DEVELOPMENT OF DOCUMENT ROUTING SYSTEM

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CHAPTER ONE

INTRODUCTION

1.1 Background of study

The need to develop document routing and tracking system has given rise to automated methods of solving such problems. Necessity has inspired man to develop the information and data processing technique we now use to provide required information as quickly and as economically as possible. This is because once a firm begins to expand, the information requirements expands proportionally too.

Document routing and tracking have the characteristics of input, processing, output and feedback. If we consider a microfinance bank as a system of subsystems, we may discover document routing system has been a manual process subject to all the traditional business problems. Documents get lost, there is no personnel accountability and it takes way too long. An attempt to determine its status is the definition of absolute inefficiency. Most large organizations use a computerized executive documents management system (EDMS) to manage the tracking and transfer of files prepared for senior management.

The document tracking will keep track of who is responsible for the file, who has it at any given time, when it is due to arrive at the next step in the process, and whether it is overdue in arriving there.

The document tracking also controls the movement of the e-file of the document itself. When the hardcopy of a file moves to another office, the e-file of the document itself is transferred to that office at the same time.

At that point, no other office is able to modify the e-file. Until the file is transferred elsewhere through the EDMS, that office alone is responsible for:

  • reviewing whatever action has been requested or taken to date; and
  • prepare documents as needed.

However, this work concentrates on the loaning aspect of the document routing and tracking system in general and the application in particular. Various manual systems and devices have been used in time past in collection of loans by customers. The most recent of such devices is the computer with an advantage of speed and accuracy over the previous devices.

In view of this, certain information about the customers are stored in a database- a collection of related fields; and this data is manipulated to give rise to the loaning system. The need for this medium of application is for approval/transfer of document at a faster rate than before has been highly called for. The computer programmers aim at ensuring that the application by customers is processed on time in the computer to generate an effective loaning system for the microfinance bank. 10

1.1.2 The Organogram

Figure 1.1.1: organizational structure of Accion microfinance bank. 11

1.2 STATEMENT OF THE PROBLEM

The manual system involves storage of paper files, recording on kalamazoo forms and the cumbersome computations of numerical quantities.

Having colobrated to an extent what the manual sytem entails and depicts, we can call look at the weakness of this system that we can trade off for some method that is more rewarding. The disadvantages of this system include duplication of files and records insecurity of data that can arise through fire, theft, sabotage, etc.

Apparently, there arises delay in processing. Data is difficult to retrieve due to bureaucracy.

Computation of numerical quantities could be cumbersome and error prone since they are done by humans.

Data mutilation may arise as files move from one hand to the other in the department. All this problems have risen and are still playing in the organizations still using the manual system.

Hence, in identifying these problems, I was able to clarify the new systems objective and users, desire outputs, and desired processing.

1.3 Objectives of study (elimination of manual loan program)

The objectives of this research is to develop a system that will

Eliminate manual loan program

To make it easy for applicants to apply for loans from the comfort of their home and also from any location in the country.

To enable online approval of loan.

Make it easy for grouping of applicants to their respective categories they fall under.

1.4 Significance of study

Viewing critically the inefficiencies in the manual loan system presently in Accion MFB, the need to develop online loan approval that will handle such inefficiencies cannot be over emphasized.

1.5 Scope of study (The computerized system)

Due to the complexities and rigors that assail the manual system, the computerized system is used to solve our manual loan problems. It was improved to be a great improvement on the manual system. The computer system is the series of programs, which will be used to process the data available with an aim to solve the problems at hand. It is designed to curtail the ineffectiveness inherent in the old system (manual system). It is an improvement or manual system because it takes care of the problems encountered by the manual system.

1.6 LIMITATION OF STUDY

I encountered numbers of constraints that made this research difficult to get beyond this scope. This constraints includes:

  1. Length of time for development
  2. Integration of existing services
  3. Inadequate data supply by the bank
  4. Lack of good internet connection

1.7 Definition of terms

Document routing system:

Document routing is a manual process subject to all the traditional business problems. Documents get lost, there is no personnel accountability and it takes way too long. An attempt to determine its status is the definition of absolute inefficiency. The Document Routing System (DRS) provides automated document routing to the user.

Document tracking system: This keeps track of who is responsible for the file, who has it at any given time, when it is due to arrive at the next step in the process, and whether it is overdue in arriving there.

Loan: Money lent at interest, something lent for the borrower’s temporary use.

Lend: To give for temporary use on condition that the same or its equivalent be returned. To give the assistance or support of afford furnish ‹a dispassionate and scholarly manner which great force to his criticisms — to adapt or apply (oneself) readily accommodate ‹a topic that itself admirably to class discussion.

Automation: The replacement of human workers by technology. A system in which a workplace or process has been converted to one that replaced or ministries human labour with electronic or mechanical equipment.

Online: connected via computer attached to or available via a computer or computer network.

Database: Any collection of data organized for storage in a computer memory and designed for easy access by authorized users.

Database update: This simply means applying and maintaining changes on a database after data must have been added, removed or modified.

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Author: kelvin_carter

A confident and reliable IT support engineer with extensive practical experience of working with computers and resolving any support issues that are raised to the service desk. Possessing a proven ability to administer and control the operation, configuration and maintenance of computer based information systems, as well as having an eye for detail and able to multi-task under pressure. An excellent communicator can relate well with people at all levels and has the flexibility of working well as part of a team and on my own.