DESIGN AND IMPLEMENT A COMPUTER BASED ACCOUNTING SYSTEM.

 

 

ABSTRACT

          The application of computer in various disciplines has removed a lot of the problems encountered in the use of manual system in the various fields.
In recent years, First Bank, has been using the manual system recording customers credit account records which has brought about some set backs in achieving the goals of the new system.
In this project, I have analyzed the manual system and have identified some of its problems and limitations.  These problems seem to hinder the realization of the goals of the existing system.
With respect to this, I have designed a Computerized Accounting System to help in minimizing some of the problems inherent in the manual system.
The new system reduces errors, operational difficulties and so on, thereby increasing public services and competitive effectiveness and profitability.
ORGANIZATION OF WORK

This work is organized into seven chapters

CHAPTER ONE:         This highlights the aims and objectives of the study, its nature, its limitation and delimitation and the importance derived from doing the work.
CHAPTER TWO:        This deals with the available literature as it is related to the project in question.
CHAPTER THREE:    Describes and analyses the existing system, state the mode of operation and identifies the problems facing it and a solution to the inherent problems.
CHAPTER FOUR:       Design of the new system, taken into consideration the old system and also the new items or structure that is needed to enhance the new system.
CHAPTER FIVE:        Describes the programming phase and its objectives, what the new system must input so that it can undertake the implementation of the designated tasks.
CHAPTER SIX:           Describes the overall achievement of the payment and accounting system and other things that has to be implemented in enhancing the growth of the Bank.
CHAPTER SEVEN:    This deals with the recommendations for the running of newly implemented system and conclusion of the work.
CHAPTER ONE

1.0     INTRODUCTION
          In the twentieth century, the banking world has seen a continuing progress toward fully computerized operations.  At the start of the century there were few mechanical aids with all ledgers, passbook and account statements being written by hand.  By the 1970s the banks and graduated to mechanical accounting combined with an increased in business, this trend toward mechanization was a continuous process, the staffing and expansion difficulties were tackled more forcibly in the 1950s with assistance from electronic data processing techniques.  It was in this period that banks ordered their first computers.
The early installations were of a batch processing nature for data that had to be sent for processing at the computer center and reports produced.  Throughout the 1960s more of the clerical work was computerized and eventually by the end of 1960s all accounts were computerized.
In the middle of 1960s the utilization of branch terminal equipment linked directly to computer center was becoming a feasible proposition.  This culminated in the early 1970s with the introduction of a sophisticated computer-based accounting system in current Account Department.
This project aim is to produce an indigenous software package, which will be used to improve the efficiency of the current Account System for Standard Trust Bank, Enugu.  Although banks have developed packages however because of the following reasons they have failed to meet the need of the Banking Industry efficiently. Firstly, guidelines and polices for Standard Trust Bank are controlled by Central Banks, of which the revises annually there by resulting in unsteady policies as a result, there is no standard whatsoever set for the Banking Industry thus policies are flexible.
Standard Trust Bank, just as most other banks uses packages without modification hence the result is not what they desire.  The modification of these packages to suit the case study as expected will cost expenditure to be wasted.
Efficiency in the banks has always been the foundation underlining the effectiveness of banks operation.  Quick and accurate settlement of customer’s withdrawals, fast depositing system and procedures and the over acknowledge information process with which customers usually regard are also problems which computer-based accounting processes wishes to address by the introduction of software packages.
This package will enable Standard Trust Bank to obtain the efficiency in their account transaction hence draw more customers and more money.  It is menu driver and features top-down and structured programming techniques.
The computer – based accounting system mode of operation provides an instantaneous transaction and processing of data, which gives immediate availability of result for decision-making.  It will improved the efficiency of banks by:

1. Customer’s henceforth spending much less time in collecting their money.
2. There are scarcely any errors because computer handles almost all operations.  If there is any mistake, the computer can always easily pick it.
3. Banks fraud diminishes drastically.
4. There is customer’s satisfaction and Bank recorded substantial increase in their profits.

1.1     STATEMENT OF PROBLEM
          There are many methods that are being used in the current Accounting System.  Unfortunately, these methods are not always real in practice, to the day society.  Even when they are real, they are not as efficient as expected.  Some of the problem encountered by the STB are:
1.       Lack of computer for storage, there is tendency of the STB to loose customer’s file which will bring distrust to them;
2.       Due to lack of computer for accessing the file, there is tendency for them to be slow in retrieval of customer’s file, and updating of files.
3.       Customers spend much more time due to the delay of the bank.
4.       Once there is no computer for calculation, there is tendency for inaccurate calculation.  However, by the end provide a suitable solution to these pressing problems of current computer-based Accounting System.

DESIGN AND IMPLEMENTATION OF WEB BASED GUEST BOOK FOR A BUSINESS ORGANISATION

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ABSTRACT

The aim of this project is to develop a document management system that is able to deliver access to anyone authorized anytime, anyplace on any device. The system developed makes use of rich internet technology to replace desktop application with rich internet application. The system shares the advantage of both web application and desktop application, and removes the most disadvantages of both. The problems solved in this system includes

Absence of support

No support for a document type simply means no access to the content of the document.

Complexity of various software packages

Different document type use different software package which work in the way differ dramatically, Which significantly reduce the usability.

Security

Virus and Spy ware hidden in the document

 

Maintenance

The longer the lifetime of software, more bugs will be exposed. Update and configuration on each

client can be a headache.

At the end of the project, a web based document management system is developed. The built-in

document type supports are Microsoft Word, PDF, and Postscript. This system enable user to

manage document within the web browser and without any support installed. In other word, the

only requirements are an internet connection and a web browser. This paper proposes a mechanism called Personal Digital Library (PDL) for network based personal computers. PDL provides a new Web service paradigm. The Memex (“memory extender”) device proposed by Vannevar Bush aimed at solving the problems of “locating relevant information in published records and recording how that information is intellectually connected”. Proposed as a new information infrastructure based on the Web and personal computers, PDL is a Memex-like entity enhanced with the ability to connect and interact with each other. Information like bookmarks in a PDL can be made shareable with other PDLs. A web-based memex is formed by linking PDLs together. Bookmarks are organised with other shareable information, rather than placed into a separate file. External PDLs can serve as memex to overcome storage limitation in the local computer and avoid information duplication. PDL integrates current Web and file services such as browsing, retrieving, publishing, organising and searching information. PDL applies the bookshelf metaphor for users to organise their books and personal folders. PDL also provides intelligent support during navigation. For instance, users can know which books in the PDL related to a particular topic are frequently visited. PDL also has efficient notification and subscription mechanisms for its bookmarks. PDL proposes a new type of collaboration, users can know the “traces” left by another visitor. This paper gives the details on PDL design and prototyping.

In contrast, Johnson found that adults with a clear task are more tolerant of retrieval delays than casual browsers (as cited in Johnson, 1998). Johnson and Kavanagh, however, cast some doubt on this finding when they noticed generally negative attitudes toward a lengthy download time in children, even in children deemed task-oriented (as cited in Johnson, 1998). Johnson (1998) defended his earlier findings by suggesting the possibility of a difference in adult and children’s attitude toward retrieval delays. But he admitted that with so little research available in this area, it is dangerous to generalize beyond the experimental conditions of the investigations.

 

TABLE OF CONTENTS

CHAPTER ONE

1.0            Introduction

1.1     statement of problem

1.2            Objectives of the study

1.3             Scope of study

1.4            Significance

1.5            Assumption

1.6            Definition of terms

CHAPTER TWO

2.0            Literature Review

CHAPTER THREE

3.0     System Analysis and Design

3.1            General Overview of the system

3.1.1    Organ gram

3.1.2    Information Flow Diagram

3.2            Methodology

3.2.1    Fact finding method used

CHAPTER FOUR

4.0            Design and System Implication

4.1     Design Standard

4.2            Output specification and design

4.3            Input

4.4            File design

4.5            Procedure chart

4.6            System flowchart

4.7            Implementation

4.8            Program flowchart

4.9            System requirements

4.9.1    Software Requirements

4.9.2    Hardware Requirements

4.9.3    Operational

4.9.4    Personnel

4.9.5    Environment

4.10       Testing

4.11       Cutover Process

4.12       Documentation

CHAPTER FIVE

5.0            Summary, Recommendation and Conclusion

5.1     Summary

5.2     Recommendation

5.3     Conclusion

References or Bibliography

Appendix

CHAPTER ONE

1.0     INTRODUCTION

As early as 1945, Vannevar Bush proposed a personal information machine called Memex (memory extender) [1]. Memex later became an influential idea and by the 1980s it was hailed as the inspiration for hypertext and new ways to organise and retrieve information. To deal with the explosion of scientific information, Bush’s proposal for Memex focused on the problems of “locating relevant information in the published record and recording how that information was intellectually connected” [1]. Memex was never built. The expansion of information will be more serious as the Internet grows. Researchers have to consider the problems of “locating relevant published records in the published machines and recording how those records are intellectually connected”. Today’s personal computer has a huge storage and surprising speed, so it is available for use as a published machine, i.e. a server. In the near future, all computers will be network-based and server-based. This means that people can publish information and 1 Department of Electrical & Computer Engineering, National University of Singapore, 10 Kent Ridge Crescent, Singapore 119260 Fax: (65)779 1103 email:eleguans@nus.edu.sg 2 School of Computer Science and Computer Engineering,

La Trobe University, Vic. 3083, Australia  allow other people to use their information resources. They can also visit any computer around the world, use the information resources inside and carry out online discussion. This paper proposes a new service paradigm for a network-based personal computer to publish, browse, search, retrieve, and organise information on the Web. To avoid duplications with file systems, this mechanism organises information collections including application programs, but adds new features to meet the needs arising from the integration with the Internet. Information in a machine can be made shareable with other machines, and other machines could be part of a machine’s “memory extender”. This proposed mechanism is called a Personal Digital Library (PDL). PDL will realise the selections of books, PDLs and related persons through intellectual associations. As a server, PDL can store information for easy retrieval and search, and provide intelligent support for users to browse and find information. As a client, PDL can concurrently retrieve information from different PDLs (servers), and find a related person to communicate with during browsing. Other PDLs can serve as memory extensions to overcome storage limitation in the local computer and avoid information duplication on the Web. PDL can be applied across platforms such as Macintosh, PC and Unix for personal use. PDL has potential uses in many areas such as personal use, education, commerce, finance and entertainment. Personal users can employ PDL with an Internet connection to manipulate their distributed information from anywhere around the world. They can also apply PDL to Internet shopping and real digital libraries. This paper introduces PDL design and prototyping. The prototype implemented shows that the PDL concept is feasible. Although PDL is designed to manage personal information collections in a network-based personal computer, it will be fruitful that if the ideas in this paper can stimulate further development in Digital Library research.

RELATED WORK

Memex

Bush described Memex as “a mechanised private file and library” and as “a device in which an individual stores his books, records, and communications, and which is mechanised so that it may be consulted with exceeding speed and flexibility”. Memex would store information on microfilms, which would be kept on a user’s desk. Memex would have a scanner to enable the user to input new material. Bush emphasised in his paper, Memex Revisited [2], that the mechanisation of “selection by association” would bring about a successful personal machine that would allow a

human being to “think creatively, unencumbered by unworthy tasks,” and that allow people to face an increasingly complex existence with hope”. The proposed PDL is a network-based Memex, based on a personal computer. Information including bookmarks in a PDL can be made shareable with other PDLs. A Web-based “memory extender” is formed by linking PDLs together. Another feature of PDL is to allow people to locate resources quickly through intelligent associations.

Digital Library

PDL has similar goals as most digital libraries (DLs). In terms of service and resource provision in a DL, a number of service levels should be considered [3]: services or resources provided, resource provision, self-assisted services, interactive services, videoon- demand services [10], and knowledge-based services. PDL focuses on self-assisted services and resource sharing. However, there are reasons that PDL is distinct from most DLs. First, it is fully self-assisted because any PDL uses the same way to organise its collections, and has the same user interface, therefore, users do not need to be assisted. Second, as to interactive services, a PDL user might discuss

the use of a particular book or PDL with other users or PDL owners. Third, PDL has knowledge-based services. Examples include regularly checking changes of the favourite books and then automatically informing the owner; providing access details of each book; and automatically forwarding a query to other PDLs. The following introduces two DL research projects, funded under the NSF/NASA/ARPA Digital Libraries Initiative [4].

 

1.1            STATEMENT OF THE PROBLEM

How can the focus on interface design using scenario-based design techniques augment the formative evaluation process?

 

1.2            OBJECTIVE OF STUDY

1.3            General Objective

To design an ICT framework that can address web based guest book dimensions.

 

The main objective of this study is to augment the formative evaluation process of instructional design through the incorporation of scenario-based design tools and strategies that focus on interface design. This process will be another tool for instructional designers to incorporate into existing design models. By adding scenario-based design tools to existing design models, it is

believed that a significantly better product will be produced.

 

1.4 SPECIFIC OBJECTIVES

1. To identify information needs of the rural communities in regard to web based guest book that can be met by use of ICTs.

2. To assess if the current communication media meet information needs of the rural communities in regard to web based guest book.

3. To establish and recommend appropriate ICTs that can enhance web based guest book..

4. To design an ICT framework to address Web based dimensions.

5. To validate the designed ICT framework..

 

DESIGN AND IMPLEMENTATION OF AN ONLINE STUDENT ADMISSION SYSTEM (A CASE  STUDY OF FEDERAL COLLEGE OF EDUCATION, EHA AMUFU, ENUGU STATE) .

ABSTRACT

          The difficulties students and staff of admission office usually face in any higher institution, made us to realize that computer assisted admission system is the best in processing students records in federal college of Education, Eha-Amufu Enugu. This will save our school the embarrassment caused by students complaints at the end of working day.

Our basic objective of designing and implementing an online students admission system is the development of data base computer program that will enable the Registrar and admission officers to efficiently, accurately and effectively process and coordinate the various students activities in the institution without much differences with little time.

In view of this, admission officers must prepare for successful working relationship with an online information processing and in addition, get their members of staff familiarized with the system for easy and effortless exercise that produce reliable output. (result)

This project describes how much a students admission system is developed and how in particular it can be effectively used for the day to day running of the set-up.

For the purpose of this research we shall use data base programming language version IV. This is because Dbase IV handles a large volume of data. It is database management package which is good for students record keeping activities.

CHAPTER ONE

INTRODUCTION

1.1     BACKGROUND OF THE STUDY

          The background of the study is Federal College of Education Eha – Amufu. Here is the brief history about the college.

On February 21, 1981, the then Governor of former Anambra state, Chief Jim Ifeayichukw Nwobodo, announced the first provost and Registrar of the institution. On 23^rd December 1982, the Anambra state House of Assembly enacted a law retroactively establishing the college. The law cited as the “Anambra state of Nigeria law No. 28 of 1982” came into force on the 21^st February 1981

The aim of the college as set out in the law establishing it include

1. To  organized, improve and develop courses of science and training carious categories of teachers.
2. To promote research and advancement of science and learning.
3. To serve as a center for educational research especially as applied to local conditions.
4. To organize, improve and extend education of standard higher than secondary school level.
5. To encourage all classes and communities without any distribution to pursue liberal course of education. After the announcement of the establishment of the college of education, Eha-Amufu by the Governor with effect from 21^st February 1981 a temporary office with skeletal staff was opened at an office around the then Anambra Television (ATV) independence layout Enugu.

On 7^th August, 1981 the then Anambra state commissioner for Education and the then permanent secretary to the ministry took the newly appointed provost and Registrar to the present site of the college at Eha-Amufu, about 64km northeast of Enugu. The Enugu state capital. The site was formerly occupied by the federal government owned teacher training college (TTC) Eha-Amufu.

When the federal Government handed over the facilities of the college to the Anambra state Government, it decided to use the facilities to establish and run the college of Education, Eha-Amufu. This site of the defunct TTC, Eha-Amufu, has remained the permanent site of the college of Education, Eha-Amufu. On 1994, it was handed over to Federal Government again and became federal college of education Eha-Amufu under the Governance of the ten Executive Governor of Enugu state, Dr. Okwesilieze Nwodo. The ultimate goal of any establishment is effectiveness. This is achieved only when there is/are proper coordination of activities between the various units of the comprises the system. This coordination is even more important in institution of higher learning especially at the student’s admission, where the desired end is to bring in students who will at the end of the day acquire knowledge that will help the entire society. Ineffectiveness of admission system could diminish its ability to relieve student’s tension, frustration and worse still produce lethal consequences. Any measure therefore that can improve the needed response of any institution and its general efficiency is most welcome.An online students admission system enables the staff in charge to get the students record faster, therefore saving process precious time in students management.

In an online institution’s admission system, the electronic machine quickly retrieves any available information regarding to any student and display its within a short period of time.

Any adhoc enquiry concerning a student indebtedness to the school is responded to promptly computer could more accurately do staff duty roster.

Coding the particulars of the staff into the computer does this and after, it can be saved and will be available for retrieval at anytime. And because the documents are already in the main memory, it can also called up and printed and information about each staff is contained and can be accessible to determined how many hours in a week each works and when next he/she should be on seat. Thus reducing administrative workload on the staff.

1.2     STATEMENT OF THE PROBLEM

          The difficulties students and staff of admission department usually face in any institution of higher learning made us to realize that (computer aid) an online admission system is the best that can happen to federal college of Education Eha-Amufu. This will save our school the embarrassment caused by students complaints at the end of the working day.

It was in the view of this that Sandison (1994) pointed out that “a typical problem students have was moving from school to another school. In a modern society labor moves quite a bit and many students change schools at least once in their life time. Every time new students were offered admission into a school, there was a problem of which curriculum the previous school had followed and therefore whether the previous level tallied with these of the new school”

Many students neither know their right nor left at the admission level in the institution. Admission had frustrated so many students that some even miss a lot of lectures in pursuit of Registration.

1.3     PURPOSE OF THE STUDY

          The original purpose of this study is to design and implement an online students admission system in Federal College of Education Eha-Amufu. Its purpose are to have the following.

1. Efficient and safe storage
2. Quick retrieval of records and information
3. Proper accounting and file keeping
4. Quick response to any adhoc enquires
5. Assist is result recording
6. Assist in CGPA updating.

DESIGN AND IMPLEMENTATION OF A COMPUTERIZED FINANCIAL MANAGEMENT SYSTEM FOR PUBLIC INSTITUTIONS

ABSTRACT

          The proper management and utilization of financial resources has over the years been the bed rock of growth, expansion and continual existence of the world most popular industries and business organizations. In contrast, the liquidation of once popular organizations is dependent on the allocation and improper utilization of financial resources used in the running of these organization. However, due to the inadequacies and imperfection of human beings, a lot of problems such as misappropriation, misallocation and mismanagement of financial resources, using manual and mechanical method over the years has led to the collapse of many organizations.

This work is directed towards the computerization of the already existing financial management system used in monitoring the allocation and proper utilization of financial resources used in running of the organization by ensuring faster accurate and credible financial reports as well as identifying the various problems which are inherent and encountered in the manual and mechanical methods of determining the funds to be allocated to the various working areas, (departments) in accordance to the budgetary system.

Therefore the introduction of computer would be platform on which the actualization of the design and implementation of financial management system of the case study of this project work should be achieved.

 

CHAPTER ONE

 

1.0     INTRODUCTION

          Financial management can be regarded as the process which ensures that financial resources are obtained economically and used efficiently and effectively in the accomplishment of the desired goals. These processes involve monitoring and analyzing public institutions financial conditions, general and special account, management budgetary procedures, financial statements and reports, payroll/income tax calculation and salary payments, and managing cash flow.

Price to the emergence and introduction of computer all these processes and activities were done manually. The expansion of the University of Nigeria Teaching Hospital UNTH, Enugu just like any other public institution, will not only intensity but also diversify the financial operations thereby making the activities increasingly difficult and wearisome. The volume of transaction has already increased to a level that requires automation.

Convincingly, the field of data processing was not easy to get by and so over the years (in the field of data processing with utmost speed), mankind has searched for the extra-ordinary. At such time came the emergence of the computer which is widely used virtually in all areas of human endeavor.

The increase in the use of computer in both public and private institutions of the world economic is an undisputable conclusion for efficiency, speed and accuracy of its operations in achieving results.

However, the manual processes and procedures of financial resources allocation and utilization is our contemporary days has been confronted with consistent problems of errors and wastage of time which are traceable to human mistakes and shortcomings.

The establishment of a sustainable, manageable, reliable and flexible financial management system for UNTH to curb these problems  inherent in the existing system is the bases of this project work. Such a financial management system will support all operational accounting procedures as well as financial management.

 

1.1     STATEMENT OF PROBLEM

The problems faced in the financial management activities includes

1. The consistent prevalence of errors in calculations carried out on financial reports which are traceable to human mistakes and shortcoming.
2. Improper handling of financial statement, reports and records as a result of the problem of space for storage and retrieval purposes which led to many files been misplaced.
3. The interval or time consumed in analyzing and ascertaining the accuracy and approval of financial statements and accounts which in turn affects decision making and policy formulation.

This research work is prompted to these problem gfor it is the basis of the above problems facing manual financial management procedures and activities today that instilled the researcher to look into the subject of curbing and controlling financial management activities manually.

 

1.2     PURPOSE OF STUDY

          This project work is very essential in various ways to a number of people including the business men, sole proprietors, firms, organization, companies etc. both private and public institution whose utmost desire is to ensure expansion of their institution through proper financial resources allocation and management. It will be enormous benefits to both accountants and auditors from time to time.       

          Also it is to remove repetitive, inefficient processes and unclear procedures and provides adequate information supporting financial decision making which enables the institution to secure its resources against dubious minded managers as well as unreliable information.

Finally, the project work is also to serve as a reference or guide for future research to be carried out for proper documentation.

DESIGN AND IMPLEMENTATION OF STATE CIVIL SERVICE PAYROLL ACCOUNTING SYSTEM (A CASE STUDY OF CIVIL SERVICE COMMISSION ENUGU

ABSTRACT

Ever since man discovered the computer and hence computer science, attempt have been made to computerize every facet of human life. This project work experts the issue of designing and implementing a state civil payroll accounting system which inherent advantages (speed and accuracy over the more tedious inefficient and time consuming manual system. This system encountered the following problems. Late receipt of raw data each month. Regular break down of the accountant machine presently used for data processing, irregular power supply, many errors resulting from the manual methods of data processing and the office caused by bulky files and constant complaints for errors from the workers. Consequently a computerized payroll accounting system when designed to take care of the above problems.

ORGANIZATION OF THE WORK

          The study is being organized in seven chapter

Chapter one contains the introduction of the project at hand. The problem is being stated. It also contains the purpose of the study, aims scope or delimitation or constraints, assumptions and definition of terms.

Chapter two is the literature review. This is where the related work about payroll is reviewed.

Chapter three in the description and analysis of the existing system. The design of the new system is the content of chapter four.

Chapter five involves the implementation of the new system. It also includes the program design. Program flowcharts, pseudo codes, course program and test run.

Chapter six is the documentation of new system.

Chapter seven, contains the recommendation and references

CHAPTER ONE

INTRODUCTION

1.1     BACKGROUND OF THE STUDY

Computer, the versatile data processing machine has been found very useful in every human endeavor since its incursion into many fields of study, industry, business, sciences and technology in general. Payroll is being prepared by organization, committees, governments and other business firms, it is also part of account department, many organization concern. It is used for the preparation of worker’s salary daily, weekly or monthly.

The payroll module which helps in data processing, processes monthly pay of all the employees in state civil service commission. The module maintains staff loans, advances, tax and other deductions from staff pay. It also performs annual increment on the salary of qualified staff each month. The payroll list every employee for whom the computer has produced a payroll chewue and shows for each employee what deductions are subtracted from gross earnings to arrive at net pay. This report is reviewed by the manager of the payroll department before the cheques are released for distribution.

1.2     PROBLEM DEFINITION

          Over the years, manual method of payroll has been used. This method has its problems. It has been proven to be very ineffective and inefficient. Some of the problems are

1. The job of preparing salary payment manually is tedious causes delay
2. As a result of the problem above, manual method have a lot of discrepancies.
3. This method encourage fraud figures are easily manipulated and changed.
4. The manual method requires people who are competent in mathematics related computation to do a reliable job. As a result people of such are very scarce.

1.3     OBJECTIVES OF STUDY

          The study aims at designing a payroll accounting system that will help to eliminate mistakes, delay and frauds associated with manual calculation of workers salaries and entitlements

1.4     SCOPE OF THE STUDY

          The study aims at designing and implementing a state civil service commission payroll accounting system Enugu