ABSTRACT OF DESIGN AND IMPLEMENTATION OF AN ONLINE CLEARING SYSTEM FOR GRADUATING STUDENTS
The project highlights the importance of university institutions in having an online clearance system that will help students after completing school instead of spending a lot of costs in transport and having to look for lecturers and departments to be cleared they can do all that work from home, and design a system that accomplish the tasks specific to the needs of their end users .
Data transfer, data integration and system customization are discussed. One of the most significant shortcomings in accomplishing early clearance in schools is the delay that is encountered by most institutions which increases the cost of litigation in both time and expenses. Hence the new system designed will aid the institution clearance records after finishing your final year in the institution and thereby facilitate a timely clearance for graduation.
The university way of clearance is based on the current method of walking with clearance sheets from one department to another, which is tiring and time consuming.
CHAPTER ONE OF DESIGN AND IMPLEMENTATION OF AN ONLINE CLEARING SYSTEM FOR GRADUATING STUDENTS
Many institutions in Kenya, when a person is about to disengage from an institution, the person undergoes through a clearance process to determine the persons status, whether he/she will be permitted to disengage. If the person is free to disengage, then he/she will be issued a clearance. Clearance is a certificate giving permission for something to be done.
In higher institution of learning, final year students that have satisfied the academic requirements to graduate must undergo a clearance process before they disengage from the university. The process of clearing involves the Student’s academic department, Faculty, Bursary, Students Affairs, Library, Hostel, Sport department, Health Centre and Registry (Exams and Records). A student is allowed to collect his/her graduation certificate only after he/she has been cleared.
BACKGROUND OF THE RESEARCH
The internet has changed the face of the world and make receiving and sending of information spread widely and easily, this can be done at the tips of peoples hand and without wasting any time. Compared to when internet has not evolved, before information could be received from another end, it takes time depending on the distance of the journey.
The internet is a global collection of many types of computers and computer networks that are linked together, this is according to Adesanya. It is increasingly becoming the solution to many information, problems, information exchange and marketing.
Clearance can be defined as the official authorization of something to take place. It can also be defined as the process of determining and negotiating any permission that are needed to include the use of someone else’s intellectual property in creative project. Clearance systems for graduating students are vital incessant procedures and process in every university that is inevitable. The clearance must be carried out so as to check if the student is eligible to go for employment and not owning the school anything. It is the university practice to carry out these processes at the completion of the last exam in the school, where the student did not have any carryover left.
Online clearance system is a web based system which makes use of the internet. Jomo Kenyatta University of Agriculture and Technology current method is not internet based, which increases the stress of the student going from school to school to sign the forms. The form given to the student must be signed by ; Dean of all school, University Librarian, Head of department, Sport official, Dean of student affair and maybe even more.
Thus the need of a web based clearance system for graduating students is inevitable to save the time and the cost of transportation from one location to the other.
STATEMENT OF THE PROBLEM.
In Jomo Kenyatta University of Agriculture and Technology, clearing of graduating students has always been a manual process. It is evident that the registration is incapable to totally replace the manual process of online clearance system for graduating students.
It is obvious that we are now in a technology era where science and technology applied to almost every aspect of life to make work faster, easier and efficient. As a university of Technology, it is our duty to lead the way into science and Technology for other institutions and organizations to emulate by implementing automated systems that will replace all manual process within our university system.
LIMITATIONS OF THE MANUAL PROCESS OF CLEARING STUDENTS.
- The integrity of information is not fully guaranteed as there is high risk of information getting to unauthorized or wrong hand that may manipulate the information illegally making the information inaccurate.
- In the absence of personnel in charge of any of the clearance form processes, the entire clearance registration process is delayed until such a personnel is available.
- Its time consuming. Too much time is wasted before a student successfully completes his/her clearance registration form.
- The manual process is only capable to attending to a limited number of students a day, hence students who are not attended to will have to come back the next day until they successfully complete their clearance form registration.
OBJECTIVE OF THE STUDY.
- To identify issues associated with current process of clearing final year students in Jomo Kenyatta University of Agriculture and Technology.
- To design and implement an automated clearing system for Jomo Kenyatta University of Agriculture and Technology.
- To effectively and efficiently process students clearance.
- To provide borderless access.
- To ensure prompt clearance.
SIGNIFICANCE OF THE STUDY
Online clearing system is basically designed to save user information, facilitate the manipulation of data in a faster rate, provide concurrent access ( access to many user at this time) to authorize users, and also ensure the integrity and accuracy of the information system store by the authorized users.
The online clearance system for graduating students will help to ease the student from queing to have them cleared by the university.
There are other advantages of an online clearance system, some of them are listed below:
- It is very convenient to use it from everywhere and anywhere provided there is internet connection.
- Information processing is very fast and delays can be avoided.
- It is inexpensive to student and school management.
- It helps the school to reduce cost such as labor and stationary.
SCOPE OF THE STUDY.
The online clearance system for graduating student has been designed to manage the clearance process for graduating students of only the School of Human Resource Department students of Jomo Kenyatta University of Agriculture and Technology.
LIMITATION OF THE STUDY.
For the purposes of this project, the service provided by the Online Clearance System For Graduating Students (OCSFGS) is only restricted to School of Human Resource Department. It does not extend to other departments in the university at the moment. The application can be extended if the University Management is interested with it.
DEFINITION OF TERMS.
OCSFGS: means Online Clearance System For Graduating Students.
Online: is the condition of being connected to a network of computers or other devices.
Clearance: is the certification of blamelessness, trustworthiness, faithfulness, or suitability. The definition by free dictionary.
System: an assembly of interrelated elements which we find interesting to study, it could be a process or machine.
Graduating student: is a student that has completed his/her 4th or 5th year course of study in the university.
Computer network: is a group of connected, communicating devices such as computers and printers.
Internet: is composed of hundreds of thousands of interconnected networks.
Database: is a collection of data or file purpose to assist many users at the same time.
DBMS: a Data Base Management System designed to assist in maintaining and utilizing large collection of database.
Website: is a collection of web pages which have image or text for the purpose of passing information to the users.
Server: is a process that provides requested services for clients.