Digital clearance system for graduating students in Makerere University

Abstract

Our project aimed at designing a digital clearance system for Makerere University. The major objectives in our project were; to examine how final year students clear in Makerere University, identifying challenges in the existing graduating clearing system, identifying the requirements for designing a digital clearance system for graduating students and designing a digital clearance system for graduating students of Makerere University. Research design was both quantitative and qualitative in nature. Data was collected through the use of questionnaires and interview guides for students and staff respectively. We also used the observation guide to analyze the situations within the clearing offices to observe issues like user and staff behavior at the clearance desk. 100% of the respondents stated that Makerere University uses a manual system to clear graduating students. All respondents indicated that to have a successful clearance at Makerere University, a student is required to present a clearance form, valid University ID, bio data form, payment slip, admission form and uploading your project report in the institutional repository. Makerere University is faced with a lot of challenges which includes; time consuming due to long lines, difficulty in tracking books, congestion at the clearance desk especially when lines are long, limited staff, straining to students with disabilities, costly due to transport costs and difficulty in retrieving students files. Therefore, the major aim of this project is to develop a digital clearance system of graduating students for Makerere University which was achieved by collecting data about how clearance is done using the interviews, questionnaires and observation guides. The requirements of the system where identified and the system was designed using data modeling tools such as DFD, ERD and flow charts which was implemented using PHP, HTML, MYSQL and developed using XAMPP software.