[Haramaya University Staff Clearance System] July 23, 2021

REVISIONS

VERSION PRIMARY AUTHOR DESCRIPTION OF DATE COMPLETED

VERSION

VERSION 1.0 SNOWDENSE The first Digitalized staff TO BE DETERMINED

clearance system
developed for Haramaya
university. Provides an
efficient and effective
working environment
when staff members of
the compound are cleared
from the campus.

1. INTRODUCTION
Clearance System means any clearing agency, settlement system or depository (including
any entity that acts as a system for the central handling of Securities in the country where it
is incorporated or organized or that acts as a transnational system for the central handling of
Securities) used in connection with transactions relating to Securities and any nominee of the
foregoing.

Haramaya University staff clearance system is a system that will help ease the queuing system in
the university's staff clearance process. HUSCS will build an effective information management
that is very convenient to use for the University since it is Connection based and can be accessed
from anywhere. Part of that process include

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

 Contacting the owners and negotiating on agreement.
 Administering written contracts
 Handling other issue related to the use and licensing of intellectual property.

Background of the Study

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Haramaya University was established by ministry of education in 1952 E.C. Since then the
university has employed many staff members to Accomplish the task it was founded for. the
University strives to be one of the leading African Universities with international reputation by
2025 upholding a value evolving as an autonomous and independent (academic and
research institution) graduate and research university with a competitive national and
international quality and relevance standards in its academic, research and community services

endeavors as a goal.

Since its establishment the University, The University has been center of agricultural research
and experimental station. Nowadays most of the system used by the University is being
digitalized.one of the systems which has not been digitalized yet is the staff’s clearance system.
The lack of a digitalized clearance system in the university is leading to Reduction in
productivity, staff members time is consumed for getting clearance and it makes it difficult to
manage the resources.

Haramaya University staff clearance system is a system that will help ease the queuing system
in the university's staff clearance process. HUSCS will build an effective information
management that is very convenient to use for the University since it is Connection based and
can be accessed from anywhere.

Based on our observation and Answers of different university’s societies now a day Haramaya
University is in the process of digitalizing its operations by automating and improving existing
manual processes but they do not use an automated system for staff clearance. As result of this,
we would like to automate staff Clearance system in order to manage data more effectively and
provide faster and more efficient services. It is aimed at developing a computer software system
that replaces the manual method of clearance for staff members and that also help them to carry
out their clearance without coming to the various offices for clearance. The designed software
will serve as a more reliable and effective means of undertaking staff clearance, remove all forms
of delay and stress as well as enable you to understand the procedure involved, as well as how to
do your clearance process.

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1.1 DOCUMENT PURPOSE

This System aims at Digitalizing and making the whole clearance process easy to use and
operate. The purpose of this document is to collect and analyze all assorted ideas that have come
up to define the system. Also, we shall predict and sort out how we hope this product will be
used in order to gain a better understanding of the project, outline concepts that may be
developed later, and document ideas that are being considered, but may be discarded as the
product develops. This Document Provides the description for Functional and non-functional
requirements that are required by Haramaya University Staff Clearance System. Also it serves as
a Manual from which all the functionalities that are developed are going to be derivate from.

In short, the purpose of this SRS document is to provide a detailed overview of our software
product, its parameters and goals. This document describes the project's target audience and its
user interface, hardware and software requirements. It defines how our user (Staff Members),
team and audience see the product and its functionality. Nonetheless, it helps any designer and
developer to assist in software delivery lifecycle (SDLC) processes.

1.2 PRODUCT SCOPE

Clearance system, which is going to be implemented for Haramaya University will digitalize
the operation of clearance system of the University for academic staff. The clearance system is to
approve or reject the clearance process both for the staff. There are four end users in Haramaya
University staff clearance system. These are officers, staff, President Office and Admin. The
officers in this system are responsible for Clearing staff member from their respective
Department.at this stage staffs are cleared from properties they uphold which is the Universities
Property. And also in this clearance system there will be other around 15 clearance place that the
staff is expected to clear. When the staff request for clearance signing their information checked
in the central database (which is checked Accordingly with the Offices Database through which
the user is Cleared from the Concerning Office) and approved or rejected by the system. When
the staff request for approval, the system display the cleared clearance form then the staff save
the approved clearance form. The staffs go to registrar. President Office prints the approved
clearance form and sign on it, and then put the sill of the university to the clearance paper. The
staffs take the approved clearance form.
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Some of the services provided by our system includes: -

 Handle Resources information.

 Approve and reject clearance
 User Administration Module – this module will provide system wide administration
functionality including security setting and user account management.
 Disallowing unauthorized access
 Increase in productivity and efficiency of clearance service provided by the university
 Allow staff to save approved clearance form
 Allow staff to Print approved clearance form
 Help option for utilizing the system efficiently.

The design of this system primarily stores user information, promotes quicker data manipulation,
provides simultaneous access to authorize users, and also to ensure the integrity and consistency
of the approved users’ handling of the information system. This staff clearing system would help
relieve the Haramaya university staff members from queuing to get cleared by the university.
This system helps the University to minimize expenses such as labor and stationary costs. The
transmission of information becomes very quick and delays can be stopped. Using it from
anywhere at any time and very easy.

Objective of The Project

General Objective

The general objective of the project is to develop web-based clearance system for HU academic
staff.

Specific Objective

 To study the existing system

 To Know about the existing System work flow
 To analysis the existing systems problem
 Preparing test plan and conduct acceptance test

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 Allow the staff to check his/her clearance status

 To Analyze the requirement that has been gathered so far about working of existing
system.

 To Design both user interface and database of the Haramaya university staff clearance
system.
 Find the solution for the problem found in existing system
 Allow staff to get cleared clearance from just one office
 Minimizing the work load of officer signing clearance
 Manage properties of the university in a responsible manner.

Benefit of the project

 Security of data.
 Ensure data accuracy’s.
 Administrator controls the entire system.
 Minimize manual data entry.
 Greater efficiency.
 User friendly and interactive.
 Minimum time required

1.3 INTENDED AUDIENCE AND DOCUMENT OVERVIEW

The readers of this project documentation are our advisor, examiner, the developers’ team of this
project, Software Engineering Department staff. Developers of the project are responsible for
writing the documentation beginning from the requirement gathering to Implementation of the
project and Advisor of the project has the role of advising and giving guides to us at each section
of the documentation. Examiner and software Engineering staff members are responsible for
examining the project documentation and implementation at the end to evaluate and approve the
project.

1.4 DEFINITIONS, ACRONYMS AND ABBREVIATIONS

Definitions
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 Clearance- the action or process of clearing or of being dispersed.

 Forgery– simulated signing of another person’s name to any such writing whether or not
it is also the forger’s name.
 Haramaya University Staff Clearance System- is the system used for signing a
clearance for staff members working inside the university.
 Registrar- Organizational body of Haramaya university responsible for all operational
matters pertaining to admission, registration, keeping academic records, academic status
determination, credits evaluations, certification of graduates, awarding of degrees, degree
verification and so on.
 Requirement- are description of features and functionalities of the target system. They
convey the expectations of users from the software product.
 Signatory/Officer– is a person who is in charge in every department and offices.
Acronyms
 BR- Business Rule
 ID- Identity Document
 LAN-Local Area Network
 MB-Mega Byte
 PO- President Office
 SDLC- Software Development Life Cycle
 UML- Unified Modelling Language
 UI- User Interface
 RAM-Random Access Memory
 SRS- Software requirement specification
 VP- Vice President
 VPAA- Vice President for Academic Affairs

Abbreviations
 CMS- Clearance Management System
 CCDE- College of Continuing and Distance Education
 HRM- Human Resource Management
 HU- Haramaya University
 HUSCS- Haramaya University Staff Clearance System
 UC- Use case
1.5DOCUMENT CONVENTIONS
 Font Type: Times New Roman
 Font Size: For Heading 14-point and for Description 12-point
 Line and Paragraph Spacing: 1.5
 Maintaining Margins: 1” margins
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 Italics: for Emphasizing Sub-Sections

 This SRS Paper, depending on context and field, includes some or all of the
following:
 Note to Practitioners/Product Overview
 Nomenclature
 Glossary
 Acknowledgements
 Figures, tables, and equations are numbered consecutively, but separately. They
are also centered in the column in which they appear.

1.6 REFERENCES AND ACKNOWLEDGEMENTS

ACKNOWLEDGEMENTS
we would like to extend our heartfelt gratitude to the following persons who extend their whole
hearted and undying support:

our adviser, Mr. Bededa Bekele, for the continuous and tireless support of the project study, for
his patience, motivation, enthusiasm, and immense knowledge in guiding us and for the guidance
he has extended on the duration of research period and implementation of our project.

And above all, to the Almighty God Father, who have given us strength, knowledge, good
health and passion in developing this clearance system.

REFERENCES
 Guidelines of SRS
 Existing Manual Staff Clearance System Working Procedure
 Wikipedia , the free encyclopedia
 Design_and_Implementation_of_Online_Clearance_System.pdf, A Case Study of Imo
State University
 https://qdoc.tips/paperless-clearance-system-finaldocx-pdf-free.html
 https://www.haramaya.edu.et/admission-selection/registrar/
 https://en.wikipedia.org/wiki/Software_requirements_specification
 https://owl.purdue.edu/owl/research_and_citation/ieee_style/ieee_general_format.html
 https://www.scribd.com/join?query=Clearance+System
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2 OVERALL DESCRIPTION

2.1 PRODUCT OVERVIEW

The remaining sections of this document provide a general description, including characteristics
of the users of this project, the product's hardware, and the functional and data requirements of
the product. HUSCS is a new proposed system designed to solve problem affecting the manual
system in use. It is design to be used online thereby relieving staff from much stress as
experienced from the manual system.
During our observation and interview of users we have observed certain problems from their
manual based system. The new HUSCS going to be developed will solve the problem of the
existing clearance system by developing digitalized clearance system. That means our proposed
system will minimize the current problem and weakness of existing system by providing
centralized clearance system, the staff can get their clearance from only three place without
moving office to office up to 15. The proposed system will also provide easily resource
controlling mechanism and create communication between selected offices. As generally the
proposed system will able to minimize the existing problems and resource consumption because
the university clearance activities are based on manual system.

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Fig.2.1 General Diagram of Haramaya University Staff Clearance system

2.2 PRODUCT FUNCTIONALITY

The system to be developed will give easy and fast way to track the clearance process of staff
members inside Haramaya university. The new staff clearance request facility will be very easy,
fast and cost effective. Also this system will incorporate a functionality through which a staff
will know the status of clearance process he requested and it will have an easy way of retrieving
information about results or procedures of the clearing process.
HUSCS produces timely reports. The new computerized system shall have easy way to make
specification, standards, rules and status of clearance accessible to users. Searching and
obtaining information about procedure, or anything relevant is very easy.
Generally, the product functionality for HUSCS is described as follows:
Account Management.
 The system shall enable user to register.
 The system shall Disallow unauthorized accounts from access.
 The system shall enable users to Retrieve password
 The system shall enable users to Change their password

stm HUSCS

Inform the User Haramaya Univ ersity Staff

Staff Log into The System Authentication Of User Clearance Management system
[Continue Usage]

they are the one of the

users of this system, HU Database Serv er
They are Entitled to Database repository
use the system where all staffs
Credential HU Web Serv er
[Prompt User to Provide Correct ifno] Information is Stored
[Rejected] and from Which they
are cleared
Gets Cleared From the
Univ ersity

[User is Authenticated to Continue]

[Approved]

Clearance Approv al/Rej ection

Has To Check The Request a Clearance

Reason to not be
Approv ed

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 The system shall admins of this system to Manage all users of the system.
 The system shall allow authenticated users of the system to log in using their credentials.
Generate Report

 Allow staff to save approved clearance form

 Allow staff to Print approved clearance form
 The system shall allow Admins of the system to see an overall report of Staffs requesting
for clearance and those who are cleared from the university.
Provide Search facility.

 The system shall enable user to enter the search text on the screen.
 The system shall enable user to select multiple options on the screen to search.
 The system shall display all the matching results based on the search
 The system shall enable user to navigate between the search results.
 The system shall notify the user when no matching product is found on the search.
Maintain profile.

 The system shall allow admin to create profile and set his credential.
 The system shall authenticate user credentials to view the profile.
 The system shall allow admin to update the profile information.
Email confirmation.

 The system shall maintain system users email information as a required part of user’s
profile.

Usability
Graphical User Interface

 The system shall provide a uniform look and feel between all the web pages.
 The system shall provide a digital image for each product in the product catalog.
 The system shall provide use of icons and toolbars.
 The system shall provide a registration page
 The system shall provide a login page

Performance

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 The product shall be based on web and has to be run from a web server.
 The performance shall depend upon hardware components of the user.
Data Storage

 The customer’s web browser shall never display a customer’s password. It shall always
be echoed with special characters representing typed characters.
 The system’s back-end servers shall never display a user’s password. The user’s
password may be reset but never shown.
 The system’s back-end servers shall only be accessible to authenticated administrators.
Functionalities Provided to Staff Members(Users)

 The system shall allow staffs to Initiate clearance request

 The system shall allow staffs to View their clearance request status
 Help option for understanding what are the requisites that are needed to be cleared from
the university.

Administrators Privilege
 Forward the Approved request
 Send the request status to Officers, staffs or other stakeholders in the system
 Inform the requester department to check clearance status
 Approve or reject clearance request
 User Administration Module – this module will provide system wide administration
functionality including security setting and user account management to Administrators.

2.3 DESIGN AND IMPLEMENTATION CONSTRAINTS

Implementation constraint
 The time to build our project is not enough to include more functionality to the system.
 Lack electric power.
 Lack of internet connection.
 Hardware limitation (in this Case Server)

Design Constraints
 The computers must be equipped with web browsers such as Internet explorer.
 The product must be stored in such a way that allows the client easy access to it.
 Response time for loading the product should take no longer than five minutes.
 A general knowledge of basic computer skills is required to use the product

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2.4ASSUMPTIONS AND DEPENDENCIES

This project is limited to automate Clearance system for Haramaya University academic staffs.
The system will work if the client computer is the same local area network with server computer.
And also it does not include the digital signature of the officers when approving Staffs clearance.
To state some of the Assumptions and dependencies: -
 a specific operating system will be available on the hardware designated for the software
product.
 Human resource availability: All key project team members are available and have the
necessary skills and knowledge to work on the project.
 Budget availability: The determined budget is accurate and covers all project expenses.
 Scheduling accuracy: The set deadlines and milestones are achievable and the project can
be finished on time.
 Performance of developers: All necessary equipment and goods are available whenever
we need them.
 Windows will need to be supported

End-user characteristics: Risk Managers

1. Risk Managers will not be expert in hazard modelling

2. Will use the system through a web browser
3. Interface must be simple and support full language internationalization.
4. Input should allow local users to upload data from external files about their clearance
conditions.
5. Output should be clear and understandable.
6. An expert advanced user mode should be supported for more experienced users.

End-user characteristics: Administrators

1. Should be able to setup users’ permissions

2. Review an audit of activities
3. Update local documentation

Possible and/or probable changes in functionality

1. Support for more complex impact models

2. Output should lead to a full risk management plan
3. Increase support for probabilistic modeling.

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3 SPECIFIC REQUIREMENTS
3.1 EXTERNAL INTERFACE REQUIREMENTS

3.1.1 USER INTERFACES

The system GUI provides menus, toolbars, buttons, panes, containers, grids allowing for easy
control by a keyboard and a mouse. User interfaces are explained in details below:
Login Interface
In this interface, there will be a button register. If user have not registered to the application, s/he
will use register button and register to it.
Register Interface
In this interface user register to the system by giving information of himself in a provided text
field. There will be a button register. After user filled the required fields with his/her related
information (username, password, gender etc.), click to the register button and be able to log into
the system.

3.1.2 HARDWARE INTERFACES

Hardware interface of our system are clients and servers. Clients are each and every computer
that have browser to connect to the system. This system works on Computers and mobile
phones.no other hardware is required.
Server is the computer that has the database for our system and performs the validation of the
user, receive request of staff members/requester/, process the request and respond to the user as
necessary.
3.1.3 SOFTWARE INTERFACES
The software interface of our system is database of the system and operating system that is
essential for the system to operate within the hardware interface. The database of the system is
created by SQL server 2008 and it is connected with the visual basic 2010 where the front end of
the application is developed. The operating system used is windows operating system version
7/8/10.
3.1.4 COMMUNICATION INTERFACE
The communication between the different parts of the system is important since they depend on
each other. However, in what way the communication is achieved is not important for the system
and is therefore handled by the underlying operating systems for both client application and
server applications.

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3.2FUNCTIONAL REQUIREMENTS
these requirements describe system behavior under specific conditions and include the product
features and functions which we (Group members) intended to add to the solution.

The list of examples of functional requirements includes:

User Story: as an existing user of the system, I want to be able to register and log into my
account.

HUSCS-FR 3.2.1) The system must allow users to sign up and log into their account by entering
their credentials.
HUSCS-FR 3.2.2) The system must allow users to reset their password by clicking on "forgot
password?" and receiving a link to their verified email address.

HUSCS-FR 3.2.3) The system must send a verification User Id whenever new user is registered
into the system.

User story: as a user of this system, I want to give feedback and comment.

HUSCS-FR 3.2.4) The system must allow the user to submit feedback through a contact link in
the system.

General Functional Requirements

HUSCS-FR 3.2.5) The user of the System Must be a Staff member or Employee assigned to
work on the system.
HUSCS-FR 3.2.6) The system must allow staffs to Save Approved Clearance Form
HUSCS-FR 3.2.7) The system must allow staffs to print approved clearance Form
HUSCS-FR 3.2.8) The system must enable staffs to see their clearance request status.
HUSCS-FR 3.2.9) Users Must Fulfill all the required information before getting Clearance
Approval.
HUSCS-FR 3.2.10) The system must be easy to be deployed on a working environment.
HUSCS-FR 3.2.11) The system must Enable Admin to Register new user of the system.
HUSCS-FR 3.2.12) The system must not disclose any personal information about users to
unauthorized user s.
HUSCS-FR 3.2.13) The system won’t be able to provide a localization of a language.
HUSCS-FR 3.2.14) The system must provide a shortcut to links that are found inside the
system.
HUSCS-FR 3.2.15) Information input is limited by the system. In case of password entry.
HUSCS-FR 3.2.16) The system must provide default data type for non-available specific data.
HUSCS-FR 3.2.17) all of the systems’ links must be menu driven.
HUSCS-FR 3.2.18) staff’s must be guided through a standard digital clearance process.
HUSCS-FR 3.2.19) The system must provide a searching mechanism to users.
HUSCS-FR 3.2.20) The system must show a list of staff’s who are requesting for a clearance.

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HUSCS-FR 3.2.21) The system must show a list of staff’s who have got an approval of
clearance request.
HUSCS-FR 3.2.22) every staff Clearance request shall have allocated a unique Id.
HUSCS-FR 3.2.23) upon successful registration of a user, the system shall send an
acknowledgement for successful registration.
HUSCS-FR 3.2.24) The server shall log all changes to existing data
HUSCS-FR 3.2.25) The system shall only allow Admins to Manage Staff’s Information.
HUSCS-FR 3.2.26) System shall handle the UTF-8-character set in display and input of all text
HUSCS-FR 3.2.27) System shall provide contextual help to users
HUSCS-FR 3.2.28) System shall display, as the user types in the field-based form field, a drop-
down suggestion list of available/potential field attributes
HUSCS-FR 3.2.29) System shall allow user choice to display 10, 15, or 20 field-based or
browse results on a page
HUSCS-FR 3.2.30) Administrators must be able to Create Account for officers for respective
offices
HUSCS-FR 3.2.31) Administrators shall post notifications and manage messages that are send
between users of the system.
HUSCS-FR 3.2.32) Administrators shall add new Admins of the system.
HUSCS-FR 3.2.33) System must enable staffs to View notifications posted by the system
admin.

3.3USECASE MODEL
3.3.1 Create User Account Use Case Description
ID: UC-ID1
Use case name Create user account
Author Aberahem Teshome, Wassihun Woyessa
purpose To create users of this particular system
Requirements traceability
priority High
Preconditions user is accessing the Create Account Page of the system
Post conditions A new user account is created
Actors Admin
Extends
Description This use case helps the user when it is necessary to create new
user account.
Flow of event 1.Admin Officer Page displayed
2.Officer Choose add account button.
3. Admin officer fill required information.
4. Click create account
5. Account created.
6. Notification will be displayed.
Alternative Flow of event Step 3. If user enters wrong the system display message in
order to correct wrong information.
Step 4. If users enter duplicate account, the system display
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“User already exist” message.

Includes
Note/Issues

3.3.2 Login Use Case Description

ID: UC-ID2
Use case name User Login
Author Kowak Tesfaye, Abdulsemed shalo
purpose Enabling users of this system to log into their respective
page.
Requirements traceability
priority High
Preconditions The user must be already register (the user must have user
name, password and account type)
Post conditions On authentication of users credentials he is logged in or
out of the system
Actors All system user
Extends
Description Any user who wants to access the system’s functionality must
be Authenticated and Authorized and login to the system.

Flow of event 1. The user opens the system

2. The user clicks login link
3. The system displays the login page
4. The user enters his/her identification (user type user
name and password)
5. The user clicks on login button
6. The system authenticates the user.
7. The system takes the user to his/her page.

Alternative Flow of event 4.1. If the identification is not correct the system display
incorrect user type, user name and password try again message
and the system display the login page. The system give chance
to try again.
Includes
Note/Issues

3.3.3 Change Password Use case description

ID: UC-ID3
Use case name Change Password

Author Abenezer Yohannes, Aberahem Teshome

purpose In case there is a need to change password, it enables
users to have a changed new password.
Requirements traceability
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priority Medium
Preconditions user must be logged into the system
Post conditions Users account password is changed/updated
Actors All system user
Extends
Description This use case helps the user when it is necessary to change
login password.
Entry condition user login to the system
Flow of event 1. user login to the system
2. User selects change password link.
3. The system display password change form.
4. User fills all information and click change button.
5. The system change the password and save the new
password
6. The system display an acknowledgement of password
change successfully
Alternative Flow of event Step 3. If user enters wrong the system display message in
order to correct wrong information.
Step 4. If users input does not exist in the database the system
display the password does not exist message
Includes
Note/Issues

3.3.4 Recover Forgotten Password Use case description

ID: UC-ID4
Use case name Recover Forgotten Password

Author Abdulsemed shalo

purpose Sometimes users may forgot their password.so, this use
case enables users to recover their password.
Requirements traceability
priority High
Preconditions The user must be previously registered to the system
Post conditions Users password is recovered
Actors All Users of the System
Extends
Description The system users may forget their password so this use case
help to the system user to recover the forget password.
Flow of event 1. The user click on “forgot password? “link
2. The system display forget password recover form
3. The user will enter all required information and click on
display button.
4. The system retrieves the password and display on their page
and will display acknowledgment successfully retrieve the
password.
Alternative Flow of event Step 4.if the user misses required information to be provided

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to the system, the system will display a message prompting to

fill all required information.
Includes
Note/Issues

3.3.5 Update User Account Use Case Description

ID: UC-ID5
Use case name Update User Account

Author Kowak Tesfaye, Wasihun Woyessa

purpose To update users Account
Requirements traceability
priority Medium
Preconditions logging into the system
Post conditions Save the changes made to Users account
Actors Admin
Extends
Description This use case helps the admins when he/she wants to update
users account.
Flow of event 1. Admin selects Manage account link from menu bar.
2. The system display user account form.
3. Admin search account that he/she want to update.
4. The system display information of that account.
5. Admin makes necessary modification and click Update
button.
6. The system asks for conformation.
7. Admin click ok button.
8. The system saves the change to that account.
9. The system displays an acknowledgement successfully
updating the account.
Alternative Flow of event Step 3.If the user account does not exist the system display
“account not found” information.
Includes
Note/Issues

3.3.6 Delete User Account Use Case Description

ID: UC-ID6
Use case name Delete user account
Author Abdulsemed Shalo , Wasihun Woyessa
purpose For Deleting users account
Requirements traceability
priority Medium
Preconditions The user login to the system, the account exists.
Post conditions User account is deleted.
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Actors Admin
Extends
Description This use case helps the user to delete user account if it is no
more necessary or the admin believes the account has to be
deleted for a reason.
Flow of event 1. Admin select Manage account from menu bar
2. the system select Delete account link
3. Admin search account who wants to delete.
4. The system display information of that account.
5. Admin clicks delete button.
6. The system deletes the account.
7. The system display an acknowledgement successfully
deletes the account.
Alternative Flow of event Step 3.If the user account does not exist the system display
“account not found” information.
Includes
Note/Issues

3.3.7 Approving Staff Clearance Use Case Description

ID: UC-ID7
Use case name Approving Staff Clearance
Author Abdulsemed Shalo, Abenezer Yohannes, Aberahem
Teshome
purpose Whenever a staff requests for clearance approval , it gets
either approved or rejected.so this use case describes how
to approve a clearance request.
Requirements traceability
priority High
Preconditions The Staff Must Be Requesting for Clearance Approval
Post conditions The Staffs get Cleared and approved form the officer.
Actors Officers, VPAA, and President Office
Extends
Description The system checks the name and ID of the staff on the
HRM database and approve if not exist, PO take the
approved clearance form from the staff and approve the
clearance form for the last time by putting the seal of the
university and their signature.
Flow of event 1.Officer Page displayed.
2.The system creates department head homepage and the
system list the staff name who want to be cleared.
3. Click clear button or staff name link.
4. Checking for Eligibility of staff.
5. Return notification of cleared staff.
6. Staff list updated.
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7. New staff list displayed.

8. The use case ends.
Alternative Flow of event
Includes
Note/Issues

3.3.8 Rejecting Staff Clearance Use Case Description

ID: UC-ID8
Use case name Rejecting Staff Clearance
Author Abdulsemed Shalo, Wasihun Woyessa, Kowak
Tesfaye
purpose For rejecting staffs’ clearance request.
Requirements traceability
priority High
Preconditions The Staff Must Be Requesting for Approving clearance
and officer login to the system.
Post conditions The Staffs clearance request Rejected
Actors System, officer, staff
Extends
Description The system and officer checks the ID of the staff on the
HRM database and reject if exist.
Flow of event 1. The staff’s login in to the system
2. The system displays staff clearance Form
3. The staffs fill the required information in staff’s
clearance form
4. The staff click the submit button
5. The system checks the staff information on the
HRM Database
6. If the staff information exists, the system rejects
the clearance request with a notification in which
office the staff have responsibility
7. End of use case
Alternative Flow of event No Alternative Flow of Activity. Unless the officer has a
second thought about rejecting the clearance.
Includes
Note/Issues

3.3.9 Requesting for Clearance Approval Use Case Description

ID: UC-ID9
Use case name Requesting for Clearance Approval
Author Abenezer Yohannes, Abdulsemed Shalo, Wasihun
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Woyessa
purpose It is the main purpose of the system.it enables staffs’ to
request for a clearance approval to be approved yet.
Requirements traceability
priority High
Preconditions Staff Must fill the required information on the clearance
form and click the submit button
Post conditions Staffs wait until the system returns a result.
Actors Staffs
Extends
Description Staffs click the submit button after they fill the required
information to request for clearance approval.
Flow of event 1. Staff login into their own page
2. Staffs fill the required information on the
clearance form
3. Staffs click the submit button
Alternative Flow of event
Includes
Note/Issues

3.3.10 Filling Clearance Form Use Case Description

ID: UC-ID10
Use case name Filling Clearance Form
Author Kowak Tesfaye, Abenezer Yohannes, Aberahem
Teshome, Wassihun Woyessa, Abdulsemed shalo
purpose Provides a fill form of clearance to be submitted for
approval.
Requirements traceability
priority High
Preconditions Staffs must be login in to the system
Post conditions The required information on Clearance Form Filled
Actors Staffs
Extends
Description Staffs fill the clearance form on their own page to
Provide information’s that are needed when they are
about to request for a clearance.
Flow of event 1. Staff login into their own page
2. Staffs click the clearance form link
3. The system displays the clearance form
4. Staffs fill the required information on the
clearance form
Alternative Flow of event
Includes
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Note/Issues

3.3.11 Manage Staff Information Use Case Description

ID: UC-ID11

Use case name Manage Staff Information

Author Kowak Tesfaye, Abenezer Yohannes, Aberahem
Teshome, Wassihun Woyessa, Abdulsemed shalo
purpose To manage all users account/information that are using
this system.
Requirements traceability
priority High
Preconditions Admin users must be login to the system of their own
page.
Post conditions The required information on Clearance Form Filled
Actors Admin
Extends
Description Admin upload the staff information and give user name,
password and privilege to the staff
Flow of event 1. Click record staff information link
2. The system displays the record staff information
form
3. The user fills the required field and click add
button
4. The system validated the user input and save the
data into the database
Alternative Flow of event
Includes
Note/Issues

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4 OTHER NON-FUNCTIONAL REQUIREMENTS

Non-Functional requirements describe user visible aspects of the system that are not designated
to the functional behavior of the system. The requirement includes from user interface to
resource issues. Generally, Non-Functional requirements of the system can be viewed as follows.

4.1 PERFORMANCE REQUIREMENTS

Since the system is going to be accessed by different users with different needs, it should be
capable of handling and processing their queries quickly. Besides the software, Hardware will
also be a great factor in the systems’ performance. Generally, the system should be able to
handle many users and it will be responsive. And moreover,
 The system shall be based on web and has to be run from a web server.
 The product shall take initial load time depending on internet connection strength which
also depends on the media from which the product is run.
 The performance shall depend upon hardware components of the user.
 Since this software is going to web–based, it does require a powerful server machine with high
band internet access
 Server machine should have a powerful CPU and high speed internet access so that it can
handle multiple users at the same time.
 Expected number of simultaneous user should be at least 100. System should be able to
deal with 100 users at the same time.
 When the submit button is pressed, the confirmation screen must load within 2 seconds.

4.2 SAFETY AND SECURITY REQUIREMENTS

The system has login page it allows only the user who have privilege to access the system
therefore the system can’t be accessed by unauthorized user. When the user wants to access the
clearance form they sign up to the system and sign in to the system. Each system users can
access the system based on their access right. additionally,

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 The system shall use secure sockets in all transactions that include any confidential
customer information.
 The system shall confirm all transactions with the customer’s web browser.
 The system’s back-end databases shall be encrypted.
 Since all the data will be transferred on the web, system should also use an encryption and
decryption mechanism only intended user can decode the data and work on the data
 Workspace of the user (whether it is of staff, officer or Admin) should only be accessed
through user own credentials and any other user should not be able to access to the user
private data.
4.3 SOFTWARE QUALITY ATTRIBUTES
4.3.1 Physical environment

The server must be put on a place that has high security room. And the client must be put in a
local area network which is connected with server.
4.3.2 System modifications

The System modification can be achieved easily because the system is going to be designed
using an object oriented approach.
If there is change on the process of clearance, the system can be modified based on change
criteria by the developers or any trained person that knows the code behind the system.

4.3.3 User interface and human factors

Since users of the system will interface with the software to be deployed on a personal computer.
When we consider the user interface on the personal computer since there is going to be different
type of users. Generally, it will include the necessary features for each user with a user friendly
and attractive interface.
4.3.4 Documentation

The System has well defined document which helps to easily maintain the system and we will
also prepare short and precise help file on how to use the system for the system users. It will
have a helping page to guide the user of the system and to show the process how they will have
to use.
4.3.5 Hardware consideration

The Software product to be developed should run on existing standard computers. The system
will be portable that can be run on any type of computer and it supports any type of browsers.
4.3.6 Portability

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The application should be portable with windows 7, 8 and 10. The HUSCS shall enable users to
use the following environments (e.g., platform and
operating system). to interact with the HUSCS:
 User Personal Computer:
 POR-1) PC with minimum of Pentium I chip, 512 meg of RAM, and a 28.8 K modem
 POR-2) Software should be lightweight so that it can run on a machine with slow internet
connection. To make the web application lightweight, simple libraries and tools should be
used at developing phase.
 Operating Systems:
- POR-2) Windows’95
- POR-3) Windows’98
4.3.7 Reliability
The data or information which is retrieved from the system is accurate (required) in deserved
time.
 REL-1) The mean time between failures (MTBF) shall exceed 3 months

4.3.8 Maintainability
The application should be easy to extend. The code should be written in a way that it favors
implementation of new functions, in order for future functions to be implemented easily to the
application.
 M-1) The GPM shall permit the swapping and upgrade of hardware without down time.
 M-2) The Mean Time to Fix (MTTF) shall not exceed one-person day.

4.3.9 Supportability

 Programming language used in this project is object-oriented so that the tasks are
independent of each other and therefore easy to maintain.
 The codes must be easy to understand and readable.
 All design architecture should be well documented.

4.3.10 Error Handling

the system can handle error by displaying error massage whenever users’ inputs error
information to the system.
4.3.11 Business Rules
The system must have at least a Super-User role and a User role defined for
accessing and interacting with the system. Additional roles may be defined for the system as long
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as the business rules for the administrator and user roles are satisfied. Other Business rules
include: -
 HUSCS-BR1): - Anyone who sign clearance form must be the member of the university
 HUSCS-BR2): - HRM officers give clearance form only for the staffs of the university
 HUSCS-BR3): - Officers of the university are not expected to give service on Saturday,
Sunday, and Holiday.
 HUSCS-BR4): - when the staffs want to sign clearance form they take the clearance form
from HRM officers.
 HUSCS-BR5): - when the staffs want to sign clearance form they must fill the required
field and they must have an ID card of the university to check the validity of the
University
 HUSCS-BR6): - staffs must fulfill their responsibility before they go to sign clearance in
officers
 HUSCS-BR7): - the officers of the university must put their signature and the date when
they sign
 HUSCS-BR8): - the staff of the university must submit the copy of cleared clearance
form to HRM, VP for academic affairs and president office.
 HUSCS-BR9): - staffs should take one piece of approved clearance form from President
Office finally for their validity.
 HUSCS-BR 10): – The PO should check whether the staffs are responsible or not on
different officer before signing his/her signature and sill of HU.
 HUSCS-BR 11): - Officers should first check whether the staff approved by the system
or not before putting his/her signature on the clearance form.
 HUSCS-BR 12): - The PO officer should sign and put the sill of HU on staff clearance
form which is approved by the system.

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5. APPENDIX A - DATA DICTIONARY

6. APPENDIX B – GROUP LOG

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