DEVELOPMENT OF DOCUMENT ROUTING SYSTEM ONLINE APPLICATION AND APPROVAL OF LOAN

By

Author

Presented To

Department of Computer Science

DEVELOPMENT OF DOCUMENT ROUTING SYSTEM ONLINE APPLICATION AND APPROVAL OF LOAN 

ABSTRACT

An online loan website would allow AccionMFB to access online application, website, application information from any convenient location, using a single user ID and password. They would be able to do transactions online. The central goal of this initiative is to transform the day-to-day operations of the Bank by reducing paperwork; putting information services and transaction online; streamlining access to information, applicants results and content. Making it easy for applicant’s to find and use online services, and thus increasing the likelihood that the Bank can attain the strategic goals laid out in this initiative. I used a combination of surveys, focus groups, and one-on-one interviews to gather information from AccionMFB, staff, and from key personnel at other institutions that have related system.

Table of contents

Chapter One Introduction

11     Background of study

12     Statement of the problem

13     Objectives of study

14     Significance of study

15     Scope of study

16     Limitations of study

17     Definition of terms

Chapter Two

Literature review

21 Overview

22 Document routing

23 Database/knowledge coupling

24 Document tracking system

241 An E-file

242 Highlight the changes

25 Manual loan program

251 My own

252 My own plus

253 My own extra

254 My own extra plus

255 My own asset

26 Reason for new system

Chapter Three

System analysis and methodology

31 System analysis

32 Method of data collection

33 Analysis of the existing system

331 Advantages of the existing system

332 Disadvantages of the existing system

34 Analysis of the proposed system

341 Justification for the new system

Methodology

Chapter Four

System Design and Implementation

41 Overview of design

42 Program modules specification

421 Input/output specification

422 Database specification

423 Flowchart of the proposed system

43 Choice and justification of programming language

44 System requirement

45 Implementation plans

451 Program design

4 52 Program design flowchart

Chapter Five

Summary and conclusion

51 Summary

52 Review of achievement

53 Suggestions for further studies

54 Areas of application

55 Conclusion

References

Appendix A (program codes)

Appendix B (sample, output forms)

CHAPTER ONE

INTRODUCTION

11 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

112 The Organogram

Figure 111: organizational structure of Accion microfinance bank

12 STATEMENT OF THE PROBLEM

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

Having collaborated 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

 13 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

14 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

15 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

16 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

17 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