Project title : Haramaya University property Administrative system

Name Id no
1 Nega Nigussie……………………395/08
2 Neima Beker ………..…………397/08
3 Anteneh Balew………………….1323/07
4 Marge Zawde…………………….390/08
5 Medanit shamsu…………………1519/07
6 Faiza Jema………………………..4361/09

CHAPTER ONE

1. Introduction ----------------------------------------------------------------------------
1.1Background ------------------------------------------------------------------------
1.2statement of problem………………………………………………………
1.3 Objectives of the project -----------------------------------------------------------
1.3.1 General Objective --------------------------------------------------------------
1.3.2 Specific objectives --------------------------------------------------------------
1.4 methodology ……………………………………………………………………….
1.4.1 requirement gathering techniques--------------------------------------------------------
1.5 feasiblity………………………………………………………………………..
1.5.1 Economic feasibility……………………………………………………..
1.5.2 Technical feasibility………………………………………………………..
1.6 project scope limitation…………………………………………………………
1.7 significance of project…………………………………………………………
CHAPTER TWO
2.1 Existing system………………………………………………
2.1.1 existing system discribtion………………………………..
2.1.2 bussiness rule…………………………………………
2.2 new system………………………………………………..
2.3 Requirement Analysis Description …………………….

2.3.1 Non-Functional Requirement and constraint.---------------------------------------------------

2.3.2 Functional Requirement----------------------------------------------------------

2.4 use case diagram………………………………………………………………….
2.5 use case diagram describition…………………………………………………
2.6 sequence diagram………………………………………………………………..
2.7 activity diagram……………………………………………………………………..
2.8 Class diagram………………………………………………………………………
1. Introduction

1.1Background
Haramaya University (HU) was established as an institute of higher education 1954, when the
governments of Ethiopia and United States of America agree to jointly establish the Ale
Maya College of Agriculture. It was aimed and designed to conduct institution, research and
extension (demonstration, popularization) and other education activities that promote the
development and use of agriculture.

In 1985, the College was upgraded to an agricultural University and was renamed Ale Maya
University of agriculture. In 1996 the university launched faculties of education and Health
science and was promoted to a full-fledged in 1999, renamed Ale Maya University. As we
tried to states above, Haramaya University is one of the ancient institutions in
Ethiopia and have no web based admistrative property system.the system is
manual and not good for administration.This system was manual has been
used continuously for long time without and improvement up to today .This
mean Haramaya University is still using manual property administration
system for all even it is the oldest campus. As we have seen this existing
system it was stressful and boring, delay in giving response for all users, low
performance, unsecured and loosing of users’ data when they’re returning or
borrowing materials etc are some of the failures of the manual system. By
being initiated with all this unsuitable activities stated, we are developing web
based property administrative system for the property administration .this
could address the common problems may appear in the manual system. Not
only solve the problems mentioned above our system also overviews on
minimizing cost (save money) in away all the authority to operate the whole
performance is given to authorized administrators to access from the specified
site rather than hiring different employees for every sectors, by facilitating the
performance and providing sufficient information management for the entire
managers in every service centers .

1.2 statement of Problem

In the property administration system everything is done manually due to lack of
computerized system and lack of any means of introducing the administration service. So
have the following problems.

• Uses large number of man power

 • User cannot access the property administration system service

• Requires high cost and time, means all documents are put in paper so it is difficult select
information if need.

• Employees exchange information by meeting or by calling phone, because they have not
system

• Materials may lose if the document is destroying.

• It takes a lot of time and its complicated to the manager report information to vice
president for administration and student affairs and to generate reports for individual
employers when new strategies are apply.

• And also it is difficult to get information from the previous document such as reset,
agreement paper may destroy, lost, cut and other problems are happened.

• The work is complicated for specifying cost, type, code, quality, and quantity of
properties.

Because of this process done by manual system so, it is not computerized, space consuming,
man power and needs a lot of paper. If the information is failed it needs additional time,
labor, and paper for updating that previous information.

1.3 Objective of the project

In software we must specify the objective of the project as general objective and specific
objective.

1.3.1 General objective

To develop automated property administration system for Haramaya University.

1.3.2 Specific objective

To achieve the general objective we use the following objective:

 To study the different characteristics of the property administration system.

  To make property administration system available anytime, anywhere

 To Study and analyze the existing system.

 Identifying the problem under the existing system

 Identifying the Alternatives solutions

 Select the best alternative solution

 System and Object design

 To test the quality of the property administration system with real life environments
which include administrator, store man, users, property counter, retrieving properties
information by using their identification (type, item id, name).

1.4Methodology
 In this project we use some methodology like:-

 Gathering information by what we seen by direct searching.

 By communicate and ask questions to the manager
 By communicate and ask questions to different persons
 By communicate and ask questions of customers
 By read in internet notes and sample projects
 Discuss each group members and collect each idea

1.4.1 Requirement Gathering Method

1. Observation

2. Interview

o What are the roles of manager?

o What are the roles of property counter?
o How user can request property?
o How material are tranfered?
o What is your business rule?

1.5 Feasibility study

To bring the successful completion of this project goals and objectives the
feasibilities issues listed below has determined the project viability or the
discipline of planning, organizing, and managing resources.

1.5.1 Technical feasibility

This system provides help description to the user about how to use the
system. And other technical modification on the system is done by the
developers.

1.5.2 Economic feasibility

Economically our system doesn’t cost much more and also the material
to implement the system does not cost great amount of money. Here
the tangible benefits are saving resources like paper, pen, human power
and time wasted.

1.6 project Scope limitation

As we have seen in the above there are many problems on property administration
system. The aim of our project is to solve this problem by changing the manual
process in to computerized system in Haramaya University for property
administration system. In this section, we will discuss about the boundaries of this
project in order to develop a system for users in property administration system. It
Includes:
Managing property is the scope of this project .There will be administrator in order to
be able to use the system that can insert, update, register and delete using their
account. There will be property counter and store man their roles can also registering
properties,check and balance for the properties and counting properties and then
store the properties by the store- man.There will be also users that can access the
system.In this project the bid property and selling property are not included

1.7 significance of the project

Computerized property administration system is developed to facilitate the general
administration system to manage various information of the property and the processes
involved in the university store. So the university can access accurate information quickly
and easily as and when required, thereby improving its operational efficiency and
effectiveness

CHAPTER TWO
2.1 Existing system

2.1.1 describition of existing system or manual

system
Haramaya University has never used property administration system. Currently, the
University uses manually system to buy and manage instruments, which is necessary for the
University and from their own enterprise goods and the material has been used before.

• The manually system requires a long period of time to distribute information for users
any time.

• In the manual system the users have to contact face to face or by contact telephone to
get any service in the time of request and return properties.

• The property which is in the store is not visible.

• The property not known for all users and employer unless if they come to see by
asking permission to the store man or by asking the store man what properties they
exist.

• manual system needs large number of a man power to perform its all activities

2.1.2 Business Rule

This project can be used in the property administration system after adding some more useful
modules in the project for the future providing services. At most care and back-up procedures
must be established to ensure successful implementation of the computerized property
administration system:
 Every employer follows the required steps to log into user interface.
  Requirements for login:-In this module, this system is for multiple users. If a User
enters a password and the software checks its validity. If the password is valid then
option is given to change the password, otherwise “Invalid User/Password” message
is displayed. There is an option for password recovery, log out, login. The
Administrator can also update changes in the site after login.
 Gives privilege to create username and password for administrator users.

 Property counter must identify each item code.

 Store man and Property counter participant to the quality of property.
 Employers must register property.
 Administrator manages each workers and business center

Constraint and assumption: Here are some constraints:

 Technological constraint

 Resource constraints:.

Time constraints

2.2 new system

Our new proposed system can perform the following functions

 The system work on line so not need large man power.
 User can access property administration online.
 Require less cost and time because all document found online.
 user exchange information online.
 Document is not loss because it save on network.
 Manager can report information to the vice president online
2.3 Requirment Analysis Describtion
Requirement analysis is a process used by system analyst to analyze and identify the system
problems and solutions requirement provide by the users of the system. Requirement analysis
is done in order to acquire a complete and in depth knowledge of the business system. It helps
for as to split complex requirements into smaller units that can be clearly defined and
reviewed.

2.3.1 Non-functional requirements

A Non-Functional Requirement is usually some form of constraint or restriction that must be

considered when designing the solution. Such as:

• User interface:the system interface that will be developed must be

interactive and easily understandable.

• Response time: the response time of the system should be short

• Information: information requirement represent that is pertinent to the

user in terms content, accuracy and format.

• Accuracy: mean that we can get right information at right time.

• Economic: a good system reduces the cost and we can get maximum
benefit with minimum time and minimum resource.

• Security: this system has very secured due the username and password for
administrative activity.

• Efficiency: the system is very fast in terms time and space and has
capability storing high data.

• Control: nobody can access the database without the authorize person
even if the authorized person.

• Services: the system must have its own attribute that makes reliable and
flexible.

• Performance requirement: the system most host many users at same time
with remote distance.
 • Usability: Easy to understand and user friendly and provides some
training on the site for customers.

• Reliability: the system provides to the user correct information. When the
user entered wrong inputs it notifies to correct the input data.

Performance: the system have performed all operation through

SWOT analysis
SWOT stands for Strengths, Weaknesses, Opportunities and Threats. It is a way of

Summarizing the current state of a our system and helping to devise a plan for the future,
One that employs the existing strengths redresses existing weaknesses, exploits
Opportunities and defends against threats.
Strength:

 Administrator create an account for each employer and user

 User can access all information in the center of property administration system
 And also user get needs from the property administration in short period of time
 Employers can interact in the system to exchange any information
 To minimize cost for the university
 To minimize time consuming

Weaknesses: while doing the project lot of obstacles come against the goal, this weakness
are

 Human resources
 Physical resources
 Time lose
 Cost
 Difficult to manage

Opportunities: The administration gets many opportunities for instance the employee
information and property management information is done previously. And can manage
easily each employer and access all information in the center.

Threats: that can have a negative effect in goals. There are list of threats while doing the
project this are
  Natural disaster
 Man-made accident

2.3.2 Functional requirements

A Functional Requirement is a requirement that satisfied the users to perform some
kind of function.

The functional requirements of our proposed system include:

• Users can open property administration system information to know the

service

• Updating, deleting

• Generating reports showing items, quantities, and totals according to the

property type.

• Searching property available and already consumed.

• Check qualities of the property

• Storing and transferring property

• User can return and request property

• Property counter must be count property and identify item code

• Manager will create an account for employees and users

• Check and balance for the property and store information

• The property administration system would resolve all the drawbacks of the
manual system. Like Time and cost consuming man power.

2.4 System use case diagram:

the purpose for using use cases is to uncover and describe all tasks that are done in
this system (of both human and system actors).
 Actor specification

No. Actors Specification

1 Administrator Create account and report generate
2 User Requesting materials
3 Store man Storing property
4 property counter Counting property

Table 1Actor specification

Use case diagram give an over view of visible use scenarios in this system. It describes what
actors that interact with this system and any linkages between use cases.

create acccount property administrator System

logout account
count property

add account
<< < counter
register property
in < >
c e > property
< lud xc de
<< <inc e>
update acoount
manage in lu > lu cl
u
clu de d n
r e <i >>
de >> > < de
disable account >> > lu
c
<< in
inc << store property
lu > >
de lude
>> << inc
login account
<<
in
> cl
> ud
e e>
>> d >
de u
inclu lc
<< n
i<
request property <
>
>
ude
cl report generate
in
<<
return property
transfer property

store
man

user

Figure 2 use case diagram

2.5 Use case Description

 Table1 Use case description for log in

use case Login

Actor Administrator, counter ,store man ,user

Priority High
Description The users login to system

Pre condition User should have an account in a system

Basic course of Actor action system response
action

1.the user click log in button on 2.system display login form

the homepage 4.validate user name and password from account table.
3.enter username and password 5. system display home page.
and clicks ok button.

Post condition The user is logged into the system

Alternative 4.1 if the user didn’t insert username and password correctly
course of
5.1system display incorrect username and password message
action
5.2 system ask to re enter again

Table2 Use case description for create account

Use case Create account

Actor Administer
Priority High
Description Create user account for user
Pre condition There must be account for the user& must login
Flow event Actor action system response

1.user click create account button
on home page
3. The administrator enters name,
password and other information
and click ok.
2 .system displays create account form.
4. System checks whether the information is correct
from account table.
5. The system display successfully create account
message.

Post condition The users will have their own Account

Alternative 3.1 if the form is not fill correctly
course of action 5. 1 the system displays the error message
5.2 the system ask to re-enter the correct name and password

Table3 Use case description for generate report

Use case Report generate

Actor Manager, user, store man, counter

Priority High

Description The administer Generate specific report for the user

Pre condition Must log in&Property must be registered

Actor action system response

1. user click generate report form 2. System display generate report form.

Basic course of on home page. 4.system display Report option

action 3. Customer click on report 6. The system checks that all of the required information
option. is correct and validate it from database.
5. customer enter the required 7. System display successfully generate report message.
information form

Post condition Property request report generated

Alternative 5. if the form is not entered correctly

course of action 7.a .1 the system displays the error message
7.a.2 the system ask to re enter information again
 Table4 Use case description for return property

Use case Return property

Actor User

Priority High

Description Return property work effectively

Pre condition The customer must login& borrow property

Actor action system response

1.customer click return property on
the home page
Basic course of 3. The CUSTOMER enters all of the
action required information and click ok.
2. System display return property form
4.The system checks that all of the required
information were entered and validate it from
database.
5. system display successfully return property
message.

Post condition Customer returned Property and add to the system

Alternative course 3.1 if the information is not fill correct

of action 5.1error message is displayed
5.2 system ask to re enter information again
Table5 Use case description for transfer property
Use case Transfer property

Actor Store man

Priority Moderate

Description The Store man transfer property for user

Pre condition User must log in& have account

Flow event Actor action System response

1. The store man clicks transfer
button on the Home Page
3. The CUSTOMER enters all of
the required information and
click ok.
2. The system displays the transfer Page
4. The system checks that all of the required
information were entered and validate it from
database.
5. the system display successfully transfer
message.

Post condition The Property transferred for the user

Alternative course of 3.1 if the form is not fill correctly

action 5.1 error message is displayed
5.2 the system ask to re enter information again
Table6 Use case description for store property
Use case Store property

Actor Store man

Priority High

Description Storing property in the store

Pre condition Property must be registered must login

Basic course of Actor action System response

action 1.the store man clicks store button on
the Home Page
3 The store man enters all of the
required information and click ok.
2 The system displays the store Page
4.The system checks that all of the required
information were enteredand validate it database.
5. The system display successfully stored property
message.

Post condition The property is stored

Alternative course 3.1 if information is not correct

of action 5.1system display error message
5.2system ask to enter again
Table7 Use case description for request property
Use case Request property

Actor User

Priority High

Description Request property currently needed

Pre condition User must login

Actor action System response

Basic course of
1. The CUSTOMER clicks request
action
button on the Home Page.
3.The CUSTOMER enters all of the
required information and click ok
button.
2.The system displays the Request Page.
5.The system checks that all of the
required information entered and validate
from database.
6. system display Property is successfully
requested message.

Post condition property is requested

Alternative course of 3.1 if the customer is not fill information clearly

action 5)system display error message
5.1 system ask to re enter again
Table8 User description for add account
Use case Add account
Actor Administrator
Priority Moderate
Description Allow administer to add user name and password to the system
Pre condition Administrator must login to the system
Basic course of Actor action System response
action
1.the administrator click add account 2. System display add account page.
form from homepage. 4 .system check the information and validate it
3.administrator fill all information and from database.
Click add account button 5. New account added message displayed to the
administrator.

Post condition Account is created

Alternative course 3.If the form not fill correctly the new account is invalid
of action 5.system display error message
5.1 ask to re enter again

Table9 Use case description for disable account

Use case Disable account
Actor Administrator
Priority Low
Description Allows the administrator to disable user account, username and password from the
system.

Pre condition The Administrator must login into the system.

Flow event Actor action System response

1. The administrator click disable 2. System display disable account form.

4.the system checks the availability of the
account from homepage.
account on the account table.
3. Administrator insert user name
5. Display account removed successfully
and click on remove button.
message.
Post condition The account removed(disable) from account list

Alternative course of 3. If the information is not fill successfully

action 5. system display error message
5.1 display re enter again

Table10 Use case description for update account

Use case Update account

Actor Admin
Priority Moderate
Description Allow the administrator to edit person information of participant actor
Pre condition The administrator login to the system.
Basic course of Actor action System response
action 1.The administrator update account 2. System display updates account form.
from homepage. 4.The system checks the availability of the account
3. The administrator insert user on the account button.
name and click on update button 5. System display account successfully updated
message.

Post condition The account updated

Alternative 3.if user name is correct

course action 5.system display error message
5.ask to enter again
Table11 Use case description for register property

Use case Register property

Actor counter and store man
Priority High
Description Registers property within the specified center
Pre condition New property ready to register
Actor action System response

Basic course of 1.The customer click on register
action button the home page
3. The CUSTOMER enters all of the
required information& click ok.
Post condition The customer registered in the system
2. The system displays the Register Page.
4. The system checks that all of the required
information were entered.(validate) from
database.
5.registration form fill correctly and customer
home page display

Alternative 3. if the information is not fill correctly

Course of action 5.errror message display
5.1.1ask to re enter again

Table12 Use case description for count property

Use case Counter property

Actor Counter
Priority High
Description Count all property
Pre condition Property must be present to count & must log in
Flow event Actor action System response

1.the customer click count button 2.display count property form

on home page 4.check the information and validate from
database.
3.user fill the form correctly and
5. system display the result.
click count button
Post condition The system count Property correctly

Alternative course 3.If the information is not fill correctly

action 5.system display error message
5.1 the system ask to fill again

Table 13 use case describtion for logout

Use case Logout

Actor Administrator, counter, store man, user
Priority Moderate
Description The user Logout from the system
Pre condition The User should have account in the system
Flow event Actor action System Response

1.User open web page 3.logout form displayed

2.select logout link 5.validate logout
4.user clicks on logout button
alternate 5.1 if the process is not fill correctly we will see invalid message
Post condition System logout the user

2.6 Sequence Diagram

 Home page
Counter

click count
count property
button()

display()

Database

fill the form()

click count
button()

validate

display()

Sequence diagram for count property

 Counter Home page
and
store
man
click register
register page
button()

display()

Database

enter info ()

click ok button()

validate

display()

Sequence diagram for register property

 Home page
user

click log in
log in page
button()

display()

Account

enter user name

and password()

click ok ()

validate()

display()

Sequence diagram for log in

 Home page
user

click update
update
button()

display()

Account

enter user name

()

click update
button ()

check()

display()

Sequence diagram for update account

 Home page

Admin
click disable
disable
account button()

display()

Account

enter user name

()

click remove
button ()

check()

display()

Sequence diagram for disable account

 Home page

Admin
click add add account
account button() page

display()

Database

enter info ()

click add button

()

check()

display()

Sequence diagram for add account

 Home page

User
click request
Request page
button()

display()

Database

enter info ()

click ok button
()

check()

display()

Sequence diagram for request property

 Home page

Store
man
click store
store page
button()

display()

Database

enter info ()

click ok button
()

check()

display()

Sequenced diagram for store property

 Home page

Store
man
click transfer
transfer page
button()

display()

Database

enter info ()

click ok button
()

check()

display()

Sequence diagram for transfer property

 Home page

user
click return return property
property button() form

display()

Database

enter info ()

click ok button
()

check()

display()

Sequence diagram for return property

 Proctor Homepage

Generate report
click generate
report()

Display()
report option

Database

click report
option()

display()

enter information
()

Click ok ()

check()

display()

Sequence diagram for generate report

 admin
Homepage

click create
account() Create account

Display()

Account table

insert user name

and password()

Click ok()

check()

display()

Sequence diagram for create account

 home page logout

custome
r

click logout
form
display()

display

Sequence diagram for logout

2.7 Activity Diagram

 create

click create

enter required
information

no
create account information entered is correc,name invalid
successfully yes and passwordt? password
 login

enter l name
and password

no
is name and password invalid name and
correct? password

y
e
s

login
successfully
 register

click register

enter name and

password

reigster no
account name and password is correct? invalid register
yes
successfully
 add account

click add
account

no can't add
the information filled is correct?
account

y
e
s

add account
successfully
 update account

click update
account

enter name
and password

update account name and password entered is no

can't update
successfully yes correct?
 count property

click count
property

enter required
information

no
count property
information entered is correct? invalid count
successfully yes

Created by Trial Version

 Created by Trial Version
Report
generate

manager fill
report form
information

Created by Trial Version

no
report generate
is entered information is invalid information entered
fom is
correct?
successfully yes

store property

store man
enter
information to
store property

store property no invalid information is

is entered information
done entered
correct?
successfully yes
 request
property

user enter
requested
material
information

request no
is entered information invalid information is
property done
yes correct? entered
successfully

transfer
property

enter
information
used to
tranisfer
material

no
trasfer property done is entered information is invalid information is
successfully yes correct? entred
Created by Trial Version
return property

user enter
information
requiried

no
is entered information invalid information is
correct? entered

y
e
s
return property
is done
successfully

return property
display
 disable
account

click disable
account

enter name and

password

disable no
can't disable
account name and password is correct?
yes this account
successfully

Created by Trial Version

 logout

click logout

logout
successfully

l
2.8 Class diagram