ABSTRACT
This project
work addresses and harness the design and implementation of Industrial Training
(I.T.) Office Information System for an effective information management system
for I.T students, to develop an automated student records system where the
logbook will be fill and submitted online to the virtual office. The platform
will assist the students to make an online transaction from any part of the
country in a reliable, secured and efficient manner.
CHAPTER
ONE
INTRODUCTION
1.0
INTRODUCTION
Computer use has become more widespread during
the past decade than ever before. Almost everyone who works in business
offices, manufacturing, facilities, educational institution, and government
agencies has a computer on their desk, near their work site or in their car.
Furthermore, people interact with computer much differently than they did
several decades ago. It is on this motive of computer application learning a
footprint and advancing the management of any establishment as well as increase
the rate of patronage of the establishments and a typical sample of such
application system which is the base of this project with particular reference
to industrial training fund (ITF) in Aba.
This
particular computer application is aimed at obliging and facilitating the
procedure of student’s information system in ITF. Computer is an important
office machine which is very useful in accounting, auditing and general
management of information system. Computer is complex; therefore for the user
to have maximum benefits, it should be properly planned and organized in the
manner to ensure efficient functioning system of the various sub system. As
computer continue to become cheaper, more flexible and easier to operate, their
uses in accounting information increases. The expansion in the use of computer
for information purposes will certainly continue. This can only be ensured by
following systematically all the stages or any mistake made in the internal
controls of the computer owing to the facts of the wide range of
compatibilities and changes continue as a result of new technology; with the
introduction of smaller computer, there is a greater likelihood of weak
internal controls. This will normally lead to greater emphasis being place on
substantive testing of translation and balances on other procedures such as
analytical review, rather than on compliance testing. It is important that the
information analyst in computer environment is aware of the nature of the
computer system.
The
analyst takes into account additional consideration 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, and the availability
of the data and length of time it retained in a readily usable form.
Auditors
now simultaneously have to consider accounting information systems which are
based to some extent on a computer. In order to determine whether information
records produced by computer are from a reliable basis for the preparation of
financial statements, the auditor must understand and be able to audit the
system.
The
objective of this is to highlight the main aspects of the system that the
auditor should consider and to identify a particular problem area, normal
principles of auditing still apply irrespective of the system of recording and
processing transactions.
The
basic aim is to form an opinion on the truth and fairness of the financial
statement but the methods which gain the evidence to enable it form. Its
opinion may vary somehow from the methods used in auditing manual information
system.
1.1
BACKGROUND OF THE STUDY
Industrial
training fund (ITF) was established in 1971, the industrial training fund has
operated consistently and painstakingly within the context of its enabling
laws, Decree 47 of 1971 as amended in the 2011 ITF Act.
The
objective of which the fund was established has been pursued vigorously and
efficaciously. In the four decades of its existence, the ITF has not only
raised training consciousness in the economy but has also helped in generating
a corps of skilled indigenous manpower which has been mining and managing
various sector of the national economy
Over
the years pursuant to its statutory responsibility, the ITF has expanded its
structures, developed training programs, reviewed of its strategies, operations
and services in order to meet the expanding and changing demands for skilled
manpower in the economy, beginning as parastatal ‘B’ in 1971, headed by a
director general as the chief executive under the aegis of the ministry of
industry. As a result, challenges brought about the implementation of the
amended Act, the industrial training fund has announced a new organization
structure. The new structure which has 10 departments and 4 units replaces the
structure of 6 departments and 4 units that was in place since 2006.
Director
of human resources management department announced these changes in the paper
entitled “the new organizational structure of the ITF in perspective” at the
center for excellence during the 2012 and the year review meeting. Sir Ari
listed the 10 new department and 4 units as follows: human resources management
department, finance and accounts department, field services department and
business training development department. Other departments include technical
and vocational skill department and corporate planning department.
The
4 units are: internal audit unit, legal and council affairs unit, public
affairs unit, servicom and anti-corruption unit. The new organizational
structure comprises of other various division and subunits. A governing council
of fourteen members drawn from the public and private sector will be appointed
by federal government to manage the fund. It is to reflect the co-operative
spirit of the enterprises.
In
addition as part of its responsibilities, the ITF provides direct training,
vocational and apprentice training, research and consultancy services,
reimbursement of up to 60% levy paid by employers of labor registered with it
and administer the study of industrial work experience scheme (SIWES) it also
provides human resource department information and training technology delivery
effort.
The
main thrust of ITF programmers’ and services is to stimulate human performance,
improve productivity and induce value- added production in industry and
commerce. Through its SIWES, Vocational and apprentice training programmes’,
the fund also builds capacity for graduates and youth self empowerment in the
context of small scale industrialization in the economy.
The ITF organizational
structure includes:
·
The 14 member governing council
·
The directorate (i.e. office of the
director general and chief executive).
·
10 headquarters department each headed
by directors
·
4 units attached to the director general
office, each headed by deputy directors.
The 4 training centers
are:
·
Three (3) skills training center
·
A center of excellence
·
Thirty seven (37) area office
(nationwide)
Mission statement of
the ITF
To
set and regulate training standards and offer direct training intervention in
industrial and commercial skills training and development using corps of highly
competent, professional staff, modern techniques and technology to reduce
inaccurate information in the student accounting database.
1.2
STATEMENT OF PROBLEM
The
information system management in Nigerian business sector, co-operate bodies
and even the financial firms have encountered inaccurate accounting information
or record over the decades due to fatigue and massive increase in number of
customers rendering services to. Due to the vigorous and tedious nature
procedures involve in the computation of student account data, inaccurate and
insecurity have been a threat. Student information data management impedes the
effective and efficient running of the organization and hence affects the
submission of logbook and payment of fund from ITF and produces unreliable
financial reports and its material violates laws and traditional information
principle. Threats to student’s information system management are errors and
irregularities; errors are accidental and irregularities not intentional. The
inability to give a profitable account to student’s data which emanate as a
result of the harsh and tedious nature of procedures encountered during
computation of student data via manual computation, the system encompasses of
the following constraints.
·
Misspelled of students name, date of
submission of logbook, amount payable to the student’s, registration numbers.
·
Data redundancy caused by duplication of
student’s information.
·
The pile and stock of files to be
computerized makes the work drudgery.
·
Data inconsistency and abnormally as a
result of slow updating.
·
Slow in processing students account
clearance.
·
Misplacement or mixing up of students
file and document
1.3
OBJECTIVES OF THE STUDY
The
study has necessitated the objectives of identifying the computer as an
electronic device capable of facilitating information as data in different
dimension of higher institution of learning, although computers work in a
diversified ways in this modern evolution, this study centers directly on a
simple analytical treatment of using computer to store, update and retrieve
information records of candidates as compared to the manual system of keeping
large number of files in the ITF office and in the student industrial liaison
offices.
A
successful system design could go a long way in helping the information and
communication department of ITF in keeping students record and retrieval of
such records and as well create an avenue for student to interact, comment or
send information directly to the information department online. It also
comprises of the maintenance and updating of student financial records,
screening after training exercise or scheme when and if necessary.
Supplication
of work would be eradicated as unnecessary blunders due to much work, thereby
enhancing ultimate, efficiency and accuracy. However, the major objective of
the study is to examine critically the difficulties faced by the existing
manual system and create a new computer information database system capable of
tackling the following:
All
transaction processed and posted online.
·
To traced total transaction through
vital stages if subsequent processing.
·
To ensure data balances and student
comply with the organizational requirement and disbursing the funds to the
students online.
·
To process data more efficiently and
accurately
·
To reduce and ease the stress of many
workers. Store and retain information in the database for long time.
·
Correct mistakes easily using computer.
·
To give good output.
1.4 SIGNIFICANCE OF THE STUDY
This
research position the reader to have a better understanding of the positive
steps or measures that have been embarked upon to quicken the system
information management of student accounting process which is the processes of giving
eligible, accurate and reliable accounts of student in the institution and in
the industrial training fund (ITF), Aba.
After
investigation of the existing system of students accounting and payment system
will be made online, it is observed that there is no discrete procedure or
guidelines for updating, sorting and retrieval of information to information
and communication department made ever. For decision making, it is considered
that adopting this computer based system will make institution to meet up in
technological innovation and achieve the following
·
Freedom from carrying students’
financial record, and industrial records from one office to another, hence
telecommunication network will transmit the data to the target units.
·
Duplication of work would be eliminated
since paper will reduce to its minimum.
·
High speed of operation and accuracy and
online transaction / payment.
·
Quick and easy reference through file
search.
·
Produce more reliable and accurate
information to enhance student account decision making thereby eradicate
errors.
·
It provides efficient storage facilities
to the student placement report.
·
Easy reviewing of student industrial
placement reports.
·
Ensure proper documentation of student
I.T placement and its activities.
·
Relieved staff from tedious repetitive
clerical work.
·
Irregularities of under payment of fees
are certified.
·
Generate an online system that view and
operates information.
·
Encourage and promote security measures
by user password or system password.
1.5
SCOPE / LIMITATION OF
THE STUDY
The
scope of this work centers on information system management, a division of
information and communication department in industrial training fund, Aba. This
research work does not deliver into other units or sector of the organization.
These studies basically concentrate on the design and implementation of
industrial training (I.T) office information system.
Time constraint:
The time at which this piece of work was stipulated to be carried out was
limited. The limited and key short-time scheduled was a proponent to the
research with much pressure and agitation to ensure that the research work is
completed at the stipulated time required by the academic body.
Information constraint:
The
problem of information restricted arising from the library attendant as an
order given to them at the e-library, they restricted the researcher from the
use of systems in the library for sorting of information. Nevertheless, it is
conspicuously evident to note that the researcher made several effort see the
success of the research work in the most efficient and effective manner. In the
same measure, the researcher ensures that the purpose of this researcher should
be valid, profitable and practical at all time.
1.6 DEFINITION OF TECHNICAL TERMS
ABSTRACT:
A brief summary of an article or a book that includes bibliographic information
such as author, title source, subject headings or descriptors, etc.
I.T:
This is an acronym for industrial training. It is a kind of training to go for
at various companies and organizations for practical experience.
I.T.F:
This is an acronym for industrial training fund. It is a grade ‘A’ parastatal
operating under the aegis of the Federal ministry of industry, trade and
investment, etc that organized the Industrial Training (I.T) programmes.
LOGBOOK: A
document that records official details about an I.T student.
CABINET:
A pieces of furniture with doors, drawers and/ or shelves that is used for
storing or showing things.
PORTAL:
A unifies access to all student information and applications through a secure
intranet.
OFFICE:
A room or building used for a particular purpose, especially to provide
information or service.
LEDGER:
A book in which a bank, a business, etc records the money it has collected or
paid.
DATABASE:
A computerized library in which individual’s records can be retrieved.
SYSTEMS:
A set of interacting or interdependent components forming an integrated whole.
AUTOMATION:
The use of machine or computer to do work that was previously done by people.
DATA PROCESSING:
The collection and manipulation of items of data to produce meaningful
information.
INFORMATION SYSTEM: A
system composed of people and computers that processes or interprets
information.
DATA:
These are raw or unorganized facts.
INFORMATION:
Processed data that has meaning in some context for it receiver.
1.7 CONTRIBUTION TO ICT BODY OF
KNOWLEDGE
This
research work will provide better awareness, understanding and importance of
application of ICT in Industrial Training Fund (ITF) Office Information System.
The research will help ITF managers to appreciate the usefulness of ICT in
their daily operations, for effective management and control of a large number
of operations, which requires enormous human resources which are prone to error
and fraud, but these can be achieved with the use of computer system. Computer
systems are used in a variety of ways in the modern ITF operations, for
effective management, operation control, and providing unlimited access to
distance I.T students which in turns aids in maintaining accurate and error
free records and services. This research will impact good understanding to
achieve all these benefit.