1 Abstract

This guide is targeted at students in their Bachelor’s project phase. In a college of computing
context the expected content of a projects, methodologies to be applied, time-management and
documentation aspects are discussed. Moreover recommendations for the final presentation and
for communicating with supervisors and reviewers are given.

[Date] 1
 Table of Contents
1 Abstract ................................................................................................................................................. 1
1. Introduction ........................................................................................................................................... 3
2. Purpose .................................................................................................................................................. 3
3. Scope of the guideline ........................................................................................................................... 3
4. General Direction for Proposal and Documentation Writing................................................................ 3
5. Part I: Project Proposal Writing Guidelines .......................................................................................... 4
5.1 Introduction ................................................................................................................................... 4
5.2 Preliminary Parts ........................................................................................................................... 6
6. Part II: Project Writing Guidelines ....................................................................................................... 9

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 1. Introduction
Writing a proposal is the first step in conducting any research and developmental activities.
The intention of the proposal is to ensure that the investigators have done sufficient preliminary
reading in the area of their choice and they are able to provide more than a broad description of
the topic which they plan to investigate. So that, whether they intend to submit the proposal to the
department or a software company, it is vital that the proposal reflects developers` knowledge of
how it should be implemented and their commitment to its principles. The overall criteria however
are an investigator or project owner have to convince members of scientific community that they
have identified a scientific/societal problem, a theoretical background and methodical way to solve
it within a realistic frame work of time and expense. Finally, they have to prove that a scientific
solution of the problem will be identified.
Experts agree that proposal writing is a process that requires a multitude of steps to be followed in
order for the successful submission of a proposal. The MWU College of Computing departments
expects that, graduate students should have to submit a detailed and precise description of their
project proposal. Here are some brief guidelines to write your proposal explaining how each
section of the proposal can be pleasingly completed.
2. Purpose
This guideline is developed to set standard formats for presentation of proposals in Madda Walabu
University college of computing, which helps students to prepare scientifically accepted projects.
3. Scope of the guideline
This guideline is applicable on proposals under supervision of Madda Walabu University college
of Computing and confirmed by department project coordinators. It is used by students of college
of computing, Madda Walabu University.

4. General Direction for Proposal and Documentation Writing

1. The topic of the proposal should be current and original.

2. You should have to submit complete proposal to the Project coordinators on time.
3. Preliminary parts should be numbered by roman numbers whereas the main body always
numbered using Arabic number in which the introductory part numbered 1.
4. The length of the proposal without annex is not more than 15 pages.
5. The proposal and documentation must be spiral bonded with plastic cover sheet on the
front page and hard cover at the back page.

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 6. Both proposal and documentation must be submitted in Two Copies signed by the
Advisor and by the Coordinators.
7. The proposals should be neatly typed on one side and in A4 size Paper only.
8. Typing instructions should be as follow.
i. Set margins 1inch at the top, bottom and right side, and 1.25 at the left sides.
ii. One and a half spacing should be used for typing the entire text.
iii. The general text must be justified and typed in the Font style ‘Times New
Roman’ and Font size 12.
iv. Heading shall be typed in the Font style ‘Times New Roman’, Font size 14,
bold and aligned center
v. Subheading should be typed in the Font style ‘Times New Roman’, Font size
12, bold and aligned left
vi. Sub-subheading should be typed in the Font style ‘Times New Roman’, Font
size 12, italic bold and aligned left after one inch from edge
vii. Spacing between paragraphs shall be 10pt.
viii. All Tables, figures, and equations in the document should be center aligned,
and numbered at chapter level. For example, first table in the second chapter
should be numbered as “Table 2.1”, and first figure of the second chapter
should be numbered as “Figure 2.1”. Tables, figures, and equations should be
placed as close as possible to the text where they are referred or discussed.
Each figure, table and equation that is inserted in the document should be
discussed in the text, and should be referenced.

5. Part I: Project Proposal Writing Guidelines

5.1 Introduction
This guideline is concerned with the methodology for the preparation of a project proposal to be
formulated by project coordinators to coordinate colleges’ student final project activities.
It should be a proposal which fulfils the requirements of the department’s and is beneficial to them.
The project should consist of the following preliminary parts and main bodies.

Main Body of the Project Proposal Writing

Cover page (Figure 1)

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 I. SIGNATURE PAGE (Approval sheet)
II. Executive summary/Abstract
III. Acknowledgement
IV. Table of Content
V. List of Figures
VI. List of Table
VII. Acronyms (Abbreviations)
1. Introduction
1.1 Background of the project
1.2 Statement of the problem
1.3 Significance of project
1.4 Objectives
1.4.1 General objectives
1.4.2 Specific or Immediate objectives
1.5 Scope and Limitation of the Projects
1.5.1 Scope of the project
1.5.2 Limitation of the projects
1.6 Methodology and Tools
1.6.1 Data collection methodology
1.6.2 System Analysis and Design Methodology
1.6.3 System development tools
1.6.3.1 Hardware requirement
1.6.3.2 Software requirement
1.7 Project Management Technique
1.7.1 Project Schedule (gnatt chart. Pert chart, etc.)
1.7.2 Project Budget(cost break down estimation)
1.7.3 Project Work Break Down structure, responsibility, and Deliverables
1.7.4 Risk Analysis, identification, mitigation and monitoring
1.8 Feasibility of the project
1.8.1 Economic Feasibility
1.8.2 Technical Feasibility
1.8.3 Political Feasibility
1.8.4 Operational feasibility

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 5.2 Preliminary Parts

Title / Topic
The title should accurately reflect the scope and content of the study. The title of the project should
convey the main purpose of the project. The title therefore should convey maximum information in
fewer words (between 12- 15 words) than any other part of the project. The title should be
descriptive yet discrete and contain the key words of the project. A good proposal has a good title
and avoid ambiguous or confusing word.

Cover Page
The cover page of a project should develop as per the format in Figure 1.

<height = 1.70 and Width= 1.70 ><1.5 line spacing>

MADDA WALABU UNIVERSITY
COLLEGE OF COMPUTING
DEPARTMENT OF <Department Name>
<Font Size 16><1.5 line spacing>

TITLE OF PROJECT PROPOSAL

<Font Size 16><1.5 line spacing>

Submitted to
<Font Size 14><Italic>
College of Computing Department of <Department Name>
<Font Size 14>

Submitted by
<Font Size 14><Italic>
NAME OF GROUP MEMBERS
<Font Size 16>

Month & Year

Robe, Ethiopia
<Font Size 12>

Figure 1: A format cover page of a project (its contents should be aligned center)

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 I. SIGNATURE PAGE (Approval sheet)

Project Title:_______________________________________________________________________
Name of Students Signature Date
1
2.
3.
4.
Advisor Signature Date
_____________________________ _____________________________ _______________________

Examiner Signature Date

_____________________________ _____________________________ ________________________

Project Coordinators Signature Date

_____________________________ _____________________________ ________________________

_____________________________ _____________________________ ________________________

HoD Signature Date

_____________________________ _____________________________ ________________________

II. Executive Summary/Abstract

Although it appears first, plan on writing the abstract last. The abstract is the hardest part of the
project to write, and it is the part most readers of the project will read it first. The abstract should
be very well written. It should be clear, easy to read, and to‐the point. Abstract should give you
a brief summary of the project. The abstract conveys the most important messages regarding your
project, such as: How did you do it? What problem(s) you solve it? You will have a much better
shot at writing a good abstract after you have completed all the other parts of the project. The
executive summary should be clear, concise and limited to one page in length.

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 III. Acknowledgement
Being the author of the report, you have to decide the content of this page. This page should be
numbered as Roman numeral, i.

IV. Table of Contents

If the length of the document without annexes exceeds four pages, a table of content is mandatory.
The table of content should developed automatically by using packages in Microsoft word/ any
other word processing software
NB: Manually prepared table of content part is not accepted.
Table 1: Table of Contents (ToC) Page Description

Item Description
Chapter Number Left aligned
First Level Title Left aligned with tab position at 1in
Second Level Left aligned with tab position at 1in
number
Second Level Left aligned with tab position at 1.5in
Headings
Page Number Right aligned with tab position at the end of the line, i.e. 5.5in

V. List of Figures, Tables, and Abbreviations

List of tables, figures, and abbreviations should follow the same style as described for the table of
contents page. Long titles should be shortened to precisely explain the respective object. List of
abbreviations should be tied closely in the body of the report, and should not be included in if there
are less than five abbreviations in the document. List of tables, figures, and abbreviations page
should be numbered Roman numeral.

NB: The first time a term is introduced in the text it must be spelled out in full followed by the
bracketed acronym (E.g. Millennium Development Goal (MDG))

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 6. Part II: Project Writing Guidelines
Main Body of the Project Writing
Phase I (Final Project I)
Cover page
I. SIGNATURE PAGE (Approval sheet)
II. Executive summary/Abstract
III. Acknowledgement
IV. Table of Content
V. List of Figures
VI. List of Tables
VII. Acronyms (Abbreviations)
Chapter one: Introduction
1.1 Background of the project Commented [F1]: Include background of the organization
1.2 Statement of the problem while writing the description of Topics

1.3 Objectives
1.3.1 General objectives
1.3.2 Specific objectives
1.4 Scope and Limitation of the Projects
1.4.1 Scope of the project
1.4.2 Limitation of the projects
1.5 Significance of the project
1.6 Methodology and Tools
1.6.1 Data collection methodology
1.6.2 System Analysis and Design Methodology
1.6.3 System development tools
1.6.3.1 Hardware requirements
1.6.3.2 Software requirement
1.7 Project Management Technique
1.7.1 Project Schedule (gnatt chart, Pert chart, etc.)
1.7.2 Project Budget(cost break down estimation)
1.7.3 Project Work Break Down Structure (WBS), Responsibility, and Deliverables
1.7.4 Risk Analysis, Identification, Mitigation and Monitoring Commented [F2]: Must be shown in table
1.8 Feasibility of the project
1.8.1 Economic Feasibility
1.8.2 Technical Feasibility
1.8.3 Schedule Feasibility
1.8.4 Operational feasibility

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Chapter Two: Study of the Existing System
2.1 Introduction
2.2 Literature review Commented [F3]: Depends on the type of project/
2.3 Description of the Existing System advisor will discuss on it.

2.4 Drawback of the existing system

2.5 Practice to be preserved from the current system
2.6 Business Rules
2.7 Alternative Solutions Commented [F4]: To be referred
2.8 Forms used Commented [F5]: It should be attached under the
Chapter Three: The Proposed System appendix

3.1 Overview of the proposed system

3.2 System constraints Commented [F6]: ??[platform], to be referred
3.3 Functional Requirements
3.4 Non-functional Requirements Commented [F7]: Security & Safety Procedure
-It should be briefly discussed under NFR [Security]
3.5 Graphical user interface
3.5.1 Specification
3.5.2 User interface description
3.5.3 User interface prototype (snap shoot)
Chapter Four: System Modelling
4.1 Introduction
4.2 Actor Identification
4.3 Use case Identification
4.4 System use case diagram
4.4.1 Actor description
4.4.2 Use case description (scenario)
4.5 Dynamic Modelling
4.5.1 Sequence diagram
4.5.2 Collaboration diagram
4.5.3 Activity Diagram
4.5.4 State chart diagram
4.6 Object Modelling
4.6.1 Class diagram
4.6.2 Object diagram
Chapter Five: System Design
5.1 Introduction
5.2 Architecture Design
5.2.1 Component Diagram
5.2.2 Deployment diagram
5.3 Database design
5.3.1 Entity Relationship Diagram (ERD) design
5.3.2 Normalization

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 5.3.3 Persistence diagram
Phase II (Final Project II)
Chapter Six: System Implementation
6.1 Introduction
6.2 User interface prototype (snap shoot)
6.3 Testing
6.3.1 Unit testing
6.3.2 System testing
6.3.3 Acceptance testing
6.3.4 Performance testing
6.4 Features to be tested and not to be tested
6.4.1 Features to be tested
6.4.2 Features not to be tested
6.4.3 Pass/ fail criteria
6.5 System Manual (Documentation) Commented [F8]: Installation procedure
6.6 Support and Service How to use

Chapter Seven: Conclusion and Recommendation

7.1 Conclusion
7.2 Recommendation

References/bibliography
Appendix
- Forms
- Questionnaire (if any)
- Coding(sample code)

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1.1 Background of the project
This is the opening section of the project document and serves as the introduction and platform
upon which to present the general context within which problems exist that the project will be
addressing. It is important that the background information provided lead to the issue of the project.
i. First organize general introduction that should provide a brief overview
of the issues as well as the physical, social, and economic context within
which the project will operate.
ii. Next, Discuss relevance/linkages and overall involvement of the project
through the project to any other technologies.
iii. Finally, define how the project will meet the aims and purpose of the
zonal/regional/ country priorities by the project.
This section should not exceed 300 words, or half a page.

1.2 Statement of the Problem

Identify all problems on the existing system. In other word what type of problem that you can see
in the existing system? Must indicate exactly what the problem and why and how it is a
problem. Give information to support this e.g. by use of statistics or evidence. This should
be derived from background information to illustrate connectivity. What are the
fundamental problems that should be solved? Describes the background and context for
the project, and why it is being undertaken (be concise, but complete). Mentions the
business value of the project and includes a flowchart if necessary to enhance
explanation. It also justifies the project and should demonstrate a need to carry out design
and be creative (as opposed to just doing analysis). It Include enough information so that
the rest of the sections in the project definition make sense. The Length of statement of
the problem is Maximum of 1 page.

1.3 Significance of project

1.4. Project Goal and Objectives

In the project development process, formulators carefully develop both goal and immediate objectives
which should be: SMART: Specific, Measurable, Achievable, Relevant and Time-bound. They
should directly address the problem mentioned in the Problem Statement.

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1.4.1 General objective

Here we must be write the general objective of the system. But in this part you can only write the main
thing that the project can be done shortly. Usually there is one project goal only and it can be reflected
in the title of the project also.
1.4.2 Specific objectives
The immediate objectives section describes what the project is expected to achieve in terms of effects
among intended beneficiaries. These are the specific objectives for which the project works to achieve
them within a stipulated time. They should be specific: the more specific it is the better to design
activities, indicators and the Logical Framework Analysis.
This part can specify the objective in detail to achieve the general objective of the system.
Specifically, the section discusses what changes are expected to occur among intended beneficiaries if
project operations are successful. The section should also discuss whether project operations, if
successful, will be extended to other locations as well as and whether the project experience can be
applied to other sectors.
Note: It is worthwhile to maintain the number of immediate objectives not more than five.
Points to be considered while developing SMART objectives:

➢ Think about what success means for your project and how you would show that success
➢ Refer to the results you expect from the project
➢ Describe the focus population and the desired change among the population
➢ Include the location and time period for each objective
➢ Reflect the intended changes in systemic conditions or behaviors that must be achieved to
accomplish the goal/strategic objective
➢ Objectives should have measurable indicators which show what, when, and how conditions,
behaviors, and practices will change
➢ Objectives must be verifiable at some point during the execution of the project

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1.5 Scope and Limitation of the Projects
1.5.1 Scope of the project

This is a kind of a disclaimer. Should cite the focus of the study either geographical area or target
group/ population.
1.5.2 Limitation of the projects

- Not a must for a proposal.

- Has to be there in the final thesis/project report.
- Indicate the challenges encountered in the study that may have limited the study.
1.6 Methodology and Tools
1.6.1 Data collection methodology
1.6.2 System Analysis and Design Methodology
1.6.3 System development tools
1.6.3.1 Hardware requirement
1.6.3.2 Software requirement
1.7 Project Management Technique
1.7.1 Project Schedule (gnatt chart. Pert chart, etc.)
1.7.2 Project Budget(cost break down estimation)
1.7.3 Project Work Break Down structure, responsibility, and Deliverables
1.7.4 Risk Analysis, identification, mitigation and monitoring
1.8 Feasibility of the project
1.8.1 Economic Feasibility
1.8.2 Technical Feasibility
1.8.3 Political Feasibility
1.8.4 Operational feasibility

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Chapter Two: Current system
2.9 Introduction
2.10 Description of the Current System
2.11 Literature review
2.12 Drawback of the existing system
2.13 Practice to be preserved from the current system
2.14 Business Rule
2.15 Alternative solution
Chapter Three: Proposed system
3.6 Overview of the proposed system
3.7 System constraints
3.8 Functional Requirement
3.9 Non-functional Requirement
3.10 Graphical user interface
3.10.1 Specification
3.10.2 User interface description

3.11 Hardware and software Requirements

3.12 Security and safety procedure
Chapter Four: System Modelling
5.4 Introduction
5.5 system use case diagram
5.5.1 Actor description
5.5.2 use case description (scenario)
5.6 object modelling
5.6.1 Class diagram
5.7 Dynamic modelling
5.7.1 Sequence diagram
5.8 Activity diagram

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[Date] 16