[Online Clearance System]

Thesis Submitted in Partial Fulfilment of the Requirement

for the Degree of

B.Sc.
In
Computer Science [Information System Management]
By

[Fatima Umar Ardo]

To
The Department of Computer Science
Baze University, Abuja

[01, 2021]
DECLARATION

This is to certify that this Thesis entitled [Online Clearance System], which is submitted by
[Fatima Umar Ardo] in partial fulfilment of the requirement for the award of degree for B.Sc. in
Information System Management to the Department of Computer Science, Baze University
Abuja, Nigeria, comprises of only my original work and due acknowledgement has been made
in the text to all other materials used.

Date: [11 01 2021] Name of Student: [Fatima Umar Ardo]

APPROVED BY …………………
HOD
Dept. of Computer Science

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CERTIFICATION

This is to certify that this Thesis entitled [Online Clearance System], which is submitted by
[FATIMA UMAR ARDO] in partial fulfilment of the requirement for the award of degree for
B.Sc. in Information System Management to the Department of Computer Science, Baze
University Abuja, Nigeria is a record of the candidate’s own work carried out by the candidate
under my/our supervision. The matter embodied in this thesis is original and has not been
submitted for the award of any other degree.

Date: Supervisor:

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APPROVAL
This is to certify that the research work, Online Clearance System and the subsequent preparation
by [Fatima Umar Ardo] with [BU/17C/IT/2796] has been approved by the Department of
Computer Science, Faculty of Computing and Applied Science, Baze University, Abuja, Nigeria.

By

[Dr Morolake Lawrence Oladayo] Date

1st Supervisor

[Mr Usman Abubakar] Date

2nd Supervisor

Dr. C. V Uppin Date

Head of Department

Prof M. B. Hammawa Date

Dean, Faculty of Computing and Applied Science

Prof. A. B. Garko Date

External Examiner

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DEDICATION

I dedicate my work on my dissertation to my family. My caring parents, Umar Ardo and

Hannatu Umar, whose words of support and drive for tenacity echo in my heart, a special
feeling of gratitude to them both. I also devote this dissertation to my many friends who in the
process have helped me. I will really respect all that they have done to help me improve my
programming skills and for being there for me during the whole degree program. They were all
a big part of my trip.

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 ABSTRACT

The online clearance system is an internet-based study initiative that will help facilitate the
queuing system in the clearance process of the university. The online clearance system can
provide an efficient handling of information that is very easy for universities to use since it is
internet-based and can be viewed from anywhere and at any time. The computer-based
architecture in this project was introduced using the PHP language, CSS, HTML and the
software database as MySQL. The program created would act as a more effective and
productive way of clearing students, eliminating all types of delay and tension, as well as
helping you to understand the process involved, as well as how to do your online clearance.
This research work uses the compilation of data from the university, materials and the program
has been designed to accomplish the project objective efficiently.

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 TABLE OF CONTENTS

ABSTRACT ........................................................................................................................................................... VI
LIST OF TABLES….……………………………………….…………………………………………………………….IX
LIST OF FIGURES………………………………..….…………………………………...…………………………......X
LIST OF ABBREVIATIONS……..……………………….……………...……………………………………….....XI

CHAPTER 1: INTRODUCTION ....................................................................................................................... 1
1.1 OVERVIEW .................................................................................................................................................................. 1
1.2 BACKGROUND AND MOTIVATION ........................................................................................................................... 1
1.3 STATEMENT OF THE PROBLEM ............................................................................................................................... 2
1.4 AIM AND OBJECTIVES ............................................................................................................................................... 2
1.5 SIGNIFICANCE OF THE PROJECT .............................................................................................................................. 2
1.6 PROJECT RISKS ASSESSMENT .................................................................................................................................. 3
1.7 SCOPE/PROJECT ORGANIZATION ........................................................................................................................... 3
CHAPTER 2: LITERATURE REVIEW ......................................................................................................... 4
2.1 INTRODUCTION .......................................................................................................................................................... 4
2.2 HISTORICAL OVERVIEW ........................................................................................................................................... 4
2.3 RELATED WORK ................................................................................................................................................................. 5
2.4 SUMMARY .................................................................................................................................................................... 5
CHAPTER 3: REQUIREMENTS, ANALYSIS, AND DESIGN ................................................................. 5
3.1 OVERVIEW .................................................................................................................................................................. 5
3.2 PROPOSED MODEL .................................................................................................................................................... 6
3.3 METHODOLOGY .......................................................................................................................................................... 7
3.3.1 METHOD 1 (E.G INTERVIEW) .................................................................. ERROR! BOOKMARK NOT DEFINED.
3.3.2 METHOD 2 (E.G OBSERVATION) ............................................................. ERROR! BOOKMARK NOT DEFINED.
3.4 TOOLS AND TECHNIQUES ......................................................................................................................................... 8
3.5 ETHICAL CONSIDERATION ....................................................................................................................................... 8
3.6 REQUIREMENT ANALYSIS ........................................................................................................................................ 9
3.7 REQUIREMENTS SPECIFICATIONS ........................................................................................................................... 9
3.7.1 Functional Requirement Specifications ......................................................................................................... 9
3.7.2 Non-Functional Requirement Specifications ............................................................................................ 10
3.8 SYSTEM DESIGN ...................................................................................................................................................... 11
3.8.1 Application Architecture ................................................................................................................................. 11
3.8.2 Use Case ................................................................................................................................................................. 16
3.8.3 Data Design .............................................................................................. Error! Bookmark not defined.
3.8.4 Activity Diagrams ................................................................................................................................................ 17
3.8.5 Dataflow Diagram ................................................................................. Error! Bookmark not defined.
3.8.6 Control Flow Diagram ......................................................................... Error! Bookmark not defined.
3.8.7 Entity-Relationship Diagram (ERD) ............................................................................................................ 18
3.8.8 User Interface Design ........................................................................................................................................ 19
3.9 Summary ................................................................................................................................................................. 29
CHAPTER 4: IMPLEMENTATION AND TESTING .............................................................................. 29
4.1 OVERVIEW ............................................................................................................................................................... 29
4.2 MAIN FEATURES ..................................................................................................................................................... 29
4.3 IMPLEMENTATION PROBLEMS ................................................................ ERROR! BOOKMARK NOT DEFINED.
4.4 OVERCOMING IMPLEMENTATION PROBLEMS ................................................................................................... 33
4.5 TESTING ................................................................................................................................................................... 33
4.5.1 Tests Plans (for Unit Testing, Integration Testing, and System Testing) ...................................... 34
4.5.2 Test Suite (for Unit Testing, Integration Testing, and System Testing) .......................................... 35

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 4.5.3 Test Traceability Matrix (for Unit Testing, Integration Testing, and System Testing) ............ 39
4.5.4 Test Report Summary (for Unit Testing, Integration Testing, and System Testing) .................. 40
4.5.5 Error Reports and Corrections ...................................................................................................................... 41
4.6 USE GUIDE ............................................................................................................................................................... 42
4.7 SUMMARY ................................................................................................................................................................. 42
CHAPTER 5: DISCUSSION, CONCLUSION, AND RECOMMENDATIONS ................................. 43
5.1 OVERVIEW ............................................................................................................................................................... 43
5.2 OBJECTIVE ASSESSMENT ....................................................................................................................................... 43
5.3 LIMITATIONS AND CHALLENGES ......................................................................................................................... 43
5.4 FUTURE ENHANCEMENTS ..................................................................................................................................... 44
5.5 RECOMMENDATIONS ................................................................................. ERROR! BOOKMARK NOT DEFINED.
5.6 SUMMARY ................................................................................................................................................................. 44
REFERENCES ..................................................................................................................................................... 45
APPENDICES ...................................................................................................................................................... 46

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 LIST OF TABLES

TABLE 1 FUNCTIONAL REQUIREMENT SPECIFICATIONS ........................................................................................... 10

TABLE 2 NON-FUNCTIONAL REQUIREMENT SPECIFICATIONS ............................ ERROR! BOOKMARK NOT DEFINED.

ix
 LIST OF FIGURES

FIGURE 1 USE CASE DIAGRAM .............................................................................................................................. 17

FIGURE 2 ACTIVITY DIAGRAM .............................................................................................................................. 18
FIGURE 1 ENTITY RELATIONSHIP DIAGRAM ......................................................................................................... 19

x
 LIST OF ABBREVIATIONS

CPU Central Processing Unit

ERD Entity Relationship Diagram

IT Information Technology

xi
 CHAPTER 1: INTRODUCTION

1.1 Overview
The past and present scenario in the student clearance method is that the processes are done by
moving from one office to another and having records on paper. Every clearance task is done
manually. This creates a system unreliable and confusing to keep the correct track of the
records and can be very overwhelming and stressful to say the least. At the conclusion of the
academic session, a clearance form as we know it today is commonly used. He/she has to apply
the clearance form to their respective department if the students need to exit the school or
college. This system automates the manual activities of the clearance process. A student can
carry out his/her clearance from anywhere and at any time and contains all the form features of
the manual clearance system and even more. The process of data protection has to be
automated in multiple universities, so there is a stronger need for an automated online
clearance scheme. In alleviating the different issues and stress involved in the manual
clearance process, this will go a long way.

1.2 Background and Motivation

The use of ICT in education not only applies to circumstances of education and instruction, but
also to administrative activities. Developing an online customs clearance system called the
Automatic Clearance System is one such task for management.
Clearance is by definition, a designation granted to persons who are allowed access to
confidential information, usually members of the military, college graduates and government
officials and their contractors. Graduate student clearance systems are important incessant
processes and processes that are unavoidable in any university. The clearance must be carried
out in order to verify if the pupil is suitable for jobs and not to own anything at the school. At
the conclusion of the last exam in the classroom, where the student did not have any carryover
left, it is university tradition to execute these procedures. As people of this generation become
more dependent on the internet for results, the need for automatic clearance is becoming more
apparent.

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1.3 Statement of the Problem
In order for a graduating student to carry out his/her clearance, he/she would need to get approval
from the following departments;
• Exam office - in case of any carry overs
• Finance - in case of hostel dues, incomplete tuition fee, departmental dues, damage
charges e.t.c
• Registry - in case there is need to bring forth outstanding credentials e.t.c
It's time-wasting and exhausting to manually go through these measures and have to go to
numerous offices to get certified. It also triggers pause in the student's clearing for youth service
and compilation of data. Therefore, the bottle neck of the manual system in use needs to be
eradicated by an electronic clearance system.

1.4 Aim and Objectives

1. This technology is designed to digitize and develop an electronic system
2. To guarantee prompt clearance
3. Identifying concerns related to the ongoing method of clearing students from the final
year
4. To save time control for the documentation of stakeholder data
5. Processing student clearance efficiently and effectively
6. Boosting accountability among stakeholders
7. To have connectivity that is borderless

1.5 Significance of the Project

Th design of this system primarily stores user information, promotes quicker data manipulation,
provides simultaneous access to authorize users, and also to ensure the integrity and consistency
of the approved users’ handling of the information system. The graduate student's online clearing
system would help relieve the students from queuing to get cleared by the university. This system
causes the school to minimize expenses such as labor and stationary costs. The transmission of
information becomes very quick and delays can be stopped. Using it from anywhere at any time
and very easy, if there is an internet connection.

2
1.6 Project Risks Assessment
RISKS
Inability to conduct analysis Be aware of and follow IT security procedures at
due to loss of hardware/ school.
software.

Loss of work due to failure / Regular Backup Data to H Drive.

loss of equipment.

Availability of software (API
Unavailability).
Late delivery of hardware
component.
It will be tested for alternate APIs. For potential
contentious software, software specifications can be
identified in good time.
In order to be able to order them in good time,
hardware specifications would be established in
good time.

1.7 Scope/Project Organization

Chapter 1 deals with the introduction. The literature review in Chapter 2, specifications in
Chapter 3, architecture in Chapter 4, implementation and process in Chapter 5, and testing in
Chapter 6 define the remaining sections of this project paper. Other topics addressed in the
remaining final chapters include assumptions, limits and proposed framework changes.

3
 CHAPTER 2: LITERATURE REVIEW

2.1 Introduction
This chapter is intended to resolve the problems involved with the report. This includes problems

pertaining to many existing online clearance schemes. It seeks to illustrate the meaning and nature

of these variables in society and how all these variables come together in conclusion.

2.2 Historical Overview

The essence of this analysis is to make some other studies related to the subject of the project

known. Many scholars have provided several results about how to address this issue and

accomplish the subject's goal. The benefits of e-learning are now numerous, as many tertiary

institutions have opted to follow the vibrant educational opportunities available online. There are

few, if any, schedule constraints, well-integrated learning opportunities and affordable degree

choices for online classes, registrations, approval, and an online clearance scheme. The online

structure has been a core feature of the higher education debate.

Given the mountain need for versatility in schedules and the daily emergency of networking

technologies and skills, there seems to be an overall derivative for the online framework.

The online framework is viewed at any time as a way to communicate guidance to an extensive

learning community. This indicates that adequate classification of online learning as the driving

force and paradigm for transition in the online course of teaching, learning and formal schooling

has the potential to provide the teacher with individualized attention to the learner, otherwise

impossible in a broad classroom environment. Many colleges and universities have started to

deliver online classes as an alternative to conventional face-to-face guidance with the ongoing

growth of online system apps.

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2.3 Related Work
For Imo State University's final year clearance, Umezinwa, Uwakwe and Abode developed an
online clearance framework using PHP, JAVASCRIPT, CSS, APACHE and MySQL database
in 2015. The system was able to process data quickly and also eliminate the manual clearance
system that is vulnerable to error.

The Agbo-Ajala and Makinde clearance system is a system that has been developed using PHP
and MySQL to eliminate the delays involved with the manual final clearance process in 2015.

Zuhaib oversaw an online clearance system implementation project using ASP in 2013. Net to
build system interfaces. The device that was integrated at Quest Nawabshah University includes
a database that can store all the necessary student clearance certificate information through web
pages. The benefits of e-learning cannot be measured, as many universities have opted to follow
the dynamic educational opportunities accessible online.

2.4 Summary
The literature reviewed in this chapter shows that the use of 20% sand as a mixture for concrete
does not have the requisite strength to be used for buildings in this geographical location and the
use of mud is also not an option due to its availability within this area.
Therefore, it is important to explore different resources that are both readily available and offer a
better mixture and improvement in the strength of the concrete for building the houses.
Chapter 3 presents the requirement analysis and the methodology adopted in solving the
problem of concrete mix strengthening.

CHAPTER 3: REQUIREMENTS, ANALYSIS, AND DESIGN

3.1 Overview

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In this part, the prerequisites examination and configuration will be talked about including all
information gathering apparatuses utilized in planning the framework. The Data has been
purposefully inspected and Requirement Gathering Techniques used in building the framework,
the space for enhancements and updates have been perceived, arranged and data frameworks to
complete them and besides develop a thought for the new framework. A structured working data
framework was actualized and the advancement of a prototype for the new framework.

System design was started, system design is a specialized outline that either depicts the new
system or portrays how the current system will be modified. It at last answers the inquiry "In
what manner will the system do what it must do to acquire an answer for an issue?" It likewise
subtleties system yields, information sources and UIs; determines programming, information
bases, media transmission, staff and techniques; and show how these parts are connected.

3.2 Proposed Model

3.2.1 Waterfall model

The waterfall model which has been decided for use in this project, additionally alluded to as a
direct successive life cycle model, is viewed as the most conventional way to deal with
programming development. It is a successive methodology in which each stage in the advancement
cycle is done straightly. It is the earliest software development methodology ever used. The
waterfall was picked because of the restricted extent of this project. The features and requirements
are clear, brief, and fairly little which implies there are no normal changes needed to be made later
on. This makes it the best alternative to be utilized in developing this project.

3.3 Approach to Chosen Methodology/Methods

In this section, the approach used for implementing the chosen waterfall methodology will be
discussed. The waterfall methodology is broken down into multiple phases that include:
requirements, design, implementation, verification and maintenance.

During the requirements phase, we were able to access the Clearance Management System of Baze
University. And upon meeting with the management and staffs, we were able to identify the need
to automate the registration and clearance of students. We interviewed the students of the proposed
system and we observed that students would like a feature where they can easily go through the
three stages of clearance without issues and monitor their progress. All recommendations were
then cross checked with the school to verify the requirements.

In the design phase, with suggestions from the management, a comprehensive idea of the system
design and user interface was derived in the form of a design template. This template was then

7
used as a basic design template for the system on which changes were made until a completed
template was derived. The derived template was then used as a basis for implementation phase.

Having assembled all the functional and non-functional requirements, just as having a thought of
what the UI ought to look like, the subsequent stage would be the implementation stage. This is
the place all the coding was done. Having finished the past stages completely, the program
advancement and UI plan improvement met up with just a couple of hitches over a couple of
months.

Then came the testing phase, after the completion of the implementation, the project was properly
with help from the stakeholders (admin, students and staffs) to ensure that it satisfies all the
requirements. During testing, all errors or bugs encountered were then isolated from the complete
system after which the code for that particular section was revised and fixed.

Finally, during the maintenance stage, blunders and bugs were observed and fixed en route
alongside updates to the system to guarantee that it is consistently cutting-edge. There will likewise
be code enhancement modification extra time to guarantee that the system is working at its ideal
level as the measure of information and client’s increment.

3.4 Tools and Techniques

The projects feature was developed using the PHP programming language. This was chosen
because it is one of the simplest ways of creating software that can connect well with HTML and
the database. The front end of the web application was developed using HTML, CSS, JavaScript,
JQuery and some bootstrap code.
The database was created using MYSQL which is a popular choice as a universal database software
for local/client storage in application software such as web browsers.

3.5 Ethical Consideration

There are certain issues that have to be considered in every project with regards to how it affects
others ethically. These issues include:

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 • Confidentiality: the confidentiality of the data provided the clients and users of a system
have to be ensured. An understanding of trust between the clients and the programmer need
to be reached to ensure complete honesty.
• Risk of harm: The security of all individuals involved in the project needs to be ensured.
No harm may come to anyone due to their involvement in this project. Due to the nature of
this project, it is extremely unlikely that any individual could get hurt in anyway.
• Validity: the conclusions of the study must correlate to the questions posed and the
outcome. Likewise, research about morals requests that the techniques utilized must relate
explicitly to the research questions.

3.6 Requirement Analysis

The requirements of the Clearance Management System were determined by analyzing
information gathered from the interviews with the users at school. It was derived that the
users complained about only being able to easily do their clearance and also keep track. All
of the user’s issues will be solved in this project by providing easy access to all the resources
from the comfort of their computers. Instead of spending hours trying to move from one
office to another.

3.7 Requirements Specifications

This section will provide a detailed description the systems as well as its functional and non-
functional requirements. It will contain all necessary features required to ensure that the system
is complete.
The software required for the development of the project is:
OPERATING SYSTEM: Windows 10 Professional.
ENVIRONMENT: Sublime Text IDE.
FRONTEND LANGUAGE: HTML, JavaScript, CSS.
BACKEND LANGUAGE: PHP.
DATABASE: MYSQL

3.7.1 Functional Requirement Specifications

9
The functional specifications describe the features and behaviours that the system must have in
accordance with the information derived while interviewing the clientele. It lists out the specific
features that must be part of the system for it to be complete.

1. The system runs of apache server so it is needed that server must have apache server
minimum of version 2.0 available
2. We have used HTML for server side scripting so the current version of HTML must be
available on the server
3. MySQL database has been used for storing the data of the website
4. HTML has been used for creating the layout of the web application
5. CSS has been used for creating the designing of the webpages
6. PHPScript scripting language has been implemented on the system for performing all of
the Client Side Server Validation.

3.7.2 Non-Functional Requirement Specifications

The non-functional specifications describe the features necessary for the system to operate
the way it was intended. These are the properties that make the app safe, reliable, efficient
and portable to use. The plan for implementing non-functional requirements is detailed in
the system architecture because they are significant to the architecture requirement.

1. Performance: System should be able handle multiple users at a time using any of the
web browsers.
2. Reliability: Database updating should follow transaction processing to avoid data
inconsistency.
3. Availability: The project will be deployed on a public shared server so it will be available
all the time and will be accessible anywhere of the world using internet.
4. Security: We have implemented a lot of security mechanism to avoid to hack the system
by outer world.
5. Maintainability: It is very easy to maintain the system. The system has been developed
on HTML so anyone who has the knowledge of HTML, can easily maintain the system
6. Portability: Yes this system is portable and we can switch the servers very easily.
7. Browser Compatibility: The project being web based required compatibility with at least
the popular web browsers. Microsoft Windows XP and above, Linux and Macintosh

10
 being the current popular operating system and Microsoft Internet Explorer, Mozilla
Firefox, Opera, Safari and Google Chrome being the currently popular web browser.

3.8 System Design

This phase of the systems development life cycle refines hardware and software specifications,
defines the registration process of stakeholders, trains users and implements extensive testing
procedures, to evaluate design and operating specifications and/or provide the basis for further
modification.

3.8.1 Application Architecture

Below is the application architecture which shows a graphical representation of the application. It
also shows the connections and interactions that can be carried out in the system.

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 12
 13
 14
 15
3.8.2 Use Case

Below is the Use Case diagram which depicts the interactions between the users and the software
system. It shows the functions of the system in chronological order and identifies the specific users
that interact with them.

16
Figure 1 Use Case diagram

3.8.4 Activity Diagrams

Below is an activity diagram that shows the sequential flow of activities within the system which
also specifies the users who carry out such activities.

17
Figure 2 Activity Diagram

3.8.7 Entity-Relationship Diagram (ERD)

This section shows the entities and attributes of tables in the database. This shows the
relationship between tables or tables.

18
Figure 3 Entity Relationship Diagram

3.8.8 User Interface Design

1. Login Page

19
2. Admin Dashboard

20
3. Add Stakeholders

4. Registry Add New Student

5. Registry View students registered

21
6. Registry Update Students Results

7. Exam Officer View Student Record

8. Exam Officer Add Extra courses

22
9. Finance Department view student record

10. Finance Department update payment Status

23
11. Finance Department can add outstanding fees

24
12. Student Dashboard

13. Student clearance progress

25
14. Student clearance status

26
15. Student update credentials

16. Student payment section I

27
17. Student payment section II

17. Update Profile

18. Update Password

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3.9 Summary
In this chapter, the systems functional and non-functional requirements were discussed along with
some of the development methodologies considered like the waterfall methodology The waterfall
methodology was chosen specifically as the approach used in developing this software system as
proven when the strengths and weaknesses of each methodology was discussed.
The tools and techniques used in the development of the system were also discussed as well as
showing the user interface design that was created

CHAPTER 4: IMPLEMENTATION AND TESTING

4.1 Overview
This chapter will explore two main part of the project. The implementation part will be discussed
which involves the source code and how each feature was created. Any errors gotten during the
implementation of this system will also be explored along with the solutions used for those errors.

The second main part that will be discussed is the testing process. The system will be put through
a series of test cycles until all errors are resolved and the systems functionalities works as intended.
Close attention will also be paid to the performance of the system to ensure efficiency. And finally,
a user guide will be specified to help in directing users through the system.

4.2 Main Features

In this section, the main features and functionalities of the system will be discussed as well as an
in-depth explanation of how they are implemented.

4.2.1 Role-Based Authorization and Authentication

The Clearance Management System has more than one stakeholder that serve different purposes
in the system. Therefore, it is necessary to reflect the stakeholder different roles within the
system. The general user (student) can access the system and upload their credentials, make
payment, and view their data. Admin can add staff, delete staff, assign and reassign roles to staff.
Staff can update student records and view students assigned to him/her.

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4.2.1 Payment Feature

During the requirement gathering process, students were interviewed. An issue that most of them
had was difficulty involved in making outstanding payment. This led to the decision to create
payment system create payment system such that users can simply input their credit card details
and make payment. Once they’ve made the payment, the system automatically notify the staff and
proceed the student to the next level. This decision gives the system a more organized and refine
feel as well as increasing efficiency and ease of use. Below is a view of the code syntax of the
payment feature.

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4.2.1 Adding Stakeholders

During the implementation, a decision was made as who will add the stakeholders into the
system. A decision was made that only the admin can add staffs.

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4.4 Overcoming Implementation Problems
As expected, many issues were encountered during the implementation process because it was
also a process of learning how to use PHP as a beginner.
However, most of the problems encountered were resolved in the end with help from my
supervisor when needed.
The first and biggest problems encountered was with learning how to use PHP and MYSQL. For
instance, during the development process, I encountered issues with using the POST Method and
GET method. Finding a way around this was difficult but after many hours and a couple days of
research, an explanation on how to use global methods was found on GitHub which aided in
fixing the issue. Websites like GitHub and Stack Overflow became a favourite for finding
solutions to a lot of problems.
The second instance of a problem encountered was disabling the user after an expected date of
expiry. By default, every user is disabled and it’s only by making a dummy payment the member
becomes activated. It is almost impossible to automate the auto disable feature.
Finally, some other issues that were encountered were during the:
• Implementation of the authentication and authorization.
• Getting and posting values to/from the system
• Posting values into the database

4.5 Testing
Testing is one of the most important aspects of developing a good software. It helps to validate
and verify whether all of functional requirements are met or not. Testing is important for making
sure that the software quality is assured. This was carried out by running test data through the
system to ensure that it works the way it’s supposed to. It was also used to sniff out any
vulnerabilities in the system. All vulnerabilities are then isolated and reviewed from the rest of
the system. This section will discuss all testing procedures carried out for the components of the
system and a resulting test report will be included.

33
4.5.1 Test Plans (for Unit Testing, Integration Testing, and System Testing)

Below is the test plan for the “CLEARANCE MANAGEMENT SYSTEM”.

4.5.1.1 Test Identifier:

TEST LEVEL: Master Test Plan
AUTHOR’S NAME: ___________________________
AUTHOR’S CONTACT: ________________________

4.5.1.1 Introduction

This is the master test plan for the Clearance Management System. This will help to verify and
validate the system requirements that were discussed in the third chapter of this document.
Both white box and black box testing will be carried out for this project.

4.5.1.2 Features to Be Tested

The following aspects of the system were focused on during the testing of this system:

• Log-in page
• Dashboard
• Log-out button
• Database update
• Viewing of stake-holders page
• profile page
• payment page
• password update

4.5.1.3 Approach
The built-in debugger for XAMPP will be used along with the browser inspection feature that
enables inspection of the system as it runs to see how each function is operating and how
values are exchanged between the system, program and database which will help in isolating
any issues.

34
4.5.1.4 Deliverables

The deliverables for this test plan are as follows:

• Test cases

• Test report

• Traceability matrix

• Test results

• Error report

4.5.2 Test Suite (for Unit Testing, Integration Testing, and System Testing)

Table xx Test Suite Performed

Test case TC-001(Admin Login)

Test suite ID R-116

Test case ID TC-001

Test case summary Ensuring that admins can login

Related requirements R-116

Prerequisite - The system must be up running

- Admins must be registered
Test procedure - Open website in browser
- Navigate to login page
- Login
Test data - Email
- Password
Expected result User should be able to login successfully

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 Actual result The user logged in successfully

Status Test case passes

Remarks The test was carried out successfully

Created by _____________________

Date created _______________________

Executed by ______________________

Date of execution _____________________

Test environment Hardware: HP Pavillion.

Software: google chrome browser

Table 4.1 Test Suite Performed for Login

Test case TC-002(Log out)

Test suite ID R-117

Test case ID TC-002

Test case summary Ensuring users can log out

Related requirements R-117

Prerequisite - Website is running

- Users are already logged in
Test procedure - Login
- Click log out

Test data Log out

36
 Expected result Users should be logged out

Actual result User was logged out

Status Test case passes

Remarks The test was carried out successfully

Created by ____________________

Date created ____________________

Executed by ____________________

Date of execution ____________________

Test environment Hardware: HP Pavillion

Software: google chrome browser
Table 4.2 Test Suite Performed for Logout

Test case TC-003(Adding Stakeholders)

Test suite ID R-118

Test case ID TC-003

Test case summary Ensuring the Add trainer form works and
produces the desired results.

Related requirements R-118

Prerequisite - Website is running

- Xampp is running
Test procedure - Enter all trainers information
- Click “submit button”

Expected result Details Appear on the view trainer’s page.

Actual result Details of the trainer

37
 Status Test case passes

Remarks The test was carried out successfully

Created by ____________________

Date created ____________________

Executed by ____________________

Date of execution ____________________

Test environment Hardware: macbook

Software: google chrome browser
Table 4.3 Test Suite Performed for stakeholders page

Test case TC-004(Database update)

Test suite ID R-119

Test case ID TC-004

Test case summary Changes are being reflected in the

database

Related requirements R-119

Prerequisite - Logged in to system

- New user
Test procedure - Fill a registration form
- Submit form

Test data - Personal details

- Select training options
Expected result Update should be reflected in the
database

Actual result Update can be found in the database

38
 Status Test case passes

Remarks The test was carried out successfully

Created by ____________________

Date created ____________________

Executed by ____________________

Date of execution ____________________

Test environment Hardware: macbook

Software: google chrome browser and DB
Browser for MYSQL
Table 4.4 Test Suite Performed for new users and make changes in database.

4.5.3 Test Traceability Matrix (for Unit Testing, Integration Testing, and
System Testing)

Reqt. # Description Priority Test Date Test
Test Result
Case

R-116 1 ____________ Pass

Ensuring all stakeholders can login

R-117 2 ______________ Pass

Ensuring all stakeholders can log out

R-118 3 ______________ Pass

Ensuring the Add stakeholders form
works and produces the desired
results.

39
 R-119 4 ______________ Pass
Changes are being reflected in the
database

R-120 5 ______________ Pass

Student should be able to make
payment

R-121 6 ______________ Pass

The login page is opened when the

URL is searched

Table 4.9 Test traceability matrix

4.5.4 Test Report Summary (for Unit Testing, Integration Testing, and System
Testing)

SUMMARY OF TEST CARRIED OUT RESULTS

Number of functions tested: 6

The number of functions not tested: 2

The number of tests passed: 6

The number of tests failed: 0

Percentage of tests passed: 100%

Percentage of tests failed: 0%

Table 4.10 Test report summary

40
The unit testing done included the testing of the following items:
1. Functionality of the entire module/forms.
2. Validations for user input.
3. Checking of the Coding standards to be maintained during coding.
4. Testing the module with all the possible test data.
5. Testing of the functionality involving all type of calculations etc.
6. Commenting standard in the source files.
After completing the Unit testing of all the modules, the whole system is integrated with all its
dependencies in that module. While System Integration, We integrated the modules one by one
and tested the system at each step. This helped in reduction of errors at the time of the system
testing.

The steps involved during System testing are as follows:

• Integration of all the modules/forms in the system.
• Preparation of the test cases.
• Preparation of the possible test data with all the validation checks.
• Actual testing done manually.
• Recording of all the reproduced errors.
• Modifications done for the errors found during testing.
• Prepared the test result scripts after rectification of the errors.
•

4.5.5 Error Reports and Corrections

Error Correction

Logical error due to mistake in code Use the error report to isolate the
issue and fix it

Runtime error End execution and use the runtime

error report to fix error

41
 Database error Look for error in code or re-initiate
database

Table 4.11 Error reports and correction

4.6 Use Guide

This user guide serves as a manual for new users to help them navigate the system easily. A new
user should type the URL into a search engine and log in as an admin, staff or a student.

The admin logs in and views a dashboard where they monitor all the activities in the system.
The staff logs in to view members registered under him/her. Finally, all users can simply click
the “log out” button to log out.

4.7 Summary
This chapter has given a detailed explanation of all the features implemented in the past question
paper archiving system. Problems that arose during the implementation were also discussed as
well as providing images and screenshot or the source code and the user interface of the system.

After the successful implementation of the system, the testing process was also explored. Test
suites for each feature and functionality of the system were all tested multiple time to ensure that
they work the way they were intended.

This chapter is very critical in the software development life cycle of a project because adequate
implementation is important to provide a reliable and efficient system that meets the
requirements of the organization.

42
CHAPTER 5: DISCUSSION, CONCLUSION, AND
RECOMMENDATIONS

5.1 Overview
This project achieves the goal that was mentioned earlier. It gives users step by step guidance
on how to use this clearance system and how to understand it quickly. Around the same time,
the clearance process was eased, and the new system effectively transitioned to a computerized
system. An objective review of the method is addressed in section 5.2 and the constraints and
issues found in section 5.3, while possible changes are discussed in section 5.4. Finally, in
sections 5.4 and 5.5, any proposals for future system changes and a review of all aspects
discussed in this chapter will be included.

5.2 Objective Assessment

This project provides the end user with an optimized means of doing the clearance before
convocation and minimizing the end user's manual transaction. By making great strides in
education and training, the government actively supports the worth of IT. The launch of a
lower-cost PC would potentially encourage more people to have a PC at home. This device
would also help to encourage the value of IT, as we can do the clearance electronically or by
smartphone instead of doing it manually. Since the framework is established within a narrow
reach, multiple parties do really profit from it. Some of the advantages are space saving, time
saving, fast data and information search and retrieval, labor saving, cost displacement and
value added, as stated in the section of the problem statement. The department will also teach
its workers to use a computerized system so that the staff would not have much problem when
they are required to use a more sophisticated system.
.

5.3 Limitations and Challenges

As I wanted to keep things straightforward and simple and all the factors happened to be in my
favor, this project did not attract a lot of obstacles, but of course I noticed a few such as;
• it was a bit hard to obtain those implementations included in the code
• learning a new language such as PHP

43
 • having to do a lot of research pertaining the new language I learnt

5.4 Future Enhancements

• Measures like enhancing the security of the online clearance framework can be taken -
As the creator of the system, it is known that the protection of the system needs to be
changed. Two main security issues are taken into account in this framework. The
permission to enter the device is first and the session maintained by the system is
second. The machine will specifically ask him/her to login if one attempts to alter the
session. This computer does not have a firewall like the one on the UTP server. I would
like to assume that it will be more reliable when the device is merged with the UTP
server.
• More user-friendly, appealing interface for all web-based interface

5.6 Summary
As identified in the requirements review process, the Online Clearance System is efficiently
configured and built to satisfy the required requirements, such as the system is very user
friendly and validation performs very effectively. The architecture has been developed to make
it easier to implement any future changes and enhancements without losing its key
functionalities. There were a number of limitations to the old manual method. In order to meet
the expectations suggested in the modern era, the present project has been created.

44
 REFERENCES
• Peter Rob & Carlos Coronel,1997,Database System:Design,lmp1ementation and
Management,Interoational Thomson Publishing.

• University Teknologi PETRONAS, 2001, Final Year Project Guideline for Supervisor
and Students, UTP , Perak, Malaysia.

• http://www.stanford.edu/dept/itss/docs/oracle/1Og/server.l01/b10739/ds_concep
ts.htm

• http://citeseer.ist.psu.edu/cache/papers/cs/302/http:zSzzSzccs-
www.cs.umass.eduzSzdbzSzpublicationszSzsigmod97_2pc.pdfi'gupta97revisitin
g.pdf

• John D. Musa. "Software Reliability Engineering - More Reliable Software, Faster

Development and Testing." (1987): 9 7 - 134. Copyright MgGraw-Hill 1987

45
APPENDICES

Appendix A - Project Document

Brief description of project: At the conclusion of the academic session, a clearance form as
we know it today is commonly used. He/she has to apply the clearance form to their respective
department if the students need to exit the school or college. This system automates the manual
activities of the clearance process. A student can carry out his/her clearance from anywhere
and at any time and contains all the form features of the manual clearance system and even
more. The process of data protection has to be automated in multiple universities, so there is a
stronger need for an automated online clearance scheme. In alleviating the different issues and
stress involved in the manual clearance process, this will go a long way.

Project Title: Online Clearance System

Project Objective:

1. This technology is designed to digitize and develop an electronic system

2. To guarantee prompt clearance
3. Identifying concerns related to the ongoing method of clearing students from the final
year
4. To save time control for the documentation of stakeholder data
5. Processing student clearance efficiently and effectively
6. Boosting accountability among stakeholders
7. To have connectivity that is borderless

Expected Output(s):

As identified in the requirements review process, the Online Clearance System is efficiently
configured and built to satisfy the required requirements, such as the system is very user friendly
and validation performs very effectively. The architecture has been developed to make it easier to
implement any future changes and enhancements without losing its key functionalities. There
were a number of limitations to the old manual method. In order to meet the expectations
suggested in the modern era, the present project has been created

Implementing Agencies:

The projects feature was developed using the PHP programming language. This was chosen
because it is one of the simplest ways of creating software that can connect well with HTML and

46
the database. The front end of the web application was developed using HTML, CSS, JavaScript,
JQuery and some bootstrap code.
The database was created using MYSQL which is a popular choice as a universal database software
for local/client storage in application software such as web browsers.

47
Appendix B - Questionnaire

48
 49
Appendix C – Source Codes

50
 51
Appendix D – Test Cases
Test case TC-001(Admin Login)

Test suite ID R-116

Test case ID TC-001

Test case summary Ensuring that admins can login

Related requirements R-116

Prerequisite - The system must be up running

- Admins must be registered
Test procedure - Open website in browser
- Navigate to login page
- Login
Test data - Email
- Password
Expected result User should be able to login successfully

Actual result The user logged in successfully

Status Test case passes

Remarks The test was carried out successfully

Created by _____________________

Date created _______________________

Executed by ______________________

Date of execution _____________________

Test environment Hardware: HP Pavillion.

Software: google chrome browser

52
Table 4.1 Test Suite Performed for Login

Test case TC-002(Log out)

Test suite ID R-117

Test case ID TC-002

Test case summary Ensuring users can log out

Related requirements R-117

Prerequisite - Website is running

- Users are already logged in
Test procedure - Login
- Click log out

Test data Log out

Expected result Users should be logged out

Actual result User was logged out

Status Test case passes

Remarks The test was carried out successfully

Created by ____________________

Date created ____________________

Executed by ____________________

Date of execution ____________________

Test environment Hardware: HP Pavillion

Software: google chrome browser

53
Table 4.2 Test Suite Performed for Logout

Test case TC-003(Adding Stakeholders)

Test suite ID R-118

Test case ID TC-003

Test case summary Ensuring the Add trainer form works and
produces the desired results.

Related requirements R-118

Prerequisite - Website is running

- Xampp is running
Test procedure - Enter all trainers information
- Click “submit button”

Expected result Details Appear on the view trainer’s page.

Actual result Details of the trainer

Status Test case passes

Remarks The test was carried out successfully

Created by ____________________

Date created ____________________

Executed by ____________________

Date of execution ____________________

Test environment Hardware: macbook

Software: google chrome browser
Table 4.3 Test Suite Performed for stakeholders page

Test case TC-004(Database update)

54
 Test suite ID R-119

Test case ID TC-004

Test case summary Changes are being reflected in the

database

Related requirements R-119

Prerequisite - Logged in to system

- New user
Test procedure - Fill a registration form
- Submit form

Test data - Personal details

- Select training options
Expected result Update should be reflected in the
database

Actual result Update can be found in the database

Status Test case passes

Remarks The test was carried out successfully

Created by ____________________

Date created ____________________

Executed by ____________________

Date of execution ____________________

Test environment Hardware: macbook

Software: google chrome browser and DB
Browser for MYSQL
Table 4.4 Test Suite Performed for new users and make changes in database.

55
4.5.3 Test Traceability Matrix (for Unit Testing, Integration Testing, and
System Testing)

Reqt. # Description Priority Test Date Test
Test Result
Case

R-116 1 ____________ Pass

Ensuring all stakeholders can login

R-117 2 ______________ Pass

Ensuring all stakeholders can log out

R-118 3 ______________ Pass

Ensuring the Add stakeholders form
works and produces the desired
results.

R-119 4 ______________ Pass

Changes are being reflected in the
database

R-120 5 ______________ Pass

Student should be able to make
payment

R-121 6 ______________ Pass

The login page is opened when the

URL is searched

Table 4.9 Test traceability matrix

4.5.4 Test Report Summary (for Unit Testing, Integration Testing, and System
Testing)

56
 SUMMARY OF TEST CARRIED OUT RESULTS

Number of functions tested: 6

The number of functions not tested: 2

The number of tests passed: 6

The number of tests failed: 0

Percentage of tests passed: 100%

Percentage of tests failed: 0%

Table 4.10 Test report summary

The unit testing done included the testing of the following items:
1. Functionality of the entire module/forms.
2. Validations for user input.
3. Checking of the Coding standards to be maintained during coding.
4. Testing the module with all the possible test data.
5. Testing of the functionality involving all type of calculations etc.
6. Commenting standard in the source files.
After completing the Unit testing of all the modules, the whole system is integrated with all its
dependencies in that module. While System Integration, We integrated the modules one by one
and tested the system at each step. This helped in reduction of errors at the time of the system
testing.

The steps involved during System testing are as follows:

• Integration of all the modules/forms in the system.
• Preparation of the test cases.
• Preparation of the possible test data with all the validation checks.
• Actual testing done manually.
• Recording of all the reproduced errors.

57
 • Modifications done for the errors found during testing.
• Prepared the test result scripts after rectification of the errors.
•

4.5.5 Error Reports and Corrections

Error Correction

Logical error due to mistake in code Use the error report to isolate the
issue and fix it

Runtime error End execution and use the runtime

error report to fix error

Database error Look for error in code or re-initiate

database

Table 4.11 Error reports and correction

58
Appendix E – User Guide/Manual
This user guide serves as a manual for new users to help them navigate the system easily. A new
user should type the URL into a search engine and log in as an admin, staff or a student.
The admin logs in and views a dashboard where they monitor all the activities in the system.
The staff logs in to view members registered under him/her. Finally, all users can simply click
the “log out” button to log out.

59