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Contents
CHAPTER ONE: GENERAL INTRODUCTION AND BACKGROUND TO THE STUDY.......8
1.0 Introduction............................................................................................................ 8
1.1 Background to the study....................................................................................... 8
1.2 Statement of the problem.................................................................................... 9
1.3 Objectives of the study......................................................................................... 9
1.4 Research questions............................................................................................. 9
1.5 Significance/importance of the study...............................................................10
1.5.1 PERSONAL INTEREST..................................................................................... 10
1.5.2 PUBLIC INTEREST........................................................................................... 10
1.5.3 INSTITUTION INTEREST................................................................................. 10
1.6 Scope of the study............................................................................................... 10
1.6.1 Time Scope...................................................................................................... 10
1.6.2 Geographical Scope....................................................................................... 11
1.6.3 Content Scope................................................................................................ 11
1.7 Limitation of the study........................................................................................ 12
CHAPTER 2 LITERATURE REVIEW................................................................................. 13
2.0 Introduction.......................................................................................................... 13
2.1 Definition of key concepts.................................................................................. 13
2.2 Literature Review................................................................................................. 13
2.2.1 Empirical review................................................................................................ 13
2.2.2 Theoretical Review........................................................................................... 14
2.2.3 Summary of the Gap......................................................................................... 14
CHAPTER 3: RESEARCH METHODOLOGY....................................................................15
3.0 Introduction.......................................................................................................... 15
3.1 Research design................................................................................................... 16
3.2 Population and selection of the sample...........................................................16
3.2.1 Population.......................................................................................................... 16
3.2.2 Sample Selection.............................................................................................. 16
3.2.3 Sampling Procedure......................................................................................... 16
3.2.5 Limitations...................................................................................................... 17
3.3 Tools for data collection / Instrumentation.....................................................17
3.4 Collection of data................................................................................................. 18
3.4.1 Surveys............................................................................................................ 18
3.4.2 Interviews....................................................................................................... 18
3.4.3 Observations.................................................................................................. 18
3.4.4 Focus groups.................................................................................................. 18
3.5 Presentation of data and Analysis of data.......................................................18
3.6 Validity and Reliability........................................................................................ 19
 3.7 Ethical Considerations......................................................................................... 20
CHAPTER 4: SYSTEM ANALYSIS, DESIGN AND IMPLEMENTATION.......................................20
4.1 Introduction.............................................................................................................. 20
4.2 Data analysis and presentation................................................................................ 21
4.3 Interpretation of findings/results.............................................................................. 21
2. User Satisfaction & Experience............................................................................... 21
4.4 Summary of Findings................................................................................................ 21
4.5 Description of existing system/or Operations...........................................................21
4.6 Description of the new system/solutions..................................................................22
4.6.1 Hardware Requirement:..................................................................................... 22
4.6.2 Software Requirement:...................................................................................... 23
4.6.3 Functional and non-functional Requirements........................................................23
4.6.3.1 Functional Requirements:................................................................................... 23
4.6.3.2 Non-Functional Requirements:............................................................................24
4.7 Illustration of New system/Solution:.........................................................................24
4.7.1 Data Flow Diagram and processes (Context Diagram, DFD-Level 1,2, etc)........25
4.7.4 Data Dictionary..................................................................................................... 27
4.8 Architecture of the Front-End of the System............................................................30
4.9 Implementation and coding...................................................................................... 32
5.9.1 Introduction........................................................................................................ 32
5.9.2 Description of implementation Tools and technology........................................32
5.9.3 Screen Shots and Source Codes.........................................................................34
4.10 Testing................................................................................................................... 34
5.10.1 Introduction...................................................................................................... 34
5.10.2 Objective of Testing......................................................................................... 35
1. User Registration............................................................................................... 35
5.10.6 Functional and system testing Results.............................................................36
CHAPTER 5: CONCLUSIONS AND RECOMMENDATIONS......................................................37
5.0 Introduction.............................................................................................................. 37
5.1 Conclusion (s)........................................................................................................... 37
References..................................................................................................................... 38
Appendices..................................................................................................................... 40
LIST OF ABBREVIATION

UOK: University of Kigali

NLP: Natural language processing

KB: Kilobyte

UI: User interface

CP: Cloud-based platform

HW: Hardware

SW: Software

Perf: Performance

Avail: Availability

Scala: Scalability

MB: Megabyte

OSMS: online scholarship management system

CSS: Cascading Style Sheet

DBMS: Database Management System

GUI: Graphical User Interface

HTML: Hyper Text Mark-up Language

HTTP: Hyper Text Transfer Protocol

IT: Information Technology

OS: Operating System

LIST OF FIGURES
Figure 1:conceptual frame work........................................................................................ 13
Figure 2:Data flow diagram............................................................................................... 23
Figure 3:Use case diagram................................................................................................ 24
Figure 4:scholarship table................................................................................................. 25
Figure 5:user table............................................................................................................ 25
Figure 6:STD table............................................................................................................. 25
Figure 7:Entity relationship Diagram................................................................................. 26
Figure 8:physical data diagram......................................................................................... 27
Figure 9:student resgistration form................................................................................... 28
Figure 10:admin dashboard............................................................................................... 28
Figure 11:student check results page................................................................................ 29
Figure 12:student request scholarship form......................................................................30
Figure 13:student Home page........................................................................................... 32
Figure 14:Database connectivity codes............................................................................. 32
Figure 15: student login form............................................................................................ 38
ABSTRACT

An Online Scholarship Management System (OSMS) is a digital

platform designed to streamline the process of scholarship
applications, evaluations, and disbursements. Traditional scholarship
management involves time-consuming manual procedures, increasing
the risk of errors, inefficiencies, and delays. OSMS automates these
processes, providing a user-friendly interface for applicants,
administrators, and reviewers.The system typically includes modules
for registration, application submission, document verification,
automated eligibility screening, evaluation, and fund disbursement. It
enhances transparency, reduces paperwork, and ensures a fair
selection process through standardized criteria and automated
workflows. Additionally, OSMS incorporates secure databases, real-
time notifications, and data analytics to help institutions monitor
scholarship trends and impact.By leveraging cloud computing,
artificial intelligence, and secure authentication mechanisms, OSMS
improves accessibility and efficiency. This paper discusses the
features, benefits, and challenges of implementing an online
scholarship management system and its role in promoting equal
educational opportunities
CHAPTER ONE: GENERAL INTRODUCTION AND BACKGROUND TO THE
STUDY
1.0 Introduction
An Online Scholarship Management System (OSMS) is a web-based application
designed to simplify the administration of scholarships by automating the
processes of application, evaluation, selection, and disbursement. This system
serves as a centralized platform where students, administrators, and funding
organizations can interact efficiently to facilitate the scholarship lifecycle. (Tech,
2024)

In traditional scholarship management, institutions face challenges such as

handling large volumes of paper-based applications, manually verifying eligibility,
and ensuring timely communication with applicants. The OSMS addresses these
challenges by providing a streamlined, transparent, and accessible system for all
stakeholders.

Online Scholarship Management System is to make scholarship administration

more efficient, transparent, and fair. It aims to ensure that deserving students
have equal access to educational funding opportunities while reducing the
administrative burden on managing organizations.

1.1 Background to the study

Scholarships have long been an essential tool in promoting education and
supporting students from diverse socio-economic backgrounds. They help
alleviate the financial burden on students and encourage academic excellence.

However, traditional methods of managing scholarships, which rely heavily on

manual processes, have often been plagued by inefficiencies such as time-
consuming paperwork, lack of transparency, errors in record-keeping, and delayed
decision-making.

Historically, scholarship management involved significant manual effort,

Including: Distribution of physical application forms, Collection and verification of
documents, and Communicating results through traditional methods like mail or
in-person interactions.
As the number of applicants and scholarship programs grew, these methods
became increasingly unsustainable, leading to delays, resource wastage, and
inefficiencies.
The current situation at UoK involves traditional modes of communication, such as
emails and phone calls, to address student inquiries and provide administrative
support. However, such methods may lead to delays and increased workload
during peak periods.
The advent of digital solutions has transformed how educational institutions,
government bodies, and private organizations administer scholarships. OSMS
represents the next step in this evolution by providing a comprehensive,
centralized, and automated platform for managing scholarship processes.

1.2 Statement of the problem

The management of scholarships is a critical process that directly. students’
access to education and opportunities for academic advancement. However,
traditional scholarship management methods are often plagued by inefficiencies
and limitations, such o manual processing, lack of transparency, and delays in
decision-making. These challenges hinder the effective administration of
scholarships and create barriers for students seeking financial aid.

Key problems faced in traditional scholarship:

The management and allocation of scholarships in many educational institutions
and organizations are often plagued or causing difficulties by manual processes,
Data mismanagement, Increased administrative burdens and lack of
transparency. Traditional manual processes, such as paper-based applications and
record-keeping, are time-consuming, prone to errors, and fail to meet the
demands of increasing numbers of applicants. Additionally, applicants frequently
face challenges such as unclear eligibility criteria, delays in application status
updates, and lack of proper communication with administrators. For
administrators, the absence of a centralized system makes it difficult to track
applications, verify documentation, and ensure fair distribution of scholarships.
This research aims to address these issues by developing an Online Scholarship
Management System that streamlines the entire process—from application
submission to award disbursement. By leveraging technology, the proposed
system will enhance accessibility, improve efficiency, and promote transparency
for both applicants and administrators.

1.3 Objectives of the study

1.3.1 General Objectives
Online Scholarship Management System (OSMS) is to create and design a
streamlined, transparent, and efficient digital platform for managing the entire
lifecycle of scholarships.
1.3.2 Specific Objectives
i. To evaluate the efficiency of the UoK-OSMS in providing timely and
accurate responses to student inquiries.
ii. To assess the impact of the UoK-OSMS on reducing administrative
workload and response times for university staff.
iii. To develop a user-friendly platform for student satisfactions and user
experience with the UoK-OSMS.

1.4 Research questions

i. What features and functionalities should an online scholarship
management system include to effectively support students,
administrators, and sponsors?

ii. How can the system automate processes like eligibility verification,
document submission, and application evaluation to reduce manual
effort?

iii. How can the system ensure a transparent and unbiased evaluation of
applications?

1.5 Significance/importance of the study

1.5.1 PERSONAL INTEREST
Empowering Education: If you're passionate about education, this system directly
impacts students by connecting them with opportunities to pursue their dreams.

Technology and Innovation: As a tech enthusiast, developing or working with a

PHP-based system allows you to explore and expand your skills in web
development, database management, and user interface design.
1.5.2 PUBLIC INTEREST
Increased Accessibility: Centralized platforms allow students from diverse
backgrounds to access scholarship opportunities anytime and anywhere.
Applicants can easily browse, filter, and apply for scholarships that match their
eligibility.

Efficiency in Management: Automates tasks such as application submission,

document verification, and eligibility screening.

Transparency and Fairness: Ensures unbiased and merit-based decisions

through automated processing and evaluation systems. Applicants can track the
status of their applications, fostering trust in the process.
1.5.3 INSTITUTION INTEREST
Improved Data Management
Centralized Database: Stores all scholarship applications, eligibility criteria, and
recipient information in a secure, searchable database.

Streamlined Application Process

Ease for Applicants: Students can apply online, eliminating paperwork and making
the process accessible 24/7.
1.6 Scope of the study
1.6.1 Time Scope
The development and implementation of the Online Scholarship Management
System will be completed over a period of 3 months. The project will begin with a
two-week phase of requirements gathering and analysis to identify the needs of
both applicants and administrators. This will be followed by a three-week system
design phase, during which the architecture, workflows, and interface prototypes
will be developed. The core development and implementation of the system will
take approximately 6 weeks, focusing on building modules for application
submission, eligibility verification, and administrative management. A four-week
testing phase will ensure that the system functions correctly and meets user
expectations. Finally, monitoring and evaluation phase will be conducted to gather
feedback, address issues, and ensure optimal system performance.

1.6.2 Geographical Scope

This research project will be based on University of Kigali which Is located in Kigali
City, Gasabo District, Kacyiru Sector

1.6.3 Content Scope

Registration and login Profile creation
(personal details, academic qualifications, etc.)
Upload documents (transcripts, essays, recommendation letters) View scholarship
application status

Administrators:
Manage users (add, edit, delete, block accounts)Role-based access control
Reviewers: Access assigned applications

Scholarship Management
Scholarship Listing:
Add, edit, and delete scholarships Categories (academic, sports, need-based, etc.)
Eligibility criteria Application deadlines Search and Filter:
Search scholarships by type, category, or deadline

Application Management
Application Submission:
Fill out online application forms Upload necessary documents

Reporting and Analytics

Dashboard for Admins:
Overview of total applications, scholarships awarded, etc.

1.7 Limitation of the study

The limitations of a study on an online scholarship management system define the
constraints that may affect the scope, findings, or generalizability of the research.
These limitations can arise due to technological, methodological, or contextual
factors. Here are some potential limitations:

Technological Limitations Internet Accessibility: Limited access to reliable

internet or technology in rural or underprivileged areas can exclude certain
groups of students from benefiting from the system.

Improved Accessibility: By being online, the system makes scholarships

accessible to a broader audience, ensuring that students from different
geographic locations can easily apply without being limited by physical access to
offices or locations.

Transparency and Accountability: With an online platform, both applicants

and administrators can track the status of applications and awards. This enhances
transparency, reducing the risk of favoritism, fraud, or mismanagement, and
ensures that awards are granted based on merit and eligibility.

Time Efficiency: Online systems significantly reduce the time needed for
processing applications. Automated features like eligibility checks, document
validation, and notifications allow quicker decision-making and reduce delays in
the award process.
CHAPTER 2 LITERATURE REVIEW
2.0 Introduction
Online scholarship management systems are digital platforms designed to
streamline the process of applying for, awarding, and managing scholarships.
They are intended to improve efficiency, transparency, and accessibility for both
applicants and administrators.
online scholarship management system examines previous research,
developments, and studies in the area of online systems used to manage
scholarships. It helps identify gaps in the existing knowledge and provides a
theoretical framework for understanding the impact, challenges, and benefits of
such systems.

2.1 Definition of key concepts

Application Portal: A central feature that allows students to apply for
scholarships online, including fields for personal information, academic records,
essays, and financial need documentation.

Document Management: Integration of document upload features, where

applicants can submit necessary documents such as recommendation letters,
academic transcripts, and proof of financial need.
Administering and Awarding: Administrators can use the system to review
applications, track progress, select awardees, and manage financial
disbursements, reducing manual labor and human error.
Communication Tools: These systems allow for automated notifications and
updates to applicants regarding their application status, deadlines, and any
additional requirements.

2.2 Literature Review

2.2.1 Empirical review
An online scholarship management system involves analyzing research studies
and case studies that have assessed the system’s implementation, functionality,
and impact based on real-world data. Below is an outline of key findings and
insights from empirical studies related to online scholarship management
systems:
Efficiency and Time-Saving
Findings: Empirical studies consistently report that online scholarship
management systems significantly reduce administrative workload and time spent
on manual processes.
Example: A study conducted on a university's scholarship portal revealed that
application processing time was reduced by 40% compared to the traditional
paper-based system.
Explanation: Automation features, such as eligibility checks, document
verification, and automated notifications, streamline repetitive tasks and improve
operational efficiency.
Challenges: In some cases, administrators face an initial learning curve in
adopting the system, particularly if they are unfamiliar with digital tools.

2.2.2 Theoretical Review

An online scholarship management system focuses on examining the theoretical
frameworks and principles that underpin the design, implementation, and
evaluation of such systems. This review discusses the key theories and models
that explain how online systems work, how users interact with them, and the
benefits they bring to scholarship processes.

Technology Acceptance Model (TAM)

Overview: The TAM explains how users come to accept and use a technology. It
focuses on two key factors:
Perceived Usefulness: The degree to which a person believes that using the
system will enhance their performance.
Perceived Ease of Use: The degree to which a person believes that using the
system will be free of effort.
Application to OSMS: TAM provides insights into why students and
administrators might adopt or reject an online scholarship management system.
For example:
A user-friendly interface and clear instructions can enhance PEOU. Features like
real-time application tracking and automated notifications increase PU.

2.2.3 Summary of the Gap

Despite the numerous advantages offered by online scholarship management
systems (OSMS), gaps remain in their design, implementation, and utilization.
These gaps highlight areas for improvement and future research to maximize
their effectiveness.

Digital Divide Gap: Many potential applicants, especially in rural or low-income

areas, lack access to reliable internet, digital devices, or the skills to navigate
online systems.

Impact: This limits the reach of online systems, excluding underserved

populations who might benefit most from scholarships.

Usability and User Experience Gap: Some systems lack user-friendly

interfaces, clear instructions, or mobile compatibility, which can discourage or
confuse users.
Impact: Poor design may lead to incomplete applications or reduced adoption
among users with limited technical proficiency.
Data Security and Privacy:
Gap: Inadequate measures to protect sensitive personal and financial information
can lead to data breaches or misuse of applicant data.
Impact: A lack of robust security protocols reduces trust in the system,
discouraging users from engaging fully.

2.2.4 Conceptual framework

Figure 1:conceptual frame work

CHAPTER 3: RESEARCH METHODOLOGY

3.0 Introduction
An Online Scholarship Management System (OSMS) streamlines the process of
managing scholarships, from application submissions to award distribution. This
system addresses challenges such as inefficiencies in manual processes, difficulty
in tracking applicants, and lack of transparency. The development of such a
system involves a systematic research methodology to ensure its design and
implementation meet the needs of stakeholders, including students,
administrators, and sponsors.

3.1 Research design

Use the information gathered to design the OSMS using methodologies like Agile
Development or Waterfall Model, depending on project complexity.

3.2 Population and selection of the sample

This section provides insight into the targeted population for the research study,
the Our main campus is located at Prester House in Kacyiru near Kigali Heights
and the Kigali Convention Centre, approximately 3kilometres from the Kigali City
Centre. The campus hosts about 6,000 students in three flexible sessions.

3.2.1 Population
According to UoK registration team status the focal population students of 6500
for this study comprises undergraduate and postgraduate students who are
currently enrolled at the University of Kigali (UoK) during the academic year 2024-
2025. This choice is rooted in the understanding that these students interact
extensively with the university's support services and administrative processes,
rendering them primary stakeholders in evaluating the efficacy of the online
scholarship site university system.

3.2.2 Sample Selection

The selection of the study's participants adheres to the subsequent criteria:
Enrollment Status: The study exclusively encompasses students who are
actively registered and pursuing their academic pursuits at UoK in the designated
academic year.
Academic Diversity: A diverse spectrum of participants is sought, encompassing
both undergraduate and postgraduate students across various academic
disciplines.
Voluntary Participation: Participation in the research study is strictly voluntary,
without any form of coercion or inducement.
Informed Consent: Participants are requested to provide informed consent,
signifying their comprehensive comprehension of the research's objectives,
procedures, and their voluntary involvement

3.2.3 Sampling Procedure

Sampling is a technique of selecting individual members or a subset of the
population to make statistical inferences from them and estimate characteristics
of the whole population. Different sampling methods are widely used by
researchers in market research so that they do not need to research the entire
population to collect actionable insights (Tumid, 2022). According to Yamane
(1967).
Calculate Sample Size
Use a formula or calculator to determine the sample size:

Where:
n: Sample size
N: Population size (65,00)
Z: Z-value (1.96 for 95% confidence)
p: Estimated proportion (0.5 for maximum variability)
e: Margin of error (e.g., 5% or 0.05)
Example:

For a 95% confidence level, 6000 populations and a 5% margin of error:

Result: Approximately 362 respondents are needed.

POPULATION SIZE SAMPLE SIZE

6000 People 362 people

3.2.5 Limitations
It is imperative to recognize certain inherent limitations that might exert influence
on the study's outcomes. These limitations comprise the potential for response
bias originating from self-reporting and the probable exclusion of students who
display limited engagement with digital platforms.

3.3 Tools for data collection / Instrumentation

For the Online Scholarship Management System, it is important to use various
tools and methods for effective data collection to gather relevant insights about
users (administration and students), system performance, and service quality.
These tools help in evaluating the system’s usability, user satisfaction,
functionality, and identifying areas of improvement.

3.4 Collection of data

The data for this study collected from students and staffs. The surveys and
interviews conducted with a sample of students who have been used the manual
OSMS. The observations and focus groups will be conducted with a smaller group
of students who have used the OSMS system extensively.

3.4.1 Surveys
Surveys are a great way to collect quantitative data from a large number of
people. You can use surveys to ask students about their satisfaction with the
manual scholarship system, how helpful it was in answering their questions, and
what features they would like to see added.
3.4.2 Interviews
Interviews are a great way to collect qualitative data from a smaller number of
people. You can use interviews to ask students more in-depth questions about
their experiences with the OSMS. After I met with different students and I asked
them about this system if it is important to them and what I can add into the
system.

3.4.3 Observations
Observations used to collect data about how students interact with the OSMS. I
observe students using the manual.

3.4.4 Focus groups

Focus groups are a great way to collect data from a small group of people and to
get their feedback on the online scholarship management system. i focused on
groups to ask students about their thoughts and feelings about the online
scholarship management system.

3.5 Presentation of data and Analysis of data

The presentation of data and its analysis are critical steps in evaluating the Online
Scholarship Management System. This process helps in drawing meaningful
conclusions from the collected data and identifying areas that require
improvement. The goal is to present findings clearly and effectively, enabling
stakeholders to make informed decisions for enhancing the platform’s features,
user experience, and overall functionality.

Data Presentation
Data presentation refers to how the collected data is organized, displayed, and
communicated. Effective presentation ensures that stakeholders can quickly
understand the findings and identify patterns or insights.

Tabular Format: Data from surveys, system logs, and transaction records can be
organized in tables for easy reference and comparison. For example, survey
responses could be displayed in a table with each question’s response breakdown.

Data Analysis
According to Mehta, Rajiv (2007) defined data analysis as a process of bringing
order, structure and meaning to the mass of information gathered. The findings
from the field will be sorted, coded by assigning themes to the study variables
and later entered into a computer using statistical software like SPSS to enable
analysis.
The researcher will use SPSS software in analyzing the data from field. This data
analysis will be used based on the testing different responses from different
respondents all those data help me as developer to find out what are the
requirements specifications that the system will use, what are the users, what is
the benefit of the new system according to the current system, and so forth. The
commentary will be also used to make the necessary analysis, representation and
interpretation of result based on percentages and frequencies of local
respondent’s views.

3.6 Validity and Reliability

In the context of an Online Scholarship Management System, ensuring that data
collection, system performance, and user feedback are both valid and reliable is
crucial for the success of the system. These two concepts, validity and reliability,
ensure that the system functions as intended and that the conclusions drawn from
the collected data are trustworthy and accurate.

Validity of the System

Validity refers to the accuracy and truthfulness of the data being collected, as well
as the effectiveness of the system in achieving its intended purpose. In the case
of an online scholarship management system, validity ensures that the system is
measuring what it is supposed to measure, and the feedback or data collected
reflects the true experiences and needs of users.

Content Validity:
Definition: Ensures that the system measures all relevant aspects of the task it is
designed to address.

Application: The online scholarship management system must include all

features that are essential for efficient task management (task booking, maid
profiling, payment processing, feedback, etc.) and ensure that these features
address the needs of both administration and students.

Construct Validity:
Definition: Ensures that the system’s features actually measure the concepts
they are intended to measure.

Application: For instance, if the system includes a “rating” feature, it must

accurately reflect the quality of service provided by the maid. Similarly, payment
processing features should truly reflect the payment transaction processes
without errors or delays.

3.7 Ethical Considerations

When developing and managing an Online Scholarship Management System,
several ethical considerations must be taken into account to ensure that the
system respects the rights, privacy, and well-being of all users both administration
and students. Addressing ethical issues ensures that the system operates
responsibly and fairly, fosters trust, and adheres to legal and social norms.

Privacy and Data Protection

User Privacy: The system should protect the personal information of all users
(administration and student). This includes safeguarding sensitive data such as
names, addresses, phone numbers, payment details, and personal preferences.

Informed Consent
Clear and Transparent Communication: The system must ensure that users (both
students and administration) are fully informed about the terms and conditions,
the data being collected, and how their information will be used.

Transparency in Operations
Clear Information about Services: Both students and administration should clearly
understand the services being offered, the terms of expectations from both sides.

Security and Safety of Users

Protection from Harassment and Abuse: The system should implement measures
to protect both administration and students from potential harassment, abuse, or
exploitation during their interactions.

CHAPTER 4: SYSTEM ANALYSIS, DESIGN AND

IMPLEMENTATION

4.1 Introduction
Scholarships play a crucial role in supporting students financially, enabling them
to access quality education without significant economic constraints. However,
the traditional methods of managing scholarships—relying on paper-based
processes or fragmented digital solutions—often lead to inefficiencies, delays, and
mismanagement. To address these challenges, an Online Scholarship
Management System (OSMS) provides a centralized, automated, and user-friendly
platform for handling scholarship applications, approvals, disbursements, and
tracking.
4.2 Data analysis and presentation

4.3 Interpretation of findings/results

Key metrics that indicate the system’s effectiveness, efficiency, and impact.
Below are some common aspects to analyze:
1. System Performance & Efficiency
- Processing Time: How quickly applications are reviewed and processed.
- User Engagement: Number of students, institutions, and administrators
actively using the system.
- System Downtime/Error Rate: Frequency of system failures or glitches.

2. User Satisfaction & Experience

- Feedback & Surveys: Ratings and comments from users about usability.

3.Scholarship Distribution & Impact

- Number of Applications vs. Approvals: Ratio of applicants to recipients.

4.4 Summary of Findings

The research findings highlight several challenges in traditional scholarship
management processes, emphasizing the need for an efficient, automated, and
user-friendly online system. Based on the study, the following key needs and
justifications for the proposed system have been identified:
1. Efficiency and Accessibility
- Traditional scholarship management is often manual, time-consuming, and
prone to errors.
- An online system ensures 24/7 accessibility for applicants, administrators, and
reviewers, reducing paperwork and delays.
2. Streamlined Application Process
- Applicants currently face difficulties in tracking application status and submitting
documents.
- The proposed system provides an easy-to-use portal for submitting and
managing applications, reducing redundancy.
4.5 Description of existing system/or Operations
A manual scholarship management system relies on traditional, paper-based,
or spreadsheet-based processes to handle applications, selections, and
disbursements. Below is a description of the existing system's operations:
1. Application Process
-Students collect application forms physically or download them.
-They manually fill out forms and attach required documents.
-Submission is done in person, via mail, or through email.
2. Verification & Eligibility Check
-Officials manually review applications against eligibility criteria.
-They check supporting documents such as transcripts, recommendation letters,
and income proof.
-Any missing or incorrect details require follow-ups via calls or emails.
3. Shortlisting & Selection
-Applications are manually sorted based on merit or need.
-A selection committee reviews and scores applications.
-Shortlisted candidates are notified via mail, phone, or email.
4.Interview (if applicable)
-Selected students may be called for an interview.
-Panel members manually record scores and comments.
5. Approval & Awarding
-Final approval is made by a board or sponsor.
-Scholarship recipients are informed through physical letters or emails.

4.6 Description of the new system/solutions

An Online Scholarship Management System (OSMS) is a digital platform designed

to streamline the scholarship application, evaluation, and award process. It
provides a centralized system for students, administrators, and funding
organizations to manage scholarships efficiently.

1. Student Portal

- Online registration and profile creation

- Scholarship search and eligibility check

- Application submission with document uploads
 - Real-time tracking of application status
- Automated reminders and notifications

2. Administrator Dashboard

- Centralized management of scholarship programs

- Review and verification of applications

- AI-based ranking and evaluation of candidates

- Communication tools for applicant updates

-confirm and rejection of qualified and unqualified candidates

4.6.1 Hardware Requirement:

Client Side:

RAM 512 MB

Hard disk 10 GB

Processor 1.0 GHz

Server side:

RAM 1 GB

Hard disk 20 GB

Processor 2.0 GHz

4.6.2 Software Requirement:

Client Side:

Web Browser Google Chrome or any compatible browser

Operating System Windows or any equivalent OS

Server Side:

Web Server APACHE

Server-side Language PHP5.6 or above version

Database Server MYSQL

Web Browser Google Chrome or any compatible browser

Operating System Windows or any equivalent OS

4.6.3 Functional and non-functional Requirements

4.6.3.1 Functional Requirements:

Online Scholarship Management System helps streamline the process of

scholarship application, evaluation, and disbursement. Below are the functional
requirements categorized by key modules:

1. User Management
- User registration and login (Applicants, Admin)
- Role-based access control
- Profile management (update personal and academic details)

2. Scholarship Management
- Create, edit, and manage scholarship programs
- Set eligibility criteria (age, academic qualifications, income level, etc.)
- Define application deadlines and required documents

3. Application Management
- Online scholarship application submission
- Document upload (transcripts, essays, recommendation letters)
- Save progress and resume later
- Automatic validation of eligibility criteria

4. Reports & Analytics

- Application statistics and trends
- Scholarship fund allocation reports
- Performance analysis of scholarship recipients
4.6.3.2 Non-Functional Requirements:

Security:
- Secure data storage and transmission (e.g., encryption of sensitive
information).
- Robust user authentication and authorization mechanisms.
Usability:
Intuitive user interfaces for maids, clients, and admins.
Responsive design for both web and mobile applications.
Scalability:
Ability to scale the system to accommodate a growing number of users and
data.
Support for adding new features and functionalities in the future.
Documentation:
Comprehensive documentation for users, administrators, and developers.
User manuals, system architecture documentation, and code documentation.
Cost:
Cost-effective development and maintenance strategies.
Optimization of resource utilisation to minimise operational costs.
Interoperability:
Integration capabilities with other systems or platforms if required.
API support for potential third-party integrations.

4.7 Illustration of New system/Solution:

To illustrate a new online scholarship management system, here’s an
example of its key features and flow:
1. User Dashboard:
-Students can create profiles, track available scholarships, submit
applications, and view their status (pending, awarded, etc.).

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- Administrators can view all student applications, manage scholarship
awards, set deadlines, and communicate directly with applicants.
2.Application Process:
- Students fill out an online form with their personal, academic, and financial
information.
- They upload documents (transcripts, recommendation letters, essays, etc.).
3.Communication Tools:
-Messaging System: Secure platform for communication between
students, administrators.
-Notifications: Automatic reminders for deadlines and other important
events.

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 4.7.1 Data Flow Diagram and processes (Context Diagram, DFD-
Level 1,2, etc)

Figure 2:Data flow diagram

4.7.2 Use Case and sequence Diagrams

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Figure 3:Use case diagram

4.7.3 Database Normalization

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 4.7.4 Data Dictionary

Figure 4:scholarship table

Figure 5:user table

Figure 6:STD table

4.7.5 Entity Relationship Diagram

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Figure 7:Entity relationship Diagram

4.7.6 Physical Data Model

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Figure 8:physical data diagram

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4.8 Architecture of the Front-End of the System

Figure 9:student resgistration form

Figure 10:admin dashboard

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Figure 11:student check results page

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Figure 12:student request scholarship form

4.9 Implementation and coding

5.9.1 Introduction
After all phase have been perfectly done, the system will be implemented to
the server and the system can be used.

5.9.2 Description of implementation Tools and technology

HTML
Hypertext Markup Language (HTML) is the standard markup language for
creating web pages and web applications. With Cascading Style Sheets (CSS)
and JavaScript, it forms a triad of cornerstone technologies for the World
Wide Web. Html version 3.2, 4.01, HTML, Html5.

PHP
Hypertext Preprocessor (or simply PHP) is a general-purpose programming
language originally designed for web development. It was originally created
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by Rasmus Lerdorf in 1994; the PHP reference implementation is now
produced by The PHP Group. Html version 3.2, 4.01, HTML, Html5.

MySQL
MySQL is an open-source relational database management system (RDBMS).

JAVASCRIPT
JavaScript, often abbreviated as JS, is a high-level, interpreted programming
language that conforms to the ECMAScript specification. JavaScript has curly-
bracket syntax, dynamic typing, prototype based object-orientation, and
first-class functions.

CSS
CSS is a language that describes a style of html documents. It is the
language for describing the presentation of Web pages, including colors,
layout, and fonts. It allows one to adapt the presentation to different types of
devices, such as large screens, small screens, or printers.CSS2, CSS3.

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5.9.3 Screen Shots and Source Codes

Figure 13:student Home page

Figure 14:Database connectivity codes

4.10 Testing

5.10.1 Introduction
Testing the online scholarship management system ensures that the
platform functions as expected and meets its requirements. This process
involves validating features such as user registration, application submission,
eligibility checks, database management, and communication channels (e.g.,
email notifications).

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 5.10.2 Objective of Testing
The objective of testing an Online Scholarship Management System is to
ensure that the system functions as intended, is secure, and provides a
seamless experience for all users, such as students, administrators, and
reviewers. The key objectives include:
-Functionality Testing: Ensuring all features, such as student registration,
application submission, document uploading, scholarship matching, and
notification systems, are working correctly.
-Usability Testing: Verifying that the system is user-friendly, easy to
navigate, and provides clear instructions for both students and
administrators.
-Performance Testing: Checking how the system performs under different
loads, ensuring it can handle a large number of users or applications
simultaneously.
-Security Testing: Ensuring that the system is secure from unauthorized
access, data breaches, and vulnerabilities, especially considering sensitive
student data.
5.10.3 Unit Testing outputs
Unit testing for an online scholarship management system can focus on
various aspects, including core functionality like user registration, application
submission, scholarship criteria validation, and notification systems. Here’s
an overview of possible unit test outputs:

1. User Registration
Test Case: Register a new user with valid input. Expected Output:

- User successfully created.

- Response code: 201 (Created).
- Confirmation email sent (if email service is integrated).
- Database updated with new user information.

2. Application Submission
Test Case: Submit scholarship application with valid data. Expected Output:
-Application successfully submitted.
-Application data saved to the database.
3. Scholarship Criteria Validation

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-Test Case: Check eligibility criteria with valid user data.
-Expected Output: User is eligible for the scholarship.
5.10.4 Validation Testing outputs
Validation testing in the context of an Online Scholarship Management
System (OSMS) refers to verifying that the system meets the business
requirements and works as expected from the user’s perspective. Here are
typical outputs you might expect from validation testing:
1. Functionality Testing Outputs:
-Scholarship Application: The system allows students to apply for
scholarships with the correct fields and validations for required information
(name, GPA, personal information, etc.).
-Eligibility Check: The system correctly evaluates and provides feedback
on the applicant’s eligibility based on predefined criteria (e.g., academic
performance, financial need).
5.10.5 Integration Testing Outputs
Integration testing for an Online Scholarship Management System (OSMS)
ensures that different modules work together as expected. Below are some
common integration testing outputs for such a system:
1. User Authentication & Authorization
✅ Login Successful: User is redirected to the appropriate dashboard.
❌ Login Failed: System returns an error message (e.g., “Invalid
credentials”).

2. Application Submission
✅ Application Form Loads Correctly: All required fields appear.
✅ File Upload Works: Users can upload required documents (PDF, JPG,
etc.).
❌ Validation Error: Missing required fields trigger appropriate messages.

3. Scholarship Review Process

✅ Reviewers Can Access Applications: Assigned reviewers can view
applications.

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 ❌ Unauthorized Access Blocked: Reviewers cannot access unassigned
applications.
✅ Status Update Works: Application moves from “Submitted” to “Under
Review.”

5.10.6 Functional and system testing Results

System testing ensures the system as a whole operates correctly, integrating
all components.
i. Performance Testing
-System should handle multiple users without slow downs.
-Handles 500+ concurrent users smoothly.
ii. Security Testing
- User data should be encrypted and protected.
- Encryption and access controls in place.
iii. Usability Testing
- Interface should be user-friendly and accessible.
- Easy navigation with clear instructions.
5.10.7 Acceptance Testing Report

CHAPTER 5: CONCLUSIONS AND RECOMMENDATIONS

5.0 Introduction
An Online Scholarship Management System (OSMS) is a digital platform
designed to streamline the scholarship application, review, and award
process. It provides an efficient, transparent, and user-friendly interface for
students, institutions, and funding organizations. By automating tasks such
as application tracking, eligibility verification, and fund disbursement, these
systems reduce administrative workload and improve accessibility to
scholarships.
5.1 Conclusion (s)
In conclusion, an Online Scholarship Management System plays a crucial role
in modernizing the scholarship process. It enhances efficiency, reduces
paperwork, and ensures a fair and transparent selection process. By
41
leveraging technology, educational institutions and funding bodies can reach
a wider audience, promote equal opportunities, and simplify financial aid
management. As digital transformation continues, these systems will
become even more advanced, making scholarship distribution more
accessible and effective.
5.2 Recommendations
Online scholarship management systems help streamline the process of
applying, reviewing, and awarding scholarships. Here are some
recommended systems based on different needs:
1. Comprehensive Scholarship Platforms
2. Open-Source & Customizable Systems
3. Budget-Friendly & Simple Options
4. AI-Powered & Automated Systems
5.3 Area(s) for further research
Online scholarship management systems are essential for streamlining the
application, evaluation, and award processes for scholarships. Here are some
key areas for further research:
1. Technological Enhancements
2. User Experience & Accessibility
3. Data Security & Privacy
4. Impact Assessment & Efficiency

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Appendices
Sample Screenshot (login page)

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Figure 15: student login form

45