AUTOMATION OF DEPARTMENTAL COURSE ALLOCATION AND TIME TABLE

ABSTRACT

Basically, it can be discovered that there are heaps of files, available space in the office of the Head of Computer Science Department, slowing down his or her work, making the place untidy and even frightening him from tasks to be accomplished, but it should not be so in this era or period of paperless office brought in the use of computer system. Firstly, I have taken the share of untidiness by developing designing and application packaging that would aid him is allocation of course to the different programs that are offered at the department. Consequently, my project is restricted 40 course allocation their time table where research show that some course are allocated on the first semester and second semester respectively depending on the program whether morning or evening. The electronic document management system (EDMS) is ideal for voluminous data such as those found on the office of the Head of Department computer Science, Abia State Polytechnic, Aba, that is where this research work is embarked on as the case study.

CHAPTER ONE

INTRODUCTION

1.0      Introduction

Over the years allocation of course  their credit units  and departmental timetable have been growing from one stage to another and similarly, the procedures and routine embarked   on  every semester coupled  with the departmental growth compounded the problem of manual  allocation of course  their units and thereby delays the registration procedures because some students  paying extra  fee as payment that is demanded in addition to the usual charge for registering  their  course  late, as late payment but computerization or  automation of course their credit  units allocation and departmental time provide the most effective reliable  and quickest services required  by the  students. Basically, before   the invention of computers, computation were  done manually  and in the case of the departmental course, their credit  units and departmental timetable, it  has caused accelerated progress especially  the automation of department  course  their credit units and departmental time table. Computer technology has been accepted as an  indispensable  innovation in most  fields of human endeavour  in which departmental courses is not an exception.

Hence, the efficiency of an organization  or establishment  would be achieved  if they embark on compute r-based  system. However, using the computer based system in place of the manual system, a charge that is going on in Abia State Polytechnic course registration procedure. It will make the practical insinuation of high technology. This will enframe the time needed  for processing of departmental course  and attend to other subsequent information needed by the management system. The important of this researcher is so prominent with the current of processing the departmental course and suggest a complete efficient and reliable  approach that will be of immense benefit  to most higher institutions in general especially to the state polytechnic Aba.

Actually, this would go a long way to improve  their  service by exposing and creating awareness of  computer applications.

1.1  Statement Of The Problem

Since  established  in  1992, Abia State  Polytechnic comprises of four schools among which is the school of  science  and Industrial Technology (SSIT which house  the department of  Computer Science and Statistics Department),  the  other schools have problems, One of which was late allocation of coursd and credit units  to enable the students finish their registration process  and  have  foresight of what the semester  would  look like. It was studied and discovered  that automation of departmental course  and the manual system  of allocation course, their credit  unit  usually waste a lot of time and papa even pen can be reduced  on the process of arranging it and also improve upon removing such problems. Below are some of the problems  in this system.

1.  It delays students registration process.

2.  It results to high cost of data processing each semester.

3.  it wastes much paper and make filling of  form cumbersome

4.  It delays  other departmental duties that are also important

5.  It results to inefficiency of course allocation.

Because of these set backs computer department i.e the case study has continued to  leave activities untended to  by the head of department because of volume  of work  left for him to do alone.

1.2     Objective of The Study

This project work has many aims and objectives to achieve, these aims are geared towards carrying investigations in the old course allocation  method  (manual) making us of computer department of Abia State  Polytechnic, Aba  as a cases study and giving a suggestions on how wtro improve staff under the department to the numerous students of the department.

Meanwhile, this wate-up would  also among or include all

1.  Designing a system that will be more interactive  to  students and lecturers.,

2.  Provide an automatic system that will reduce the work load of staff  especially the HODs

3.  The research will also serve as a soure of information to students, lecturers and computer science researchers  who would want to engage  in such  topic “The Automation of Departmental  course their credit Unit  Allocation and departmental time table.

4.   Provide quicker  and more efficient services  (course allocation) using  automated system (computer).

1.3  Significance Of The Study

Definitely, the complete implementation of this   work will be introduced as a trend in the present method of allocating  course their credit units and departmental time  table, the change would  in-doubt make   the management  and students happier, such changes  envisage will  include the following:

i. The high cost incurred  by the management in buying of papers, ,pens, pencils, makers, measuring  ruler  etc  , the clerical duties  involves in course  allocation and department  time table will be reduced drastically  because the hard  disk, floppies,  tape  would be used  instead of the above mentioned.

ii. The  time involved in allocating and reallocating which normally results to delay will be reduced.

iii. Students would then utilize their  time efficiently  during the registration of course.

iv. Automated System would also serve as  a  reference  file for the students and staff since the course, credit   units time table and lectures in charge of all therefore then.

v.  The researcher work  is also  significant  because  it is based on the award of Diploma  in Computer Science  to  the researcher however, its significant can only be envisaged  better when it is  implemented, evaluate, and  maintained  to be running in the computer, such as in  computer  Science Department, from where other departments can  follow.

1.4  Scope And  Limitation Of The Study

This  study is  aimed at finding out  how  the use of automated system can help  in course allocation in the computer science department of Abia state  polytechnic, Aba.

The study covered only the department of computer science due to some  limitations of the researcher to extend the research to other  departments within the school of science  and Industrial Technology (SSIT), let alone  other school  in the Institution, the constraints are as follows:

v Finance: Fund or running around for the data required  was in short supply and consequently hindered further research.

v Time Constraints: Due to the required  completion , time of this research work, it was not possible to extend the research to other departments.

v Complexity: Meanwhile extending the research to all department within institution would lead to completion  and complication resulting to  un liability of research.

v Cost: Feasibility cost conducting the research in all schools departments provide that it is not feasible for a single students  (the researcher) to bear students can continue work  on this research in future until  implementation.

1.5      Background of The Course study

Abia  state  Polytechnic was  established by ediet number  of 8 of 1994 which  has a  retrospect effect from 2nd  October 1992. its  location is the former premises of Girls technical College (GTC) Aba,  along Aba Owerri Road Umungasi, Aba, Abia  State. The National Diploma  Progammes commenced  in 1994/1995  academic year  while Higher national Diploma  commence  in 1999/2000 Academic year.

It’s administration made it possible for it to comprise of four schools, they are as  follows:

1.  School of General studies and continuing Education (SBMT)

2.  School of Engineering Technology (SET)

3.  School of science and Industrial Technology (SSIT)

The schools are made up of Departments, which offers various National diploma (ND), Higher National diploma (HND) and diploma programmes respectively. The case study department of computer Science, a sub of schools of science and Industrial Technology offers various course leading to National Diploma programme to its  students. Hence, the case study is chosen so that any successful achievement records on this work (research) can easily be transferred to  their departments within the institutions, the  staff of the department comprise of the following.

i.            Direct of school (DOS)

ii.           Head of   Department (HOD)

iii.         Secretary

iv.         Lecturers

v.          Chief Technologist

vi.         Assistant technologist

vii.       Laboratory  Attendants

viii.     Office  Assistance (Messengers)

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