CHAPTER ONE

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.