Sex: Date of birth:

State: L.G.A:

Criteria for admission:

Date of arrival:

Signature of student:

Remarks:

Save Delete Exit

FILE DESIGN

The file is designed to suit the requirement of the new system.

During the file design the following:

- Content

- Mode of processing

- Mode of storage.

FIELD NAME DATE TYPE DATE SIZE

Department Character 30
School Character 25
Office facilities Character 40
Practical lab Character 25
Mount programme Character 15
Data mounted Data 10
Data accredited Data 10
Lecturers Character 20
Course to be offered Character 40
Criteria for admission Character 50
Date for arrival Date 10

Random and sequential access is used in the storage and accessing

of the record to and from database.

PROCEDURE AND SYSTEM FLOW CHART

The procedure is just the steps followed from the collection to

processing of the records.

Firstly, the staff will fill the forms and it will be encoded into the

system via keyboard and the process of creating, adding, displaying

etc, will be performed system flow chart describes system activities

as opposed to program instruction or action. It is not as elaborate

as program flow chart. The system flow chart is shown below:

Start

Open file

Input data

Clear data
Write record to
disk Processing
 Wish to
continue

Move

Close file

Return

3.11 SYSTEM REQUIREMENT

For effective implementation of the new system hardware software

and personnel specification are required.

HARDWARE

Model Pentium iv

Storage 4.3GB (2) one backup

Display VGA colour monitor

Drive Magnetic disk

Keyboard Enhanced

Mouse Serial

Printer Laser jet

Ups Mercury

SOFTWARE

Operating system window XP

Language Visual basic

Microsoft access.

3.12 CHOICE OF LANGUAGE AND LOADING THE LANGUAGE

Visual basic programming language is chosen because it is friendly.

Interactive and graphic user interface as well familiar to the

researcher.

To learn the language

- Click start button

- Point program

- Click VB 6.0 group button

- Click VB 6.0

This automatically loads the language into the memory.

 CHAPTER FOUR

4.0 SYSTEM IMPLEMENTATION

Implementation involves the installation of a physical system and

activities entails such as the training of operators and users. Also it

involves the co-ordination of the efforts of the user department of

the information system and the information processing department

in getting the new system.

4.1 PROGRAMME CODING AND TESTING

The existing system is hereby altered with regard to the following

a. Direct Change Over: the new system taken over completely

from the existing one.

b. Paralleled Change Over: The old and new system is allowed

to operate and the old system is used to monitor the efficiency

of the new one unit it takes over completely. This paralleled

change over is commended for security system.

4.2 HARDWARE AND SOFTWARE INSTALLATION

This is done by the supplier or a system analysis here, the various

operation listed in the design are taken cognizance for instance the

site, availability of power, telephone lines etc. when hardware is

fully installed, the soft needed are installed by the system analyst

following instructions in the user’s manual which has to start by

loading the operating system, configuring the hard disk and then

installation of packages lie statistical package for social science (sp

55) Excel, Microsoft ward etc.

4.3 STAFF TRAINING

The amount of training required for various categories of personnel

will depend upon the system and the skills presently available. The

system analyst will be required to ensure that all persons involved

with the new system were capable of making it be produced as part

or development from the system.

Course either full time or part time should often be run by the

computer manufacturer or educate the staff.

4.4 MAINTENANCE
Maintenance is the change in hardware, software documentation or

procedures to a production system in order to correct errors or

anomalies meet new requirement or improve efficiency.

The two major type of maintenance culture are affected in the stage,

namely, corrective and preventive maintenance.

Preventive maintenance hooks on regular inspection or periodic

monitoring of the system to detect faults as such invoke

maintenance in such area so as to forestall bridges in the operation

of the system.

Correction maintenance is the identification and removal of errors

or failures in the system. It is important to practice maintenance to

same cost effect changes in industrial / company policy, increase

output and efficiency together with customer satisfaction.

 CHAPTER FIVE

5.0 CONCLUSION, SUMMARY AND RECOMMENDATIONS

5.1 SUMMARY

This research project which was carried out in the academic

planning unit. Basically dealt with the benefits of crime data

processing system in processing of data with special reference to its

processing and updating files.

The findings in this study were arrived at through data collected

from oral interviews, secondary data and published data. Some

benefits foreseen as a participate of automating the academic

planning are as stated below:

1. Speed of Data Capture: operation, retrieval duplication and

handling; here is the area where computer usage ranked highest

and the benefits here are greater than the manual method of

data collection by the unit.

2. Improved Accuracy: in the manual method of processing data,

documents pass through many hands and in the course of this,

error or loss could occur. The computerized system reduces this

 much hand to hand passage of data and documents hence

reduce the change of error along the line in reality, outside

human element garbage in garbage out in the operation of the

computer also has many in-built control systems that detect

errors.

3. New job opportunity: the proliferation of computer firms and

the expansion of present ones have resulted in the creation of

new job opportunity for great number of citizens as well as create

job opportunities for many citizens.

4. Cost: much money is saved in automation in form of time or

manpower required to source for a particular information.

5.2 RECOMMENDATION

The staggering potential of computer to people and organizations is

indescribable as such its employed in all work of life. The masterful

way it handles data (related and unrelated ones) communicates

between files programs and other computer system as well as

control some physical conditions makes it a major tool in the unit.

As a result of these found importance the following recommendation

could be proffered.

1. Data Security: - the danger of data loss due to computer

breakdown and lack of constant power supply has to be battled.

These could be over come by ensuring that data are saved and

copies made as backup. Uninterruptible power supply unit (UPS)

could also be used along side with stabilizer to ensure steady and

stable power.

2. Integrity: The personnel at the unit should make decency their

watchword in data entry and safeguard in local area network

system. The computer work station must be logged off after use

to disable an unauthorized user and also to avoid hackers.

5.3 CONCLUSION

The computer is here to stay and the society continues to receive

many benefits from the employment of computers in their daily

operation which the system helps to carryout.

Due to some of the problems which are found in academic planning

unit which are partly as a result of the manual process of recording,

updating retrieving and other file operations, computerized systems

are just the only alternative to solve such problems.

 BIBLIOGRAPHY

Andrew b. (1998) decision support systems - acknowledge based

approach.

Ahaiwe, materials and document on management information

system. (MIS) Imo state university Owerri.

Oxford dictionary of computer (1993)

Student hand book FUTO

Ahaiwe (2007) introduction to artificial intelligent and robotics.

Ahaiwe (2008) lesion note on management information system,

Department of Computer Science, Imo state University.