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Full Project – Design and implementation of computerized record management system for Total Petroleum Limited Nigeria

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CHAPTER ONE

1.0 INTRODUCTION

Keeping record is very vital in all aspect of life. The record can be on scientific, cultural education. As a matter of fact without keeping good record, many people will encounter difficulties in their day-to-day activities. The students verified record keeping system contain the students verified personal data to be fill in the form, such as the state of origin, primary, secondary and higher institution attended. Prior to this project, the record keeping is done manually which is time consumed and cumbersome. Hence the project automated students verified record keeping system . It designed to substitute the manual processing and it’s advantageous in order to improve higher quality information.

In this modern age, computers have verified the cause of their existence. The advent of computers in our society caused a lot of criticism on the danger it poses on the society. Critics of computer and new techniques express their fear on how computers will displace and replace all human skills thus resulting to mass unemployment. The presence of computer on virtually every field of today’s fast life has proved the critic wrong as the invention of computers and new technologies continues to Create additional jobs for those who identify themselves with computers and new technologies. This make computes partner to human beings in any fields of human endeavor.

Over the past decades, students identification and verification has been a major problem in large institutions as documents, certificate and studentship can be forged at a great rate and easy way, using the computer negatively. Forgers fail to know that in this fast moving world, the computer has equally served as an aid to decision making, verification and Authentication.

This is because of computers efficiency in terms of speed, accuracy, reliability, cost and security among others. In recent years, awareness has existed and created in people as it concerned the use of computer in verifying, authenticating and security activities either through web-based (internet) or window-based. Decision support system (DSS) and others system like management information system (MIS) and information system (IS) are used in organization.

Decisions are largely based on experience and principle. The value of every degree is the reputation of the institution and the students produced, hence, the greatest obstacle to any academic institution which is dishonesty and forgery has to be balanced with verification and authentication systems and processes. “In recent times, effort are being made to build intelligence into computer system, whereby the computer can be used to process large volume of structural and unstructured information for decision making”. Said Uzoka, 1998.

1.1 BACKGROUND TO THE STUDY

Total Petroleum Limited currently lacks a computerized record management system that keeps record of their daily transactions of their depots across Nigeria. This has led to difficulty in maintaining and retrieving past fuel records and also time delaying process especially if there are several record books to search. So also, the manual record keeping is inflammable and difficult to move in an emergency situation and the Total headquarters has no comprehensive record of fuel received and sold across the country. Therefore, there is need for a computerized record management system. This system is used for collecting, processing, maintaining, transmitting and reporting data of depots.

1.2 PROBLEM STATEMENT

According to Okehs J.K. (2001) Stated that the Currently, Total Petroleum Limited does not have a computerized record management system that keeps track of records of the daily transactions of their depots across the country. This has led to difficulty in maintaining and retrieving past fuel records and also time delaying process when searching in several record books. Therefore, there is need for a computerized record management system.

1.3 MAIN OBJECTIVE

The main objective is to develop a computerized record management system that keeps track of records of the daily transactions of Total Petroleum Limited depots across Nigeria.

1.3.1 SPECIFIC OBJECTIVES

To study how the current system is used to manage fuel records at Total Petroleum Limited, Nigeria in order to identify System requirements.
To design a computerized online record management system for Total Petroleum Limited using these identified requirements.

To implement the designed Computerized Online Record Management System using various programming languages/scripts like PHP, MySQL, JavaScript, HTML among others.

To test and validate the designed system so as to check for any errors and to see whether it meets the user requirements.

1.4 SCOPE

The system designed and developed will be used by Total Petroleum Limited, Nigeria in order to keep track of the daily transactions of their depots across the country so as to ease maintenance and retrieval of fuel records sold each day and from every branch across the country.

The system will basically interact with Total depots to insert the records and the Head Office to review the records.

1.5 SIGNIFICANCE

Total Petroleum Limited depots use paper system to document fuel records and reports. The Computerized Online Record Management System offers the following advantages:

Manage the records of distributed petroleum products to all their depots.
Prepare a report of distributed petroleum yearly, quarterly, or monthly.
Provide reliable data/information of fuel records from all the depots.
Easy accessibility of records from the head office of all the depots’ record.

1.6 DEFINITION OF TERMS

RECORD: is thing constituting a piece of evidence about the post, especially an account kept in writing or some other permanent form.
RECORD MANAGEMENT SYSTEM: is the management of record for an organization throughout the records-life cycle and efficient control of the creation, maintenance, and destruction of the records.
MAINTAINANCE: is the process of persevering a condition, situation or the state of being preserved.

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