MicroLink Information Technology College

Department of Computer Science

Kebele management system

Requirement Analysis Document (RAD)
For kebele administrative office and for customers

Prepared by:

1. Abrham negassa 15091/20

2. Minilik zeru 15212/20
3. Natnael deribssa 14628/20
4. Natnael zelalem 14266-20
5. Samuel webalem 15218/20

Advisor: Alula tafere zegeye

7/14/2022
Kebele management system Date: 7/14/2022

Table of Contents
1. INTRODUCTION ............................................................................................. 2
1.1 PURPOSE ....................................................................................................... 2
1.2 SCOPE ........................................................................................................... 2
1.3 DEFINITIONS, ACRONYMS AND ABBREVIATIONS....................................................... 5
1.4 REFERENCES ................................................................................................... 5
1.5 OVERVIEW ..................................................................................................... 5
2. CURRENT SYSTEM.......................................................................................... 6

3. PROPOSED SYSTEM ....................................................................................... 6

3.1 OVERVIEW ..................................................................................................... 6
3.2 FUNCTIONAL REQUIREMENTS .............................................................................. 7
3.3 NONFUNCTIONAL REQUIREMENTS ........................................................................ 8
3.3.1 User interface and human factors ......................................................... 8
3.3.2 Documentation ..................................................................................... 9
3.3.3 Hardware considerations ...................................................................... 9
3.3.5 Error handling and extreme conditions ............................................... 10
3.3.6 System interfacing............................................................................... 10
3.3.7 Quality issues ...................................................................................... 10
3.3.8 System modifications .......................................................................... 10
3.3.10 Security issues ..................................................................................... 10
3.3.11 Resources and management issues ..................................................... 10
3.4 CONSTRAINTS (“PSEUDO REQUIREMENTS”).......................................................... 11
3.5 SYSTEM MODELS ............................................................................................ 11
3.5.1 Scenarios ............................................................................................. 11
3.5.2 Use case model ................................................................................... 12
3.5.3 Object model ....................................................................................... 13
3.5.4 Data dictionary.................................................................................... 14
3.5.5 Class diagrams .................................................................................... 19
3.5.6 Dynamic models .................................................................................. 20
5. SUPPORTING INFORMATION ....................................................................... 26

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Software Requirements Specification

1. Introduction
Now days the world is in a rapid growth both in the way how problems have
been solved in a manner that doesn’t cost human labor and resource.
As computer science student we believe that the basis for wining business
competition is shifting the day to day manual operation of the organization into
computer based system but it is true that the majority enterprises that is found in
Ethiopia does not use computer based system as a result we can be a witness for
the problem occurred due to the manual system they use and the time it take to
perform the day to day operation.
Finally by observing this problem we are motivated to convert manual
system in to computerized system.
1.1 Purpose
Due to its numerous benefits, Computer technology has been applied
to the automation of office tasks and procedures. Much of the technology
is aimed not only at improving the efficiency of current office procedures,
but at altering the nature of office works altogether. A broad definition of
office automation may include all use of computer technology to support
the "knowledge worker"; this definition includes computer-aided graphics
and design tools, decision support systems, and any use of personal
computers for work-related tasks.

In this project, a more narrow view of office automation has been taken,
concentrating on the administrative component of an organization's
functioning. Among the numerous areas of applications of computers we
are going to apply for solving a challenge of a nation, developing Kebele
management system.

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A kebele (Amharic "neighbourhood") is the smallest administrative unit of

Ethiopia similar to a ward, a neighbourhood or a localized and delimited
group of people. It is part of a woreda, or district, itself usually part of a
Zone, which in turn are grouped into one of the Regions based on ethno-
linguistic communities that comprise the Federal Democratic Republic of
Ethiopia. Each kebele consists of at least five hundred families, or the
equivalent of 3,500 to 4,000 persons. There is at least one in every town
with more than 2,000 populations. A representative, had jurisdiction over
six to twelve kebele's.

The kebele's do not enjoy the same constitutional formality as regions,

zones and woreda, but are in effect the prime contact level for most
Ethiopian citizens. Kebele administrations consist of an elected kebele
council, a kebele cabinet, a social court and the development and security
staff posted in the kebele. The kebele cabinet usually comprises a manager,
chairperson development agents, school director, and representatives from
women and youth association. Generally, the kebele council main
responsibilities are preparing an annual kebele development plan,
Registering and validating residents in the domain, Manipulating Shelter
related information in the domain, ensuring a collection of land and
agricultural income tax and Resolving conflicts within the community.

However, this project mainly focuses on the design and implementation of

kebele management system regarding to Registration & validation of
residents profile.
The general and specific purpose of the study are the following.

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General purpose
The general objective of this project is to develop a kebele management.
Specific purpose
To achieve the above general objective the following specific purpose are
set to be completed.
 Study the current system
 Suggest possible solutions
 Selecting the best solution
 Designing the system with appropriate methodologies and tools
 Developing a database that will be used by the system
 Implement and Test the system using a chosen programming
language and paradigm
1.2 Scope
The proposed project aimed to improve the overall management systems of
Kebele. Since the system deals with residence family member registration , house
registration (which is the best way to handle citizens based on house number for
security purpose),issuance of identification card and so on .Therefore, efficient
and careful administration is required to make the best of them, the followings
are our main scope area
why we developed desktop application is because more of the work is done
through the employees and because most of the customer may not have the
technological apparatus to use the service from home and also with the desktop
application needs only a few technological equipment, we suppose that
developing desktop applications will likely make it more reasonable.
Our system is mainly focused on developing a computerized system for the
kebele using object oriented data collection methodology and c# programming.
While we have the intention to develop a desktop application for kebele ¸our
scope will eliminate the problems that have been faced within the existing
system. Computerizing the manual file system by creating database and also
reducing the amount of wasted time in kebele to issue id card residence by
making the process computerized is one of our scope area including registration
of houses, generating house number in kebele and family registration among the
kebele.

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1.3 Definitions, Acronyms and Abbreviations

Acronyms
 ID - Identification Card
 Reg - Registration
 Ctrl - control
 Ack - Acknowledgement
 Mem - Member
 Temp- Temporary
 FIFO- First in First out

1.4 References

[1]. Margrethe H. Olson and Henry C. Lucas Jr. New York University
[2]. Population and Health in Developing Countries: Population, Health and
Survival at INDEPTH Sites. ISBN 0-88936-948-8
[3]. Serdar Yilmaz and Varsha Venugopal, (2008), International studies program,
Local Goverment Disrection and Accountability in Ethiopia
[4]. Reggie Davidrajuh, Java Bluetooth Wireless Technology for Evaluating
Student Performance in Classroom, University of Stavanger, 2005 Volume 5 Issue 4

1.5 Overview
The rest of the rad will contain both functional and non-functional
requirements, system model like class diagram, use case diagram, sequence
diagram and pseudo requirement.

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2. Current system
As we have gathered information from piassa kebele office the listed below tasks
are some of the main activities;
 When a sort of individual reach the age of 18 and above he/she can apply
for identification card, the kebele staff in charge will request needed
evidence and after confirming the evidence of the person is legal the id
card will be processed.
 Providing certificate by case when the resident needs and ask by writing a
Paper. Examples of cases asked by residents:
 For marriage
 For getting free health service from government hospitals and health
Centers
 Social court
 Providing clearance for resident in case of transfer from the Kebele to
another area, the resident must take clearance in order to be registered.
 By collecting some information the piassa kebele gives houses that are
under the kebele management for those who are in need.
 In order to make youths a better citizen the kebele have a system which
will help unemployed youths by cooperating young mans in vision with
small micro finance model

3. Proposed system
3.1 Overview
The proposed system we are developing is a computerized system that
simplifies all the services that has been given by the existing system. The kebele
management system after a considerable ease to the employees in the kebele by
making all the tiresome work on the existing system simple and very elegant . This
will help for the customer satisfaction and the employees in the kebele will have a
very compatible working area In addition to this, the system that we are going to
develop has many more advantages over that of the existing system in terms of
effectiveness, efficiency, time need for services process and others.

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3.2 Functional requirements

The functional requirements are functions or features that the system
must include to satisfy the system need and to be acceptable by the user.
The developed system is expected to provide the following functionalities:
 The system should be able to Create and manage accounts for
system administrators.
 The system should be able to allow customers to initiate service
requests.
 The system should be able to Register Resident personal information.
 The system should be able to Register House information.
 System should be able to Process each and every resident requests
based on the policy of the organization.
 The system should be able to Generate Timely Reports.

Criticality:
This system will save time, minimize error and to be able to create and manage
accounts , register resident personal information’s ,register house information,
process each and every resident request based on the policy of the kebele and
generate timely report.
Cost and schedule:

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3.3 Nonfunctional requirements

Non-functional requirements of the system are requirements that are not directly
related to the functional aspect of the system. Instead, they describe user-visible
features of the system. The non-functional requirements of this system include
features such as security, maintainability and expandability, user friendliness,
reliability and portability.

3.3.1 User interface and human factors

Basically the users will be kebele employees, staffs and customers.
and more than one type of user be using the system despite the kebele
officials that include all the employee of the kebele, user are able to initiate
service requests and give feed back to the service provider which in this
case is the kebele employees.
The consistent user interfaces to be developed will help the system to be
user friendly. So basic Knowledge of computer is enough. Any type of
training wouldn’t be needed.
For this reason, the interfaces and components of the interfaces should be
designed in a user friendly fashion to help users interact easily with the
system.
And most workers on kebele don’t have high educational background so it’s
important the system to be easy and user friendly.
Is it particularly important that users be protected from making errors?
Yes, since there will be a lot of important data that the user must be kept
under surveillance.

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What sort of input/output devices for the human interface are available,
and what are their characteristics?
 The main window interface provides the user an option to Login,
apply for membership, Check Application Status and see General
Information about the organization.
 The login page lets the user to Log in to the system using different
privileges provided.
 Administrator main page lets the user to issue ID card, Certificate,
Clearance and Generate Report.
 Data Encoder Main Page This page lets the user to Confirm applicants
membership, Renew ID, Register House and Generate Report.
 View Personal Information Page lets the resident to see his/her
personal Information
 House Registration Page Lets the Data Encoder to Register House.

3.3.2 Documentation
For customers documents like birth certificate, identification card , medical
record and any financial records will be require and the audience is to be
addressed is Residents and anybody who has case that involves kebele
system will be addressed in each document.

3.3.3 Hardware considerations

In doing this project there are different hardware tools that are necessary
like.
 Computers
 Flash disk

And the system use XAMPP database that necessary to store resident (user
information’s).

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3.3.4 Error handling and extreme conditions

During the user works on the system errors may occur. To control these errors
the system will generate different messages that let users know what their error
is. Data errors which are entered in to the system may not be completely avoided
but they can be minimized.

3.3.5 System interfacing

The system takes information coming from other civil service organizations
both governmental and non-governmental.

3.3.6 Quality issues

The developer teams have demonstrate their knowledge and experience on
developing system using C# and XAMPP database in different courses and
give the necessary support to user starting from the deployment to the
maintenance of the system on the ongoing process. So it shows how much
the developers are technically reliable for developing a Kebele
management system on the specified hardware and software tools.

3.3.7 System modifications

Additional features can be added and can be modified in order to increase the
performance of the tool.
 The system can be programmed to add local languages
 The system can be changed to include the kebele customer participation
 The system can be programmed to do all the manual works.

3.3.8 Security issues

The system provides privileges to authorized kebele employees by giving

account and one can’t access what the other works.

3.3.9 Resources and management issues

The system will back up once in a year. And the system administrator is
responsible for the backup and the system maintenance and the installation.

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3.4 Constraints (“Pseudo requirements”)

When developing this system, we as a developer justify the following constraints
for the accurate use of the developed system.
 Administrator takes over all control for this application in case of security.
 The users of the new system must use computers in the Kebele

 The customers who come to take an ID card must be first registered their
information in the family registration form.
 One person can have only one ID card and only can register in one family
form.
 One person cannot rent two kebele houses.
 Customers can not access the data’s and privet information’s.
3.5 System models
3.5.1 Scenarios
In object oriented system development approach, both data and actions
are bounded together so that data hiding is possible through abstraction to form
objects which are instances of Classes. These data and actions are considered to
be of the same importance, and neither takes Precedence over the other. Classes
may also be related to each other through hierarchical relationships such as
generalization, specialization and inheritance for better code reusability and
maintainability.
In this chapter we produce an Object-oriented analysis model of the piassa
Kebele Management System describing the application domain from the
specification produced in chapter two. We focus on the identification of objects,
their behavior, their relationships, their classification, and their organization.
This object-oriented analysis model is a produced deliverable model of the
system and we use it, together with non-functional requirements, to prepare for
the architecture of the system design.

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3.5.2 Use case model

It includes the use case diagram and the documentation of each of the use
cases

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3.5.3 Object model

 User Management (Create Account)
The system must have an interface in order to manage users that access the
kebele management system. Activities related to user management (i.e. creating
user account, login forms, and other activities) are mainly managed by the system
administrator.
 Login
A user must be able to login to the system by giving a correct username and
password once he/ she have an account. But if either a username or Password is
not valid (incorrect) the users doesn’t have an access to the system.
 Change Password
If the user suspects that his/her password was stolen or known by other person,
the user has an authority to change the password at any time. This functional
requirement is more related to the security issues.
 View and register people
This let the system to register the house holder and their members in the
specified forms that the Kebele have. It can update, delete and search members
on this system.
 Report generating
This system uses to retrieve a report about all activities performed in the Kebele
about taken ID cards, populations, and available Kebele houses and other
services.
 Register and update Kebele houses information
This let the data clerk to register available houses in the Kebele; the cost, type and
location of the house.
 Giving services (id cards, clearance, certificate…)
This system let the manager to give id cards, clearance for those in need and
certificate like birth marriage and death.

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3.5.4 Data dictionary

 View Personal Information

 Request marriage Certificate

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 Initiate Clearance Request

 Initiate Registration

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 Registrator house

 Confirm Applicants Membership

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 Renew ID card

 General Report

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 Issue Permanent ID Card

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3.5.5 Class diagrams

Class diagrams describe the structure of the system in terms of classes and
objects. Classes are abstractions that specify the attributes and behavior of a set
of objects where as objects are entities that encapsulate state and behavior.

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3.5.6 Dynamic models

A sequence diagram ties use case with objects. It shows the interaction between
participating objects in a given use case. It is helpful to identify the missing
objects that are not identified in the analysis object model. From the use case and
the class diagrams shown in the previous section the sequence diagrams of the
system is shown as follows.

 Sequence Diagram: Initiate Resident Registration

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 Sequence Diagram: Confirm Applicant's Membership

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 Sequence Diagram: View Personal Information

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 Sequence Diagram: Initiate Clearance Request

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 Sequence Diagram: Renew ID Card

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 Sequence Diagram: Register House

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4. Supporting Information
This document contains only the analysis part of the overall project. In the
introduction part the team has identified problems of statement, scope,
objective, significance, schedule of the project and other related issues. We have
stated all the functional and non-functional requirements for the proposed
system. Finally these requirements are modeled using all types of object oriented
analysis artifacts.
The team believes that anyone can read and understand the document because
it is well illustrated using both text and modeling and it will be the base for the
design and implementation phases, which we will develop in the second part of
the project. Finally the team might add additional features and functionalities to
the system on the design and implementation phase.

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