DESIGN AND IMPLEMENTATION OF AUTOMATED SCHOOL FEES PAYMENT AND RECEIPT GENERATION SYSTEM
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DESIGN AND IMPLEMENTATION OF AUTOMATED SCHOOL FEES PAYMENT AND RECEIPT GENERATION SYSTEM
ABSTRACT
The study focusses on developing an automated school fee payment system for Anglican Girls Grammar School, which arose as a result of the school’s absence of a viable IT-based fee processing solution. The purpose of this research is to create an automated school fee payment system for Anglican Girls Grammar School that will help manage all school fee payments.
In achieving this goal, the following specific objectives were laid out: develop a web-based school fees payment system available for students and sponsors wherever their location is, design a system that will generate invoices at the beginning of each term and facilitate fees payment while keeping a record of all the transactions done by the student and the amount a student owes the school, and develop an application software that will capture and store the students’ profile.
The methodology used in this study is object-oriented analysis and design methodology (OOADM), which is a technical approach to analysing and creating an application or system that employs objects throughout the software development process. The programming languages used are HTML, CSS, JAVASCRIPT, PHP, SQL, and JQUERY. Web programming languages were picked because they are platform independent and allow for web-based applications.
This project will benefit almost every business; the seemingly simple act of collecting payments from consumers is actually rather complex, and organisations want to make it easy and straightforward for customers to pay.
The planned outcome is an electronic School Fees Payment and Receipt Generation System that would process students’ fees according to academic class and provide an appropriate bill for payment.
Chapter 1: Introduction
Students at Anglican Girls Grammar School pay their fees in cash, by Electronic Funds Transfer (EFT), or by bank draft to the school’s accounts at certain bank locations (Makerere University, 2004).
Organisations strive to make it quick and convenient for clients to pay, therefore they provide a variety of payment methods and channels.” As a result, the project provides an alternate means for students and sponsors to securely pay their fees online.
As a preface to the other sections of this study, this chapter will describe the context in which this study was launched, the statement of problems that led to this study, and the study’s aim and objectives. Other factors include the study’s significance, scope of work, study limitations, and technical term definitions.
1.2 Background of the Study
Students at Anglican Girls Grammar School (AGGS) pay their fees in cash, via Electronic Funds Transfer (EFT), or by bank draft to the school’s accounts at particular bank branches (AGGS, 2020). Plymouth and Martin (2009) emphasise that, “For nearly every business, the simple act of collecting payments from customers is actually quite complex.”
Organisations strive to make it quick and convenient for clients to pay, therefore they provide a variety of payment methods and channels.” As a result, the project provides an alternate means for students and sponsors to securely pay their fees online.
AGGS has a high number of students who are required to pay all school fees by cash deposits or bank drafts to the school’s accounts at certain bank locations.
This way of paying fees has proven inefficient, particularly during test and examination seasons when the majority of students pay fees to meet the requirements for entry into examination rooms.
During such times, the procedure of paying fees is characterised by long lines, excessive waiting by students, and congestion at banks. Students who do not reach the bank’s counters during working hours should return the next day to pay their fees.
This process has always resulted in pupils missing their exams and/or examinations while queuing to pay. It has also resulted in excessive charges and a significant amount of time spent moving and withdrawing funds when student sponsors make money transfers to students who can pay school fees at certain bank locations.
The process requires student sponsors from wherever they are to send money to students via banks, mobile money, or any other available method(s) so that students can pay school fees or use EFT that requires fast codes.
This takes time, and sponsors incur additional expenditures in the process of transferring money to students. With this in mind, the researchers proposed an alternative option for students and sponsors to pay their fees securely online.
1.3 Statement of Problem
The available modes of fee payment to Anglican Girls Grammar School are cash deposits, Electronic Funds Transfer (EFT), and bank drafts, which have resulted in long lines, students failing to sit for tests and examinations, and the loss of money intended for fees while waiting at bank counters to make payments, among other issues.
AGGS and other schools around the country have been looking for a comprehensive solution for managing school fees, but the majority of the systems on the market either do not address full payment or have numerous unneeded features.
Some comprehensive systems on the market may be incompatible with the local educational system because they were designed for schools in other countries. These systems each have their own database, which duplicates data between them because a student details table may be found in each system.
This project addresses the aforementioned issues by establishing an integrated school fees payment system in which a single huge database is developed and all other applications, such as student profile, fee payment, payment verification, and receipt printing, are built on top of that database. Students and their sponsors can securely pay university fees online from anywhere using credit and debit cards, regardless of location.
1.4 The Aim and Objectives of the Study
The primary goal of this project is to create an automated school fee payment system for Anglican Girls Grammar School that will help manage all school fee payments. To achieve this goal, the particular objectives listed below were established:
To create a web-based school fee payment system that is available to students and sponsors regardless of their location.
To design a system that will generate invoices at the beginning of each term and allow fee payment while keeping a record of all the transactions done by the student and the amount a student owes the school.
Develop an application software that would capture and store the students’ profiles in a database.
1.5 Scope of Study
The project was conducted at Anglican Girls Grammar School and aimed to provide an additional channel for tuition payment by developing a secure online fee payment system.
The project focused on the creation of a web-based system for safe online fee payment. Students and their sponsors will use the system to pay various university fees online, while university accounts offices will utilise it to verify students’ payments. Following payment, the system records financial information.
1.6 Limitations of the Study
Several factors impeded the completion of this research, including the following:
Time Constraint: Due to the school academic calendar, the time window allocated to complete this study was extremely short, and it was carried out under pressure, causing the researcher to overlook several critical features.
Establishment Policies: Establishment policies created a significant challenge because most employees are unwilling to release information required for this project. There was a lot of information needed from the workers of this institution to improve the study, which took a long time to release or was not released at all for security reasons, therefore the scope was narrowed.
The availability of research material is a significant limitation to the breadth of the investigation.
Frequent power outages prompted the researcher to spend extra money on gasoline to ensure sustainable power.
Financial constraints: Insufficient funds tend to restrict the researcher’s efficiency in accessing appropriate resources, literature, or information, as well as in data gathering (internet).
1.7 Significance of the Study
According to the literature, the seemingly simple act of collecting payments from clients is actually fairly difficult for practically every firm, but organisations aim to make it easy and straightforward for customers to pay.
This study will be extremely beneficial to other researchers who want to learn more about it, and it may also be utilised by non-researchers to expand on their own research. This study adds to our understanding and may serve as a model for future research.
1.8 Definition of Terms.
Credentials: A qualification, achievement, quality, or feature of a person’s background, particularly when used to assess their suitability for a position.
Electronic: (of a device) containing or working with components such as microchips and transistors that regulate and direct electric currents.
Information: What is conveyed or represented by a specific arrangement or sequence of events.
Login: The process of login into a database, mobile device, or computer, particularly a multiuser computer or a distant or networked computer system.
Online: Any activity carried out while linked to a computer or under computer control.
A portal is a website or online page that provides access to other sites through links.
Registrant: Someone who registers something.
Registration is the activity or process of registering or being registered.
Screening is the study or research of anything as part of a methodical survey to determine appropriateness for a specific role or purpose.
Simultaneous means occurring, operating, or performing at the same moment.
Tension refers to mental or emotional tension.
A queue is a queue or sequence of people or vehicles waiting their turn to be attended to or proceed.
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Chapter two.
2.0 Literature Review.
2.1 Introduction.
This chapter’s major topic is a review of pertinent literature. A literature review examines theoretical and methodological contributions to a specific subject, as well as the level of knowledge at the time of publication.
It gives information on the state of the art in regards to the topic you’re writing about. It explores the body of literature on the specified topic. This study’s literature examination includes the following:
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