Ambo University Student Clearance System

AMBO UNIVERSITY STUDENT’S ONLINE CLEARANCE SYSTEM
Chapter One
1.1 Introduction
Clearance is a status granted to individuals typically students allowing them access to
information. The term clearance is also sometimes used in private organizations that have a
formal process to check the employee’s information. A clearance by itself is normally not
sufficient to gain access the organization must determine the cleared individual has need to
know the information.
Clearance is the process of determining and negotiating any permission that are needed
to use of someone else’s intellectual property creative project. Part of that process includes:-
 Determining the owner(s) of the intellectual property.

 Contacting the owners and negotiating on agreement.
 Administering written contracts.
 Handling other issues related to the use and licensing of intellectual property.
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 over comes one problem done by manual system. To reduce
misuse of manpower, avoiding errors, to save time, to provide comfort clearance process for
the students and to provide insurance for the organization especially for workers who play
role in the clearance processing system.
This system works for students of Ambo University. The online clearance processing
system allows the students to register for the membership to access the service of the system.
DEPARTMENT OF COMPUTER SCIENCE 1

1.2 Background of the organization

Ambo University, established in 1939E.C, is one of the oldest higher learning
institutions in Ethiopia. A new chapter in history of the institution was registered in 1995E.
(2003) as this was the time when the institution started to offer undergraduate degree
programs in the fields of Crop Production, Animal production, Applied Chemistry and
Applied Biology. In the meantime, the college was affiliated of Jimma University by the
name Jimma University Ambo College. In the following years, the College showed
remarkable growth both in intake capacity and the number of programs it offers. Subsequently
by 2006, the college opened 15 undergraduate and 2 postgraduate programs in various fields
of natural and social sciences.
Presently the University runs nine graduate and twenty-eight undergraduate

programs which are divided into eight colleges/institutes and thirty academic departments.
Besides its main campus at Ambo, the University also has one faculty-Faculty of Business
and Economics at Woliso.
In the years to come, the university has the vision of becoming one of the most
prestigious universities in the country excelling in academics, research and community
service giving its at most attention to quality education. Offering relevant, quality education
and training, conducting demand driven research and rendering accessible community
services.
Ambo University Awaro Campus also a branch beside a main campus. The campus
begin in 2005 E.C, by Institute of Technology. The University show a great change in three
years and the student numbers is increased.
1.2.1 Vision
Ambo University aspires to be a leading university in Ethiopia, a centre of excellence in
the field of all departments in east Africa competitive in 2020.
1.2.2 Mission
Ambo University has a mission of offering relevant and quality education and training,
conducting demand driven research and rendering accessible community services.[ref1]

1.3 Background of the project

Ambo University student’s clearance processing system is one of the processes that will
be done to be cleared the students from the campus. The manual clearance system starts the
process as Ambo University was established in 1939E.C.
The system gives its function to many user of the University. The numbers of students
grow from year to year in many numbers. Now a day, there are many users of the clearance
processing system. But the project give a service only the students. The students get one
copies of clearance sheet from department and get signature and stamp from around eight
offices. These are Advisor, Bookstore, Library, Health and physical Education, Student’s
Proctor, Student Service, and College/Institute Registrar. After they finished all necessary
requirements, finally the students take copies of sheet that has all signature and stamp from all
offices. This processing makes the students bulky because they go to about eight offices.
1.4 Statement of the problem

The process of clearing students of a named institution AMBO UNIVERSITY after the
end of academic year requires that the students must be cleared in their various departments.
This clearance processing system service currently uses manual system which creates the
following major problems.
 Data recording system is not centralized or not in the modern system which is difficult
to search.
 It creates wastages of material & time.
 Data redundancy & loss of data.
 Consumes more resources to complete the process which is of high cost such as:-
 Stationary material.
 Printers and computers etc.
 Need more manpower to process the clearance in the respective offices.
 Error is happened during process the clearance System.
 The process is very offensive for students when there is a harsh atmosphere like rain.
 To process the clearance is lot of queue because of the number of users.
 Employees involved in the clearance process are not available 24 hours of the day.

Hence, it became imperative for computer software based online clearance system to
eliminate the shortcoming of the manual system in place as above listed problem.
1.5 Team compositions

We have organized our self (team member) in a decentralized way that every team
member communicates to each other and diagrammatically.
Fig 1.1 Team composition

Work breakdown structure for the project
Ambo University Student’s Online Clearance System

W S Tasks Duration Predecessor Responsible
N
O 1 Project initiation and Planning 1 weak All
R  Gathering information
K 2 Description of the project 2 weak 1  Demiso Damito
Introduction:  Gelana Abdissa
B  Back ground information  Kebede Maru
R  Statement of the problem
 Objective of the problem
E  Scope and limitation of the project
A  Methodology
K  Feasibility study
3 Current system 1 weak 1,2  Hawa Bati
 Description of current system  Iliham Sultan
D  Players in the existing system
O  Business Rules
W  Bottlenecks of the existing system
4 Proposed System 3 weak 1,2,3  Getnet Melese
N  Functional Requirement  Eyerusalem
 Non Functional Requirements Abreham
S  User interface
T  Hardware or software requirements
 Security and safety procedure
R 5 System Modelling 1 weak 4  Genet Seyfe
U  Use case diagram and there  Getachew Temi
description  Gete Berhanu
C  Object Model
T  Dynamic Model
U 6 Implementation 12 weak 3,4 All
 Design
R  Coding
E  Testing
 Documentation
S
Advisor Dr Velmurgan
Submission Date Jan 28/2015
Table 1.1 Work break down structure

1.6 Objective of the project

1.6.1 General Objective
The main objective of this project is to change the manual clearance processing
system to web based system and solve the above stated problems.
1.6.2 Specific Object

The specific objective of this project includes:-
 Able to register students.

 Check students from the data base.
 Fast data processing.
 To avoid the problems and stress of travelling and queuing up of student during
clearance
 Efficient use of time.
 Designing friendly user interface.
 To develop reliable clearance system.
 To provide borderless access.
 To ensure prompt clearance.
 To develop transparent clearance system.
 To develop effective and efficient clearance system.
 To avoid redundancy, and inconsistency.
 To overcome problem of wastage of resources like pen, paper and human power.
1.7 Feasibility Analysis

Feasibility analysis enables the system to determine ether or not the project can be
developed, evaluates and identifies the newly developed system. Therefore, the feasibility
analysis of proposed system involves the following feasibility:
1.7.1 Operational Feasibility

The proposed system will solve the business and time problem for the organization .
Therefore the campus administration and other users providing effective processing system,
which satisfies their needs.
 The proposed system offers greater level of user-friendliness.

 The proposed system produces best results and gives high performance.

 The proposed system can be implemented easily.

 The proposed system can be solved the existing system problem and challenge.
1.7.2 Technical Feasibility

The system developers understand the scope, objectives including specific objectives
and limitations of the proposed system well and the users have technical capability/ability to
use this system. As a result they develop the system for Ambo University successfully within
proposed resources (budget, time, etc.). This also deals with the hardware as well as software
requirements. We have to find out whether the necessary technology and the proposed
equipment have the capacity to hold the data used in the project. The technical feasibility
issues usually raised during the stage of fact finding includes the following:-
 This software is running in windows and Linux operating system.

 The system can be expanded in any system platforms.
1.7.3 Economic Feasibility

When the team can be analyses the system by comparing the cost with the benefit (the
enterprise can get by using the proposed system), surely the benefit out weight the cost. The
cost of developing a full system, including software and hardware cost for the class of
application being considered should be evaluated. So, the benefit that obtain by using the
proposed system can be categorized as tangible and in tangible.
Tangible benefits are:
 Using less man power than the existing system.

 Increase speed of activities and competence.
 Reduce cost.
Intangible benefits are:
 Knowledge required by project developer.

 Facilitating information processing.
 Updating information.
 Increasing the competitiveness of the individual.
 Improved productivity.

 Improving the morale of our team.

 Facilitating information processing of our team
Therefore the team decided the proposed project is economically feasible.
1.7.4 Behavioural/Political Feasibility

Behavioural feasibility is the measure that how users use the system effectively. The
proposed system should be easy to operate, convenient in maintenance and effective in its
working. Thus behavioural feasibility is very important factor to be considered for effective
working of the system. Behavioural feasibility is dependent on human resources available for
the project and involves projecting whether the system will operate and be used when it is
functionally operate. The system is behaviourally feasible because of the following:-
 The proposed system is easy to operate.

 Retrieval of information is easy, accurate and fast.
Since developing this new system will be solve the clearance system problems, the users
will undoubtedly have positive attitude towards the system and the system is politically
feasible and free from any legal claims.
1.7.5 Schedule Feasibility

Schedule feasibility is concerned with analysing the expected completion date of the
project and the constraints that may bring change to this date. We have so many fixed
schedule to work together the project with all groups within each day and for the simplicity
and fast developing purpose.

Project Schedule
Dec 2014 Jan 2015 Feb 2015 Mar 2015 Apr 2015 May 2015 Jun 2015
ID Task Name Start Finish Duration
7/12 14/12 21/12 28/12 4/1 11/1 18/1 25/1 1/2 8/2 15/2 22/2 1/3 8/3 15/3 22/3 29/3 5/4 12/4 19/4 26/4 3/5 10/5 17/5 24/5 31/5 7/6 14/6 21/6
1 Project Proposal 02/12/2014 02/01/2015 4.8w
Requirement Analysis
2 02/01/2015 16/01/2015 2.2w
3 System Analysis and Design 19/01/2015 28/01/2015 1.6w
4 Implementation and Coding 10/02/2015 20/03/2015 5.8w
5 Tasting and Installation 01/04/2015 15/05/2015 6.6w
Documentation and Project

6 25/05/2015 15/06/2015 3.2w
Submission
Fig 1.2 Gantt chart.
1) Cost of the project

A. Hardware Requirements cost
No Materials Required Amount Price Per Unit Total Cost

1 Toshiba Computer 2 12000 24000
2 Pen 10 4 40
3 A4 Size Paper 1 Destin 110 110
4 Print 100 1 100
5 Flash Disk 1(8G) 120 120
6 CD-ROM 2 7 14
Total 24384
Table 1.2 Hardware Requirement Cost
B. Software Requirements Cost
No Materials Required Price Per Unit

1 Microsoft Word 2013 Free
2 Notepad++ Free
3 Microsoft Office Visio 2007 Free
4 SQL Server 120
5 Mozilla Firefox Free
Total 120

Table 1.3 Software Requirement Cost
2) Cost break down

A. One time cost: - are costs incurred at the time of developing our project.
B. Recurring costs:-are costs those incurred to maintain our project once developed.
1.8 Scope of the project

This project is limited only for Ambo University students. Currently the university
performs clearance system manually or paper based processing system. Generally the scope of
this project includes:-
 Our system used for AU students only.

 The System contains all the recorded information that can be handled by
the registrar and other offices.
 Registration for a membership.
 Administrator control the system.
 Users can view their profiles.
 The proposed system is accessed by English language.
1.9 Significance of the project

The project work will help in a good ways to ease the queuing system in the university
as the online clearance system will help students to achieve whatever they want without
coming to the various offices for clearance personally such as dormitory, bookstore, registrar,
sport, library and student service.
Online student clearance system allows the users to check their clearance status as
whether they are in any way obligated to the university, fill and submit their clearance form,
and obtain their clearance letter. There are many other advantage of student’s online clearance
system. Some of them are listed below:-
 It save a time.
 It is very convenient to use it right from the dormitories, office or anywhere in the
campus or in the world.
 Information processing is very fast and delays can be minimize.
 Help the University in reducing cost such as labour and stationary.

 Process clearance effectively and efficiently.

 Provides a reliable and transparent clearance processing system.
 It provide borderless access.
 It provide a reliable and transparent system devoid of person interest and inclination.
 The system removes the problems of stress, travelling to different office and queuing
up of students during processing of the clearance.
1.10 Target beneficiaries of the system

This project provides many benefits for:-
1. 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
anywhere and anytime when they need the clearance. It improves the tiredness of
student by avoiding to going to different offices to get the clearance system.
2. University: - in manual system there is loss of materials like time, paper, pen which is
cost and more manpower, the system reduces loss of costly materials and manpower.
3. Developers of the project: - it increase our knowledge and we get moral satisfaction
from the project we developed.
1.11 Methodology for the project

1.11.1 Data source
Is the way or mechanism in which we gather information to develop the system.
We have used the following methods: -
 By seeing the forms that the existing system uses how students clear and take out their
property from the campus.
 Interviewing the heads of the office and the clerk (asking open and closed question)
 Observing different files and reporting documents.
 Collecting information from different references, projects and web sites
 By discussing and analysing the problems with project team.
1.11.2 Fact Finding Techniques

Practical Observation: - we observed physically the current existing system which is done
by manually. We referred different forms and documents in the department, registrar and
some other offices.

Document Analysis: - For more information about the existing system we refer relevant
documents, others reading materials and some forms in different offices.
Interview: - To get the basic information and background information about the existing
system structure, we ask different question from different persons who provide clearance
system.
1.12 System Analysis and Design

In this project the team used Object Oriented System Analysis and Development
methodology (OOSAD). This has two phases.
Object Oriented Analysis (OOA):- During this phase the team used to model the functions
of the system (use case modelling), find and identify the business objects, organize the objects
and identify the relationship between them and finally model the behaviour of the object.
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 behaviours
that support the use case scenario, and finally update object model.
1.13 Development Tools

Software: - This project use the following system development tools for different activities.
Tools Activities
Notepad++ For editing code
CSS For attractive layout
PHP Back end (Server side coding)
HTML Client side coding
MYSQL Back end(data base)
Apache Server As server
Mozilla Firefox, IE, Google Chrome, Opera Browsers
Ms office word 2013 For Documentation
Ms office PowerPoint 2013 For Presentation
Ms office Visio 2007 To draw UML Diagram and for designs
Adobe Photo Shop CS5 To design back ground images
Table 1.4 Development Tools
Hardware
 Hard Disk

 CD-ROM 700MB
 Flash Disk 8GB
 Printer
1.14 Testing Procedures

We use the above listed software development tools to design or implement the
proposed system, because the tools are compatible to develop the proposed system. We will
also perform different testing for checking functionality of our proposed system.
1. Unit testing: - First we will test each unit at each system. So, if a problem is
encountered it will immediately maintain at which the problem is occurred.
2. 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 like operating system, and other components.
3. 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.
1.15 Implementation
The current student clearance processing system is still works. Since we cannot change
it directly or partially we choose to develop the proposed system parallel to the existing
system. We are going to change the manual clearance Processing system after the user is
familiar with the proposed system, until that the users and the university uses parallel with the
manual clearance processing system.
1.16 Limitation of the project

Defines what the proposed system is not going to perform or what is not including in the
proposed system. This project covers some of the aspects of computer software based online
clearance processing system using Ambo University as case study. However the following are
the constraints:-
Time constraints: - Due to time constrain the web page covers only clearance for various
departments by the students.

Financial constraints: - Due financial constraints people cannot afford this kind of process
online especially towards the cost of accessing the internet. Therefore, it would cost a lot to
develop a full web based clearance processing system. Generally the limitation of this project
includes: -
 This project done only for Ambo University students.

 The system couldn’t give service to academic staff and administrative staff i.e. limited
only for students.
 If the students lost/damage the university property, he/she couldn’t gain clearance,
until the students pay the cash personally to finance.
 The proposed system cannot accessed with their local language.
1.17 Risks and Contingencies

Some risks and contingencies that may happen during the development of the system are
includes absence of electrical power, absence of team members during working because of
different problems are happened.
1.18 Assumptions and Constraints

Assumptions: - The group members assume to finish the system according the given
time.
Constraint: - The major constraints of the system are internet and electric power.
Chapter Two: Description of the Existing System

2.1 Introduction of the Existing System
The current clearance processing system is the manual system that needs intensive
human labour, resource, consume time, less security. Here, the student to visit all the
clearance offices with a form for them to fill and get sign by the respected offices. Once these
forms are signed, it proves that the users have been cleared. This process takes some days to
be completed and possess a lot of stress to all the users and workers who provide clearance
system.
In the manual system, the clearance forms are documented in a file cabinet. Each time
the clearance form is needed, a search operation conducted on the file cabinets to locate a
particular user’s clearance form.

2.2 Players in the Existing System

The main players in the existing system includes the following: -
 Students: - Students will go to department to get the clearance form and fill the form
then go to different offices to get sign.
 Registrar: - They sign in the form and give the form to the students.
 Proctors: - They check the dorm materials like bed, window, door, and the door key if
all are not damage they sign in the students clearance form.
 Library: - They check either the borrowed books were returned or not.
 Sport Science: - This office check sport materials whether the student take from the
office or not.
 Student Service: - Any student debit are defined in this office.
 Book Store: - They check if the students have borrowed a book and return the book or
not, if they have not borrowed the students are cleared and they put sign in to the
clearance form.
 Departments: - Distribute clearance paper form for the students in respected
department.
 Security Guard: - They check the student properties are matched with their clearance
paper.
2.3 Major functions/activities in the existing system

2.3.1 Input Analysis
Input to the system is the form which is fulfilled by the proper users. These forms are
filled by student and submitted to the various offices for issuing of receipts.
2.3.2 Process Analysis

The form is filling by the students then collected and signed by the respected offices to
certify that the student has completed all the necessary things. Hence a certificate issued to
show that the student have completed all the clearance processing.
2.3.3 Output Analysis

The output from the system is the certificate or one form of clearance issued to the
student stating that the student fulfilled all university obligation and is now free to pass out
from the university.

2.4 Business Rules

 Can only access authorized user.
 Unauthorized user cannot access the system for the reason of system security.
 Users must be registered to access the system to be authorized user by filling the
necessary information in the registration form.
 Users must have username and password to login to the system.
2.5 Report generated in the existing system

The forms generated in the existing system are in the forms of form and files.
Forms: - Forms are the reports generated in the existing system that contains all information
filled by the university student.
Files: -Files are the collection of information about the students who involve in the clearance
processing system.
These all reports kept in the offices of the university to store information about the
university student.

2.6 Forms and Other Documents of the Existing System
Fig 2.1 Students Clearance form

2.7 Bottlenecks of the Existing System

Due to the manual means being used by the university, in keeping information about
student’s clearance, a lot of problems are encountered which includes: -
2.7.1 Performance (Response time)

 Wait in the queue while processing the clearance form.
 Unavailability of some key staff while processing the clearance form.
 Takes a lot of time to get back a particular clearance from the respected offices.
2.7.2 Input (Inaccurate/redundant/flexible) and Output

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 Controls

 Loose of vital documents as the filing system is manual.
 Damage of document due to fire or rain incident.
 Take a lot of time to retrieve a particular clearance form.
 Delay in processing clearance form.
 Illegal removal of forms by falsified staff leading to insecurity.
2.7.4 Efficiency
Due to the manual operation most of the activities are easy to wastage of resources like
stationary materials, manpower, time etc. to produce the corresponding outputs. This makes
the current system inefficient while utilizing resources.
2.8 Practices to the Preserved

Even if the existing system has a lot of problems, there are a number of activities that
need to be preserved. The system uses files and forms to define operations and to perform
business rules in the clearance system. Our team members preserve the following practices
form the existing system.
 System procedures.
 The rule and regulation of the university.
 Formalities of the users of the system, offices concerned staffs and students.

2.9 Proposed Solution for the new System that address problems of the
Existing System
The new system is designed to solve problems affecting the manual system in use. It is
design to be used online thereby relieving both the students and the offices workers from
much stress as experienced in the manual system.
This system will do the analysing 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:-
 Login system must be present and secured by password and logout after cover.
 Accuracy in the handling of data.
 Fast rate of operation and excellent response time.
 The system is flexible i.e. it can be accessed at any time.
 Easy way of back up or duplicating data in diskettes in case of data loss.
 Better storage and faster retrieval system.
 Accessibility from anywhere.
2.10 Requirements of the Proposed System

2.10.1 Functional requirements
Functional requirement defines a function of a system and its components. A function is
described as a set of inputs, behaviour, outputs, data manipulation and processing and other
specific functionality that define what the system is supposed to accomplish.
Performance requirements: - The system performance is one of the functional requirement

in which they regularly and producing quality output. It is all time ready to perform all the
functions, faster response time and use minimal space usage.
Process requirements: - The system performs the services for all inputs by functional
components of the system based on the given inputs.
Input related requirements: - After the system is implemented, to perform a process it

needs inputs like student username, student ID No and other information which are necessary
to in processing clearance are entered in clearing process.

Output related requirements: - The system takes in an input to perform or to process some
function in order to produce an output based on the given input.
Storage related requirements: - The system developed by using MySQL database server
which used to store all the students information like cleared students and the current available
students information to be cleared.
2.10.2 Non-functional requirements

Performance: -
 The system is very fast since it is automated.

 The software shall support use of multiple users at a time.
 It works very well with short response time, high throughput and high availability.
 Reduce costs and time waste by providing access to system in available place and time
where Internet connection is available
User Interface: - The developed system provides web application user interfaces that are
compatible browsers like Internet Explorer, Mozilla Firefox, Google chrome, etc.
Security and Access Permissions: - The system provides or contains user name and
password for each users based on their privilege. This performs the following activity: -
 Authenticated user with predefined access right will only enter to the information
related to database.
 Every users should use strong passwords especially admin.
 User must enter valid user name and password to login to system. Without this, access
to the system is denied.
 Data is encrypted for security.
 System allows only registered users to access clearance system and also allows the
users’ to view their own profile not the other users’ profile.
Backup and Recovery: - When team member standard to develop a system they must have
to put use a backup mechanism by using removable flash disks, or CDs.
Usability: - The system shall be very easy to learn, needs a basic computer knowledge to
use and have a help menu to guide the user.

Availability: - There is no delay in the availability of any information, whatever needed, can
be captured very quickly and easily. The server should be always on to be available.
Chapter Three: System Analysis

3.1 Introduction
This chapter deals with analysing the proposed system by using different UML analysis
modelling techniques such as use case diagrams, the use case descriptions (scenarios),
sequence diagrams, activity diagrams, analysis class diagram, and user interface prototype
After identifying the actors and use cases, the use cases are developed and textual
descriptions (scenarios) are stated. The Sequence diagram id depicted based on the use cases
which are developed for the proposed system. Activities will be represented by the activity
diagrams.
3.2 System Requirement Specification (SRS)

3.2.1 Use case diagram
Ambo University Student’s Online Clearance System
Delet Record
Register
<<include>>
Update Profile
Registrar Admin
<<include>>
Proctor
Sport Science
Student Service <<include>> Login
Library CreateAccount <<include>>
Book Store
<<include>>
<<include>> Request Student

Approve <<include>>
<<include>>
Search
Offices
View Profile
ReporteGenerate
Figure 3.1 Use case diagram
Actors Description
The actors that interact with the system are the Proctors; Registrar, student service, sport
science, bookstore, library, and students are users of the system. They are described here in
brief:-
Name: Proctor
Description: A Proctor is a person who is responsible for Approve, Update, delete, and search
the student’s information.
Name: Bookstore
Description: A Bookstore is a person who is responsible for Approve, Update, delete, and
search the student’s information.
Name: Sport science
Description: A Sport science is a person who is responsible for Approve, Update, delete, and
search the student’s information.
Name: Library
Description: A Library is a person who is responsible for Approve, Update, delete, and search
the student’s information.
Name: Student service
Description: A Student service is a person who is responsible for Approve, Update, delete,
and search the student’s information.
Name: Registrar Admin

Description: Registrar Admin is a person who is responsible for Approve and Generate
Report.
Name: Student
Description: Student is a person who is responsible for Update profile, Request, and view
their own information.
Key terms of Offices refers to
Proctor
Student service
Bookstore
Library
Sport science
From the above use case diagram.
3.2.2 Use case descriptions

1. Use case description for Create Account.
Use case name Create Account

Actor(s) Admin, Offices
Pre-condition The Actors is not create account.
Post-condition The Actors should be create account.
Description When the Actors enter user name and password, it stores the input
information in to the database.
Typical course of action: Actor Action System Response
UCID-01
Step1: This use case is initiated Step2: The system displays

when the actors clicks on the create the create account page.
account option Step4: The systems checks
Step3: The actor enter the required the information is correct or
information. not.
Alternative course of Step5: If the actor does not fill the required information then the
action: system display error message and return to step 2.
Table 3.1 Use case description for Create Account.

2. Use case description for login.
Use case name Login

Actor Student
Pre-condition The Actor is not login the system
Post-condition The Actor should be login in to the system
Description When the students enter id and password, it checks the inputs from
the database. If it is valid, it allows the user to access and if not it
display authorization message.
UCID-02

when the actors clicks on the login log in form
option Step4: The systems checks
Step3: The actor enter the id and authorization. If she/he is
password authorized system displays
the main page if not display
unauthorized message.
Alternative course of Step5: If the actor does not fill the id and password then the
action: system display error message and return to step 2.
Table 3.2 Use case description for Login.
3. Use case description for Registration.

UCID-03
Use case name Registration

Actors Students
Pre-condition The Actors not to register
Post-condition The users registers to the system
Description This use case allows users to register in to the system

Step1: The user wants to register in Step2: The system displays

to the system. registration page
Step3: The user enters the Step4: The system validates
necessary information in to the whether the information
form in registration page. submitted is correct or not.
Step5: The system register and
displays registration confirmation
page and leads to home page.
Step6: The use case ends
Alternative course of Step5: If the actor does not fill the id and password then the system
action: display error message and return to step 2.
Alternative course of If the input information invalid or empty

action Step4.1: The system indicates the user information invalid.
Step4.2: The use case continues Step2 of the basic course of action.
Table 3.3 Use case description for Registration.
4. Use case description for Delete.

Use case name Delete
Actor(s) Administrator, Offices
Pre-condition The Actors are not authorized and login in to the system
Post-condition The administrator delete the record from the database.
Description The use case allows the administrator to delete record of students
from database.

UCID-04
when the actor on delete option the delete form page.

Step3: The actors enter the id for Step4: The system verifies
delete data from the data base. whether the existence of the
data base.
Step5: The system displays
confirmation message.

Step4.2: The use case continues Step2 of the basic course of
action.
Table 3.4 Use case description for Delete.
5. Use case description for Update.
UCID-05
Use case name Update profile

Actor(s) Students Admin, and Offices
Pre-condition The Actors cannot be Update profile
Post-condition The Actors will have update their account information

Description This use case allows users to update the user account.
Step1: The actors can request to Step2: The system

update his/her information. The displays user account
system will display the current update page.
customer information to the users. Step4: The system
Step3: The user enters the necessary validates information is
information to update. correct or not.
Step5: The system
displays confirmation
page and save the update
information of user.

action Step4.1: The system indicates the Actors information invalid.
action.
Table 3.5 Use case description for Update.
6. Use case description for View Profile
Use case name View Profile
Actor(s) Students
Pre-condition The Actors not seen profile.
Post-condition The Actors has been viewed his/her profile.
Description This use case allows users request to view his/her profile.
Step2: The system displays view

UCID-06
Step1: The actors wants to option page.

View his/her profile. Step4: The system process
Step3: The actor selects the selection.
view profile option. Step5: The system displays the
actor profile.
Step6: The use case ends.

Step4.2: The use case continues Step2.
Table 3.6 Use case description for view profile
7. Use case description for Search.
UCID-07
Use case name Search

Actor(s) Administrator, and Offices
Pre-condition The actors cannot search.

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

Description This actors requests to search someone’s information.
Step2: The system displays user view

Step1: The actors wants option.
to search some record. Step4: The system process the
Step3: The user enters selection.
the information to Step5: The system displays the
search from database selected record.
option. Step6: The use case ends.

action.
Table 3.7 Use case description for Search
8. Use case description for Approve.

Use case name Approve
Actor(s) Offices and Admin
Pre-condition The actors cannot Approve.
Post-condition The actors should be approved the information.
Description The actor to be approve if they get request some information
from different corners.
Typical course of Actor Action System Response
action:
Step2: The system displays the
UCID-08
Step1: The actor wants to approve option.

submit. Step4: The system process the
Step3: The user selects the selections.
approve option. Step5: The system displays
confirmation message to the user.

Table 3.8 Use case description for Approve
9. Use case description for Generate Report.

Use case name Generate Report

Actor(s) Admin
Pre-condition The actor cannot be Generate Report.
Post-condition The Actors should be generate the report.
Description The actor wants to report how many students are clear from the
university.
action:
Step1: The actor wants to Step2: The system displays the
UCID-09
generate report. generate report option.

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

Table 3.9 Use case description for Generate Report.
10. Use case description for Request.

Use case name Request
Actor(s) Student
Pre-condition The actor cannot Request the information.
Post-condition The Actors will be Request.
Description The actor wants to request what they want.
action:
Step1: The actor wants to Step2: The system displays the
UCID-10
request. request option.

Step3: The user selects the Step4: The system process the
request option. selections action.
Step5: The system send
information’s to the other page.

Step4.2 The use case continues Step2 of the basic course of action.
Table 3.10 Use case description for Request.

3.2.3 Sequence Diagram

Sequence diagrams show the interaction between participating objects in a given use
case. They are helpful to identify the missing objects that are not identified in the analysis
object model.
1) Sequence Diagram for Create Account by Admin and Offices

Top Package::Top Package

Admin & Offices :Home Page :CreateAccount Page :CreateAccount Form :DB
wants to createaccount
<<Create>>
Enter the information
valid()
invalid()
re enter correct info
verify()
Display coniformation message
Fig 3.2 Sequence diagram for Create Account by Admin and Offices
2) Sequence diagram for Registration.

Top Package::Actor9
Student :User Home page :Reg Page :Reg Form :DB
Wants to Register
create reg page()
enter reqiered info

valid()
invalid()
enter correct info verify()
didplay reg conformation
Fig 3.3 Sequence diagram for registration

3) Sequence diagram for Login.
Admin :Home Page :Login page :Login Form :DB
want to login
create login page()
enter user name and password

valid()
invalid() verify()
re-enter user name and password
display user account
Fig 3.4 Sequence diagram for login.

4) Sequence diagram for Update.
Offices :home Page :Login Form :Update Page :Update Form :DB
wants to update
enter username & Pass

check()
invalid verify()
re-enter username & Password
Select Update()
enter update info
Display update info
Fig 3.5 Sequence diagram for Update

5) Sequence diagram for View.
Top Package::Actor1
Student :Home Page :LoginForm :View Page :View Form :DB
Wants to View profile

login page()
enter username & password

check()
invalid() verify()
re-enter username & pass
select view()
enter id
display view info

Fig 3.6 Sequence diagram for View
6) Sequence diagram for Search.
Offices :Home Page :Login Form :Search Page :Search Form :DB
Wants to Search
enter usern & pass

check()
invalid()
verify()
re-enter usern & pass
Select search()
enter id
search info
display info

Fig 3.7 Sequence diagram for Search
7) Sequence diagram for Delete.
Offices :Home Page :Login Form :Delete Page :DeleteForm :DB
wants to delete
enter username & pass

check()
invalid() verify()
select del()
enter id
display confirmation

Fig 3.8 Sequence diagram for Delete
8) Sequence diagram for Approve.

Offices :Home Page :Login Form :Approve Page :Approve Form :DB
wants to submit

check()
invalid()
re-enter usern & pass verify()
select approve()
enter required information
Fig 3.9 Sequence diagram for Approve
9) Sequence diagram for Generate Report.

Admin :Home Page :Login Form :Generate Page :Generate Form :DB
wants to generate

check()
invalid()
select generate() verify()
enter information
Fig 3.10 Sequence diagram for Generate Report
10) Sequence diagram for Request.

Top Package::Actor1
Student :Home Page :Login Form :Request Page :Request Form :DB
Wants to Request
Enter user name and check()

password
Invalid()
re-enter un & pw verify()
Select request
Enter request info
display confirmation message
Fig 3.11 Sequence diagram for Request.

3.2.4 Activity Diagram

Activity diagram used to emphasize the flow of control from activity to activity or to
model the flow of an object as it moves from state at different points in the flow of control.
1. Activity Diagram for Registration
Students
Registration Form
Fill information re-enter correct information
Selecte the "Registration" option
Incorrect
Is the info
System indicate wrong information
Correct?
correct
Fig 3.12 Activity diagram for Registration

2 Activity Diagram for Create Account
Admin, Offices
CreateAccount Form
Fill information re-enter correct information
Selecte the "Create" option
Incorrect
Is the info
System indicate wrong information
Correct?
correct
Fig 3.13 Activity diagram for Create Account.

3 Activity Diagram for Login.
Admin, Offices, Student
Login Form
re-enter correct
Fill username & password
Username & pass
Selecte the "Login" option
Incorrect
Is the info System indicate wrong
username & pass
Correct?
correct
display information
Fig 3.14 Activity diagram for Login

4 Activity Diagram for Delete
Admin, Offices
Delete Form
Fill the identifier ID re-enter correct ID
Selecte the "Delete" option
Incorrect
Is the info
System indicate wrong ID
Correct?
correct
Fig 3.15 Activity diagram for Delete

5 Activity Diagram for Update Profile
Admin, Offices, Student
Update Profile Form
Selecte the "Update" option
Incorrect
Is the info
Correct?
correct
display update profile info
Fig 3.16 Activity diagram for Update profile.

6 Activity Diagram for View Profile
Student
View Form
Fill required ID re-enter correct ID
Selecte the "View" option
Incorrect
Is the info
Correct?
correct
display View Profile

Fig 3.17 Activity diagram for View
7 Activity Diagram for Search

Admin, Offices
Search Form
Selecte the "Search" option
Is the Incorrect
info
Correct?
correct
display search info
Fig 3.18 Activity diagram for Search

8 Activity Diagram for Approve
Admin, Offices
Approve Form
Fill the information re-enter correct info
Selecte the "Approve" option
Is the Incorrect
info
System indicate wrong info
Correct?
correct

Fig 3.19 Activity diagram for Approve
9 Activity Diagram for generate report
Admin
Generate Report Form
View report file
Selecte the "Report" option
display report confirmation message
Fig 3.20 Activity diagram for Generate Report

10 Activity Diagram for Request.

Student
Request Form
Fill the information re-enter correct info
Selecte the "Request" option
Incorrect
Is the info
System indicate wrong info
Correct?
correct
Fig 3.21 Activity diagram for Request.

3.2.5 Analysis Level Class Diagram

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

-Stu IDNo : Char -IDNo : char
* take
-FName : string 1 give clearance
-FName : String
-MName : string -MName : string
-LName : string -LName : String
-Age : int -Age : int
-Gender : char -Gender : char
-Department : string -OfficeNo : int
-Faculity : string +Delete()
-ClassYear : int +Approve()
+Register() +Search()
+View Profile() +Update()
+Request() +GenerateReport()
*request 1 check
Offices
-UserIDNo : char
* approved *
-FName : string
-MName : string
-LName : string
-Age : int
-Gender : char
-OfficeName : int
-ContactAddress : int
+Delete()
+Search()
+Update()
+Approve()

Figure 3.22 Analysis level class diagram.
3.2.6 User Interface Prototyping

The Proposed system has several user interfaces to communicate easily with the User. Our
team attempt to illustrate this interface in general as follows:-
♠ The system user interface should be consistent with all other program.
♠ The caption and the test of user interface should be self-descriptive and clear to
understand.
♠ The user interface should be easy to understand.
♠ The user interface should be customized.
♠ The user interface should be accompanied with help files that describe the usage of
each user interface.
♠ The user interface should be designed in the way that they can be extended easily to
support localization.

Figure 3.23 user interface prototyping

Chapter Four: System Design Using Object-Oriented Paradigm

4.1 Introduction
This is the second phase of our project entitled Ambo University Online students clearance
System. In this phase we are going to verify brief aspect of phase one, and describe the phase
two parts; detail description of chapter four which focused on Object-Oriented design and
system containing class diagram, deployment diagram, state diagram, and relational
persistence modeling diagrams, and chapter five which focuses on System implementation. In
general, in this phase we will describe detail of our system design and implementation.
Review of phase one (I)

In the last phase, we have tried to describe the following: [1]
 Chapter one: Introduction
In this chapter we have discussed the background of the organization, statement of the
problem, and objectives of the problem, scope and limitations of the, and feasibility of the
project.
 Chapter two: description of the existing system.
In this chapter we have described about current system including its practices, players of the
system, business rules, alternative solutions to the existing system, functional and
nonfunctional requirements user interface hardware/software requirements, and security.
 Chapter three: system analysis
In this chapter we have discussed use case diagram and dynamic model which contain
sequence and activity diagrams of the system.
In phase two (II) of the Ambo University Online students clearance System, the following
points will be discussed.
 Chapter four: system design.
 Chapter five: System implementation.

4.2 Class type Architecture

4.2.1 User Interface Layer: - This layer is the in which users used to access your system.
There are two categories of interface class-user interface (UI) classes that provide people
access to external system to tour system.
4.2.2 Domain Layer :- This Layer implements the concepts relevant to your business domain
such as student focusing on the data aspects of the business objects, plus behaviours specific
to individual objects.
4.2.3 Process Layer: - This 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 without revealing details of the underlying storage technology.
4.2.5 System Layer: - System classes provide operating system specific functionality for your
application, isolating your software from the operating system (OS) by wrapping OS specific
feature, increasing the portability of your application.
User interfaces Layer
Process Layer
System
(infrastru
cture
Domain Layer/Business plate
forms)
Persistence Layer

Database
Figure 4-1 Class type architecture
4.3 Class Modelling

Class Modeling is design level that introduces changes to analysis class model based on
implementation technologies. It focuses on the solution domain instead of the problem
domain. It shows static nature of how the software is built.

Student Registrar Adminstrator

-Stu IDNo : Char -IDNo : char
* take
-FName : string 1 give clearance
-FName : String
-MName : string -MName : string
-LName : string -LName : String
-Age : int -Age : int
-Gender : char -Gender : char
-Department : string -OfficeNo : int
-Faculity : string +Delete()
-ClassYear : int +Approve()
+Register() +Search()
+View Profile() +Update()
+Request() +GenerateReport()
*request 1 check
Offices
-UserIDNo : char
* approved *
-FName : string
-MName : string
-LName : string
-Age : int
-Gender : char
-OfficeName : int
-ContactAddress : int
+Delete()
+Search()
+Update()
+Approve()
Figure Class modelling 4.2

4.4 State chart modelling

A state chart diagram shows the behaviour of classes in response to external stimuli. This
diagram models the dynamic flow of control from state to state within a system.
Password and UserName
Admin
Display’s Student
State1 State2
Fig 5.4 State chart Diagram of Actors login
4.5 Collaboration Modelling

A collaboration diagram describes interactions among objects of our system in terms of
sequenced messages. Collaboration diagrams represent a combination of information
taken from class, sequence, and use case diagrams describing both the static structure and
dynamic behaviour of a system.

4.6 Component Modelling

In this modelling the diagram describes the organization of the physical components in a
system.

Student Perisitence
Clearance Processing
System Security
/Application
Actors
Clearance DB
Administrator
Figure 4.5 Component modelling diagram
4.7 Deployment modelling

UML deployment diagram show physical view of system, taking software into real world by
showing how software gets assigned to hardware and how communicates. The deployment
diagram shows how the software components, processes, and objects are deployed into the
physical architecture of the system. It shows the configuration of the hardware units (e.g.
Computers, communication devices, etc.) and how the software components are distributed
across the units. [2]
Ambo University Online clearance System is server client structure architecture, where clients
access services offered by server. The deployment diagram is shown as follows.

Client Machine
:Chrome TCP/IP
Web Server Admin
:Opera :XAMPP
:Mozilla
:Torch
PHP
Central Data Base
:MYSQL
Figure 4.6 deployment modelling diagram

Description of the architecture of the system is described as follows.
Clients are responsible for:-
 Provide user interface to the user enabling to get services

 Receiving inputs from user
 Checking range of performance
 Initiating database transactions once all necessary data are collected.

Server responsible for:-

 Transaction performance
 Guaranteeing the integrity of data.
 Putting backup of the database
4.8 Persistence modelling

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.

4.9 User interface design

User interface design is the specification of the interaction between the system users and
a system. The process involves input mechanism design, output mechanism design, and
navigation mechanism.
 Navigation mechanism is part of user interface that takes the user form one part
of the system to the other user system. That includes menus or links, buttons, icons,
dialog boxes etc.
 Input design is about designing a form and its controls for GUI system.
 Output design is about designing reports like detailed, summarized, exceptional,

graph, chart, text document report and extra.
In our system the menus that are functioning on the home page are the following:

Figure 4-16: User interface design Home page

Figure 4-16: User interface design for Admin Login page

Figure 4-16: User interface design for Student Login page
CHAPTER FIVE IMPLMENTATION AND CODING

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.

5.2 coding
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.
5.2.2 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: -
1. Server:-used for hosting the system.
2. Printer:-for printing the documents like generated report, approval letters etc.
3. Cables: - For network connection purpose.
4. Computer: - for running the system which is hosted on the server.
For the implementation the system the following software are used:-
1. Microsoft Windows 8
2. Microsoft Visual studio 2010
3. Microsoft SQL Server 2008
4. Browsers


5.4User 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

Ambo University Students Clearance processing system is one of the activities which
are done manually. By considering the problems of the manual system the team
found solution which reduces the problems of the existing system. With the
contribution of each member of the team, advisor and co-advisor in developing the new
system from starting of data (requirement) analysis to the implementation, we reached to
the final result. During the developing this project, team face some challenges, but by
the cooperation’s of all team members reach to their goal and come with this new project.
Generally, based on the existing system problems the team will find a proposed solution
which solves some problems of the existing system. Like it decreases time
consumption, energy consumption, resource loses during processing the clearance system
in manual system.
6.2 Recommendations
Based on shortage of time and some other condition like resources we do not include
some features to our project. The team want to recommend those who what further to
work on our project to include the features like adding chat room which facilitates
communication between administrator and the different offices listed in this project
and student to ask the administrator why he/she can’t approved their clearance
request. The other features we recommend to be added to this project are clearance
processing for administrative students and other worker like cafeteria workers, and
library workers and all employees of the Ambo University.

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AMBO UNIVERSITY STUDENT’S ONLINE CLEARANCE SYSTEM

 Determining the owner(s) of the intellectual property.

No one is supposed to be granted access to classified information solely because of rank

DEPARTMENT OF COMPUTER SCIENCE 1

1.2 Background of the organization

Presently the University runs nine graduate and twenty-eight undergraduate

DEPARTMENT OF COMPUTER SCIENCE 2

1.3 Background of the project

1.4 Statement of the problem

DEPARTMENT OF COMPUTER SCIENCE 3

1.5 Team compositions

Fig 1.1 Team composition

DEPARTMENT OF COMPUTER SCIENCE 4

Work breakdown structure for the project

Ambo University Student’s Online Clearance System

DEPARTMENT OF COMPUTER SCIENCE 5

1.6 Objective of the project

1.6.2 Specific Object

 Able to register students.

1.7 Feasibility Analysis

1.7.1 Operational Feasibility

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

DEPARTMENT OF COMPUTER SCIENCE 6

 The proposed system can be implemented easily.

1.7.2 Technical Feasibility

 This software is running in windows and Linux operating system.

1.7.3 Economic Feasibility

Tangible benefits are:

 Using less man power than the existing system.

Intangible benefits are:

 Knowledge required by project developer.

DEPARTMENT OF COMPUTER SCIENCE 7

 Improving the morale of our team.

Therefore the team decided the proposed project is economically feasible.

1.7.4 Behavioural/Political Feasibility

 The proposed system is easy to operate.

1.7.5 Schedule Feasibility

DEPARTMENT OF COMPUTER SCIENCE 8

1 Project Proposal 02/12/2014 02/01/2015 4.8w

3 System Analysis and Design 19/01/2015 28/01/2015 1.6w

4 Implementation and Coding 10/02/2015 20/03/2015 5.8w

5 Tasting and Installation 01/04/2015 15/05/2015 6.6w

Documentation and Project

Fig 1.2 Gantt chart.

1) Cost of the project

No Materials Required Amount Price Per Unit Total Cost

Table 1.2 Hardware Requirement Cost

B. Software Requirements Cost

No Materials Required Price Per Unit

DEPARTMENT OF COMPUTER SCIENCE 9

Table 1.3 Software Requirement Cost

2) Cost break down

1.8 Scope of the project

 Our system used for AU students only.

1.9 Significance of the project

DEPARTMENT OF COMPUTER SCIENCE 10

 Process clearance effectively and efficiently.

1.10 Target beneficiaries of the system

1.11 Methodology for the project

1.11.2 Fact Finding Techniques

DEPARTMENT OF COMPUTER SCIENCE 11

1.12 System Analysis and Design

1.13 Development Tools