MIZAN TEPI UNIVERSITY

TEPI CAMPUS

SCHOOL OF COMPUTING AND INFORMATICS

DEPARTMENT OF COMPUTER SCIENCE

Project Title: Web Based Clearance Management System For MTU.

NO STUDENT NAME ID NO

1 ZELEKE ASAYE NSR/2056/12

2 ESHETU GELETU NSR/0703/12

3 DAGNACHEW TAGESSE NSR/0574/12

4 FENET GIRMA NSR/0767/12

Advisors Name:
1. Mr. LEMESSA and
2. Miss. MAHILET

Declaration
The Project is our own and has not been presented for a degree in any other university and all
the sources of material used for the project have been duly acknowledged.

Group member

Name_______________________________ Signature ____________ Date_____________

Name_______________________________ Signature ____________ Date_____________

Name_______________________________ Signature ____________ Date_____________

Name_______________________________ Signature ____________ Date_____________

To: Computer science department

Subject: Final Project Submission

This is to certify that the final project entitled Web Based clearance management system
for MTU submitted in partial fulfillment of the requirements for

the degree of Bachelor of Science in computer science, has been carried out by the group

members under my supervision. Therefore, I recommend that the students has fulfilled the

requirements and hence hereby they can submit the project to the department.

------------------------ ------------------------ ------------------------

Name of advisor Signature Date

------------------------ ------------------------ ------------------------

Name of advisor Signature Date

APPROVAL LETTER

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It is approved that this project has been written in compliance with the formatting rules laid

down by the school.

Examiners

Examiner-1 Signature Date

__________ __________ __________

Examiner-2 Signature Date

__________ __________ __________

Examiner-3 Signature Date

__________ __________ __________

Chairman

Chairman Signature Date

__________ __________ __________

This is to certify that the senior project titled “Web Based clearance management system
for MTU” submitted by

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 ZELEKE ASAYE NSR/2056/12

ESHETU GELETU NSR/0703/12

DAGNACHEW TAGESSE NSR/0574/12

FENET GIRMA NSR/0767/12

To the department of Computer Science, MTU for the partial fulfillment of the requirement
of the Degree of Bachelor Science in Computer Science. The contents of this document in
full, or in parts, have not been submitted to any other institute or university for the award of
any degree or diploma.

Mr. Lamessa and Mr. Mahilet

(Advisors)

Date: Feb 11 2023

Tepi,Ethiopia

Acknowledgement
We would like to thank the almighty God for giving us the opportunity to live and share our
knowledge to other people and for the blessings that we received each day. To our instructors
from the School of Computing and Informatics – Department of computer science who

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molded us in technical knowledge and discipline since our second years until what we
become today. Especially to our respective advisor Mr. Lamesa who were support as from the
beginning of the project until we finish. Thanks to our respective families, friends and
relatives, who are our inspirations. Thank you all.

II. Abstract
In this project we will try to develop online student clearance management system is a web
based project work that will help build an effective information management for university.

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This paper contain five chapter ,in first chapter we will deals about introduction part of
online clearance system such as back ground of organization, statement of problem, general
and specific objective, scope of project, feasibility in the first chapter we will see team
configuration .the second chapter will be describe about system requirement, essential use
case, system use case and their description, the third chapter about all UML diagrams such
as class modeling; fourth and fifth chapter about code tasting, design and report on
implementation. Our system will be developing a computer software system that replaces the
manual method of clearance during withdrawal, summer vacation and graduating time for
students. The designed system will serve as a more reliable and effective means of
undertaking students clearance, remove all forms of time delay and stress as well as enable
you to understand the procedure involved, as well as how to do your clearance online. This
project work makes use of data collection from the university, materials and journals from
various authors and the software was developed to effectively achieve the aim of the project.
In this project the implementation is carried out with PHP, MYSQL as the database. In
conclusion it will meet all the objectives and it will be recommended for all the departments
in Mizan Tepi University and other tertiary institution

Contents
Acknowledgement......................................................................................v

II. Abstract.................................................................................................vi

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 CHAPTER ONE..........................................................................................1
1. Introduction..................................................................................................................................1
1.1 Background of organization.........................................................................................................1
1.1.1. Vision of MTU......................................................................................................................2
1.1.2. Mission of MTU....................................................................................................................2
1.2 Overview of the project...............................................................................................................2
1.5. Statement of problem..................................................................................................................4

1.6. Objectives............................................................................................5
1.6.1. General objective.....................................................................................................................5
1.6.2. Specific Objectives..............................................................................................................5
1.7 Target Beneficiaries of the System..............................................................................................6
1.7. Methodology..............................................................................................................................6
1.8 System Analysis And Design Technique...................................................................................7
1.9. Scope of study............................................................................................................................8
1.10. Significance of the Project........................................................................................................9
1.11. Feasibility..................................................................................................................................9
1.11.1. Technical Feasibility...........................................................................................................9
1.11.2. Economic Feasibility.............................................................................................................10
1.11.3 Legal Feasibility...............................................................................................................11
1.11.4 Operational Feasibility......................................................................................................11
1.11.5 Schedule Feasibility...........................................................................................................12

Chapter two..............................................................................................13
2. Existing System........................................................................................................................13
2.1. Bottlenecks of the Existing System...........................................................................................13
2.2 Proposed System...................................................................................................................15
2.3. Overview of the proposed....................................................................................................15
2.4 Functional requirements........................................................................................................15
2.5. Non-functional requirement.................................................................................................16
2.6. Business rule.............................................................................................................................20

CHAPTER THREE...................................................................................21
3. Introduction of System Analysis...................................................................................................21
3.1. CRC (class responsibility collaboration) Actors Description......................................................21

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3.2. CRC (class responsibility collaboration) Actors Description......................................................22
3.3. System requirement specification and analysis modeling (SRS)...............................................25
3.3.1 USE CASE SELECTION..............................................................................................................25
3.3.2 ESSENTIAL USE CASE DIAGRAM [CURRENT SYSTEM MODELLING...........................................26

3.4. System use case modeling.................................................................28

3.5. USE CASE SELECTION............................................................................................................29
3.5.1. System use case description...............................................................................................30
3.6. Sequence Diagram................................................................................................................40
3.7. Activity Diagrams......................................................................................................................43
3.8. Class diagram............................................................................................................................46
3.8.1. Features.................................................................................................................................48

3.9 User interface prototyping..................................................................49

3.9.1. Traditional user interface prototyping...................................................................................50

Chapter Four............................................................................................52

System Design..........................................................................................52
4.1 Class Modeling...........................................................................................................................52
4.2. Collaboration Diagram..............................................................................................................53
4.3. User Interface Design................................................................................................................56
4.3.1 Form design......................................................................................................................57
4.4. State chart Diagram..................................................................................................................57
4.5. Component Diagram.................................................................................................................58
4.6. Deployment Diagram................................................................................................................59

CHAPTER FIVE.......................................................................................60

5. Implementation Document..................................................................60

5.1. Report On Implication.......................................................................60

CHAPTER SIX..........................................................................................62

6. Conclusions and Recommendations.....................................................62

6.1 Conclusion.................................................................................................................................62

Reference..................................................................................................63

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 List Of Tables

Table 1 Budget of the Project.....................................................................................................................

Table 2 class responsibility collaboration for students...............................................................................
Table 3 class responsibility collaboration for department..........................................................................
Table 4 class responsibility collaboration for librarians.............................................................................
Table 5 class responsibility collaboration for sport....................................................................................
Table 6 class responsibility collaboration for dormitory............................................................................
Table 7 : class responsibility collaboration for registrar.............................................................................
Table 8 class responsibility collaboration for clearance.............................................................................
Table 9 : identifying classes from use case and CRC.................................................................................
Table 10 preparing student clearance form use case description................................................................
Table 11 Asking for clearance form use case Description.........................................................................
Table 12 Clearing Student use case Description........................................................................................
Table 13 manage property use case description.........................................................................................
Table 14 Login use case description..........................................................................................................
Table 15 Record property Information use case description..........................Error! Bookmark not defined.
Table 16 update property Information use case description.......................................................................
Table 17 Delete property Information use case description.......................................................................
Table 18 Create user account use case description....................................................................................
Table 19 Change Password use case description........................................................................................
Table 20 Recover forgotten pass word use case description......................................................................
Table 21 approving clearance form use case description...........................................................................
Table 22 Rejecting Student Clearance use case description.......................................................................
Table 23 Requesting for Clearance approval use case description.............................................................
Table 24 manage student information use case description........................................................................
Table 25 view profiles use case descriptions.............................................................................................

List of figures
Figure 1 Essential Use Case Diagram........................................................................................................
Figure 2 system use case diagrams.............................................................................................................
Figure 3 home page of clearance management system...............................................................................
Figure 4 create account for student traditional user interface prototyping..................................................

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Figure 5 create account for officers and registrar traditional user interface prototype...............................
Figure 6 login page....................................................................................................................................
Figure 7 class modeling relationship..........................................................................................................
Figure 8 class diagram...............................................................................................................................
Figure 9 sequence diagram for login student..............................................................................................
Figure 10 sequence diagram view student profile......................................................................................
Figure 11 sequence diagram create account...............................................................................................
Figure 12 sequence diagram for record material........................................................................................
Figure 13 login and forgotten password collaboration diagram.................................................................
Figure 14 registration create account collaboration diagram......................................................................
Figure 15 Officers search for student collaboration diagram.....................................................................
Figure 16 changed password collaboration diagram..................................................................................
Figure 17 record material collaboration diagram.......................................................................................
Figure 18 return material collaboration diagram........................................................................................
Figure 19 Activity diagram for create account...........................................................................................
Figure 20 login activity diagram................................................................................................................
Figure 21 change password activity diagram.............................................................................................
Figure 22 recover forgotten password activity diagram.............................................................................
Figure 23 register material activity diagram...............................................................................................
Figure 24 return material activity diagram.................................................................................................
Figure 25 login form design user interface design.....................................Error! Bookmark not defined.
Figure 33 deployment diagram..................................................................................................................

Figure 27 user interface design student login page....................................................................................

Figure 28 state transaction login diagram..................................................................................................
Figure 29 create account state chart...........................................................................................................
Figure 30 manage account state transaction diagram.................................................................................
Figure 31 manage material state chart diagram..........................................................................................
Figure 32 component diagram...................................................................................................................

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 List of Acronyms

CD: compact disk

CRC: Clearance responsibility collaboration

CSS: cascading sheet style

HTML: hypertext markup language

HTTP: hypertext transfer protocol

MTU: Mizan Tepi University

OS: operating system

OSCMS: Online Student Clearance Management System

PHP: Hypertext Preprocessor

SWER: South West Ethiopian Region

SC: student clearance

UI: user interface

UML: Unified modeling language

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CHAPTER ONE

1. Introduction
Clearance is a status granted individuals, university graduates and employees of governments
and their contractors, allowing them access to classified information, i.e., state secrets. The term
“clearance” is also sometimes used in private organizations that have a formal process to vet
employees for access to sensitive information. A clearance by itself normally not sufficient to
gain access; the organization must determine that the cleared individual has a “need to know” the
information. No one is supposed to be granted access to classified information only because of
rank or position, but once a clearance is obtained, access to certain information or gain of
freedom will be granted. Mizan Tepi University higher educational institution that consists of
many manual and automated processes. Student Clearance (SC) is a one of the manual systems
with the purpose of clearing the student from their material and infrastructures usages. Since, the
SCS is processed manually. The manual system has seven main work flow divisions such as,
Library, Sports, Student, Dormitory and registrar, laboratory, staff. This works manual which is
not computerized so; we are going to develop a computerized system/the automated system
called Online Student Clearance Management System (OSCMS) for the university to solve the
manual problems.

The proposed system over comes one problem done by manual system. To reduce misuse of
manpower, avoiding errors, to save time, to provide comfort clearance process for the students
and to provide insurance for the organization especially for workers who play role in the
clearance processing system.

1.1 Background of organization

Mizan Tepi University (MTU) is an academic and research based institution located in south
western Ethiopia about 611 km from Addis Ababa. The university is one of the well-known
higher learning institutions in Ethiopia providing quality services to its customers. MTU
developed both in physical infrastructures, human resources and in its service provisions to the
community. The University nowadays is performing expansion and development plan which
expects a combined effort of different sectors with in itself. Being as one of the vital gain to the

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development plans vehicle maintenance and deployment plays a greater role with respect to the
technical support.

1.1.1. Vision of MTU

Mizan Tepi University aspires to be a leading university in Ethiopia, a center of excellence in the
field of water resources in Africa and competitive in the world by 2020.

1.1.2. Mission of MTU

Mizan Tepi University has a mission of promoting democratic thinking, offering high quality
education and training, conducting demand driven and problem solving research and
consultancy, and rendering community service in order to contribute to the development
endeavors of the country.

1.2 Overview of the project

In Universities like MTU, there is need for automated method of keeping data, more so a greater
need for a web based clearance system. This would go a long way in alleviating the various
problems and stress involved in the manual method of clearance. As we tried to states above,
Mizan Tepi University one of the institutions in Ethiopia

And the students are checked from university property weather they’ve returned or not through
clearance system when they leave campus. This system was manual and has been used
continuously for long time without improvement up to today. This mean Mizan Tepi University
is still using manual clearance system for all students. As we have seen this existing system it
was stressful and boring, delay in giving response for all users, low performance, unsecured and
loosing of users’ data when they’re returning or borrowing materials etc. are some of the failures
of the manual system. By being initiated with all this unsuitable activity stated, we are
developing web based Clearance system for students this could address the common problems
may appear in the manual Mizan Tepi University Student Clearance System. Not only solve the
problems mentioned above our system also overviews on minimizing cost (save money) in
away all the authority to operate the whole performance is given to authorized
administrators to access from the specified site rather than hiring different employees for every
sectors, by facilitating the performance and providing sufficient information management

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for the entire managers in every service centers like library, dormitories, finance bureaus and
others related to clearance system.

1.3 Team composition

Table 1.1 team composition

Project Title Web based clearance management system for MTU

N Name ID No Phone No Responsibility

o

1 ZELEKE ASAYE NSR/2056/12 0907988122 System designer

2 ESHETU GELETU NSR/0703/12 0949026965 Programmer

Prepared By

3 DAGNACHEW NSR/0574/12 0916554534 Database designer

TAGESE

4 FENET GIRMSA NSR/0767/12 0939074507 System analyzer

5 ZELEKE ASAYE NSR/2056/12 0940969187 Project leader

Date December 2022

1.4 Motivation

MTU is a big academic institution having large number of students, still has a manual clearance
system.

This manual system faces many changes and problem both the student and the organization.

So, our group are motivated to develop web-based clearance that minimize usage of man power

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Required for signing clearance paper in each office by using online clearance system, the system
minimize paper usage for clearance system. developing system that save time, reduce manpower
reliable and flexible clearance system that means accessed any time since manual system are
time consuming, boring, require large amount of manpower in each office.

1.5. Statement of problem

The process of clearing students of a named Mizan Tepi university after the end of academic
year requires that the students must be cleared in their various departments. This clearance
processing system service currently uses manual system which creates problems. With the
existing system all the activities are performed manually to clarify the student using process-
oriented methods. In order to clarify the student goes to each of the available office such as
dormitory, library, department head, register and sport head, laboratory.

 DORMITORY: checks students building block room number; full name, ID number and
whether student return material (foam, pillow, bed) or not manually.

 Library: checks student returning borrowed books by identifying pocket ID number of the
student manually.

 Department head: checks whether the student is the member of the department or not.

 Register: checks the student whether they finished all of the other signed or not

 Sport head: check student weather return or not sport materials. due to this the following
problems are faced: -

 There is no way to get clearance form in one office.

 Most of the activities are time consuming and stressful.
 Absence of some staff officers who sign Clearance form which leads to students
repeatedly visiting a particular office in order to sign his/her clearance form.
 Students travelling one office to the other and queuing in line to sign clearance form.
 When the Clearance form is lost it causes delaying of readmission date.
 Unauthorized body may sign Clearance form.

 It takes more space because the data is stored in the form of written document.

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 If the student is not clarified one of all work station or if the student is punished. The student
can clarify themselves by corruption.

 after the student finishes the clearance the student returns the student clearance form to
register after time being then the register worker adjust the clearance with The student file
and sends to college. In this method there are problem of searching.

 If the students want to clarify in the purpose of withdrawal due to health problem. The
system does not give immediate response for a student.

Generally, the above problem led the overall Clearance process let and boring Due to this it
becomes necessary for an automated clearance system to eradicate the bottle neck of the manual
system in place.

1.6. Objectives

1.6.1. General objective

The general objective of this project is to develop a web based clearance system for MTU
students.

1.6.2. Specific Objectives

The specific objective of this project includes: -

• To identify the common problem of the organization

• To gathering data for further

• To identify the functional and non-functional requirement of the system.

• To design the system based on the identified the requirements

• To compere the results with the previous works and develop prototype which will enable

end-users with minimal tech skill to control manual attendance system.

• To conduct the experiments to draw conclusion

• To review related work on CMS

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1.7 Target Beneficiaries of the System
There are different bodies that can be benefited from the system.

Target group Benefit

The users of this system are the following: -

 Students: - by providing fast access to the clearance system by reducing time like waiting
in the queue and going to different offices. The students access the system anywhere and
anytime when they need the clearance. It improves the tiredness of student by avoiding to
going to different offices to get the clearance system.

 University: - in manual system there is loss of materials like time, paper, pen which is
cost and more manpower, the system reduces loss of costly materials and manpower.

 Developers of the project: - it increases our knowledge and we get moral satisfaction
from the project we developed.

 Officer such as dormitory, librarian, , department head, sport,Cafteria, and laboratorian.

1.7. Methodology
1.7.1 Data Source

Data collection is one of the important tasks in determining and analyzing the existing system.
The data that need to develop the new system are obtained from Registrar, Department Head and
Instructors.

1.7.2 Fact Finding Techniques

There are different methods of data collection. Among them we should use interview and
questionnaire methods of data collections.

 Observation: this data is collected from that we are facing problems when we are clearance.
This type of data is mainly collected from us means members of the group.

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 Interview: It’s a fact-finding technique whereby we should use to collect further information
from employees through face-to-face interaction. This method will help us to get clear,
timely, and verified information in greater depth. However, interviewing employees was
time consuming, and it depends on the will of employees

 Questionnaires: those types of data are also collected by distributing question and answering
method by having the fall and success to the students and instructors.

 Document analysis: we have used document analysis data gathering method to collect the
documented information about job registration in Mizan Tepi University.

1.8 System Analysis And Design Technique

In Our Projects We Use Spiral Model

The spiral model is similar to the incremental model, with more emphasis placed on risk
analysis. The spiral model has four phases: Planning, Risk Analysis, Engineering and
Evaluation. A software project repeatedly passes through these phases in iterations (called
Spirals in this model). The baseline spiral, starting in the planning phase, requirements are
gathered and risk is assessed. Each subsequent spirals builds on the baseline spiral. Its one of
the software development models like Waterfall, Agile, V-Model.

Planning Phase: Requirements are gathered during the planning phase. Requirements like
‘BRS’ that is ‘Bussiness Requirement Specifications’ and ‘SRS’ that is ‘System Requirement
specifications’.

Engineering Phase: In this phase software is developed, along with testing at the end of the
phase.

Risk Analysis: In the risk analysis phase, a process is undertaken to identify risk and alternate
solutions.  A prototype is produced at the end of the risk analysis phase.

Evaluation phase: This phase allows the customer to evaluate the output of the project to date
before the project continues to the next spiral.

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Diagram of Spiral model:

Advantages of Spiral model:

 High amount of risk analysis hence, avoidance of Risk is enhanced.

 Good for large and mission-critical projects.
 Strong approval and documentation control.
 Additional Functionality can be added at a later date.
 Software is produced early in the software life cycle.

1.9. Scope of study

This project is limited for Mizan Tepi University students. Currently the university performs
clearance system manually or paper based processing system. Generally, the scope of this project
includes: -

 Our system used for MTU students.

 The System contains all the recorded information that can be handled by
the registrar and other offices.

 Manage students who are free from any of the university’s property and
check it that they are fulfilled the matters which the university needs from
them.

 The scope of the project includes the tasks performed by the following units
(as of the new organizational structure): -

 Register Laboratory

 Cafeteria dormitory

 Department adviser Librarian

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  Clearance System for students. This is belonging to the students who needs
their clearance form. And these students may be:

 Year Break

 Graduation

 With Drawls

1.10. Significance of the Project

The project work will help in a good way to ease the queuing system in the university, the
clearance system will help students to achieve whatever they want without coming to the various
offices for clearance personally such as dormitory, registrar, sport, library and student service.
Student clearance system allows the users to check their clearance status as whether they are in
any way obligated to the university, fill and submit their clearance form, and obtain their
clearance letter. There are many others advantage of student’s clearance system. Some of them
are listed below: -

 It saves a time.

 It is very convenient to use it right from the dormitories, office or anywhere in the
campus.

 Help the University in reducing cost such as labor and stationary.

 Process clearance effectively and efficiently.

 Provides a reliable and transparent clearance processing system.

 The system removes the problems of stress, travelling to different office and queuing
up of students during processing of the clearance.

1.11. Feasibility
Feasibility Study assesses the operational, technical and economic merits of the proposed project.
The feasibility study is intended to be a preliminary review of the facts to see if it is worthy of
proceeding to the analysis phase. From the systems analyst perspective, the feasibility analysis is
the primary tool for recommending whether to proceed to the next phase or to discontinue the
project.

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1.11.1. Technical Feasibility
This evaluation determines whether the technology needed for the proposed system is available
or not. This is concerned with specifying equipment and software that will successfully satisfy
the user requirement. We concern here with specifying equipment’s that will satisfy the user
requirement such as computer (hardware and software), Microsoft access etc. This involves
questions such as whether the most of the technology needed for the system has exists in the
Mizan Tepi University compound. Because the system is too customized according to MTU
information transferring system there will be no difficulty to build the clearance system, and also
the staff and other concerned bodies has or will have enough experience using this system.

The system developers understand the scope, objectives including specific objectives and
limitations of the proposed system well and the users have technical capability/ability to use this
system. As a result, they develop the system for MTU successfully within proposed resources.
This also deals with the hardware as well as software requirements.

We have to find out whether the necessary technology and the proposed equipment have the
capacity to hold the data used in the project. The technical feasibility issues usually raised during
the stage of fact finding includes the following: -

This software is running in windows.

The system can be expanded in any system platforms.

1.11.2. Economic Feasibility

When the team can be analyses the system by comparing the cost with the benefit (the enterprise
can get by using the proposed system), surely the benefit out weights the cost. The cost of
developing a full system, including software and hardware cost for the class of application being
considered should be evaluated. So, the benefit that obtain by using the proposed system can be
categorized as tangible and in tangible.

Tangible benefits are:

 Using less man power than the existing system.

 Increase speed of activities and competence.

 Reduce cost.

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Intangible benefits are:

 Knowledge required by project developer.

 Facilitating information processing.

 Updating information.

 Increasing the competitiveness of the individual.

 Improved productivity.

 Improving the morale of our team.

 Facilitating information processing of our team

Therefore, the team decided the proposed project is economically feasible.

As cost/benefit analysis, show the new system is developed using a very minimum coast and it
give a lot of benefits such as advancing the services of the system, decreasing the work load of
the users. The following are the needed materials, equipment and working budget for the project

Table 1 Budget of the Project

Item Quantity of Cost per Total

item Item Cost
Paper 120 2.00 240.00
Pen 10 20.00 200.00
Flash card 2 300.00 600.00
Computer 2 30,000.00 60,000.00
Others ------------ 6,000.00 6,000.00
Total cost 67040.00

1.11.3 Legal Feasibility

The system to be developed is not conflict with any government directive. It also stated

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that the developed system is must be meet to the rule and regulations of the university.

because it gives services for the people effectively and efficiently. And also, the system

will also develop using open-source software platforms and hardware materials So,

the system will be legally feasible.

1.11.4 Operational Feasibility

The new system will increase and improve the activity of Administrator, officers,

student in MTU university by replying the reliable data, response time, and increase efficiency of
work in the administrating, clearance processes. The project is welcomed with great pleasure by
the organization. This indicates that the project is operationally feasible.

1.11.5 Schedule Feasibility

All group members are expected to perform each and every activity within the defined

time frame to finalize the project so that the system will be feasible in terms of the

schedule. In order to accomplish the proposed system, we will follow schedule that is

presented below by Gantt chart.

Software development cost

For this particular project we will be using different software but the software’s are getting
from the university.

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 Software costs

Software Description Price

Microsoft office word 2021 free

Wondershare EdrawMax free

Microsoft SQL server free

Avast free and smdav antivirus free

Xampp free

Chapter two

2. Existing System
The current clearance processing system is the manual system that needs intensive MTU man
labor, resource, consume time, less security. Here, the student to visit all the clearance offices
with a form for them to fill and get sign by the respected offices. Once these forms are signed, it
proves that the users have been cleared. This process takes some days to be completed and
possess a lot of stress to all the users and workers who provide clearance system. In the manual
system, the clearance forms are documented in a file cabinet. Before sign in the clearances form
each officers first check all the property borrowed by the students whether return or not. If that is
return he/she signs in to the clearance otherwise he/she didn’t sign in to the clearance form.
When the clearance form is released from the cabinet student should re-fill the clearance form
for the clearing him/herself from the property of the university. This manual clearance form is
very boring and time consuming because for the every student of the campus use only one
registrar and the other offices that clarify the students are uses for all student of the campus so
the time for signing the clearance form is too long. Students take the form and go to offices like
sport science that give sport materials for the student such as ball, shoes and other wear
materials, librarian and lend book or modules for the student by taking pocket in this pocket
there is the form to filled such as student name, ID number and books name and ID number.

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Dormitory service also gives the one of essential MTU man needs for the student like bead for
taking rest and other materials. In this manual system student should have to appear and fill the
form from all offices and take the cleared form from registrar at the end of academic year of
educations.

2.1. Bottlenecks of the Existing System

Existing/manual system is not as satisfactory because it is time consuming, energy consuming.

Information: -

 Outputs
 Sometimes lack necessary and relevant information.
 Sometimes Information is not in a useful format.
 Information is not timely to its subsequent use.
 Inputs :-
 Data is not captured in time to be useful. (For e.g. Create students’
account)
 Data is not accurately captured – contains errors
 Data is captured redundantly – same data is captured more than
once
 Stored Data :-
 Data is stored redundantly in multiple files.
 Stored data is not accurate.
 Data is not secure from accident or vandalism
 Data is not well organized.
 Data is not flexible – not easy to meet new information needs from
stored data.
 Data is not accessible easily.

Economics: -

 Costs (Budget of the office……)

 There is no security or control

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  Input data is not adequately edited.
 Redundantly stored data is inconsistent in different files.
 Processing errors are occurring by people.
 Decision- making errors are occurring.

Efficiency: -

 Waste of time: -
 Data is redundantly input or copied.
 Information is redundantly generated.
 Unavailability of staffs on time.
 Waste of materials and suppliers: -
 Effort required for tasks is excessive.
 Materials required for tasks are excessive.
 Service: -
 The existing system doesn’t provide comfort and easiness in coordination.

2.2 Proposed System

Our system model is consisting of the following individual models. These are: -

 The functional model: represented by use case and Scenario,

 The system object model: represented by classes and objects diagrams and

 The dynamic model: represented by state chart, collaboration diagram and sequence diagram
based on this our new proposed system.

2.3. Overview of the proposed

During our observation and interview of users we have observed certain problems from their
manual based system. Because of this we are proposed to solve the problem of the existing
clearance system by developing automated clearance system. System by providing centralized
clearance system, the student can get their clearance from only one place without moving office
to office. The proposed system will also provide easily resource controlling mechanism and

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create communication between selected that means our proposed system will minimize the
current problem and weakness of existing 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.

2.4 Functional requirements

Functional requirements describe the interactions between the system and its environment. The
environment includes the user and any other external system with which the system interacts.
Students registered by Registrar when they are the member of the university. They get user name
and password to access the system, and then logged in to the system by using the username and
password they given. After the user logged in the user fill the clearance form and click the
request button and wait for approving the clearance. After that the approved page is the system
send the message to the student. Then the students go to registrar to print. The actor will approve
the clearance form by digital signature as approve on the specified field and the date that they
take the clearance. But reject the user if there is an office which borrowed the material and do
not return that material to the office by telling as they have a responsibility that they must have to
be complete

Performance requirements: - The system performance is one of the functional requirement in

which they regularly and producing quality output. It is all time ready to perform all the
functions, faster response time and use minimal space usage.

Process requirements: - The system performs the services for all inputs by functional
components of the system based on the given inputs.

Input related requirements: - After the system is implemented, to perform a process it needs
inputs like student username, student ID No and other information which are necessary to
processing clearance are entered in clearing process.

In generally the functional requirements of the system are:

 Clear students with his or her necessary information.

 Search student’s information by using his or her id

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  Handle Material lend student information.

 Handle property information

2.5. Non-functional requirement

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.

 User interface

 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.

 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.

 Performance characteristics

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.

 Error handling and extreme conditions

The system is expected to handle errors encountered during run time. Errors could rise from
users and from the system. Errors that occurred from the wrong doing of users will be handled by
appropriate exception handling mechanisms. Generally, if an error occurs, the system will
identify the error and notify the user so that he/she can take the appropriate corrections rather
than terminating the system.
 Quality issues

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Since the system is used for clearance process it is more related with resource control of the
university so it should be accurate, robust and reliable.

Physical environment

 The server must be put on a place that has high security room. And the client must put in
the local area it must connect with server.

 Security issues

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. Each system users can access the
system based on their access right. 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

Performance Usability

Consistency Efficiency

Security control Security

Service Robustness

Performance: -

 The system is very fast since it is automated.

 The software shall support use of multiple users at a time.

 It works very well with short response time, high throughput and high availability.

 Reduce costs and time waste by providing access to system in available place and time
where Internet connection is available

User Interface: - The developed system provides web application user interfaces that are
compatible browsers like Internet Explorer, Mozilla Firefox, Google chrome, etc.

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Security and Access Permissions: - The system provides or contains user name and password
for each user based on their privilege. This performs the following activity: -

 Authenticated user with predefined access right will only enter to the information related
to database.

 Every user should use strong passwords especially admin.

 User must enter valid user name and password to login to system. Without this, access to
the system is denied.

 Data is encrypted for security.

 System allows only registered users to access clearance system and also allows the users’
to view their own profile not the other users’ profile.

Backup and Recovery: - When team member standard to develop a system they must have to
put use a backup mechanism by using removable flash disks, or CDs.

Usability: -The system shall be very easy to learn, needs a basic computer knowledge to use
and have a help menu to guide the user.

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

Efficiency

Efficiency requirements represent the system’s ability to produce outputs with minimal wastes.

 Duplicate processes that are held in the existing system are eliminated and increase the
throughput of the system.

 The system is very fast so that it reduces wastes of the resources and time.

Service

Service requirements represent needs in order to make the system to be reliable, flexible and
expandable. It includes: -

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  The system is used only by an authorized person because there is a system to control
unauthorized users using username and password.

 The system can be loaded in client computer or on the server computer to be accessed by
network computers.

 The system must be user friendly.

 The system broadcast messages to the customer.

 Data’s must be stored in the database of the system.

Robustness

It represents the system shall validate data entry and prompt the user when user entered invalid
data. Then the new system that we develop validates the data entry.

Usability: The system should support ease of use, i.e. it shouldn’t be complex to understand and
use. The user interface should be user friendly

2.6. Business rule

 Can only access authorized user.

 Unauthorized user cannot access the system for the reason of system security.

 Registrar create account the user access the system to be authorized by filling the
necessary information in the registration form.

 Users must have username and password to login to the system.

2.7. Constraint
Defines what the proposed system is not going to perform or what is not including in the
proposed system. This project covers some of the aspects of computer software based online
clearance processing system using Mizan Tepi University case study. However, the following are
the constraints: -

Time constraints: - Due to time constrain the web page covers only clearance for various
departments by the students.

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

 This project done only for MTU student.

 If the students lost/damage the university property, he/she couldn’t gain clearance, until
the students pay the cash personally to finance.

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CHAPTER THREE

3. Introduction of System Analysis

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

3.1. CRC (class responsibility collaboration) Actors Description

Table 2 class responsibility collaboration for students

Student<actor>

 Request for approval  Registrar

 Save request clearance form  Clearance
 Change login password
 Recover forget password

This message class is part of clearance package. It helps to manage student information’s

Attribute in student class: -

 First name: -used to set and get student first name

 Last name: - used to set and get student Last name
 Sex: -used set and get student sex
 Id number: -used to set and get student id number
 School: -used to set and get student school
 Department: -used to set and student department
 Class/year: -used to set and get student class/year
 Academic year: -used to set and get student academic year
Method in student class: - all method in student class is private

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  Login (): - used to enter into account page information
 Save (): - used to insert student information in to the database.
 View (): - used to show previously store student information
 Change Password (): - used to allow change the login password of the student
 Recover Forget Password (): - used to allow to recover forget password
 Request for clearance (): - used to clear student.

3.2. CRC (class responsibility collaboration) Actors Description

Table 3 class responsibility collaboration for department

Department<actor>
 Change login password  Student
 Recover forget password  Registrar
 Generate report.
 Search

Table 4 class responsibility collaboration for librarians

librarian<actor>

 Record materials lend student  Student

information  Registrar
 Update materials lend student
information
 Change login password
 Recover forget password
 Generate report.
 Search

Table 5 class responsibility collaboration for sport

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Sport<actor>
 Record materials lend student information  Student
 Update materials lend student information  Clearance
 Change login password  Registrar
 Recover forget password
 Generate report.
 Search
Table 6 class responsibility collaboration for dormitory

Dormitory<actor>
 Record materials lend student information  Student
 Update materials lend student information  Clearance
 Change login password  Registrar
 Recover forget password
 Generate report.
 Search

Table 7 : class responsibility collaboration for registrar

Registrar<actor>
 Manage student information  Student
 Create user account  Clearance
 Update user account
 Change login password
 Recover forget password
 Search
Table 8 class responsibility collaboration for clearance

Clearance<actor>
 Approve  Registrar
 Reject  Department
 laboratorian

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  Librarian
 Dormitory
 Sport science

1. Identify Classes from the Use Case and CRC

Table 9 : identifying classes from use case and CRC

Use case Classes

Login Student
Create account Registrar
View profile Clearance
Update Department
Delete Librarian
Approve/reject laboratorian
Record report Sport
Search Dormitory
Cafeteria

3.3. System requirement specification and analysis modeling (SRS)

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

3.3.1 USE CASE SELECTION

The following are the use cases that included in MTU Clearance system

 Manage Property
 Approve
 Request For Clearance
 Store Cleared Student Clearance
 View profile
 Recover forget password

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3.3.2 ESSENTIAL USE CASE DIAGRAM [CURRENT SYSTEM MODELLING

Figure 1 Essential Use Case Diagram

2.1.1. Essential use case description

Table 10 preparing student clearance form use case description

Use case name Preparing student clearance

Participating Actor Registrar
Description The registrar Prepare student clearance form
at any time.
pre-condition The Registrar always should have printed
Clearance form for the student in their office
Flow of event 1.The Registrar have a soft copy of student
clearance form
2.They print out and document in their

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 Office

post condition The Registrar document and Store a

clearance Form.
Table 11 Asking for clearance form use case Description

Use case name Asking for clearance form

Participating actor Student
Description The student asks clearance form from they
want to sign clearance

Pre-condition Student must decide to signing clearance form

Flow of event 1.the registrar have a soft copy of student
clearance form in their office
2.they printout and document in their office
3.student ask clearance
Post condition The registrar give the clearance form
Table 12 Clearing Student use case Description

Use case name Clearing students

Participating Actor Officer & Registrar
Description The above Actors Clear the Students by
digital Signing on the Clearance Form if the
student doesn’t have any Responsibility.
Pre-condition The Student Must be asking for signing
clearance
Flow of event 1.The Registrar have a soft copy of student
clearance form
2.They print out and document in their Office
3.The Students ask a clearance when they
want to sign clearance
4.By taking the clearance form they Travel

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 into different office to sign clearance
5. The officers sign and clear the student if
they do not have borrowed material that does
not return.
6.The Students then cleared and submit to
registrar
Post condition The students get Cleared at the registrar
Table 13 manage property use case description

Use case name Manage property

Participating actor Officer
Description The officers manage the property of the
university by borrowing and receiving the
borrowed material
Pre-condition The student should be borrow the material
from officers
Flow of event 1.The officers lend the property to the
student of the University who want to
borrow the material
2.The officer must record the material they
borrow with the ID number & name.
3.The officer delete the record when the
borrower returns the material they borrow
4.Sign and clear the student
post condition Validate students as they do not have any
property, they borrow

3.4. System use case modeling

An Actor in the Unified Modeling Language (UML) "specifies a role played by a user or any
other system that interacts with the subject. The followings are a list of Actors The officer
(department, librarian, sport science and dormitory, laboratory, registrar) logins into their page

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and record detail information about the materials and the name of the borrower when the
students borrow material. Registrar also login in to their page and manage Student information
on their database. The registrar will have a database of student information and the material they
borrow from different officers. The student login into their page and will fill the clearance form.
The student will request to the central for approval. The system checks their information on the
central database and if their information does not exist, the system clears the clearance but if
there exist the system reject the request with a message as they have responsibility on that
officer.

3.5. USE CASE SELECTION

The following are the use cases that will include in MTU Clearance system

Manage Property Recover forget password

Search Approve

Register Request for Clearance

Update report generate

View profile

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 Figure 2 system use case diagrams

3.5.1. System use case description

Description of login display

 Store any user name and password

 Recover forgotten password

Table 14 Login use case description

Use case name Login

Participating actor All system user

Description Any user who wants to access the system’s

functionality must be Authenticated and
Authorized and login to the system.

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Entry condition The user must be already register (the user
must have user name, password and account
type)

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 click on login button

6. The system takes the user to his/her

page.

Alternative Flow of event Step 5, 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.

Exit condition The system user logged in to the system

 Description for property management use case it is general use case for

 Record property Information

 update property Information

Use case name Record property Information.

Participating actor Librarian, dormitory, sport, department

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Description This use case helps for Officer, to record
property.

Entry condition Officer user login to the system.

Flow of event 1. The system display record form.

2. Officer fills required information and click

upload button.

3. The system displays an acknowledgement

successfully record the information.

Alternative Flow of event Step 3. If Officer enters wrong information

the system display message in order to correct
wrong information.

Step 4. If Officer enters duplicate property

information the system display “information
already exist” message.

Exit condition Property information record on the system

Table 15 update property Information use case description

Use case name update property Information

Participating actor Department, dormitory, sport, librarian,

Description This use case helps for Officer to modify

previously recorded property.

Entry condition Officer login to the system, the property

already exist.

Flow of event 1. Officer select on update record Menu.

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 2. The system display an acknowledgement
successfully Edit the information.

Alternative Flow of event Step 3. If the property is not found the system
display “information not found” message.

Step 3. If Officer enters wrong information

the system displays a message to correct.

Exit condition Modification is recorded.

Table 16 Delete property Information use case description

Use case name Delete property Information

Participating actor Department, dormitory, sport, librarian,

Description If the property that borrowed by the student

are returned the Officer want to remove that
property information.

Entry condition Officer login to the system, the property must

be returned to Officers.

Flow of event 1. Officers click on Delete link

2. The system display an acknowledgement

successfully Delete the information.

Alternative Flow of event Step 3. If the Recorded information is not

found the system display “information not
found” message.

Step 3. If the Officers Click on cancel button

the property do not remove.

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Exit condition Recorded Information is deleted.

 Use case description for account management use case this is general use case for

 Create user account

 Update user account

 Recover forgotten password use cases

 Change Password

Table 17 Create user account use case description

Use case name Create user account

Participating actor Registrar

Description This use case helps the user when it is

necessary to create new user account.

Entry condition user login to the system

Flow of event 1. User selects Record Student information

from menu bar.

2. The system display Student Registration

form.

3. User fills all information and click upload

button.

4. The system crate new user account

5. The system save the new account

6. The system display an acknowledgement

successfully crate the account

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 Alternative Flow of event Step 3. If user enters wrong the system display
message in order to correct wrong
information.

Exit condition A new user account is created

Table 18 Change Password use case description

Use case name change Password

Participating actor All system user

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.

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 Step 4. If users input does not exist in the
database the system display the password
does not exist message

Table 19 Recover forgotten pass word use case description

Use case name Recover forgotten password

Participating actor All system users

Description The system users may forget their password

so this use case help to the system user to
recover the forget password .
Entry condition The user must be previously register

Flow of event 1. The user click on forgotten password button

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 miss required information
the system display the message to fill all
required information

Exit condition The user knows their password

Table 20 approving clearance form use case description

Use case name Approving clearance form

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Participating actor Department head,
registrar,dormitory,librarian,
sport,cafeteria,laboratory
Description The system checks the name and ID of the
student on the registrar database and approve
if not exit, registrar take the approved
clearance form from the student and approve
the clearance form for the last time by putting
the seal of the university and their signature.
Entry condition The student must be request for approval
clearance
Flow of event 1. The Registrar have a database of
Student and the material they borrow
2. The students login in to the system
3. Student click clearance form link
4. The system display student clearance
Form
5. The students fill the required
information in students’ clearance
form
6. The student click the approve button
7. The system checks the student
information on the registrar Database
8. The system clears the student and
displays the cleared clearance form.
9. Students go to Registrar and cleared at
the end.
Exit condition The student get cleared
Table 21 Rejecting Student Clearance use case description

Use case name Reject student clearance

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Participating actor Department head, registrar,
dormitory, , librarian, sport
Description The system and registrar check the
ID of the student on the registrar
database and reject if exist.
Entry condition The Student Must be Requesting
for Approving clearance
Flow of event 1. 2. The Registrar have a
database of Student and
the material they borrow
3. The student’s login in to
the system
4. Student click clearance
form link
5. The system display student
clearance Form
6. The students fill the
required information in
students’ clearance form
7. The student click the
submit button
8. The system checks the
student information on the
registrar Database
9. If the student information
exists the system rejects
the clearance request with
a notification in which
office the student have
responsibility
Exit condition The student clearance request

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 rejected
Table 22 Requesting for Clearance approval use case description

Use case name Request for clearance

Participating actors Student
Description Students click the request button after they fill
the required information to request for
clearance approval.
Entry condition Student Must fill the required information on
the clearance form and click the submit button
Flow of event 1. Student login into their own page
2. Students fill the required information
on the clearance form
3.Students click the submit button
Exit condition The student waiting until the system say some
thing
Table 23 manage student information use case description

Use case name Manage student information

Participating actor Registrar
Description Registrar upload the student information and
give user name, password and privilege to the
student
Entry condition Registrar users must be login to the system to
their own page.
Flow of event 1. Click record student information link
2. The system display the record student
information form
3. The user fill the required field and
click add button
4.The system validated the user input and
save the data into the database

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 Exit condition Student information inserted to the student
information table
Table 24 view profiles use case descriptions

Use case name View profiles

Participating actors actor
Description actor of the system views the profiles of
themselves containing information of
academic and registration page
Entry condition actor must be logged into their account by
entering user name and password then
selecting the view profiles links to access the
filled profiles.
Flows of the event 1. User enter user name and password
2. When accessing the account holding
page select the view profile links
3. The profiles form will be displayed.
Exit condition Users go back if there is no problem with
his/her profiles.

3.6. Sequence Diagram

Sequence diagrams used to model the logic of usage scenario that describe the potential ways the
system are uses. These diagram models flow of logic within your system in a visual manner. The
boxes across the top of the diagram represent classifiers or their instance; typically use case,
objects, classes, or actors. Dashed lines handing from the boxes are called objects lifeline, which
represent the life span of the objects during scenario being modeled. Thin boxes on the lifelines
are indicating the process being performed. Messages are indicated by labeled arrows, the
cancel(X) sign represent the lifespan is end.

Sequence diagram login for student

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Figure 3 sequence diagram for login student

Figure 4 sequence diagram view student profile

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Figure 5 sequence diagram create account

Figure 6 sequence diagram for record material

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 Figure 3.6 sequence diagram for change password

3.7. Activity Diagrams

Activity diagrams are one of the UML diagrams that used to document the logic of single
operation/methods. Activity diagram is basically a flow chart to represent the flow from one
activity to another activity. Filled circle represents starting point of the activity and filled circle
with a border represent end point of the activity diagram. Rounded rectangles represent processes
that are performed. Diamonds are representing decision points; arrows represent transaction s
between activity. Text on the arrows represents condition that must be fulfilled to proceed along
transition.

1. Activity Diagram for create account

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Figure 7 Activity diagram for create account

Figure 8 login activity diagram

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Figure 9 change password activity diagram

Figure 10 recover forgotten password activity diagram

Figure 11 register material activity diagram

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 Figure 12 return material activity diagram

3.8. Class diagram

Class diagram is static model that shows the classes and the relationships among classes that
remain constant over the time. Class is the main building block of class diagram, which stores
and manages information in the system. They contain:

 Layered type classes

 Association relationship

 Inheritance relationship

 Composition relationship

 Aggregation relationship

 Attribute and operation

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 Figure 13 class diagram

Attributes and methods: -

Attributes and methods are the main component of class modeling which describes information
stored about an object (or at least information temporarily maintained about an object), while
methods are things an objects or class does.

Student attributes: - First name, second name, Sex, Age, Id-number, Department, School,
Class/Year, and Academic year.

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Student Methods: - Create account (), Login (), Request Clearance Approval (), View profile (),
Recover forgotten password ().

Registrar attributes: - First name, second name, sex, age, job position, username, and
password.

Registrar methods: - login (), forgotten password (), view profile (), update account (), delete
account (), generate report (), approve (), search ().

Librarian attributes: - first name, second name, sex, age, job position, id number, username,
and password.

Librarian methods: - login (), search (), view profile (), manage property (), record student lend
materials (), update recorded material (), upload new materials ().

attributes: - first name, second name, sex, age, job position, id number, username, and
password.

methods: - login (), search (), view profile (), manage property (), record student lend materials
(), update stored material (), delete student return material (), upload new materials ().

Sport attributes: - first name, second name, sex, age, job position, id number, username, and
password.

Sport methods: - login (), search (), view profile (), manage property (), record student lend
materials (), update recorded material (),

Department attributes: - first name, second name, sex, age, job position, id number, username
and password.

Department methods: - login (), search (), view profile (), manage property (), record student
lend materials (), update recorded material (),

3.8.1. Features
Our system solves the problem of the existing clearance system by developing automated
clearance system. System by providing centralized clearance system, the student can get their
clearance from only one place without moving office to office. The proposed system will also

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provide easily resource controlling mechanism and create communication between selected that
means our proposed system will minimize the current problem and weakness of existing 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.

The proposed system over comes one problem done by manual system. To reduce misuse of
manpower, avoiding errors, to save time, to provide comfort clearance process for the students
and to provide insurance for the organization especially for workers who play role in the
clearance processing system. Our system will provide the following:

 Online student clearance system allows the users to check their clearance status as
whether they are in any way obligated to the university, fill and submit their clearance
form, and obtain their clearance letter.

 Information processing is very fast and delays can be minimizing.

 Help the University in reducing cost such as labor and stationary.

 Process clearance effectively and efficiently.

 Provides a reliable and transparent clearance processing system.

3.9 User interface prototyping

The Proposed system has several user interfaces to communicate easily with the User. Our team
attempt to illustrate this interface in general as follows:-

♠ The system user interface should be consistent with all other program.

♠ The caption and the test of user interface should be self-descriptive and clear to
understand.

♠ The user interface should be easy to understand.

♠ The user interface should be customized.

♠ The user interface should be accompanied with help files that describe the usage of each
user interface.

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 ♠ The user interface should be designed in the way that they can be extended easily to
support localization.

3.9.1. Traditional user interface prototyping

Figure 14 home page of clearance management system

Figure 15 create account for student traditional user interface prototyping

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Figure 16 create account for officers and registrar traditional user interface prototype

Figure 17 login page

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Chapter Four

System Design
System design is the transformation of the analysis model into a system design model. During
System design, developers define the design goals of the project and decompose the system in to
smaller subsystems that can be realized by individual teams. The result of system design is a
model that includes a clear description of each of these strategies, subsystem decomposition, and
a UML deployment diagram representing the hardware/software mapping of the system. The
following section provides the class type architecture package modeling, collaboration modeling,
component modeling, deployment diagrams and user interface of the system. This will help us to
design the system and describe how its interface looks like.

4.1 Class Modeling

Class modeling shows the classes of systems and interrelationship (including of inheritance,
aggregation, association) and operation and attributes of the classes. Classes represent collection
of similar objects. Classes are modeled as rectangles with three sections: the top section for the
name of the class, the middle section for the attributes of the class, and the bottom section for the
methods of the classes.

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 Figure 18 class modeling relationship

4.2. Collaboration Diagram

Collaboration diagram is similar to sequence diagram as it shows the interaction of objects
and message pass between them. But collaboration diagram does not show the time sequence
of diagram. Collaboration diagrams represent a combination of information taken from
class, sequence, and use case diagrams describing both the static structure and dynamic
behavior of a system.

User login collaboration diagram

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Figure 19 login and forgotten password collaboration diagram

Figure 20 registration create account collaboration diagram

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 F
i
g
u
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21 Officers search for student collaboration diagram

Figure 22 changed password collaboration diagram

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 Figure 23 record material collaboration diagram

Figure 24 return material collaboration diagram

4.3. User Interface Design

User interface design is the specification of interaction between system users and a system. This
process involves input, output and navigation mechanism.

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4.3.1 Form design
Form design is a business document that contains some predefined data and often includes some
areas where additional data are to be filled in.

4.4. State chart Diagram

State diagram shows the various state transition or changes an object can experience during its
life time, along with the events that causes those transitions. State is a condition during its life of
a condition to satisfy some conditions and event is something takes place at a certain points time.
Login state diagram for student and university personal

Figure 25 state transaction login diagram

Figure 26 create account state chart

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Figure 27 manage account state transaction diagram

Figure 28 manage material state chart diagram

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4.5. Component Diagram
Component diagram used to analyze and design your component-based software. Components
are modeled as rectangles with two smaller rectangles jutting out from left hand the left hand
side. This in some extent shows which component or objects will be accessed by whom and what
type of security infrastructures it is using. The diagram is simulated below.

Figure 29 component diagram

4.6. Deployment Diagram

Deployment diagram shows the software components, processes, and objects are deployed into
physical architecture of the system. It shows the configuration hardware units and how the
software is distributed across the units.

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 Figure 30 deployment diagram

CHAPTER FIVE

5. Implementation Document

5.1. Report On Implication

The Implementation Process takes the design model and produces an equivalent executable
representation and the purpose of this part of the document is to provide short explanation how
we implement the system. In this phase we show the tools and environment to implement the
system. we mainly use two terms called hardware & software, that are the oxygen for developing
system.

Tools and environment

We used different hard ware and software tools to develop the system those are

Software

Front end
 Notepad++ 6.9.2 ----- to design users interface.

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Notepad++ is a free (As in “free speech” and also as in “free beer”) source code editor and
notepad Replacement that support several languages like PHP, JavaScript, HTML and etc.
Running in the MS windows environment.
Back end
 SQL SERVER.
SQL Server is a Microsoft product used to manage and store information. Technically,
SQL Server is a “relational database management system” (RDMS). Broken apart, this
term means two things.
Pictures editing
 Adobe Photoshop CS4
Hard ware
 Three Laptop computer with 4GB RAM and 500 GB hard disk for server to design data
base and client to write the code.
 flash disk to take back up & store file
Language
 HTML (Hypertext Markup Language): in order to design front end of the system and to
design help file for the user.

HTML is a markup language for describing web documents (web pages). HTML stands for
Hyper Text Markup Language. A markup language is a set of markup tags. HTML documents
are described by HTML tags. Each HTML tag describes different document content.

 CSS (Cascading Style Sheets): in order to make format the displayed HTML.
Cascading Style Sheets (CSS) is a style sheet language used for describing the presentation of a
document written in a markup language.

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CHAPTER SIX

6. Conclusions and Recommendations

6.1 Conclusion
As project come up to the end. We pass all software development life cycles. Start from system
specification up to system testing and at each stage system development we understand clearly
what to be done and what need to be done each tasks. For example, in analysis, we tried to model
the new and proposed system using UML diagrams: - use case diagrams, sequence diagrams,
class diagrams and Activity Diagram. And from this we understand how to model the system.
In general, the project (system) that the team developed will benefit the enterprise in by changing
its business range from manual to online level.
The overall benefits of the system to the University are:
 Provide sufficient security
 Minimize the time required to perform task.
 Reducing MTU man power and cost that are spent on the manual system.

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As a system developing team the group member has acquired more knowledge and experience
about the different phases of the software development life-cycle. As software developers, the
team has worked together and assessed risks, and minimizes them.

Reference
[1] SCOTT W.AMBLER. the object primer.The Application developers Guide to object
orientation and the UML-2nd edition. Cambridge university ,2000(about UML Modeling ,use
case, sequence diagram, activity diagram, class diagram and all other UML modeling
diagram.

[2] Activity diagram –Activity diagram symbols ,Examples and more ,2007
[online].available :http:www.wondershare Edraw Max.com/activity –diagram.[accessed 10
may 2020].

[3] UML-state chart diagrams ,www.tutorialspoint.com 2009[online ].Available

http://www.tutorialspoint .com /uml/uml-statechart –diagram [accessed 12 may 2023]

[4] Object oriented analysis and design ,understanding system development with UML 2.0
and Mike o Docherty 2005

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