APPLICATION OF COMPUTER –BASED EXAMINATION SYSTEM (A CASE STUDY OF ABIA STATE POLYTECHNIC, ABA)

BY

EME OSORUCHI SUCCESS

014/CPA/HND/COM/0002

SUBMITTED TO THE DEPARTMENT OF COMPUTER SCIENCE,

COVENANT POLYTECHNIC ABA, ABIA STATE.

IN PARTIAL FULFILLMENT OF THE REQUIREMENT FOR THE

AWARD OF HIGHER NATIONAL DIPLOMA (HND) IN COMPUTER

SCIENCE DEPARTMENT SCHOOL OF APPLIED SCIENCE

OCTOBER, 2016.

CERTIFICATION

This is to certify that this “Application of Computer Based examination System, A

case study of Abia State Polytechnic, Aba” was carried out by EME OSORUCHI

SUCCESS 014/CPA/HND/COM/0002 with Matric Number under the supervisor

of , in partial fulfillment for the award of MR. PRINCE J. OGUGUA Higher

National Diploma (HND) in the Department of Computer Science Covenant

Polytechnic, Aba, Abia State.

………………………………. ………………………

Eme Osoruchi Success signature/date

(Student)

………………………………. ………………………..

Mr. Prince .J. Ogugua signature/date(Supervisor)

APPROVAL

This research work “Application of Computer Based Examination System, A case

study of Abia State Polytechnic, Aba” has been approved for EME OSORUCHI

SUCCESS 014/CPA/HND/COM/0002 with Matric Number under the supervisor

of in partial fulfillment for the award of Mr. Prince .J. Ogugua, Higher National

Diploma (HND) in the Department of Computer Science Covenant Polytechnic,

Aba, Abia State.

………………………………. ………………………..

Mr. Prince .J. Ogugua signature/date

( )Supervisor

………………………………… ………………………….

Mrs. Udoka Ihediuwa signature/date( )Head OF Department

………………………………. ……………………… External Examiner sign/date

DEDICATION

This research work is greatly and specially dedicated to and HisJEHOVAH GOD

son for giving me the inspiration, wisdom, grace, opportunity,JESUS CHRIST

privilege and ability to successfully completion of this research work.

To my unique loving parents Mr./Mrs. Humphrey Eme.

ACKNOWLEDGEMENTS

I sincerely and humbly acknowledge my creator, life giver and protector

JEHOVAH GOD ALMIGHTY JESUS CHRIST Holy Spirit, His son and His

for giving me the grace, courage, zeal, wisdom and determination for the

completion of this research work and also seeing through with my school

programme.

To my beloved and caring parents , who haveMr/Mrs. Humphrey Eme

contributed immeasurably and inestimably to the best of their ability to my

educational career and also my profound gratitude to my wonderful and supportive

siblings, Mr. Gift Eme (Awuse), Mrs. Victoria Hardy, Justice Eme and lovely

last born Faith Eme. They have all supported me financially, morally and

prayerfully in making sure that I finish and completed my school programme.

My appreciation to my supervisor Mr. Prince .J. ogugua whose friendly and

brotherly advice was very instrumental to the completion of this project. His

patience in reading through the manuscript and constructive criticisms are greatly

acknowledged. To my HOD Mrs. Udoka and my lecturers Mr. Anthony Ezimora,

Mr. Okafor, my motivator Mr. Nwoke O.C ( ), my inspirational andsplendor

mentor Mr. Njoku Donatus ( ).Mr. Don

I deeply appreciate my brothers, sisters and elder s in the Christian congregation

especially Mr/Mrs. John uruakpa. I also appreciate course mates and well wishers

and friends who have contributed in one way or the other during my study days in

school and my research work. I pray for Gods favour and blessing to you all. In

Jesus name Amen.

ABSTRACT

Electronic supported assessment or E-assessment is a field of growing importance.preparing manual test is a difficult task to handle and a time consuming process

for teachers, in which they have to prepare both fair and consistent exam for each

class. Besides, even is the teacher can prepare a sufficient exam, it is difficult toprevent students from cheating and if teachers cannot prevent them from doing this

injustice, it will occur again and again. With this new system, the problem ofcheating will be reduced and there will be no delay in releasing of student’s result.

Human error(s) in conducting, marking and scoring of the examination. The

system is designed to facilitate the examination processes and manage challenges surrounding the conduct of examination, auto-submission, auto marking and

examination result report generation. The use of computer-based examination

technology in administering examinations will improve efficiency, fast and also a solution to cheating. A computer based testing system (CBTS) will improve

accuracy and profitability of academic institution as it reduces the cost ofstationeries and labour involved in conducting examinations manually. The new

system was designed and implemented using visual basic (VB).

TABLE OF CONTENTS

Title page i

Certification ii

Approval page iii

Dedication iv

Acknowledgement v

Abstract vi

Table of contents vii

CHAPTER ONE

1.0. Introduction 1

1.1. Historical Background of case study 2

1.2. Objective of the study 6

1.3. Importance of study 6

1.4. Scope and limitation of study 7

1.5. Statement of the problems 8

1.6. Organizational structure of case study 10

1.7. Definition of terms 12

CHAPTER TWO

2.0. Literature Review 14

CHAPTER THREE

3.0. Research Methodology 24

3.1. System investigation 24

3.2. Sources of data 26

3.3. Proposal for a new system 28

3.4. Problems of the old system 29

3.5. Objective of the new system 29

CHAPTER FOUR

4.0. System Analysis/Design 31

4.1. Analysis of input 31

4.1.1. Processing 33

4.1.2. Output 34

4.2. Analysis of facts gathered 34

4.3. Design of input/output of the new system 38

4.4. Programming language used 40

CHAPTER FIVE

5.0. Summary 42

5.1. Recommendation/Conclusion 42

References 46

Appendix I (Flow Chart) 48

Appendix II (Program output)

CHAPTER ONE

1.0. INTRODUCTION

Application of computer-based examination is an online examination that many

educational institutions use to checkmate students performance. These

examinations may be administered at any levels of education, from primary to

higher education, although they are common at higher levels., computer based

examination system serves three main purposes:

To allow entrance examination at different places to take exam at the same time

through the online examination website.

Through carefully planning and proper coding, enable entrance examination,

result checking and admission status on the website.

To integrate database with the program allowing administrator easily of system

and creation of entrance examination which is a computer-based examination.

This project will propose all features and procedures to develop the system. It is

also specially a continuous process on the details about objective, scope

limitation, process model, primate requirement, team development, possible

project risks, project schedule and finally monitoring and reporting mechanism.

Computer based examination is very useful for educational institutions to

prepare an exam, save the time that it will take to check the paper and prepare

for their entrance examination for students and develop their skills.

The effective use of computer based system in any educational institute or training

centre can be used as a strategy in putting smiles on the faces of students

writing exams, it a means for them to give good and better results in less time

after writing the exam.

However, the formulation of question for on-line examination which is a computer

based examination system is often treated with high level of consciousness.

With developing of computer application which is coming up. This application

software has affected every of one’s life, and also the examination. Just like

other application systems, examination application system are very fast, reliable

and convenient, from simple stand-alone systems to computer based system and

now some web based system. This system can be used to help people get

familiar with the computer usage quickly which can save a lot of money and

time.

1.1. HISTORICAL BACKGROUND

Abia State Polytechnic, Aba was established by Edit No. 8 of 1994 which has a

retrospection effect from 2nd October, 1992. Its location is the former Girls

Technical College (GTC) Aba, along Aba Owerri Road. The initial intake

comprises of students taking various certificate programme were introduced in

1994/1995 session.

The Higher National Diploma programmes commenced in 1999/2000 session. It is

governed by the state polytechnic Act to provide full-time or part-time courses

of Instruction and training.

The first Rector of this polytechnic was Dr. C.L Odimuko followed by elder C.

Ijeoma and then succeeded by the present rector elder Abalogun A. Onukaogu.

Abia State Polytechnic, Aba is composed of different schools such a school of

science and Engineering and the School of Business Administration. The school

colours are yellow and dark red.

FACULTIES AND COURSES OFFERED

According to the version of JAMB admission brochure, Abia State Polytechnic

offers the following courses or programmes in the school

SCHOOL BUSINESS AND MANAGEMENT TECHNOLOGY

Accountancy

Banking and Finance

Business Administration and Management

Public Administration

SCHOOL ENGINEERING TECHNOLOGY

Civil Engineering Technology

Computer Engineering Technology

Mechanical Engineering Technology

SCHOOL OF ENVIRONMENTAL DESIGN AND TECHNOLOGY

Architecture

Building Technology

Estate Management

Quality Surveying

Urban and Regional Planning

Surveying and Geo-informatics

SCHOOL OF FOOD SCIENCE AND TECHNOLOGY

Food Science and Technology

SCHOOL OF SCIENCE AND ENGINEERING TECHNOLOGY

Computer Science

School of Science and Industrial Technology

Science Laboratory Technology

Statistics

Mathematics

SCHOOL OF GENERAL STUDIES AND CONTINUING EDUCATION

(SGSCE)

Certificate in Marketing and Advertising

Advance Certificate in Accounting/Auditing

Advance Certificate in Marketing/Auditing

Certificate in Public Administration

Basic Certificate in Secretarial Administration

Intermediate Certificate in Secretarial Administration

Advanced Certificate in Secretarial Administration

Certificate in Architectural craftsmanship

Technicians Certificate in Electrical installation

Technicians Certificate in Radio/Television Maintenance

CERTIFICATE PROGRAMMES IN COMPUTER SCIENCE (EVENING)

Certificate in Computer Operations/Packages

Certificate in Computer Programming

Certificate in Computer Studies

1.2. OBJECTIVE OF THE STUDY

The following are objective of the study:

a. The new system will bring about efficient and effective way of writing

examination

b. To prevent any outsider attack or for questions leakage

c. To create strong database and reliable one that cannot be manipulated

d. To make computer-based examination easy in choosing your options

e. It will also stir and give focus to our institution of higher learning on the

facilities obtained in the use of modern system of examination.

1.3. IMPORTANCE OF THE STUDY

The importance of computer-based examination is to provide a web enabled

interactive interface of accessing student’s performance in which the course

assessment is presented. The implementation of the computer based

examination should accomplish the following

a. Provision of an enriched examination in terms of time, pace and place of

examination.

b. Provision dynamism is examination: Several students can take their exam

simultaneously without any problem inside or outside their campus.

c. Provide opportunity for educators/trainee to prepare material in advance and to

pinpoint major issues, problems and questions which could be brought to class

for further elaboration and discussion.

d. Provide easy way to use software application that will result in generating

increase and students interest and curiosity of the course of study.

1.4. SCOPE AND LIMITATION OF THE STUDY

SCOPE: The study is focused on the online and computer based examination

system. The world we are living today is moving towards, I.C.T complaint and

every aspect changes simultaneously. The research project is aimed on setting a

standard for examination. This scope of area coverage includes the admission

procedures of students who might have passed through Jamb. The entrance is to

cover the necessary areas of admission, aptitude test which for long have been

done manually. The scope also keeps the exams and record department at rest

and less human resources needed since work is done automatically.

LIMITATION : This study could have been hinted free if not of most obstacles

which also contributed to setting up standard. The researcher during the cause

for the research work was faced with several challenges which are as follows:

a. Time: The time factor posed a serious challenges for me since the research

work was carried out within the academic period. The task of combining

academic activities and the research work was tedious. It was not easy because

most source of information gotten, I had to visit the school frequently.

b. Finance: Financing involvement of the research work is another challenges to

the success of this research work. The financial involvement coupled with

academic financial activities and my personal needs as a student was

insufficient. Hence, I had to work within the means of the finance availability.

c. Unavailability Materials: Since the innovation of the online and computer-

based exams is a new development in our society much has not been written

about invention/development. I had to work and also spend much to get some of

the materials. Most of the available ones are not really comprehensive hence it

caused a serious challenges to the success of this research .

1.5. STATEMENT OF THE PROBLEM

This section deals with the identification of the problem associated with current

system. The management of examination records of the student over the year

has been very poor, and errors on the results of students. Due to the manual

system, it is no longer new thing that the students loss their results. The method

of information storage is poor, this limits the number of official documents

accessible by the students because the system is not capable of managing old

items of information which could be use by student anytime. The other inherent

problems of system includes.

a. : The time for the release of the result is one of theThe problem of time

crucial problems of manual system. The manual system takes time.

b. : In the script of students, mostThe problem of inconsistency and accuracy

time missing script becomes the main problem. The problem that gives rise to

this, is the problem of space, the bulk of paper used for the exam occupies

unimaginable large space.

c. : It was observed that only the exams departmentThe problems of accessibility

have access of using the results. Hence students find it hard to access their

result easily.

d. : the existing system allow for someone to come and writeImpersonation

examination for another person

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1.6. ORGANIZATIONAL STRUCTURE OF THE CASE STUDY

COUNCIL: These are the persons that make up the organization in the institution.

CHAIRMAN GOVERNING COUNCIL: This is the person who is in charge of

setting strategies on how things are going to be done in the institution.

RECTOR: Is the Chief Executive Officer of the institute who is responsible for all

its administrative and academic function.

DEPUTY RECTOR: Is the person take charge in the absence of the rector.

DIRECTOR OF SCHOOL: They are “governor” of the school distinct who work

in partnership with their administrative team to set the districts direction.

POLYTECHNIC LIBRARIANS: this people perform role in promoting the

effective use of educational studies in the school.

HEAD OF DEPARTMENT: This is an academic leader in their discipline and

work with their head of college and with other heads of department to deliver

institution strategic objectives.

DEPUTY LIBRARY: This person is responsible for managing journals, books

and online subscription.

LECTURERS: These are the people who are employed in the school to impact

knowledge to the student by lecturing them in the field of their studies.

REGISTRAR: Is an official in the academic institution who handle students

records.

BURSAR: Is the person who oversees the account or payment that the institution

receive from students.

DIRECTOR OF WORKS: This is a person who direct and supervise how work is

been done in the school.

DIRECTOR STUDENT AFFAIRS: This person directs the affairs of the student

in the school.

DIRECTOR OF ACADEMIC MATTER: This person directs all the academic

matters by making sure that the students get the necessary equipments and

knowledge they really deserve.

DIRECTOR OF PERSONAL MATTER: These persons take charge of

personal matters and provide the necessary solution after deliberation on the

matter.

1.7. DEFINITION OF TERMS

CANDIDATES: A person that has an account on the online examination system.

QUEST: A person that register an account on the online exam system.

ADMINISTRATOR: A person that manages the operations of the system

PROFILE: All the information of candidates such s name, matriculation number,

department and grade of all examination.

CLEARANCE: Official certification of blameless, trustworthiness for graduation

and issuance of certificate.

DATA: This is an unprocessed fact

FILE:This is the collection of the related records

DATABASE: Is a collection of folders from different departments

COMPUTER: Is an electronic device that accepts data (input) store it, process it

to give out result (output) in an effective and efficient manner.

ONLINE: This is where computers are connected via a medium to a computer

network.

WEBSITE: Is a collection of many interconnected web page organized by a

specific organization containing web pages on the internet.

WEB BROWSER: This is a special kind of software that processes Hypertext

Make up, Language (HTML) documents

LECTURER: A person that lecturers to impact knowledge to the students.

EXAMINATION: Is a test of knowledge or ability of student.

RESULT: This is the final score after examination.

CHAPTER TWO

2.0. LITERATURE REVIEW

Computer-based instruction seems to be the ideal answer for busy individual with a

job who needs more education in order to advance or just keep pace

professionally (Holt, 1999, Macht, 1998). This is simply referring to a way of

keeping learning for far individuals who wish to study and is not close. A report

by the university of Illinois, however, has found many campus students take

many, if not all of their classes on-line (Regalbuto, 1999), a basic concept of

online examination its facilitate around the online learning which is also a very

important factor.

As distance and web-based learning becomes more popular and more accessible,

high school, college and graduate courses are being offered via the web as part

of complete diploma and degree programs by more and more institution. As a

result students who cannot gain access to paper examination to higher

institution can also write their exams online (Vecter, 1997).

The western Governors University and the university of phoenix online

examination use series of comprehensive examination to know what classes

their students are required to take. Some of these exams include essay of

multiple-choice items while others are project. These high stake, standardized

examination are usually administered in proctored, online environments

(Carnellale, 2001).

However, multiple choice questions, which are probably the most commonly

utilized objective are difficult to write, the items are easy to grade. These items

could be constructed to measure simple recall and complex critical thinking

skills.

Multiple-choice questions which are effectively used in examination higher order

thinking skills, are very difficult to write. These questions can be answered

quickly, as instructors can evaluate many different objectives in a single session

(Bolton-Lewis, 1998, Davis, 1999, Gay, 1980, Science Education, 1997,

Wakeford, 1999). While short answer questions are easy to write, they

eliminate guessing, and stress to recall of information rather than recognition,

critics feel that this type of question can place too much emphasis on rote

learning. However, they can give limited insight into how students can express

their thoughts (Davis, 1999, Gay, 1980, Science Education, 1997, Wakeford,

1999). Cheating, rather than having the personal state, that they themselves

participate in those activities (Cizek, 1999). Two studies have used course

outcome and exam grades in order to show the existences of cheating in specific

instances. Ridey and Husband (1998) used a comparison of the grades of 100

students received from web-based class work and those received in traditional

on campus classes to show that a significant difference did not exist in the rigor

or integrity of the web-based courses. Gighotti, Smegha, Falk and Neiswander

(1994) conducted a study to compare computer based online examination to in-

class examination. Among other things, the computer base examination grouped

scored lower grades than their in-class counter-part. The grades of the

computer-based examination were normally distributed, while the grades from

in-class examination group were skewed upwards. Giglotti (1994)et al;

attributed this difference to the group that used computer base examination

having less opportunity to ask for clarification during the examination. Sloss

(1995), attributed this differences to cheating. He noted that, with the computer

randomly generating questions, copying would be impossible and meaningless.

The skewed results, he suggested, were the results of the poorer students

cheating more than the better students, Gighotti, Smergha and Falk (1995)

subsequently agreed with Sloss’s comments. Identification checks were done in

the computer lab, while none was done for their in-class examination group.

Several studies have shown that there will be a reduction in cheating when

penalties are expected and enforced (Micabe and Trevano, 1993, Michael’s and

Mathe, 1989, Mixon, 1996). Micabe and Trevino (1997) found that students

uncalistic penalties would not be imposed, unrealistic penalties became

positively associated with cheating (Micabe and Trevino, 1997). Attention to

classroom examination is an important consideration in attempting to control

classroom cheating (Leming, 1990 P.85). This is because sanctions and high

risks of detection substantially reduce cheating Genereux and Mclead (1995)

found that low instructor vigilance result in more cheating. on the other hand,

high instructor vigilance and using relevant course material in composing the

examination decrease cheating. Bower (1994) feels the next best system to the

honor code was where faculty took control of proctoring. Nuss (1984) found

that 24% of the faculty and 21% of students believes that cheating occurred

because “No one ever gets punished for it” (Nuss, 1984. P.142).

There is a self reported cheating of 45% occasional cheater and 33% students who

cheats often on the Rutgers campus of 33,500 students. In 1990, only 80 cases

of cheating were reported (Fishbein, 1994). In a survey by Micabe and Trevino

(1995) a student noted, “it does not pay to be honest in school, because, with

certain forms of cheating, the chances of getting caught are slim to none”.

(Micabe and Trevino, 1995, P.7). Take home paper examination (Marsh, 1988)

found experimentally that there was more cheating by students who took a take

home exam than by students who took an in-class exam. However, Weber and

McBee (1983) found that there was little difference in the level of cheating

between take home, open book and in-class exams. They concluded “finding an

answer in a book is probably a more reliable and efficient procedures than

having to find the bright person in examination hall, who is a student in class”

(Weber and McBee, 1983, P.6).

Faculty support of academic integrity Micabe (1993) studied the reactions of

faculty members cheating as reported by their students faculty at Honor code

institutions were reluctant to enforce academic integrity rules, but did so twice

as often as did the faculty at non-code schools. 40% of 200 professors surveyed

had never turned in a student for cheating 84% seldom turned in a students for

cheating and only, 6% chose often. Micabe and Trevino (1995) found that many

professor do not wish to be involves with the reporting of cheating violations.

Only 50% said that they would not reports even if there were such proof.

Faculty said that student are very much aware of which professors will turn

them in, and which ones consider it too much red tape. When students thought

the class workload was impossible to complete in traditional classes, they

would cheat in order to ensure their survival (Alken, 1991, Ashworth and

Bannista, 1997, Clayton, 1999, Fishbern, 1993, 1994).

Administrators at Dallas community college system have found that different

courses can be categorized as high or low risk courses for cheating. lowest risk

classes for dishonest conduct are those which prepare students to state boards or

certificate exams. There is also reduced risk of cheating when the distance

classes not in these categories, administrators encourage the use of proctored

entrance examination centre (Tulloch and Thompson, 1999).

In surveying the literature on implementing online instruction not one of the

reports recommended unsupervised online school examination. Many distance

learning divisions, including those at Tallahassee community college and

Northern Virginia community college require students to take at least one

proctored exam during the term (Hayes, 1997, Northern Virginia community

college, 1998, Serwatka, 1999). Proctored exams are strongly recommended by

Gray (1998). She also recommends that photos be collected from students as

they register so that the proctor can verify their identity.

Methods of reducing on-line examination cheating as noted earlier and methods of

controlling academic dishonesty fall into two districts categories, honor codes

and deterrents. Honor codes and communication about academic integrity are

the solutions of choice for a stable group or community whose members know

one another well, such as high school, small college, campus or place of

employment.

These methods are not a workable solution for examination someone whom you

have never met and may never meet again. The second strategies for reducing

on-line examination cheating come from combination of expecting integrity

while utilizing deterrents to encourages honesty. Many students are not certain

of what constitutes cheating, students need to be told explicitly what constitutes

dishonesty behaviour if it is to be deterred (Cizek, 199, Micabe and Trevino,

1993). Carlson (1999) notes that this is important in online examination. He

suggests that integrity policy should be noted and posted on the syllable.

In the article, “maintaining academic integrity in Web based instruction” gray

(1998) offers suggestions to instructions of web-based classes. She suggests that

when using online type of examination to a URL. The address is E-mailed at a

predetermined time along with a deadline for completion. She also suggest

integrity quizzes in exercises and reading to make it difficult to get a person

unfamiliar with the course specifics to help without demanding a great deal of

their time. Biometrics, as a person have begun to utilize the computer for more

daily activities, to access is now dependent on a password, which many times is

lost or stolen. Biometrics is one of more recent security methods, which is been

employed by business, industries, and military to replace password. Biometric

techniques includes the measuring of physical attributes or personal traits in

order to automatically compare a person’s unique characteristics to date in file.

Some of these unique characteristics includes finger prints, voice patterns,

faces, hands, irises, retinas or writing methods.

The Dallas country county community college distinct begun considering various

biometrics options for online examination in 1999 (Tulloch and Thompson,

1999). Brooks (1997) proposed face recognition as an automatic verification

method during examination, in installing digital cameras, so that students

photographs becomes part of the school examination records (Thomas, 2001).

Two different types of examination situations can benefit from biometric

identification. Biometric systems could be used to authenticate a student’s

identify when entering or leaving a large group examination hall or a supervised

computerized examination facility. Also biometrics could be used as part of a

security system to supervise students while they are writing entrance

examination online. Each of the biometric options has specific capabilities that

makes each of them better for some situation than for others. Online

examination is the most reliable for all the schools examination situations. The

objective is to replace proctoring during a school examination with an

automated system. Biometrics system to protect access to the internet and world

wide web services have been developed, the systems are based on finger prints

(Jam and Hong. 1996) hard geometry (Jain, Prabhackar and Ross, 1998) and

voice (Boves and Koolwai, 1998).

There are concerns, which makes the school examination applications different

from other biometrics applications. The users must login applications benefits

from protection by a security system and choose not to defect it. In most cases,

the people trying to defect these system are non-users. With online examination,

however, it may be to users advantages not to detect the system.

Enrollment should occur before the students has even begun class. Every effort

should be made that the enrollment process is well supervised and verified. The

ideal system needs to be capable of providing continuing, transparent, positive

identification of the person sitting at the computer keyboard. Ideally, the

examination would not begin until the student is identified positively. Then,

while each question is being answered, the system would provide continuing

periodic positive identification of the students. The students should be able to

read in between questions. Only a camera-based system can provide this type of

identification. A small video camera, mounted on the top of the monitor could

capture the student’s image at certain time intervals without interrupting their

work (Richards, 1997), since nearly all video camera installations include a

microphone with a sound board, layering face recognition with speaker

verification could provide more accuracy in the future without adding to the

student’s hardware expenditure.

As cited earlier, in this study, accuracy is also improved in biometric recognition

by using multiple image captures for comparison. In an online examination

situation many images would be captured at random times. Recognitions of the

majority of the others would be used as a declaration of recognition of the

examiner.

CHAPTER THREE

3.0. RESEARCH METHODOLOGY

The concept research methodology is simply referred to the specification of the

relevant procedures for collection and analysis of information (data) which

would help solve the research problem at hand (Agburu, 2001). The main

reason for the analysis is to find out what information the system should

manage, what to find in the search and how to execute those objectives. For the

researcher to achieve all these stated above, I made use of the internationally

accepted software engineering model, which Structured System Analysis and

Design Methodology (SSADM). Structured System Analysis and Design

Methodology (SSADM) is a system approach to the analysis and design

information system. SSADM methods involves the application of a sequence of

analysis, documentation and Design tasks concerned with analysis of the

current system, logical data design and local process design etc.

3.1. SYSTEM INVESTIGATION

Investigation is defined as an act of trying to discover facts, information etc, by

study or research. Hence, the system investigation is the in depth and through

custody of the strength and weakness of an existing system regarding its

procedures in working. To introduce a system that will help to improve the

already existing one, its inputs and outputs with the objective of maximizing it

efficiency through an organized transformation process. Basically two phases

are involved in system investigation. They are:

1. : This is the first phase of system investigation.The System Definition Phases

It is at this stage the researcher defines the problem of the old system as

identified by the department. The purpose of the study is to establish the need

for a new system and specify the objectives.

It is usually the initial study carried out to identify the problem of the old system

and the causes of such problems the objectives is to conduct as preliminary

analysis, prose alternatives solution.

2. : it involves the study of existing system from which theFeasibility Study

researcher was able to develop a model for the new system. This aids

investigating the project in sufficient depth to be able to provide information

that justifies the development of the new system and show why the old system

should not continue. However, this stage help to examine sand determine the

validity, workability and acceptability of the new system.

3.2. SOURCES OF DATA

PRIMARY SOURCE OF DATA COLLECTION: Primary source of data

collection for this project were obtained directly from first hand information,

through interview, observation and questionnaires. The major reason for

collecting data through first hand information for this projects work is to gain

an insight into the problems under study. In other word, it makes the project to

be original and also provide firsthand information about all, the related key

issues involved in the study.

SECONDARY SOURCES OF DATA COLLECTION: Data from secondary

source were collected from extensive use of library material documents

released to the course of study. The essence of the secondary source of data

collection is to make it possible for the researcher to examine some of the

related literature on the system. It is also method used or employed where data

obtained indirectly from the original source.

EXAMPLES OF PRIMARY SOURCE OF DATA COLLECTION

In view to investigation, office representatives wereINTERVIEW METHOD:

interviewed such as lecturers, HODs and faculty officers and their response

were found to be useful to this study, as it obtained by physical contacts. The

essential elements of the interview is obtained directly and in a short time than

when other methods are employed since the interviewer is with the interviewed.

This immediate feedback gives the researcher the opportunity to ask ambiguous

questions and hence obtain detailed responses.

QUESTIONNAIRE METHOD: This technique is used here, to extract the

information from number of staff and non-staff. Since the researcher was not

able to be there with them, the researcher drafted skillful questions. This

questions are simple, simple and to the point, it was shared among them.

OBSERVATION METHOD: This method of data collection, the researcher

visited the school to witness or observe and understand the operation of the

existing system, direct and this method was richly employed. During the

observation, the researcher observed.

The examination courses

The marking system

The recording system

EXAMPLES OF SECONDARY SOURCE OF DATA COLLECTION

TEXTBOOK METHODS: These are books containing the facts about the

particular subjects on the topic.

NEWSPAPER METHOD: Newspaper publications containing related topic.

INTERNET METHOD: Is a global network containing and providing

information on the topic.

3.3. PROPOSAL FOR THE NEW SYSTEM

Due to the problems of the existing system, there is need for the new system. The

new system will ameliorate and enhance the performance of the existing

system. To reduce the workload and also remove human errors, it will improve

the credibility of writing exams. This can be done in many ways, and are as

follows:

Improved Statistical Analysis: More improved analysis of students

performance can be done at no extra cost and faster.

Automation: Automate the examination delivery, assessment and recording

process, thereby minimizing clerical mistakes.

Serves as preparatory tool: To provide intending CBT examiners in any part

of the world with a robust platform for practicing and preparing, thereby

improving their performance.

Eco-friendliness: Cut down the use of paper thereby making it an eco-friendly

initiative.

3.4. PROBLEMS OF THE OLD SYSTEM

Due to the manual system being used in keeping information about studies

examination processing, a lot of problems were encountered which includes:

Takes a lot of time to retrieve a particular students result

Loss of vital documents as the filling system

Illegal removal of forms by fraudulent staff leading to insecurity

Results hardly come out on time.

3.5. OBJECTIVE OF THE NEW SYSTEM

The new system is expected to serve as a remedy to the problems and weakness

observed in the existing systems. They are as follows:

Authenticate student: when they login into the system with their details.

Create sessions for each students: Each student has his/her own unique

password, so when login your status on profile will be opened.

Restrict the student to make only one selection of the options to the question.

No students can select more than one options from the questions that is

displayed (either is A or B or C or D).

Allow the student to go back to review or modify already answered question.

This is when the students have finished answering he/she can go back to review

or click the options that has been answered and can change the options that has

been chosen (i.e. from A to B to C to D ).

Generate questions randomly: this is when the computer generate questions so

that each of the questions is not the same question at the same time.

Prevent repetition of questions already generated this is when the question(s)

that has been answered cannot show again.

Computations of students score at the end of the exam. When the student click

submit within few seconds the result will be shown or displayed.

Flexibility: Examination can be taken at different places and at different time.

CHAPTER FOUR

4.0. SYSTEM ANALYSIS/DESIGN

SYSTEM: Is a group of interrelated components working together towards a

common goal by accepting input and producing output in an organized

transformation process. Basically, there are (3) major components in every

system namely inputs, processing and output. In the system the different

components are connected to each other.

ANALYSIS: Is the process of breaking a complex system into smaller components

to gain a better understanding of the system.

SYSTEM ANALYSIS: This is the process of collecting factual data,

understanding the process involved in identifying problems and recommending

feasible suggestions for improving the system functionality.

It is also involved in studying the business processes, gathering, finding out bottle

necks and evolving solution for overcoming the weaknesses of the system so as

to achieve the organizational goals.

4.1. ANALYSIS OF INPUT

This is a stage where by the data collected are been processed or analyzed so as to

produce information (student Registrar)

The Input Data specification table

Field description

Field name

Field type

Field width

S/NO

FIELD DESCRIPTION FIELD NAME FIELD

TYPE

FIELD

WID

TH

01 Student first name First name Alphabetic 15

02 Student surname Surname Alphabetic 15

03 Student last name Last name Alphabetic 15

04 Student date of Birth Date of Birth Numeric 08

05 Student sex Sex Alphabetic 06

06 Student Nationality Nationality Alphabetic 25

07 Student state of origin State of origin Alphabetic 20

08 Student contact phone Contact phone Numeric 15

09 Student local Government Local Government Alphabetic 25

10 Student Residential Address ResidentialAddress

Alphanumeric

30

11 Student Maiden Name Maiden Name Alphabetic 15

12 Student place of Birth Place of Birth Alphabetic 20

13 Student programme of study Programme Alphabetic 25

14 Student course of study Course of study Alphabetic 25

15 Student year of Admission Year of Admission Numeric 04

16 Student year of Graduation Year of Graduation Numeric 04

17 Student Matric Number Matric Number Alphabetic 20

4.1.1. PROCESSING

Processing is the organizing of information into new and constructive structure. It

entails the assembling and dispensing of data input and record to achieve a

certain goal.

Here processing involves checking whether the student have filled/registered in all

the required field to be filled which includes:

Student Name

Student Address

Matric Number

Date of Birth

Sex

Nationality

Course of study

Programme of study

4.1.2. OUTPUT

After processing through several processes based on the school requirement. Here

is the output.

Student passport Religion

Student Name Year of Admission

Matric Number Nationality

Date of Birth Programme

Sex Course of Study

Marital Status year of Graduation

4.2. ANALYSIS OF FACTS GATHERED

The results of the investigation were analyzed and presented in an orderly manner

for easy understanding. After gathering this information, it was analyzed to

point out areas of weakness of the current system, which are to be taken care of

by the new system.

Interview taken reveals the following problems:

The lecturers usually have more than enough studies to cater for under the

conventional classroom paper exam. Hence, there is little or they usually prefer

not to be asked a question.

Traditional classroom examination could be sometimes inhibiting environment

to students.

Student most times complain of time, starting and ending of the examination,

hence, time insufficient by the human based timing of the examination.

Malpractices are at a high side, since the students can easily copy from one

another questionnaire gotten from the investigation.

For this research s total of number 50 questionnaire was designed and distributed

to gather facts from the respondents 30 for students and 20 for the staff. But

eventually, not all the questionnaire where returned. The total number of

questionnaires returned were 45, the research question include:

QUESTION 1:

How long have you been working in this office?

RESPONSE NUMBER PERCENTAGE

1-3 3 23.33%

4-6 15 43.34%

7 years and above 7 33.33%

TOTAL 25 100%

From the above table, it is concluded that a higher percentage have worked in the

office between the range of 4-6years.

QUESTION 2:

What level are you:

RESPONSE NUMBER PERCENTAGE

NDI 8 52.2%

NDII 7 38.90%

HNDI 3 06.01%

HNDII 2 02.87%

TOTAL 20 100%

From the above table, it is concluded that a higher percentage were from NDI

QUESTION 3:

What is your qualification?

RESPONSE NUMBER PERCENTAGE

HND 9 11.20%

B.Sc 14 84.40%

M.Sc 2 04.40%

TOTAL 25 100%

From the above table, that number with B.Sc higher than HND and M.Sc.

QUESTION 4:

Are you computer literate?

RESPONSE NUMBER PERCENTAGE

Highly 30 79.69%

Fairly 15 20.31%

TOTAL 45 100%

From the above table, it shows higher number are computer literate.

QUESTION 5:

Are you comfortable with the manual system?

RESPONSE NUMBER PERCENTAGE

No 40 95.67%

Yes 5 04.33%

TOTAL 45 100%

From the above table, it shows that just very few are comfortable with manual

while a higher number are not comfortable.

QUESTION 6:

Do you want an automated system?

RESPONSE NUMBER PERCENTAGE

No 40 95.67%

Yes 5 04.33%

TOTAL 45 100%

From the above table, it shows higher number really want an automated system.

QUESTION 7:

Do you believe automated system will reduce malpractice?

RESPONSE NUMBER PERCENTAGE

Highly 28 84.40%

Fairly 12 11.20%

Not Sure 5 04.40%

TOTAL 45 100%

From the above table, it shows higher number believe automated system will

reduce malpractice.

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4.3. DESIGN OF INPUT AND OUTPUT OF THE NEW SYSTEM

This is where the student and administrator will input their details and will be

granted access:

INPUT FOR STUDENT

FIELD NAME FIELD TYPE FIELD WIDTH

Matric No Textbook 15

Username Textbook 15

Password Textbook 15

Submit Login button

Administrator’s Input

FIELD NAME FIELD TYPE FIELD WIDTH

Name Textbook 15

Username Textbook 15

Password Textbook 15

Submit Login button

OUTPUT

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DATA FLOW DIAGRAM

A data flow diagram (DFD) is a graphical representation of the flow of data

through an information system modeling its process aspects. Often they are

preliminary step used to create an overview of the system which can later be

elaborated. Data flow diagram (DFD) can also be used for the visualization of

data processing (structured design).

This process is divided into four different modules. At top of the hierarchy is the

user validation module the remaining is all same level process related to the

three different categories of user system administrator, lecturer and student

below is the data flow diagram illustrating these four modules.

Data flow diagram showing the user validation module

4.4. PROGRAMMING LANGUAGE USED

The computer based examination was coded with the Visual Basic (VB)

CHOICE OF THE PROGRAMMING LANGUAGE

The choice of programming language was adopted because of the following:

It is user friendly: This means that it is very simple particularly as to the

executable code

It is an object oriented program: Which means it can hold objects.

It has been highly optimized to support Rapid Development (RAD). It is

particularly easy to develop user Graphical User Interface (GUI) and to connect

then to handle functions provided by the application.

The graphical user interface (GUI) of visual Basic (VB) provides intuitive

appealing views for the management of the program structure in the large and

the various types of entities (classes, modules, procedures, forms).

VB provides comprehensive interactive and context sensitive online help

system

CHAPTER FIVE

5.0. SUMMARY

The computer based examination system has been designed and implemented in

this project work. The exercise was carried out based on the loopholes that is in

the existing system. Number of problems encountered in the manual system

process which are delayed in the release of results, malpractices, cost

implication of printing examination materials and human errors. This brings

about the need for automation of the examination system. The new system will

result in the following:

Fast discharge of students result.

Reliability in the management of student result.

Accuracy of computation of student data.

Provision of easy adjustment and to update student records.

5.1. RECOMMENDATION/CONCLUSION

In an evolving and technologically developing world such as Nigeria, where there

is a dearth(lack or scarce) of lecturers who are saddled, with much

responsibilities than they can handle, the need for a CBT that can take up some

of their routinely but relevant task cannot be overemphasized. This work was

aimed at designing and implementing a CBTs that prevents the human error(s)

that is prevalent in the existing system.

I recommend the automation of examination, by automating the examination

system it will minimize/remove human error(s) and overcoming their

limitations by adopting ICT, since the technology promises compact storage,

speedy retrieval of data and untiring diligent work. The following are benefits

of automating examination system:

Lack of examination venues, inadequate invigilators, inadequate

examination materials, omission of student results and human error(s) during

the marking/grading process will be automatically eliminated following the

adoption of this E- examination system.

By integrating and placing students database from different branches of

examination at centralized computer server interconnected on LAN or

internet, the data inconsistencies will be minimized and data can be available

anywhere, anytime through internet.

The new system will streamline the procedure for collation of exam records

repetition of work will lead to duplication. There will be centralized, secure

and robust database of the candidates appearing in the examination without

duplication of records.

The computerization of examination system will lead to effective monitoring

of examination process and the possibility of fraudulence will be minimized.

The computerization of examination will enable the management to see

trends in results at various level and timely availability of compiled reports

can be used to make strategic decisions in favour of the school and student.

However, future research work should accommodate theory based question and

opposed to only the multiple choice and structured questions formats that the

CBT system currently accommodates. Also provision for video based e-

assessment can be investigated.

CONCLUSION

In this work, a CBT system is developed and proposed for adoption in Nigerian

institutions. The examination system is an online examination that delivers

questions set by the lecturers to the student and generates the report of the

results of students who take the examination as well as overall examination

result summary based on the user’s query. The cost implication of conducting

mass-driven examination will become drastically and significantly reduced,

there will be no need to print questions or answer booklet anymore.

The CBTs system can store the records of each student and it can be recall when

necessary reference is needed, the CBT will be very useful tool to have

transparency, reliability and efficiency in writing school examination system. It

will break down geographical barriers, thus bringing mass changes in the

existing system. As a result of this ability of the system, students can take/write

their exams within a remote location once it is connected to the web

URL(Uniform Resource Locator).

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APPENDIX 1

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