1

Abstract This project work is aimed at studying the procedure for NYSC registration system for the purpose of automating the system for effectiveness and efficiency. Nigerian University students are sent on a one year National youth service corps after their graduation from the university. The list forwarded by universities to NYSC Headquarter is registered for the purpose of sending call-up letter to the students. So, this research is to design and implement an automated system for NYSC registration. This will be of imense benefit to the administrators of the NYSC program as it will be easier to sort out list from a particular university. Also, the system will enable proper documentation of graduates that participated in NYSC program in a given year. The implementation of the automated system was carried out using Visual Basic 6.0

Chapter One Introduction 1.1 Background of the Study

The National Youth Service Corps (NYSC) is an organisation set up by the Nigerian government to involve the country's graduates in the development of the country. There is no military conscription in Nigeria, but since 1973 graduates of universities and later Polytechnics have been required to take part in the National Youth Service Corps (NYSC) program for one year. This is known as national service year. "Corp" members are posted to cities far from their city of origin. They are expected to mix with people of other tribes, social and family backgrounds, to learn the culture of the indigenes in the place they are posted to. This action is aimed to bring about unity in the country and to help youths appreciate other ethnic groups. There is an "Orientation" period of approximately three weeks spent in a camp away from family and friends. There is also a "passing out ceremony" at the end of the year and primary assignment followed by one month of vacation. The program has also helped in creating entry level jobs for a lot of Nigerian youth. An NYSC forum dedicated to the NYSC members was recently built to bridge the gap amongst members serving across Nigeria and also an avenue for corpers to share job information and career resources as well as getting loans from the National Directorate Of Employment. Looking at Nigerian, NYSC was created to foster unity among Nigerias about 250 ethnic groups and to create a sense of nationhood and selfless service among young people. There use to be two NYSC batches, namely

batch A and batch B. However, with so many graduates waiting for NYSC call up, NYSC now have three batches, batch A, batch B, and batch C. The NYSC programmes runs for about 12 months and during that period, graduates of Universities and Polytechnic are deployed to serve in states that are not their state of origin.

1.2

Statement of the Problem

Nigerian universities and polytechnics are presently producing thousands of graduates every year. After graduation, most students waste extra year before they go for service. NYSC presently using manual system in their data processing; this involves the use of people, pens and papers in records keeping. This method of data processing reveals a number of problems which includes: Records to be kept in are often too large, diversified and complex to be processed manually. Most often some names are omitted as a result of manual processing Statistics of yearly NYSC members are hardly correct as a result of manual calculations

Students are made to contend with missing their service year as a result of no call-up letter.

1.3
1)

Objectives of the Study Design and implement a central database system that would serve as NYSC database, which will contain information of all the graduates that are waiting for national youth service corps.
2)

The objective of this project is to:

To generate students call up letters.

1.4

Scope of the Study

The research work will cover among other things:

1.

NYSC Registration Call up Letters Analysis on population of the students for NYSC posting.

2.
3.

1.5

Limitations

During the design of this work, much finance was required and owing to the financial melt down globally, the research was limited by finance and hence concentrated on the available materials within the locality.

1.6

Significance of the Study

This study will in many ways promote good management in NYSC orientation agency. The managerial approach to NYSC registration will be

automated making information processing and decision making easy. Also, this study will help the institutions to achieve the following: 1.
2.

Have a database of all the NYSC coppers both present and the past Issue call-up letters to students Maintain a high level secured database

3.

1.7

Project Report Organisation

This project was covered under five stages:

Chapter 1. deals with the introduction. The background of the project is discussed. The objectives of the project, its significance, scope, and constraints are pointed out. A brief history of NYSC and review of literature on NYSC registration System are subject matter of Chapter 2. Chapter 3. Discusses system Investigation and Analysis. It deals with detailed investigation and analysis of the existing system and problem identification. Chapter 4. Treats the system design and implementation Chapter 5. Summary and conclusion

1.8

Definition of Terms

NYSC: National Youth ervice corps NYSC Orientation: NYSC corps members are camped for three weeks in an NYSC orientation camp where they live a militarylike regimented life.

CDS: Community Development Service Passing out: Passing out ceremony is the last stage of the NYSC scheme. This consists of one or two weeks of events, which ends with a passing out parade. Databases: A systematically arranged collection of computer data,

structured so that it can be automatically retrieved or manipulated. It is also called databank. Computer Program: This is a set of instruction that guides the computer on the action to perform. Flowchart: This is graphical representation of step by step by which computer can follow to execute a task.

Chapter Two Literature Review

2.1

Review of Databases management system

A Database Management System (DBMS) is a software package with computer programs that control the creation, maintenance, and the use of a database, Codd, E.F. (1970). It allows organizations to conveniently develop databases for various applications by database administrators (DBAs) and other specialists. A database is an integrated collection of data records, files, and other database objects needed by an application. A DBMS allows different user application programs to concurrently access the same database. DBMSs may use a variety of database models, such as the relational model or object model, to conveniently describe and support applications. It typically supports query languages, which are in fact highlevel programming languages, dedicated database languages that considerably simplify writing database application programs. Database languages also simplify the database organization as well as retrieving and presenting information from it. A DBMS provides facilities for controlling data access, enforcing data integrity, managing concurrency control, recovering the database after failures and restoring it from backup files, as well as maintaining database security Codd, E.F. (1970). A DBMS is a set of software programs that controls the organization, storage, management, and retrieval of data in a database. DBMSs are categorized according to their data structures or types. The DBMS accepts requests for data from an application program and instructs the operating system to transfer the appropriate data, Seltzer, M. (2008). The queries and responses must be submitted and received according to a format that conforms to one or more applicable protocols. When a DBMS is used, information systems can be changed more easily as the organization's

information requirements change. New categories of data can be added to the database without disruption to the existing system. Database servers are dedicated computers that hold the actual databases and run only the DBMS and related software. Database servers are usually multiprocessor computers, with generous memory and RAID disk arrays used for stable storage. Hardware database accelerators, connected to one or more servers via a high-speed channel, are also used in large volume transaction processing environments. DBMSs are found at the heart of most database applications. DBMSs may be built around a custom multitasking kernel with built-in networking support, but modern DBMSs typically rely on a standard operating system to provide these functions In 1998, database management was in need of a new style of databases to solve current database management problems. Researchers realized that the old trends of database management were becoming too complex and there was a need for automated configuration and management. Surajit Chaudhuri, Gerhard Weikum and Michael Stonebraker were the pioneers that dramatically affected the thought of database management systems. They believed that database management needed a more modular approach and there were too many specifications needed for users. Since this new development process of database management there are more possibilities. Database management is no longer limited to monolithic entities. Many solutions have been developed to satisfy the individual needs of users. The development of numerous database options has created flexibility in database management. There are several ways database management has affected the field of technology Seltzer, M. (2008). Because organizations' demand for directory services has grown as they expand in size, businesses use directory services

that provide prompted searches for company information. Mobile devices are able to store more than just the contact information of users, and can cache and display a large amount of information on smaller displays. Search engine queries are able to locate data within the World Wide Web. Retailers have also benefited from the developments with data warehousing, recording customer transactions. Online transactions have become tremendously popular for e-business. Consumers and businesses are able to make payments securely through some company websites.

2.2

Review of NYSC Programme

NYSC was created to foster unity among Nigerias about 250 ethnic groups and to create a sense of nationhood and selfless service among young people, Marenin (1990). There use to be two NYSC batches, namely batch A and batch B. However, with so many graduates waiting for NYSC call up, NYSC now have three batches, batch A, batch B, and batch C. The NYSC programmes runs for about 12 months and during that period, graduates of Universities and Polytechnic are deployed to serve in states that are not their state of origin. NYSC allowance currently stands at about N19,800, although there are seruios moves to increase it. The NYSC programme is divided into four main stages namely: NYSC Orientation: According to Ian (1980), NYSC corps members are camped for three weeks in an NYSC orientation camp where they live a militarylike regimented life. Events at NYSC camps include parades, Man O War activities, and drills (every morning), Lectures on different topics like Entrepreneurship, Job

10

search tips, Self employment, National security, Road safety, Fire fighting, HIV/Aids, Environmental issues, MDGs, NYSC aims, and so on are organised at the NYSC orientation camps for corps members. At NYSC orientation camp, corps members are divided into different groups called Platoons. These platoons compete against each other in activities like sports, dance, drama, beauty pageants, and so on.

There is also an endurance race usually towards the end of NYSC orientation camping so that most corps members will be fit for the race. A campfire night party is also part of the NYSC orientation programme. NYSC orientation begins with an induction and ends with a winding down parade ceremony. At the winding down ceremony, NYSC corps members will be given posting letters to their places of primary assignment. NYSC Camping is generally fun, Michael, (1986). Primary Assignment: After the fun in camp, NYSC corps members will now face the challenges of everyday Nigeria. During Primary assignment, NYSC corps members are posted to organisations to work for about 10 months. Most corps members are posted to schools where they are expected to help in providing teaching services, Marenin (1990). The first challenge NYSC corps members face is rejections. Most organisations reject corps members posted to them. The next is accommodation, immediately followed by how to survive with a grossly inadequate N19,800 monthly allowance. NYSC primary assignment takes place simultaneously with NYSC community development service (CDS)

11

Community Development Service, NYSC CDS: CDS is at the core of the NYSC scheme, each corps member is expected to belong to an NYSC CD group. During CD, NYSC corps members use their skills in selfless service of communities in which they are deployed, Quartet, (1973). NYSC corps members usually focus their CDS on some challenging issues in their community of deployment some include Adult literacy; Charity visits to hospitals, prisons, old peoples homes and children homes; Sanitation; construction/provision of basic infrastructure; and so on. Passing out ceremony: Passing out ceremony is the last stage of the NYSC scheme. This consists of one or two weeks of events, which ends with a passing out parade. Events usually take the format of lectures on some topics similar to the one at the NYSC orientation camps but focus is on preparing NYSC corps members for the focus challenges on issues they like will NAPEP, face NDE, in Nigeria. Lectures Self-employment,

Entrepreneurship, preparing winning CVs/resumes, Tips on Job interviews, and such related topics. NYSC secretariats use this period to study experiences of corps members with the scheme. NYSC corps members (mostly those posted in state capitals) also practice for the passing out parade during this period. After passing out parade, NYSC discharge certificate is issued to successful corps member. For all successful NYSC corps members a chapter has just ended and a new chapter is about to begin.

12

Challenges facing NYSC However, NYSC currently face many challenges, some of which include underfunding, large number of graduates above what was anticipated by founders of the programme, and rejection of NYSC corps members on primary assignment. The biggest challenge for NYSC today is what happens to the thousands of graduates that pass out of NYSC programme each year. It is not right for government to allow those who have served this country meritoriously to languish in the hopeless job markets of Nigeria. The federal government should create social welfare schemes for passed-out NYSC corps members, and pay current corps members even better allowances. NYSC should also be restructured to reflect todays reality.

2.3

What is Deployment?

Deployment is the movement of an individual or entire military unit to an overseas location to accomplish a task or mission. The mission may be as routine as providing training or as dangerous as a war. Deployments have three phases:

pre-deployment deployment post-deployment/reunion.

13

Pre-Deployment This phase begins with the notice that the family member will be deployed to another location. This could be within the U.S. or abroad. During this phase, children may feel shock or disbelief. They may also feel that their family is no longer safe and secure.

Deployment After the activities and ceremonies that take place on deployment day, community support for families with deployed members often fades and many families experience feelings of loss and are left alone to manage their grief. As remaining family members struggle with new or increased roles and responsibilities, conflicts often surface. During this phase, some children develop or improve their coping skills, while some struggle with past problems and new conflicts while others may suffer from depression. Eventually, the majority of families reach a "new normal" in daily life activities without the deployed spouse or parent. Post Deployment When the military parent or spouse returns the reunion is typically a period filled with euphoria and joy. During this time, there are also normal issues that must be re-addressed and resolved as the family works to re-incorporate the returned family member. While the family member was deployed, spouses and children may have operated with a new independence that is not easily surrendered. Old and new conflicts may arise over roles and

14

responsibilities. Family counseling, support and assistance is often needed to rebuild family interaction. This phase involves challenges and the opportunity to develop stronger and healthier family relations. Behavior during Post Deployment Preschool or kindergarten-age children may :

Feel guilty, believing it is their fault deployed parent went away. Need time to warm-up and get to know the parent again. Demonstrate intense anger at home or school. Need "proof" that the parent is real poke, hit, or otherwise tests limits. Act out to get parent's or teacher's attention. Be increasingly demanding.

School-age children may:

Run to greet returning parent at homecoming. Feel guilty that they did not do enough or were not well-behaved enough. Dread the parent's return if they believe parent will discipline things they did wrong during the separation. Boast about the service and parent. Talk endlessly trying to bring the parent up-to-date.

Teenagers may:

Be excited if parent/child relationship was strong prior to deployment. Feel guilty for not living up to standards while parent was away.

15

Be concerned about rules and responsibilities. Unwilling to change plans to meet the ship/plane when parent returns.

16

Chapter Three SYSTEM ANALYSIS 3.1 General Analysis of the Existing System Analysis involved a detailed study of the current system, leading to specifications of a new system. Analysis is a detailed study of various operations performed by a system and their relationships within and outside the system. During analysis, data are collected on the available files, decision points and transactions handled by the present system. Interviews, on-site observation and questionnaire are the tools used for system analysis. Using the following steps it becomes easy to draw the exact boundary of the new system under consideration: Keeping in view the problems and new requirements Workout the pros and cons including new areas of the system All procedures, requirements must be analyzed and documented in the form of detailed data flow diagrams (DFDs), data dictionary, logical data structures and miniature specification. System Analysis also includes subdividing of complex process involving the entire system, identification of data store and manual processes. The proposed system is the computerized way of doing the manual work. The new system maintains a database management information system for

17

easy storage and retrieval of NYSC registration information. It allows one to add, delete, modify, save, search for records stored in the database and is user-friendly. The National Youth Service Corps (NYSC) is an organisation set up by the Nigerian government to involve the country's graduates in the development of the country. There is no military conscription in Nigeria, but since 1973 graduates of universities and later Polytechnics have been required to take part in the National Youth Service Corps (NYSC) program for one year. This is known as national service year. "Corp" members are posted to cities far from their city of origin. They are expected to mix with people of other tribes, social and family backgrounds, to learn the culture of the indigenes in the place they are posted to. This action is aimed to bring about unity in the country and to help youths appreciate other ethnic groups. There is an "Orientation" period of approximately three weeks spent in a camp away from family and friends. There is also a "passing out ceremony" at the end of the year and primary assignment followed by one month of vacation. The program has also helped in creating entry level jobs for a lot of Nigerian youth. An NYSC forum dedicated to the NYSC members was recently built to bridge the gap amongst members serving across Nigeria and also an avenue for corpers to share job information and career resources as well as getting loans from the National Directorate Of Employment.

18

3.2

Method of Data Collection

There are two main sources of data collection in carrying out this study, information was basically obtained from the two sources namely: (a) (b) Primary source Secondary source Primary source refers to the sources of collecting original data in which the researcher made use of empirical approach such as personal interview and questionnaires. Secondary Source The need for the secondary sources of data for this kind of project cannot be over emphasized. The secondary data were obtained by the researcher from magazines, Journal, Internet and Library source. 3.3 The Present Procedure

Primary Source

All candidates due for NYSC programme can do their registration online This we believe will reduce the cumbersome nature of registrations at NYSC orientation camps. However, note that some form of registration may be done in camp so candidates go to the NYSC orientation camp with your full credentials. Foreign based candidates must visit NYSC Headquarters at Abuja personally for registration. With an eNYSC scratch card priced at N250 prospective NYSC corps members can gain access to the authorized NYSC pre-registration websites. You will need the callup number on the NYSC preliminary list for the online registration. The Prelim List can be viewed online.

19

NYSC Batch C 2010, Batch A, 2011 and Batch B, 2010 are currently on primary assignment. The next batch due for service is NYSC Batch B, 2011 and will be going for camping from July 5, 2011. Pre-registration for NYSC orientation can be done on the internet. You will need your callup number from the NYSC preliminary list to do the online registration. NYSC eNYSC scratch cards can be purchased at all NYSC State secretariats and all Afribank branches in Nigeria at N250 only. Prospective NYSC corps members may also require another scratch card to fill the book of life, which is a database containing details of every NYSC corps member. You may be required to complete both the NYSC preregistration and book of life, before NYSC orientation camping. Both NYSC scratch cards can be acquired at all NYSC Secretariats and all AfriBank branches nationwide.

3.4

Input, Process and Output Analysis Input Analysis

3.4.1

Statement of result and other credentials forms the input to the new system. All the forms are filled and submitted for processing.

3.4.2 Process Analysis The data collected undergoes some processing in other to post the student to the area of national youth service.

20

3.4.3 Output Analysis Call-up letters reports form the major output from the new system designed. The report can come in form of hard or soft copy.

3.5

Overall Dataflow Diagram

NYSC Director

State NYSC Director

Zonal Inspector

Director Primary Assignment

Corps

21

3.6

Weakness of the existing System Manual method of data processing can affect the effectiveness of any process. Below are some of the weaknesses of manual data processing.
1)

Delay in processing information Redundancy at work Loss of vital documents as the filing system is manual Delay in posting corps members

2) 3)
4)

3.7

Benefits of the Proposed System

The new system is designed to solve problems affecting the manual system in use. It is design to be computerized NYSC registration system thereby relieving both the students and staff from much stress as experienced in the manual system. This system will do the analyzing and storing of information either automatically or interactively. It will make use of database system.

22 CHAPTER FOUR

4.0

Design of the New System

4.1

Output Specification and Design

Output from the system is in form of documents. Majority of the outputs caries information relating to NYSC Members. The outputs are presented in a text format and some of the information derived from the database. Some of the reports produced are: NYSC Members List Call Up Letter Exemption List Total Number of corps members

23

NYSC List

24

Call up Letter

25

Exemption List

4.2 Input Specification and Design The program designed involved some input forms in order to achieve or derived some required outputs. The input forms includes: Name ---------------------------------------------------------------Reg No ---------------------------------------------------------------Year of Admission -----------------------------------------------Sex ----------------------------------------------------------------

26

Age ---------------------------------------------------------------Date of Birth ----------------------------------------------------Marital Status ---------------------------------------------------LGA ---------------------------------------------------------------State of origin ---------------------------------------------------Institution Attended -------------------------------------------Service Year ----------------------------------------------------Discipline -------------------------------------------------------Academic Qualification ----------------------------------------State ---------------------------------------------------------------Religion ---------------------------------------------------------------Health Status ---------------------------------------------------------------Date Senate Approves Result ------------------------------------

4.3

File Design

Access database was used in storing the information used in this project. The database was integrated into the system that the program access and update the files. Below is the database structure

27

Table: NYSC Members Field Name Serial No Surname Other names First name Date of Birth Sex Matric No State of Origin Age Marital Status Nationality Gender Dept Religion Qual Institution Discipline Health Service year Area Posted Type Text Text Text Text Date Text Text Text Integer Text Text Text Text Text Text Text Text Text Text Text Size 20 30 30 15 8 8 20 35 2 10 30 15 30 50 20 50 40 30 20 40

Table: Exemption Request Field Name Serial No Surname Other names First name Date of Birth Sex Type Text Text Text Text Date Text Size 20 30 30 15 8 8

28

Matric No State of Origin Age Marital Status Nationality Gender Dept Religion Qual Institution Discipline Health Service year Area Posted Exemption Type Supporting Document No Course Approval Remarks

Text Text Integer Text Text Text Text Text Text Text Text Text Text Text Text Text Text Text Text

20 35 2 10 30 15 30 50 20 50 40 30 20 40 50 12 50 20 100

4.4 Procedure Chart

Main Menu

Administration Student Information Search Exemption

Posting NYSC Posting

Report NYSC List Call up Letter Exemption List Total graduates for the year

Help

Exit

29

4.5

System Flowcharts

Input data

Input From the Keyboard

Report

CPU

Disk Storage

Output

30

4.6

System Requirement

In order to realize this project, the following software and hardware components were used: Hardware Requirements In the cost of the design, the software developed needed the following hardware for an effective and efficient operation of the new system. 1. Intel Computer System.
2. At least 2GB RAM.

3.

Enhanced keyboard.

4. At least 80GB hard disk.

5. E.G.A/V.G.A, a coloured monitor. 6. An uninterruptible power supply (UPS) units

31

7. LaserJet or DeskJet printer.

Software Requirements The software requirements includes: A window 98 or higher version for faster processing Microsoft Access Visual Basic integrated development environment (version 6.0).

32

4.7

Program Flowchart

Start

Select Option From The Main Menu

Yes Option =1 ?

Enter NYSC member information

No Yes Option = 2?

Enter the exemption Information

No Yes Display call-up letter

Option = 3?

CHAPTER FIVE

5.0 5.1

SUMMARY, RECOMMENDATION AND CONCLUSIONS Summary

Stop No

This research work focuses on the use of computer based system with reference to NYSC registration, deployment, and issuing of Certificate. The work covers the manual system of opertions as regards the problems identified, stating the aims of the new system, stating the various

33

specifications and then implementing the programs. The work was successufully developed using VB. 6.0, a user- friendly programming language, and the package was tested and improved upon which yields an automated NYSC deployment system. The project work cannot be said to be perfect, but however, its benefits cannot be overemphasized. It has led to the improvement in the speed of processing operation, efficiency, accuracy and improved storage of data.

5.2

Conclusion

Realizing a project of this nature is very exciting. However, the students encounter a lot a problem which I believe if looked into, will go a long way toward reducing the tension associated with the design implementation and construction of the project. In spite of the constraints encountered during the implementation of this project, the aim of the project is well accomplished. Moreover, an attempt to accomplish this project has taken care of the delay between graduation and deployment of students for National Youth Service Corps. This has also forced the researcher to learn, practically, what is involved in the design and implementation or computerization of project (existing or non-existing).

34

Finally, I wish to commend the university system and indeed the department of computer science for this project inclusion as a course that must be taken by students. It is a step in the right direction to help students withstand the future challenges in computing in companies, industries, institutions and the world at large.

5.3

Recommendations

Based on the achieved objective of this project and the experiences gained during its designed and implementation, I wish to make the following recommendations for future improvement. Students should be exposed to serious practical exercise during the course of their studies. In this regard, the students of computer science should be made to write good working programs with veritable results before graduating. This could be accomplished by providing more computers in the department. Tertiary institutions should computerize their result processing system for greater efficiency, neatness, and reliability. This will go a long way to save the student all the trouble they go through trying to get their results in one form or the other and facilitate early forwarding of names to NYSC for posting.

35

36

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