Contents

Chapter one: Introduction of whole project process.......................................................................................1

1.Introduction..................................................................................................................................................1
1.1 Background information of the organization.................................................................................1
1.2.1. Vision of MWU.........................................................................................................................1
1.2.2. Mission of MWU.............................................................................................................................2
1.2.Problem Statement...............................................................................................................................2
1.3. Objective of the project...................................................................................................................2
1.3.1. General objective.........................................................................................................................2
1.3.2. Specific objective..........................................................................................................................3
1.4. Scope of the project.........................................................................................................................3
1.4.1. Limitation of the project.................................................................................................................4
1.5. Significance of the project..................................................................................................................4
1.6. Data collection methodology.............................................................................................................5
1.6.1. Interviews.......................................................................................................................................5
1.6.2. Observation....................................................................................................................................5
1.6.3. Document analysis.........................................................................................................................6
1.6.4 System analysis and design approach............................................................................................6
1.6.5 Development tools........................................................................................................................8
1.6.6. Hardware tools...............................................................................................................................8
1.6.7. Software tools................................................................................................................................8
1.7. Schedule feasibility.............................................................................................................................9
1.7.1. Cost of the project....................................................................................................................9
1.7.2. Cost break down..........................................................................................................................9
1.7.3. Recurring cost.........................................................................................................................10
1.7.4 Risk Analysis, Identification, Mitigation and Monitoring........................................................11
1.8. Feasibility analysis.........................................................................................................................12
1.8.1. Economic feasibility...................................................................................................................12
1.8.2. Technical feasibility....................................................................................................................12
1.8.3. Schedule feasibility.....................................................................................................................12
1.8.4. Operational feasibility................................................................................................................13
Chapter Two: Description of the existing system..........................................................................................14
2.1. Introduction of existing system...............................................................................................................14
2.2 Literature Review of the existing system.............................................................................................14
2.3. Description of the existing system....................................................................................................15

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2.4. Bottle neck of the existing system.................................................................................................15
2.4.1. Performance...............................................................................................................................15
2.4.2. Input and output........................................................................................................................16
2.4.3. Security and controls..................................................................................................................16
2.4.4. Efficiency....................................................................................................................................16
2.5. Practices to be reserved.................................................................................................................16
2.6. Business Rule.................................................................................................................................16
2.7. Forms and other documents of the existing system......................................................................17
2.7.1. Clearance form for students.......................................................................................................17

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List of Table

Table 1. 1 HardwareRequirement.......................................................................................................6
Table 1. 2 Software Requiremets.........................................................................................................7
Table 1. 3 Schedules............................................................................................................................7
Table 1. 4 Recurring cost.....................................................................................................................8
Table 1. 5 One Time cost.....................................................................................................................8
Table 1. 6 Cost Benefits Analysis.......................................................................................................9
Table 1. 7 Project Work Break Down Structure................................................................................10
Table 1. 8 Team roll...........................................................................................................................11

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List of figures

Figure 1. 1 Water Fall of the project....................................................................................................7

Figure 1.2 manual system.................................................................................................................17

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Chapter one: Introduction of whole project process

1.Introduction
In the 21 century Information communication technology (ICT) is widely used for enabling
societies to produce, access, adapt and apply information in greater quantities and for more
varied purposes. In the recent years most of the services provided by different organizations
are being automated since automated systems allow us to monitor our processes in real time
and identify problems as they arrive, enabling quick adjustments along the way. While
manual systems can be difficult to coordinate, automated systems make it possible to have
a better accuracy, to increase the quality of the work, to reduce the time it takes, to
minimize cost, to keep the security and organization of data in most advantageous
condition, to make data transfer easier and also make it possible to save and back up all
transactions in case of an accident.
Clearance is official authorization for something to proceed or take place. Madda Walabu
University, which is one of the higher institutions established in southeastern part of Ethiopia, uses
manual clearance system for clearance process, so we have decided to develop Student clearance
information management system for Madda Walabu University with the main objective of
automating the existing manual clearance system.

1.1 Background information of the organization

Madda Walabu University (MWU) is one of the higher educational institutions. The name Madda
Walabu University is given to the university based on the place name which is 227 Km away from
the zonal town Robe to the south west. Historically the place is closely related to the Oromo people
who are the brain child of the culture of the "Gada" system as it has been recurrently indicated by
elders and researchers. This place has been recurrently indicated by elders and researchers. This
place has deep rooted value for Oromo people. Now a days, the name Madda Walabu is commonly
used by Madda Walabu Stadium, Madda Walabu Cultural band, Madda Walabu University itself
and other smaller business centers named after this unique place in order to make the memory long
lasting in the mind of the people.

Madda Walabu University is, in fact, among the recently founded (1999 E.C) institutions of public
higher education in the country. However; despite its being new the university can be categorized
as the rapidly changing institution in terms of student admission, expansion of programs and
campuses.

1.2.1. Vision of MWU

Madda Walabu University aspires to be one of the top five societal problem-solving universities in
the country by 2025.

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1.2.2. Mission of MWU
Madda Walabu University’s mission is to produce competent entrepreneurial as well as employable
graduates, provide need based community services and demand driven/problem solving research
outputs through relevant and quality education, research, training and consultancy service to foster
socio-economic development in the country.by tackling the insistent problems by utilizing natural
resources and cultural values, through inculcating scientific knowledge and skills relevant to the
country and ensuring quality education.

Core Values Pursuit of truth and freedom of expression of truth; Institutional reputability based on
successful execution of mission; Competitiveness in scholarship and cooperation with other
institutions; Institutional autonomy with accountability; Participatory governance and rule of law;
Justice and fairness; A culture of fighting corruption; Quality and speedy service delivery;
Economical use of resources and effective maintenance of assets; Democracy and multiculturalism.

1.2.Problem Statement

The current MWU clearance process is performed manually. Due to this most of the
activities are time consuming and stressful, makes it difficult to manage data, consumes
more resource and more time to process the clearance in the respective offices, which is of
high cost. Handling the student clearance form is poor because the process is carried out in
paper based i.e. Manual process. To get approval a student must wait in long queues. In case
of Absence of an officer the student must repeatedly visit a particular office and also officers
involved in the clearance process are not available twenty-four hours of the day. In addition
to the above, unauthorized person may sign the clearance which makes the current system
vulnerable to forgery. And if a student loss a clearance form it causes delaying for the
student. Finally, In the current system there is no mechanism for each officer to control
materials which they are accountable for and also to control materials borrowed or destroyed
by students from their office which makes the clearance process unorganized.

1.3. Objective of the project

1.3.1. General objective

The general objective of the project is Analyzing, Designing and implementing an automated
student clearance information management system

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 1.3.2. Specific objective
The team have stated specific objectives of the project below, which will be done in order
to achieve the general objective stated above.
 To study the existing manual system
 To identify existing System work flow of student clearance information
management system
 To analyze the existing systems problem
 Analyze gathered information using SRS
document.
 Design the proposed system using Object Oriented Methodology.
 Create a user-friendly and easy environment which can be assessed on any device
and plat form
 Implementing the proposed
system.  Validation and Testing
the System

1.4. Scope of the project

Our proposed system, SCIMS, which is going to be implemented for Madda Walabu
University will automate the operation of clearance system of the University for students.
The system will enable students to get clearance without visiting any office or without
requesting for clearance when getting clearance for year break. If students are taking
clearance because of graduation, withdrawal or dismissal cases, the system will enable the
students to get approval paper from the registrar. The system has material information
management mechanism which allows each officer to manage materials found under
one’s office. It also has a mechanism to control materials borrowed or destroyed from
that office. The system creates a connection between officers and students therefore
using this connection it will be easy to announce news and events in the university. It
also enables university police dept to check if a student has got appropriate clearance to
get out of the compound. The system will also include a notification mechanism which
will be used to notify students about their clearance status.

The scope of the project is: -

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  To design dynamic and responsive interface for the user
 Design the database which controls the overall clearance management
information system
 Design material lend and destroyed information handling
mechanism  Design property information handle mechanism
 Design clearance information handle
mechanism  To implement notification
mechanism
 Make getting clearance easy process.

1.4.1. Limitation of the project

This project is limited to automate only student Clearance information management system
for Madda Walabu University student’s.

1.5. Significance of the project

The project work will help in a good way to ease the problem in the current manual
system. There are many advantages of the proposed student clearance information
management system.

Some of them are:

 Avoids going around the University to sign clearance form saving a lot of time &
energy.
 Cost reduction.
 Provide convenient way to use it from anywhere in the campus.

 It helps to easily control resources of the university

 Allows the users to check their clearance status any time

 Unauthorized person cannot approve the Clearance

 Provides a reliable and transparent clearance processing system

 Provides user with easy mechanism to get news and events

 Reduce officers work load on process of giving clearance

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1.6. Data collection methodology
The team gathered data needed for the project during requirement analysis phase, this data
will be gathered from different sources using two major fact finding-techniques those are
primary source and secondary source. In primary source the team used empirical
approach such as interview and observation. In secondary source the team obtained
data from different documents.

1.6.1. Interviews

The team have used interviews to collect information from individuals or from groups.
The respondents are generally current users of the existing system or potential users of the
proposed system. These are: -
 Book store
 Department System D
  Library & Documentation Service

 Proctor
 Registrar office
 Sport master officer
 Student cafeteria
 Student Dean office
 University police

 Students of MWU
Beginning with the basics, the team asked questions which describe and provide a background
of fundamental details about the system. The interview is categorized in to three: for
registrar, for officers and for students referred

1.6.2. Observation
Observation allowed the team to gain information that cannot be obtained by any other
fact-finding method. Through observation, the team obtained firsthand information
about how activities are carried out. This method was most useful when the team need to
actually observe how documents are handled, how processes are carried out and whether
specified steps are actually followed.

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 1.6.3. Document analysis
To understand the existing system, the team collected more information by referring to
existing paper based forms, documents, e-books and websites about automated clearance
management information system. It helped the team to design and organize the proposed
project in well-structured way.

1.6.4 System analysis and design approach

The team will use Object Oriented System Analysis and Development methodology
(OOSAD). This methodology is used for simplicity, increased quality, faster development,
code reusability and maintainability of the System.

This has two phases: -

Object Oriented Analysis (OOA): - During this phase the team used to model the
functions of the system (use case modelling), find and identify the business objects,
organize the objects and identify the relationship between them and finally model the
behavior of the object. Object Oriented Design (OOD): - During this phase the team
used to refine the use case model to reflect the implementation environment, model object
interactions and behaviors that Support the use case scenario, and finally update object
model.

We use waterfall Model for our project. This model is simple and easy to understand and use. It
is easy to manage due to the inflexibility of the model. Each phase has specific deliverables and a
review process. The phases are processed and completed one at a time and do not overlap. The
reason to choose this model is that our project requirements are very well known, clear, fixed and
no ambiguous requirements. .Waterfall [linear] -Phases are organized in a linear order. Every
next phase starts upon completion of previous phase.

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Diagram of waterfall model is shown below:

Figure 1. 1 Water Fall of the project

Here for the analysis of our project we have selected object-oriented system analysis (RAD) and
under this stage description of all electronics device used in the project is explained theoretically
and functional as needed in the project and also designing of all diagram is drawn.
This diagram is drawn by using UML software. We have selected this because of the following
advantages: -
 To simplify the design and implementation of complex program.
 To make it easier for teams of designers and programmers to work in a single software
project.
 To enable a high degree of reusability of designs and software codes.
 To decrease the cost of software maintenance.
 Increase reusability.
 Reduce maintenance burden.
 Increased consistency among analysis, design and programming activities.
Improved communication among users, analysis, design and programming

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 1.6.5 Development tools

1.6.6. Hardware tools

Table 1. 1 HardwareRequirement

No Materials Required Use

1 Laptop computer Write documentation, design the system and

implement the system
2 Printer Print document
3 Note book Take note during data collection
4 Stationeries (pen, paper) Write necessary documentation

1.6.7. Software tools

Table 1. 2 Software Requiremets

No Materials Required Version Use

1 PhpStorm 8.0.1 Write PHP, Html, JavaScript and CSS Code

2 Adobe Photoshop CC 2018 To edit pictures
3 Apache server 2.2.10 To run server-side program
4 MYSQL 8.1.0 For storing data in database
5 Microsoft office word 2019 For documentation
6 Microsoft Visio 2016 For Analysis and system design
7 Google Drive __ To backup data online

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1.7. Schedule feasibility
To implement the proposed system, we have the technology and also the skills required
to properly apply that technology. We don’t need to hire anyone or re-train existing
members, so it will not impact the schedule. The dead line is reasonable and our team have
fixed schedules to work on project together with all group members.

Dec2022 Jan20 Feb20 Mar202 Apr20 May202

no Activity Start Finish Duratio 22 22 2 22 2
Date n
Date

Proposal 28/12/20 6/01/202 8d

1
21 2
2 System 12/6/202 27/6/202 15d
Analysis 2 2
3 System 28/6/202 15/7/2022 17d
4 Implementa 2/9/2022 5/12/2022 57d
5 Testing 5/12/202 27/12/20 22d
2 22

Table 1. 3 Schedules

1.7.1. Cost of the project

Cost of the project is the overall cost to develop our proposed student clearance
information management system.

1.7.2. Cost break down

A. Recurring cost: -are costs those incurred to maintain our project once
developed. B. One time cost: - are costs incurred at the time of developing our
project.

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 1.7.3. Recurring cost
Table 1. 4 Recurring cost

No Activities Number of Total hr. Total Payment Total br./

employees /day days/Year in br./hr. Year

1 Training 2 8 7 50 5600
2 Maintenance 1 8 260 10 20800
Total 26400

1.7.3.1 One-time cost

No Activities Cost (in birr)

1 For stationeries (paper and pen) 150
2 For printing and coping 300
Total 450

Table 1. 5 One Time cost

1.7.3.2. Cost benefit analysis

Type of Amount/ Price/ Total Payment / Price for Total
cost Measurement amount amount/student student in students in
in birr birr MWU/Year

Paper 3 paper/ 0.30/paper 3 paper 0.90 17100

Printer 1 ml/ 5 pages 3.15/ml 1.89 ml 5.95 39865

Time 5 day/year 80 /day 20 persons - 8000

Total cost per Year 64965
Table 1. 6 Cost Benefits Analysis
 Total Cost of the existing system per year 64965 birr.
 Total one-time cost which is 36550 birr will be returned within a year.

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  Total recurring cost is 26400 birr per year.
Net benefit per year after 1 year of returning the one-time cost will be 64965-
26400=38565birr per year.

1.7.4 Risk Analysis, Identification, Mitigation and Monitoring

While we were developing our project, we encountered different problems like:
 Failures of the programming tools due to the overload of work to the PC.
 Lack of efficient documents provided from the organization.
 The problem of contacting the office administrator at the time we need.
 Risk of virus program to the software.
 Lack of enough references from written books, or from the Internet due to connection
problems.

1.7.4.1 Testing mechanism

The team perform different testing for checking functionality of our proposed system. The
team use unit testing, integration testing and system testing to test the correctness of each
module and the compiled program.

1.7.4.2. Unit Testing

First we test each unit individually So if a problem is encountered it will be
maintained immediately at which the problem is occurs.

1.7.4.3. Integration Testing

After we test each unit of the proposed system, we will perform an integration test to
check whether the system meets all the functional requirements. When a number of
components are complete, it tests to ensure that they integrate well with each other, the
operating system, and other components.

1.7.4.4. Functional Testing

After performing integration testing, we perform functional testing to ensure that the
specified functionality specified in the system requirement works.

1.7.4.5. System Testing

After all of the above testing are checked we will test our system by putting it to
different operating systems and test if it still works properly

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 1.7.4.6 Project Work Break Down Structure

Table 1. 7 Project Work Break Down Structure

No NAME Responsibilities

All members Study Background Of The Project ,Identify The

1
Problem, Identified Tools And Requirement
Gathering , Planning, Analysis Designing, Modeling
And Implementation or coding.

1.8. Feasibility analysis

The feasibility analysis of student clearance information management system involves
the following feasibility:

1.8.1. Economic feasibility

This project is economically feasible. Because, it does not require special budget to
establish the project.

1.8.2. Technical feasibility

In order to solve problems in the existing manual clearance system we have proposed
an automated student clearance information management system which gives a practical
solution to the problem. In order to do this, we currently possess the necessary
technology and the necessary technical expertise. The schedule is reasonable for the team
to finish the system on time. We use Html on the client side, PHP as server-side scripting
language, SQL for database management and other languages which are mature enough to
be easily applied to our problem. These languages have a larger customer base for
obtaining advice concerning problems

1.8.3. Schedule feasibility

To implement the proposed system, we have the technology and also the skills required
to properly apply that technology. We don’t need to hire anyone or re-train existing
members, so it will not impact the schedule. The dead line is reasonable and our team have
fixed schedules to work on project together with all group members.

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 1.8.4. Operational feasibility

The end-users are glad the problem of student clearance system is being solved. The
system solves the problems of the existing system effectively and achieve its goal. The
end users are happy by their role in the new system. And there is no end user who may
resist (or not use) the system. People tend to resist change. But since the end users are
well educated academicians and due to the training, that will be given by our team, they
can adapt to changes quickly and easily.

Table 1. 8 Team roll

NAME ID NO ROLL IN TEAM

Melese Gizaw 0077/18 MANAGER

1
Eyob Alemayehu PROGRAMMER
2
Adane Gulilat DESIGNER
3
Matrik Gezahagn DESIGNER
4
Mariyama DATA COLLECTOR
5
Mahabuba SYSTEM ANALIST
6

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Chapter Two: Description of the existing system

2.1. Introduction of existing system

The current MWU clearance system is manual. When students take a clearance, they have to

take clearance from their department and they have to go to different offices to get
approval signature on their clearance form. In the manual system, the clearance forms are
documented in a file cabinet. Each time the clearance form is needed, a search operation
is conducted on the file cabinets to locate a particular student’s clearance form.

2.2 Literature Review of the existing system

Generally a literature review is both a summary and explanation of the complete and current
state of knowledge on a limited topic as found in academic books and journal articles. SCIMS
handing has an impact on customer retention and ultimately on revenue. When a problem is
resolved successfully, the satisfaction level of the student is increased and will tell five of their
closest acquaintances about it compared to telling three if the service was initially good (Eccles
& Durand, 1998).

Excellent Students handling might pay off on the one hand by avoiding undesirable outcomes
and on the other by achieving desirable outcomes. Some studies have suggested that
companies that operate well-designed Officer handling processes may experience higher levels
of customer retention and loyalty (Ang & Buttle, 2006; Ang & Buttle, 2012; Homburg & Fürst,
2005).

Students are a critical element of the voice of the consumer. It is much better for a SCIMS to be
voiced than for the consumer to spread it to many other consumers (much facilitated by the
web, particularly by social media) and to exit or leave. Complaints and associated issues of
product and service reliability are also focused on by regulators and consumer advocates (for
example Student websites, consumer surveys) and so are seen by companies as needing to be
managed properly. How well a complaint is managed is a key determinant of consumer
satisfaction which maybe correlated with loyalty. The successful resolution of Students is
almost as important as ensuring that the reason for the Student does not recur (Merlin Stone
June 2011).

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2.3. Description of the existing system
The beneficiaries of the proposed system
include: -

Registrar: - Unlike the existing system registrar office doesn’t have to give three papers
for each student, which reduce cost and time taken giving copies to all students. Doesn’t
have to go through unorganized paper documents to find clearance information of a
student, the proposed system enables registrar to access organized data. It also enables to
access news and events easily.

Officers: - In the proposed system officers in the university doesn’t have to approve each
and every student’s clearance approval form, this saves a lot of time and human resource
for the officers. They can also control materials under their office using the proposed
system by keeping a well-organized and easily accessible information about
their materials. They can also keep list of materials borrowed or destroyed from their
office, which the system will use for clearance purpose, and they can use to make
material control even more simple. In addition, the system gives officers easy mechanism
to access news and events of the University.

Students: - Students will benefit from the proposed system greatly since they will avoid
the burden of going to ten different offices, in the proposed system students will be able
to get a clearance without going anywhere if the student is leaving the university for year
break, or by going just to registrar for clearance approval paper if the student is graduating
Class or taking clearance because of with drawls or discipline case. In addition, the
system gives easy mechanism to access news and events of the university.

2.4. Bottle neck of the existing system

Due to the use of manual clearance system by the university, in giving clearance and
keeping information about existing clearance information system encountered a lot of
problems. These problems have viewed from perspective of performance, Input and
Output, security and control, and Efficiency.

2.4.1. Performance
 Wait in queue while processing the clearance form.
 Unavailability of some officer while processing the clearance
form

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  Takes a lot of time to check a student has borrowed or destroyed a material.

2.4.2. Input and output

When filling the clearance form a student may fill inaccurate or incorrect information and
may miss necessary information, this show the system is inaccurate and the system is not
flexible because if user wants to erase the form the student must only change another
form. And also the student must fill three forms of exactly same format which shows
redundancy in the input process. Output’s redundant clearance information of single
student is kept in different office.

2.4.3. Security and controls

Since all the clearance form is recorded and stored in the form of file cabinet in the office
in the paper form, the system security and control mechanism is not secure.

2.4.4. Efficiency
Due to the manual operation most of the activities are easy to wastage of resources
like stationary materials, manpower, time etc. to produce the corresponding outputs. This
makes the current system inefficient while utilizing resources.

2.5. Practices to be reserved

Even if the existing system has a lot of problems, there are a number of activities that need
to be preserved. The system uses files and forms to define operations and to perform
business rules in the clearance system.

The team preserved the following practices from the existing system.

 The rule and regulation of the university

 Business rule of the clearance process

 Formalities to be fulfilled in the clearance

process

2.6. Business Rule

The business rule is a principle or a policy in which the proposed system operates
accordingly. The main business rules or principles are: -
Br 1: -Registrar officers give clearance form only for the students of the university.
Br 2: -Officers of the university are not expected to give clearance on Saturday,
Sunday, and holiday.

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 Br 3: -When a student wants to sign clearance form, they must fill the required
information and they must have an id card with them.
Br 4: -Students must return any material borrowed or pay for any material they lost
or damage before they can take clearance.
Br 5: -Students should take approved clearance form if they are graduating class or if
they are taking clearance because of dismissal, withdrawal or discipline case.
Br 6: -Students of the university must submit the cleared clearance form to registrar
for documentation purpose.

2.7. Forms and other documents of the existing system

2.7.1. Clearance form for students

Figure 1.2 manual system

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18