DESIGN AND IMPLEMENT STUDENT VERIFICATION SYSTEM

( A CASE STUDY OF UMARU ALI SHINKAFI POLYTECHNIC SOKOTO)

BY

SHAMSU BALA
ADM NO: 215403059

A PROJECT REPORT SUBMITTED TO THE DEPARTMENT OF COMPUTER

SCIENCE, COLLEGE OF SCIENCE AND TECHNOLOGY, UMARU ALI SHINKAFI
POLYTECHNIC SOKOTO, SOKOTO STATE.

IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE AWARD OF

HIGHER NATIONAL DIPLOMA IN COMPUTER SCIENCE
(HNDCS)

FEBRUARY, 2024.

i
 DEDICATION
This project dedicated to my families who support us for financial and advise for the successful

completion of this academic career. I also dedicate this project work to our all our friends within

and outside the college for the support so far.

ii
 CERTIFICATION
This is to certify that this project research has been dully supervised, examined and approved as

having fulfilled one of the requirements for the award of Higher National Diploma in Computer

Science.

___________________________________ ________________________

Mal. Abdulmalik Aliyu Date

(Project Supervisor)

___________________________________ ________________________

Mal. Yusuf Rilwanu Gigane Date

(Head of Department)

___________________________________ ________________________

External Examiner Date

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 ACKNOWLEDGEMENT
All praises are indeed due to Allah Lord of the world, for his guidance throughout the period of

my studies and for granting me the required perseverance to withstand all forms of academic

stress. My sincere gratitude goes to my parents who supported me morally and financially, may

Allah keep me together and grant me wisdom to serve them better.

My profound gratitude goes to the most able and humble supervisor, Mal. Abdulmalik

ALiyu for taking his time to make useful corrections, comments and all aspect of contribution

both kindly and financially, in fact he serves as mentor up to the successful completion of this

project research, May Allah bless him abundantly. Also my gratitude goes to my lecturers within

and outside the department, my lovely friends within and outside the college for their useful

advices; may God remember them Amen.

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 Table of Contents
COVER PAGE........................................................................................................................................... i
DEDICATION .......................................................................................................................................... ii
CERTIFICATION ................................................................................................................................... iii
ACKNOWLEDGEMENT ....................................................................................................................... iv
Table of Contents ...................................................................................................................................... v
ABSTRACT ............................................................................................................................................ vii
CHAPTER ONE ....................................................................................................................................... 1
GENERAL INTRODUCTION ................................................................................................................. 1
1.1 BACKGROUND OF THE STUDY ........................................................................................... 1
1.2 STATEMENT OF THE PROBLEM ........................................................................................ 2
1.3 AIMS AND OBJECTIVES OF THE STUDY .......................................................................... 2
1.4 SCOPE AND THE LIMATATION OF THE STUDY ............................................................ 3
1.5 CHAPTER ORGANIZATION .................................................................................................. 3
1.6 OPERATIONAL DEFINITIONS OF BASIC TERMS........................................................... 4
CHAPTER TWO ...................................................................................................................................... 5
LITERATURE REVIEW ......................................................................................................................... 5
2.0 INTRODUCTION....................................................................................................................... 5
2.1 REVIEW OF RELATED LITERATURE ................................................................................ 5
2.2 REVIEW OF RELATED SYSTEMS ....................................................................................... 6
2.2 REVIEW OF THE RELATED TOOLS ................................................................................... 8
CHAPTER THREE ................................................................................................................................ 12
SYSTEM ANALYSIS ............................................................................................................................ 12
3.0 INTRODUCTION ............................................................................................................................ 12
3.1 RE-STATEMENTS OF THE PROBLEMS ..................................................................................... 12
3.2 DESCRIPTION OF EXISTING SYSTEM ............................................................................ 12
3.3 ANALYSIS OF THE EXISTING SYSTEM........................................................................... 13
................................................................................................................................................................ 14
3.3.1 ANALYSIS OF INPUT ........................................................................................................ 14
3.3.3 ANALYSIS OF OUTPUT .................................................................................................... 15
3.4 FILES MAINTAINED ............................................................................................................. 15
3.5 JUSTIFICATION FOR THE NEW SYSTEM....................................................................... 15
CHAPTER FOUR ................................................................................................................................... 17

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SYSTEM DESIGN AND IMPLEMENTATION ................................................................................... 17
4.0 INTRODUCTION ...................................................................................................................... 17
4.1 NEW SYSTEM DESIGN ................................................................................................................. 17
4.1.1 INPUT DESIGN ..................................................................................................................... 17
4.1.2 NEW SYSTEM REQUIREMENT ......................................................................................... 18
4.1.3 OUTPUT DESIGN ................................................................................................................. 19
4.2 NEW SYSYEM REQUIREMENT ............................................................................................. 19
4.2.1 SOFTWARE REQUIREMENT .................................................................................................... 19
4.2.2 HARDWARE REQUIREMENT ................................................................................................... 19
4.2.3 HUMAN ELEMENT REQUIREEMENT .............................................................................. 20
4.3 SYSTEM IMPLEMENTATION ...................................................................................................... 20
4.3.1 CHANGE OVER PROCEDURE ........................................................................................ 20
4.3.2 TESTING ................................................................................................................................ 21
4.3.3 SYSTEM IMPLEMENTATION ............................................................................................ 21
4.3.4 SYSTEM EVALUATION ............................................................................................................. 21
4.3.5 SYSTEM DOCUMENTATION ............................................................................................. 21
CHAPTER FIVE .................................................................................................................................... 23
SUMMARY, CONCLUSION AND RECOMMENDATION ............................................................... 23
5.1 SUMMARY ...................................................................................................................................... 23
5.2 CONCLUSION ................................................................................................................................. 23
5.3 RECOMMENDATION .................................................................................................................... 23
REFERENCES ....................................................................................................................................... 24

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 ABSTRACT
This project focuses on designing and implementing a student verification system for Umaru Ali
Shinkafi Polytechnic Sokoto. The system aims to address issues like fake admissions, manual
verification processes, and delays in verifying students' admission status. By providing a digital
platform, the proposed system will prove the authenticity of students' admissions, show legally
registered students, improve efficiency over manual methods, highlight the importance of
verification, and enable tracking of academic records. The system is developed using PHP and
other web technologies.

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 CHAPTER ONE

GENERAL INTRODUCTION
1.1 BACKGROUND OF THE STUDY

In this modern age, computers have verified the cause of their existence. The advent of

computers in our society caused a lot of criticism on the danger it poses on the society. Critics of

computer and new techniques express their fear on how computers will displace and replace all

human skills thus resulting to mass unemployment. The presence of computer on virtually every

field of today’s fast life has proved the critic wrong as the invention of computers and new

technologies continues to create additional jobs for those who identify themselves with

computers and new technologies. This make computes partner to human beings in any fields of

human endeavour. Over the past decades, students identification and verification has been a

major problem in large institutions as documents, certificate and studentship can be forged at a

great rate and easy way, using the computer negatively. Forgers fail to know that in this fast

moving world, the computer has equally served as an aid to decision making, verification and

authentication. This is because of computers efficiency in terms of speed, accuracy, reliability,

cost and security among others. In recent years, awareness has existed and created in people as it

concerned the use of computer in verifying, authenticating and security activities either through

web-based (internet) or window-based. Decision support system (DSS) and others system like

management information system (MIS) and information system (IS) are used in organization.

Decisions are largely based on experience and principle. The value of every degree is the

reputation of the institution and the students produced, hence, the greatest obstacle to any

academic institution which is dishonesty and forgery has to be balanced with verification and

authentication systems and processes. “In recent times, effort are bring made to build intelligence

1
into computer system, whereby the computer can be used to process large volume of structural

and unstructured information for decision making”. Said Uzoka, 1998.

1.2 STATEMENT OF THE PROBLEM

The epidemic of fake admission is ravaging the Nigerian tertiary institution as victims to such

fraud are often left frustrated. Students are sometimes offered fake admission with fake

documentations from fraudulent persons posing as University Officials. This practice has led to

many students losing their time and money studying in a University where they are not authentic

students.

i. Another Issue is that the admission verification process in most tertiary institutions in

Nigeria is very strenuous. During the analysis and data collection of this project, it was

discovered that there existed a manual form of verifying students’ admission status, and

for future purpose by the Verification Community of the Umaru Ali Shinkafi Polytechnic

Sokoto.

ii. That is to say that the process of daily task and activities are done manually which is

quite unfortunate; manual procedural for over one million admitted students yearly, the

execution is always delaying and reduces result output quality.

1.3 AIMS AND OBJECTIVES OF THE STUDY

The importance of authentic verification of student admission system certificate cannot be

overemphasized as the reputations of institution are affected in every counterfeit or forged

document.

To design and implement student verification system for Umaru Ali Shinkafi Polytechnic

Sokoto, The system will:

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 i. Prove the authenticity of students’ admission status thereby expunging forged and

counterfeit admission status and document from circulation.

ii. Show the valid and legally registered student of Umaru Ali Shinkafi Polytechnic Sokoto.

iii. Prove its supremacy over the existing manual system of verification and identification.

iv. To highlight the importance of verifying and authenticating students for future purpose.

v. To highlight the importance of verifying and authenticating document and certificates.

1.4 SCOPE AND THE LIMATATION OF THE STUDY

The scope and focus of this study is on students’ identification, verification and authentication of

document and degrees (certificate) and monitoring of students via the keep of their basic

academic information and bio data. Importantly, the student must be students of Umaru Ali

Shinkafi Polytechnic Sokoto.

i. This study is limited to information gathered from the review of literature and the data

collection method used. The proposed system is designed on PHP. Others limitations to

the study include:

ii. The implementation and usefulness of the system by Umaru Ali Shinkafi Polytechnic

Sokoto and other education might not be accepted.

iii. In availability of the system on the internet, thought others user apart from the

administrator can use it with some abstraction upon the purchase of the software and

installation there in.

iv. Restricted access to some vital and important data and information.

1.5 CHAPTER ORGANIZATION

The project is organized as follows,

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Chapter one introduces the background of the project with the statement of the problems,
objectives of the project, its significance, scope, and chapter organization.

Previous kinds of literatures on record management information system, reviewed of related

system and related tools were reviewed in Chapter two.

Chapter three discusses the existing of current system, re-statements of the problems, analysis of
existing system, and analysis of system procedure and It also proposed for the new system.

Chapter four covers the system design and implementation which consist, new system design and
new system requirement.

Chapter five concludes the study with a view to providing summary findings and
recommendations to the successful software design.

1.6 OPERATIONAL DEFINITIONS OF BASIC TERMS

University: a high-level educational institution in which students study for degrees and

academic research is done.

Verification: the process of establishing the truth, accuracy, or validity of something.

Identification: the action or process of identifying someone or something or the fact of being

identified.

Manual: relating to or done with the hands.

Window-based: Hardware and software that runs a version of Microsoft Windows.

Invention: something, typically a process of development that has been invented.

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 CHAPTER TWO

LITERATURE REVIEW

2.0 INTRODUCTION
The chapter aims at review of some related literature, related system and related tools to the
present system of vehicle management system.
2.1 REVIEW OF RELATED LITERATURE
When we talk about a verification system, we refer to a set of actions used in checking the
correctness and trueness of any component or element, such as a system element, a process, a
document, a file, a service, a task, a requirement, etc. (SEBOK., 2017). These types of actions
are usually well coordinated and planned and executed throughout the life cycle of the system.
Verification is a generic term that needs to be initiated within the context it occurs. Verification
is a process that spans every stage of the system's life cycle. The verification process, which
applies to every activity and every product produced by an activity, is specifically carried out
concurrently with the system definition and system realization processes during the system's
development cycle. Therefore, the process of establishing that a certificate provided by a
prospective employee to a prospective employer or employment agent is legitimate and that the
holder is the legal owner of the presented certificate is known as certificate and document
verification (Obilikwu et al., 2019). The process of confirming or validating that a certificate is
authentic and not faked is known as certificate verification (Osman, 2019).

Moreover, a graduation certificate has to be verified to ensure that its content is true and also to
ensure that the issued certificate comes from the authentic source, usually the degree awarding
institution (Rafi et al., 2020). This confirmation is often, but not always, provided by some form
of external review, education, assessment, or verification agency. In today’s global labour
market, certificates are used to assess the candidates' knowledge and skills (Huynh et al., 2021).

Several methods have been used to verify certificates and clear the issue of certificate forgery;
however, certificate verification method still prevalent today is a manual process, whereby,
whoever wants to verify a certificate takes a trip to the institution or send a written request or
email to the awarding institution. For instance, Srushti et al (Srushti et al., 2014) presented a
certificate generation system to ensure an efficient certificate management process using Big

5
Data and to provide mark sheets for creditbased grading system (CBGS) in a very user-friendly
manner. The administrator enters each student's grades into the system. After then, the data is
kept in an internal database for collection information, and the percentage and grade are
manually determined. The technology used an encrypted QR code to embed the digital form in
the mark sheet, preventing any unauthorized users from accessing any data. But because the
system is somewhat automated, scaling it up is inefficient.

Osman (Osman, 2016) used cryptographic method and cloud-based model to improve the
verification mechanism, thereby reducing the incidence of certificate forgeries and ensured that
the security, validity and confidentiality of graduation certificates would be improved. It uses the
Cloud-based model, some of the factors that result in reduced operational efficiency in student
services at universities are addressed and this should have a positive impact on the quality of
services provided by universities. However, since cloud infrastructures are owned and managed
by service providers, like AzureMicrosoft, Amazon Web Services – Amazon, Google Cloud
Platform- Google, the cost of implementation is also high. As a result, few institutions could
afford to apply it

2.2 REVIEW OF RELATED SYSTEMS

i. Certificate Verification System of MOE-ST, Myanmar.

The Colombian government portal is integrated with Ministry of Education which consist of the
certificate verifying site where members can sign up/register, then after successfully login a user
can upload their certificate, within a period of one week the user can obtain the results in their
account with a status either ‘real’ or ‘fake’. The site has a simple and user-friendly interface
which everyone can easily integrate with the system. Figure 1 shows the landing page of the
Certificate Verification System (CVS) of Ministry of Education, Myanmar.

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 Figure 1: Home interface of Certificate Verification System (CVS). Reference: cvs.moe-
st.gov.mm

ii. Nigerian Education Verification system (NEVS)

Nigerian Education Verification system (NEVS) is a platform for all Nigerian students in higher
Institutions (Universities, polytechnics, monotechnics, colleges of Education etc.) to have their
data and academic records in a common database with the Federal ministry of Education (FME),
providing access to the data gives their users like potential employers, Scholarship boards etc.
avenue to verify the records from any part of the world CV Integrated IT Solutions Nigeria LTD
(CVIT) in conjunction with the Federal Ministry of Education Nigeria (FME) as part of a Public,
Private Partnership (PPP), created an integrated collation system called Nigeria Education
Verification Systems (NEVS) which would power the already existing Converged Education
Sector Database of the Federal Ministry of Education.

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 Figure 2: Homepage for NEVS. Reference: nevs.com.ng

2.2 REVIEW OF THE RELATED TOOLS

i. HTML (Hypertext Markup Language)

HTML stands for Hypertext Markup Language. It allows the user to create and structure
sections, paragraphs, headings, links, and blockquotes for web pages and applications. HTML is
not a programming language, meaning it doesn’t have the ability to create dynamic functionality.
Instead, it makes it possible to organize and format documents, similarly to Microsoft Word.
When working with HTML, we use simple code structures (tags and attributes) to mark up a
website page. For example, we can create a paragraph by placing the enclosed text within a
starting <p> and closing </p> tag. HTML was invented by Tim Berners-Lee, a physicist at the
CERN research institute in Switzerland. He came up with the idea of an Internet-based hypertext
system. Hypertext means a text that contains references (links) to other texts that viewers can
access immediately. He published the first version of HTML in 1991, consisting of 18 HTML
tags. Since then, each new version of the HTML language came with new tags and attributes (tag
modifiers) to the markup. According to Mozilla Developer Network’s HTML Element
Reference, currently, there are 140 HTML tags, although some of them are already obsolete (not
supported by modern browsers). Due to a quick rise in popularity, HTML is now considered an
official web standard. The HTML specifications are maintained and developed by the World
Wide Web Consortium (W3C). You can check out the latest state of the language anytime on
W3C’s website. The biggest upgrade of the language was the introduction of HTML5 in 2014. It

8
added several new semantic tags to the markup, that reveal the meaning of their own content,
such as <article>, <header>, and <footer> (Elizabethb et al., 2005).

ii. PHP (Hypertext Preprocessor)

PHP is a general-purpose scripting language especially suited to web development. It was

originally created by Danish-Canadian programmer RasmusLerdorf in 1994. The PHP reference
implementation is now produced by The PHP Group. PHP originally stood for Personal Home
Page, but it now stands for the recursive initialism PHP: Hypertext Preprocessor. PHP code is
usually processed on a web server by a PHP interpreter implemented as a module, a daemon or
as a Common Gateway Interface (CGI) executable. On a web server, the result of the interpreted
and executed PHP code – which may be any type of data, such as generated HTML or binary
image data – would form the whole or part of an HTTP response. Various web template systems,
web content management systems, and web frameworks exist which can be employed to
orchestrate or facilitate the generation of that response. Additionally, PHP can be used for many
programming tasks outside of the web context, such as standalone graphical applications and
robotic drone control. Arbitrary PHP code can also be interpreted and executed via command-
line interface (CLI) (Thompson, 2008).

The standard PHP interpreter, powered by the Zend Engine, is free software released under the
PHP License. PHP has been widely ported and can be deployed on most web servers on almost
every operating system and platform, free of charge. The PHP language evolved without a
written formal specification or standard until 2014, with the original implementation acting as
the de facto standard which other implementations aimed to follow. Since 2014, work has gone
on to create a formal PHP specification. As of January 2021, 72% of PHP websites use
discontinued versions of PHP, i.e. PHP 7.2 or lower, which are no longer supported by The PHP
Development Team. A large additional fraction uses PHP 7.3, which is only (up to December 6,
2021) "supported for critical security issues only." Over 40% of all PHP websites use version 5.6
or older, that not even Debian supports (Debian 9 supported version 7.0 and 7.1) (Thompson,
2008).

9
 iii. JAVACRIPTS

JavaScript often abbreviated as JS, is a programming language that conforms to the

ECMAScript specification. JavaScript is high-level, often just-in-time compiled, and multi-
paradigm. It has curly-bracket syntax, dynamic typing, prototype-based object-orientation, and
first-class functions. Alongside HTML and CSS, JavaScript is one of the core technologies of the
World Wide Web. Over 97% of websites use it client-side for web page behavior, often
incorporating third-party libraries. All major web browsers have a dedicated JavaScript engine to
execute the code on the user's device. As a multi-paradigm language, JavaScript supports event-
driven, functional, and imperative programming styles. It has application programming
interfaces (APIs) for working with text, dates, regular expressions, standard data structures, and
the Document Object Model (DOM). The ECMAScript standard does not include any
input/output (I/O), such as networking, storage, or graphics facilities. In practice, the web
browser or other runtime system provides JavaScript APIs for I/O. JavaScript engines were
originally used only in web browsers, but they are now core components of other software
systems, most notably servers and a variety of applications (Thompson, 2008).

iv. CSS (Cascading Style Sheets)

Cascading Style Sheets (CSS) is a style sheet language used for describing the presentation of a
document written in a markup language such as HTML. CSS is a cornerstone technology of the
World Wide Web, alongside HTML and JavaScript.CSS is designed to enable the separation of
presentation and content, including layout, colors, and fonts. This separation can improve content
accessibility, provide more flexibility and control in the specification of presentation
characteristics, enable multiple web pages to share formatting by specifying the relevant CSS in
a separate .css file which reduces complexity and repetition in the structural content as well as
enabling the .css file to be cached to improve the page load speed between the pages that share
the file and its formatting. Separation of formatting and content also makes it feasible to present
the same markup page in different styles for different rendering methods, such as on-screen, in
print, by voice (via speech-based browser or screen reader), and on Braille-based tactile devices.
CSS also has rules for alternate formatting if the content is accessed on a mobile device
(Silberschatz et al., 2005).

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 v. XAMPP

XAMPP is a free and open-source cross-platform web server solution stack package developed
by Apache Friends, consisting mainly of the Apache HTTP Server, MariaDB database, and
interpreters for scripts written in the PHP and Perl programming languages. Since most actual
web server deployments use the same components as XAMPP, it makes transitioning from a
local test server to a live server possible. XAMPP's ease of deployment means a WAMP or
LAMP stack can be installed quickly and simply on an operating system by a developer, with the
advantage that common add-in applications such as WordPress and Joomla! can also be installed
with similar ease using Bitnami (Smith, 2000).

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 CHAPTER THREE

SYSTEM ANALYSIS

3.0 INTRODUCTION
This chapter covers the analysis and procedures used by the existing system. It highlights the
mode of operation which includes, inputs of the existing system, out of the existing system,
existing system procedure, files maintained, problem with the existing system, new input design,
new output design, new system procedure and files maintained by the new system.

3.1 RE-STATEMENTS OF THE PROBLEMS

The epidemic of fake admission is ravaging the Nigerian tertiary institution as victims to such
fraud are often left frustrated. Students are sometimes offered fake admission with fake
documentations from fraudulent persons posing as University Officials. This practice has led to
many students losing their time and money studying in a University where they are not authentic
students.

i. Another Issue is that the admission verification process in most tertiary institutions in
Nigeria is very strenuous. During the analysis and data collection of this project, it was
discovered that there existed a manual form of verifying students’ admission status, and
for future purpose by the Verification Community of the Umaru Ali Shinkafi Polytechnic
Sokoto.
ii. That is to say that the process of daily task and activities are done manually which is
quite unfortunate; manual procedural for over one million admitted students yearly, the
execution is always delaying and reduces result output quality.
3.2 DESCRIPTION OF EXISTING SYSTEM
One of the most important documents granted by universities and other educational institutions is
the graduation certificate. It serves as evidence of a graduate's competence. However, because of
improvements in printing and photocopying technology, it is now simple to produce phony and
falsified certificates, and the quality of such forged certificates can now be on par with the
authentic ones. The certificates of many prominent universities have been forged and these
forgeries are very difficult to identify. In addition, many reasons have led to reduced operational
efficiency in student services at universities. One of the most significant factors that have had a

12
detrimental effect on the quality of university services is the verification process for educational
certificates and related documents. Certificate verification is essential in order to ensure that the
holder of the certificate is genuine and that the certificate itself comes from a real source. Manual
verification, however, is a time-consuming operation for any firm, and it's one of the main
reasons why document forgeries continue to happen and go undiscovered in many corporate
settings. The manual verification method can be time- and money consuming for both the issuer
and the verifier, and it places additional demands on the university, preventing them from
concentrating on their primary function of educating the public.

The current manual process for verifying student admission documents involves the following
steps:

i. Students submit photocopies of their documents like transcripts, certificates, ID cards etc.
to the admission office.
ii. Admission officers manually verify each document one by one to check for authenticity.
This involves cross-checking signatures, seals, letterheads etc.
iii. Valid documents are kept in physical files assigned to each student. Invalid or suspicious
documents are rejected and sent back to the student.
3.3 ANALYSIS OF THE EXISTING SYSTEM

This is a type of verification in which the person/team that wants to verify a certificate writes a
letter to the school they want to verify from and has to wait until the letter is replied. This type of
method is time consuming, and the transfer medium of the information is usually very slow and
laborious. Certificate verification method that is prevalent today is a manual process, in this
process the institution/organization that wants to verify a result will have to travel down to the
university or send a written request so as to verify result (Ahmed et al., 2017). The existing
manual verification process is most times not a straight-forward one and has several loose
components and becomes a challenge for the verifying organization to follow through. A sample
representation of the process is described in Fig 1.0 below.

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3.3.1 ANALYSIS OF INPUT

When a student comes to verification ground, the committee will ask his/her credentials such as,

Primary certificate, SSE result, Indigene. The existing system accepts photocopied documents as

input from students seeking admission. These documents are prone to manipulations like forgery,

edits etc. which makes verification difficult.

3.3.2 ANALYSIS OF THE SYSTEM PROCEDURE

The procedure old system during verification process, student come to verification ground, the
committee will ask his/her credentials such as, Primary certificate, SSE result, Indigene, they go
through his/her documents to check the if its original, then they check his SSE result online to
confirm it, they look his Credits of the result whether he qualify the admission of not, if not they
will cancel the admission and give admission which his/her credits can allow to get, and if HND
student the will collect his Notification result up to 3 months.

i. Students submit photocopied documents to the admission office in person or via post.
This decentralizes the collection and storage of documents.
ii. The admission officers have to manually sort and file these documents for each student.
This is time consuming and can lead to misplaced documents.

14
 iii. For verification, the officers have to retrieve the physical files and cross-check each
document one by one. This duplicated effort for each application wastes significant time
and manpower.
iv. The verification process involves subjective visual checks which can lead to human
errors and inconsistencies in decision making. There are no set standards or procedures
for verification.
v. Valid documents are kept in the student's physical file, while rejected documents are sent
back to the student. Managing these physical documents is cumbersome.
vi. The process flow is linear with no scope for parallel processing of applications. This
leads to delays in verification and admission decisions.
vii. There is no digitized tracking of application status or documentation. Students have to
contact the office repeatedly for updates.
viii. The decentralized and manual process makes it difficult and tedious to generate reports or
statistics for management or planning purposes.
3.3.3 ANALYSIS OF OUTPUT

The output of old system is the verification committee will write tuition fees back of his

admission offer. The output is the decision to accept or reject an admission application based on

the documents. Since the process is manual, the output quality and consistency may vary across

admission officers.

3.4 FILES MAINTAINED

The admission office maintains physical files for each student containing photocopies of their
submitted documents. Tracking applications and documents is difficult.

3.5 JUSTIFICATION FOR THE NEW SYSTEM

The manual process needs to be replaced by a digital system to streamline verification and
efficiently track each application. This will reduce human errors, inconsistencies and delays.
Digital records will also minimize fraud and improve transparency.

15
After going all the problems encountered in existing system, a justification for the design a new
system is made as follows.

i. The existing system has failed to meet the need of information uses in the tertiary.
ii. There is a need to design a new system, which will take, came of the problem encounter
in the existing system.
iii. The existing system does not provide enough security and therefore, a new one showed
provides to alleviate such problems.
iv. There is every need to eradicate the problems, which are posed by the existing system as
discussed above for the sake of comfort and efficiency in processing of verification
process.

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 CHAPTER FOUR

SYSTEM DESIGN AND IMPLEMENTATION

4.0 INTRODUCTION
Systems design implies a systematic approach to the design of a system. It may take a
bottom-up or top-down approach, but either way the process is systematic wherein it takes into
account all related variables of the system that needs to be created from the architecture, to the
required hardware and software, right down to the data and how it travels and transforms
throughout its travel through the system.

4.1 NEW SYSTEM DESIGN

4.1.1 INPUT DESIGN

Input requirements are a way of mapping and arranging part into a whole, which satisfies the
objective involve. The input requirement refers to the type of all data used to feed information
into the database file via the program, the format and the input used for the system. Having
analyzed the requirements of the new system, new procedure were formulated for entering
information to the system, they include:

A screenshot of the new input requirement sample is shown below.

Figure 4.1:User sign up page

17
 Figure 4.2: Student Verification Field

Figure 4.3 Student informationo

4.1.2 NEW SYSTEM REQUIREMENT

New system requirement is basically the method or techniques by which information is
processed in the new system. It gives a comprehensive explanation of how the new system is
handled. In the new system, the user is required to register and then logging using his login
credentials (Username and Passwords). The user here could either be an admin or a vehicle
owner. Having logged in, the admin or the vehicle owner has the ability to perform certain
actions. The admin has the ability to add users, Delete users, add range number, view modify
18
vehicle registration records. The vehicle owner on the order hand has the ability to register, view
and print several receipts of his own.

4.1.3 OUTPUT DESIGN

The new output requirements signifies the necessary expected output generated after an
input process. The only expected output is the print.

4.2 NEW SYSYEM REQUIREMENT

To be used efficiently, all computer software needs certain hardware components or other
software resources to be present on computer. These prerequisites are known as (computer)
system requirement and are often used as a guideline as opposed to an absolute rule. Most
software defines two sets of system requirements: minimum and recommended. With increasing
demand for higher processing power and resources in newer versions of software, system
requirements tend to increase over time. Industry analysts suggest that this trend plays a bigger
part in drawing upgrades to existing computer systems than technological advancements. A
second meaning of the term of system requirements is a generalization of this definition, giving
the requirement to be met in the design of a system or subsystem.

4.2.1 SOFTWARE REQUIREMENT

The following minimum software specification is needed:
Operating System : Windows XP/or any newer OS

1. Language Used : PHP

2. Notepad++
3. Xampp
4. Microsoft Word 2010
5. Browser

4.2.2 HARDWARE REQUIREMENT

The program for this project is written in PHP Programming Language. It is designed to run on
both mobile phone and computer once its host. The following minimum hardware specification
is needed:

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 1. Processor: Pentium IV 1.0GHZ or above
2. RAM : 512 MB or above
3. Hard Disk Drive: 20 GB or higher
4. Internet

4.2.3 HUMAN ELEMENT REQUIREEMENT

The importance of human element in any functional system cannot be overemphasized,
human element aid in the smooth running of any system. They help in executing several
activities in a system. Thus, the new system will operate with the following human elements;

• Admin: The admin helps in regulating the activities in the new system.
• Users: User are the major users (beneficiary) of the new system..

4.3 SYSTEM IMPLEMENTATION

In systems development, a program specification is a document that clearly and
accurately describes the essential technical requirements for items, materials, or services
including the procedures by which it can be determined that the requirements have been met. The
following are the program specification

Operating System: Windows XP, 7, 8 and 10

Front End Tools: FIREFOX 63.3.0 OR GOOGLE CHROME

HTML / CSS
JAVASCRIPT
PHP

Backend: MySQL

Web Server: XAMPP (Local Server)

4.3.1 CHANGE OVER PROCEDURE

This is part of research work that define how to convert from existing system to the new system
after training the user and staff. Due to the stability of the work. Parallel method runs the new
system so as to correct all likely error of the new system, while the old system is still in
operation.

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4.3.2 TESTING
Testing is the act of checking a program by means of actual execution whether the
program behaved in the desired manner. In this stage, the program was executed and supplied
with the necessary queries in order to ascertain how the program responds. The importance of
Program test is to help detect and debug all errors that may exist in the program code. At the
course of the program, few Database connection errors was detected and fixed. After which the
software was efficient and ready for use.

4.3.3 SYSTEM IMPLEMENTATION

The maintenance involves the monitoring, evaluation and periodic modification of the system so
as to make necessary or desired improvements. This is carried out by the personnel with the use
of the available software and hardware. The forms of maintenance that this system will adopt
include the following:

• Inserting new data into the database by the administrator.

• Deleting redundant information from the database.
• Altering the database structure by adding new tables or editing existing ones in order to meet
the changing needs of the website in relation to development (socialization)
• Changing the CSS (Cascading Style Sheet) document for the website which affects the layout
and general theme of the website that is visible to the users.

4.3.4 SYSTEM EVALUATION

All, or at least the majority of modern-day systems offer convenience to its users, and so is the
case with student verification.

4.3.5 SYSTEM DOCUMENTATION

To comfortably use the web application, the administrator should have access to a web server
with XAMMP or WAMM web server installed and running. Once this is achieved, the
administrator can easily upload the relevant files / web resources and other information to the
server, and save as a Webpage which can be browsed from any system connected to the network.
The Webpage can also be used as part of a website to enable easy access to visitors and
personnel. A database administrator should be called upon to properly manage the database

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which will be used by the store. The database administrator should work hand-in-hand with the
management of vehicle registration in order to fully understand and represent the needs of the
system before building the database and its schema.

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 CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATION

5.1 SUMMARY
The project proposes a new digital system to replace the existing manual process of student
verification at Umaru Ali Shinkafi Polytechnic Sokoto. The existing system faces issues like fake
admissions, strenuous verification processes, delays, lack of security, and inconsistencies due to
human errors. The new system will have user registration, digital submission of documents, and
automated verification processes. It will integrate the students' records into a centralized database
for efficient tracking and retrieval. The system aims to prove admission authenticity, identify
valid students, streamline the verification process, and enable document authentication.

5.2 CONCLUSION
The proposed student verification system will digitize and automate the admission verification
process at Umaru Ali Shinkafi Polytechnic Sokoto. By providing a secure and centralized
platform, it will address the prevalent issues of fake admissions, manual processing delays, and
inconsistencies in the existing system. The system will enhance efficiency, transparency, and
credibility in managing students' academic records and admissions.

5.3 RECOMMENDATION
i. The institution should thoroughly test the system and ensure data security and privacy
measures are in place before implementation.
ii. Adequate training should be provided to staff members who will be using the system for
smooth adoption.
iii. Regular system maintenance, updates, and data backups should be carried out to ensure
optimal performance and data integrity.
iv. Measures should be taken to create awareness among students and stakeholders about the
new system and its benefits.
v. The system should be scalable and adaptable to accommodate future growth and
changing requirements of the institution.

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