Tarcha polytechnic

Department of “ICT”
PROJECT BASED LEARINING (PBL)
PROPOSAL FOR
TVET Trainee Information System

PREPAREDE BY:-GROUP
1. Markos Eyasu
2. Abebaw Israel
3. Misirach Pawlos
4. Melese Sorato

30/6/2015

Structural System Analysis and Design

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Content
Table of Content Page
1. INTRODUCTION -----------------------------------------------------------------3
2. PROBLEM OF EXISTING SYSTEM ------------------------------------------4
3. OBJECTIVE OF THE PROJECT -----------------------------------------------4
4. PROJECT SIGINIFICANCE AND DESCRIPTION -------------------------5
5. FEASIBILITY STUDY -----------------------------------------------------------5
6. SCOPE & CONSTRAINT OF THE PROJECT -------------------------------7
7. REQUIREMENT SPECIFICATION---------------------------------------------8
8. SYSTEM ANALYSIS------------------------------------------------------------ 9
9. SYSTEM DESIGN-----------------------------------------------------------------11
10. DECOMPOSITION OF A SYSTEM---------------------------------------12
11. INTERFACE DESIGN-----------------------------------------------------------13
12. CONCULUSION -----------------------------------------------------------------14

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Project proposal Name:-student registration system

TVET program:- HARDWARE AND NETWORKING SERVICE III
AND
Unit of Competency covers the following:-
1. Gather Data to Identify Business Requirements(Level III)
2. Identify Physical Database Requirements(Level III)
3. Design a Database(Level III)
4. Test Physical Database Implementation(Level III)
5. Create Technical Documentation(Level III)
6. Apply Quality Control(Level III)

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1. Introduction
TVET Trainee Information system helps the students to register oncomputerized
way and view grade on computerized system easily. Its mission is to offer a quick
and easy way to register on computer.
TVET Trainee Information system is a system, which display, Grade&register
student. To use this system user must be a member in this. Then Administrator
viewing grade and register on suitable software. Then user can search by giving a
simple query. It is very difficult register manually. TVET Trainee Information
system makes easy. Student Registration Systemuses user internal feedback from
user to improve search process in every searching. It also uses indexing to view grade
very fast in searching which relate to query. Main aim of TVET Trainee
Information system is providing highly relevant subject in very short period after
giving query. It is just like Search Engine.

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2. Problems in the existing system

The current system registers students manually. Therefore the current system is very
complicated, takes time and bulky as compared to the new system. It wastes the precious time
of all sectors.
In general the current system problems are:
 Shortage of resource like paper and other transportation cost.
 Financial cost for hard copy paper and pen is high.
 Because of manual system, the user lose their time, effort, miss information and etc.
3. Objective of the Project
a. General objectives:-

The general objective of this project is to develop TVET Trainee Information system for Tarcha
polytechnic College

b. Specific objectives:-

 User will enter simple query in text box and click on the Search button.
 Server takes the request and processes it. Returns hyperlinks of result with their names,
ranks weights and description.

 If the user clicks on name of the subject then it will open with respective program and
rank of subject will increase for that query.
 Registration, Grade are stored in and viewed from server.
 The user can easily read notice;view any subject grade from student registration system

4. Project Significance and Description

An electronic registration (also referred to as student registration systemis a focused on

collection of digital objects that can include grade, College photo, College over view and
student information, stored as Electronic media formats (as opposed to print or download),
along with means for view, storing, and retrieving the student detail and grade contained in
theelectronicregistration collection.

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5. Feasibility study
5.1 . Economic feasibility

Economic feasibility is the measure of cost effectiveness of the project. As per our analysis of the
cost benefit analysis, the existing system is not feasible with different perspective, so we developed
a system which reduces the current cost and improve profitability.
 Reduce cost of manual data management (Reduced expenses).

The following cost benefit analysis of the project shows the economic feasibility by comparing the
current operation cost of the College and all the Departments.
The average cost that is earned for registration of students in one term in the collages and the
department is described as follows.

No Costs cost per student Total cost

1 paper 2 2700

2 Pen 1 1782

3 Printing toner 1 1000

4 Copy 2 4000

Total 9482

As it is shown in the above table for one term registration and grade report of 9482 birr is for the
colleges. When we calculate it in one year it will become 9482 birr will be coasted
But if we done cost benefit analysis in the first year the project will earn 4902.77 will be profited.
In the coming year the project will generate 62 percent profit, so we can say that this project is
highly feasible.
5.2 Technical feasibility

The new system was established in order to overcome most of the technical illness of the previous
manual system. In the same way, this system will be technically big enough to be applied easily to
overcome the problem identified in the existing system. In addition; both hardware and software
need for this system are highly available and can be owned and implemented with minimum cost.
And also be utilized by users of the organization as if they are authenticated to use. In doing this
developer teams have technically better knowledge on developing system and give the necessary
support to user starting from the development to the maintenance of the system.

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5.3 Operational feasibility

The which we develop is operationally feasible. The user will be giving training on the deployment
of the system and familiarize them with the current technologies in hardware and software in that it
improve the current operation of the colleges with great cooperation of the project team.
In addition the authenticated user of the system is assumed that at list they are Level III or above
graduated in ICT. This means they are near to the hardware and software technology. Since we
included Amharic languages in some functionality that makes the user to understand operations
easily.
5.4 Project cost estimation
5.4.1 Material cost
No. Items Unit Quantity Unit Price Total

1 Pen Packet 1 5.00 120

2 A4 Paper packet 2 90.00 180

3 CD-RW packet 1 20 200

4 External HDD(1TB) pcs 1 2000 2000

5 DVD-RW packet 1 30.00 300.00

6 Flesh disk(8GB) Pcs 3 200.00 600.00

7 Computer Laptop and pcs 2 14,000 28,000

Desktop

8 Digital Camera pcs 1 2500 2500

9 Ms Access and visual pcs 1 700 200

Basic

Grand Total 34,100

5.4.2 Total investment cost

The total investment cost for this Electronic TVET TVET Trainee Information
system project = development cost + raw material cost. This is= 34100

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6. Scope & constraint of the project

a. Scope of the project
Electronic student registration systemis a system, which are
 Store student information.
 Makes easy to view any student grade or result.
 download and copy any grade reports from student registration system
 users access their detail information
b. constraint of the Project
 User cannot upload files, mark and other information
 User cannot access without Permission of Administrator
 The student registration systemcannot edit by the end users.
7. Requirement specification
a. Functional requirement
The functional requirements are features that the system must include to satisfy the users need. The
functional requirements for the new system that replace the existing system include,student data
storage, retrieval, and all the student subject record. Those file record information should be kept
properly in well-organized database, so that retrieving these files will be easy and faster. In addition
to this, the system should be able-
 Register students detail data
 courses data
 record Departments data
 Instructor course relation data
 submit grade result
 post notice to instructor and students
 Update profiles of student, instructors and system admin.

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b. Nonfunctional requirement
User interface and human requirements
The system provides computer based application user interfaces that are compatible with most
platforms. When we consider the user interface, since there is going to be different type of users it
should have different type of user interfaces. Some of the non-functional requirements for the
system are described as follows.
Hardware Requirements: each Department should have personal computers having typical
storage capacity and processing speed.
Software requirements
Each college should have latest MS-Access and antivirus software to protect the system operations
from malicious codes.
Security issue
The system should be protected with different security features (techniques) on both the
software and hardware part. On the software part, any user who wants to login to the system must
have a user name and password. This protects the system from any unauthorized access. A user in
any section will be given the right to access and/or modify the data related to that section.
Generally, the system should be secure to a level that, even when it is available Web, critical
information should not be available to non-authorized users. On the hardware part, the Server is
expected to be placed in a secured room. The room should establish physical access procedures
to ensure only system administrators obtain physical access. In addition, the system should be in
session controlled way to permit URL based system access.
Performance characteristics: The system is accessible by specified actors in the colleges. It
should be given more emphasis for the speed to access it.
Error handlingThe 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. Moreover, in case of the system’s
database failure, back up database will be used to resume normal operation. Generally, if an
error occurs, the system will identify the error and notify the user so that he/she can take
the appropriate corrections. When we say this, we are not saying that all errors will be handled with
notifications on how to correct them.
Quality issue: Information in database should be accurate and updated.
The system modifications
The system should be easily modifiable. System modification is based on the interest and the
need of the clients as well as the developers. As of the users’ comment (feedback), the system
will be modified to meet their requirement.

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8. SYSTEM ANALYSIS
a. Data gathering tools
To get the necessary data for the effective development of the system the developer team used
different gathering methodologies in different context among the different methodologies the
following are used:
 Interviews
 Observation
 Document analysis

Interviewing: We used interview in meeting during which we can obtain information from another
concerned person. As it is known the personal interview is often the preferred information
gathering technique when developing business and user requirements.

During which we can contextualise the response by observing body language. Since body language
is all of the non-verbal information being communicated by an individual. Part of body language is
facial disclosure. Facial disclosure can sometimes enable us to understand how people feel by
watching the expressions on their faces. Many common emotions have easily recognizable facial
expressions.

We used interview method to gather direct information from users and administrators regarding the
procedure registration, grade report and competency assignment is done.

Observation: We used Observation technique to implement our technology work from different
sources like online blogs. We observed information from several experienced professional
individuals around the world.

Document analysis: The primary activity for handling and analysing information for this project
work in attractive and flexible manner.

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b. Development tools
i. Software tools

We used different resources and software tools to develop this Database. They are:-
 operating system Windows 7,8,10 Ultimate edition

 Ms Office

 Ms Access

 Visual Basic,
ii. Hardware tools

In doing this project there are different hardware tools that are necessary from the beginning until
the end this includes:-
 Core i3 and above desktop Laptop computers
 Flash disk
 CD/DVD RW
 Network devices and Media

c. Sequence of use the interface

Pre –condition: the student changes his/her level or personal information or graduated Event flow
 Insert user name and password
 The trainee page will be displayed
 Update the information
 Click submit
 Form level validation will be validated
 If valid the information will be saved
 If not the page will be back

Post condition: exit

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Name of use case: login

9. SYSTEM DESIGN

a. Subsystem Decomposition
i. Decomposition of a System
Registration sub system Competency sub system

Depart head Instructor

Students Registrar
Officer

Students

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10.Development diagram

de ploym e nt Clie nts

Clie nt

HT T P « d e vice » da ta ba s e
Web s erv e r S e rvice re qu e st

brow e s e r
« Re p la y» s e rv er
« Re p la y» s oftw a re

a. Login area

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b. Interface Design
Form design area

Student data enter (Registration) area

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Form filling area

Report submit area

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11.Conclusion

The application is designed using Visual Basic Pages, Net Beans, and Oracle or Ms Access
database. This has been developed by considering all the needs of the online TVET Trainee
Information system and by thorough interaction with the users of the system. The main aim of
project is providing highly relevant result in short period of time. Speed of searching of grade and
relevance of information can be increase by improving algorithm. Speed and relevance depends on
algorithms.

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