Graduates Credentials Verification System for Ambo University

Acknowledgment
First of all we would like to give a great thanks to the Almighty God who helped us to success
well. We take this opportunity to express our sincere thanks to our Advisor Mr.
Buruk&Mr.Yohanse for the best guidance and support through his suggestions and ideas
throughout our project and correcting various documents error of our project with attention and
care. In addition to this we would like to forward our special words of gratitude to our co-
Advisor DrGopal for his valuable and useful suggestion.
Finally, we would like extend special thanks to our parents for their unwavering confidence,
encouragement and emotional support which was instrumental to the successful completion of
our bachelor degree coursework and for our classmates for their great help and keeping us some
suggestions based on the projects and others.

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Abstract

Forgery has long crept into our educational system and counterfeit certificate(s) and document(s)
have upper hand in various certificate and degrees awarding institution. Invalid studentship has
become greater than valid studentship. The need for student verification system has become
necessary to check mate and expunge invalid studentship, invalid document and invalid
certificate yielding for the authenticity of certificate and documents. This project titled
“Graduates Credentials Verification System forAmboUniversity”. The proposed model is
concerned with verifying certificates (graduate, postgraduate) issued from AU and processing
several academic requests from the graduated students in the future. Graduates Credentials
Verification System for Ambo University provides a comfortable communication among AU
and outside organization(s) as nation’s source for accurate degree data. Moreover, it will be a
web based system where the users will be provided with comfortable interfaces to interact with
AU for their immediate requirements in a trustworthy manner from anywhere. The system will
have a great significance on the AU as well as Ministry of Education in the future. This is an
attempt from Ethiopians for the Ethiopians to obliterate the counterfeit from the educational
system.

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Table of Contents Page

Chapter One .................................................................................................................................................. 1
1.1 Introduction ............................................................................................................................ 1
1.2 Background Information of the Organization ................................................................................... 2
1.3 Background of the Project....................................................................................................... 3
1.4 Statement of the Problem ........................................................................................................ 4
1.5 Team Composition .................................................................................................................. 5
1.6 Objective of the Project........................................................................................................... 6
1.6.1 General Objective ................................................................................................................. 6
1.6.2 Specific Objective.................................................................................................................. 6
1.7 Feasibility................................................................................................................................ 7
1.7.1 Operational Feasibility ......................................................................................................... 7
1.7.2 Technical Feasibility ............................................................................................................. 7
1.7.4 Behavioral/Political Feasibility ............................................................................................ 8
1.7.5 Schedule Feasibility .............................................................................................................. 8
1.8 Scope of the Project ................................................................................................................ 9
1.9 Significance of the Project ................................................................................................................ 9
1.10 Target Beneficiaries of the System ....................................................................................... 10
1.11 Methodology for the Project ................................................................................................. 10
1.11.1 Data Sources ....................................................................................................................... 10
1.11.2 Fact Finding Techniques .................................................................................................... 10
1.11.2.1 Interview ................................................................................................................................. 11
1.11.2.2 Direct Observation .................................................................................................................. 11
1.12 Analysis and Design Approach ............................................................................................. 11
1.13 Development Tools ......................................................................................................................... 12
1.14 Testing Procedure ................................................................................................................. 12
1.14.1 Unit or class testing ............................................................................................................. 12
1.14.2 System testing ..................................................................................................................... 13

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1.14.3 Acceptance Testing ............................................................................................................. 13

1.15 Implementation of the Project ....................................................................................................... 13
1.16 Limitation of the Project ....................................................................................................... 13
1.17 Risks and Contingency.......................................................................................................... 14
1.17.1 Risk .............................................................................................................................................. 14
1.17.2 Contingency................................................................................................................................. 14
1.18 Assumptions and constraints .......................................................................................................... 15
1.18.1 Assumptions ................................................................................................................................ 15
1.18.2 Constraints .................................................................................................................................. 15
Chapter Two................................................................................................................................................ 16
2.1 Introduction of the Existing System................................................................................................ 16
2.2 Players in the Existing System .............................................................................................. 17
2.3 Functions/Activities in the Existing System .................................................................................... 18
2.3.1 Certificate(s) Verification ............................................................................................................ 18
2.3.2 Academic Credential Verification Request Service...................................................................... 19
2.4 Business Rules in the existing system................................................................................... 19
2.4.1 Verification/Validation Business Rules ............................................................................... 19
2.4.2 Academic Credential Verification Request Service Business Rules............................................ 20
2.4.3 Dead File Management Business Rules .............................................................................. 20
2.5 Report Generated in the Existing System ............................................................................. 20
2.6 Form and Other Documents of the Existing System ............................................................. 21
2.7 Bottlenecks of the Existing System ...................................................................................... 21
2.7.1 Performance: .............................................................................................................................. 21
2.7.2 Information: ................................................................................................................................ 21
2.7.3 Control (and Security):- .............................................................................................................. 22
2.7.4 Efficiency: ................................................................................................................................... 23
2.7.5 Service: ....................................................................................................................................... 23
2.8 Practices to Be Preserved ...................................................................................................... 23
2.9 The Proposed System ............................................................................................................ 24
2.9.1 Overview ............................................................................................................................. 24
2.10 Requirements of the Proposed System.................................................................................. 24

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2.10.1 Functional Requirements .................................................................................................... 24

2.10.2 Non-Functional Requirements ............................................................................................ 25
2.10.2.1 Accessibility: ........................................................................................................................... 25
2.10.2.2 Performance ............................................................................................................................ 25
2.10.2.3 Security and Access permissions............................................................................................. 25
2.10.2.4 Deployment: ............................................................................................................................ 26
2.10.2.5 Documentation:....................................................................................................................... 26
2.10.2.6 Extensibility: ........................................................................................................................... 26
2.10.2.7 Backup: ................................................................................................................................... 26
2.10.2.8 User interface: ........................................................................................................................ 26
2.10.2.9 Communication Interface: ...................................................................................................... 26
Chapter Three.............................................................................................................................................. 27
3.1 Introduction of System Analysis ..................................................................................................... 27
3.2 System Requirement Specifications (SRS) ........................................................................... 28
3.2.1 Use Case Diagram............................................................................................................... 28
3.2.2 Use Case Documentation ............................................................................................................ 29
3.2.3 Sequence Diagram ...................................................................................................................... 36
3.2.4 Analysis level class diagram ........................................................................................................ 50
3.2.5 User Interface Prototyping ......................................................................................................... 51
Abbreviations .................................................................................................................................... 52
Reference .................................................................................................................................................... 53

List of Figure

Figure 1 Use Case ....................................................................................................................................... 28

Figure 2 Sequence Diagram for Login ........................................................................................................ 36
Figure 3 Sequence Diagram for Requesting Academic Service. ................................................................ 37
Figure 4 Sequence Diagram for Accept Payment for Service. .................................................................. 38
Figure 5 Sequence Diagram for Approving Services (for credentials from graduates). ............................. 39
Figure 6 Sequence Diagram for Verify Certificates. .................................................................................. 40
Figure 7 Sequence Diagram for Searching Graduates Information from the Database. ............................. 41
Figure 8 Sequence Diagram for create account. ......................................................................................... 42
Figure 9 Activity Diagram for Login. ........................................................................................................ 43
Figure 10 Activity Diagram for certificate verification request.................................................................. 44
Figure 11 Activity diagram for accept payment. ........................................................................................ 45

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Figure 12 Activity diagram for Approve service by the registrar director................................................. 46

Figure 13 Activity diagram for Verify. ....................................................................................................... 47
Figure 14 Activity diagram for search/update /delete/Insert (Manage Graduate information). ................. 48
Figure 15 Activity diagram for create/manage Account. ............................................................................ 49
Figure 16 Analysis Level Class Diagram. ................................................................................................. 50
List of Table

Table 1 Team Compositions ......................................................................................................................... 5

Table 2 Economic Feasibility. ...................................................................................................................... 7
Table 3 Schedule Feasibility. ........................................................................................................................ 8
Table 4 Target Beneficiaries of the System. ............................................................................................... 10
Table 5 Development Tools. ....................................................................................................................... 12
Table 6 Use Case Documentation. .............................................................................................................. 29
Table 7 Use Case Documentation for Login. ............................................................................................. 30
Table 8 Use Case Documentation for Verify Certificates. ......................................................................... 31
Table 9 Use Case Documentation for Insert/Update/ Search/Delete Graduates Information. ................... 32
Table 10 Use Case Documentation for Accept Payment. ........................................................................... 33
Table 11 Use Case Documentation for Approve Verification Service Request. ....................................... 34
Table 12 Use Case Documentation for Create/Manage Account. ............................................................. 35

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Chapter One
Introduction of whole project process

1.1 Introduction
A verification system as in this project is an application program used to verify that
someone or something rightly and legally belongs to a collection or an organization. There are
different verification system, especially address verification system and card verification system
to mention but a few. Credentials verification system is used to know whether or not the
certificate provided is legal and rightly issued for the student. In this context, it is also used to
verify that a student belongs to an institution and to confirm that he or she is properly registered
in a particular department running any of the institutions program and checking whether the
student Credentials is correct even if their name is registeredand certificate is given for them.
This Credentials verification system, is an electronic and computerized means of verifying
someone’s claim of studentship or validating degree certificate by an institution using an output
clearly showing the truth or false of his or her claim.

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1.2 Background Information of the Organization

Ambo University is one of the oldest and famous Universities in Ethiopian higher
Educational institution. It was established in 1939 as a junior high school offering diploma
programs to mid-level professionals who could help in technology transfer for farmers. The
university since its establishment had passed through several levels of development. In the
course of these developmental processes have been given course; The courses provided at
that time were Animal Science, Crop Production, Agricultural Engineering, Mathematics,
and English in the diploma level, this expresses the collage have passed more than sixtyyear,
and it changes in to the university in 2000 EC; this university have developed gradually and
now it has 9 faculties and above 35 departments ;from this the university have many students
to graduate in each academic year: even the resent time there is increment graduated
credentials, least more than 2300 students graduated in each academic year this condition
may have impact of the faulty credentials in the university.[1]

1.2.1 Vision of the Organization

Ambo University envisions becoming a renowned University of choice in eastern Africa or

becoming one of the most popular University in the country excelling in academics, research and
community service giving its most attention to quality education.[1]

1.2.2 Mission of the Organization

Ambo University is dedicated to serve the Ethiopian society and the world in discovery,
development and application of knowledge in wide range of disciplines. The university is
committed to maintain and ensure the provision of quality, cost effective, timely and need- based
education at undergraduate and graduate levels; engage in research and knowledge transfer;
conduct short term trainings and consultancy; and offer community services in a professional and
innovative manner so as to address the need of stakeholders.[1]

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1.3 Background of the Project

Over the past decades, students identification and verification has been a major problem in
large institutions as documents, certificate and studentship can be forged at a great rate and easy
way, using the computer negatively. Forgers fail to know that in this fast moving world, the
computer has equally served as an aid to decision making, verification and authentication. This is
because of computers efficiency in terms of speed, accuracy, reliability, cost and security among
others. In recent years, awareness has existed and created in people as it concerned the use of
computer in verifying, authenticating and security activities either through web-based (internet)
or window-based. The value of every degree is the reputation of the institution and the students
produced, hence, the greatest obstacle to any academic institution which is dishonesty and
forgery has to be checked with verification and authentication systems and processes.
Certificate verification is mandatory for most of the reputed companies or organizations in
order to reduce the risks related to it. Most of the universities as well as educational providers
comes up with computerized verification systems and also support electronic verifications. But
Ambo University still now has no such verification system that can help essential for the
graduated students when they are hiring or hired in any organization. Also enrollment
verification is designed to fulfill the verification requirements of companies that offer products
or services requiring proof of a student's enrollment status. For accessing several academic
documents graduated students spends much time and cost and loose several good career
opportunities in their life.

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1.4 Statement of the Problem

At present Ambo University is not having any computerized system to deal with degree
verification for bachelors as well as post graduate degree holders from here. Only thing is the
employer or whoever concerned needs to contact the office of registrar or academic record office
for such purposes can contact the registrar and then get the student Credentials. This is one of the
great impacts on Ambo University and also the country.
 Difficulty of searching the graduated students file.
 Time consuming and costive.
 Vulnerable to different factors.
 Lack of security in existing system.
 Tedious and less speed.
 Illegalmodification of credentials.
 Fault certificate made by Ambo University name.
 Increased illegal employee in the country.
 Declined legal credentials value.
 Embarrassment and negative impact to the organization's reputation.
 Increases the faulty certificate.

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1.5 Team Composition

In our team every task must be done by every person of the group, so the group participates on
every stage of planning, analysis, and design of this project by sharing ideas. Since entire
member of the team exist at the same level (or responsibility) to do the project, for reviewing
each other work, to reduce time consumption, to make the member fully knowledgeable & to
increase the project quality, our group organization is based on Decentralized control Team
organization.[5]

Project Graduates Credentials Verification System for Ambo University

Title (GCVS AU)
Prepared S.No. Name ID. No. Email/Mobile Responsibility
By
1 Selamiwt R/3539/04 Selamalex32@gmail.com Assistant Project
Alemayehu Leader
2 Tedesse R /3563/04 tedessedamte@gmail.com System Tester
Damte
3 Wegayehu R /3587/04 0923728999 Project Designer
Negash
4 Wubit R/3594/04 0916430243 System Analyst &
Delil Programmer
5 Yeshiwork R /3603/04 0926354031 System Tester
Tessma
6 Selamawit R/3543/04 0938120030 System Tester
Zewudu
7 Yibeltal R/3605/04 Yibeltalagidew2004@gmail.com System Analyst
Agidew
8 Zigale R/3624/04 ZigaleAyalewz@gmail.com Project Leader&
Ayalew Programmer
9 Tesfaye R/3573/04 Tesfayefenta10@gmail.com System Designer
Fenta & Analyst
10 YusufAliye R/3613/04 Yusufaliyi10@gmail.com Programmer
Date
Advisor Mr.Buruk
Co- Dr.n.Gopal
Advisor

Table 1 Team Compositions

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The technical team of this project comprises 10 computer science B.Sc. undergraduate students
with experience of doing different mini projects. The ultimate objective of the team members is
to develop a reliable and proficient verification and service system for graduated students.

1.6 Objective of the Project

1.6.1 General Objective
The general objective of this project is to design, develop and to test ‘GCVSAU” that provides
instant online verifications of university degrees and post graduates certificates, immediate,
secure and affordable online credentials verifications, various timely and well informed service
for different verification requests from organizations and management of the graduate student’s
information are centralized .

1.6.2 Specific Objective

To achieve the above mentioned general objective, the project addressed the following specific
objectives. The system provides the following:
 Prepare user friendly website where specific action for registrar, administrator and external
users such as organizations are defined.
 Store and manage graduated student’s information.
 Give proper administration features like:
o User management and authentication.
 Having downloaded or send features in order to download or mail the verified information
of the candidate or degree and post graduated professional certificate(s) or mark sheet etc.
 Online application for various service required by the organization.
 Design and implement a database for proper implementation of the system.
 Add new graduated students to the data base.
 Search graduated students file.

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1.7 Feasibility
1.7.1 Operational Feasibility
The system can be used effectively after it has been developed. Users will not have any difficulty
with the new system, producing the expected benefits. System will be developed based on the
policies of the university plus the new business rules.

1.7.2 Technical Feasibility

The system can be technically feasible because the technical resources need to develop, install
and to operate is available in the present infrastructure. It doesn’t require any technical expertise
and can be integrated with the existing system.

1.7.3 Economic Feasibility

The purpose of assessing economic feasibility is to identify the financial benefit and cost association
with the development project, economic feasibility is referred to us cost benefit analysis.

Items Quantity Unit price(birr) Total price(birr)

Computer Two for development 10000 20000
and deployment
purpose
Printers 1 7000 7000
Ms visual studio 1 20 20
Visio 1 20 20
Ms office 1 20 20
Star UML 1 20 20
Total 27080

Table 2 Economic Feasibility.

So, cost=27080 birr, since the benefits are larger than the cost that spend to do the
project, our team is conclude that this project is economically feasible.

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1.7.4 Behavioral/Political Feasibility

The system provides online verification and manages service related to graduated students,
which is more convenient to use for graduated students and registrar workers in AU. This will
provide a good communication among the outside organization and AU. Thesystem“AUGCVS”
will be a significant contribution to the development endeavors of our country and supports the
rule and regulation of the government hence it’s politically feasible.

1.7.5 Schedule Feasibility

The system can be implemented in an acceptable timeframe given below. Project manager is also
responsible for monitoring & controlling the project development based on the schedule shown
below. Or may another optional condition regarding the department allow.[4]

Gantt Chart Project Schedule

st nd
S.No Phases 1 2 3rd 4th 5th 6th
quarter quarter quarter quarter quarter quarter
Dec-

01th May-
04th Dec

14th May
30 April
16 Dec

Dec-
16 Jan

Jan-

June
rd

th

th
05th

17th

30th

1 Project Proposal
2 Requirement
Analysis
3 Design
4 Implementation
5 Installation &
Testing
6 Project Closure

Table 3 Schedule Feasibility.

Key:
- use to show start date

-use to show end date

-the working time

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1.8 Scope of the Project

The scope of this project focus on online Graduated credentials verification system for AU and
authentication of documents only for bachelor’s degree and post graduate degree. Thus graduates
were must be graduated from AU and also the system is available only for AU.

1.9 Significance of the Project

The benefits of the project are listed below:

 Cost and time reduction.

 Minimize faulty certificate.
 Avoid modification made by students on their credentials.
 Increased the speed of access.
 Reduction in material usage.
 Faster credentials verifications.
 Increasedaccuracy and availability.
 Increased quality of educationthroughout the country.
 Minimize corruption.
 Greater convenience.
 Allows Accessing database easily.
 Improved fraud detection.
 To make timely and well-informed hiring, promotion and compensation decisions in an
organization.
 Avoiding data loss because of improper data storage.
 Reduce manpower etc.

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1.10 Target Beneficiaries of the System

There are different bodies that can be benefited from our system or in this system.

Target groups Benefits

Organizations or Companies Verified and Validated information about the candidates
or employees.
Ambo university Control the risk associated with forgery in credentials.
Promotion of the university’s good name.
Reduce the registrar office or academic record office
work load.
AUGraduates Minimize time and cost and get several good career
opportunities in their life.

Government Reduce corruption andillegal parties.

Minister of Education Reduce faulty credentials in the country

Parents Cost saving

Table 4 Target Beneficiaries of the System.

1.11 Methodology for the Project

1.11.1 Data Sources
Data collection is one of the important tasks in determining and analyzing the existing system.
The data that we need to develop the new system are obtained from systemusers, forms and
documents in the Ambo University main registrar.

1.11.2 Fact Finding Techniques

To gather data from the different users and manager of the existing system our team used
following techniques.

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1.11.2.1 Interview
Different users of the existing system along with manager were involved to have an
understanding about how the system works, what are its different features, factors, and any
disadvantage as well as advantages so we obtain detail information from them etc.

1.11.2.2 Direct Observation

We observed various online verification systems and academic request service providers on the
internet. We will have also observed the existing academic credentials request system to know
how the process is going and to understand the management features it provides.

1.12 Analysis and Design Approach

Among the different methodologies available we are using object oriented methodology for
the analysis and design of our system. Object oriented methodology enables us to represent
complex relations among different objects and represent data and process with consistent
notation throughout the system. Important features such as Inheritance, Polymorphism, Data
Hiding, Encapsulation etc.... suits the design very well. This greatly improves the communication
among customers, analyzers, designers and programmers. It increases consistency among
analyzer, designer, implementation and testing. It also allows the reusability of the code which
will help to enhance the project in the future. [2]

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1.13 Development Tools

We are using various hardware and software in order to develop our system. Some of these are:
Activities Tools/Programs
Platform MS windows
Database Server MS SQLServer 2008
Web Server Apache (IIS)
Server side Scripting Php
Client Side Coding HTML/DHTML
Client Side Scripting JavaScript
Coding Language Php
Browsers IE ,Mozilla Firefox, Google Chrome
Documentation MS Word
User Training MS PowerPoint
Modeling and Scheduling Edraw and Star Uml

Table 5 Development Tools.

1.14 Testing Procedure

The Credentials Verification and service Management system will be tested using the following
system testing procedures.

1.14.1 Unit or class testing

The team tests at each development step. So, when a problem is encountered we immediately fix
it. It includes:-

 Black-box testing - Our project can be viewed solely in terms of its input, output and
transfer characteristics without any knowledge of its internal workings. We used this
testing technique for the following reasons
o More effective on larger units of code.
o Tester needs no knowledge of implementation, including specific
programming languages.
o Tester and programmer are independent of each other
o Tests are done from a user's point of view.
o Will help to expose any ambiguities or inconsistencies in the
specifications.

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 White-box Testing- We use this type of testing technique by observing the internal
structures of our program. We use this testing technique for the following reasons:
o It is easy to find out which type of input or data can help in testing the
application effectively.
o To optimize the code.
o It helps in removing the extra lines of code, which can bring in hidden
defects.
o Early detection of errors during software development.

1.14.2 System testing

The team or our team performs to ensure that by putting the software in different environments
(e.g., Operating Systems) it still works. System testing is done with full system implementation
and environment.

1.14.3 Acceptance Testing

This testing is done by the customer to ensure that the delivered product meets the requirements
and works as the customer expected. It includes:-

-Alpha- Conducted by users to ensure they accept the system.

-Beta- Users use real data, not test data.

1.15 Implementation of the Project

This project implemented partially with the existing system. Because of some cases such
as power and internet connections may not available so the existing system can be used.

1.16 Limitation of the Project

 Non-graduating students or any person are not entered to the system.
 Payment modes for academic credentials verifications requests are only message transfer.
Internet banking is not made available in our country.
 It may vulnerable to threats.
 If there is no power and internet connection the system is not available.
 The system available for only Ambo University.

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1.17 Risks and Contingency

During the development of the project there may be different problems that expected.

1.17.1 Risk
 Virus attacks the file used for development.
 If a team member leave the project or faces an issues.
 If miss installation or configuration with the development tools occur.
 If connection or internet is fail in this campus.
 If there may not some development tools.
 The tool cost may increase during development.

1.17.2 Contingency
 Data loss happens, so the team uses different back up techniques through our
daily activity in the project.
 The project is not completed on schedule so the other group members cover
those parts.
 The development tools not working so Re-configure the setup.
 There is no means of searching and obtaining information from the internet so
our team Use optionally out of the campuses. Example main campuses and
private broadcast.
 Impossible to continue without development tools so we may buy tools depend
on condition necessity.
 It is difficult for our team but Buy tools atimmediate in the development time.

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1.18 Assumptions and constraints

During the development of the project there may be different Assumptions that expect
based on our schedule.

1.18.1 Assumptions
 We will finish this project with the given schedule.
 We use the development tools in the table 5 above.
 The internet is available in the campuses at all days.
 The adviser and co –advisers have great role in this project success.
 We will meet at all project activity days.
 We will think all the developing tools are available.
 We will think the developing tools not increment cost.
 We will suggest we configure full setup (server).

1.18.2 Constraints
Constraints are the limiting factor of the project that pools back to the activity of the
project. So during the development of the project there may be different constraints.
 There may be holy days and vacations to miss the project activity days.
 The developing tools may not exist or live out.
 The internet may not available in the campus.
 The adviser and co-adviser may be have limited time in order to advise the team.
 The group member may be health problem (sickness).
 The developing tools may increase cost or cost variation.
 There may miss-configure the server setups.

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Chapter Two
Description of the Existing System & The Proposed System

2.1 Introduction of the Existing System

Now a day’s educational credential or certificate needs a verification or validation system.

But most of the organizations or companies depend on the manual system provided by the
educational institutions or Universities in order to verify their employee’s credentials. In Ambo
University also there is no computerized verification or validation system that helps to verify the
credentials of their graduates. Any organization that need to hire AU graduates they verify it
manually by checking the university logo, stamps in the credentials of AU and by sending postal
for an approval letter from AU or simply ignore verifications. Also AU gives academic
credential verification request service for the candidates manually that means the user must come
and request to the registrar by using academic request form which is a time taking process. It also
has to depend on the concerned officer’s time and availability. Students are offered concessions
in different offices throughout the country. With things going online and education and careers
depending a great deal on it, we will have to rise up to the changing times.

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2.2 Players in the Existing System

 Registrar Office Director: Responsible for managing and coordination of the
credentials.
 Dead File Manager: Responsible for managing the complete integrated detail
credentials of graduates from AU.
 Graduates of the University: Responsible for asking the request depending on the
companies need for validation of its credentials.
 Private or Public Organizations or Companies: who employ’s our graduates is
responsible for sending message for credentials verification through postal or the
graduate’s student itself.

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2.3 Functions/Activities in the Existing System

2.3.1 Certificate(s) Verification

Input: Degree certificate/Provisional certificate.

Process:

From Graduates

 The Organization/Companies give a form application to the candidate who submit the
application form to the registrar and collect all information according to the given form
from the registrar. But this is only for scholarships.

From Organization/Companies

 Some Organization/Companies ask the concerned educational institutions by their postal.

 Organization/companies may /may not check the authenticity based on the university
logo, university stamp, stamp of the verified authority (for example that of
Registrar/University President in case of Original)etc, manually.

Output:

 If the given credentials don’t meet any forgery at first sight they may be considered
for the further processing of his post.
 If any first sight fault is noted they may contact the university directly or they may
ask the candidate for getting verification letters from the university.
 Finally if any fault exists it is caught as a clear fraud, then criminal action will be
taken.

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2.3.2 Academic Credential Verification Request Service

Input: Academic request form [In need of Student/Official copy of the mark sheets, Original
Degree certificate, Other Credentials]

Process:
 The candidate fills the academic request form given by the registrar office and submits to
the registrar.
 The registrar office director accepts the filled form and gives back to the candidate for
further processing.
 The candidate goes to the finance office and pays the required fee for the document.
 After the payment the candidate has to go to the dead file office and submits their request
form along with payment receipt.
 The official in charge has to record the application along with the receipt and search for
the concerned file/document and give to the registrar.
 Registrar copies the original document, authenticates it as equivalent to the original and
send by postal/give to the candidate as per the status of the document.
 Returns the original for safe custody again to dead file office.
Output: Deliver the concerned service in the form of the graduates requested document(s).

2.4 Business Rules in the existing system

We are classified the business rules in to four categories as follows.

2.4.1 Verification/Validation Business Rules

The credentials issued by AU should have University Logo, Legal stamp and concerned
issuing and authenticating authority’s signature with their designation seal, date and year
of issuing the credential.
The credential(s) should be free from any sort of writings/markings
Organizations with accurate reasons can approach university for validating the
certificates.
Organizations can request for verification of the certificates providing the inputs as
candidate’s ID number, name and year of graduation.
The university processes the request and sends the required information to the
organization.

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2.4.2 Academic Credential Verification Request Service Business Rules

The user or candidate should fill the request form and submit to the registrar.
Registrar Office Directorate signs and asks for further processing.
The user should pay the required fee for the finance office of AU.
The user submits the payment recite and the filled form to dead file office.
The dead file owner later submits the credential to the registrar.
The registrar sends/give the document to the user or to the organization.
Official copies are not handed over to the graduates. It’s only meant for organization.

2.4.3 Dead File Management Business Rules

Arrange documents based on facility, department and graduating year.
Documents are searched from the data store as per the order of registrar office
directorate.
Documents are handed over to only registrar office.
Records the applications as well as payment receipts

2.5 Report Generated in the Existing System

The existing system is a manual and it uses manual method where a request usually comes via
a letter or memo to the concerned institution to verify post graduates certificate or the degree
certificate.

 Report generated through Authentication/Verification of Student Temporary

Certificate/Original Degree Certificate.

 Annual income to the university.

The annual income payed for the credential verification is reported by finance.

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2.6 Form and Other Documents of the Existing System

In the Existing System there is the following form
Form 1: Graduate’s Temporary Degree Certificate
This form contains university logo, stamps, graduates full name, department, date and
year, CGPA etc.

Form 2: Application form for requesting academic credentials by the graduates.

Contains various services may asked by students.

Form 3: Original degree certificate

This form contains university logo, stamps, graduates full name, department, date and
year, signature of the register and president of the universityetc.
Form 4: Student copy/ Official copy of Mark Sheet of Graduate Students
This form contains university stamps, graduates full name, department, date and year,
courses and grade report and CGPA in each semester etc.
In the Existing System there are the following Documents:
 Student copy.
 Official copy.
 Temporary copy.
 Original copy.
 And other documents.

2.7 Bottlenecks of the Existing System

The PIECES framework developed by James whether be is used here as a means to classify
problems. PIECES stand for Performance, Information, Economics, Control, Efficiency and
Service.[5]

2.7.1 Performance: The universities take weeks and months for manual verification of
certificates mark sheets and any sort of other service requests. The manual system
is at snail’s speed.

2.7.2 Information:
 Inputs:-

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o Data is not captured in time to be useful.

o Data is not accurately captured – contains errors.
o Data is captured redundantly – same data is captured more than once.
 Outputs:-
o Sometimes lack necessary and relevant information.
o Sometimes Information is not in a useful format.
o Information is not timely to its subsequent use.
 Stored Data:-
o Data is stored redundantly in multiple files.
o Stored data is not accurate.
o Data is not secure from accident or damage.
o Data is not well organized.
o Data is not flexible – not easy to meet new information needs from stored data.
o Data is not accessible easily.
2.7.3 Economics:
 Costs:-
o Stationary cost is increasing.
 Profits:-
o Not much profit, even though application fee is collected.

2.7.3 Control (and Security):-

 Too little security or control
o Input data is not adequately edited.
o Crimes (e.g. fraud, embezzlement) can be committed against the data
o Ethics are breached on data or information – refers to data or information getting
to unauthorized people.
o Redundantly stored data is inconsistent in different files.
o Data privacy regulations or guidelines can be violated.
o Processing errors are occurring by people.
o Decision- making errors are occurring.

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2.7.4 Efficiency:
- Waste of time
o Data is redundantly input or copied.
o Data is redundantly processed.
o Information is redundantly generated.
o Unavailability of staff’s on time.

 Waste of materials and suppliers

o Effort required for tasks is excessive.
o Materials required for tasks are excessive.

2.7.5 Service:
 The existing system is not easy to use.
 The existing system is uncomfortable to use.
 The system is not easy to coordinate.

2.8Practices to Be Preserved
 The offices and the officials involved in the verification process will be preserved except
the dead file office. Instead the new system needs an administrator who takes also the
responsibility of dead file office manager, but in an easy way.
 The main business rules will be preserved as it is. But business rulesre-engineeringcan be
suggested to improve the economic benefit of AU.

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2.9The Proposed System

2.9.1 Overview
In comparison with the manual system, the proposed credentials verification system is a
computerized system that simplifies the activities of the manual system with better integration
and updates of the manual systems activities. Three basic stages are involved in analyzing and
delivering a good educational credentials verification/validation system (and any other system),
namely:-

 A thorough analysis of the system. A problem understood is half solved.

 Development of an effective computerized educational credentials verification
system; to meet requirement in an effective and efficient way.
 Developing, installation, testing of system components, training, management,
programming, monitoring and delivering the system-credentials
verification/validation system; into production yields to successful construction
and implementation of the system in the user’s environment.

2.10 Requirements of the Proposed System

2.10.1 Functional Requirements
Functional requirements drive the application architecture of a system. A requirement specifies a
function that a system or component must be able to perform. Functional requirements specify
specific behavior or functions. The functional requirements of the proposed system are listed as
follows:
 Authenticate and authorize users according to user’s role.
 User friendly Interfaces.
 The system should check all the supplied user input.
 Enables administrator to manage the users.
 Provides an appropriate error message, if any.
 The companies/organizations must to register itself profiles to verify certificates.
 The system should give the facility to view detail information, add, edit, and delete
graduates information for the users such as administrator/director of registrar.
 Provide application form, same as the existing system, for the graduates to apply for
academic credentials.

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 Provides facilities to download the academic credentials as per the requests from the
graduates.
 The companies/organizationscan enter requests but cannot approve or delete requests.
 Members of the Registrar group can approve a request but cannot delete requests.
 Members of the Administrators group cannot approve requests but can delete requests.
 The admin can insert/update/search graduates information.
 Members of the finance officers can download fee receipt and enter approval or
disapproval remark but cannot delete any request.
 Data redundancy is avoided, through the proper design of the database.
 The system must provide help for the user.

2.10.2 Non-Functional Requirements

Nonfunctional requirements describe user-visible aspects of the system that are not directly
related with the functional behavior of the system that are listed above. A non-functional
requirement is a statement of how a system must behave; it is a constraint upon the systems
behavior. They specify criteria that judge the operation of a system, rather than specific behavior.
Nonfunctional requirements of the proposed systems are listed as follows:

2.10.2.1 Accessibility:
The system available to the users 24 hours if internet connection and electric
power is exist.
2.10.2.2Performance: The system shall perform its operations within a minimum
amount of time. The system shall be interactive and the user gets the
expected result within few seconds. The system will be accessed by many
users inside/outside the university. For better response and throughput it
should be given more emphasis for the faster access to the system across the
network. Constraints can be user’s computer low RAM, Network or
connectivity failure, and others.

2.10.2.3Security and Access permissions: Administration part of the system is

accessible only for the authorized Administration staff according to their

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Assigned right. An Unauthorized user should not access the administration

page by any means. Some of the resources and activity shall be restricted and
allowed only for authorized users. Therefore the system shall have user
identification method and it should grant or deny access to users as per the
privilege of the prospective user. There may be some intruders who could
access the file or data on the database, but with the proposed system being
part of AU server this shall be a very rare occasion.
2.10.2.4Deployment: Final system shall be deployed in a web server (Apache) part of
AU.
2.10.2.5Documentation: The activities and outputs of each system development stage
in the project work flow will be properly documented for the successful
completion of the project. These documents produced at the end of each
stage shall be organized and compiled together at the end of the project for
future reference, system maintenance, and system support.
2.10.2.6Extensibility: Adding features and carry-forward of customizations at next
major version upgrade along with the business re-engineering is possible.
2.10.2.7Backup: There shall be a frequent and full back up mechanism to avoid any
information loss and inconsistency.
2.10.2.8User interface: The user interface of the system shall be user friendly and
easy enough to work with. System provides web interfaces that are
compatible with browsers like Internet explorer, Mozilla Firefox, Google
chrome, etc.
2.10.2.9Communication Interface: The AU GCVS will be connected to the local area
network of AU.

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Chapter Three
System Analysis & Modeling

3.1 Introduction of System Analysis

This chapter covers the functional aspect of analysis that is Functional modeling. The set of
functional requirements that have to be analyzed is done in an object-oriented way.UML
(Unified Modeling Language) an object-oriented, graphic language, is unified for all the aspects
of the requirement analysis. The functional model consists of use case modeling to show the
system functionality from user point of view, use case description, activity diagram to describe
the details of internal system functioning and sequence diagram.

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3.2 System Requirement Specifications (SRS)

A structured collection of information that embodies the requirements of a system is depicted
here.[3]

3.2.1 Use Case Diagram

Use case diagrams are ideal artifacts to capture the requirements the system. They

Represent the user requirements gathered during requirement elicitation.

Use case diagram consists of use cases, actors, and their relationship and system
boundary.

Use Case for AU GCVS.

Request
Association Certificate <<Include>> Registration
Association
Verification ( of Employer)

External
User

Registrar
View Certificate
Association
Verification link
Approve Service
Request
<<Include>>

Association
Association Extend
Association Manage <<Include>>
Association Graduate
Information Login

Admin
<<Include>>
Create and <<Include>> Association
Accept Payment
Manage
Account
Finance

Figure 1Use Case

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3.2.2 Use Case Documentation

Use Case Description
Use Case Name
ID
It describes the process of authenticating the user
UC_01 Log In name & password before granting access to his/her
GCVS account.

Request Verify It describes the process of starting verifying the

UC_02 graduated student’s credentials.
Certificate
UC_03 Manage Graduate It describes the process of updating, inserting,
information removing, searching data or files related to the
graduate’s credentials.

UC_04 Accept Payment It describes the process of verifying and accepting the
application fee for the service request of the
organizations or companies by the finance officer.

UC_05 Approve Service It describes the process of verifying & approving the
Request service requests of the organizations or companies by
the director of registrar.

UC_06 Create or Manage It describes the process of creating or managing

Accounts account for the authorized users of the system like
director of registrar or finance officer.

UC_07 Registration of It describes the process of registration of the employer

Employer and company or organization details with the
university in order to verify the candidate’s
credentials.

UC_08 View Certificate It describes the process of viewing a certificate

Link verification that sends to external user throw their
email.

Table 6 Use Case Documentation.

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3.2.2.1 Use Case Documentation for Login

Use Case ID UC_01

Use Case Name Log in

Primarily Actor Administrator, Registrar, Finance.

Description It describes the process of authenticating the user name & password
before granting access to his or her GCVS account.
Trigger Administrator, Registrar and Finance and need to login his or her
account to use this system.
Pre-Condition Administrator, Registrar and Finance login.

Normal Action Actor’s Action System Response

Step 1: Step 2: The system displays the

- Administrator,
Registrar and Finance
initiate to login.
Step3: Administrator,
Registrar and Finance enter a
valid user name & password.
login page.
Step 4: System checks the
authentication of username and
password.
Step 5:
- System displays their
corresponding GCVS user
page.

Post condition Administrator, Registrar and Finance can do different activities

depending on the permission provided to them.
Step 4: If the username and password is not valid, system displays
Alternative error message and go to step 2.
Action

Table 7 Use Case Documentation for Login.

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3.2.2.2 Use Case Documentation for Request Verify Certificates.

Use Case ID UC_02

Use Case Name Request Verify Certificates.

Primarily Actor External User.

Description It describes the process of requesting verify the graduate’s credentials.

Trigger External User want to request verify their credentials.

Pre-Condition Companies’ should register itself and graduates profiles.

Normal Action Actor’s Action System Response

Step 1: External User initiates
to requesting verification.
Step 3: External User enters
the organization details and
graduates profiles.
Step 2: The system displays the
Requesting form.
Step 4: System validate information
submitted.
Step 5: System sends the certificate
verification link throw the email.
Step 6: System store the user’s
information and activity.

Post condition External user red Certificate Verification link

Alternative Action Step 4: If entered information is not valid the system displays error
message and go to step 2.

Table 8 Use Case Documentation for Verify Certificates.

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3.2.2.3 Use Case Documentation for Insert/Update/ Search/Delete Graduates

Information.

Use case ID UC_03

Use case name Manage Graduate student information.

Actor Administrator, Registrar.

Description It describes the process of updating, Searching, adding, removing data or

files related to the graduated students files or credentials.

Trigger Administrator or Registrar wants to Searching, updating, delete, add

information.

Precondition Administrator or Registrar has to be remembering user name and password.

Normal Action Actor’s Action (for update) System Response

Step 1: Admin or Registrar
initiates for Searching
information.
Step 3: User clicks Manages
Graduates information link. The
user can update, search, delete,
view, insert on their own task.
Step 2: System displays Manages
Graduates information link.
Step 5: System asks to enter the student
ID.
Step 7: System displays the searched
information about the student.

Step 4: Here user clicks the

search option.
Step 6: User enters the student
ID and clicks OK.
Step 8: User View information
Searched.

Post condition User uses the searched information.

Alternative Step 9: If ID entered violates the data entry rules, searching fails and
Action informs the user.

Table 9 Use Case Documentation for Insert/Update/ Search/Delete Graduates

Information.

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3.2.2.4 Use Case Documentation for Accept Payment

Use case ID UC_04

Use case name Accept Payment.

Actor Finance officer.

Description It describes the process of approving the payment of students.

Trigger Finance officer wants to check and approve payment of graduates.

Precondition Finance has to be remembering user name and password.

Normal Action Actor’s Action System Response

Step 1: Finance initiates for
approving payment.
Step 3: User clicks the List for
approval of payment link.
Step 5: User downloads and
verifies the receipt, confirms
with the bank.
Step 6: User enter approved
remark and submits.
Step 2: System displays the List for
approval of payment link.
Step 4: System displays the list of
student’s requests for different services,
along with the fee details they submitted.
Step 7: System updates the database,
with the user’s remark.

Post condition Database is updated by finance officer’s remark. Service request waits for
Registrar’s approval.

Alternative Step 5: If confirmation fails, user updates the database with rejected remark,
Action followed by reason.

Table 10 Use Case Documentation for Accept Payment.

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3.2.2.5 Use Case Documentation for Approve Verification Service Request

Use Case ID UC_05

Use case name Approves Verification Service Request

Actor Director of Registrar

Description It describes the process of verifying & approving the Verification service
requests of the Organization/Companiesby the director of registrar.
Trigger User wants to check and approve Verification service requests of
Organization/Companies.
Precondition User has to login.

Normal Action Actor’s Action System Response

Step 1: User initiates for Step 2: System displays the List for
approving requests. approval of service request link.
Step 3: User clicks the List for Step 4: System displays the list of
approval of service request link. Organization/Companies requests for
Step 5: User verifies the data, different Verification services, along with
remark of finance. the fee details submitted by students.
Step 6: User enter approved Step 7: System updates the database,
remark and clicks to generate with the user’s remark.
report based on the request. Step 8: System generates requested
Step 10: User views the report document.
and enters his remark and clicks Step 9: System displays the report for the
save. user with option for further entry option.
Step 11: System save the report to the
database and sends credential verification
link to organization.
Post condition External user/organization views the certification Verification link.

Alternative Step 5: If confirmation fails, user updates the database with rejected remark,
Action followed by reason. Mail is send to the requested External user/organization.

Table 11 Use Case Documentation for Approve Verification Service Request.

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3.2.2.6 Use Case Documentation for Create/Manage Account

Use Case ID UC_06

Use Case Name Create Account

Actor Administrator

Description It describes the process of creating a new mail account for the users by
the administrator.
Trigger Administrator needs to create an account for the user to use the system.

The Administrator who knows the administrator password should login

as and use the create account facility in the system.
Pre-Condition

Normal Action Actor’s Action System Response

Step 1: The Administrator
initiate to login.
Step 3: Administrator enters
valid user name & password.
Step 6: From the admin page
Create Account Option is
selected by the
Administrator.
Step 8: System administrator
enter user information.
Step 2: The system displays the login
page.
Step 4: System checks the
authentication of username and
password.
Step 5: System displays admin page.
Step 7: System displays create account
page.
Step 9: System creates user account.

Post condition New user account is created which the user can use for different
activities.
Step 4: If the username and password is not validated and verified,
system displays error message and go to step 2.
Alternative Action Step 8: If the user information is not validated and verified, system
display error message and go to step 7.

Table 12 Use Case Documentation for Create/Manage Account.

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3.2.3 Sequence Diagram

Sequence diagrams show a succession of interactions
interactions between classes or object instances over
time. It also shows the processing described in a single scenario.

3.2.3.1 Sequence Diagram for Login

Figure 2 Sequence Diagram for Login

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3.2.3.2 Sequence Diagram for Requesting Academic Service

Figure 3 Sequence Diagram for Requesting Academic Service.

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3.2.3.3 Sequence Diagram for Accept Payment for Service

:Finance :User Profile :Payment Approval Page :Payment Approval Page :Database
<<Actor>> <<UI>> <<Controller>> <<UI>> <<Server>>

1:Intiate 2:Click
check
payment 3:Access

4:Approval
Page Display
5:Fill the 6:validation
Information
for Approval 7:Error
Message 8:Approved
Displayed

9:Confirmati
on Message
Displayed

Figure 4 Sequence Diagram for Accept Payment for Service.

3.2.3.4 Sequence Diagram for Approving Services

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:Registrar :User Profile :Approval List :Approval Page :Database

<<Actor>> <<UI>> <<Controler>> <<UI>> <<Server>>

1:Initiates
2:Click List
for Approval
3:Access

4:Approval
Page
Displayed
5:Check the
Required
Information 6:Enter 7:Validation
Information
to Generate
8:Error report
message 9:Request 10:Verify and
Displayed for Report Generate
11:Report Generation Report
Generated

Figure 5 Sequence Diagram for Approving Services (for credentials from graduates).

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3.2.3.5 Sequence Diagram for Verify Certificates

Figure 6 Sequence Diagram for Verify Certificates.

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3.2.3.6 Sequence Diagram for Searching Graduates Information from the

Database

Figure 7 Sequence Diagram for Searching Graduates Information from the Database.

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3.2.3.7 Sequence Diagram for create account

:User Profile ::Create Account :Create Account :Server
: Admin
<<UI>> <<Controller>> <<UI>> <<Database Server>>
<<Actor>>

1 :Initiate for
Crea te Account
2: Click Create
3: Access
Account

4: Display
Create Account
Form
5: Fill Account 6 :Va l id a te
Form
7: Error
Message
8:Send

9: User Account
Created
Successfully

Figure 8 Sequence Diagram for create account.

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3.2.4 Activity Diagram

Activity diagram is essentially a flowchart, showing flow of control from activity to

activity.

3.2.4.1 Activity Diagram for Login

<<UI>>
User Login Page

Cancel Operation
Enter User ID & Password

<<Controller>>
No Click Login

Yes
Display th Required Page

Figure 9 Activity Diagram for Login.

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3.2.4.2 Activity Diagram for certificate verification request

<<UI>>
Service Description Page

<<Controller>>
Select Required Service

[Cancel Operation]
Fill the Application Form

<<Controller>>
Click Submit

Valid
Display Error Message Store Basic Information send for Approval Display Confirmation Message

Invalid

Figure 10 Activity Diagram for certificate verification request.

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3.2.4.3 Activity diagram for accept payment

<<Control>>
Display Finance Link

Click list for Approval Verify the Payment Receipt

Not Approved YES Approved

NO

Enter Remark & Submit it

Remark Submited to Database

Figure 11 Activity diagram for accept payment.

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3.2.4.4 Activity diagram for Approve service by the registrar director

<<Controller>>
Display Register Interface

<<Control>>
Click List for Approval

Verify the Request & finance remark Cancel Operation

Invalid Send message to External user

Store the report of approval &Remark

Valid

Generate Report as per request and Enter the Remark Vlaid

Mail the report to External User

Figure 12 Activity diagram for Approve service by there gistrar director.

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3.2.4.5 Activity diagram for Verify

<<Controller>>
Certification Verfiction

DisplayApplication form [Cancel]

Fill the Application Form

Invalid

Valid

Display the Required Graduated Student Information

Figure 13 Activity diagram for Verify.

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3.2.4.6 Activity diagram for search/update /delete/Insert (Manage

Graduate information)

<<UI>>
Display Admin Page

<<Cntoller>>
Click Search

<<UI>> Display Data Not Exist Message

Display Search Form
Cancel Operation

NO

Enter Search Parameter

YES

Display Information from Database

Figure 14 Activity diagram for search/update /delete/Insert (Manage Graduate information).

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3.2.4.7 Activity diagram for create/manage Account

<<UI>>
Admin Page
Displayed

<<Controller>>
Click Create
Account

Display Create
Cancel
Account Form

Enter User N Display

Name and o Error
Password Message
s e Y

Account
Created

Figure 15 Activity diagram for create/manage Account.

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3.2.4 Analysis level class diagram

Classes are the most important building block of any object-oriented system. A class is a

Description of a set of objects that share the same attributes, operations, relationships, and

Semantics.

* * *

Graduate Info Company

Request Verfiction Service
+G_fName -V_Id
+G_mname +Request_id +F_name
+G_lname +Fname +M_name
-G_ID +Mname +L_name
-CGPA +Lname +G_id
+Year_of_ Graduation -Graduete_id +G_year
* * +Department * * +Gender
-Qualification
+Gender +Gender +Com_name
+Entry _form 1..* +Email +Com_city
+Department +YearGraduation +Com_country
+Photo +RequestedDate +Com_phone
+Com_email

* *

1..* 1..* Course_Detail

1..* 1..*
+C_code
Admin Finance
Registerar Account -C_grade
+C_name
-Username -Search() +Approve_Payment() +Crdit_hour
+Search() -Password -Craete() -Login() +Department
+Update() +Email 1..* +Display() 1..*
-Logout() +Semister
+Display() +Role +Login()
1..* +Semester
-Login() +Logout() +Semester_uear
-Logout() 1 1 -Grade_point
+Operation1()
* +G_id

Figure 16 Analysis Level Class Diagram.

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3.2.5 User Interface Prototyping

Home page

External Admin Finance Registrar

User

Login Login Login

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 Graduates Credentials Verification System for Ambo University

Abbreviations
Acronyms Descriptions

AU Ambo University.

GCVS Graduates Credentials Verification System.

UI user Interface.

GCVSAU Graduates Credentials Verification System for Ambo University.

HTML Hyper Text Markup Language

ID Identification

IE Internet Explorer

IT Information Technology

MS Micro Soft

PHP Hypertext Preprocessor

SRS System Requirement Specification

UML Unified Modeling Language

DHTML Dynamic Hyper Text Markup Language

UC Use Case

B.sc Bachelor of Science

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 Graduates Credentials Verification System for Ambo University

Reference
[1]:www.ambou.edu.et

[2]: Simon Bonnet. And Steve McRobb ,Object Oriented System Analysis and Design
Using UML in may(2003), 4th edition Ray Former, published by McGraw-Hill Higher
Education

[3]: Larman, Craig. 1998 Applying UML and Patterns an Introduction to Object Oriented
Analysis and Design Prentice Hall [5]: Schuler, Joseph. 1999 Teach Your UML in 24 Hours
Sams

[4]Project Management Institute (2004), “Guide to the Project Management Body of

Knowledge”, third edition, PMI press.

[5] , Roger S. Pressman, Ph.D. Software Engineering (2009), “A Practitioner’s Approach”,

Seventh Edition

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Final Year Industrial Project Phase One Page 54