ONLINE CLEARANCE SYSTEM:

An Implementation
BACKGROUND OF THE STUDY

By definition, clearance is the process of determining and negotiating any permission that
are needed to include the use of someone elses intellectual property in creative project
(Awuzie, 2013).
Clearance can refer to authorization or permission from an authority (Anigbogu, 2000;
Chimezie, 2000; Wikipedia 2013). Clearance systems for graduating students are vital
incessant procedures and process in every University that is inevitable.
In schools, clearance is needed for each student every end of the semester. It is also a very
important proof that the student has no accountability to the school after the semester.
The manual process of recording and keeping track of student accountabilities had
somewhat delayed the process and had an effect on other activities like enrolment and
releasing of grades.
STATEMENT OF THE PROBLEM (SPECIFIC PROBLEM)

The students clearance can be lost.

Forgery is practiced among students.
Processing of students clearance is done manually and time
consuming.
Generation of reports can take a lot of time to be manually
processed.
High possibility of human errors.
Difficulty in retrieving and disseminating clearance information.
OBJECTIVES
1. To update quickly the students clearance for every signatory.
2. To provide an alternative way of presenting, organizing and managing (add, edit, clear and delete)
clearance requirements or items.
3. To have a secure system, the user must log-in in their personal account to prevent unauthorized users.
4. To effectively generate and organize report of a student or organization with specific course or college.
5. To provide a system that accepts entries for student and organization accountabilities and provides
students a list of their accountabilities and provides the administrators a list of students who have
accountabilities.
6. To design a system to streamline the procedure by providing a web-based application for students and
organizations to view their accountabilities without having to go to the department or offices and wait
in queue.
7. To extend the system design allowing authoritative constituents (Clearance Administrator and System
Administrator) to keep and manage important information.
SIGNIFICANCE OF THE STUDY

The study in general, is to develop a computerized online clearance

system in Mindanao State University General Santos and aims to
minimize if not shorten the manual process in processing clearances.

Through this system, the administrator can provide an alternative

way of presenting, organizing, storing and managing (add, edit, clear
and delete) clearance requirements and items as well as providing
generated report of a student or organizations with specific course
or college
SCOPE AND LIMITATION OF THE STUDY

This study focuses on clearance system of Mindanao State University General

Santos. The signatories involved in every department and offices are the users of the
proposed system. This study focuses on the usage and benefits of computerized
clearance system, check clearance status, add and clear liability, delete and edit
liability, allow and restrict signatories privileges.

The students and organizations are the main focus in the automated clearance
system. The administrator will only add offices and signatories data and can restrict
signatory accounts privileges. The signatories can only view the clearance details
and add, delete, edit, clear the liability of the student clearance.
 SCOPE AND LIMITATION OF THE STUDY (cont)

The System will only allow the user to:

WEB
System Administrator: Clearance Administrator:
View students/ organizations clearance records. View student/ organization clearance records.
Manage clearance items (add, edit, clear and delete).
Manage clearance items (add, edit, clear and
delete).
Manage student account.
Manage personal account.
Manage clearance administrator account.

Student:
View and track clearances.
Manage personal account.