A WEB-BASED CLEARANCE SYSTEM CASE STUDY: NAGONGERA CAMPUS BUSITEMA UNIVERSITY
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Date
2026-08-31
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NASSER TWAIFU
Abstract
The clearance process at Busitema University, Nagongera campus, has been traditionally using a manual, paper-based approach that requires students to physically move across multiple departments to obtain approvals, this has proven to be inefficient, time-consuming, and prone to errors such as document loss and lack of transparency in tracking clearance progress (Jonathan et al., 2019; Emmanuel Ifeanyi, 2013). As a result, students experience delays in completing their clearance while staff face difficulties in record management and monitoring of departmental activities.
This study focused on design and implement a Web-Based Clearance System aimed at improving the efficiency, transparency and reliabilities of clearance process. Drawing on best practices from existing online clearance systems (Agbo-Ajala & Makinde, 2015), the proposed system enables students to submit clearance requests digitally, track their progress in real-time, and receive automated notifications regarding approvals or rejections. Department officers can process clearance requests through dedicated dashboards, while administrators can monitor the entire process, generate reports, and manage user accounts.
A mixed-methods approach was used, combining interviews and questionnaires to gather system requirements from administrators, lecturers and students. The system was developed using the Rapid Application Development (RAD) approach within Structured Systems Analysis and Design Methodology (SSADM) framework. Implementation was carried out using XAMPP, PHP, MySQL, HTML, CSS, and JavaScript.
The system was tested through unit, integration, functional, and user acceptance testing. The results from validation indicated improved efficiency, reduced progressing time and increased user satisfaction. The findings confirm that the proposed system effectively address the limitations of the manual clearance process and support digital transformation in university administration. Future work should focus on hosting the system on a commercial cloud platform and extending it to a Progressive Web Application (PWA) for enhanced mobile accessibility.
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NASSER TWAIFU