1.1 Introduction
An online project supervision and submission management system is a digital platform designed to facilitate the coordination, monitoring, and evaluation of academic projects between students and supervisors (Adebayo & Abdulhamid, 2020). Such a system integrates project tracking, submission handling, and feedback mechanisms into a centralized interface, enabling efficient management of research activities. It provides a structured environment where students can submit project documents, receive timely feedback, and track the progress of their work, while supervisors can monitor multiple projects simultaneously, review submissions, and communicate with students effectively.
In many higher education institutions, project supervision and submission are traditionally managed using manual, paper-based methods. These methods are often inefficient, prone to errors, and time-consuming, leading to delays in feedback and project completion (Nwagu & Okoye, 2021). The lack of a centralized and automated system hinders effective communication, proper documentation, and timely monitoring of students' academic progress. Additionally, manual supervision exposes both students and supervisors to risks such as misplaced documents, inconsistent tracking, and difficulty in maintaining accurate records.
As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Limitation of the study and Definition of technical terms.
1.2 Background of Study
The management of academic projects in higher education has undergone significant evolution over the years. Initially, project supervision relied entirely on manual processes, where students submitted hard copies of their work to supervisors, and feedback was provided through handwritten notes or face-to-face meetings (Adebayo & Abdulhamid, 2020). With the rise of information and communication technology (ICT), several attempts were made to digitize aspects of project supervision and submission. According to Nwagu and Okoye (2021), early digital interventions included the use of emails, basic file-sharing platforms, and institutional intranets to manage submissions and communicate feedback. However, these solutions were often fragmented, lacked integration, and failed to provide a structured system for monitoring progress or ensuring timely submission.
The need for a more comprehensive approach led to the development of specialized online project management systems. Olayemi and Salami (2019) reported that such systems began to emerge as universities sought to centralize project documentation, provide automated notifications, and improve communication between students and supervisors. Bello and Adeoye (2018) affirmed that these online systems allowed for more effective tracking of project milestones and enhanced accountability, as supervisors could monitor multiple projects simultaneously and students could receive feedback in real-time.
In recent years, the focus has shifted to designing systems that are not only functional but also user-friendly, secure, and capable of supporting a wide range of academic processes. Ajayi and Fatoki (2020) contended that modern online project supervision platforms integrate submission management, progress tracking, evaluation, and communication tools into a single interface, thereby reducing administrative burdens and improving the quality of academic research.
Project supervision and management are critical components of academic programs in higher education institutions, ensuring that students complete their research projects systematically and effectively. According to Adebayo and Abdulhamid (2020), the traditional manual supervision approach often leads to delays in feedback, poor record-keeping, and ineffective communication between students and supervisors. They reported that supervisors frequently struggle to monitor multiple projects simultaneously, resulting in inconsistent guidance and prolonged project completion times. Furthermore, Nwagu and Okoye (2021) asserted that students experience challenges in submitting their work through informal channels, which exposes project files to risks such as loss, duplication, and unauthorized access. They stated that these challenges undermine the quality of supervision and ultimately affect students' academic performance. Similarly, Olayemi and Salami (2019) affirmed that fragmented digital tools currently in use are insufficient to address the need for a centralized system that integrates submission, tracking, and feedback processes.
Several scholars contend that the integration of an online project supervision and submission management system improves communication, accountability, and efficiency. According to Bello and Adeoye (2018), an online system allows supervisors to provide timely feedback, track students' progress accurately, and manage project documentation effectively. They reported that students benefit from enhanced accessibility and structured submission channels, which reduce errors and improve compliance with project deadlines. Moreover, Ajayi and Fatoki (2020) stated that the automation of reminders, notifications, and progress tracking increases overall supervision efficiency and strengthens the academic research workflow.
The challenges encountered that led to the execution of the research work is that, project supervision in many higher institutions is still managed through manual, paper-based processes, which often create delays, inconsistencies, and communication gaps between students and supervisors. traditional supervision methods make it difficult for supervisors to track progress effectively, and students frequently struggle to receive timely feedback due to physical limitations and schedule incompatibilities (Adebayo & Abdulhamid, 2020). It is against the background that the developments of this software will reduce administrative workload by automating notifications, reminders, and progress tracking, allowing supervisors to focus more on mentoring and guiding students effectively.
1.3 Statement of Problem
Investigation revealed that the current system of project supervision and submission in many Nigerian higher institutions is largely manual and paper-based, which results in several challenges. Also, students often submit project documents physically, which leads to frequent misplacement and difficulty in tracking progress.
Supervisors also experience difficulty monitoring multiple projects simultaneously and providing timely feedback due to the absence of an integrated platform. On the other hand, communication between students and supervisors is fragmented, often relying on informal channels such as email, phone calls, or messaging applications, which is inefficient and prone to delays.
Furthermore, there is a lack of automated notifications and reminders, which leads to missed deadlines and inconsistent supervision. Existing digital tools, where available, are fragmented and lack integration, making project tracking, evaluation, and submission cumbersome.
Lastly, record-keeping and documentation are poorly maintained, resulting in challenges for administrative oversight and evaluation of research output. Security and confidentiality of project documents are also not guaranteed, as physical submissions and informal digital methods are susceptible to unauthorized access.
1.4 Aim and Objectives of the Study
The aim of this study is to develop a functional online system that facilitates project supervision, submission, and evaluation in higher institutions in Nigeria. In achieving this aim, the following specific objectives were laid out as follows to develop an application software that will:
- To create a user-friendly interface that allows students to submit projects and supervisors to monitor progress.
- To design an online platform for effective project supervision and submission.
- To develop a secure database for storing project files, feedback, and progress records.
- To implement automated notifications and reminders to ensure timely submission and feedback.
- To design administrative tools that support the management of users, project assignments, and system security.
1.5 Significance of Study
The implementation of the proposed system and the accompanying research documentation is highly significant in the following ways.
- The system will provide a centralized platform where they can submit project work, receive timely feedback, and track their progress, reducing the stress and uncertainty associated with manual submission processes. It will also ensure that project documents are securely stored, minimizing the risk of loss or misplacement.
- The system will reduce administrative workload by automating notifications, reminders, and progress tracking, allowing supervisors to focus more on mentoring and guiding students effectively.
- The system will streamline project management processes, ensure proper documentation, and support data-driven decision-making in academic planning and evaluation.
- Furthermore, the adoption of such a system will prepare both students and staff for a more digitally integrated learning environment, aligning academic practices with modern technological standards.
1.6 Scope of Study
This study focuses on the design and implementation of an online project supervision and submission management system for higher institutions in Lagos State, Nigeria. The study covers student submission, supervisor feedback, and administrative management of project records within selected universities in the state.
1.7 Limitations of the Study
During the course of this study, many things militated against its completion, some of which are:
- Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
- Establishment Policies: Establishment policies posed a serious limitation as most staffs are not ready to release information needed for this research work. There were lots of information needed from the staffs of this institution to enhance the study which took them time to release or they did not release at all for security purposes, hence the scope was reduced.
- Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials, literature or information and in the process of data collection (internet).
1.8 Definition of Terms
Online Project Supervision System: A digital platform that allows students to submit projects, supervisors to review and give feedback, and administrators to manage records efficiently (Adebayo & Abdulhamid, 2020).
Submission Management: The process of receiving, storing, and tracking academic project documents electronically (Nwagu & Okoye, 2021).
Supervisor: An academic staff responsible for guiding and evaluating students' projects (Olayemi & Salami, 2019).
Automated Notifications: System-generated alerts sent to users to inform them about deadlines, feedback, or updates (Bello & Adeoye, 2018).
Database Management: The organization and secure storage of project information for easy retrieval and analysis (Ajayi & Fatoki, 2020).
…
