University Management Information System

INTRODUCTION
In common with other public sector institutions, Higher Education Institutions
(HEIs) are seeking to maintain the three „Es‟ of efficiency, effectiveness and
economy, by adopting private sector managerial techniques. Business Process Re-
Engineering is currently been used as a change management strategy in a number
of UK Higher Education Institutions. A number of interrelated pressures have
created the need for change in polytechnics: expansion of higher education;
changing student profile; pressures from industry; increased competition;
information technology (IT) capability.
At Caritas University, the need for an effective and efficient automated
management information system cannot be overemphasized. This is because it is a
private University whose major source of funding is by fee payment from the
students , receipts are then issued to the students as evidence of payments which
they must present before; taking exams, getting accommodation in the campus,
submission of course forms, lab test and treatment, accessing school library,
getting ID cards etc. Over the past few years, enrolment of students into the
university has steadily increased with its attendant demanding more on the school
doctor, who personally and manually goes through students receipt before
attending to student even on emergency cases, the clearance officer is not an
exemption as he personally and manually goes through all the students‟ receipts
and certifies them by issuing clearance cards before examinations, in the library
either Identity or clearance card must be presented before been allowed to enter the
library . The school registrar case is worst as final year data are been examine
critically before final clearance as he personally access all students data before
their finally clearance,. This manual processing system has caused loss of receipts,
clearance cards, ID cards and time delay during the clearance period, treatment and
even in accessing library. In order to speed up this process and simplify this
manual record processing system, the development of an electronic database
system is thus being proposed in this project work.
This computer based management information system has promising prospect
for educational institutions in order to enhance the entire management system. The
proposed system would store, route, display and issue receipt electronically. This
system not only enhances the university‟s document management, It also allows
decisions to be made faster and more effectively and efficiently.

1.1 BACKGROUND OF THE STUDY
Caritas University is a private university approved by the federal
government of Nigeria on December 16 2004. It is situated in Enugu and was
officially opened on January 21, 2005 by the then Minister of education Prof.
Fabian Osuji with all its student staying in hostel. It is the second catholic
University in Nigeria founded by Rev Fr Prof Emmanuel Paul Mathew Edeh
C.C.Sp OFR. The proprietor of the University is the sisters of Jesus the Savior, a
religious congregation founded by him.
Caritas university source of fund is based only on students payment no external
funding like other public universities. To these effect proper documentation of
student payments record are highly essential hence the need to present receipts as
evidence of payment before been render services like Hostel accommodation,
Students Registration Number, Students Identity Card, Medical Treatment, Given
access to library etc. Students who do not present these receipt are been denied
these services even when there have paid or not in order word it is expected by all
students in the institution to always carry along their receipt whenever the are in
need of these services. At these juncture it may interest to know that the above
service are been paid into one account and the receipt issue is one. Going about
with these receipt throughout an academic year has really been challenging for the
students as many has lost theirs or others been turn which has lead majority into
frustration or been force to pay extra money for a new receipt.
It is also observed that even with the receipt there is a high delay in services
render to the student these is because of their growing large number and the
manual process of assessing their records before been render services.
Since development come, that triggered the necessity to record information
in different areas of endeavor, it has always been difficult to manage large amount
of data. This is still a serious problem not only to the institution but to Nigeria
economy as a whole. The present system used manual way of writing on paper and
recording. These process is very slow and the proposed system, management
information system been introduced to solve all this problems. This new system
will be capable of retrieving data from its database where payment records can
easily be access, updates, delete without any receipts for confirmation.
The new system will also meet the need of fast processing which greatly reduced
response time.

1.2 STATEMENT OF PROBLEM
The management of human resources has remained the most complex aspect
of many organizations. In fact, this had been the reason why most management
VISITOR CHANCELLOR
GOVERNING COUNCIL
THE SENATE
VICE CHANCELLOR
DVC ADMINISTRATION DVC ACADEMICS
Dean Of Faculties University Liberian
Head of Academic
Department
Coordinator academic
program
Academic Adviser
Security
Dept
Director Medical
Services
Dean Of
Student‟s affairs
Affairs
Bursar Registrar Director of
Works
Head Of Administrative
Registry Departments
VICE CHANCELLOR
Security
Dept
Director of
Works
VICE CHANCELLOR
Security
Dept
scientists in the research identified human resources management as a backbone of
any organization.
Caritas University Enugu, is really facing a lot of challenges when it comes to
human resources management as students move around with files, document and
receipt before been render services like accommodation, medication, given access
to library and the worst part is clearance for examination. These constant moving
about with receipts, files and documents have really resulted into files getting
missing, receipts being turn and even the school cabinet getting jammed, delaying
the presentation of certain information about the student, destruction of files and
records, time required to record as well as presenting an information and also the
cost of purchasing files, paper and furniture and fixtures.
The lack of a computerized method of record keeping further compounds the
problem.

1.3 AIM AND OBJECTIVES OF THE STUDY
The general objective of the study is to design and implement a prototype of
human resources management system which can be used to manage human
resources in the institution. With the following objectives
i. Eliminate heavy paper processing during clearance, exams, medical
treatment, hostel allocation and exams
ii. Provide a more efficient and simpler means of handling and updating
students fees, staff promotion and other records
iii. To provide a quick, accurate and timely query response system
iv. To provide solutions to the problems of inaccuracy, alteration, delay, loss
of receipts and irregularities in the manual system of clearance
v. Maintaining timely preparation of school fees receipts
vi. Enable parents or guardians know if their children are truly paying fees.
vii. Reduce queuing up of students during exam, clearance, accommodation,
lab test etc.
viii. Help management in decision making.
ix. Generate receipt and clearance card immediately after payment.
x. To reduce stress and gain easy access to both students and staffs record.
It also aims at providing a well secure database management system.
Most importantly, this project work aims at eliminating the problems encountered
in the manual system of human resources management system .

1.4 SIGNIFICANCE OF THE STUDY
This study is aimed at replacing the inefficient and ineffective time-wasting
manual school registry management system in accessing students information
whose negative impact is highly display during exams clearance as Lectures are
sometimes missed by students as a result of presenting their payment credentials
before obtaining clearance form without which they will not sit for their exams.
Thus this study is significant to eliminate these inefficiencies.

1.5 SCOPE OF THE STUDY
This research work will concentrate on both students and staff in the
institution covering students admission form which include name ,sex, date of
birth, date of admission, department, faculty it also covers all the services they pay
for which are; school fees, medical fees, library fees, hostel fees etc. Staff
employment form which includes the name, sex, location, in fact information about
the staff, performance assessment, retirement and handling of some queries like;
updating staff record, deleting staff record on retirement or withdrawal and
searching for staff information as the case may be.

1.6 PROJECT REPORT ORGANIZATION
This project work is organized into five chapters. Chapter1 covers introduction:
Background of the study, Statement of the problem, Aims and objective of the
study, Significance of the study, Scope of the study and definition of terms.
Chapter2 elaborate on the different review by various authors. Chapter 3 is on
system analysis and design which entails the following: research methodology,
method of data collection, analysis of the existing system, limitation of the existing
system, system design, database design, System flow chart, top down design,
Chapter 4 on Implementation testing and integration; choice of development tools,
system requirement , software requirements, Hardware requirement,
implementation, testing while chapter 5 is on summary, limitation,
recommendation, BEME, conclusion.

1.7 DEFININATION OF TERMS
HUMAN RESOURCES: It is a department in an organization that deals with
employees records, hiring and retirement.
MANAGEMENT: It is the co-ordination of all the resources in an organization
through the process of planning, organizing, directing and controlling.
PUBLIC SECTOR: The industries and services that are owned and run by the
government.
PRIVATE SECTOR: The industries and services that are owned and run by
private companies.
SYSTEM: A method or set of procedures and even personnel working together as
a whole to achieve a goal.
DATA: This are numbers, text or images which are in a form suitable for storage
in a computer or processed by a computer, or an incomplete information/
unprocessed information.
INFORMATION: This is a meaningful material derived from computer data by
organizing it and interpreting it in a specific way.
INPUT: Data entered into the computer for storage or processing.

OUTPUT: Information produced from a computer after processing.

INFORMATION SYSTEM: A set of interrelated components that collect (or
retrieve), process, store, and distribute information to support decision making and
control in an organization.

APPOINTMENT: Appointment is a term used to refer to employment of a new
staff to provide some services to the institution.
LEAVE: Leave is a term used to refer work free day(s) granted to staff to rest to
carry out some personal activities elsewhere ( away from the working station).