ABSTRACT
The paper examines Design and Implementation of an online Campus Maintenance Request and Approval System (A case study of works Department, University of Uyo). Considering the numerous challenges campuses face in requesting for maintenance and getting maintenance works approved by the appropriate authorities, the paper aims at developing a secure and convenient management system where maintenance requests and approval can be processed online in real time. Considering technology used in implementing this work, the researcher used HTML, CSS, SQL and PHP. These technologies were considered because of its robust and simplicity in solving complex issues faced by many campuses in Nigeria.
CHAPTER ONE
INTRODUCTION
1.1 Background to the Study
In the modern educational landscape, the efficient management of campus facilities is integral to fostering a conducive learning environment. A critical component of this management is the timely resolution of maintenance requests, ensuring that infrastructure remains functional and safe for students, faculty, and staff. Traditional paper-based systems for managing maintenance requests often suffer from delays, inefficiencies, and lack of transparency (Hsu, 2018). To address these challenges, the design and implementation of an online Campus Maintenance Request and Approval System (CMRAS) emerge as a pivotal solution. This system leverages digital technologies to streamline the process of submitting, tracking, and resolving maintenance issues across various campus facilities.
The implementation of an online CMRAS offers several advantages over conventional methods. Firstly, it provides a user-friendly platform accessible to all stakeholders, including students, faculty, and administrative staff, enabling them to submit maintenance requests conveniently from any device with internet access (Sharma & Gupta, 2019). Secondly, the digital nature of the system facilitates real-time tracking and monitoring of requests, enhancing transparency and accountability in the maintenance workflow. Furthermore, by automating certain aspects of request processing and approval, such as routing requests to the appropriate personnel based on location and type of issue, the CMRAS reduces response times and ensures prompt resolution of maintenance issues (Chen et al., 2020).
The design of the CMRAS involves careful consideration of various factors, including user interface design, database management, workflow automation, and security measures. A well-designed interface should prioritize ease of use and accessibility, ensuring that users can navigate the system intuitively and submit requests with minimal effort (Oliveira et al., 2017). Additionally, the system's database must be robust enough to store and manage a large volume of maintenance data efficiently. Workflow automation features, such as notifications and reminders, can help streamline the processing of requests and facilitate communication between stakeholders. Lastly, robust security measures, including data encryption and user authentication mechanisms, are essential to safeguard sensitive information and protect the integrity of the system (Kaur & Mahajan, 2021).
In summary, the design and implementation of an online Campus Maintenance Request and Approval System represent a significant advancement in campus facility management, offering improved efficiency, transparency, and user experience. By leveraging digital technologies, such a system addresses the shortcomings of traditional paper-based methods and ensures the timely resolution of maintenance issues, ultimately contributing to a safer and more conducive learning environment for all members of the campus community.
1.2 Statement of the Problem
In managing campus facilities, the timely resolution of maintenance issues poses significant challenges, particularly due to the inefficiencies of traditional paper-based systems. These systems often lead to delays in submitting requests, a lack of transparency in tracking request status, manual approval processes, and difficulties in data analysis and reporting. Consequently, stakeholders, including students, faculty, and staff, experience prolonged inconveniences and dissatisfaction with the maintenance process. These challenges underscore the pressing need for an online Campus Maintenance Request and Approval System (CMRAS) that streamlines request submission, enhances transparency in tracking, automates approval workflows, and facilitates comprehensive data analysis.
Addressing these challenges requires the development and implementation of a CMRAS that offers a user-friendly interface for request submission, real-time tracking of request status, automated approval workflows, and robust data analysis and reporting capabilities. By addressing these key issues, the CMRAS aims to improve the efficiency, transparency, and effectiveness of campus facility management, ultimately fostering a safer and more conducive learning environment for all members of the campus community.
Top of Form
Bottom of Form
1.3 Objectives of the Study
The main objective of the study is to examine Design and Implementation of an online Campus Maintenance Request and Approval System (A case study of works Department, University of Uyo). Specific objectives of the study are:
- To design a well-structured and optimized database management system to store, process and retrieve user and maintenance requesst in real-time.
- To design and Implement a secure management information system not prone to internal and external attacks.
- To create a fast query system where customers can search for maintenance requests and their approval status in real-time.
- To proffer solutions to the challenges and enhance already existing systems in place.
SCREEN SHOT OF THE APPLICATION
1.4 Significance of the Study
The study is important for many reasons. The following are the major stakeholders this paper through its practical and theoretical implications and findings will be of great significance:
Firstly, the paper will benefit major stakeholders and policy makers in the Information Technology sector. The various analysis, findings and discussions outlined in this paper will serve as a guide in enabling major positive changes in the industry and sub-sectors.
Secondly, the paper is also beneficial to the organizations used for the research. Since first hand data was gotten and analysed from the organization, they stand a chance to benefit directly from the findings of the study in respect to their various organizations. These findings will fast track growth and enable productivity in the organisations used as a case study.
Finally, the paper will serve as a guide to other researchers willing to research further into the subject matter. Through the conclusions, limitations and gaps identified in the subject matter, other student and independent researchers can have a well laid foundation to conduct further studies.
1.7 Scope of the Study
The study is delimited to the University of Uyo Campus. Findings and recommendations from the study reflects the views and opinions of respondents sampled in the area. It may not reflect the entire picture in the population.
1.8 Limitations of the Study
The major limitations of the research study are time, financial constraints and delays from respondents. The researcher had difficulties combining lectures with field work. Financial constraints in form of getting adequate funds and sponsors to print questionnaires, hold Focus group discussions and logistics was recorded. Finally, respondents were a bit reluctant in filling questionnaires and submitting them on time. This delayed the project work a bit.
1.9 Organization of the Study
The study is made up of five (5) Chapters. Chapter one of the study gives a general introduction to the subject matter, background to the problem as well as a detailed problem statement of the research. This chapter also sets the objectives of the paper in motion detailing out the significance and scope of the paper.
Chapter Two of the paper entails the review of related literature with regards to corporate governance and integrated reporting. This chapter outlines the conceptual reviews, theoretical reviews and empirical reviews of the study.
Chapter three focuses on the methodology and analysis of the existing system. This gives an insight into the analysis of systems in place already, facts finding sources, input analysis, output analysis, process analysis and objectives of the new system to be implemented.
Chapter Four focuses on the Analysis of the New system to be Implemented, the design standard, output specification and design, input specification and design, system flow chart and requirements.
Chapter Five outlines the findings, conclusions and recommendations of the study. Based on objectives set out, the researcher concludes the paper by answering all research questions set out in the study.
1.10 Definition of Terms
Campus Maintenance Request and Approval System (CMRAS): A digital platform designed to streamline the process of submitting, tracking, and resolving maintenance requests for campus facilities. The CMRAS facilitates the efficient management of maintenance issues by providing stakeholders with a user-friendly interface for request submission, automating approval workflows, and enabling real-time tracking of request status.
Request Submission: The process through which stakeholders, including students, faculty, and staff, submit maintenance requests for campus facilities using the CMRAS. This involves providing details about the nature of the maintenance issue, such as location, description, and urgency, through the system's user interface.
Request Tracking: The capability of the CMRAS to monitor and update the status of maintenance requests in real-time. This functionality allows stakeholders to track the progress of their requests, from submission to resolution, providing transparency and accountability in the maintenance workflow.
Approval Workflow: The automated process within the CMRAS for reviewing and approving maintenance requests. This workflow routes requests to the appropriate personnel based on predefined criteria, such as the type of issue and its location, streamlining the approval process and reducing response times.
Data Analysis and Reporting: The functionality of the CMRAS to aggregate, analyze, and report on maintenance data collected through the system. This capability enables institutions to identify trends, track performance metrics, and make data-driven decisions to improve overall facility management.
User Interface: The graphical interface of the CMRAS that allows stakeholders to interact with the system. A well-designed user interface prioritizes ease of use and accessibility, enabling users to navigate the system intuitively and submit requests with minimal effort.
Digital Technologies: Technologies such as web-based applications, databases, and automation tools utilized in the design and implementation of the CMRAS. These technologies enable the system to function efficiently and effectively in managing campus maintenance requests and approvals.
