DESIGN AND IMPLEMENTATION OF A

COMPUTERIZED STUDENTS ADMISSION SYSTEM

1
 ABSTRACT

The ultimate statement of the proposed system is to overcome the

problems in the existing system and to create effectiveness, one of

these problems is the stressful and tedious way of finding out who

and who is qualified for admission. The system is being designed

and implemented to use test data is limited only to the activities

that are carried out in the admission department under the student

affairs of the institution. After the existence of the new system the

next stage is the implementation, the new system implementation

is carried out on both software and hardware used in order to

ensure the performance of the system. The structure and

arrangement of the system and how they are exactly implemented

will basically be discussed. This project which is the

computerization admission in which the computer was made use of

when processing therefore, this project can handle most of all the

2
problems beings encountered under existing system, it is an

accurate and reliable method of processing, overcoming the

manual problems and errors which are generated in the current

manual processing.

3
 CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF THE STUDY

When one looked back with analytical mind, we can conclude that

computer technology keeps advancing with remarkable increase in

speed, accuracy, and reliability. Computing in whatever field i.e.

Science, Business and Industry is reaching directly or indirectly

into various aspect of our society without loss of generality, the

world has shrunk into such compactness that no part can afford to

lack behind or lie in isolation.

The advert of computer was hated by the world as a great

revolution like any industry revolution. It promised to free and

from simple routine jobs of respective nature by providing

computing power. The first to have exploited the facility was the

search for scientific acquisition, this was not unconnected with the

4
fact that the designers by these systems were Scientifics

themselves. Several problems have been eliding satisfactory

solutions through, numerical methods of solution exist but

involved a very huge amount of computation then, by rendering

the problem in accurately accomplished. Not only did computer

make reliable solution possible, it equally opened new application

methods.

In the past years, an inspection at close observation of some

admission offices in some reputable tertiary institution revealed

that there has been lack of proper documentaries of admission

forms. Also, much time was spent in sorting out qualified and non

qualified forms. This has resulted to a meaningful lost of

substantial efficiency and accuracy in the methods used for

instance, in many tertiary institution, one could not adequately give

5
details of applicants such as the total number of these that applied,

the number that qualified from each state or local government.

In view of the above, this project is design to implement

effectively and efficiently the processing of admission for Diploma

and Certificate programmes.

An efficient and standard method of selecting applicant.

a. Purchasing admission forms

b. Submitting the correctly completed forms

c. Selecting the qualified applicants.

d. Determine the number of intakes

e. Compilation of the list of qualified applications

The afore-mentioned processes are carried out in this project

with the aid of computer. There is no doubt that this present day is

as a result of the benefit derived from the prime requirement which

are completing for skilled job today. The reality is that the factory

6
machinery is computer-based, airline reservations depend on

computer, personnel, financial and administrative procedure have

become computerized including the command and control

functions of the military and the police.

This is what prompt the development of a software which

will help the management of Olusegun Agagu University of

Science and Technology, Okitipupa In the area of student

admission.

1.2 STATEMENT OF THE PROBLEM

The ultimate statement of the proposed system is to

overcome the problems in the existing system and to create

effectiveness. One of these problems is the stressful and tedious

way of finding out who and who qualified for admission.

7
 Moreover, it will also enable the staff and management to

have more time to think on how and what they can do to improve

the future of the institution which they might never have time to

do. Other statement of the problem is as follows.

1. To reduce staff fatigue

2. To reduce the processing time and acquire more accurate

information.

3. To ensure accuracy in the processing of forms.

4. To implement a comprehensive data science for record

keeping purpose.

5. To provide the management with full decision making.

The project work leaves much of student admission into

different facilities and departments, taken into consideration the

entry and degree academics programmes.

8
 Moreover, the project accommodates future modification of

entry requirement for both programmes.

1.3 AIM AND OBJECTIVE OF THE PROJECT

The ultimate aim of this project is to overcome the problem

in the present and forestall effectiveness to the system with the

following objectives.

i. To ensure accuracy in the computation and compilation of

reports with reliability.

ii. To speed up transaction processing of admission operation

and generation of operation with the manual processing of

basic electrical operation of admission decision.

iii. To relief the staff operation with the manual processing of

basic electrical operation of heavy, tedious and boring work.

9
iv. To prevent repetitive work and duplication of jobs common

in the existing system with a convectional database system.

v. To bring out the advantages of the new system over the

present system.

Beside the project also implement a fully functional system that

support configuration for the management so as to add or update

information concerning requirement, new department and faculties

without changing the software.

Lastly, it is designed to present the management a more

comprehensive reports system, which includes:

1. List of qualified and non-qualified applicants.

2. List of qualified applicants with state and local government.

3. List of qualified applicants based on gender.

10
1.4 SIGNIFICANCE OF THE PROJECT

Research was carried out with an interview of the admission

officer in person, so as to know the way and manner of the existing

system as well as the administrative of the unit and the problem

they are facing.

The procedure studies are advertisement, sales, submission

of application form, sorting into the department, grades and

admission of qualified forms for preliminary and degree candidates

since school has to personally deal with the form and Brochure for

course that is to be scattered for in JAMB and O level

requirements.

The new system will be designed, implemented and

evaluated.

1.5 SCOPE OF THE PROJECT

11
Strength and limitative / weakness of this study is as enumerated

below:

Strength of the system

1. the system has memory capacity for storage.

2. It spends up the flaw of work in admission unit sections and

at the same time entire institution as a whole.

3. The amount of routine clerical work, which must be done by

people, can be reducing significantly.

4. It provides easy and better access to information.

WEAKNESS OF THE SYSTEM.

1. It cannot recognize error unless its programmed to do so.

2. When its faculty it can cause delay in the work of the

units.

12
 3. Also the length of each data entered from the keyboard

must be limited to the volume of fields specified another

to avoid error which may prevent the programme from

working effectively, and lastly external storage should be

used to avoid data loss.

1.6 LIMITATION OF THE PROJECT

The system is being designed and implemented to use test

data, it is limited only to the activities that are carried out in the

admission department under the student affairs of the institution.

The security of the data stored in the memory of the

computer cannot be totally quarantined keeping of the necessary

file.

So for the total efficiency of the system, not need the human

efforts as well.

13
1.7 DEFINITION OF TERMS

Given the meaning of the terms used in this project is important to

ensure easy understanding of all the term. Used ADMISSION: this

could be defined as the act of being allowed to enter or

acknowledge that a fact of all allegation is true.

ADMISSION OFFICER: this is the group of people who decides

on the modalities for the admission of student.

ADMISSION OFFICE: This is a section of a department in which

admission procedure is being done.

REGISTRATION NUMBER: This is a number usually issued to

candidates for identification and for an entry into register.

SERIAL NUMBER: Is number used as a key to the students.

CUT-OFF-MARK: This is the minimum score of student before he

/she can be considered for admission into the institution.

14
ATTACHMENT AREA: the area in which the institution is

located. Candidates from this attachment area are given high

priority then determine the cut-off-mark.

Olusegun Agagu University of Science and Technology has

five school; School of Science, School of Engineering, School of

Agric, School of Nursing, and School of Accounting. Which will

be talking about as we are further in this project.

15
CHAPTER TWO

LITERATURE REVIEW

2.1 SYSTEM IN GENERAL

A system is a miniature of an information system, which

simultaneously co–exist within an organization. A system is a

group of element {people, machines, cells, etc} organize for the

purpose of achieving a particular goal. Within an organization,

there may also be a management system, manufacturing system,

distribution system and so forth. However, because system, we

provide an in-depth discussion in this chapter. But the discussion

of a system analysis and design are in later chapter, which is aimed

at developing information system and those posses can use in

developing and type of system.

16
 Most system have some attributes in common including

input, processing, output, feedback, an environment and a

boundary. The input, process and output element have the same

relationship in a system generally as they do in computer. Data

enter the system term as input which is processed in some way and

then output that, when sent back to the input or processing function

of the system for review indicate to the system wherever a change

in operation is necessary. Feed back and come within the system or

from the environment. In essence, feedback acts as a monitor to

ensure that the system is meeting it goals.

Surrounding and interacting with the input, processing output

and processing elements of the system are the environment and the

boundary. The environment include everything that is not in the

system and boundary separates the system from environment.

17
Figure 2.1

Show the relationship among these element in a simple system

INPUT PROCESSING

OUTPUT

FEED BACK

ENVIRONMENT

Figure 2.1 THE ELEMENT OF A SYSTEM

18
2.2 INFORMATION SYSTEM IN ORGANIZATION

It should be noted that information system are important to

an organization well-being because of the value of information.

Multiple information system are often required to facilitate the

processing throughout the organization.

Many people did not understand that there could be

information system without computer. Computers are not essential

to information system but useful. An information system is define

as a combination of support staff and software that facilitates the

processing storage, revival and flow of information to support

decision-making. In this definition, information system are more

than that just computer hardware and software, they also must

include all the important human support staff and they must serve

to support the managerial decision making that ultimately

determines the future of the organization.

19
 At one time, information system depend strictly on manual

processing of raw data into information that manager used in

decision-making. Since 30years ago, computer have taken over

more and more of this manual processing, now the computer based

information system has become synonymous with the concept of

the information system in general and it would be virtually

impossible for business to be competitive without computers.

2.3 HOW INFORMATION SYSTEM SUPPORT

MANAGEMENT

A good information system will definitely support

management in main decision interestingly the information needed

is different in nature at all levels of management.

20
The higher the level of summarized from speed on interpretation

and reaction more detailed information is normally required by

functional managers.

For day to day control of operation and decision making at the

tactical level. Other classes of information are required for

corporate strategic planning and policy formulation involving fore

casting and assessment of uncertainty are risk, the table below

shows characteristics of information an each level.

Information Characteristics Presence in management

information tactical strategies

Speed important frequent – always
Data accuracy Usually- rarely
Out accuracy Always – rarely
Repetition Usually- rarely
Data volume High - low

21
Table 2.1 information characteristics at different management

level. There are five types of information system that are

commonly thoughts of as providing support for managerial

decision making, Transaction processing system {TPS}

Management information system {MIS} Decision support system

{DSS} Executive information system{EIS} and office information

system {OIS}, while some of them are notable, the management

information system may be given a different name in some text the

function is generally the same.

Figure 2.2 shows three levels of management and their relationship

to various information systems.

Strategies

22
 Tactical

Operational

Figure 2.2 relationship of information to management levels.

2.4 OTHER TYPES OF INFORMATION SYSTEMS

Others two types of information system that are becomingly

increasingly important to companies of different sizes are expert

system {ES} combines the knowledge and rules of several expert

on a given subject and store this information in the computer, the

23
computer thus becomes the subject by synthesizing the knowledge

and rules to aid humans in decision making. It has been

successfully used in searching for oil, making medical diagnosis

and giving advice on business decision though, they were

originally designed to run on mainframes many smaller computers

because of the increasing speed PCS.

While the traditional use of information system is to automate

basic operations such as payroll and to support managerial decision

making, some forward thinking companies have begin to use their

information system as strategic weapon in the constant battle for

making share.

2.3 EVOLUTION SYSTEM

In 1627, a French philosopher renew Desecrates predicted

that it would never be possible to make a machine and computer

24
pioneer, Allah turning in 1950 proved him wrong with a contrary

opinion. He declare that one day there will be a machine that

would duplicate human intelligence in every way and prove it by

passing a specialized test.

The first working system called DENDRAL was developed

in 1965 at Stanford University DENTRAL, was developed to

interpret spectrographic data to determine the structure of an

organic molecule.

Descendents of the DENDRAL are used in laboratory all

over the world.

Using techniques learned from DENDRAL COMPUTER.

Scientists and doctors and Stanford medical center created MYCIN

to diagnose disease of the blood by incorporating knowledge and

rules used by the doctors.

25
Prospectors, developed at Stanford research institute is a system

that geologists is exploring for minerals this system was credited to

the discovery of molybdenum deposit that worth 100 million in the

state of Washington. To preserve the 44years of knowledge and

experience of the man who controlled the huge cookers over at

compel soup because a system named cooker was developed.

Cooker does not only contains much of the man’s factual

knowledge, it also uses the same rules that he would be to reason

through a problem with the others.

To aid companies in making important financial decision the

FINANCIAL ADVISOR System incorporated the analytical

abilities of numerous in finance, taxation and other area of

business on use of FINANCIAL ADVISOR was quoted saying it

even answer that he hadn’t through of asking.

26
 A system is just an extension of Artificial intelligence {AI}.

The standard definition of artificial intelegence is “the ability of a

robot or computer to initiate human action or skills such as

problem solving decision making, learning reasoning and self

improvement. Today’s computers can duplicate some aspects of

intelligence, for example they can perform goal directed task {such

as finding the more efficient solution to a complex problem}, and

their performance can improve with experience {such as with

chess playing computer}. However, the program chooses the goals,

establish the method of operation, supplies the raw data and set the

process formation.

The team “system” generally refers to a specialized . some of

the first system to a specialized expert. Some of the first expert

system to gain wide spread publicity were those used for medical

diagnosis medical consultant assistance by the knowledge diagnose

27
medical consultant assistance by the knowledge base required and

the decision making produce were transferred to the computer.

Subsequently, the computer was aid to ask the same question and

drawn the same conclusion from the answer as the consultant so

the relatively junior doctor, aided by the computer could been as

the consultant.

2.5 BEHIND SYSTEM

Most system are written in such a way that the use supply

input data and answers questions to receive various

recommendation. To understand how this occurs, we used to look

behind the friendly exterior of an a combination of experience,

institutions, branches, good grasses and creative leaps of the mind,

an expert must in some, way include many of those same features.

28
 To do this, the system is made up of two parts: a knowledge

base and impendence engine.

The knowledge has includes all of the facts surrounding the

problem at hand, while the inference engine tries to includes as

much of the experience, institution and so on as possible expressed

as if rules. An IF – THEN rule says “if this is true, THEN that is

also true for example an IF – THEN rule for choosing a line, with

dinner, if the entry is red meat, then choose a red wine.

While many system are developed for specific application, it

is also possible to separate the inference engine from knowledge

base to create system shell. Using a system shell an individual can

easily create his or her own system by providing the knowledge

base.

29
 There are several critical from the general basis for building and

developing a system but the most important features are dismissed

below:

 The system have an organized base of knowledge often in

form of a database e.g entry requirements for each faculty

and experiment state an local government etc.

 It must also provide a user interface able to support diagnosis

or similar discussion with the user e.g by giving the user the

chance to select their choice of program, course, state, local

government, grade etc. from a pull down menu.

 It must passes a faculty hold details of the status of the

current consultation e.g the user consulting the system may

have to go through all the form and full appropriate for each

student, which will be stored to disk for later consultation not

30
 only by the system, but also allows user and management to

monitor admission progress.

 An inference engine must be present e.g the software can use

the knowledge base and current state / records of the

consultation and draw conclusion about the qualification or

non qualification of applicants depending on the input

{student data}.

 The system is expected to have a knowledge acquiring

system e.g faculty to update the knowledge base. It is via

knowledge acquisition system that the human expert is able

to endow the expert system shell {Visual Basic have the

knowledge of acquisition components which makes updating

of entry requirements, additional faculties and department to

be possible. However these basic components are bound to

vary from one discipline to another e.g the knowledge base

31
 for admission based system {ABS}is very different from the

knowledge base for company low or personnel management

but the basic is the same.

Therefore an established method for developing system is to

build the particular system required from a standard, non

application specific basic system required form, a standard non

application specific basic system called a shell Microsoft visual

basic is the “Autoring”| shell or system shell used to develop

admission based system {ABS}.

2.7 SYSTEM ARCHITECTURE

Figure 2.3 shows the most modules that make up rule base

system. The user interacts with the system through a user interface,

which may use menus, natural language or any other style of

interaction. Then an inference engine is used to reason with both

32
the knowledge {extracted from our friendly} and data specific to

the particular problem being solved. The knowledge will typically

be in the form of a set of IF-THEN RULES. Then as specific data

includes both data provided by the user and partial conclusion

along with certainty measures based on this data. In a simple

forward chainning rule base system the case specific data will be

the element in working memory.

Figure 2.3 Diagrammatic representation of a system

Almost all system also has an explanation sub-system which

allows the program to explain it reasoning to the user. Some

system or knowledge engineer to easily update check the

knowledge bases.

One important feature of system is the way they {usually} separate

domain specific knowledge from more general purpose reasoning

and representation techniques, the general purpose but {in the

33
deleted box in the figure} is referred to as an system shell. As we

see in the figure, the shell will provide the reference engine {and

knowledge representation scheme}, a user interface, an

explanatory system and sometimes a knowledge base editor.

THE REVIEW OF ADMISSION PROCEDURE IN

OLUSEGUN AGAGU UNIVERSITY OF SCIENCE AND

TECHNOLOGY, OKITIPUPA

Olusegun Agagu University of Science and Technology offers

admission for different levels and departments. These levels and

department are:

 Computer science

 Mathematics

 Biochemistry

 Geophysics

 Microbiology

34
 Statistics

 Geophysics

 Industrial Chemistry

 Botany

 Zoology

 Fishery

 Civil Engineering

 Mechanical Engineering

 Electrical and Electronic Engineering

 Food Science Technology

 Agricultural and Extension Education

 Animal Production and Health

 Nursing

 Accounting

35
In order to make the above procedures a success, the following

guideline should be followed.

1. The advertisement of course available for Diploma

programme through mass media, which should include

the detailed requirement of all these courses, and the

closing data of the forms should be stated by the

admission officer.

2. The applicants will fill the forms appropriately and

submit or sent them back to the admission office with

all required documents attached to it.

3. Every forms to be submitted by the applicants will be

checked by the clerk to enhance the perfect submission

of the forms with all required document attached to it.

36
 4. After the data stipulated for submission of the forms

gone the clerical officers will sort the forms into

department after that grouping in Degree programmes.

5. Preliminary screening of forms for the selection of

qualified candidates.

6. Pasting of the names of qualified candidates on the

admission boards for approval.

7. After, selection on merit the final list is passed to the

registrar of the institution for endorsement while

admission are sent to successful applicants and some

will come for the collection of admission letter.

We should realize that these guidelines and procedure are

applicable to admission for applicants.

37
CHAPTER THREE

3.0 SYSTEM ANALYSIS AND DESIGN (Research

Methodology)

3.1 EXISTING SYSTEM

It is obvious through the analysis and description of the

existing system that it was developed.

However, with the raid change in the world, most especially

to the computer age, almost every organization has been

computerized.

This is done so as to ensure accuracy, effectiveness, speed

and better, output which aware basic quantities of a computer

system so far the existing system has been for long time and it

need to meet up with the recent time revolution.

In other words, I am not laundering the manual approach of

managing information in manual way of disseminating information

38
within the organization and manual approach for processing

admission of student into higher institution but owing to the

present requirements in the computer system mentioned above and

the recent computer if the management is not exposed to the

developed system. it was this aspect that motivates me to pick up a

project titled “admission based expert system” and take Olusegun

Agagu University of Science and Technology, Okitipupa as a case

study.

3.2 PROBLEM OF EXISTING SYSTEM

From the experience of manual method of doing things, the

following are the current problem faced by the management of the

institution mentioned above leads me to the proposed system.

1. STUDENT POPULATION: Since education is becoming a

must for all individual in the country the rate at which student

39
 are being admitted in higher institution is very high and in

effect , reduces the efficiency of the manual way of managing

information within the institution. This is because the

population of student has cut numbered the workers involved

in admission processing and having thousand of papers to go

through everyday, is not an easy task.

2. TIME INDOLENT: Based on the population problem

mentioned above, the number of student in the institution

keeps on increasing every year. The existing system engage

in admission processing normally last for several week, or

probably month thereby affecting some other activities.

3. TIREDNESS AND WEAKNESS: Since officers in charge of

admission will be doing the same set of job over and over for

thousand of forms and credentials submitted by students,

after sometimes, the officer grow weary of work, both

40
 physical and mentally. This results is feeling tires and bored

the job.

OVERVIEW OF THE NEW SYSTEM

INPUT OF THE SYSTEM

The Admission Officer will have to input the data in details

above each student into the new system (computerization of

admission). In order to do this, a small card will be given to all

students purchasing either DEGREE or Diploma form, from the

institution.

However, after submission the card will be detached and

forwarded to the officer in-charge needs to know about each

student seeking for admission. The layout of the card is shown in

appendix D.

41
 Moreover, the student data or records are inputted into system

by making use of key board. It should be noted that the user will

find the input screen very easy to user and student records can be

entered with case and in further made, since most of the input field

is with combo box that gives user the opportunity to pick from

series of option.

The data can be processed and complied in other to determined,

qualified and non-qualified student for more understanding on how

to process and compiled students records turn to chapter four for of

this project.

OUTPUT OF THE NEW SYSTEM

After all the appropriate operation has been performed on the

data keyed in the user and the operations are performed on the each

record, the output of the new system printed out depending on the

user choice.

42
 The new system also implements more comprehensive report

system which allows the users to generate result or report in

different forms. The new system (ABE’S) also facilitates selecting

the best out of the best student by ranking their results. In user at

any point can set the ranking soldered in time.

BENEFITS OF THE NEW SYSTEM

The new system is designed in such a way that it serve as a benefit

to all admission office and to the institution as a whole, some of

the benefit that could be derived are:

3.3. ADMISSION DURATION TOTALLY REDUCED

From the observation made, it was discovered that admission

normally last for many weeks or months. The admission officers

involved have to check through individual forms and credentials

43
over before deterring qualified and non-qualified duration. The

new system will consume a lesser duration because there is no

need for the admission officer to determine who qualified or not.

CONTROL DESIGN

The main target of the control is to employ a strategy that will

facilitate security, efficiency and integrity in the processing

activities and of the record in the file. Password and user code are

used for identifying the user whether authorized or unauthorized.

Numeric and alphabetic data are checked for validating. Any

contravention to the above controls will be appropriately message

similarly, radiance is controlled and clarifies before records are

store into the storage medium.

Furthermore, any major action to be performed by the computer,

is first verified and ascertained before resuming such action error

44
message is displayed at any time when duplication is intentionally

or mistily made.

CHOICE OF PROGRAMMING LANGUAGE

When choosing programming language to use , there are certain

conditions which I considered. These include, user friendly,

easiness to use, flexibility and file landing capability. As a result of

them visual basic is chosen to be programming language. Below

are some of the advantages of V.B.

o It is object oriented and general purpose language which

can handle may process efficiently and effectively such as

file handing and graphic.

o It allows a program access to file in different modes such

as sequential random and dynamic modes.

45
 o It allows a program to be broken down into manageable

modules or subprograms. This allows programs to be

written in a structural form for easy modification.

o It is flexible, interact and it can be used to manipulate

figure and sting properly.

METHOD OF DATA COLLECTION

The investigation concerning the development (designing) of

the expert system software was carried out all conducted in

various ways so as to achieve with the expert using admission

for format observation and consulting the Nigeria Tribune.

46
 INTERVIEW WITH EXPERT

The chief admission officer of Olusegun Agagu Universityof

Science and Technology, Okitipupa, who has done the job for

years was interviewed. Good response where given to these

question asked. He also gave some necessary information which

enhance the development of the system’s

USING THE ADMISSION FROM FORMAT

The admission form provided by the expert show more insight and

how the new system should be design. By going through some and

the input data field on the form, also help in obtaining some basic

plan and structure on how the input screen should be designed.

LIMITATION OF THE PROJECT

47
 The expert system only lowers admission for programmed in

Diploma and Certificate Programmes, the expert system could not

give matric numbers to students as soon as they are admitted.

This is because the matric number comes out after the payment of

school fees.

48
CHAPTER FOUR

4.0 SYSTEM DESIGN AND IMPLEMENTATION

After the existence of the new system, the next stage is the

implementation of the new system. Implementation is carried out

on both software and hardware used in order to ensure the

performance of the system. The structure and arrangement of the

system and how they are exactly implemented will basically be

discussed.

4.1 SYSTEM DESIGN

The system testing makes us to ensure that the individual

program has been written correctly and that the system as a whole

will work i.e link between program in a suit. There must be

coordination also with clerical procedures involved. To this end,

the system analyst provides the necessary test data.

49
4.2 PROGRAM DESIGN

The analyst will need supply test data design to ensure that

all possible contingencies {as specified in system specification}

have in fact been catered for by the programmers’. Expected result

of the test data must be worked out before handling over for

comparison designed as portable as possible across different model

of computer machine.

4.1.2 PROCEDURE DESIGN

The aim of procedure testing is to ensure that the whole

system fits together as planned. This involves the clerical

procedure that process the input, the actual machine data

processing activities and output procedure that follows.

50
4.1.3 CHANGE OVER PROCEDURE

As the new system is ready to be implemented, change over is

necessary. Change over is converting from an old system to new

one. There are two common types of change over, namely; Direct

changeover and parallel changeover involve the complete

abandonment of the old system immediately the new system is

ready to be implemented. Parallel changeover method entails the

running of both systems together while gradual changing to the

new system is guaranteed, parallel changeover is the one needed

for this types of system.

4.3 INSTALLATION REQUIREMENTS

For the installations of the new system, I will describe the

procedure to be followed in order to set up the new system so it

51
can be used satisfactorily and efficiently on a particular kind of

computer.

4.3.1 SITE PREPARATION

In deciding on a suitable place where the new system should

be sited, the place must be adequately supplied with electricity and

security of computer equipment more so air conditioner is needed

to control, keep it cool and dry. Also it will help in preventing

overheating of the system.

4..3.2 HARDWARE REQUIREMENTS

The hardware that is required for the implementation of the

system include the following:

i. Pentium series processor with at least 64MB and a hard disk

of a minimum capacity of 10 GB

52
ii. SUGA Colour monitor

iii. A standard keyboard and mouse

iv. Printer, reparably response. Line printer

v. Uninterrupted power supply {UPS}

vi. A stabilizer of about AVR – PRO500VA and

vii. A stand by generator

4.3.3 SOFTWARE REQUIREMENT

 Window 98 operating system or its higher version

 Export system shell {visual basic 6.0} and

 The new package admission processing.

4.3.4 HUMAN SYSTEM

53
 The admission processing is contracted by obtaining

technical knowledge from a human expert and coding it into a

form that computer may apply to similar problem.

The staff officer in charge helps in achieving this is the chief

admission officer of Olusegun Agagu University of Science and

Technology, Okitipupa whom I will make sure we understand how

to handle the system very well in order to put other staff through.

Also a computer engineer is needed for system maintenance.

4.3.5 STAFF TRAINING

The staff that will be using this system must be well trained. They

must be computer literate, they must be taught no how to use the

expert system.

54
4.4 OPERATION MANUAL

The program is designed in visual basic 6.0 and stored in diskette

{s} with name ADMISSION containing all the needed procedure.

4.4.1 INSTALLATION OF THE PACKAGE

To install the package carefully follow these step

i. Switch on the computer and allow it to boot

ii. Insert an installation disk into drive A

iii. Click on start button on the task bar and select run

iv. Click on browse button

v. Double click on step . EXE.

Finally, follow the instructions appropriately as dictated by the

system until the installation is complete.

55
4.4.2 LOADING THE PROGRAM

Click on start button, then select program sub-menu, then

click on ADMISSION. This will execute the expert system. The

program then displayed the password entry is made, it display and

error message. After three aborted attemps the program will

terminate. If the correct password is supplied, the introduction of

the expert system will be displayed.

4.4.3 MAIN MENU SCREEN

Admission based expert system environment shows several

options which help to perform different task. The main screen

designed in such a way that information access we can have. That

is if PRE- NCE, Physical education, mass communication

education.

Also the main menu screen, provide the user with different types of

operation to be performed by the system some special task, user

56
can use either the mouse or the arrow to navigate between the

menu bars. Users also have the opportunity of using shortcut keys.

They layout of the main menu screen appear thus.

FILE MANIPULATED REPORT CREDENTIAL

Faculty

Programmes’

programmes

CONCENTRATION AND COMPLETE PRIVACY

This is the section that justifies computer for what extent are the

objectives met or satisfied.Therefore, much attention is directed

towards the section. In the light of this samples of user’s

requirement collection during analysis phase are thoroughly

studies and reviewed to ensure that requirements are properly

taken care at an met.

57
 The content and format at the report are properly setout for any

output required whether on screen or hardcopy. Based on the data

processed there is a good number of reports to be generated

include the following.

List of qualified and non-qualified student by:

Department, state and local government

Department and sex

The database file consists of the table which store record with

database, this file allows as many tables, quarries, report e.t.c. as

possible. It allows table to define their fields as well as the data

type. It is mud lined to input and output.

The fore, consideration is given to followings:

a. Method of file organization and accessing made

b. File security and

c. Record layout

58
 Owing to the type of the file organization (Random) used in

this system and the type of file processing mode cret time

processing / together with the accessing mode (direct acess)

required the best storage media for the system are magnetic

disk and magnetic drum.

The database is called admission M.D. it is subdivided into

various table which includes

a. Student

b. Qualify

c. Course

d. Subject.

DESCRIPTION OF TABLE

Student: This table contains the records at all data about each

student that apply for admission.

59
Full name Field Type Width Index

Description
Serial No Serial No Numeric 8 Y
Form No Form No Numeric 8 N
Programmes Type of Alphabetic 10 N

programme

s
School School Alphabetic 20 N
Course First choice Alphabetic 20 N

course
Course Second Alphabetic 20 N

choice

course
Surname Surname Alphabetic 15 N
Other Name Other Name Alphabetic 25 N
D. O. B Date of Date 10 N

Birth
60
Sex Sex Alphabetic

Nationality Nationality Alphabetic 6 N

State State Alphabetic 15 N
L.G.A Local Alphabetic 10 N

government

area
Home to Home town Alphabetic 15 N

tome
Marital Marital Alphabetic 20 N

status status
No of No of Numeric 10 N

Sittings Sitting
NCE NCE Alphabetic 10 N

RESULT RESULT
Year Year of T.P Numeric 10 N
School School Alphabetic 20 N
Course First choice Alphabetic 20 N
61
 course
No of sitting No of Numeric 10 N

sitting
NCE NCE Alphabetic 10 N

RESULT RESULT
T.P year Year of T.P Numeric 1 n

4.4.4 THE FILE OPTION

This option is the knowledge base of the expert system since the

system is designed in such a way that management can change

criteria / requirement for admission. That is ADD / EDIT subject’s

schools department state and local government. The default state

name can also set. In this case, the defaults state is “OSUN” all

there are adequately represented in each of the popup menus {a

submenu of file}.

4.4.5 THE “ADMISSION PROCESS” OPTION

62
 This option has two popup submenu, namely, data entry and

compilation of Names. The data entry allows the user to enter

students information. That is names, form number, result e.t.c. that

format of the form make it to applicants information and compile

lists based on the conditions stipulated under file submenu.

4.4.6 THE “REPORT GENERATION”OPTION

This section has four submenu {popup} namely, qualified student,

non qualified student, qualification based on gender and local

government. The layout of the report generation is in appendix D

of this thesis

63
 CHAPTER FIVE

RECOMMENDATION, SUMMARY, CONCLUSION AND

SUGGESTION FOR FURTHER STUDY

From the set of this thesis, there has been a need to come to

conclusion in order to have a clear view of the projects aims and

objectives. This chapter focuses on the recommendation, summary,

conclusion and suggestions for further studies that is project has to

make.

5.1 RECOMMENDATION

With regards to the investigation and analysis made, it is obvious

that the new system has some qualities, which gave it upper aim

over the existing one.

Also comparison as regards to time factors, accuracy reliability and

security have shown that the new system if properly maintained

and user appropriately, I will produced desired result.

64
In the light of aform – mentioned, I hereby recommended this

system of the system of the management of osun state college of

education, ila and all other institution of Higher learning that offers

admission into full time PRE – NCE and DEGREE programmes

with all support and guarantee from my project supervisor MR.

Y.A ZAKARIYAU and the chief admission officer.

5.2 SUMMARY

Computer plays a listed role in our daily lives and management.

Application of computer in admsiion in admission is very

important. We can be made used of it because of the most

important aspect where computer need to be made use of accurate

and reliable result.

This project which is the computerization admission in which the

computer was made use of when processing therefore, this project

can handle most of all the problems beings encountered under

65
existing system, it is an accurate and reliable method of processing,

over coming the manual problems and errors which are generated

in the current manual processing.

5.3 CONCLUSION

It is reasonable fact that the technological advancement is the

present world is increasing at an alarming rate everyday. This

continent of the world should not be left out and we should not

relent on our effort to move with technological advancement in the

world. In the light of this, we need to get the right information

materials so as to enhance the development of our country.

However, considering the advantages inherited in the computer

system effort should be made to computerize most of the

operations performed manually in various industries, companies

and establishment e.t.c this surely enhance good output and

productivity as well as reliability.

66
As we can see in Nigeria today, most of the their work carried out

easily and thereby maximizing profit and improving their

productivity.

To crown it all, if the new system is a revolution for progress and

improvement.

67
REFERENCES

1. B.J HOLMES. “Basic programming” 1975

2. C.S FRENCH “Data Processing manual” forth Edition

3. J.E RINGSDROP & S.J Plomp; “Education of computerized

Automation”, 1984

4. M.P.C.E Brochure 2009 / 2010

5. R.G.ANDERSON. “Data processing and management

information system”.

6. The Osun State College of Education, “The Student handbook”.

68