DESIGN AND IMPLEMENTATION OF AN ELECTRONIC MAIL SERVICE SYSTEM FOR PUBLIC ACCESS (A CASE STUDY OF NIPOST ENUGU
ABSTRACT
As information technology continues to effect changes in all aspect of human life, the communicating industry can not afford to be left behind. This research is on the existing manual system of operation in the Nigeria postal services It was undertaken in order to identify some of the problems associated with the existing system of operation in Nipost, like loss of mails, theft etc. And make a proposal on the design and implementation of computer (internet) based system. The electronic mail system for public Access to be adopted by the agency. This will help to eliminate most of these problems and enhance customer satisfaction, confidence and efficiency and effectiveness in the management of resources.
ORGANIZATION OF WORK
This work contains seven chapters, out of the seven chapters. The first chapter introduces the subject matter, the problem and its setting. While chapter two reviews some related literatures on the subject chapter three discusses the description and analysis of the existing system of operation in Nipost. In the fourth and fifth chapters, the design and implementation of the proposed system to aid maintenance was done. In chapter six.
Finally in chapter seven, the last but not the least, some useful recommendations on how best to achieve the aims and objectives of this study was made and conclusion drawn on the subject matter.
TABLE OF CONTENTS
Chapter one
1.1 Statement of the problems
1.2 Purpose of the study
1.3 Aims and objectives
1.4 scope of study
1.5 Limitation of the study
1.6 Assumptions
1.7 Definition of terms
Chapter two
2.0 Literature Review
Chapter three
3.0 Detailed study and analysis of old system
3.1 fact findings method used
3.2 Organisation structure
3.3 Objective of the existing system
3.4 Information flow diagram
3.5 problems of existing system
3.6 Justification for the new system
Chapter four
4.0 Design of the new system
4.1 Output design and specification
4.2 Input design and specification
4.3 File design
4.4 Procedure chart
4.5 System flow chart
Chapter five
5.0 Implementation
5.1 Program design
5.2 Program flowchart
5.3 Psendocode
5.4 Source Program
5.5 test run
Chapter six
6.1 System documentation
6.2 User documentation
Chapter seven
7.1 Conclusion
7.2 Recommendation
7.3 Bibliography.
CHAPTER ONE
INTRODUCTION
In view of the very important role information (communication) plays in the life of individuals and organization, it has attracted much attention and subsequent investment of private individual, government and non-governmental organisations. This has led to the establishment of many courier service companies, private post offices by private organization and the part of the government, the establishment of the ministry of communication under which you find the Nigeria postal services (Nipost).There is no doubt that these efforts are aimed at providing reliability, accuracy, timelines and cost effectiveness of information which are the basis for the usefulness of any information.
Unfortunately, a critical look into the operations of Nigeria postal services today reveals that it has left much to be desired as compared by the federal government of Nigeria. Some decades ago-primarily to aid information dissemination or communication be safe dispatching of customers mails o time and at a reasonable cost. But today, an average Nigeria has lost confidence in the services of Nipost. This development is not unconnected with the manual system of operation currently in place in Nipost which has resulted in problems like delay in delivery of mails/ parcels, outright loss of mails on transit either due to careless ness or mistake on part of NIpost officials or even theft by some corrupt officials, non availability of postage materials like stamp and inability of the existing system to provide the management and the stake holders in the sectors with necessary management information needed for the survival of the organization.
Thanks to technological development for the hope it has brought. Today innovation has provided other means of communication apart from writing of letters which includes telephone, fax (Facsimile), telex, telegram electronic mail, voice mail, teleconferencing and other internet facilities etc.
In order to eliminate some of these problems associated with the existing manual system of operation in Nipost, this research proposes the design and implementation of ca computer based information communication system, the electronic mails for use by Nipost .\this concept or technology, cost effective services but also excellent, well motivate staff dedicated to serving customers very efficiently, reliability and on time among other things
1.1 STATEMENT OF THE PROBLEM
Sending receiving or even seeking any other information from Nipost has recently turned out to be a regrettable venture. these is no confidence in the services provided by Nipost due to problems like loss of mails, delay in delivery of mails, theft of contents of mails (parcels) by some corrupt Nipost officials and the inability of the existing system of operation to provide the necessary management information needed for necessary management information needed for timely and effective decision making planning, directing and control of activities for which the management of the agency are responsible. That is to say that the aims and objectives of establishing the agency have almost been defeated. This proposed system will provide necessary management information, innovative services, latest information technology, cost effectiveness and excellent and well motivated staff dedicated to providing customers with quality, accurate timely, efficient, useful and reliable services.
1.2 PURPOSE OF STUDY
The purpose of this study is to critically look into the operations of NIpost as obtainable using the existing manual system, identify the problems associated with the system to ascertain the possibility of designing and implementing a computer based system which will help eliminate most of the problems and still meet with the aims and objectives of floating the agency by the government.
1.3 AIMS AND OBJECTIVES OF STUDY
THE AIMS OBJECTIVES OF THIS STUDY INCLUDES THE FOLLOWING:
a. Identifying the problems associated with the existing manual system of operation in Nipost.
b. To know how for these problems affect the performances of the management and staff of Nipost
c. to know how far these problems affect the performance of the management and general public.
d. Identifying some ways of improving on the existing system for better performance.
e. To know what electronic mails is all about.
f. To know the advantages and disadvantages of E – mail over some other means of communication.
g. To know E –mail facilities could be useful to Nipost and her customers.
h. To know what it will take to be able to provide or subscribe for E- mail services.
1.4 SCOPE OF STUDY
Although this study is an internet based one and may likely take a brief study into allied service, it specifically covers only the E-mail services as can be used or implementation in Nipost it specifically handles:
It does not handle the actual internet program
1.5 LIMITATIONS OF STUDY
Fund – the fund provided for this study is very small compared to the enormous tasks of handling a research work of this magnitude.
Time: The time span given for the completion that there are some other academic and extra curricular activities to attend to while handling this research work.
Resistance to change: Even when made to understand that this is mere academic exercise, I found it difficult to convince some Nipost officials to supply some useful information that will aid in carrying out this research effectively. This I believe was due to fear of the unknown being relieved of their jobs or exposed in their corrupt practices by the induction of the new system. Some Nipost customer out of ignorance also refused giving information.
Other resources some other resources including human materials resources are not readily available. Some textbooks that would have been very useful for this study are either not available in the market or very expensive. Some experts in the field whose advices or services would have been helpful are not disposed.
1.6 ASSUMPTIONS
The following conceptual assumptions were established.
1.7 DEFINITION OF TERMS
Computer an electronic mechanical device caple of solving computer problems at a fantastic speed.
MODEM - coined from the two word modulators connect terminals to computer computers and also converts analogue signal to digital on and vice versa.
Internet - International communication system involving an international network of computers.
Password - an identifier used to protect data from unwanted access.
Web –site -a site maintained by group or individuals on the internet for certain business purposes it usually contains information concerning what they do.
Information: This is a simply processed data
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