Wachemo University: College of Engineering and Technology School of Computing and Technology
Wachemo University: College of Engineering and Technology School of Computing and Technology
Wachemo University: College of Engineering and Technology School of Computing and Technology
1. Abdurheim Shemsu……………………………………….…...R/E-3123/06
2. Mekiya Esa…………………………………….........................R/E-954/06
3. Takele Biadle …………. …...………………………….……...R/E-3303/06
4. Tewodros Abebaw…………………………………………......R/E-3311/06
5. Wesenyelesh Moges…………………………………. …...…...R/E-3323/06
Submitted to Department of IT
Advisor:-Mr.Getu
WCU STUDENT’S ONLINE CLEARANCE SYSTEM
Acknowledgment
First and foremost, and above all our biggest thanks would be to Almighty God because nothing
could be possible without his free will and the completion of this project is supported by him.
Secondly, we would like to thank our Advisor Miss Eden, Mr Getu and co-ordinators, for
them restless edition of our documentation, input to the quality of this document, heart full
guidance, valuable advice, and providing to execute this project.
Thirdly we would like to thank Wachemo University Institute of Technology head office, for
partial willingness of interview, patience in answering to our numerous questions, giving
documents and reading materials that help us to precede our project.
Finally, the last but not the least, even if it is usual the group members would like to thank
each other. The main contributors to do this document project are teamwork, friendship and the
belief that we may achieve something we set out to do.
We also hope that this project and documentation may be testaments to our continued
friendship and better work. Without helps of the particular that mentioned above, we would face
many difficulties while doing this.
Contents PAGES
Chapter One................................................................................................................................................ 1
1.1 Introduction....................................................................................................................................... 1
1.2 Background of the organization and the Project............................................................................... 2
1.3 Statement of the problem................................................................................................................. 2
1.4. Objective of the project.................................................................................................................... 3
1.4.1 General Objective......................................................................................................................... 3
1.4.2 Specific Objective......................................................................................................................... 3
1.5 Significance of the project.................................................................................................................3
1.6. Scope and limitation of the project..................................................................................................4
1.6. 1 Scope of the project.....................................................................................................................4
1.6. 2 Limitation of the project..............................................................................................................4
1.7 Feasibility Study of the new System..................................................................................................5
1.7.1 Operational Feasibility..................................................................................................................5
1.7.2 Technical Feasibility.....................................................................................................................5
1.7.3 Economic Feasibility....................................................................................................................6
1.7.4 Political Feasibility.......................................................................................................................6
1.7.5 Schedule feasibility.......................................................................................................................7
1.8 Methodology.....................................................................................................................................7
1.8 .1 Fact Finding Techniques..............................................................................................................7
1.9 System Analysis and Design techniques............................................................................................8
1.10 Development environment and Programming Tools.......................................................................8
1.11 Team organization...........................................................................................................................9
Chapter Two:.............................................................................................................................................10
2. Description of the Existing System........................................................................................................10
2.1 Introduction of the Existing System.................................................................................................10
2.2. Describe the existing system..........................................................................................................10
2.3 Players in the Existing System..........................................................................................................10
2.4 work flows of the existing system....................................................................................................11
2.5 Reports generating in the existing system.......................................................................................12
2.6 Business Rule in the existing system................................................................................................13
2.7 Problem in the existing system........................................................................................................13
2.8 alternative Solutions........................................................................................................................13
TABLES PAGES
Chapter One
1.1 Introduction
Clearance is a status granted to individuals typically students allowing them access to
information. It is also the process of determining and negotiating any permission that are needed
to use of someone else’s intellectual property creative project. Part of that process includes: -
The proposed system over comes one problem done by manual system.
Wachemo University student’s online clearance system is one of the processes that will be done
to be cleared the students from the campus. The manual clearance system starts the process as
Wachemo University was established in 2004E.C.
The system gives its function to many users of the University. The numbers of students grow
from year to year in many numbers. Now a day, there are many users of the clearance processing
system. But the project gives a service only the students. The students get one copies of
clearance sheet from department and get signature and stamp from around nine offices. These are
cafeteria, department, Bookstore, Library, Health and physical Education, Student’s Proctor,
Student Service, and College/Institute Registrar. After they finished all necessary requirements,
finally the students take copies of sheet that has all signature and stamp from all offices. This
processing makes the students bulky because they go to about nine offices.
Data recording system is not centralized or not in the computerized system so which is
difficult to search.
It creates wastages of material & time.
Data redundancy &loss of data in the areas of offices.
Consumes more resources to complete the process.
Need more manpower to process the clearance in assigning offices.
Error is happened during process the clearance System.
Online student clearance system allows the users to check their clearance status as whether they
are in any way obligated to the university, fill and submit their clearance form, and obtain their
clearance letter. There are many other advantages of student’s online clearance system. Some of
them are listed below: -
It saves a time.
It is very convenient to use it right from the dormitories, office in the campus.
Information processing is very fast and delays can be minimized.
Help the University in reducing cost such as labour and stationary.
Time constraints: - Due to time constrain the web page covers only clearance for various
departments by the students.
Therefore, the campus administration and other users are providing effective processing system,
which satisfies their needs.
We have to find out whether the necessary technology and the proposed equipment have the
capacity to hold the data used in the project. The technical feasibility issues usually raised during
the stage of fact finding includes the following: -
Behavioural feasibility is dependent on human resources available for the project and involves
projecting whether the system will operate and be used when it is functionally operating. The
system is behaviourally feasible because of the following: -
Project Schedule
20 2016/ 2016/1 2017/1 2017/ 2017/3 2017/ 2017/5 201
Complete16/ 11/1 2/1 /1 2/1 /1 4/1 /1 7/…
ID Task Name Start Finish Duration 11112222223 11111112222223 111111122222233 111111122222233 1111111222222 11111122222233 11111122222223 11111122222223 1111111222
e 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789
56789012345678901 012345678901234567890 0123456789012345678901 0123456789012345678901 0123456789012345678 0123456789012345678901 012345678901234567890 0123456789012345678901 0123456789012
1.8 Methodology
Object Oriented Analysis (OOA): - During this phase the team used to model the functions of
the system (use case modelling), find and identify the business objects, organize the objects and
identify the relationship between them and finally model the behaviour of the object.
Object Oriented Design (OOD): - During this phase the team used to refine the use case model
to reflect the implementation environment, model object interactions and behaviours that support
the use case scenario, and finally update object model.
Tools Activities
Tools Activities
Chapter Two:
This means that defining expressing and simplifying player, roles, business rule, work flows of
the current systems in simple way. We need describing the existing system because of the
system problem show easily, to make understand external one’s simply, to define how the system
work, to make clear the whole activity done by the system.
Students: - Students will go to registrar to get the clearance form and fill the form then go
to different offices to get sign.
Department head: -they check students in department areas, laboratory and weather the
student is cleared or not and sign in the form.
Faculty head: -they check students in factuality areas, whether the students cleared or not
and sign in the form.
Registrar: - They sign in the form and give the form to the students.
Proctors: - They check the dorm materials like bed, window, door, and the door key if all
are not damage they sign in the students’ clearance form.
Library: -They check either the borrowed books were returned or not.
Sport Science: - This office check sport materials whether the student take from the office
or not.
Student Service: - Any student records are defined in this office.
Book Store: - They check if the students have borrowed a book and return the book or
not, if they have not borrowed the students are cleared and they put sign in to the
clearance form.
Cafeteria: -They check the student properties are matched with their clearance paper and
the students return the meal card to get sign.
Input Analysis
Input to the system is the form which is fulfilled by the proper users. These forms are filled by
student and submitted to the various offices for issuing of receipts.
Process Analysis
The form is filling by the students then collected and signed by the respected offices to certify
that the student has completed all the necessary things. Hence a certificate issued to show that
the student have completed all the clearance processing.
Output Analysis
The output from the system is the certificate or one form of clearance issued to the student
stating that the student fulfilled all university obligations and is now free to pass out from the
university.
Forms: - Forms are the reports generated in the existing system that contains all information
filled by the university student.
Files: -Files are the collection of information about the students who involve in the clearance
processing system.
If the Student has a problem in each office, the office generates message to the registrar
that must not get any access unless he/she improve his/her problem.
As general the alternative solutions are change the manual system to the computerized or to the
online system.
other specific functionality that define what the system is supposed to accomplish.
Reliable: -
Compatible: - The system shall be very easy to learn, needs a basic computer knowledge to use
and have a help menu to guide the user.
Database size: - When team member standard to develop a system they must have to put use a
backup mechanism by using removable flash disks, or CDs.
Security - The system provides or contains user name and password for each user based on their
privilege. This performs the following activity: -
Authenticated user with predefined access right will only enter to the information related
to database.
Manageability: - There is no delay in the availability of any information, whatever needed, can
be captured very quickly and easily. The server should be always on to be available.
Chapter Three:
3. Analysis deliverables of the new system
3.1 Introduction
This chapter deals with analysing the proposed system by using different UML analysis
modelling techniques such as use case diagrams, the use case descriptions (scenarios), sequence
diagrams, activity diagrams, analysis class diagram, and user interface prototype.
Description: A department head is a person who is responsible for Approve, Update, delete, and
search the student’s information
Description: A faculty dean is a person who is responsible for Approve, Update, delete, and
search the student’s information
Name: Proctor
Description: A Proctor is a person who is responsible for Approve, Update, delete, and search the
student’s information.
Name: Bookstore
Description: A Bookstore is a person who is responsible for Approve, Update, delete, and search
the student’s information.
Description: A Sport science is a person who is responsible for Approve, Update, delete, and
search the student’s information.
Name: Library
Description: A Library is a person who is responsible for Approve, Update, delete, and search .
Description: Registrar Admin is a person who is responsible for Approve and Generate Report.
Name: Student
Description: Student is a person who is responsible for Update profile, Request, and view their
own info Key terms of Offices refers to
Description When the Actors enter user name and password, it stores the
input information in to the database.
UCID-01
Actor Student
Description When the students enter id and password, it checks the inputs
from the database. If it is valid, it allows the user to access and if
not it display authorization message.
UCID-02
Actors Students
Description The use case allows the administrator to delete record of students
from database.
Description This use case allows users to update the user account.
Actor(s) Students
Description This use case allows users request to view his/her profile.
Actor(s) Admin
Description The actor wants to report how many students are clear from
the university.
Actor(s) Student
Fi
gure 3.2 Analysis level class diagram.
Is the info
Correct?
Is the info
Correct?
♠ The system user interface should be consistent with all other program.
♠ The caption and the test of user interface should be self-descriptive and clear to
understand.
♠ The user interface should be easy to understand.
♠ The user interface should be customized.
♠ The user interface should be accompanied with help files that describe the usage of each
user interface.
♠ The user interface should be designed in the way that they can be extended easily to
support localization.
Chapter Four:
Design deliverable of the new system
4.1 Introduction
In the second phase of the project entitled “Wachemo University Online students clearance
System”, it is proposed to verify in brief the aspect of phase one, and it describe the phase two
parts; detail description of chapter four which focused on Object-Oriented design and system
containing class diagram, deployment diagram, state diagram.
The class diagram is the main building block in our project modeling.
It is used both for general conceptual modeling of the systematic of the application and
for detailed modeling translating the models into programming code.
Classes are represented by rectangles with three sections.
These are:-
The middle section contains the attributes which store information about an item
The bottom section contains the methods/operation that show what are done on object.
The class Diagram below shows the class of our system, their inter relationship
(including inheritance and association) and the operations and attributes of each classes.
CHAPTER FIVE:
Implementation deliverable of the new system
5.1 Introduction
Implementation is one of parts of the project development phase where project inputs are
converted to project outputs. In implementation phase, main task is coding. In
implementation; we tried to put into practice what was proposed in the project document
i.e. transforming the project proposal into the actual project. Then the developed system is
implemented or hosted on the server for the users to get the purpose or benefit of the system.
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<p>Clearance System is the system which clears the Wachemo University students by
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Conclusions
Wachemo University Students Clearance processing system is one of the activities which
are done manually. By considering the problems of the manual system, our team found solution
which reduces the problems of the existing system. With the contribution of each member
of the team, advisor and co-advisor in developing the new system from starting of data
(requirement) analysis to the implementation, we reached to the final result. During the
developing this project, team face some challenges, but by the cooperation’s of all team
members reach to their goal and come with this new project.
Generally, based on the existing system problems the team will find a proposed solution
which solves some problems of the existing system. Like it decreases time consumption,
energy consumption, resource loses during processing the clearance system in manual system.
Recommendations
Based on shortage of time and some other condition like resources we do not include
some features to our project. The team wants to recommend those who wants further work on
our project like adding chat room, which facilitates communication between administrator
and the different offices listed in this project and student to ask the administrator why
he/she can’t approved their clearance request and if the students lost the university property
he/she cannot physical contact with the casher person in order to payment. The other features
we recommend to be added to in this project are clearance processing for administration
of students and other worker like cafeteria workers, and library workers and all employees of
the Wachemo University.
References
System Analysis and Design for Software Engineers NIIT 2005
Object Oriented Analysis& Design, Understanding System Development with UML 2.0 and
Mike O Docherty 2005
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