Automated kebele Administration system

AUTOMATED KEBELE ADMINISTRATION SYSTEM

NAME ID

1. Abdulhakim Zeinu CS/0003/08

2. Assefa Tedla CS/0037/08

3. Nesredin Ebrahim CS/0160/08

4. Tesfu Amsale CS/0192/08

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 Automated kebele Administration system

Table of Contents
1 Introduction ........................................................................................................................................... 3
2 Background ........................................................................................................................................... 3
3 Problem statement ................................................................................................................................. 3
4 Objective of The Project ....................................................................................................................... 5
4.1 General objective .......................................................................................................................... 5
4.2 Specific objective .......................................................................................................................... 5
5 Scope ..................................................................................................................................................... 5
6 Significance of the project .................................................................................................................... 5
6.1 For administrators ......................................................................................................................... 5
6.2 For Residents ................................................................................................................................ 6
7 Functional Requirement ........................................................................................................................ 6
8 Non-Functional Requirement ................................................................................................................ 7
9 Conclusion ............................................................................................................................................ 8

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 Automated kebele Administration system

1 Introduction
At the time where we are living now, technologic development is increasing rapidly. Specially, in
office automation area. There are number of office automation systems that are developed in
abroad country. It plays a great role in increasing their development because it simplified their
tasks, helped them on managing their time, brings transparency on their job. Having this in mind,
in this document we proposed one of office automation system. it is applied in whole Hawassa
kebele. It replaces all manual works with automated kebele administration system.
Kebele is empowered to handle services like land administration, issuance of ID cards, Marriage
and Birth certificates, Policing services, build up small enterprises, land ownership licensing etc..

2 Background
After the decentralization of power in recent years, the delivery of the most common public
services has been channeled to the lowest administrative levels of government organization (i.e.
Kebele).
Therefore, there is a need in designing a better filing system, improved data storage and retrieval
mechanism to solve these and other related problems.
Services of kebele include;
➢ Registering residents
➢ Registering house
➢ Giving ID card for residents
➢ Giving marriage certificate and birth certificate
➢ Managing rented houses in the kebele
➢ Organizing peoples in small enterprise
➢ Solving easy conflicts with social court

3 Problem statement
Managing public data become difficult by using manual method. Some of the real challenging
problems that created by the manual operations and the current system are listed below: -
Kebele is increasingly faced with the task of providing more efficient, organized and timely service
to its growing number of clients. However due to the poorly organized filing and
recording/archiving system, the issuance of ID cards have become problematic, personal files are
lost or misplaced and hence cannot be easily located if applicants want to get replacement, due to
unorganized system illegal house possessions are issue.
There is lack of well-organized data in order to search someone’s document due to the large paper
filing system.

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Generally, the problems of service delivery at the Kebele administration offices could be put as
follows:
✓ Personal files of Kebele residences are lost or misplaced making issuance of ID cards/ birth
certificates lengthy and time taking.
✓ Verification of whether an ID applicant fulfills the legal requirement of residing in the
village for a period of at least three months is painfully time taking and complicated. This
in turn paves the way for corruption.
✓ The resident registration, house registration, ID card giving system, and other services takes
a lot of time.
✓ Security problem is the main problem of Kebele management system. One customer can
register two times or more.
✓ The system takes a lot of hard copies and other instruments. To hold a profile of one
customer the current system consumes more than two papers. The newly proposed system
uses computers which are fast .

✓ The manual system does not permit handling of many customers at a time.

✓ Poor data sharing and documentation

✓ Resource wastage in compilation of the data
✓ Poor service due to long appointment and delivery process
✓ Customers Data is not securely stored. As the result, client’s information is exposed to
unauthorized person.
✓ Requires more laborers to process resident’s data.
✓ Inaccuracy in updating relevant information since manual processing is error prone.
✓ Information is not timely to its subsequent use.
✓ Since the system performs registration, event handling, information about oil and sugar
distribution, plan control mechanism and other activities are done manually, it takes too
much time.
✓ The searching and data retrieving mechanism of the system takes a lot of time.
✓ In addition to this it is difficult in order to add some additional requirements to the existing
system’s stored data (i.e. it is not flexible).
✓ The services provided by the office are not as fast as possible because the service providers
are busy with the paper and paper related activities. This results unsatisfaction of residents.
✓ Data collection is not accurate and duplication of data occurred.
✓ There is destruction of data due to manmade and natural disasters.
✓ Deception and corruption are done easily because the current system doesn’t promote
transparency.

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4 Objective of The Project

4.1 General objective
The general objective of our project is to implement web-based kebele administration system in
order to facilitate kebele activities and to promote efficient administration, and easy access of
information.

4.2 Specific objective

➢ To identify and assess the major problems related to the service delivery mechanisms at
kebele.
➢ Analyze the existing system.
➢ Develop Kebele management system software for the proposed system.
➢ develop a database that hold information of both customer (inhabitant) and employees.
➢ Implementation of the system.
➢ To test the implementation of system.
➢ Training and documentation.
➢ Register residence members.
➢ To give ID card, house number for the resident.
➢ To give clearance for those who withdraw from kebele.
➢ Register family information (birth, death, marriage and divorce)

5 Scope
The scope of this system is to develop overall kebele administration system. It can be applied to
any kebele which are found in Hawassa. It covers most activity of the kebele administration system
that can be implemented in computer system. and all of its functions are described in functional
requirement section. We proposed to make this project web-based. But based on our client’s need
we can change the system’s platform. The language of the system will be based on our client’s
preference. But basically, it will be developed with the integration of Amharic and English
language. Every kebele in the city will be interconnected so that they can share information to each
other.

6 Significance of the project

This system has many benefits for the kebele administrators and also for residents. Let’s look both
parts separately.

6.1 For administrators

When we take a look what this system benefits for the administrators firstly, we quote that, it
automates the manual work which they used to. The other thing is, since they are being aided by
computer system it simplifies their task, it makes them to be effective with their activity. It helps
for the kebele to reach residents without any complication. And it helps them to understand the

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interest of the resident since they can read the comment of the resident on each post. It promotes
transparency.

6.2 For Residents

Just like the administrators this system has a benefit for residents also. It diminishes unwanted
appointment for every service they want. It helps them to express their feeling simply and freely.
It helps them to track closely what is going on in their kebele.

7 Development Environment
7.1 Software Tools
To develop this Kebele administration system we used different system development
environments. These are:
➢ Sublime Text Editor:- to design user interface.
➢ Language used:- HTML, CSS , JAVASCRIPT,PHP
➢ Framework:- Bootstrap
➢ XAMP for testing locally.
➢ MYSQL for database.

7.2 Hardware Tools

In doing this project there are different hardware tools that are necessary like;
➢ Computers
➢ Biometric Sensor
➢ Camera
➢ Flash disk

8 Functional Requirement
✓ The system should allow to register the resident of the kebele such as to register residents
currently living in the kebele, transfer from other kebele, and new born.
✓ When registering new resident the system should include their finger print with their
respective data and also their picture.
✓ The system allows kebele staffs to post notice and annual kebele development plan..
✓ The system allows residents to view and comment on the information posted by the kebele
staff.
✓ The system allows kebele staff to search for specific resident’s data.
✓ The system allows kebele staff to register, search and organize local labor who are seeking
for jobs.
✓ The system should allow the kebele staff to give clearance for residents.
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✓ The system allow Kebele staff to give Identification card for the residents: - when a
customer needs to have a kebele Id card his data will be searched if he is not found in the
list of registered residents, he can’t get id card.
✓ The system will display list of customers who doesn’t renew their card on the required
time.
✓ The system will enable to register all the service that the resident got from the kebele.
✓ The system allows The Kebele Manager to manage the system user: - This functionality
allows adding new user and deleting existing user as required. In addition to this modifying
the system users access right.
✓ The system will allow for country cross data sharing like if the resident transfer from one
kebele to the other his data can also be transferred.
✓ The system manages oil and sugar distribution. By registering the total amount of sugar
and oil imported to the kebele and allow to distribute fairly based on the registered number
of resident’s family.
✓ The system allows to manage loan for the residents. And it manages who takes what
amount of money and when to return the money. It also notifies residents whose loan
returning date is passed to kebele staffs.

9 Non-Functional Requirement
Usability
✓ The system provides a help and support menu in all interfaces for the user to interact with
the system.
✓ The user can use the system by looking descriptive icons.
Security
✓ The system provides username and password to prevent the system from unauthorized
access.
✓ Employees can be registered by the authorized staff admin only
✓ Password encryption: We use Md5 to encrypt the password data on a data base so no one
can access the password stored on the database.
✓ Session data encryption: To protect session data we encrypt the information stored in the
session.
✓ Preventing SQL Injection attacks: To perform database queries, we use PDO. With
parameterized queries and prepared statements, to prevent SQL injection so as the attacker
can’t inject malicious SQL as the query is already compiled and our database will be secure.

Error Handling

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✓ User error: When a user interacts with the system errors may occur. To control this kind of
inaccuracies the application will generate different user-friendly messages. To do this, most
of the system execution buttons will be controlled according to the sequence which the user
is expected to follow, or this can be done by generating different system responses to the
input of the user.
✓ System error: It’s good to know all the errors that occur while we are developing a system,
but when we make the application accessible to end users, we should hide the system errors.
If errors are shown to users, it may make our application vulnerable. To handle errors
elegantly we perform exception handling through try/catch blocks.
Input data validation:
✓ We are going to validate every input a user or any one on the site are going to give in php.
Because if we put our validation in JavaScript some browser would allow the intruders to
turn off the JavaScript on that browser.
Backup and Recovery
✓ We are going to setup a cron job on our web server that automatically pull backups every
24 hours.

10 Conclusion
In this paper, we proposed Web based Automated kebele administration system. Automated
kebele administration system is an attempt to revolutionize the current working environment in
the kebele of Ethiopia. Since Kebele is The primary contact level for most Ethiopian citizen , so
we must take at most care that citizens are not subjected to injustice, corruption etc. and the main
point is the amount of time saved by our project. It can be concluded that, “Automated kebele
administration system.” is all about sharing information across kebeles in Ethiopia, personalizing
experiences and speeding processes.

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