Arba Minch University Arba Minch Institute of Technology

ARBA MINCH UNIVERSITY
ARBA MINCH INSTITUTE OF TECHNOLOGY
Web Based Clearance

Management System for
Arba Minch
University
Group Members
Name ID
Habtamu Abe …………….………………RAMIT/1410/05
Workineh Tadesse………………………….RAMIT/1597/05
Yasin Mohammed …………………………..RAMIT/1600/05
Tesfaye Akirso …………………………….RAMIT/1578/05
Amarech Negash …………………………….RAMIT/1308/05
Advisor name: - Ato Getahun .T
Submitted to Department of Computer Science and IT, Institute of Technology, Arba Minch
University, in Partial fulfillment for the requirement of the Degree of Bachelor Science in
Computer Science.
Arba Minch, Ethiopia

March, 14, 2016
Web Based Clearance Management System for Arba Minch University [2016]
Arba Minch University

Arba Minch Institute of Technology (AMIT)
Approval Sheet
--------------------------------------------------------------------------------------------------
This is to certify that the senior project titled “Web Based Clearance Management System for
Arba Minch University (WBCMSAMU)” Submitted by
Habtamu Abe …………….………………RAMIT/1410/05
Workineh Tadesse………………………….RAMIT/1597/05
Yasin Mohammed …………………………..RAMIT/1600/05
Tesfaye Akirso …………………………….RAMIT/1578/05
Amarech Negash …………………………….RAMIT/1308/05
To the department of Computer Science and Information Technology, Arba Minch for the partial
fulfillment of the requirement of the Degree of Bachelor Science in Computer Science. The
contents of this document in full, or in parts, have not been submitted to any other institute or
university for the award of any degree or diploma.
Ato Getahun.T
(Guide)
March, 14, 2016
Arba Minch
Web Based Clearance Management System Page I

Acknowledgements
First, we would like to thank our GOD for giving us hope to finish writing this documentation
strongly. Secondly, we would like thanks to Arba Minch University institution technology and in
department of Computer Science and Information technology for giving the chance for doing our
final (senior) project as well as our advisor Ato Getahun .T, who support us from the beginning
of requirement gathering to the end of the documentation writing by giving us good comments
and recommendations that help us to finish our project documentation writing successfully.
At last, we acknowledge AMU student clearance system responsible office that support us by
giving the necessary requirements and support us by materials.
Table of Contents
Final Year Project for Computer Science Page

Arba Minch University.....................................................................................................................I
Arba Minch Institute of Technology (AMIT)..................................................................................I
Approval Sheet.................................................................................................................................I
Acknowledgements.........................................................................................................................II
ABSTRACT....................................................................................................................................V
ABBREVIATION.........................................................................................................................VI
CHAPTER ONE..............................................................................................................................1
1 Introduction...................................................................................................................................1
1.1 Background of Arba Minch University.................................................................................2
1.1.1 Vision of AMIT................................................................................................................2
1.1.2 Mission of AMIT..............................................................................................................2
1.2 Background of the Project......................................................................................................2
1. 3 Statement of the Problem......................................................................................................2
1.4 Objective of the Project..........................................................................................................3
1.4.1 General Objective............................................................................................................3
1.4.2 Specific Objective............................................................................................................3
1.5 Feasibility Study....................................................................................................................4
1.5.1 Operational Feasibility...................................................................................................4
1.5.2 Technical Feasibility.......................................................................................................4
1.5.3 Economic Feasibility.......................................................................................................4
1.5.4 Behavioral/Political Feasibility......................................................................................4
1.5.5 Schedule Feasibility........................................................................................................5
1.6 Scope of the Project...............................................................................................................5
1.6.1 Significance of the Project..............................................................................................5
1.7 Target Beneficiaries of the System........................................................................................6
1.8 Methodology for the Project................................................................................................6
1.8.1 Data Source.....................................................................................................................6

1.8.2 Fact Finding Techniques.................................................................................................6
1.8.3 Systems Analysis and Design..........................................................................................7
1.8.4 Development Tools..........................................................................................................7
1.8.5 Testing Procedures..........................................................................................................9
1.8.6 Implementation................................................................................................................9
1.8.7 Limitation of the Project..................................................................................................9
1.9 Team composition................................................................................................................10
CHAPTER TWO...........................................................................................................................11
2. Description of the Existing System...........................................................................................11
2.1 Introduction of Existing System..........................................................................................11
2.2 Players in the Existing System.............................................................................................11
2.3 Major Functions/Activities in the Existing System.............................................................11
2.4 Business Rules.....................................................................................................................12
2.5 Report Generated in the Existing System............................................................................12
2.6 Forms and Other Documents of the Existing Systems........................................................13
2.7 Bottlenecks of the Existing System.....................................................................................14
2.7.1 Performance..................................................................................................................14
2.7.2 Input (Inaccurate/Redundant/Flexible) and Output (Inaccurate).................................14
2.7.3 Security and Control.....................................................................................................15
2.7.4 Efficiency......................................................................................................................15
2.8 Practices to be Preserved......................................................................................................15
2.9 Proposed Solution for the New System that Address Problems of the Existing System.....15
2.10 Requirements of the Proposed System...............................................................................16
2.10.1 Functional Requirements............................................................................................16
2.10.2 Non Functional Requirements.....................................................................................17
Chapter Three................................................................................................................................18

3. System Analysis.........................................................................................................................18
3.1 Introduction..........................................................................................................................18
3.2 System Requirement Specifications (SRS)..........................................................................18
3.2.1 Use Case Diagram........................................................................................................19
3.2.2 Use Case Documentation (For Each Use Case Identified)...........................................20
3.2.3. Sequence Diagram.......................................................................................................29
3.2.4 Activity Diagram...........................................................................................................39
3.2.5 Analysis Level Class Diagram......................................................................................49
3.2.6 User Interface Prototyping............................................................................................50
3.2.7 Supplementary Specifications........................................................................................51
11. References................................................................................................................................52
List of Figures
Figure 1.Use case diagrams...........................................................................................................27

Figure 2.Sequence diagram for login.............................................................................................37
Figure 3.Sequence diagram register users.....................................................................................38
Figure 4.Sequence diagram for create account..............................................................................39
Figure 5.Sequence diagram for update user account.....................................................................40
Figure 6.Sequence diagram for delete account..............................................................................41
Figure 7.Sequence diagram for recorded property information....................................................42
Figure 8. Sequence diagram for fill clearance form......................................................................43
Figure 9.Sequence diagram for request approval clearance form.................................................44
Figure 10.Sequence diagram searching users information............................................................45
Figure 11.Sequence diagram for change password.......................................................................46
Figure 12. Activity diagram for login............................................................................................48
Figure 13.Activity diagram for registration...................................................................................49
Figure 14.Activity diagram for create user account......................................................................50
Figure 15.Activity diagram for delete user account......................................................................51

Figure 16.Activity diagram for update account.............................................................................52
Figure 17.Activity diagram for change password..........................................................................53
Figure 18.Activity diagram for record property information........................................................54
Figure 19.Activity diagram for fill clearance form.......................................................................55
Figure 20.Activity diagram for approve clearance form...............................................................56
Figure 21.Activity diagram for search information.......................................................................57
Figure 22.Analysis level class diagram.........................................................................................58
Figure 23.User interface prototyping.............................................................................................59
List of TablesY
Table 1. Schedule feasibility..........................................................................................................13
Table 2.Required resources with costs..........................................................................................16
Table 3 Team composition............................................................................................................18
Table 4.Use case documentation for login....................................................................................28
Table 5.Use case documentation for registration users nformation..............................................29
Table 6.Use case documentation for create user account..............................................................29
Table 7.Use case documentation for update user account.............................................................30
Table 8.Use case documentation for delete user account..............................................................31
Table 9.Search use case documentation........................................................................................32
Table 10.Use case description for view message..........................................................................32
Table 11.Use case documentation for record property information..............................................33
Table 12.Use case documentation for update property information..............................................33
Table 13.Use case documentation for change password...............................................................34
Table 14.Use case documentation for approving clearance..........................................................35
Table 15.Use case documentation for fill clearance form.............................................................35
Table 16.Use case documentation for request clearance approval................................................36

ABSTRACT
Online clearance system is a project work that will help build an effective information
management for University. It is aimed at developing a system for making clearance process to
be fast and effective. The designed software will serve as a more reliable and effective means of
undertaking students and Teachers clearance remove all forms of delay and stress as well as how
to do your clearance online. This project work made use of data collected from the University,
materials and journals from various authors and software was developed to effectively achieve
the aims of this project. In this project, the implementation of the computer based system will
carried out using PHP, JAVASCRIPT, CSS and MYSQL for the database. In conclusion, the
work met all the objectives intended

ABBREVIATION
WBCMS Web Based Clearance Management System
AMU Arba Minch University
WBCMSAMU Web Based Clearance Management System for Arba Minch University
AMIT Arba Minch Institution Technology
HMR Human Resource Management
DB Database
OOA Object Oriented Analysis
OOD Object Oriented Design
OODM Object Oriented Design Methodology
SMS Short Message System
SQL Structured Query Language
UI User Interface
UML Unified Modeling Language
SRS System Requirement Specifications
VPS Visual Paradigm Suite
CSS Cascading Style Sheet

CHAPTER ONE
1 Introduction
Clearance is a status granted individuals typically Students and Teachers 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 that the cleared individual has a "need
to know" the information. No one is supposed to be granted access to classified information
solely because of rank or position, but once a clearance is obtained, access to certain information
or gain of freedom will be granted.
The proposed system overcomes some problems done by manual system. To reduce misuse of
man power, avoiding errors, to save time, to provide comfort clearance process for the students
and Teachers and to provide assurance for the organization especially for workers who play role
in the clearance processing area.
This system works for Students and Teachers of Arba Minch University. The Online Clearance
Processing System allows the students Teachers to register for the membership to access the
service of the system.

1.1 Background of Arba Minch University
Arab Minch University was started as university since 1995 E.C. The numbers of students and
employees who are joining to this campus are increasing from year to year. There was only one
campus before seven years. Due to the increment of the number of students and employees there
are four additional campuses, namely Abaya, Chemo and Nechisar and Kulfo. In each campus
there are faculties and their respective departments. by observing this complex way the group
motivated to develop system called web based Clearance management System in AMU, to
change manual system to computerize by considering the problems in the manual system.
1.1.1 Vision of AMIT
Arba Minch University aspires to be a leading university in Ethiopia, a center of excellence in
the field of water resources in East Africa and competitive in the world by 2020.
1.1.2 Mission of AMIT
Arba Minch University has a mission of offering relevant and quality education and training;
conducting demand driven research and rendering accessible community services.
1.2 Background of the Project
Arab Minch university clearance management system is one of the processes that will be done to
clear students and Teachers when they want to be cleared from the campus. The system starts the
process as Arab Minch University was established in 1978 E.C. Now days, the there are many
users to use the clearance management system. For students, the students get three copies of
clearance sheet from department and get signature and stamp from around six offices. After they
finished all necessary requirements, finally they summit one copy of form to Department, one
copy to Registrar and One copy for themselves. For Teacher, they also take three copies of
clearance sheet from HRM and get signature and stamp from around eleven offices. After they
get all the signatures and stamp, they return one copy of the sheet to HRM, one copy to
Department Office and one copy for themselves. This processing makes the students and
Teachers worried because they go to many offices. Therefore it is important to automate
clearance system for the members of the university.

1. 3 Statement of the Problem
The current clearance system of student’s and teacher’s in Arba Minch University stay several
days for the purpose of the getting clearance because the university used manual based clearance
management system. Due to the manual means being used Arba Minch University in keeping
students and teacher’s clearance system a lot of problems are encountered which includes:
 Difficult to manage and control daily activities.
 Required high costs of paper when we prepared clearance.
 Time consumed when students and teachers take clearance form.
 Lack of data security.
 Data inconsistence exists
 Accident removal of clearance forms from the registrar office and human
resource management directorate.
 It had not efficiency.
The problem discussed above reflects because of the absence or lack of computerized system.
Hence it became necessary for a web based clearance system to eliminate the shortcoming of the
manual system.
1.4 Objective of the Project
This project develops a new web based clearance management systems, and the project has the
following general and specific objectives.
1.4.1 General Objective
The main objective of this project is developing automated teachers and students Clearance
system for AMU when they leave the university.
1.4.2 Specific Objective
The specific objective of this project includes:-
 To maximize effective utilization of resources.
 To develop user friendly or interactive interface design.
 To generate efficient and timely reports with minimum effort and time.
 To develop a database that holds students and teachers information.
 To check students and Teachers property or borrowed materials online
 To give clearance information for students and teachers online.

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 Operational Feasibility
Currently there is no existing system in the case of clearance system so this system will be
implemented in AMU as a pioneer of clearance system project. The system will provide
adequate through put at desired time to the user and also give the needed information in a timely
usefully formatted way. The system also has security to gives access privilege providing account
for an authorized person. 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 Technical Feasibility
The system measure the practicality of a specific technical solution and the availability of
technical resources and expertise. The system has technological or a solution for practical. Also
mature for the technology.
1.5.3 Economic Feasibility
As cost/benefit analysis, show the new system is developed using a very minimum cost and it
give a lot of benefits such as advancing the services of the system, decreasing the work load of
the users.
1.5.4 Behavioral/Political Feasibility
The proposed system is behaviorally feasible and cannot cause any harm in the environments.
The project would be beneficial because it satisfies the need of the customer. The system will be
developed to be user friendly, needless training and improves the working environment. Our
system is behaviorally feasible, because the staff of AMU was open minded towards the
acceptance of this new system.

1.5.5 Schedule Feasibility
The proposed system can be implemented in an acceptable timeframe given below. Project
manager is also responsible for monitoring & controlling the project development based on the
schedule shown below.
Table . Schedule Feasibility

1.6 Scope of the Project
The Scope of this project is all about making online student and staff academic clearance
management system in AMU, It maintain record properties that concerns students and teachers,
manage students and teachers information modularly, control system users, manage recorded
properties information, has printable output and gives clearance form for concerned body.
Generally the system to do how someone performs the clearance process, starting from material
borrowed date up to getting the approved clearance sheet.
1.6.1 Significance of the Project

The significance of this project includes:-
 Store data in reliability ways.
 The data consistency is applicable.

 Reduce the amount of resources that are wasted.
 Easy to search and retrieve of the required users data or information i.e. it saves
time.
 Give work satisfaction for workers as well as for user.
 Faster decision making.
 Increases accuracy and availability.
 It facilitates and improves the development of the organization.
1.7 Target Beneficiaries of the System
This project provides many benefits for:-
 Students:-by providing fast access to the clearance system by reducing time,like waiting
in the queue and going to different offices. The students access the system anytime when
they need the clearance.
 Teachers:-They access the clearance form fast and any time without travelling to more
offices and with no queuing.
 University:-in manual there is loss of materials like paper, pen which is cost and more
man power, the system reduces loss of costly materials and man power.
 Officers:-The project reduces the time and work load for officers for serving the students
and teachers who wants clearance.
 Developers of the project:-It increases our knowledge and we get mental satisfaction
from the project we developed.
1.8 Methodology for the Project
1.8.1 Data Source
We get data from different offices which help us to develop our project; written documents get
from human resource management, registrar and other respected offices and get different forms
for different users from existing system.
1.8.2 Fact Finding Techniques
To gather data from the different users and clearance workers of the existing system the team used the
following techniques.

 Interview
The team use interviews to collect information from individuals or from groups. The respondents
are generally current users of the existing system or potential users of the propose system.
 Practical Observation
Through observation, our team can obtain firsthand information about how activities are carried
out. The teams know the way of signing clearance form during half of the year and at the end of
each year, at that time the team understands how much the process is tedious and require high
human power to accomplish the process.
 Document Analysis
For more information about the existing system we refer relevant documents and other reading
materials.
1.8.3 Systems Analysis and Design
Among the different methodologies available we plan to use the object oriented system
development methodology for the development of our system. The team will use object oriented
system development methodology. This methodology is used for simplicity, increased quality,
faster development, code reusability and maintainability of the system. OOSDM has two phases.
 Object Oriented Analysis (OOA)
During this phase the team used to Model the functions of the system (use case modeling), Find
and identify the business objects, organize the objects and identify the relationship between them
and finally model the behavior of the objects.
 Object Oriented Design (OOD)
During this phase the team used to refine the use case model to reflect the implementation
environment, Model object interactions and behaviors that support the use case scenario, and
finally update object model.
1.8.4 Development Tools
There are two types of programming tools. These are hardware tools and software tools.
Hardware tools:
This project used the following hardware tools.
 Dell Computer: - used to develop the system.
 Pen:-used to write the drafting of the idea on the paper.

 A4 Sized Paper:-used to organize the idea before writing to computer. This is used to
draft all the idea on the paper and to collect different information from any sources.
 Flash Disk:-used to store and secure data as back up.
 CD/DVD:-used to store and secure data as back up.
Required Resources with Costs
Item Unit Quantity Unit Price Total Price
Dell Computer Number 2 8,000.00 16,000.00
Paper Pack 1 140.00 140.00
Pen Pack ½ 4.00 125.00
Print paper Number 1 1.20 120
CD/DVD Number 3 10 30
Flash Disk Number 2 120 240
Total Number 9.5 8,275.2 16,656
Table .Required Resources with Costs

Software tools:-
 Html:-to display the web page.
 CSS: - for the formatting of the web site.
 JavaScript: - used for validation.
 PHP :- Coding Language
 MYSQL,:- Database Server
 Apache :- Web Server
 Xampp:-this software assists to create database or back end of the system, to run and test
system application.
 Anti-Virus Software: - used to keep secure, scan, fix Flash Disk and to prevent data
destruction and corruption.
 Note Pad and Note pad++:-It used to write code for the project.
 Microsoft Office window 2010:- used to write documentation part of this project.
 Microsoft power point2010:- used to presentation of our project.
 E Draw Max and Visual Paradigm: - used to design the diagram of the system or project.
1.8.5 Testing Procedures
We will perform different testing for checking functionality of our proposed system.

Unit testing: - First we will tests each unit at each system. So, if a problem is encountered it will
immediately maintain at which the problem is occurred.
Integration testing: - After we test each unit of the proposed system we will perform an
integration test to check whether the system meets all the functional requirements. When a
number of components are complete; it will test to ensure that they integrate well with each
other, the operating system, and other components.
System testing:-After all of the above testing are checked we will test our system by other
peoples and we will conduct some comments how they get our system.
1.8.6 Implementation
The present clearance processing system is still works. Since we can’t change it directly or
partially we choose to develop the newly proposed system parallel to the existing system. We are
going to change the system after this proposed system is finished until that the users and the
University uses the manual system.
1.8.7 Limitation of the Project
Limitations of the project includes:-
This project is limited to Automate Clearance system for Arba Minch University Students and
Teachers.
The system will work if the client computer is the same local area network with server computer.
1.9 Team composition
Student Name Id Number Email Responsibility
Habtamu Abe RAMIT/ Habtamuabe2005@gmail.com All activity
1410/05
Workineh Tadesse RAMIT Workineh10@gmail.com All activity
/1597/05
Yasin Mohammed RAMIT Yasinmohammed300@gmail.co All activity
/1600/05 m
Tesifaye Akirso RAMIT tesfu36@gmail.com All activity
/1578/05
Amarech Negash RAMIT ami23@gmail.com All activity
/1308/05
Adviser Ato Getahun.T
Table Team composition

CHAPTER TWO
2. Description of the Existing System
2.1 Introduction of Existing System
The current clearance system of the university is a manual System. This makes the system so
tedious and time consuming. Here, students and teachers of the university have to visit all the
clearance offices with a form for them to fill and 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.
In the manual system, the clearance forms are documented in a file cabinet. Each time the
clearance form is needed, a search operation is conducted on the file cabinets to locate a
particular user’s clearance form.
2.2 Players in the Existing System
Student:-users who have getting service from the existing system.
Teacher: - users who have getting service from the existing system.
Registrar:-are persons who cleared the student at the end in the existing system.
Proctor:-are persons who sign clearance form for the students.
Department:-Give clearance form for students.
Librarian: - are persons who sign clearance form for the students and teachers.
HRM: - Give clearance form for teachers.
Academic Advisor: - are persons who sign clearance form for the students
Sport master: - are persons who sign clearance form for the students and teachers.
Store worker: - are persons who sign clearance form for the students and teachers.
College dean:-are persons who prepare annual college report and evaluate department
chairpersons according to university policy.
2.3 Major Functions/Activities in the Existing System
The following section will summarize the function of existing system with their input, process
and output.
Input:-Input to the system is the form which is fulfilled by the proper users that filled by
students and teachers and submitted to the various offices for issuing of receipts.

Process: - The form is filling by the students and teachers then collected and signed by the
respected offices to certify that the students and teachers have completed all the necessary things.
Output: - The output from the system is the certificate or one form of clearance issued to the
student and teachers stating that the student and teachers has fulfilled all university obligations
and is now free to pass out from the University.
2.4 Business Rules
The main business rules or principles of the existing system are:-
 Anyone who signs clearance form must be the member of the university.
 Department give clearance form for the students of the university.
 Human resource officers give clearance form for teachers of the university.
 When the students and teachers want to sign clearance form they must fill the required
field and they must have an ID card of the university to check the validity of the
University.
 Every student and teacher of the university must sign clearance form at the end of each
year.
 Students and teachers must fulfill their responsibility before they go to sign clearance in
officers.
 The officers of the university must put their signature and the date when they sign.
 Students of the university must submit the cleared clearance form to Registrar and take
one piece of approved clearance form for their validity.
 Teachers of the university must submit the cleared clearance form to human resource
management office and take one piece of approved clearance form for their validity.
2.5 Report Generated in the Existing System
The forms generated in the existing system are in the forms of forms and files.
Forms: - are the reports generated in the existing system that contains all information filled by
the University students and Teachers.
Files:-are the collection of information about the students and Teachers who involve in the
clearance process.
These all reports kept in offices of the university to store information about the University
students and Teachers.

2.6 Forms and Other Documents of the Existing Systems

2.7 Bottlenecks of the Existing System
Due to the manual means of the clearance system a lot of problem are encountered in order to
keeping information about students and teacher’s clearance.
2.7.1 Performance
The performance of existing system is less, because teachers and students takes a lot of visiting
time to get back a particular clearance forms from respected offices.

2.7.2 Input (Inaccurate/Redundant/Flexible) and Output (Inaccurate)
During filling of the form the user may fill inaccurate or incorrect information and may miss
necessary information this show the system is inaccurate. And the system is not flexible because
if user wants to erase the form he/she must only change another form.
2.7.3 Security and Control
Since all the clearance form in the manual system is stored manually, the security that the system
provides is not good. The system shouldn’t provide sufficient protection for accessing and
manipulation of the clearance form in the system. Therefore, it is not easily protected and
control.
2.7.4 Efficiency
Due to the manual activities of the system wastage of resources are occurred like stationary
materials, man power, time etc.This makes the current system is inefficient while utilizing
resources.
2.8 Practices to be preserved
In the existing system, 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
in the existing system.
 System procedures
 The rule and regulation of the University
 Formalities of users of the system, offices concerned staffs, teachers and students.
2.9 Proposed Solution for the New System that Address Problems of the
Existing System
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 and simple way.
 Then completely change manual system in to computerized and automated system.
The new system is designed to solve problem affecting the manual system in use. It is design to
be used online there by relieving both students and teachers from much stress as experienced
from the manual system.

This will do the analyzing and storing of information either automatically or interactively, it will
make use of online access to internet.
The proposed system will also have some other features like.
 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.
2.10 Requirements of the Proposed System
2.10.1 Functional Requirements
Functional requirements are system requirements which define what the system functional
components perform on the given input to produce efficient, effective and quality outputs. Some
of the functionality that the designed system willing to do are:
1. Administrator
 Register new users
 Create account for system users
 Manage user account like update and delete
2. Officer
 Lend materials for students and teachers
 Upload lending material information
 Approve the request clearance form by checking teacher and student material borrowed
information
3. Registrar
 Approve the request clearance form by checking student material borrowed information
 Print and give the approve clearance for students
4. Human Resource Management
 Approve the request clearance form by checking teachers material borrowed information
 Print and give the approve clearance form for teachers.
5. Teacher and Student
 borrows materials
 Fill clearance form

 Return materials
 .Send request clearance form to officers
2.10.2 Non Functional Requirements

The Proposed system of non-functionally requires performance, User Interface, Security and
access permissions, and other specific functionality that define what a system is supposed to
accomplish.
Performance
 Our proposed system shall provide every time to accesses for the users.
 The proposed system runs on any kind of operating system.
 After the user send request the response time is fast.
User Interface
 Users easily navigate and access our system by using user interface designed.
 The system must be compatible with any operating system environment and user
friendly
Security and Access Permission
 Our system is secured; means unauthorized body cannot access the system and system
resources.
 The system shall permit the admin to manage user’s information.
Backup and Recovery
When team member stand to develop a system they must have to put use a backup
mechanism by using removable flash disks, or CDs because the system will be lost due to
viruses or power fluctuations. The other thing is recovery of recorded files which may lose
because of viruses or other data destroying phenomena’s.

Chapter Three
3. System Analysis
3.1 Introduction
The project development in a team use an object oriented system development methodology.
Because the Object oriented system development approach gives easier and natural way to break
down problems into simple, small and manageable components so that it reduces the vague
appearance of the big problem. Moreover, it is predominately used and popular method in
present software development trend.
The major activities described in this chapter are Constructing a use case model ,Documenting
the use case course of events, constructing sequence and activity diagram analysis level class
diagram and user proto type about the proposed system.
3.2 System Requirement Specifications (SRS)
Actor Identification
An Actor in the Unified Modeling Language (UML) "specifies a role played by a user or any
other system that interacts with the subject. The followings are a list of Actors in the Proposed
System.
Admin:- A person who manages all users account that means register new users, create account,
delete account, update account, and search to access someone’s information.
.
Officers: - these are Registrar, Human Resource Management, Proctor, Librarian, Academic
Advisor etc each having their own responsibility. Registrar is someone who is responsible to sign
on the last approved student clearance form, print and give the approved clearance form for
students.
Human Resource Management is also responsible to sign on the approved teacher’s clearance
form, print and give the approved clearance form to teachers.

All the remaining officers have responsibility of uploading the material information to the data
warehouse and view the message of teachers and student’s request approved the students and
teachers clearance when they return borrowed materials.
Teacher: - is someone who needs to be cleared, when they leave from the university or change
study due to various causes at the end of each year or semester (half) of year.
Student: -is someone who needs to be cleared from the campus due to different reason at the end
of each year or in the semester (half) of year.
3.2.1 Use Case Diagram
A use case diagram is simplest representation of a user's interaction with the system and
depicting the specifications of a use case. A use case diagram can represent the different types of
users of a system and the various ways that they interact with the system.

Web based Clearance Management System
Fill clearance
form
<<include>>
Request
clearance form
<<include>>
change
password
Record Property Teacher
Student Register users information
<<include>>
<<include>> <<include>>
<<include>> approved
Create user <<include>>
Login clearance
account
form
<<include>>
<<include>>
officer
search <<include>> Print clearance
Admin <<include>> form
<<include>>
veiw message
Manage
account
Manage property
Figure .Use case diagram
3.2.2 Use Case Documentation (For Each Use Case Identified)

1. Use case documentation for Login
Use case name Login
Use case number: UC1
Actor(s): All system user

Description Any user who wants to access the system’s functionality must be
authenticated and authorized and login to the system.
Pre-condition An actor have their own account
Basic course of action: Actors action Systems response

Step1: The user open the system
Step2: The user click login link Step3:Thesystem display
Step4:The user enter his/her identification the login
(user type user name and password)
Step6: System checks the
Step5: The user click on login button
validity of username and
password
Step7: If the user is
authenticated &
authorized on the system
then user privilege to
access only system
privileged pages for that
user.
Alternate course of Step7: If the user does not fill the Id and Password then the system
action: displays error message and return to step 3.
Exit condition The system user logged in to the system
Table .Use case documentation for login
2. Use case documentation for Registration Users Information

Use case name Registration Users Information
Use case number UC2
Actor(s): Administrator

Description Administrator registers and save the user’s information and give user
name, password and privilege to the all users.
Pre-condition Administrator users must be login to the system to their own page.
Basic course of action Actor Action System Response
Step 1:Click to record users Step 2:The system display the
information link record users information form
Step 3:The admin fill the Step 4: System check form
required field and click add validation.
button If form validation is invalid
display error message.
Step5: system store or record
information in the database.
Exit condition the information record to their own information table
Table .Use case documentation for registration users information
3. Use case documentation for create user account
Use case name Create user account
Use case number UC3
Description This use case helps the user, when it is necessary to create new user
account
Pre-condition User login to the system
Step 1:The Administrator selects Step 2:The system displays users
Records of users account form registration account form
Step 3: The Administrator fills all Step 4:The system create new
information user account
Step 5:The Administrator save the Step 6:The system display an
new account acknowledgement successfully
create the account
Alternative curse of Step 7: If the administrator enters wrong information, the system display
action error message.
Step 8: If the Administrator enters duplicate account, the system display
“information already exist” message.
Exit condition A new user account is created
Table .Use case documentation for create user account
4. Use case documentation for Update user account
Use case name Update user account
Use case number UC4

description This use case helps the users when he/she wants to update their account
Pre-condition Administrator login to the system
Basic course of Actor Action System Response
action Step 1: The Administrator selects Step 2: The system display user
Manage account link from account form.
Step 3: The admin search account Step 4:The system display information
that he/she want to update. of that account
Step 5: The Administrator makes Step 6: The system asks for
necessary modification and click conformation.
Update button. Step 8: The system saves the change
Step 7:The Administrator click ok to that account. .
button Step 9:The system displays an
acknowledgement successfully
updating the account
Alternative curse Step 10.If the user account does not exist, the system display “account not
of action found” information
Exit condition Save the update account.
Table .Use case documentation for update user account
5. Use case documentation for Delete user account

Use case name Delete user account
Use case number UC5

description This use case helps the user to delete user account if it is no more
necessary
Pre-condition The Administrator login to the system, user account exists.
Step1:The Administrator Step2:the system Display Delete account
select Manage account link
from Step4: The system display information of
Step3: The administrator that account.
search account who Step6: The system deletes the account.
wants to delete. Step7: The system display an
Step5 The Administrator acknowledgement successfully deletes the
click delete button account.
Alternative curse of Step 8.If the user account does not exist, the system display “account
action not found” information.
Exit condition The account is deleted
Table .Use case documentation for delete user account
6. Use case documentation for Search information
Use case Name Search

Use case number UC6

Actor(s) Administrator and Officer
Description The Admin and Officer needs to Search someone’s information.
.
Pre condition The administrator and officer must login in to the system
Basic course of Actor Action System response
action Step1: Administrator and Step 3: The system display the search
Officer want to search needed form.
information. Step 6: Validates the input data in the
Step 2: Select Search link. form.
Step 4: Fill search form and Step 7: Notifies about the status of
submit searching (success or failure).
Alternate courses of Step 8: If the filling form is incorrect, then the system display the error
action input message.
Exit condition: The Admin and Officer have been viewed and edited the selected record
information.
Table .Search use case documentation
7. Use case documentation for view Message
Use case Name View
Use case number UC7
Actor(s) Officer
Description Required to view users Information or the uploaded material.
Pre condition: Officer first login in to the system and registered users information in
the database or uploaded materials.
Basic course of action Actor Action System response

Step 1: The officer wants to Step 3: The system display all user
view user information or information or upload materials.
uploaded materials.
Step 2: Select view link.
Alternate courses of Step 4: if no information or upload material, then the system display
action no information message.
Exit condition: View all available information of the user or uploaded materials.
Table .Use case description for view message
8. Use case documentation for Record property Information
Use case name Record property Information.
Use case number: UC8

Actor(s): Officer
Description This use case helps for Officer, to record property
Pre-condition Officer user login to the system.
Basic course of action Actor(s) action System
Step 1:Officers select on upload material lend Step 2:The system
student information menu display record form
Step 3: Officers fills required information and Step 4: The system
click save button. displays an
Acknowledgement
successfully records
the information.
Alternative curse of action Step 5: If Officers enters wrong information, the system display error
message
Step 6: If Officers enters duplicate property information, the system
display “information already exist” message.
Exit condition Property information record on the system
Table .Use case documentation for record property information
9. Use case documentation for update property Information
Use case name update property Information
Use case number UC9
Actor(s): Officer
Description This use case helps for Officer to modify previously recorded property.
Pre-condition Officer login to the system, the property already exist.
Basic course of Actor(s ) action System

action Step 1: Officer select on update record Step 3: The system display an
Menu. acknowledgement successfully
Step 2: Officer fills required information Edit the information.
Alternative curse of
action Step 4: If the property is not found the system display “information not
found” message.
Step 5: If Officer enters wrong information the system displays incorrect
message.
Exit condition Modification is recorded.
Table .Use case documentation for update property information

10. Use case documentation for Change Password
Use case name Change Password

Use case number UC10
Actor(s): All system users
description This use case helps the user when it is necessary to change login
password.
Pre-condition The users login to the system
Basic course of action Actor(s) Action System Response
Step 1:User login to the Step 2: The system display
system password change form.
Step 3: User selects change Step 5: The system change the
password link. password and save the new
Step 4: User fills all password.
information and click Step 6: The system display an
change button. acknowledgement of password
change successfully.
Alternative curse of action Step 7: If user enters wrong information, the system display error
message.
Step 8: If users input does not exist in the database, the system
display the password does not exist message.
Exit condition The user account password is changed.
Table .Use case documentation for change password
11. Use case documentation for Approving Clearance

Use case name Approving clearance
Actor(s): Officer
description The officer approves the student and teacher clearance form first checking
borrowed material information. by their own ID number
Pre-condition The Students and teachers Must be Requesting for Approving clearance.
Basic course of Actor Action System Response

action Step 1:The officer have a database of Students
and Teachers, and the material they borrow
Step 2:The officer login in to the system Step 5:The system display
Step 3:Officer view the requested clearance student and teacher
form material borrowed
Step 4:Officer search student and teacher information
material borrowed information by their ID .
number
Step 6:The officer check student and teacher
information
Step7:Officer approve the clearance form,
If students and teacher not return the material
then officers not approved the clearance form.
Exit condition The officer approves cleared clearance form.

Table .Use case documentation for approving clearance
12. Use case documentation for Fill Clearance Form
Use case name Fill Clearance
Form
Actor(s): Students ,Teachers
Description Students and Teachers fill the clearance form on their own page.
Pre-condition Students and Teachers must be login in to the system.
Basic course of Actor(s) Action System Response
action Step 1:Students and Teachers login into
their own page Step 3: The system display
Step 2:Students and teacher click the the clearance form
clearance form link
Step 4:Students and teacher fill the
required information on the clearance
form
Exit condition The required information on Clearance form Filled
Table .Use case documentation for fill clearance form

13. Use case documentation for Request Clearance Approval
Use case name Request Clearance Approval
Actor(s): Students, Teachers
Description Students and Teachers click the submit button after they fill the required
information to request for clearance approval.
Pre-condition Student and Teachers Must fill the required information on the clearance
form and click the submit button
Basic course of Actor(s) Action System Response
action
Step 1: Students and Teachers login into their own Step 2:The system
page. display student
Step 3: Students and Teachers fill the required clearance Form
information on the clearance form.
Step 4: Students and Teachers click the submit Step 5:The system
button. checks the Student
and Teacher
information on the
officer database
Alternative course Step 7: If users enter wrong information the system displays please fill the
of action correct information.
Exit condition Students and Teachers waiting until the system say something.
Table .Use case documentation for request clearance approval

3.2.3. Sequence Diagram
Sequence diagrams are an interaction diagrams that shows how processes operate with one
another and in what order. It shows interaction of objects and classes involved in the scenario
and the sequence of messages exchanged between the objects needed to carry out the
functionality of use case scenarios.
1. Sequence diagram for login
Figure .Sequence diagram for login

2. Sequence diagram Register users
Figure .Sequence diagram register users
3. Sequence diagram for create account

Figure .Sequence diagram for create account
4. Sequence diagram for Update user account

Figure .Sequence diagram for update user account
5. Sequence diagram for delete account

Figure .Sequence diagram for delete account

6. Sequence diagram for recorded property information
Figure .Sequence diagram for recorded property information

7. Sequence diagram for fill clearance form
Figure . Sequence diagram for fill clearance form

8. Sequence diagram for request approval clearance form
Figure .Sequence diagram for request approval clearance form

9. Sequence diagram Searching users information
Figure .Sequence diagram searching users information

10. Sequence diagram for change password

Figure .Sequence diagram for change password
3.2.4 Activity Diagram

UML activity diagram shows the business and functional step by step workflows of components
in a system. It shows the overall flow of control. These diagrams are typically used for business
process modeling, for modeling the logic captured by a single use case or usage scenario.
1. Activity Diagram for Login
Figure . Activity diagram for login

2. Activity Diagram for Registration
Figure .Activity diagram for registration

3. Activity Diagram for create user account
Figure .Activity diagram for create user account

4. Activity Diagram for delete user account
Figure .Activity diagram for delete user account

5. Activity Diagram for Update account
Figure .Activity diagram for update account

6. Activity Diagram for change password
Figure .Activity diagram for change password

7. Activity Diagram for record property information
Figure .Activity diagram for record property information

8. Activity Diagram for fill clearance form
Figure .Activity diagram for fill clearance form

9. Activity Diagram for approve clearance form
Figure .Activity diagram for approve clearance form

10. Activity diagram for Search information
Figure .Activity diagram for search information

3.2.5 Analysis Level Class Diagram
In software engineering a class diagram is a type of static structure diagram that describes the
overall structure of the system by showing the systems classes, their attributes, operations or
methods and relationships among objects.
Figure .Analysis level class diagram

3.2.6 User Interface Prototyping

Figure .User interface prototyping
3.2.7 Supplementary Specifications

The Supplementary Specifications capture the system requirements that are not readily captured
in the use cases of the use-case model. Such requirements include:-
Legal and regulatory requirements and application standards.
Quality attributes of the system to be built, including usability, reliability, performance, and
supportability requirements.
Other requirements such as operating systems and environments, compatibility requirements, and
design constraints.
Some of the supplementary specifications are
 Help: to show the rules how to login and how to access the system.
 Related sites: the site which are related to acquire the information from other site.

Chapter Four
System Design
4.1 Introduction
System design is the process and focuses on decomposing the system into manageable parts.
During requirements analysis, we concentrated on the purpose and the functionality of the
system. During system design, we focus on the processes, data structures, and software and
hardware components necessary to implement it. The challenge of system design is that many
conflicting criteria and constraints need to be met when decomposing the system. The analysis
model describes the system completely from the actors’ point of view and serves as the basis of
communication between the client and the developers. The analysis model, however, does not
contain information about the internal structure of the system, its hardware configuration, or,
more generally, how the system should be realized. System design results in the following
products:
 List of design goals, describing the qualities of the system that developers should
optimize.
 Webpage architecture, describing the subsystem decomposition in terms of subsystem
responsibilities, dependencies among subsystems, subsystem mapping to hardware, and
major policy decisions such as control flow, access control, and data storage.
4.2 Class type architecture
4.2.1 User Interface Layer: -
4.2.2 Domain Layer:-This layer implements the concepts This layer is the area in
which users used to access our system. There are two categories of interface class –
user interface (UI) classes that provide people access to our system and system
interface (SI) classes that provide access to external systems to our system. Relevant

to our business domain such as student, academic staff focusing on the data aspects
of the business objects, plus behaviors specific to individual objects.
4.2.3 Process Layer: -The process layer implements business logic that involves
collaborating with several domain classes or even other process classes.
4.2.4 Persistence Layer: - This layer encapsulates the capability to store, retrieve, and delete
objects/data permanently without revealing details of the underlying storage technology.
4.2.5 System Layer: -System classes provide operating-system-specific functionality
for our applications, isolating our software from the operating system (OS) by
wrapping OS-specific features, increasing the portability of our application.
User interface layer

4.3 Class modeling
Class diagram are the basis of object oriented analysis and design. A class diagram shows the
classes of the system, their interrelationships (including, inheritance, aggregation and
association) and the operations and attributes of the classes. Class diagrams are used for wide
variety of purposes, including both conceptual/domain modeling and detailed design modeling
Class modeling

4.4 State chart diagrams
UML state machine diagrams depict the various states that an object may be in and the
transitions between those states. In fact, in other modeling languages, it is common for this type
of a diagram to be called a state-transition diagram or even simply a state diagram. A state
represents a stage in the behavior pattern of an object, and like UML activity diagrams it is
possible to have initial states and final states. An initial state, also called a creation state, is the
one that an object is in when it is first created, whereas a final state is one in which no transitions
lead out of. A transition is a progression from one state to another and will be triggered by an
event that is either internal or external to the object. States are depicted as rounded rectangles.
Transitions are arrows from one state to another. Events or conditions that trigger transitions are
written next to the arrows.
State chart diagram for Login
State chart for login

State chart diagram for Registration
State chart diagram for Registration

State chart for create account
State chart for create account
State chart for fill clearance form

State chart for fill clearance form
State chart approve clearance form

State chart approve clearance form
1.4 Collaboration Modeling

Collaboration diagram is another form of interaction diagram. It represents the structural
organization of a system and the messages sent/received. Structural organization consists of
objects and links. The purpose of collaboration diagram is similar to sequence diagram. But the
specific purpose of collaboration diagram is to visualize the organization of objects and their
interaction. Collaboration diagrams aim at showing the communications that happen between
objects, by defining messages that flow between each other.
Collaboration Model for Login
Collaboration Model for Login
Collaboration Model for Create account

Collaboration Model for Create account
Collaboration Model for Registration
Collaboration Model for Registration

Collaboration Model for Update information
Collaboration Model for Update information
Collaboration Model for Approve clerance

Collaboration Model for Approve clearance
Collaboration Model for Clearance form

Collaboration Model for Clearance form
4.6 Component Modeling

Component diagrams are different in terms of nature and behavior. Component diagrams are
used to model physical aspects of a system.

Physical aspects are the elements like executable, libraries, files, documents etc that resides in a
node. So component diagrams are used to visualize the organization and relationships among
components in a system. These diagrams are also used to make executable systems.
4.7 Deployment modeling

Deployment modeling is used to show the hardware of the system, the software that is installed
in the hardware and also the middleware that is used to connect the disparate machines to one
and other. It also shows how the software and the hardware components work together.

Deployment modeling
4.8 Persistence modeling

The relational database are often used as a mechanism to make your objects
persistence because relational databases do not support completely object oriented
concepts persistence models are also called data models or entity relationship

models are used to communicate the design of database to both our user and other
developers.
Persistence modeling
4.9 User Interface design

Chapter Five
Implementation and Testing
5.1 Introduction

Implementation is one of parts of the project development phase where project
inputs are converted to project outputs. In implementation phase, main task is
coding. In implementation; we tried to put into practice what was proposed in the
project document i.e. transforming the project proposal into the actual project. Then
the developed system is implemented or hosted on the server for the users to get the
purpose or benefit of the system.
Sample code
5.2 Final Testing of the system

We will perform following testing techniques for checking functionality of our proposed system.
5.2.1 Unit testing: - First we will tests each unit at each system. Each modules of the system can
be tested check the working of each classes, methods and attributes of the system. For
immediately maintain at which the problem is occurred.
5.2.1.1 Test Case1 - User authentication
Test Case ID = TestCase1
Unit to Test = Authentication of login users

Assumptions = Redirects to Required Login.aspx
Test Data = User name (valid user name, invalid user name,
empty)
Password (invalid password, valid password, empty)
User Type(valid type, invalid type)
Steps to be Executed Data Expected Results
Empty User name and all others Any valid data for the “Enter Your user name”
filled and Click Login button other fields
Enter invalid User name and all User name= yasin “invalid user name”
others filled and Click Login Doesn’t exist in the login
button table
Enter valid User name, empty User name= amu “Please Enter Password!”
Password and Click Login button Any valid data for the
other fields
Enter User Name, invalid UserName= gold “invalid password”

Password and Password = comp22
Click Login button
Enter User Name, Password, UserName = nymar “Select role please”
invalid type and Click Login Password = ab111
button
UserName = messi Redirects to Student.aspx
Enter User Name, Password, type
Password = ab111
and Click Login button
Type = Student
Test Case1 - User authentication
5.2.1.2 Test Case2 - User registration
Test Case ID = Test Case2
Unit to Test = Registration of Users
Assumptions =User Data Successfully Saved
Test Data = User name (invalid User name, Valid User name, empty)
Full name (invalid Full name, Valid Full name, empty)
ID number (Id number invalid, Valid Card number, empty)
Class year (invalid Class year, Valid Class year, empty)
Campus (Valid Campus, empty)
Department (invalid Department, Valid Department, empty)
Password(password mach, not mach, and empty)
Email(invalid email, valid email, empty)

Steps to be Executed Data Expected Results
Empty User name and all Any valid data for the other “Please enter user name !“
others filled and Click fields
register button
Invalid User name and User name=@ tesfish “Please Valid data ”
Click
register button
Enter valid User Name, User name= tesfish Any valid “Please Enter Full name!”
empty Full name and data for the other fields
Click register button
Enter User name, invalid User name= tesfish “Please enter Valid Data for
Full name and Click Full name=@yasin Full name”
register button
Enter Valid User name First name= tesifish “Please Select Gender!”
and Full name, empty Full name=yasin Any valid data
Gender and Click register for the other fields
button
Enter Valid User name Email:yasin@yahoo,com “Invalid Email Please Enter
and Full name, invalid valid email!”
email and Click register
button
Enter Valid User name, First name= tesfish “Please enter Your ID number”
Full name and Gender, Full name=yasin
empty ID Gender=Male
number and Click Any valid data for fields
register button
Enter Valid User name, Card number = 112 “Please Enter Your Department
Full name and Gender , ”
ID number empty
department and Click
register button
Enter Valid User name, Campus =main “Select your campus”
Full name, Gender and
ID number, invalid
Campus and Click
register button
Enter Valid User name, First name= tesfish “Please Enter Your Class Year”
Full name, Gender, ID Full name=yasin
number and Email , Gender = Male
Empty ClassYear and ID number = 000112
Click register button Email:habte@yahoo.com
Any valid data for the other
field
fields

Enter Valid User name, First name= tesfish “Please Select your role ”
Full name, Gender, ID Full name=yasin
number, Class year and Gender=Male
Campus, invalid Role ID number = 000112
and Click register button Campus =02/05/2004
Any valid data for the other fields
All fields with valid data All fields with valid data Redirects to registration.aspx
and Click register button “Successfully Registered!”
Table 5.2 Test Case2 - User registration
Integration Testing: - After we test each unit of the proposed system we will perform an
integration test to check whether the system meets all the functional requirements. When a
number of components are complete; it will test to ensure that they integrate well with each
other, the operating system, and other components.
System testing:-After all of the above testing are checked we will test our system by other
peoples and we will conduct some comments how they get our system.
5.3 Hardware software acquisitions
For the implementation of the system the following hardware devices are used:-
 Flash disk & CD drive:- used for backup our file

 Printer:-for printing the documents like generated report, approval clearance etc.
 Cables: - For network connection purpose.
 Computer: - for running the system which is hosted on the server.
For the implementation the system the following software are used:-
 Server:-used for hosting the system.
 Microsoft Windows
 Visual paradigm & e-draw max
 Microsoft SQL Server 2008
 Browsers
5.4 User manual preparation

As the system is hosted on the single machine that is server, there is no need of preparing full
manual user manual. Some useful information’s are given to the user when deploying the system

and also little guiding information on the site of the system which guides the user how to use the
system.
5.5 Training
No long term and continues training will be given regarding the system. The team will provide
short training term for the administrator how he/she manage and operate the system. The teams
can explain information regarding the operation of the system for the administrator during
deploying the system on server. As the system is user friendly, it is not complicated for the
administrator to manage the system.
5.6 Installation Process
Since we are developing web based project which can be hosted on the server, our system does
not need installing it on a particular machine. So system cannot need installation process. It can
be accessed using the URL given to it and browsing the URL to get the access to the system.
5.7 Start-up strategy

Our system will start after providing the following information. It requires username and
password for administrator to operate or manage the system and other users to access their own
profile and requesting for clearance who is already the members of the system.
For those who are not member of the system, they can view only the home page and they cannot
do anything or they cannot access clearance form. If they want they can register in the
registration page by providing the proper information.

Chapter Six
Conclusions and Recommendations
6.1 Conclusions

6.2 Recommendations
References
1. G.Booch, J.Rumbaugh, and I.Jacobon. The Unified Modeling Language User Guide.
Addison-Wesley, 1999
2. Object Oriented Software Engineering using UML, Patterns and Java Second Edition by
Bernd Burgge and Allen H.DutoitS
3. Design and Implementation of Student Clearance System (A Case Study of Caritas University)
4. STAN MAGEE, CCP and LEONARD L. TRIPP Guide to software engineering standards and
specifications PART II
5. Alain Abran, École de technologiesupérieureJames W. Moore, The MITRE Corp. (2004
Version) Guide to software engineering body of knowledge 2004 Version


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ARBA MINCH UNIVERSITY

ARBA MINCH INSTITUTE OF TECHNOLOGY

Web Based Clearance

Arba Minch, Ethiopia

Arba Minch University

Web Based Clearance Management System Page I

Final Year Project for Computer Science Page

1.1.1 Vision of AMIT................................................................................................................2

1.1.2 Mission of AMIT..............................................................................................................2

1.2 Background of the Project......................................................................................................2

1. 3 Statement of the Problem......................................................................................................2

1.4 Objective of the Project..........................................................................................................3

1.4.1 General Objective............................................................................................................3

1.4.2 Specific Objective............................................................................................................3

1.5 Feasibility Study....................................................................................................................4

1.5.1 Operational Feasibility...................................................................................................4

1.5.2 Technical Feasibility.......................................................................................................4

1.5.3 Economic Feasibility.......................................................................................................4

1.5.4 Behavioral/Political Feasibility......................................................................................4

1.5.5 Schedule Feasibility........................................................................................................5

1.6 Scope of the Project...............................................................................................................5

1.6.1 Significance of the Project..............................................................................................5

1.7 Target Beneficiaries of the System........................................................................................6

1.8 Methodology for the Project................................................................................................6

1.8.1 Data Source.....................................................................................................................6

Final Year Project for Computer Science Page

1.8.3 Systems Analysis and Design..........................................................................................7

1.8.4 Development Tools..........................................................................................................7

1.8.5 Testing Procedures..........................................................................................................9

1.8.7 Limitation of the Project..................................................................................................9

1.9 Team composition................................................................................................................10

2.2 Players in the Existing System.............................................................................................11

2.3 Major Functions/Activities in the Existing System.............................................................11

2.4 Business Rules.....................................................................................................................12

2.5 Report Generated in the Existing System............................................................................12

2.6 Forms and Other Documents of the Existing Systems........................................................13

2.7 Bottlenecks of the Existing System.....................................................................................14

2.7.2 Input (Inaccurate/Redundant/Flexible) and Output (Inaccurate).................................14

2.7.3 Security and Control.....................................................................................................15

2.8 Practices to be Preserved......................................................................................................15

2.10 Requirements of the Proposed System...............................................................................16

2.10.1 Functional Requirements............................................................................................16

2.10.2 Non Functional Requirements.....................................................................................17

Final Year Project for Computer Science Page

3.2 System Requirement Specifications (SRS)..........................................................................18

3.2.1 Use Case Diagram........................................................................................................19

3.2.2 Use Case Documentation (For Each Use Case Identified)...........................................20

3.2.3. Sequence Diagram.......................................................................................................29

3.2.4 Activity Diagram...........................................................................................................39

3.2.5 Analysis Level Class Diagram......................................................................................49

3.2.6 User Interface Prototyping............................................................................................50

3.2.7 Supplementary Specifications........................................................................................51

Figure 1.Use case diagrams...........................................................................................................27

Final Year Project for Computer Science Page

Final Year Project for Computer Science Page

Final Year Project for Computer Science Page

Final Year Project for Computer Science Page

Final Year Project for Computer Science Page

Final Year Project for Computer Science Page

Final Year Project for Computer Science Page

Final Year Project for Computer Science Page

Table . Schedule Feasibility