Acknowledgement

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 Mr. Misrak.

I
 ABSTRACT

The Project is focused on Madda Walabu University Main Campus Students Online Clearance
System. Currently Madda Walabu University is using manual clearance system. This Online
clearance system for student is a system that will serve as a more reliable and effective means of
undertaking students’ clearance during end of year. It is discovered that students faced various
problems such as queuing up during clearance, delay in processing of clearance form,
unavailability of some key staffs while processing clearance form thereby leading to students’
consistent visit in a particular office, loss of vital documents etc. This has led students to the
issue of delayed youth’s service as a result of their inability to complete the tedious manual
process of clearance. It is based on this problem that the project is focused on the development of
students’ online clearance system to solve and eliminate the shortcomings of the manual system.
This automate system will be carried out and implemented using PHP, HTML and MYSQL for
database and can be accessed when the LAN connection is available in the university. The
students can access the system by using either personal computer or desktop computer.

II
Contents
ABSTRACT.....................................................................................................................................I
Lists of Acronyms...........................................................................................................................V
CHAPTER ONE..............................................................................................................................1
INTRODUCTION...........................................................................................................................1
1.2 Statement of the problem.......................................................................................................1
1.3 Significance of the project.....................................................................................................2
1.4 Objective of the project..........................................................................................................3
1.4.1 General Objective............................................................................................................3
1.4.2 Specific Objective...........................................................................................................3
1.5Scope and Limitation of the project........................................................................................3
1.5.1 Scope of the project.........................................................................................................3
1.5.2 Limitation........................................................................................................................3
1.6 Methodology and Tools.........................................................................................................4
1.6.1 Data Collection Method..................................................................................................4
1.6.2 System Analysis and Design Methodology.....................................................................4
1.6.3 Development Environment and Programming Tools......................................................5
1.7 Project management Technique.............................................................................................6
1.7.1 Project Schedule (Gantt chart, pert chart).......................................................................6
1.7.2 Project budget (cost break down estimation)..................................................................6
1.7.3 Project Work Break Down..............................................................................................7
1.7.4 Risk Analysis, Identification, Mitigation and Monitoring..............................................8
1.8 Feasibility Analysis................................................................................................................9
1.8.1 Economic Feasibility.......................................................................................................9
1.8.2 Technical Feasibility.....................................................................................................10
1.8.3 Behavioural/Political Feasibility...................................................................................10

III
 1.8.4 Operational Feasibility..................................................................................................10
CHAPTER TWO...........................................................................................................................11
CURRENT SYSTEM....................................................................................................................11
2.1 Introduction..............................................................................................................................11
2.2 Description of current system..............................................................................................11
2.2.1 Players in the current system.........................................................................................11
2.3 Literature Review.................................................................................................................12
2.4 Draw Back of the Current System.......................................................................................12
2.5 Practice to be preserved from the Current System...............................................................13
2.6 Business Rule.......................................................................................................................13
2.7 Alternative Solutions............................................................................................................14
CHAPTER THREE.......................................................................................................................16
PROPOSED SYSTEM..................................................................................................................16
3.1 Overview of the Proposed System.......................................................................................16
3.2 System Constraint................................................................................................................16
3.3 Functional Requirement.......................................................................................................16
3.4 Non Functional Requirement...............................................................................................16
3.5 Graphical User Interface......................................................................................................17
3.5.1 Specification..................................................................................................................19
3.5.2 User Interface Description.............................................................................................19
3.6 Hardware and Software Requirement..................................................................................19
3.7 Security and Safety Procedure.............................................................................................21
CHAPTER FOUR.........................................................................................................................22
SYSTEM MODELLING...............................................................................................................22
4.1 Introduction..........................................................................................................................22
4.2 System use case diagram......................................................................................................23
4.2.1 Actor description...........................................................................................................23
4.2.2 Use cases description (scenario)....................................................................................24
4.3 Object Modelling.................................................................................................................30
4.3.1 Class diagram................................................................................................................30
4.4 Dynamic modelling..............................................................................................................31
4.4.1 Sequence diagram..........................................................................................................31

IV
 4.5 Activity diagram..................................................................................................................46

Lists of Acronyms
Description about abbreviation used in our project:-

1. MWU ................ Madda walabu university

V
2. info...................information

3. JS.......................java script

4. HTML.................hypertext markup language

5. DB.....................data base

6. PHP....................hypertext pre process

7. RAD...................requirement analysis document

8. CSS....................cascaded style sheet

9. IE.......................internet explorer

10. MS.......................micro soft

11. REQ......................Requirement

12. I/O.......................input or output

13. OOSAD.................object oriented system analysis design

14. OOA.....................object oriented analysis

15. OOD......................object oriented design

16. UC..........................use case

17. UML.......................unify modelling language

VI
VII
CHAPTER ONE

INTRODUCTION
Clearance is a status granted to individuals typically students allowing them access to
information. The term clearance is also sometimes used in private organizations that have a
formal process to check the employee’s information. A clearance by itself is normally not
sufficient to gain access the organization must determine the cleared individual has needed to
know the information.

The proposed system over comes problems those done by manual system. It reduces misuse of
manpower, avoids errors, it saves time, to provide comfort clearance process for the students and
to provide insurance for the offices especially for workers who play role in the clearance
processing system. This system works for students of Madda Walabu University. The online
clearance processing system allows the students to register for the membership to access the
service of the system.

1.1 Background of the project

Madda walabu University student’s clearance processing 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 Madda Walabu University was established in 1999E.C.

The system gives its function to many user 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 eight offices. These
are Advisor, Bookstore, Library, Health and physical Education, Student’s Proctor, Student
Service, and College/Institute Registrar, police office cafe and laboratory. After they finished all
necessary requirements, finally the students take copies of sheet that has all signature and stamp
from all offices.

1.2 Statement of the problem

The following are major problems.

 Data recording system is not centralized or not in the modern system which is difficult to
search.
 It creates wastages of material &time.
 Data redundancy &loss of data.
 Consumes more resources to complete the process which is of high cost such as:-
 Stationary material.
 Printers and computers etc.
 Need more manpower to process the clearance in the respective offices.
 Error is happened during process the clearance System.
 The process is very offensive for students when there is a harsh atmosphere like rain.
 To process the clearance is lot of queue because of the number of users.
 Employees involved in the clearance process are not available 24 hours of the day.

1.3 Significance of the project

The main significance of the this projects are to change the users as well as the university
attitudes towards modern information technology area, to make system fast and easy, to store and
retrieve information in organized manner, to make system secure by using authentication and
authorization, to reduce data redundancy. Other significance are to distribute clear, reliable,
effort saving and consistent information among the different offices for the clearance, and it
enables the university to work clearance effectively and efficiently.

1.4 Objective of the project

1.4.1 General Objective
To Design and Implement Web based clearance system for Madda Walabu University

1.4.2 Specific Objective

Those are:

 Reviewing and Studying the existing system

 Identifying the problem under the existing system and proposed alternative solutions
 Prepare requirement analysis, design, and user manual document.
 Design the system application that will store the status of the students of the university
 Develop the system based on the business rule analysed and system requirements
 Test the developed system using evaluation criteria
 Deploy the system.
 Designing friendly user interface.

1.5 Scope and Limitation of the project

1.5.1 Scope of the project
Generally the scope of this project includes the system contains all the recorded information
about the student that can be handled by the corresponding offices and it allows the student to
send the clearance request, to view his/her information, the corresponding officers to approve the
request of the student after checking the recorded data. It also display the clearance form for the
student when the student sends the clearance request. The system allows the Adminstrator to
create account for the student that used to access the online clearance. Also it displays the
notification message or waiting message to the student until approval for his information.

It is developed by using PHP language, CSS, JavaScript, Notepad++ or sublime text and
MYSQL for databases access. It runs in the environment of OS like windows7, windows8,
windows10. The main users of the project are students of the university. The system runs on
desktop and personal computers; it uses an internet cable and LAN connection. The students
send the clearance request in the system and the system checks about recorded things of the
student internally in each office.

1.5.2 Limitation

 This project is done only Main Campus students.

 The proposed system cannot accessed with the local language i.e. uses only English
 The system will work if the client computer is the same local area network with server
computer.
 The system will not include the digital signature of the officers when approve the
Students clearance.

1.6 Methodology and Tools

1.6.1 Data Collection Method

It is the way or mechanism in which we gather information to develop the system.

The following methods: -

 Practical Observation: - we observed physically the current existing system which is done by
manually. We referred different forms and documents in the department, registrar, faculty, Book
store, Library, student services and Sport master.
 Document Analysis: - For more information about the existing system we refer relevant
documents, others reading materials and some forms in different offices.
 Interview: - To get the basic information and background information about the existing system
structure, we asked different question from different persons who are participating in the manual
clearance system.
 Collecting information from different references, projects and web sites
 By discussing and analysing the problems with other Instructors and project team.

1.6.2 System Analysis and Design Methodology

For the proposed system or new system, we preferred the object oriented system analysis
and design (OOSAD) approach, which is by using unified modelling language (UML). Because
it includes the overall features of OOSAD. The other reason is that using object-oriented
programming we can write clear, more reliable, more easily maintained programs.
We preferred Object-oriented approach for the following advantages: -

 Simplify the design and implementation complexity of our program.

 Increase reusability: it helps us for reusability of the system’s code
 It helps us to upgrade our system easily.

1.6.3 Development Environment and Programming Tools

1.6.3.1 Hardware Requirement

Tools Activities

Personal computers or desktops To do our documentation and implementation

DVD-ROM 700MB To transfer the data from one device to another

Flash Disk To transfer the data from one device to another

Printer To print our document

Hard Disk To store data

 Table 1.1 Hardware development tools

1.6.3.2 Software Requirement

Tools Activities

Notepad++ or Sublime text For editing code

CSS For attractive layout

PHP Back end (Server side coding)

HTML5 Client side coding

Java Script Client side coding

MYSQL Back end(data base)

XAMP server As server

Mozilla Firefox , IE, Google Chrome, Opera Browsers

Ms office word 2013 For Documentation

Ms office PowerPoint For Presentation

E-draw Max 8.4 To draw UML Diagram and for designs

Adobe Photo Shop CS3 To design back ground images

Table 1.2 Software Development Tools

1.7 Project management Technique

1.7.1 Project Schedule (Gantt chart, pert chart)

Project Schedule

I Tasks Start Finish Duratio Dec Jan Feb Mar Apri May Jun
d n l

1
0

1 Project 6/11/18 12/11/1 6days

Proposal and 8
 Introduction

2 Current 18/12/1 25/12/1 Days

system 8 8

3 Proposed 11/12/1 22/1/18 11days

system 8

4 System 24/1/1 11/1/19 17days

modelling 8

5 System design 12/1/19 21/5/19 4M &9

and days
Implementatio
n

6 Evaluation 22/5/19 25/5/19 3 days

Figure 1.1 project schedule

1.7.2 Project budget (cost break down estimation)

a) Hardware Requirements Cost

NO Materials Amount Price Total Cost

Required Per Unit

1 Toshiba Computer 2 12000 24000

2 Network cable 2 50 100

3 Pen 10 4 40

4 A4 Size Paper 1 Destin 110 110

5 Print 100 1 100

6 Flash Disk 1(8G) 120 120

 7 DVD-ROM 2 7 14

Total 24484 birr

Table 1.3: Hardware Requirement Cost

b) Software Requirements Cost

NO Materials Required Price Per Unit

1 Microsoft Word 2013 Free

2 Notepad++ Free

3 Microsoft Office Visio 2007 Free

4 SQL Server 120

5 Mozilla Firefox Free

Total 120 birr

Table 1.4: Software Requirement Cost

1.7.3 Project Work Break Down

Madda Walabu University Student’s Online Clearance System

W S Tasks Duration Predecessor Responsible

O N
R 1 Project proposal and Introduction 1 weak All
K  Back ground information
B  Statement of the problem
R  Objective of the problem
E  Scope and limitation of the project
A  Methodology
K  Feasibility study
D
O
W 2 Current system 2 weak 1 All
N  Description of current system
S  Players in the current system
T  Business Rules
R
U
C 3 Proposed System 1 weak 1,2 All
T  Functional Requirement
U  Non Functional Requirements
R  Graphical User interface
E  Hardware or software requirements
S  Security and safety procedure

4 System Modelling 3 weak 1,2,3 All

 Use case diagram and there

description
 Object Model
 Dynamic Model

5 System design and 12 weak 3,4 All

Implementation
 Design
 Coding
 Testing
 Documentation

6 Evaluation

Advisor MSc Misrak

Table 1.5 Work break down structure

1.7.4 Risk Analysis, Identification, Mitigation and Monitoring
Risk assumptions are problems that occur when the team is doing the works and solution for
problem via table.

Risk Solution for the risk

If our computer attack by Update Antivirus software.

virus

If the computer Hardware Repair or Maintain.

fail.

Shortage of electric power User Generator or Solar system.

Table 1.6: Risks vs Solution

1.8 Feasibility Analysis

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.

1.8.1 Economic Feasibility

When the team can be analyses the system by comparing the cost with the benefit (the
enterprise can be gained by using the proposed system), surely the benefit out weight the cost.
The cost of developing a full system, including software and hardware cost for the class of
application being considered should be evaluated. So, the benefit that obtain by using the
proposed system can be categorized as tangible and in tangible.

Tangible benefits are:

 Using less man power than the existing system.

 Increase speed of activities and competence
 Reduce cost.

Intangible benefits are:

 Knowledge required by project developer.

 Facilitating information processing.
 Updating information.
 Increasing the competitiveness of the individual.
 Improved productivity.
 Improving the moral of our team.
 Facilitating information processing of our team.

1.8.2 Technical Feasibility

This involves questions such as whether the most of the technology needed for the system has
exists in the Madda walabu University compound. Because the system is too customized
according to MWU information transferring system there will be no difficulty to build the
clearance system, and also the staff and other concerned bodies has or will have enough
experience using this system.

1.8.3 Behavioural/Political Feasibility

Behavioural feasibility is the measure that how users use the system effectively. The proposed
system should be easy to operate, convenient in maintenance and effective in its working. Since
developing this new system will solve the clearance system problems, the users will undoubtedly
have positive attitude towards the system and the system is politically feasible and free from any
legal claims.

1.8.4 Operational Feasibility

The proposed system will solve the business and time problem for the organization.

 The proposed system offers greater level of user-friendliness.

 The proposed system produces best results and gives high performance.
 The proposed system can be implemented easily.
 The proposed system can solve the existing system problems and challenges.
 CHAPTER TWO

CURRENT SYSTEM

2.1 Introduction

The current clearance system is the manual system that needs intensive human labour, resource,
consume time, less security .Here, the student to visit all the clearance offices with a form for
them to fill and get sign by the respected offices. Once these forms are signed, it proves that the
users have been cleared. This process takes some days to be completed and possess a lot of stress
to all the users and workers who provide clearance system.

2.2 Description of current system

Currently, the manual student clearance system works starting from the registrar that prepares
clearance form. Then the student takes clearance form from the Registrar after he/ she has been
checked for his/her existence in the university. Then, the student fills all required fields correctly
and brings it to head of department/Academic dean to get signature and stamp. If there is no
problem here, the department head puts signature and stamp on student clearance form. After
that student can go to the library with his/her clearance form and id, then the Bookstore keeper
checks whether he/she has taken any book and manuals or not. If there is no problem here, both
Bookstore keeper and Library/Chief of Circulation put signature and stamp. Otherwise, the
student must finish any problem case in each office. After that he/she gets signature and stamp.
Likewise, in some other remained four offices the same rule as library must be performed until
student comes back to registrar. Finally, the registrar puts its signature and stamp after checking
the fulfilment of all signatures and stamps of other respected offices. Lastly, the student comes
with full clearance.

2.2.1 Players in the current system

In the existing system there are providers and users of the system. The main players in
the existing system include the following: -

 Students: - Students will go to Registrar to get the clearance form and fill the form; then go to
different offices to get sign.
 Registrar: - an office that controls the registration, prepare the clearance form for students
and puts final sign on the clearance form.
 Dormitory Chief: - checks the dorm materials like bed, window, door, and the door key if all
are not damaged, they sign and put stamp on the students clearance form.
 Book Store - Puts signature and stamp after student finishes any problem of books borrowed
from the Bookstore.
 Sport Master: - This office check sport materials whether the student taken from the office or
not.
 Dean of students: - Any student debt (meal card) is defined in this office.
 Head of Department - Checks any problem of students first in the department; then puts
signature and stamp.
 Security Guard: - They check the student properties are matched with their clearance paper.

2.3 Literature Review

A Literature Review is a summary of previous research on a topic. Literature Review can be

either a part of a larger report of a research project, or it can be a statement made by an
individual. This part explains about facts or statement which known as Literature Review that
will be used as guidance in developing the system.

2.4 Draw Back of the Current System

The current system has the problems such as Performance problem, Information Problem, Data
storage problem, Efficiency Problem and Security and control problem.
Performance problem (response time)

 Wait in the queue while processing the clearance form

 Unavailability of some key staff while processing the clearance.
 Takes a lot of time to get back a particular clearance from the respected offices.
The current system is unable to perform tasks and activities with efficient and required
time.
 It is tedious and not fast communication; this process takes some days to be completed and
possess a lot of stress to all the users and workers who provide clearance system.

Information Problem
The existing system has many drawback concerning data security such as lose of data may
occur, due to manually collecting of data, there is a redundant record and inconsistency
problems, Inaccurate data and information may produce, Incorrect information leads to poor
decision making and poor flow of information between student and respected offices.
Data storage problem
Problems like lack of a well-organized database system, data are not easily accessible due to its
integration and placed in different location, difficult to update information, data redundancy that
leads to inconsistency.
Efficiency
Due to the manual operation most of the activities are easy to wastage of resources like
stationary materials, manpower, time etc. to produce the corresponding outputs. This makes the
current system inefficient while utilizing resources
Security and Controls

 Loose of vital documents as the filling system is manual.

 Damage of document due to fire or rain incident.
 Take a lot of time to retrieve a particular clearance form.
 Delay in processing clearance form.

2.5 Practice to be preserved from the Current System

Even if the current system has a lot of problems, there are a number of activities that need to be
preserved. The system uses files and forms to define operations and to perform business rules in
the clearance system. Our team members preserve the following practices from the existing
system.

 System procedures.

 The rule and regulation of the university.

 Formalities of the users of the system, offices concerned students.

2.6 Business Rule

A business rule is effectively an operating principle or polices that we try to specify for both the
existing system and the new system must satisfy. The business rule is a principle or a policy in
which the proposed system operates accordingly.

The main business rules or principles of the existing system are:-

BR1:- anyone who sign clearance form must be the member of the university

BR2:-Registrar officers give clearance form only for the students of the university

BR3:- Officers of the university are not expected to give service on Saturday, Sunday, and
Holiday.

BR4:- when the students want to sign clearance form they take the clearance form from registrar
officers.

BR5:- when the students want to sign clearance form they must fill the required field and they
must have an ID car of the university to check the validity of the University

BR6:-Every student of the university must sign clearance form at the end of each year
BR7:- students must fulfil their responsibility before they go to sign clearance in officers

BR8:- the officers of the university must put their signature and the date when they sign

BR9:- the student of the university must submit the cleared clearance form to Registrar

BR10:- students should take one piece of approved clearance form from registrar for their
validity

2.7 Alternative Solutions

In order to overcome the current system problems that exist in the functioning of clearance
system, our project team members have put down alternative options. These are: -

 Changing the structure of manual system in to organized manner

 Completely change manual system in to computerized and automated system without

affecting the structure of clearance system

 Accuracy in handling of data

 Fast rate of operation and excellent response time

 Flexibility (i.e.) it can be accessed at any time

 Better storage and faster retrieval system.

 Accessibility from anywhere in the campus.

CHAPTER THREE

PROPOSED SYSTEM
3.1 Overview of the Proposed System
The proposed system is aimed to change the manual to web based system for the
students. The manual system has been found to be time consuming as the students have to
physically visit each office and leading to lose their id while they are traveling to each office.
The developments of the web based clearance system minimizes the load of corresponding
offices and allows easy access to the authorized students and clear them without the need to
visit each office.

3.2 System Constraint

Defines what the proposed system is not going to perform or what is not including in the
proposed system. This project covers some of the aspects of computer software based online
clearance system using Madda Walabu University as case study. However the following are the
constraints:-

 Time constraints.
 Financial constraints.

3.3 Functional Requirement

Functional requirements are the description of the facility or feature required. Functional
requirements deal with what the system should do or provide for users. They include description
of the required functions, outlines of associated reports or online queries, and details of data to be
held in the system.

In general, the system is web based application and has the basic functionalities of clearance
request, view information, create account, delete record, search, generate report, update profile,
and approve request and approve clearance.
3.4 Non Functional Requirement

Non-functional requirements are requirements that are not directly concerned with the
specific services delivered by the system to its users.

Performance: -

 The system is very fast since it is automated.

 The software shall support use of multiple users at a time.
 It works very well with short response time, high throughput and high availability.
 Reduce costs and time waste by providing access to system in available place and time
where Internet connection is available

User Interface: - The developed system provides web application user interfaces that are
compatible browsers like Internet Explorer, Mozilla Firefox, Google chrome, etc.

Backup and Recovery: - When team member standard to develop a system they must have to put
use a backup mechanism by using removable flash disks, or CDs.

Usability:-The system shall be very easy to learn, needs basic computer knowledge to use and
have a help menu to guide the user.

Availability: - 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.

3.5 Graphical User Interface

The Proposed system has several Graphical user interfaces to communicate easily with the User.
Our team attempt to illustrate this interface in general as follows:-
Figure 3.1 Graphical user interfaces
3.5.1 Specification

 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.

3.5.2 User Interface Description

Home Page: This form contains some links which lead it to the concerned page, and if the
user has an account he/she will directly go to concerned page by entering their username and
password. In case for the students the system requires ID Number as user name
Log In form:-this form found immediately following the home page. Home page
appears as the site on which the system is deployed is opened. The user get the login link when
they open the system as the same as the home page. Every user of the system use their ID
Number as user name and their number as password for the first time.
Register: the registrar officer gets to their page and registers the new officer to the
central database by using this form.
Approved clearance form: after the student fills the clearance form on the system, the
clearance form which is approved by the system looks like this
3.6 Hardware and Software Requirement
The minimum required resource for the proposed system to meet the development goal or users
functional requirement. This covers the material that will consume to accomplish the system.

Hardware Requirement

 Client-Computer: in order to run the system the client’s computer must have the following
minimum requirement.

Computer Minimum recommended properties

Client Computer RAM 512MB and above

Pentium(R)4CPU 3.2GHZand above

 DISK SPACE 40GB and above

OPERATING SYSTEM window XP and

above

Table 3.1Minimum requirement for client computer

Server Computer: in order to run the system the server must have the following minimum
requirement

Computer Minimum recommended properties

Server Computer Processor Intel(R) Pentium(R) Dual

CPUE22202 @2.20GHZ

RAM 1.0GB,64bit operating system

Disk Space 150GB

Operating system window server 2003/2008

Table 3.2 Minimum requirements for server computer

Software Requirement
Software requirement for maintain the system

NO Software Recommended Uses

Requirement

MYSQL MYSQL Server For backend of the

system

A Vast Antivirus New updated version To protect the server

computer and client
computer from
malware
Table 3.3 Software Requirement
External hard ware requirement

NO Hardware Recommended Uses

requirement

Printer Laser-jet printer To print hard copy

from the system

RJ45 Connector Connector

Switch and Hub D link For purpose of local

area network

UTP cable Cat5e For connect client

computer and server

DVD drive _ For backup

Table 3.4 External hard ware requirement

3.7 Security and Safety Procedure

The system provides or contains user name and password for each users based on their privilege.
This performs the following activity: -

 Authenticated user with predefined access right will only enter to the information related
to database.
 Every users should use strong passwords especially admin.
 User must enter valid user name and password to login to system. Without this, access to
the system is denied.
 Data is encrypted for security.
 System allows only registered users to access clearance system and also allows the users’
to view their own profile not the other users’ profile.
 The system provides username and password to prevent the system from
 Unauthorized access.
 The username must be letters.
  The user’s password must be letters or numbers or special characters or the collection of
them. If the student is aimed to access our system, he/ she has to be registered in the
university.

CHAPTER FOUR

SYSTEM MODELLING
4.1 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 and analysis class diagram.

After identifying the actors and use cases, the use cases are developed and textual descriptions
(scenarios) are stated. The Sequence diagram id depicted based on the use cases which are
developed for the proposed system. Activities will be represented by the activity diagrams.
4.2 System use case diagram

Figure 4.1 Use Case diagram.

4.2.1 Actor description

An actor is an idealization of the external person, process or the thing interacting with the
system. An actor characterizes the interaction that the outside user may have with the system.
1. Student Actor

 Fill form
 Request a special need/ask for clearing
  Submit to registrar

2. Book store
Borrow prosperities for the students and check whether they are return or not
 After that they sign on the form and cleared the students
 Sign and cleared the students
3. Department Head:

 Check whether the students fill coast sharing form and whether the instructors complete
their responsibilities such as submitting grade report.
 Sign and cleared the students and instructors

4. Registrar

 Prepare and Distribute student clearance form

 Cleared the student clearance and take backup
5. Students Services office
 Include café and dormitory service officers
 Check whether the students return the meal card and dormitory materials
 Sign and cleared the Students
6. Sport Master:
 Check whether the students return the sport materials.
 Sign and cleared the Students
7. Security guard:
 Check whether the students are cleared

4.2.2 Use cases description (scenario)

a) Use cases description for Login

Use-case UC-01
Number

Use-Case Log in
Name

Priority High
 Actor Student and Admin

Description This use case describes how each student login into the System.

Preconditio The students must have authenticated username and password

n

Post- If the use case was successful, the actor is now logged into the system. If not,
condition the system state is unchanged.

Basic course User Action System Response

of Action
1.The student or Admin 2. The system displays the Login Page
have to browse the web site
4. If the inputs are valid the system
3.The student or Admin directs to Home Page else go to A1
enters username and
password.
5 use case exit.

Alternate A1: The system displays error message and redirect to the login page.
course of Action
Table4.1: use case description for login

b) Use cases description for Clearance Request

Use case UC-02
number
Use case Name Clearance request
Actors Student
Priority High
Description It shows how the student will be cleared from the university related
materials issues when they send clearance request to get clearance from the
related offices.
Precondition Students have logged in to the system.
Post Condition. If the use case is successful, then the Student will be cleared
successfully unless no state change.
Basic course of Users Actions System Response
Actions
1. Student tries to log in in 2. The system displays Home Page
to the system by filling
username and password, 4. The system displays the clearance form
then clicks login button.
6. If the inputs are valid and Student id is legal,
3. Student selects clearance then system begins to check records in each
 request menu office and if there is no recorded data found in
5. The student fills all the databases, then cleared message will be
required inputs and clicks displayed to the student else “get admin”
request button. message will be displayed. If inputs are invalid,
then it goes to A1 and for empty fields it goes to
A2
7. The process ends
Alternative
Course of Actions A1: Invalid Entry Message. The system displays invalid input message.

2. The system resumes at step4.

A2: Information Not Filled Message

1. The system displays “Please enter all information” messages.

2. The system resumes at step4.

Table4.2: use case description for clearance request

c) Use case description for Search.

Use case number UC-03

Use case name Search

Priority High

Actor(s) Administrator, and Offices

Pre-condition The users cannot search.

Post-condition The users has been searched the selected record.

Description This users requests to search someone’s information.

Basic course of action: User Action System Response

 Step1: The user wants Step2: The system displays user view
to search some record. option.
Step3: The user enters Step4: The system process the
the information to selection.
search from database Step5: The system displays the
option. selected record.
Step6: The use case ends.
Alternative course of If the input information invalid or empty
action Step4.1: The system indicates the user information invalid.
Step4.2: The use case continues Step2 of the basic course of
action.
Table 4.3Use case description for Search
d) Use cases description view cleared clearance info

Use Case Number UC-04

Use Case Name View Info

Actor Student

Priority Medium

Description This use case shows how the student view his profile in each office.

Precondition The student have logged in to the system

Post condition If the use case is successful, the student can see all information
related to his history.

Basic Course of Users Actions System Response.

Actions
1.Student clicks view info menu.
3.Student can see his/her information
2.If the information if present then
the system displays all related
information about student else
goes to A1

4. The process ends

Alternative Course A1: No your clearance information is found.

of Actions

Table4.3: use case description for View cleared clearance

e) use case description for Create Account

Use Case Number UC-05

Use Case Name Create Account

Actor Student, Admin

Priority High

Description This use case shows how the Admin creates account for student
based on his/her request.

Precondition The student have been registered in the university.

Post condition If the use case is successful, the student will get an active account.

Basic Course of Users Actions System Response

Actions
1. Student have to ask the Admin 3. The system gives valid or
manually by providing the name and invalid response
student ID.
4. The System displays manage
2. The Admin checks if the student is account Page.
legal member of the university by
searching student ID from registrar DB. 6. The system displays create
account form.
5. Admin selects create account from
manage account page. 8. If the inputs are valid, then it
stores username and password in
7. Admin Provides student name as a to a user table and creates account
user name and student ID as password. else A1.

9. The process ends.

Alternative Course A1: Invalid Entry Message

of Actions
1. The system displays “Incorrect Username or Password!” massage.

2. The system resumes at step7.

Table4.4: use case description for Create Account.
f) Approve Clearance

Use Case Number UC-06

Use Case Name Approve Clearance

 Actor Admin

Priority High

Description This use case shows how the Admin approves the clearance after the student
clearance Request gets all the specific request-approvals from
corresponding officers.

Precondition The student have to send the clearance request.

Post condition The student will get the clearance.

Basic Course of Actions Users Actions System Response

1. The student clicks 2. The system displays the clearance request

clearance request menu form
from navigation menu
4. The system checks form data validation and
3. The student fills the if the input data is valid then the system
required form fields and distributes the request to corresponding
click request button. officers.

5. Admin clicks approve 6. The system displays all pending clearance

request menu from the requests on Approve request page.
navigation.
8. The system displays a lists of corresponding
7. Admin selects a single officers that approved this single clearance
request. request else A1.

9. If all corresponding 10. The system sends notification to that

officers already approved particular student,that tells as he/ she is
it then the Admin clicks approved or cleared.
approve button.
11. The process ends

Alternative Course of A1: wait till all the corresponding officers approved the request.
Actions
Table4.5: use case description for Approve Clearance.
g) Use case description for Update.

Use case Number UC-07

Use case Name Update profile

Priority High

Actor(s) Students Admin, and Offices

Pre-condition The users cannot be Update profile

Post-condition The users will have update their account information

Description This use case allows users to update the user account.

Basic course of action: user Action System Response

Step1: The users can request to update Step2: The system

his/her information. The system will displays user account
display the current customer update page.
information to the users. Step4: The system
Step3: The user enters the necessary validates information is
information to update. correct or not.
Step5: The system
displays confirmation
page and save the update
information of user.
Alternative course of If the input information invalid or empty
action Step4.1: The system indicates the Actors information invalid.
Step4.2: The use case continues Step2 of the basic course of
action.
Table 4.7 Use case description for Update.
h) Use case description for Delete.

Use case Number UC-08

Use case Name Delete

Priority high

Actor(s) Administrator, Offices

Pre-condition The user are not authorized and login in to the system

Post-condition The administrator delete the record from the database.

Description The use case allows the administrator to delete record of students
 from database.

Basic course of action: user Action System Response

Step1: This use case is initiated Step2: The system displays

when the users on delete option the delete form page.
Step4: The system verifies
Step3: The users enter the id for whether the existence of the
delete data from the data base. data base.

Step5: The system displays

Alternative course of If the input information invalid or empty
action Step4.1: The system indicates the user information invalid.
Step4.2: The use case continues Step2 of the basic course of
action.
Table 4.8Use case description for Delete.

i)use case description for Logout

Use-CaseNumber UC-09

Use-Case Name Log out

Priority High

Actor Student

Description This use case allows student and Admin to log out from the system at a
time of accomplishing the task.

Precondition UC-01

Post Condition The System saves the data into the session or the database then logout
from the system.

Basic Course of User Action System Response

Action
1. Student and Admin try to log 2. The system saves the data and
out from the system. responds to the requested action.

3.The Student log out button 4. The system redirects to the login
page or Main Home Page.
Table4.9: use case description for Logout

j) Use case description for Generate cleared clearance Report.

Use case number UC-10

Use case name Generate cleared clearance Report

Priority High

Actor(s) Admin

Pre-condition The user cannot be Generate Report.

Post-condition The user should be generate the report.

Description The user wants to report how many students are clear from the
university.

Basic course of user Action System Response

action:

Step1: The user wants to Step2: The system displays the

generate report. generate report option.
Step4: The system process the
Step3: The user selects the selections.
generate report option.
Step5: The system display the all
information’s of the students.

Alternative course of If the input information invalid or empty

action Step4.1: The system indicates the user information invalid.
Step4.2: The use case continues Step2 of the basic course of action.
Table 4.10 Use case description for Generate cleared clearance Report.

4.3 Object Modelling

4.3.1 Class diagram

 It represents the properties of entities, their operations and relationships. Also it drives
use case diagrams from use case.
 The class diagram is the main building block in our project modelling.
 It is used both for general conceptual modelling of the systematic of the application and
for detailed modelling translating the models into programming code.
 The classes in a class diagram represent both the main objects and or interactions in the
application and the objects to be programmed.
 Generally the project is including the following class in the class diagram the over view
of the class diagram is:-

Figure 4.2 class diagram.

4.4 Dynamic modelling
4.4.1 Sequence diagram
Sequence diagrams show the interaction between participating objects in a given use case. They
are helpful to identify the missing objects that are not identified in the analysis object model.

a) Sequence Diagram for Create Account by Admin

Fig 4.3 Sequence diagram for Create Account by Admin

b) Sequence diagram for Login.

 Fig 4.5 Sequence diagram for login.

c) Sequence diagram for Update.

 Fig 4.6 Sequence diagram for Update

e) Sequence diagram for View.

Fig 4.7 Sequence diagram for View

f) Sequence diagram for Search.

 Fig 4.8 Sequence diagram for Search

g) Sequence diagram for Delete.

Fig 4.9 Sequence diagram for Delete

h) Sequence diagram for Approve.

 Fig 4.10 Sequence diagram for Approve

i) Sequence diagram for Generate Report.

Fig 4.11 Sequence diagram for Generate Report

 j) Sequence diagram for Request.

Fig 4.12 Sequence diagram for Request.

4.5 Activity diagram

Activity diagram used to emphasize the flow of control from activity to activity or to model the
flow of an object as it moves from state at different points in the flow of control.
a) Activity Diagram for Create Account

Fig 4.14 Activity diagram for Create Account.

b) Activity Diagram for Login.

 Fig 4.15 Activity diagram for Login

c) Activity Diagram for Delete

 Fig 4.16 Activity diagram for Delete

d) Activity Diagram for Update Profile

Fig 4.17 Activity diagram for Update profile.

e) Activity Diagram for View Profile

Fig 4.18 Activity diagram for View

f) Activity Diagram for Search

 Fig 4.19 Activity diagram for Search

g) Activity Diagram for Approve

 Fig 4.20 Activity diagram for Approve

h) Activity Diagram for generate report

 Fig 4.21 Activity diagram for Generate Report

i) Activity Diagram for Request.

Fig 4.22 Activity diagram for Request.