SYSTEM the Motor Licensing office Accra in the registration

Topic: BusinessAccounting
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Last updated: January 14, 2020

SYSTEMANALYSIS AND METHODS                                   RESEARCH METHODOLOGY  Robinsonet al, 1970 define system analysis as the methodological study of a system, itscurrent and the future required objectives and procedures in order to inform abasis for the system and the design. Jerry, 1989 also define system analysis asthe process of analyzing system with the potential goals of improving andmodifying it. In other words, system analysis is the detailed look at thecurrent system and what a new system will be required to do; system analysisalways leads to system design which is the development of new system that willmeet the future requirements. Thebasic tool of system analysis is the ability to prove, enquire, observe moreand reconciles all what happens in any situation. With this alone, theinformation gathered is analyzed to identify the components of the system,creating a structure from which the essential requirements can most efficientlybe met. Thescope of the research covers the Motor Licensing office Accra in the registration of vehicle andidentification of missing vehicles in the country.

                                  3.1 FACT FINDING MEHOD USED  Thedata used in the study were collected from two sources of data collection, theprimary and secondary source. PrimarySource: This involves oral interviews conducted with various personnel in thelicensing office in Accra, the licensing office and the Board of InternalRevenue in reviewing and sharing their experience about thedifficulties they undergo in using the manual system in vehicle and platenumber registration issuance and allocation.

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SecondarySource: These include the use of textbooks, dictionary, journals newspaper andInternet downloads to collect data in order to understand what the vehicle andplate number registration and identification is all about. CloseObservation Method: This involves our personal visit to the Motor Licensingoffice Accra. Iobserved the untidiness of the offices, long queue of the vehicle owners andthe difficulties the staff face in preparing these documents.                                ANALYSISOF EXISTING SYSTEM  VehicleRegistration used to involve manual recording of vehicle’s information whichranges from cars to buses and later to trucks and heavy duty equipment onledgers and tracking other related information such as registration, roadworthiness test certificates, change of ownership, engine and chassis numbers;and expiration of road license. This process has been extremely inefficient andrecovery of the information was not possible once ledgers were damaged or lostas it frequently occurs.

Thecurrent manual process employed by the state agencies charged withadministering motor vehicle documentation and registration has over the yearsfailed to effectively address the objectives of the stakeholders to the processi.e. the federal and state authorities, vehicle owners and users in thecountry.   Anorganization’s operation is always out by employing a particular system ormethod, which may be by use of machine or manual system of operation. Accra motor licensingoffices carries out their operation on motor vehicle registration manually.

Duringthis process of manual operation, the applicant who requires that his (NewVehicle, fairly use or Brand-New Vehicle) should be registered,  He should also come with the necessarydocuments like custom duty certificate, bill of entry,custom payment schedule,import duty certificate, receipt authenticating the total amount paid to theformer owner be it government or the vehicle dealer together with the host ofother document. These documents are checked in order to make sure that they bearcustom stamp and signature and also complete. After he has gone through this,he now instruct the inspector officer in writing on the completed form for theapplicant to go ahead with registration of his vehicle as well state the feesto be paid for the vehicle. Thefees are charged based on the following: Thecategory of the vehicle Theamount the vehicle bought Thepurpose the vehicle will serve  Afterthe applicant has been charged the next person who is the inspection officerwill now inspect the vehicle to know if the vehicle component numbers arefilled in the form like the chassis and engine numbers with what he has on hisvehicle. After inspection, the officer will now forward the form to thesub-cashier, who collects the money, write a receipt specifying the amount paidand pass back the receipt to the motor licensing authority for signing.

3.2.1Data Collection Flow Chart    ORGANIZATION STRUCTURE OF MOTOR LICENSING    OFFICE ACCRA.  Boardof internal revenue to an establishment that yields money for the governmentthrough vehicle licensing operation of  which vehicle registration is one of thefunctions. Vehicle licensing office is a body, which has their operational areaat different local government and districts. Motorlicensing office, Accra has the Directorate of  vehicle administration as one of the order ofcommand. They are in charge of administration of motor licensing operations allover the region, which is headed by Directorate of motor registration who isunder the order of chairman of board of internal revenue, which is the apex ofthis structure.

Below the directorate of motor vehicle administration is theprincipal licensing officer who is in control of the urban licensingoffices:   Theassistant motor licensing authority heads assessment department. They are incharge of every inspection done both in the vehicle and the form. They haveclerks that write for them.  

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