Online Automated Ethiopian Postal System

Online Automated Ethiopian Postal 201
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Contents
Acknowledgement...........................................................................................................................4
Definitions, Acronyms and abbreviations.......................................................................................5
Definitions....................................................................................................................................5
Acronyms and Abbreviations.......................................................................................................5
1. INTRODUCTION................................................................................................................7
1.2 Introduction about the organization..................................................................................7
1.2.1 Statement of the problem..............................................................................................8
1.3 Introduction about the Project...........................................................................................9
1.4 Purpose..............................................................................................................................9
1.5 Scope and limitation...........................................................................................................10
1.6 Methodology...................................................................................................................11
a. Data gathering.....................................................................................................................11
b. Approach.........................................................................................................................11
c. Testing Methodology......................................................................................................13
d. Implementation Methodology.........................................................................................13
1.8 List out Team members and their modules (part of works) on the project.........................15
1.9 Objective of the Project......................................................................................................15
i. General Objectives of the Project.......................................................................................15
ii. Specific Objectives.............................................................................................................16
2. The Overall Description.....................................................................................................17
2.1 Over view of existing system..........................................................................................17
i. Sending and receiving airmail.........................................................................................17
ii. Renting post box.............................................................................................................18
Dilla University ----Department of Computer Science Page 1

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iii. Giving western union money transfer service.............................................................18
iv. Paying pension............................................................................................................18
v. Forming of DV lottery....................................................................................................18
vi. Selling SIM, CDMA/WCDMA, mobile cards............................................................19
2.1.1 Problem of existing system......................................................................................19
2.1.2 Weakness and strength of existing system..............................................................19
2.1.3 Business rule in exiting system................................................................................20
2.2 Overview of the new system...............................................................................................21
2.2.1 Constraints and Assumptions......................................................................................21
3. Specific requirements.............................................................................................................22
3.1 Functional requirements..................................................................................................22
3.2 Non Functional requirements..........................................................................................23
3.3 System requirements.......................................................................................................24
4. System modeling................................................................................................................24
4.1 Use-case modeling......................................................................................................24
4.2 Actors Specification....................................................................................................25
4.3 Use case diagrams.......................................................................................................26
4.4 Use case Description and Scenario.............................................................................30
6.5 Sequence Diagram.......................................................................................................50
6.6 Class diagram..............................................................................................................62
6.7 Activity Diagrams.......................................................................................................64
6.8 Access Control and Security.......................................................................................68
6.9 References...........................................................................................................................69

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Abstract
Postal service system is one of the widely used communication media in the world.
Now a day’s technology is highly accelerating throughout the world. .Due to this reason
computerizing the postal service system has a lot of advantages.
This project is aimed to automate Ethiopian postal service system. The proposed system
will have the capabilities to store information about airmail transaction, update information,
search information, store information about material that stored in store room and store
contact information of renting post box.

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Acknowledgement
First of all we would like to thanks our God (Allah) because helps us in every
success of our work. Next to this we would like to express deepest gratitude to our
advisor instructor Addisalem.A for her excellent advice and passionate guidance
throughout this project.
Moreover, we would like to forward our heart –felt appreciation to W/r Aselefech
Arega and Ato Yigeremu Safisa for their cooperation and giving of required
information about Dilla postal service system branch.
Finally we would also like to thanks our team members for our contribution and
shared ideas for the successful completion of the project.

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Definitions, Acronyms and abbreviations
Definitions
SIM card: - it is a prepaid card used in mobile phones.
Western union: - it is Money transfer service from abroad.
Registered letter 1st advice form: - is a form used to distribute a single registered air mail.
Collective 1st advice form: - is a form used to distribute more than one received registered
airmail.
PIN code: - it is numeric code used to unlock the phone and/or complete a call or data
transmission.
PUK code: - is a code required to unlock SIM card that has disabled itself after an incorrect
PIN code was entered 3-5 times.
Acronyms and Abbreviations

EMS: - Express Mail Service
UML: - Unified Modeling Language
GUI:-Graphical User Interface

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DBMS: - Data Base Management System
DV: - Diversity Visa
DU: - Dilla University
GPO: - General Post Office (in United Kingdom) or Government Printing Office (in United
States)
RAM: - Random Access Memory
SQL: - Structural query language
VB: - Visual Basic
ID: - Identification
PIN: - Personal identification number
PUK: - Pin unlock code

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1. INTRODUCTION
1.2 Introduction about the organization

The origin of postal service dates back to the middle Ages and was developed from the
medieval system of royal messengers whom employed to carry government documents from
one place to another. In most countries, the postal service developed in the 18th century when
different means of transport such as mules, horses, camels and stage-caches were used to
carry mail. In some Middle-Eastern countries even falcons were specially trained to carry
written messages from one place to another. The first railway mails were carried in Europe in
1830. The establishment of the Universal Postal Union (UPU) in 1875 is what greatly
promoted international mail services.
Prior to the establishment of the postal service in Ethiopia on March 9, 1894 following
an imperial edict, correspondence was conducted through messengers known as ‘melektegnas
or postegnas’. These tough individuals travelled great distances, often on foot, overcoming
rough landscape and weathering hostile climate. They endured the pangs of hunger and thirst
and carried their letters over their heads, on cleft sticks (which later became the symbol of the
post office still today) until they reached their destination. Ethiopian Postal Service was
established nearly two decades after the birth of UPU. The second half of the 19th century in
Ethiopia was characterized by the establishment and consolidation of the empire state under
the protection of Emperor Menelik. Menelik found in the postal service, like the telephone
and the telegraph, a vital means of exchanging information, first for political and
administrative purposes and later on for public correspondence.
The construction of the Djibouti - Addis Ababa train made it possible for letters,
parcels and merchandise, which were previously transported on camel back. This was a
crucial factor that greatly improved the pace and efficiency of the postal service while it laid
the basis for the international exchange of mail. Then Ethiopia became a member of the
Universal Postal Union in 1908.
Ethiopia has at present 1139 post offices. Out of this 746 Permanent post offices,130
Departmental sub-post offices, 261 Sub-post offices and 2 Visiting postmen in rural areas

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and over 170000 post boxes. It is estimated that one post office is serving 79016 inhabitants
while one private box serves 529 people.
In the result of opportunities and challenges, Ethiopian postal service establishes EMS
(express mail service) in 1989. The introduction of EMS has made the Ethiopian Postal
Service competitive in the express delivery market. Today Ethiopian postal service is under
the implementation of business process reengineering (BPR), which had been study for 18
months. Due to this the structure become process and customer oriented. The managers and
the employees are doing their best to accomplish the needs of their customers.
1.2.1 Statement of the problem

In fact, Ethiopian postal service is one of the most crucial as well as backbone of the people
by giving postal related services as well as any other services which can be transfer through
postal system, still the system generally does follow or perform the manual system or paper
based system and somewhat automated to provide service to its customers. So that using
manual system has a lot of problems in many cases.
Moreover, the following are problems that are present in the current system of postal
service system in general. Because of this reason the organization faced to many problems.
The problems are
 Work load of the Employers is very high means takes much time to perform simple
tasks,
 Takes time to retrieve data,
 Difficult to update data,
 Wastage of resources,
 Needs more space to store file cabinet,
 Loss of data and poor organized and unsecured data. This also leads to Security
problem not protect the data from an unauthorized person and doesn’t keep the
organizations’ safety.

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 Date or time limitation problem in which the system doesn’t keep track of sending
and receiving different materials deliver in the customers’ expected time and date.
Example, postponing the expected time or date.
N.B: The problems that raised in the above limit the organization not to give reliable and fast
service to its customers.
1.3 Introduction about the Project

As a professional project developer we are going to develop precise and useful web
application for customers regarding to postal as well as other related services easily from one
place to another. The project has two main important parts, namely phase one documentation
part and phase two implementation as well as testing part. Each part has its own planned time
to be fulfill all the necessary things and finally we will collect them in one well formatted as
well as well installed application.
So our project also has a great goal for customers throughout the world. It is mainly
focuses on how can customers send and receive their materials through postal system
throughout the world and they can easily check their materials online in the tracking system.
1.4 Purpose
Since our project is the Ethiopian Postal service and it is the most crucial service for the
people, it has a basic purpose that communicating the customers throughout the world giving
service by considering the following things.
 Through real and customers expected time.

 Using less amount of resource.
 Using less amount of human power.
 Through customers information based.
 By using fast and efficient technology.
 By providing how customers check their materials or any messages they have sent
and they do a truck where it reaches.
 By communicating customers with the organizations' employee through online.
 And all branch organizations are communicating each other through online network.

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1.5 Scope and limitation

a. Scope
Scope of this project means the boundary that we are performing tasks in this project.
The proposed system that we will try to automate is limited and bounded on the Ethiopian
postal services. It will perform how to:-
 Track management that checks the sent messages of customers through

their user account
 Rent post box services
 Manipulate information
 User management
 Store data in data base
 Automate and make online service
 Mail management
b. Limitation
There are many factors that limited us to minimize our scope, such as time limitation,
resource, place, and complexity of the system. In general our proposed system is limited to
perform the following tasks because of the above mentioned factors.
 Paying pension
 Forming DV lottery
 Selling SIM cards, CDMA/WCDMA, mobile cards
 Western Union services
1.6 Methodology
a. Data gathering
To gather the requirement of the system we use different types of fact finding methods
those are:-

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i. Interview
To know how the postal service system is work, we prepared questions concerning on
postal service and interviewed the counter and manager of dilla town post office. The
counter is person who performs managing the all transactions inside the post office, as well
as the manager is a person who controls and manages the overall system. He also called
postmaster. So from the manager we gained the overall description of the system, and from
the counter we gained how the postal service transactions are going on.
ii. Observation
By observing the current working environment of dilla post office, we collect data which
necessary for automating of Dilla postal service system. In our observation we have tried to
observe things mentioned below
 The general system of providing service in the current system.
 How the system handles and store material’s information.
 Types of document format is there printed or non-printed
b. Approach
We have selected an Object Oriented Approach. Because of Object-oriented
Approach takes pride in its suitability for sustaining huge software and web
development projects. This is a far better option than using structured Approach when
you have massive code bases. The nature of object-oriented programs allows the
developer to save a lot of time and energy when developing programs as the
components of the programs are in the form of objects which can be plugged into the
program wherever they are needed. And it minimizes the risk throughout the project
and we are interested to apply this approach to do so.
Some advantages of object oriented approach are as follows:
 Reduced maintenance
 code reusability
 real-world modeling

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 and improved reliability and flexibility
Reduced Maintenance: The primary goal of object-oriented development is the

assurance that the system will enjoy a longer life while having far smaller maintenance
costs. Because most of the processes within the system are encapsulated, the behaviors
may be reused and incorporated into new behaviors.
Real-World Modeling: Object-oriented system tends to model the real world in a more

complete fashion than do traditional methods. Objects are organized into classes of
objects, and objects are associated with behaviors. The model is based on objects, rather
than on data and processing.
Improved Reliability and Flexibility: Object-oriented system promise to be far more

reliable than traditional systems, primarily because new behaviors can be "built" from
existing objects. Because objects can be dynamically called and accessed, new objects
may be created at any time. The new objects may inherit data attributes from one, or
many other objects. Behaviors may be inherited from super-classes, and novel behaviors
may be added without effecting existing systems functions.
High Code Reusability: When a new object is created, it will automatically inherit the
data attributes and characteristics of the class from which it was produce. The new object
will also inherit the data and behaviors from all super classes in which it participates.
When a user creates a new type of a stand-alone application, the new object behaves
“stand-alone application ", while having new behaviors which are defined to the system.
This approach can divide in different phases like:-
 Analysis: - requirement engineering like use case model object model etc.
 Design: - physical data base design like physical data base design, design
elements, design system architectures, design component.
c. Testing Methodology
Testing methodologies are approaches to testing, from unit testing through system testing
and beyond. There is no formally recognized body of testing methodologies, and very rarely
will you ever find a unified set of definitions. But here are some common methodologies:
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Unit testing: The act of testing software at the most basic (object) level. Generally performed
by developers, run in "friend classes" with code-level access to read and manipulate objects.
Acceptance testing: Also known as acceptance tests, build verification tests, basic
verification tests, these are rudimentary tests which prove whether or not a given build is
worth deeper testing. The term "smoke test" is a colloquial term -- when machines are built,
engineers will power them up and just let them run, looking for smoke as a sign of serious
problems.
Functional testing: Functional testing takes a user story or a product feature and tests all of
the functionality contained within that feature. For example, in a photo application like
Photoshop, functional testing would cover all the functionality contained within a feature like
opening files (resolving file paths, determining appropriate format filters, passing the file path
off to the filter) as well as handling errors within that functionality.
System testing: Testing the project as a collective system. System testing generally combines
multiple features into an end-to-end process or scenario.
Performance testing: Tests an application's performance characteristics, be it file size,

concurrent users, or mean-time-to-failure.
Security testing: A collection of tests focused on probing an application's security, or its

ability to protect user assets.
d. Implementation Methodology
Implementation is a realization of a technical specification or algorithm as a program,
software component through programming. there are different types of tools available to
implement the system from those tools we select php to develop front end of the system,
Wamp2.5 server to develop back end of the system ,UML editor to sketch different UML
diagrams and Microsoft word 2010 to prepare the documentation part of the project .
e. Development Methodology

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The development method we are using to develop the proposed system is the
Waterfall approach.
Waterfall Methodology: All projects can be managed better when segmented into a
hierarchy of chunks such as phases, stages, activities, tasks and steps.
1.7 Development Tools
The tools that we are going to use throughout our project are listed in the following table
as grouped into hardware tools & software tools.
Table a) development tools
Tools
Hardware Software
 Processor: Intel(R) core(TM).i3-  Microsoft 2010 :to write the entire documents
2120cpu@3.30GHZ  Power point 2010 :for presentation for both
 Flash Disk : at minimum 8GB phase1 and phase 2
 RAM : to the maximum of 1.90GB  Wamp server 2.5 :To run the site on the tool
 Hard Disk: to the maximum of bar
464.6GB  npp.6.5.5.Installer : To edit the entire
 CD-R : to the maximum of 700MB implementation code
 Sql database server: To store data
 Visual paradigm for UML 10.2 : to draw
UML diagrams

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1.8 List out Team members and their

modules (part of works) on the project
Table b) team members and their responsibilities
SI.No Name Id.No Modules

1 Adane Alaro Rcs-004/11  Introduction
 Purpose, scope &limitation
 Use case diagrams
2 Adem Birhane Rcs-005/11  Specific requirement
 Objectives
 Sequence diagram
3 Hindiya Shemsu Rcs-064/11  Overview of the existing system
 Activity diagram
4 Molla Eneyew Rcs-166/11  Methodology
 Class diagram
5 Dagmawit Zewdu Rcs-025/11  Overview of the new system
 Constraints and assumptions
Access control & security
1.9 Objective of the Project
i. General Objectives of the Project

The general objectives of this project is to develop and implement Online postal service
for Ethiopia .That is to develop and provide a full internet application or web based
application, then can be accessed by any customers throughout the world as well as branch

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organizations are communicate each other through online network application. It helps
customers to use their time and other resources effectively and efficiently whenever they use
postal service.
It also viewed as how to create a system as problem solver to the customers and employers of
the organizations.
ii. Specific Objectives

The specific objectives are listed below:-
 To minimize resources
 To minimize the time consumption and work load for both the organization
and customers
 To minimize the data storage space
 To encourage data security
 To design central and well-structured database management system
 To eliminate redundancy of data
 To make online with web based application through an internet connection.
 To keep truck mails.
 Communicating branch organizations each other internationally.
1.10 Significant of the project

The proposed project has many benefits. Those are listed below:-
 Speed up the system
 Perform data updating easily
 Reduce resource wastage
 Protect data/files from unauthorized users
 Reduce work load of the employee of the organization
 Enable the organization to has centralized DBMS

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2. The Overall Description
2.1 Over view of existing system

Currently the Ethiopian Postal Service System mostly follows manual based system and
somewhat automated to provide service to its customers. The services provided by the system
are:-
 Sending and receiving airmail

 Renting post box
 Giving western union service
 Paying pension
 Forming of DV lottery
 Selling SIM ,CDMA/WCDMA, mobile cards
 Income tax Collection
 Duties stamp sales
 Tele agency license tax collection
 Boucher Card sale
i. Sending and receiving airmail

There are different kinds of airmail. Those are
 Ordinary airmail
 Registered airmail
 EMS
 First order airmail
 Parcel airmail
a. Sending airmail
On the process of sending airmail if a customer want to send an airmail, first she/he contact
the counter, then he/she must select the types of airmail, the counter receives the airmail to
check whether the address of both sender and receiver are valid or not .Second, the counter
measures the weight of the airmail, attach postage stamp and record the information available
on airmail (date of sending, registration no, sender address, receiver address, weight, barcode

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number(for EMS air mail), cost and price) in three copies on the form. Finally the customer
pays the price and receives the receipt. Then the counter starts to collect daily received
airmails and group together according to their destination, then packed and gives to the
messenger/postman. The messenger/postman takes the packed airmails to the bus station and
distribute to different expected sites of the customers.
b. Receiving airmail
Every day the messenger/postman brings the packed airmails from the bus station and gives
to the counter. The counter registers all received airmails. Then, if the airmail is ordinary or
first order airmail the counter distribute it to the post box of a customer .But type of airmail is
either registered or parcel, the counter distribute registered letter 1st advice form (if the
customer received a single airmail) or collective 1st advice form (if the customer has more
than one received letter).
For EMS the messenger/postman directly contact the customer and gives the airmail.
ii. Renting post box

The customer fills contract renting post box form and pay 48 birr for a single post box
and 20 birr for key. Then the counter records the information of the customer.
iii. Giving western union money transfer service

The counter receive a Fax message about the receiver information, sender address ,amount of
money and date of sending .Then ,by recording the above information she/he pay the money
sent to the receiver.
iv. Paying pension

The counter pay the pension for customers according to the list comes from
Ethiopia Finance Minister by recording all necessary personal information such as name,
address, status, phone No, etc.
v. Forming of DV lottery
The customers who want to apply DV lottery of a year through postal system fill the
form by fulfilling all requirements. The counter collects and registers all DV lottery forms.

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vi. Selling SIM, CDMA/WCDMA, mobile cards

The counter sells SIM card to different customers by registering their personal
information such as name, id. Number, address, phone number, PIN code and PUK code of
the sold SIM card.
2.1.1 Problem of existing system

The Ethiopian postal service system provides services to its customers using manual system
and somewhat automated to provide service to its customers. Due to this reason the systems
have the following drawbacks:-
 It take much time to perform a single task

 The system cannot seek the given data
 It is no cascading sheet style but it simply implemented by frame
 The system does not performing tracking well
 Take time to retrieve data
 It need more space to store files or cabinets
 Difficult to update data when it is needed
 Poor organized and un secured data
 Loss of data due to files are exposed to natural disaster example:- fire
 There is duplication of data example:- in a case of renting post box
 It expose both customers and employers of organization to wastage of
money, time and energy
These above mentioned drawbacks are faced in Ethiopian postal system and
other sub branches.
2.1.2 Weakness and strength of existing

system
A. Weakness of existing system

The weaknesses of the existing system are:-
F Use more human power: - since the system is not some more computerized it
use more human power to give service.

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F There is duplication of data:-because of the data are not well organized and
structured.
F There is disorder of data: - because the data are not stored sequentially.
B. Strength of existing system

The employees provide service to the society by:-
working overtime
Loyal able to the customers.
Punctual to the society.
Honesty to the users
Responsible and transparent for their actions.
2.1.3 Business rule in exiting system

Business rule is an operating principle or policy the system follows. The business rules are:-
 An airmail to be sent must have full address of sender and receiver

 The retention period of an item is one month for local, two month for international.
After this time it will be returned.
 Every year from July 1 to 30, the customer must pay the annual post office box rent.
If the annual rent is not paid with due date, the box shall be rented to another. If the
customer lost his/her post box key, he/she must pay 20birr.
 Customer can rent only one post box
 To rent post box, western union service, to receive registered and parcel airmail, to
buy SIM card, the customer must have an ID card.
 The postal system doesn’t give sending service to historical heritage, Gold, coffee,
weapons, liquids, drugs….etc. But the customer can send a sample off coffee and
grain if the customer have license from the government. For example Ethiopia Grain
Trade Agency.
2.2 Overview of the new system

Currently Ethiopian postal service send services like:-

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letter post service
parcel post service
Financial service
Express mail service
Agency service
Transport services (post Bus)
Post box Service
Advertisement services through post boxes (direct advertisement)
Postal museum
Logistic Service
Door to Door acceptance and delivery Service
Financial Business Process
The Online Ethiopian Postal Service automates each and every activity of the current
manual system and increases its throughput. It will try to eliminate the drawbacks of the
existing system by improving:
 Time accuracy
 By reducing system complexity
 Improving security issue
 Improving efficiency
 By designing new model
 Make transaction very easy and fast
 Simplifying manipulation of data.
User requirement users can be access the system as they want and can access all
expected requirements also can manage their account easily through the system.
2.2.1 Constraints and Assumptions
a. Constraints
There are many constraints that we would face to do this project. Those are:-

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I. Transportation:
It is very far from DU to Addis Ababa. Due to this reason we will not go to Addis Ababa for
observation instead we make observation on Dilla postal service office.
II. Financial
Because we are dependent on our family, we in face lack of money to pay for taxi
services and other different material used to do this project well.
III. Laboratory
We could not get enough laboratories and internet access as we need i.e. there is no fixed
laboratory and internet access because of power off and connection interruption
b. Assumptions
After we have finished our project, the installed database should be duplicated for all
Ethiopian Postal Service branches and throughout the world.
3. Specific requirements
3.1 Functional requirements

Functional requirements describe the interactions between the system and its
Environment independent of its implementation. The environment includes the user and any
other external system with which the system interacts. The system should provide how the
system should react to particular inputs and how the systems behave in particular situations.
The following are the functional requirements of the system:-
 User management
 The system verify user account to login in to the system by checking their
information
 The system handles user information
 The system enables Users/Customers to change their password.
 Mail management

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 The system register different types of airmails and materials information
 The system provides data manipulation service such as insertion, updating and
deletion
 The system enable users to search data
 The system should enable Users/Customers to change their password.
 Customers can write comments, suggestions, questions, and thanks on the online
service of the system.
 Box rent management
 The system enables user to rent boxes
 The system enables user to return boxes
 Tracking: the system enables users to track their mails.
3.2 Non Functional requirements

Nonfunctional requirements describe user-visible aspects of the system that are not
directly related with the functional behavior of the system. Nonfunctional requirements
include quantitative constraints, such as response time (i.e., how fast the system reacts to user
commands) or accuracy (i.e., how precise are the system’s numerical answers).
The nonfunctional requirements of our system will address are discussed as follows:-
 Robustness: - the system should be robust while validating data during data entry.
It also ability to survive invalid user input
 Security: - the system should be secured and protected from unauthorized user. It should
have a user’s database and should authenticate each user on login and should grant user
specific services.
 User interface:-the system should have friendly user interface
 Performance: - System will have good performance as much as possible this will be
attained via easily loadable interface components and optimal algorithms which make
searching, updating, deleting, inserting and saving easy and fast.
 Error handling mechanism: - the system must have error handling mechanism. It is not
stop functioning rather it must report an error message
 Documentation:-the system will provide the system description document for the client.

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3.3 System requirements

Software and hardware consideration
a. Hardware consideration
The client computer must have more than 256MB RAM .For the server computer
it needs above 2GB RAM, the system also needs a printer to print different forms and
Fax machine.
b. Software consideration
The system will run on any operating system which supports GUI. For both
client and server computer Wamp server 2.5 should be installed. In general,
 This Wamp server 2.5 is helps to access the database via My SQL, then
php Myadmin.
 Using any browsers like Firefox, Opera mini, Google chrome and others.
4. System modeling
The system model of Ethiopian postal service system is composed of the functional model
represented by Use cases, the dynamic model represented by the sequence diagram and object
model represented by class diagram.
4.1 Use-case modeling

Use-case model consists of the collection of all actors and all use case, a use case is a
scenario that describes the use of the system by an actor to accomplish a specific goals, an
actor is a user playing a role with respect to the system. Scenario is a sequence of step that
describes the interaction between an actor and the system.
 Use cases
 Login
 Register user
 Renting post box
 Register material

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 Register sent airmail
 Register received airmail
 Search user
 Update user
 Delete user
 Search airmail
 Update airmail
 Delete airmail
 Search material
 Update material
 Delete material
 Search post box
 Update post box
 Delete post box
 Check track
 Create account
 Actors
 Administrator
 Counter
 Postman
 Customers
4.2 Actors Specification

Administrator: is a person who registers user, update and delete information about the user.
Counter: is a person who register, update and delete sent and received airmails and rent post
box information.
Postman: is a person who sends and receives airmails as well as materials to and from
customers respectively. Also who can register, update, search and delete materials in the
system.

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Customers: are people or any users who can send and receive whatever their materials using
the Ethiopian postal service system throughout the world.
4.3 Use case diagrams

Use case diagrams for the proposed system are used to represent the basic functionalities of
the system as Use cases focus on the behavior of the system from an external point of view. It
also represents user requirements gathered during requirement elicitation, contains use case,
actors, system boundary and their relationships. Use Case diagram of our system is shown as
follows with respective description.
Fig.1 use case diagram for system administrator

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Fig.2 use case diagram for counter

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Fig.3 use case diagram for system Postman

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Fig 4 use case diagram for Customers

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4.4 Use case Description and Scenario
Table1. The scenario or use case description of the Login use case
UC Name Login
UC Description Enables all users of the system to login.

Actor Administrator, Counter, Postman, Customers
Precondition The users should have an account.
Flow of event 1. The user activates the system.
2. The system display login window
3. The user type user id and password and click login button.
4. The system checks and validates the entered user id and
password. [A1:A2].
5. The system displays the main window.
UC-01
6. The system displays access page for the respective user.

7. Use case ends.
Post condition The user entered to the system and can access the system.
Alternative course A1: Information Not Filled Message
of action 1. The system displays “Please enter your user name and
password!” message.
2. The system resumes at step 3.
A2: Invalid Entry Message
1. The system displays “Incorrect User Name or Password!”
massage.

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Table2. The scenario or use case description of the user registration use case
UC Name User registration

UC Description Allows administrator to register user information.
Actor Administrator
Precondition The administrator should successfully login into the
system.
Flow of event 1. The administrator selects the “Add user” menu.
2. The system displays the user registration form.
3. The administrator fills the form and submits it by
clicking “Add” button
4. The system checks and validates the entered data.
[A1:A2].
5. The system display “user is registered successfully ”
UC-02
message
6. The system saves the registered user account of the
Users.
7. Use case ends.
Post condition The account of the users registered (created).
Alternative course A1: Wrong data Entry Message
of action 1.The system displays “Wrong data Entry!” message.
2.The system resumes at step 3.
A2: Missing of Required Information Message
1.The system displays “Fill all information!”
massage.
2.The system resumes at step 3.

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Table3. The scenario or use case description of the rent post box use case
UC Name Renting post box
UC Description Allows rent post box..

Actor Counter
Precondition The counter should have logged into the system
Flow of event 1. The counter selects “Rent post box’ menu.
2. The counter completes and submits the rent post box
form by clicking “Rent” button.
UC-03
3. The system checks and validates the entered data.[A1]

4. The system display “Renting is successfully completed”
message.
5. Use case ends.
Post condition The account of the users registered (created).
Alternative course A1: The post box was rented by other user.
of action 1. The system displays “The post box was rented by
another user!” message.

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Table4. The scenario or use case description of the material registration use case.
UC Name Material registration

UC Description Allows the postman and counter to recorded information
regarding to material stored in store room.
Actor Counter or postman
Precondition The counter and postman should have logged into the
system
Flow of event 1. They selects “Add material” menu.
2. They should complete and submits material’s
registration form by clicking “Add” button.
UC-04
[A1:A2]
4. The system displays “material information
recorded” message
5. Use case ends
Post condition Material information is registered.
Alternative course A1: Wrong data Entry Message
of action 1. The system displays “Wrong data Entry!”
message.
A2: Missing of Required Information Message
3.The system displays “Fill all information!”
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massage.
Table5. The scenario or use case description of the sent airmails registration use case.
UC Name Sent airmail register

UC Description Allows counter to register sent airmails.
Actor Counter
Precondition The counter should have logged into the system
Flow of event 1. They selects “Add material” menu.
2. They should complete and submits airmail’s
[A1].
UC-05
4. The system displays “airmail information

recorded” message
5. Use case ends
Post condition Sent airmail information is registered
Alternative course A1: invalid data
of action A.1 The system informs the counter the entered data is
invalid by displaying “you have entered invalid data”
message and prompts the user to enter the data correctly.
A.2 Use click “ok” button.
A.3 Use case resume at step 2

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Table6. The scenario or use case description of the received airmails registration use
case.
UC Name Received airmail registration
UC Description Allows counter to register received airmails.

Actor Counter
Precondition The Counter should have logged in to the system.
Flow of event 1. Counter selects “Add received airmail” menu.
2. Counter completes and submits the received airmail
3. The system checks and validates the entered data. [A1].
4. The system displays “airmail is successfully registered”
message
5. Use case ends.
Post condition Received airmail information is registered
Alternative A1: invalid data
course of action A.1 The system informs the counter the entered data is
invalid by displaying “you have entered invalid data”
message and prompts the user to enter the data correctly.

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U A.3 Use case resume at step 2.
C
-
0
6
Table7. The scenario or use case description of the search user use case.
UC Name Search user
UC Description Allow administrator to search or view user data from the

database.
Actor Administrator
Precondition The administrator should have logged in to the system.
Flow of event 1. The administrator selects the “Search” button.
2. The system requests the user to enter correct
registration number.
3. The system checks and validate the entered registration
number[A1]
4. The system display and view the searched information

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U 5. Use case ends.
C Post condition Administrator will view the searched information.

Alternative A1: invalid registration number
-
course of action A.1 The system informs the administrator the entered
0
registration number is invalid by displaying “you have
7 entered invalid registration number” message and prompts
the administrator to enter the registration number correctly.
A.3 Use case resume at step 2.
Table8. The scenario or use case description of the update user use case
UC Name Update user
UC Description Allows administrator to update user information to the

database.
Actor Administrator
Flow of event 1. The user selects the “Update” button.
3. The system display and view the searched information.
4. The administrator selects “clear” button.

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U 5. The administrator fills update form
C 6. The administrator click “Add” Button

7. The system checks and validates the entered data. [A1].
-
8. The system displays “update is successfully completed”
0
message.
8 9. Use case ends.
Post condition Administrator will view the searched information.
course of action A.1 System displays “Invalid data entries please try
again”
A.2 User click “ok” button.
Table9. The scenario or use case description of the delete user use case
UC Name Delete user
UC Description Allows administrator to delete user information to the

database.
Actor Administrator
Flow of event 1. The administrator enter registration number.
2. The administrator click “Search” button.
3. The system checks and validates the registration
number.[A1:A2].

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U 4. The system displays the searched information.
C 5. The administrator click “Delete” button.

6. The system displays “Data is deleted” message.
-
7. Use case ends.
0
Post condition Data will be deleted from the database.
9 Alternative A1: Warning!
course of action 1. System displays “Are you sure to delete this
data?”
2. User click either “yes” button or “no” button.
3. Use case resume at step 3.
A2: Invalid registration number
1. System displays” please the correct registration
number!”
Table10. The scenario or use case description of the Search airmail use case
UC Name Search airmail
UC Description Allow counter to search or view user data from the

database.
Actor Counter
Flow of event 1. The user selects the “Search” button.
3. The system checks and validates the entered

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U registration number[A1].
C 4. The system display and view the searched

information
-
5. Use case ends.
1
Post condition Counter will view the searched information.
0 Alternative A1: invalid data
again”
Table11. The scenario or use case description of the update airmail use case
UC Name Update airmail
UC Description Allow counter to update or change user data from the

database.
Actor Counter
Flow of event 1. The counter selects the “Update” button.

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U registration number.
C 3. The system checks registration number.[A1]

4. The system display and view the searched
-
information.
1
5. The counter selects the “clear” button.
1 6. The counter fills update form.
7. The counter click “Add” Button
8. The system displays “update is successfully
completed” message.
9. Use case ends.
Post condition Counter will view the updated information.
again”
Table12. The scenario or use case description of the delete airmail use case
UC Name Delete airmail

UC Description Allow counter to update or change user data from the database.
Actor Counter
Flow of event 1. The counter enter registration number.
2. The counter click “Search” button.

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U number.
C 4. The system displays the searched information.

5. The counter click “clear” button.
-
6. The counter enter registration number
1
7. The counter click “Delete” button.
2 8. The system displays “Data is deleted” message.
9. Use case ends
Post condition Airmail data will be deleted from the database.
Alternative A1: Warning!
data?”
1. System displays” please the correct registration
number!”
2. Use case resume at step 3
Table13. The scenario or use case description of the search materials use case
UC Name Search material
UC Description Allow postman to search or view material

Actor Postman
Precondition The postman should have logged in to the system.

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U Flow of event 1. The store keeper selects the “Search” button.
C 2. The system requests the user to enter correct

-
1
registration number
3 4. The system display and view the searched
information
5. Use case ends.
Post condition Postman will view the updated information.
Table14. The scenario or use case description of the update materials use case
UC Name Update material
UC Description Allow postman to update or change user materials

Actor Postman

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U Precondition The postman should have logged in to the system.
C Flow of event 1. The store keeper selects the “update” button.

-
1
3. The system checks registration number [A1]
4 4. The system display and view the searched
information.
6. The counter fills update form
9. Use case ends.
Post condition Postman will view the updated information.
Alternative invalid data
again”
Table15. The scenario or use case description of the delete materials use case
UC Name Delete material
UC Description Allow postman to delete materials.

Actor Postman
Precondition The postman should have logged in to the system.

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U
C Flow of event 1. The store keeper enters registration number.
2. The store keeper click “Search” button.
-
1
number.
5 4. The system displays the searched information.
5. The store keeper click “clear” button.
6. The store keeper enters post box number.
7. The store keeper click “Delete” button.
9. Use case ends.
Post condition Postman will have deleted the material.
data?”
2. User click either “yes” button or “no”
button.
1. System displays” please the correct
registration number!”
Table16. The scenario or use case description of the search post box use case
UC Name Search post box

U

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UC Description Allow counter to search or view post box data from the
database.
Actor Counter
Flow of event 1. The Counter selects the “Search” button.
2. The system requests the user to enter correct post
box number.
registration number
C-16

information.
5. Use case ends.
Post condition Counter will view the searched information.
Alternative invalid data
course of action A.1 System displays “Invalid registration number
entries please try again”
Table17. The scenario or use case description of the updated post box use case

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UC Name Update post box
UC Description Allow counter to update or change post box data from the
database.
Actor Counter
Flow of event 1. The counter selects the “update” button.
3. The system checks post box number. [A1]
information.
UC-17

6. The counter fills update form
9. Use case ends.
Post condition Counter will view the updated information.
again”
A.3 Use case resume at step 5 of basic flow of events.
Table18. The scenario or use case description of the delete post box use case

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UC Name Delete post box
UC Description Allow counter to delete or remove post box data from the database.
Actor Counter
Flow of event 1. The counter enters post box number.
2. The administrator click “Search” button.
3. The system checks and validates the post box number.
4. The system displays the searched information.
5. The counter click “clear” button.
6. The counter enters post box number.
UC-18
7. The counter click “Delete” button.

9. Use case ends. .
Post condition Counter will delete the post box information.
course of action 1. System displays “Are you sure to delete this data?”
1. System displays” please the correct post box
number!”

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Table19. The scenario or use case description of the Check_Track use case
UC Name Check_Track
UC Description Enables all customers check their materials and airmails

through tracking with which where it reach.
Actor Customers
Precondition The users should have an account.
Flow of event 1. The user activates the system or an account.
3. The user enters the track number and click on check
button.
4. The system checks and validates the entered information.
[A1:A2].
UC-19
5. The system displays access page for the respective user and
shows information.
6. Use case ends.
Post condition The user entered to the system and can check the material
where it reaches through tracking the system.
of action 3. The system displays “Please enter your user name and
password!” message.
3. The system displays “Incorrect User Name or Password!”
massage.

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Table20. The scenario or use case description of the Create_account use case
UC Name Create_account
UC Description Enables all customers to create their account and then they can have
full information about their materials and airmails through tracking
with which where it reach. Generally, they will be a user member of
post office of Ethiopia.
Actor Customers
Precondition The users shouldn’t have an account before.
Flow of event 1. The user activates the system page.
3. Then displays Create_account page
4. The system displays Create_account interface for the respective
user.
UC-19
5. Then the user fulfills the entire provided space and click “Signup
“button.
6. The system checks and validates the entered information. [A1:A2].
7. The system displays “you have successfully created your account”.
8. Use case ends.
Post condition The customers successfully create their account.
of action 5. The system displays “Please fulfill the entire information!”
message.
The system displays “Incorrect data entry!” massage.

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6.5 Sequence Diagram

Sequence diagram is a system model that is used to depict the interaction between
participating objects in a given use case. The sequence diagrams for automated postal service
system is clearly show the participating objects in the given use case.
Fig.5 sequence diagram for login to the system

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Fig.6 sequence diagram for user registration

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Fig.7 sequence diagram for renting post box

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Fig.8 sequence diagram for material registration

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Fig.9 Sequence diagram for sent airmail registration

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Fig.10 Sequence diagram for received airmail registration

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Fig.11 Sequence diagram for searching material information from the database

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Fig.12 Sequence diagram for searching airmail information from the data base

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Fig.13 Sequence diagram for searching post box information from the data base

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Fig.14 Sequence diagram for updating post box information to the database

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Fig.15 Sequence diagram for deleting post box from the database

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Fig.16 Sequence diagram for create account

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Fig.17 Sequence diagram for Check_Track

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6.6 Class diagram

Class diagram describe the structure of the system in terms of classes and objects .Classes are
abstractions that specify the attributes and behavior of a set of objects whereas objects are entities that
encapsulate state and behavior. In our system account, airmail, material, user, customer, and postbox
are classes. The class diagram for automated Ethiopian postal service system as shown below.

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Fig.18 Class diagram for the system
6.7 Activity Diagrams

An activity diagram describes a system in terms of activities. Activities are states
that represent the execution of a set of operations. The completion of these operations
triggers a transition to another activity. Activity diagrams are also similar to flowchart
diagrams in that they can be used to represent control flow (i.e., the order in which
operations occur) and data flow (i.e., the objects that are exchanged among operations).
Administrator
Administrative login/system login
Check Admin UN and PW
Invalid Valid
Select Action
update user
Manage system
Manage users
Register user
Control airmails
Delete user
Search user
Fig.19 Activity diagram for administrator

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Counter
Login/system login
Check UN and PW
Invalid Valid
Select Action
update airmails
Manage post box
Rent post box
Register Airmails
Control airmails
Delete airmails
Search airmails
Fig.20 Activity diagram for counter

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Postman
Login/system login
Check UN and PW
Invalid Valid
Select Action
Update material
Register materials
Delete materials
Search material
Fig.21 Activity diagram for Postman

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Customers
Login/system login
Check UN and PW
Invalid Valid
Select Action
Create account
Check track
Fig.22 Activity diagram for Customers

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6.8 Access Control and Security

Authorization:
 System Admin has authorized to give permission to all users.
 System Admin should give different level of access to users.
Authentication:
 Only registered user can enter to the system and access it.
 Every registered user has unique User Id.
Information Integrity:
 Only System admin has right in the modification of the information.
 The system should use secured http (https) to keep information integrity.
 The user can only access the information that belongs to them only.

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6.9 References
We are referring to do our project, the bellow material that guides us to perform our tasks
well.
 Software engineering books and handouts

 Modular programming objects
 Websites of Ethio postal system(www.ethiopianpostal.com)
 Some other advanced materials like written documents

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Online Automated Ethiopian Postal 201

Definitions, Acronyms and abbreviations.......................................................................................5

Acronyms and Abbreviations.......................................................................................................5

1.2 Introduction about the organization..................................................................................7

1.2.1 Statement of the problem..............................................................................................8

1.3 Introduction about the Project...........................................................................................9

1.5 Scope and limitation...........................................................................................................10

1.9 Objective of the Project......................................................................................................15

i. General Objectives of the Project.......................................................................................15

ii. Specific Objectives.............................................................................................................16

2. The Overall Description.....................................................................................................17

2.1 Over view of existing system..........................................................................................17

i. Sending and receiving airmail.........................................................................................17

ii. Renting post box.............................................................................................................18

Dilla University ----Department of Computer Science Page 1

iv. Paying pension............................................................................................................18

vi. Selling SIM, CDMA/WCDMA, mobile cards............................................................19

2.1.1 Problem of existing system......................................................................................19

2.1.2 Weakness and strength of existing system..............................................................19

2.1.3 Business rule in exiting system................................................................................20

2.2 Overview of the new system...............................................................................................21

2.2.1 Constraints and Assumptions......................................................................................21

3.1 Functional requirements..................................................................................................22

3.2 Non Functional requirements..........................................................................................23

3.3 System requirements.......................................................................................................24

4.1 Use-case modeling......................................................................................................24

4.2 Actors Specification....................................................................................................25

4.3 Use case diagrams.......................................................................................................26

4.4 Use case Description and Scenario.............................................................................30

6.5 Sequence Diagram.......................................................................................................50

6.6 Class diagram..............................................................................................................62

6.7 Activity Diagrams.......................................................................................................64

6.8 Access Control and Security.......................................................................................68

Dilla University ----Department of Computer Science Page 2

Dilla University ----Department of Computer Science Page 3

Dilla University ----Department of Computer Science Page 4

Definitions, Acronyms and abbreviations

Western union: - it is Money transfer service from abroad.

Acronyms and Abbreviations

UML: - Unified Modeling Language

GUI:-Graphical User Interface

Dilla University ----Department of Computer Science Page 5

DV: - Diversity Visa

DU: - Dilla University

RAM: - Random Access Memory

SQL: - Structural query language

VB: - Visual Basic

PIN: - Personal identification number

PUK: - Pin unlock code

Dilla University ----Department of Computer Science Page 6

1.2 Introduction about the organization

Dilla University ----Department of Computer Science Page 7

1.2.1 Statement of the problem

 Difficult to update data,

 Needs more space to store file cabinet,

Dilla University ----Department of Computer Science Page 8

1.3 Introduction about the Project

 Through real and customers expected time.

Dilla University ----Department of Computer Science Page 9

1.5 Scope and limitation

 Track management that checks the sent messages of customers through

Dilla University ----Department of Computer Science Page 10

 The general system of providing service in the current system.