ABSTRACT
Bursary
management system is a research work that will help build an effective
information management system for the bursary department. The designed software
will serve as a more reliable and effective means of paying school fees and
removing all forms of delay and stress that is involved in the manual system of
school fees processing. The implementation of the computer-based system was
carried out using Dreamweaver software. The result obtained from this
work was to design an efficient system that will help to enhance the payment
system of school fees without any inch so as to give room for accuracy and
transparency. In conclusion, the work met all the objectives intended. It is,
however, recommended for use by all tertiary institutions. The aim of this
study was to design and develop an agent-based distance learning management
system, namely the Cybernetics 1 (C1) to support accurate decision making,
resource allocation and operational control in an effective education
management information system.
CHAPTER ONE
INTRODUCTION
1.1.
BACKGROUND OF THE STUDY
As computers
continue to become cheaper, more flexible and easier to operate, their use in
accounting functions increases. The expansion in the use of computers for
accounting purposes will certainly continue.
Computer is an
important office machine which is very useful in accounting, auditing and
general management information system, computer system is complex, therefore,
for the user to have maximum benefits, it should properly planned and organized
in such a way, as to ensure efficient functioning of the various subsystems.
This can only be
ensured by following systematically all the stages or steps in computer
installation and review. Any attempt not to follow correctly these stages or
any mistake made in any of the stages will definitely affect the internal
controls of the computer systems.
Computers have a
wide range of capabilities and changes continue to be made as a result of new
technology. With the introduction of smaller computers, there is a greater
likelihood of weak internal controls. This will normally lead to greater
emphasis being placed on substantive testing of transactions and balances, and
on other procedures such as analytical review, rather than on compliance
testing. It is important, that the auditor, auditing in a computer environment,
is aware of the nature of computer system.
The auditor take
into account additional considerations relating to the techniques available to
him, the timing of his work, the form in which the accounting records are maintained,
the internal controls which exist, the availability of the data and the length
of time it is retained in readily usable form.
Auditors now
regularly have to consider accounting systems which are based to some extent on
a computer. In order to conclude whether accounting records produced by a
computer form a reliable basis for the preparation of financial statements, the
auditor must understand and be able to audit the system.
The purpose of
this is to highlight the main aspects of the system that the auditor should
consider and to identify particular problem areas.
Normal
principles of auditing still apply irrespective of the system of recording and
processing transactions.
The basic
objective is to form an opinion on the truth and fairness of the financial
statement but the methods by which the auditor obtains the evidence to enable
him to form his opinion, may vary somewhat from the methods employed when
auditing manual accounting systems.
Computer is fast
becoming a household name in recent time; especially in most developing
countries, owing to the fact that its application will advance the management
of any establishment as well as increase the rate of patronage of the
establishments. An example of such application of computer is in student accounting
system which is the focus of this project with particular reference to Abia
State Polytechnic, (ASPOLY) in Aba. This particular application of computer is
aimed at facilitating the procedure of students accounting system in ASPOLY.
1.2 Statement Of Problem
Inaccurate
student accounting data hampers the effective and efficient running of the
school, and produces unreliable financial reports, which might violate laws and
traditional accounting principle. Threat to students accounting data are,
errors and irregularities. Errors are accidental and irregularities are
intentional.
Due to the
rigorous and tedious nature of procedures involves in the computation of
student account data, using manual computation, the system is besieged with the
following problems:
i.
Mistakes in students name, amount payable by the
students, registration numbers and Etc
ii.
Data inconsistency and anomaly as a result of slow
updating.
iii.
The piles and stock of files to be computerized makes
the work drudgery.
iv.
Data redundancy caused by duplication of student’s
accounting records.
v.
Slow in processing students’ account, clearance.
vi.
Misplacement or mixing up of students’ files and
document. (Student account clearance files).
1.3 Objectives Of The Study
The study has
overriding objectives of identifying the computer as an electronic device
capable of facilitating accounting procedures in different higher institution
of learning. This study is directed towards a simple analytical treatment of
using computer to store, update and retrieve records of candidates as compared
to the manual system of keeping large number of files. A successful system
designed would go a long way in helping the bursary department of ASPOLY in
keeping students records and retrieval of such records. It also include the
maintenance and updating of students financial records when and if necessary.
Supplication of work would be eradicated as well as unnecessary blinders due to
too much work, thereby enhancing ultimate accuracy. Therefore, the main
objective of the study is to examine critically the difficulties faced by the
existing manual system and create a new computer based system capable of
tackling.
i.
To reduce
mistakes involve in students name, amount payable and registration number.
- To ensure
consistency in data updating.
- To make
work processing easier.
- To
alleviate the problem of data redundancy.
- To seed-up the work process student account,
clearance.
- To put an end, the issue of misplacement of files
and documents
1.4 Significance Of Study
This research
work is embarked to quicken the system of students accounting which is the
processes of giving eligible, accurate and reliable accounts of student in the
institution. After investigation of the existing system of students accounting,
it is observed that there is no discrete procedure or guidelines for updating,
sorting and retrieval of information to bursary department. For decision
making, it is considered that adopting this computer based system will make the
institution to meet up in technological innovation and gain the following;
i.
Freedom from carrying students’ records from one office
to another, since telecommunication network will transmit the data to the
needed units.
ii.
Duplication of work would be eliminated since paper
work will reduce to its minimum.
iii.
Adoption of this system will help to increase the
academic standard of this great institution.
iv.
High speed of operation and accuracy.
v.
Quick and easy reference through file search.
vi.
The risk of errors is reduced, thereby producing a more
reliable and accurate information to enhance student account decision-making.
vii. Easier to review student account record.
viii.It provides efficient storage
facilities to the student account department.
ix.
It ensures proper documentation of students account
records.
x.
Staffs are relieved of the tedious repetitive clerical
work.
xi.
Irregularities of under payment of fees is certified
etc.
xii. Generate
an on-line system that views and updates balances.
xiii.Improve data security by user’s
password or system passwords.
1.5 Scope/Limitation Of The Study
The scope of this study is limited to
the students Account Unit a division of
Bursary Department in Abia State Polytechnic Aba. It does not delve into other
units or department and sector of the school.
These studies basically concentrate on the design and
implementation of Automated Bursary Students Account. The researcher does not
encounter much limitations except time factor. In the null shell, sufficient
information was provided. God provided money to carryout the project. As for
the programming language used for this project, Visual Basic 6.0 and Ms-Access
Base. Much time was devoted in learning it. Still much has to be done to
professionally master. This language in the side of the students account auditors.
1.6 Definition Of Terms
Accounting System; A process of giving satisfactory record of
thing.
Audit: The independent examination of,
and expression on, the financial statements of organization by an appointed
auditor in pursuance of that appointment and in compliance with any relevant
statutory obligation.
Auditing: An examination of records or
financial accounts to check their accuracy, correction of accounts and verified
account.
Audit Software: Comprises computer
programs used by eh auditor to examine a student record account files
Audit Trial: Information including
journal, entry numbers, posting references, and document numbers, that is
included on the outputs of an accounting system. They allow an auditor to
identify the individual transactions that make up an account balance.
Auditing Around The Computer: Auditing
without testing the client’s EDP controls; this is acceptable if the auditor
has access to source documents and a detailed listing of output in a readable
form Software: A set of instructions that control the
computer.
Application Controls: Controls that
relate to a specific use of the EDP system such as the processing cash
receipts.
Auditors Computer Program Approach:
Auditing with computer whereby the auditor runs the program on a controlled
basis to verify the client’s data recorded in a machine language.
Computer; This is an electronic device
capable of processing data and bringing out the output as solution to human
problem at a fantastic speed.
Computer System: An accounting that uses
only computer resources when processing transactions.
Computer-Based System: This is the system whereby the activity of
data that involves to bring out meaningful information is being taken care of
by the computer. It is an accounting system which uses both human and computer
resources when processing transactions.
Effective; Producing the desired result
that is wanted or intended Data: Raw information.
Efficiency: Producing the result
desired with minimum, cost.
File; Group of related records treated as
a unit.
Financial Year; Means the period
0f twelve calendar months commencing on
the first day of September of any year and ending on the thirty first day of
August following.
Cobit: “Control objectives for
information and related technology”. To define an applicable control
methodology.
Conversion: Means changing from manual
system to a computer – based system. Or moving or migrating from one computer
implementation of the system to another
Internal Controls: The features of an
accounting system that prevent or detect errors and fraud. They help it to
produce accurate information Manual
System: An accounting system that uses only human resources when processing
transactions.
Operating System; This is an executive
program that governors or coordinates the activities and operation of various
components of the computer. They are the interface between the user and the
computer system.. They are system manager.
Posting: The process of transferring
information recorded in a journal to a ledger.
Risk; Are potential or real
circumstances, which might cause loss of value to the organization’s assets.
Student means a person registered as a
student of the polytechnic during a current academic session and who is
undergoing a course of studies for a diploma or a certificate 0r for any other
qualification or distinction as may approved by the board as qualifying a
person undergoing it for the status of a student.
Transaction: The monetary record of an
economic event affecting an organization.
Trial Balance: A summary of all
accounts in a general ledger and the balances in those accounts.
Auditing: An examination of records or
financial accounts to check their accuracy, correction of accounts and verified
account.
.Risk: Are potential or real
circumstances, which might cause loss of value to the organization’s assets.
Substantive
Tests Of Transactions: Audit procedures testing for monetary errors and
irregularities to determine audit objectives.
Software: A set of instructions that
control the computer
Student: A person registered into the
polytechnic during a current academic session and who is undergoing a course of
studies for a diploma or certificate or for any other qualification or
distinction as may approved by the board as qualifying a person undergoing it for
the statue of a student.
Transaction: the monetary record of an
economic event affecting an organization.
Trial Balance: A summary of all
accounts in a general ledger and the balance in those accounts.
Tests Of Controls: Audit procedures to
test the effectiveness of control policies and procedures in support of a
reduced assessed control risk.
Time Slice: This is the time operating
system has allocated for the job of each user to be processed during
multiprogramming.
Multiprogramming: This is a facility in
which so many program from different user are resident in the CPU (Central
Processing Unit) for processing and each user having the illusion that he/her
alone is making as of the computer.