University management information system (a case study of caritas university enugu).

Thesis Overview

<p> </p><p><em><strong></strong></em></p> <p>INTRODUCTION<br>In common with other public sector institutions, Higher Education Institutions<br>(HEIs) are seeking to maintain the three „Es‟ of efficiency, effectiveness and<br>economy, by adopting private sector managerial techniques. Business Process ReEngineering<br>is currently been used as a change management strategy in a number<br>of UK Higher Education Institutions. A number of interrelated pressures have<br>created the need for change in polytechnics: expansion of higher education;<br>changing student profile; pressures from industry; increased competition;<br>information technology (IT) capability.<br>At Caritas University, the need for an effective and efficient automated<br>management information system cannot be overemphasized. This is because it is a<br>private University whose major source of funding is by fee payment from the<br>students , receipts are then issued to the students as evidence of payments which<br>they must present before; taking exams, getting accommodation in the campus,<br>submission of course forms, lab test and treatment, accessing school library,<br>getting ID cards etc. Over the past few years, enrolment of students into the<br>university has steadily increased with its attendant demanding more on the school<br>doctor, who personally and manually goes through students receipt before<br>attending to student even on emergency cases, the clearance officer is not an<br>exemption as he personally and manually goes through all the students‟ receipts<br>and certifies them by issuing clearance cards before examinations, in the library<br>either Identity or clearance card must be presented before been allowed to enter the<br>library . The school registrar case is worst as final year data are been examine<br>critically before final clearance as he personally access all students data before<br>their finally clearance,. This manual processing system has caused loss of receipts,<br>clearance cards, ID cards and time delay during the clearance period, treatment and<br>11<br>even in accessing library. In order to speed up this process and simplify this<br>manual record processing system, the development of an electronic database<br>system is thus being proposed in this project work.<br>This computer based management information system has promising prospect<br>for educational institutions in order to enhance the entire management system. The<br>proposed system would store, route, display and issue receipt electronically. This<br>system not only enhances the university‟s document management, It also allows<br>decisions to be made faster and more effectively and efficiently.<br>1.1 BACKGROUND OF THE STUDY<br>Caritas University is a private university approved by the federal<br>government of Nigeria on December 16 2004. It is situated in Enugu and was<br>officially opened on January 21, 2005 by the then Minister of education Prof.<br>Fabian Osuji with all its student staying in hostel. It is the second catholic<br>University in Nigeria founded by Rev Fr Prof Emmanuel Paul Mathew Edeh<br>C.C.Sp OFR. The proprietor of the University is the sisters of Jesus the Savior, a<br>religious congregation founded by him.<br>Caritas university source of fund is based only on students payment no external<br>funding like other public universities. To these effect proper documentation of<br>student payments record are highly essential hence the need to present receipts as<br>evidence of payment before been render services like Hostel accommodation,<br>Students Registration Number, Students Identity Card, Medical Treatment, Given<br>access to library etc. Students who do not present these receipt are been denied<br>these services even when there have paid or not in order word it is expected by all<br>students in the institution to always carry along their receipt whenever the are in<br>need of these services. At these juncture it may interest to know that the above<br>service are been paid into one account and the receipt issue is one. Going about<br>12<br>with these receipt throughout an academic year has really been challenging for the<br>students as many has lost theirs or others been turn which has lead majority into<br>frustration or been force to pay extra money for a new receipt.<br>It is also observed that even with the receipt there is a high delay in services<br>render to the student these is because of their growing large number and the<br>manual process of assessing their records before been render services.<br>Since development come, that triggered the necessity to record information<br>in different areas of endeavor, it has always been difficult to manage large amount<br>of data. This is still a serious problem not only to the institution but to Nigeria<br>economy as a whole. The present system used manual way of writing on paper and<br>recording. These process is very slow and the proposed system, management<br>information system been introduced to solve all this problems. This new system<br>will be capable of retrieving data from its database where payment records can<br>easily be access, updates, delete without any receipts for confirmation.<br>The new system will also meet the need of fast processing which greatly reduced<br>response time.<br>13<br>1.1.1 Organizational chart<br>Fig.1.0 Caritas Organizational chart<br>1.2 STATEMENT OF PROBLEM<br>The management of human resources has remained the most complex aspect<br>of many organizations. In fact, this had been the reason why most management<br>VISITOR CHANCELLOR<br>GOVERNING COUNCIL<br>THE SENATE<br>VICE CHANCELLOR<br>DVC ADMINISTRATION DVC ACADEMICS<br>Dean Of Faculties University Liberian<br>Head of Academic<br>Department<br>Coordinator academic<br>program<br>Academic Adviser<br>Security<br>Dept<br>Director Medical<br>Services<br>Dean Of<br>Student‟s affairs<br>Affairs<br>Bursar Registrar Director of<br>Works<br>Head Of Administrative<br>Registry Departments<br>VICE CHANCELLOR<br>Security<br>Dept<br>Director of<br>Works<br>VICE CHANCELLOR<br>Security<br>Dept<br>14<br>scientists in the research identified human resources management as a backbone of<br>any organization.<br>Caritas University Enugu, is really facing a lot of challenges when it comes to<br>human resources management as students move around with files, document and<br>receipt before been render services like accommodation, medication, given access<br>to library and the worst part is clearance for examination. These constant moving<br>about with receipts, files and documents have really resulted into files getting<br>missing, receipts being turn and even the school cabinet getting jammed, delaying<br>the presentation of certain information about the student, destruction of files and<br>records, time required to record as well as presenting an information and also the<br>cost of purchasing files, paper and furniture and fixtures.<br>The lack of a computerized method of record keeping further compounds the<br>problem.<br>1.3 AIM AND OBJECTIVES OF THE STUDY<br>The general objective of the study is to design and implement a prototype of<br>human resources management system which can be used to manage human<br>resources in the institution. With the following objectives<br>i. Eliminate heavy paper processing during clearance, exams, medical<br>treatment, hostel allocation and exams<br>ii. Provide a more efficient and simpler means of handling and updating<br>students fees, staff promotion and other records<br>iii. To provide a quick, accurate and timely query response system<br>iv. To provide solutions to the problems of inaccuracy, alteration, delay, loss<br>of receipts and irregularities in the manual system of clearance<br>15<br>v. Maintaining timely preparation of school fees receipts<br>vi. Enable parents or guardians know if their children are truly paying fees.<br>vii. Reduce queuing up of students during exam, clearance, accommodation,<br>lab test etc.<br>viii. Help management in decision making.<br>ix. Generate receipt and clearance card immediately after payment.<br>x. To reduce stress and gain easy access to both students and staffs record.<br>It also aims at providing a well secure database management system.<br>Most importantly, this project work aims at eliminating the problems encountered<br>in the manual system of human resources management system .<br>1.4 SIGNIFICANCE OF THE STUDY<br>This study is aimed at replacing the inefficient and ineffective time-wasting<br>manual school registry management system in accessing students information<br>whose negative impact is highly display during exams clearance as Lectures are<br>sometimes missed by students as a result of presenting their payment credentials<br>before obtaining clearance form without which they will not sit for their exams.<br>Thus this study is significant to eliminate these inefficiencies.<br>1.5 SCOPE OF THE STUDY<br>This research work will concentrate on both students and staff in the<br>institution covering students admission form which include name ,sex, date of<br>16<br>birth, date of admission, department, faculty it also covers all the services they pay<br>for which are; school fees, medical fees, library fees, hostel fees etc. Staff<br>employment form which includes the name, sex, location, in fact information about<br>the staff, performance assessment, retirement and handling of some queries like;<br>updating staff record, deleting staff record on retirement or withdrawal and<br>searching for staff information as the case may be.</p><p>1.6 PROJECT REPORT ORGANIZATION<br>This project work is organized into five chapters. Chapter1 covers introduction:<br>Background of the study, Statement of the problem, Aims and objective of the<br>study, Significance of the study, Scope of the study and definition of terms.<br>Chapter2 elaborate on the different review by various authors. Chapter 3 is on<br>system analysis and design which entails the following: research methodology,<br>method of data collection, analysis of the existing system, limitation of the existing<br>system, system design, database design, System flow chart, top down design,<br>Chapter 4 on Implementation testing and integration; choice of development tools,<br>system requirement , software requirements, Hardware requirement,<br>implementation, testing while chapter 5 is on summary, limitation,<br>recommendation, BEME, conclusion.<br>1.7 DEFININATION OF TERMS<br>HUMAN RESOURCES: It is a department in an organization that deals with<br>employees records, hiring and retirement.<br>MANAGEMENT: It is the co-ordination of all the resources in an organization<br>through the process of planning, organizing, directing and controlling.<br>17<br>PUBLIC SECTOR: The industries and services that are owned and run by the<br>government.<br>PRIVATE SECTOR: The industries and services that are owned and run by<br>private companies.<br>SYSTEM: A method or set of procedures and even personnel working together as<br>a whole to achieve a goal.<br>DATA: This are numbers, text or images which are in a form suitable for storage<br>in a computer or processed by a computer, or an incomplete information/<br>unprocessed information.<br>INFORMATION: This is a meaningful material derived from computer data by<br>organizing it and interpreting it in a specific way.<br>INPUT: Data entered into the computer for storage or processing.<br>OUTPUT: Information produced from a computer after processing.<br>INFORMATION SYSTEM: A set of interrelated components that collect (or<br>retrieve), process, store, and distribute information to support decision making and<br>control in an organization.<br>APPOINTMENT: Appointment is a term used to refer to employment of a new<br>staff to provide some services to the institution.<br>LEAVE: Leave is a term used to refer work free day(s) granted to staff to rest to<br>carry out some personal activities elsewhere ( away from the working station).</p> <br><p></p>