Computerized Transcript Management System; A Case Study of Caritas University
Chapter One
Aims and Objectives of the Study
The aim of this study is to identify the problems inherent in the existing system of transcript management systems, and to proffer a remedy to the existing problem. The solutions are as follows:
- Record and reports of students will be easily retrieved with increased data
- There will be reduction in the amount of resources, which in turn will lower the cost of processing of student’s transcripts, since information will be stored in a database with reduced data
- School personnel can attend to many student without being over worked.
- There will be reduction in time used in retrieval of student’s
- Reduction in bulkiness of files and
- It will make available the storage room that was used for storage of files.
CHAPTER TWO
LITERATURE REVIEW
Information Management
The introduction of computer into information technology has massively improved the information need of organization; the success of this machine is dependent on the knowledge base. Therefore, one can be prompted to ask aloud “what is a computer”? Funk E. C. (1980) defined a computer as an electronic device that can perform automatically and at a high speed a sequence of logical operations according to instructions given to it inform of a pre-arranged program.
Another author, Anigbogu, S.D. (2000) defined a computer as an electronic device capable of accepting data and instructions, processing the data based on the instructions to generate result or output in such a manner that is yet to be equaled by any other known machine to man kind.
Similarly, another author Chimezie, F.O. (1990) defined it by saying that “computers are looked upon as obedient servants who are ever ready to free man from tedious procedures and produce results as compared with human computing time”. Yet another author, Obilikwu, P. (1995) defined computer as a machine that is capable of accepting input data, store and process the data based on instructions given by the computer user and in this way produce expected results, generally called output.
These definitions of computer would lead us to answer the question “what is a program?. In his definition, Obilikwu, P. (1995) defined a program as a sequence of instructions given to the computer to perform a specific operation. From Encarta Encyclopedia, computer program is a set of instructions that directs a computer perform some processing function or combination of functions.
This above definitions of computer clearly demonstrated the limitless area of operation of computer in as much as such task is programmable computer is applicable in virtually all areas of human endeavour ranging from Agriculture, education, business, sports, entertainment, medicine, constriction and military etc.
French, C.S. (1992) in his book titled “Computer Science” fourth edition, he relates the relevance of computer to management and stated that “a company needs information in which to base decisions concerning the current operations and future plans. It requires the information to be timely and accurate”. He then cited the example of the use of computer in the area of management control to production and stated “production must be able to respond quickly to changes in demand and other circumstances to do so requires the provision of up to date information which is accurate and timely”.
Aluko, A.O. (1991) in a paper stated that “in virtually any job whether cerical, technical, business or professional, whether it is a banking, medicine, education etc. Computers are useful tools” and that “computers are tools with which we calculate, measure, assess, store, retrieve, regulate and monitor information. Hence, the blood and life wire of any system is information. A typical system (Education, management etc) cannot survive without good management information system (MIS).
Management information system (MIS) are information systems, typically computer-based that are used without an organization. The concept of management information system is a complex variable although Murdick, R. (1971) simplified it when he said “there is probably no more challenging and diversified subject than management theory, system theory and computer science”.
Computerization is a social process for proving access to and support for computer equipment to be used in activities such as teaching, accounting, writing, designing, circuits, file processing etc. Computerization entails social choices about the level of appropriate investment and control over equipment and expertise, as well as choices of equipments.
Dunlop and Kling (1991), by the early 1990’s computing and telecommunications accounted for half of the capital investments made by private firms. However, paper (1980), Fergenbaum and McCorduck (1983) and Yourdon (1986) stated that the most fervent advocates of computerization have argued that the actual pace of computerization in schools, factories and homes is too slow.
CHAPTER THREE
RESEARCH METHODOLOGY AND SYSTEM ANALYSIS
Definition of System Analysis
System analysis is defined as the comprehensive study of an existing system to discover the areas of its functional limitation. This is the tool that helps me a lot in gaining an understanding of the existing system and what is required of it. It is a structural process that I used in collecting and analyzing facts in respect to systems operation of transcript information systems and procedures in order to get a full appreciation of the situation so that an effective computerized information management system may be designed and implemented. (Bill, 2009)
Aims of System Analysis
The best objectives of system analysis is to find the mode of operation of the existing system of transcript information and its limitation so that a computer based system can be designed and fully implemented in order to solve the problems associated with the existing system.
CHAPTER FOUR
SYSTEM DESIGN
This is the process of designing or building the new system after a detailed study of the objectives of schools. It is stage in which the research actually plans the life cycle of a system and all the work associated with the various stages of the system life cycle. The main aim of this design is to achieve a new system that is better than the old system in terms of efficiency and service with the introduction of a computer aided system. The design will make extensive use of the menu driven approach, which routes program of interest and ensure that the user inputs is not inconsistent for easy access path information.
CHAPTER FIVE
SUMMARY, RECOMMENDATION AND CONCLUSION
Summary
In the course of my Project Research, I find out that a computer aided information management makes it more convenient, efficient and produces an accurate information management generally in all schools. This is opposed to the manual method, which is stressful, time consuming prone to mistakes due to human nature and inconvenient. This will not only facilitate information processing in the school, but will go a long way in improving the overall general service of the university, since information department is the pillar post of the schools
Conclusion
In conclusion, haven carried out a detailed and comprehensive research on schools as institution , there by laying down the problems that this institution faces as regards to information management and dissemination which in essence is one of the paramount needs of schools, a system was design which encompasses and counteract many of this problems that was observed on the old system, hence all schools is now been advice to make use of this valuable tool to improve to a great extent, the information requirement of this information which in essence will improve efficiency.
Recommendation
Having seen the usefulness of a computer based information management system to school, I recommend the following to the schools, stipulated below as follows:
- They should computerize all the department of the school, to ensure easy flow of information in the
- They should ensure that all the staff of the user department are adequately trained to ensure smooth implementation of the new system.
- Even after computerization of the whole department, they ensure that all the system are linked to one central local network, protected with high securitymeasures
- Advocate and educate stake holders and service providers to use transcript’s information for
- Formulation and development of policy guidelines on the use of information, data
REFERENCES
- Anigbogu, S. O. (2000). Computer application and operation First Edition. Awka, Anambra: Optimum Press.
- Adebayo, F. A. (2007). Management Information System for Managers. Ado Ekiti : Green Line Publishers.
- Bill, T. (2009). Echrome Transcript Management System. London: Princeton University Press.
- Benly, H. C., & Brusell, G. C. (2009). School Computerization, 6th Edition. U.S.A: Kleen University Press.
- Blementhal, S. C. (1969). Management Information System. New Jersey: Prentice Hall Inc.
- Caplinskas, A. (1996). Program Systems Engineering Fundamentals. Institute of Mathematics and Informatics, Vol. 2. Vilnius, Literriania.
- Electronic School Information. (2010). Retrieved on 2010-08-13. From htt.p.//www.myschool.com.
- Ekwere C.E. (1990). Evaluation of Management Information System in Universities. Lagos: Longman Publishers.
