WEB-BASED COC INFORMATION MANAGEMENT

SYSTEM

SUBMITTED TO HAWASSA UNIVERSITY, SCHOOL OF INFORMATICS

IN FULLFILMENT OF THE REQUIREMENTS FOR THE DEGREE OF

BACHELOR OF INFORMATION TECHNOLOGY

BY:

Advisor:

FEBURARY , 2014 E.C

HAWASSA, ETHIOPIA
Group Team Members
No Name ID
1 Tariku Wote ICT-SUM-125/08
2 Tesema Dikale ICT-SUM-127/08
3 Legese Legide ICT-SUM-075/08
4 Fikire Worku ICT-SUM-055/08
5 Adisu Anibaye ICT-SUM-011/08

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 Abstract.

The purpose of this project which is entitled Web Based COC information management system
for SNNPR Region .To Reduce the error that made by the users, to change the manual storage
mechanisms into computerized system (database), provide fast, efficient, flexible, reliable and
secure services for better satisfaction of users and improvement of motivation of the users. The
existing system of the organization is facing different problems such as data redundancy, lack of
data security and lots of paper work. To do this proposal the project team will uses different data
collection methods such as Interview, Document analysis and Practical observation. In order to
analyze and design the system we will use Object oriented approach for both analyzing and
designing the new system. Since the current system is manual, to change this system to web
based, we will used different software and hardware tools like PHP, sublime text editor, XAMPP,
RAM, different flashes and some others.

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 Table of Contents
CHAPTER ONE ................................................................................................................................1

1. Introduction .................................................................................................................................1

1.2. Statement of problem...........................................................................................................2

1.3 Objectives of the project .......................................................................................................3

1.3.1 General objective ............................................................................................................3

1.3.2 Specific objective ............................................................................................................3

1.4 Significance of the project .....................................................................................................4

1.5 Scope of the project ...............................................................................................................5

1.6 Limitation of the project .....................................................................................................5

1.7 Feasibility study ................................................................................................................6

1.7.1 Economic feasibility ........................................................................................................6

1.7.2 Cost Breakdown ..............................................................................................................6

1.7.3 Schedule Feasibility.........................................................................................................7

III
Tables

Table 1 The overall cost of the project .................................................................................7

Table 2 time schedule for the project ..............................................................................7

IV
CHAPTER ONE
1. Introduction
COC examination is an examination which is provided to college/TVET graduating students as a
final assessment mechanism for the purpose of educational quality assurance. The exam asses the
knowledge of every candidate in every course they have taken during their stay in their respective
institutions. The occupational assessment and certification system is in support to the provisions of
the Article 11 of the “Technical and Vocational Education and Training (TVET)” Proclamation
No-/20-, authorizing the Federal TVET Agency to design, innovate and adopt processes suited for
the development of Occupational Standards, and the proper implementation of the Assessment and
Certification System. The overall objective of the new national TVET strategy is to create a
competent, motivated, adaptable and innovative workforce that plays pivotal roles in the poverty
reduction and socio-economic development efforts of the country. This is achieved through
facilitating demand-driver, self-employment oriented, relevant and outcome based TVET at all levels.
That is why the Ethiopian TVET system is reorganized into an outcome-based system. This means
that identified competences of the labor market that are described in the occupational standards are
the final benchmarks not only for training and learning activities but also for the assessment of
competences and certification as well. Moreover, building an outcome-based TVET system creates
access for equal recognition of competences acquired through whatever the means and ways of being
competent. SNNPR Region is organized in late 2000 E.C under the responsibility of TVET Agency,
but officially it started full function in 2001E.C. Today this organization responsible under
Occupation Competence Assurance Agency(OCAA). Now a days, this organization provide exam in
different streams such as agriculture, Industry development, Economic infrastructure, culture, sport,
truism, trade, mining, social affairs and health The COC Exam in TVET College is given in different
level those are level one, level two, level three, level four and level five and in different ways
like oral exam, practical exam, and written exam. These documents will propose all features and
procedures to develop system this documentation contain detail about objective, scope, design,
limitation as well as description of existing system their strength and weakness. This document is
organized into different main parts; those are user requirement and specification, system analysis,
system design and data modeling.

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1.2. Statement of problem

In current system there are two big processes. Firstly, COC office prepares registration form and

sent this form to TVET College and Candidates registered for exam by filling this form. Then
after this form sent back to office, the Office prepare exam, schedule exam time and select
supervisor randomly lastly inform schedule to TVET college. Usually exam conducted within
ten days after registration deadlines. Secondly, exam prepared by COC office sent to TVET
College with Assigned supervisor. Then after exam supervisor takes result back to office and
report to certification team (the team that produce certificate) and registry (store). Generally all
this process take place manually using paper due to this many problems occur repeatedly. We as
users of the system are identified the following major problems of the existing system.

1. Candidates Registration: done manually, due to this loss of candidates list.

2. Searching: In a current manual system, lot of time is wasted in retrieving information,

filling forms and the like. Much searching is required. It is very difficult to find the required

information even if it exists in the database. A list of all individuals of similar name will result.
Because, while data is stored in different place using shelf or other older data store method we
have to search every place until we get what we want.

3. Reporting: some parts of the reporting pages do not work properly and it is difficult or

unthinkable to generate different parameterized reports. While report is generated using

paper by filling forms those forms are filled by hand writing so the other person may can’t

understand that person hand writing.

4. Redundancy of information – In a current manual system, particular information may be

stored at a number of places, leading to redundancy. Redundancy of data or information

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creates a number of problems; changes at one place are to be made at a different number

of places and so on.

5. Lack of immediate information storage – In a current manual system, it is difficult to

store information at proper place at that very moment. This is because the person is unable to
quickly locate the place where the information is to be stored.

6. Lack of reliability – The reliability of the current manual system is considered to be low.

Because, all tasks related to this agency done by human and any task that is performed by

men, always contain the risk of errors so it is difficult to rely on the current manual system.

7. Lack of security: –Since it is difficult to store information at proper place at that very

moment security issue is very low in the current manual system and all files are kept on

cabinets by a box file they are exposed to theft and other environmental disaster

8. Data duplication: since there is no well-developed database and any filtration mechanism

data can be duplicated.

1.3 Objectives of the project

1.3.1 General objective

The main objective of this project is to develop web based COC information management system

for SNNPR Region.

1.3.2 Specific objective

In order to achieve the main objective, we have developed the following specific objectives:

 Gathering required information for proposed system.

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
 To analyze the gathered information using PIECES.

 To Design the particular function of proposed system by UML

 To design and implement a GUI for the proposed system.

 To design and implement a database for the proposed system.

 To design and implement a report module.

 To Test and deploy the developed system.

 To document the system.

1.4 Significance of the project

The realization of this project benefits all the major stakeholders. Here is some of significance of
our project.

For COC office:


 improve performance of the organization: the organization can provide more flexible
service.
 Provide better security: The existing system use hard copy document to store

data and it may be stole by unauthorized user easily and it causes a serious problem.

since the files stored physically if they damaged there is no back up.

 ystem reduce required human resource.

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For Employees of Office:

data after it is automated.

 Employees can do their work easily and in flexible way

 Save time: time wasted during searching for data or information.

For Candidates:

way candidates can get service with short time.

 able information.



1.5 Scope of the project

The scope of this project will focus on developing a web based COC information management

system for SNNPR Region , more focus on managing candidate’s information start from
registration to certification. But, sub system like online exam and payment system are out of our
scope. Our systems do not include section management.

1.6 Limitation of the project

Our system contains some limitations. The reason for these limitations is the time constraints.
Time is the major problem. We have to deliver the project in a particular time period. That’s why
We have to leave some topics that actually We want to cover, We are still working on this
system and our next goal is to work up on these limitations and develop a more efficient and
elegant system. Limitations of the system are:


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 laptop computer not support on mobiles.

use the system.



user name.

1.7 Feasibility study

1.7.1 Economic feasibility

The new proposed system will be economically feasible because it takes less capital. Because the
team uses open source software like MYSQL and PHP because of that no license fee therefore,
our project is economically feasible.

1.7.2 Cost Breakdown

To complete our project starting down from the beginning up to the end of this project we
planned the following cost list.

Type List item Quantity Total cost

Pen 5 50
Binder 2 40
Paper 1 packet 400
Hard ware required Flash 1, 4GB 300
Laptop 1 15,000
Sublime text editor. 1 Free
Microsoft office
1 Free
word 2007
Antivirus 1 Free
Software SQL 2005 server 1 Free
requirement
Microsoft office
1 Free
Visio 2007
XAMPP 1 Free
E-Drawmax 1 Free

Total 17 15,790

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Table 1 The overall cost of the project

1.7.3 Schedule Feasibility

We expect that the project will be completed within the time frame stated, so that the system will
be feasible regarding schedule.

Task name 2014E.c

jan-14 jan- 17 May May 20 June
2014- jan 25 2014- jan- 17-2014-jun 2014-june20 30-2014
-2014 29-2014 20 -2014 -2014
1 Requirement
gathering

2 System
requirement
specification
3 System
designing

4 System
implementation

5 Operation
testing

Table 2 time schedule for the project