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

1

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 Nigeria’s

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

2

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.

3

1.3 Objectives of the Study

The objective of this project is to:

1) 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) To generate students call up letters.

1.4 Scope of the Study

The research work will cover among other things:

1. NYSC Registration

2. Call up Letters

3. Analysis on population of the students for NYSC posting.

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

4

automated making information processing and decision making easy. Also,

this study will help the institutions to achieve the following:

1. Have a database of all the NYSC coppers both present and the past

2. Issue call-up letters to students

3. Maintain a high level secured database

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

5

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.

6

Chapter TwoLiterature 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 high-

level 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

7

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.

8

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 Nigeria’s 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:

9

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

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

10

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)

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 people’s 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 challenges they will face in Nigeria.

Lectures focus on issues like NAPEP, NDE, 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.

11

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.

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 today’s 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:

12

pre-deployment

deployment

post-deployment/reunion.

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

13

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

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.

14

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.

Be concerned about rules and responsibilities.

Unwilling to change plans to meet the ship/plane when parent returns.

15

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 sub-

dividing 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

easy storage and retrieval of NYSC registration information. It allows one to

16

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.

17

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) Primary source

(b) Secondary source

Primary 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

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.

18

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 pre-

registration 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

3.4.1 Input Analysis

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.

19

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

20

NYSC Director

State NYSC Director

Zonal Inspector

Director – Primary Assignment

Corps

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

2) Redundancy at work

3) Loss of vital documents as the filing system is manual

4) Delay in posting corps members

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.

21

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

22

NYSC List

23

Call up Letter

24

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 ----------------------------------------------------------------

25

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

26

Table: NYSC Members

Field Name Type Size

Serial No Text 20

Surname Text 30

Other names Text 30

First name Text 15

Date of Birth Date 8

Sex Text 8

Matric No Text 20

State of Origin Text 35

Age Integer 2

Marital Status Text 10

Nationality Text 30

Gender Text 15

Dept Text 30

Religion Text 50

Qual Text 20

Institution Text 50

Discipline Text 40

Health Text 30

Service year Text 20

Area Posted Text 40

27

Table: Exemption Request

Field Name Type Size

Serial No Text 20

Surname Text 30

Other names Text 30

First name Text 15

Date of Birth Date 8

Sex Text 8

Matric No Text 20

State of Origin Text 35

Age Integer 2

Marital Status Text 10

Nationality Text 30

Gender Text 15

Dept Text 30

Religion Text 50

Qual Text 20

Institution Text 50

Discipline Text 40

Health Text 30

Service year Text 20

Area Posted Text 40

Exemption Type Text 50

Supporting

Document No

Text 12

Course Text 50

28

Approval Text 20

Remarks Text 100

4.4 Procedure Chart

29

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

4.5 System Flowcharts

30

Input data

Input From the

Keyboard

CPU

DiskStorage Output

Report

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

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).

31

4.7 Program Flowchart

32

Start

Select Option From The Main Menu

Option =1 ?Enter NYSC member information

Option = 2?Enter the exemption Information

Option = 3?Display call-up letter

Yes

Yes

Yes

No

No

No

Stop

CHAPTER FIVE

5.0 SUMMARY, RECOMMENDATION AND CONCLUSIONS

5.1 Summary

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

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.

33

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).

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

34

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

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