Wachemo University: College of Engineering and Technology School of Computing and Technology

WACHEMO UNIVERSITY
COLLEGE OF ENGINEERING AND TECHNOLOGY

SCHOOL OF COMPUTING AND TECHNOLOGY
INDUSTRIAL PROJECT DOCUMENTATIONS

TITLE: WACHEMO UNIVERSITY STUDENT’S ONLINE CLERANCE
SYSTEM
PREPARED BY: GROUP 8 STUDENTS.
MEMBERS NAME ID NO
1. Abdurheim Shemsu……………………………………….…...R/E-3123/06
2. Mekiya Esa…………………………………….........................R/E-954/06
3. Takele Biadle …………. …...………………………….……...R/E-3303/06
4. Tewodros Abebaw…………………………………………......R/E-3311/06
5. Wesenyelesh Moges…………………………………. …...…...R/E-3323/06
Submission date 26/05/2009 E.C
Submitted to Department of IT
Advisor:-Mr.Getu
WCU STUDENT’S ONLINE CLEARANCE SYSTEM
Acknowledgment
First and foremost, and above all our biggest thanks would be to Almighty God because nothing
could be possible without his free will and the completion of this project is supported by him.
Secondly, we would like to thank our Advisor Miss Eden, Mr Getu and co-ordinators, for
them restless edition of our documentation, input to the quality of this document, heart full
guidance, valuable advice, and providing to execute this project.
Thirdly we would like to thank Wachemo University Institute of Technology head office, for
partial willingness of interview, patience in answering to our numerous questions, giving
documents and reading materials that help us to precede our project.
Finally, the last but not the least, even if it is usual the group members would like to thank
each other. The main contributors to do this document project are teamwork, friendship and the
belief that we may achieve something we set out to do.
We also hope that this project and documentation may be testaments to our continued
friendship and better work. Without helps of the particular that mentioned above, we would face
many difficulties while doing this.
Department of Information Technology Page

Contents PAGES
Chapter One................................................................................................................................................ 1
1.1 Introduction....................................................................................................................................... 1
1.2 Background of the organization and the Project............................................................................... 2
1.3 Statement of the problem................................................................................................................. 2
1.4. Objective of the project.................................................................................................................... 3
1.4.1 General Objective......................................................................................................................... 3
1.4.2 Specific Objective......................................................................................................................... 3
1.5 Significance of the project.................................................................................................................3
1.6. Scope and limitation of the project..................................................................................................4
1.6. 1 Scope of the project.....................................................................................................................4
1.6. 2 Limitation of the project..............................................................................................................4
1.7 Feasibility Study of the new System..................................................................................................5
1.7.1 Operational Feasibility..................................................................................................................5
1.7.2 Technical Feasibility.....................................................................................................................5
1.7.3 Economic Feasibility....................................................................................................................6
1.7.4 Political Feasibility.......................................................................................................................6
1.7.5 Schedule feasibility.......................................................................................................................7
1.8 Methodology.....................................................................................................................................7
1.8 .1 Fact Finding Techniques..............................................................................................................7
1.9 System Analysis and Design techniques............................................................................................8
1.10 Development environment and Programming Tools.......................................................................8
1.11 Team organization...........................................................................................................................9
Chapter Two:.............................................................................................................................................10
2. Description of the Existing System........................................................................................................10
2.1 Introduction of the Existing System.................................................................................................10
2.2. Describe the existing system..........................................................................................................10
2.3 Players in the Existing System..........................................................................................................10
2.4 work flows of the existing system....................................................................................................11
2.5 Reports generating in the existing system.......................................................................................12
2.6 Business Rule in the existing system................................................................................................13
2.7 Problem in the existing system........................................................................................................13
2.8 alternative Solutions........................................................................................................................13

2.9. The Proposed System.....................................................................................................................13

2.9.1. Functional requirements.............................................................................................................13
2.9.2 Non-functional requirements......................................................................................................14
Chapter Three:...........................................................................................................................................15
3. Analysis deliverables of the new system...........................................................................................15
3.1 Introduction.....................................................................................................................................15
3.2 Use Case Diagram............................................................................................................................16
3.2.1 Actor description.........................................................................................................................17
3.2.2Use case textual description.........................................................................................................18
3.3 Analysis level of class Diagram.........................................................................................................28
3.4 Sequence Diagram...........................................................................................................................29
3.4.1 Sequence diagram for Create Account by Admin......................................................................29
3.4.2 Sequence diagram for Activate Account....................................................................................30
3.4.3 Sequence diagram for Login.......................................................................................................31
3.4.4 Sequence diagram for Update Profile.........................................................................................32
3.4.5 Sequence diagram for View........................................................................................................33
3.4.6 Sequence diagram for Search......................................................................................................34
3.4.7 Sequence diagram for Delete......................................................................................................35
3.4.8 Sequence diagram for Approve request......................................................................................36
3.4.9 Sequence diagram for Generate Report......................................................................................37
3.4.10 Sequence diagram for Request..................................................................................................38
3.4.11 Sequence diagram for Deactivate Account...............................................................................39
3.5 Activity Diagram..............................................................................................................................39
3.5.2 Activity Diagram for Create Account.........................................................................................40
3.5.3 Activity Diagram for Login........................................................................................................41
3.5.4 Activity Diagram for Delete.......................................................................................................42
3.5.5 Activity Diagram for Update Profile..........................................................................................43
3.5.6 Activity Diagram for View Profile.............................................................................................44
3.5.7 Activity Diagram for Search.......................................................................................................45
3.5.8 Activity Diagram for Approve....................................................................................................46
3.5.9 Activity Diagram for generate report..........................................................................................47
3.5.10 Activity Diagram for Request...................................................................................................48
3.6 User interface prototype of the new system...................................................................................48
Chapter Four:............................................................................................................................................51

Design deliverable of the new system...................................................................................................51

4.1 Introduction.....................................................................................................................................51
4.1.1 Design goals and objectives........................................................................................................51
4.2 Design class diagram........................................................................................................................51
4.3 Collaboration diagram.....................................................................................................................53
4.3.1 Collaboration Diagram for Log in..............................................................................................53
4.3.2 Collaboration Diagram for Register in.......................................................................................54
4.3.3 Collaboration Diagram for View in............................................................................................54
4.4 State chart diagram.........................................................................................................................55
4.5 Data base design..............................................................................................................................56
CHAPTER FIVE:...........................................................................................................................................57
Implementation deliverable of the new system....................................................................................57
5.1 Introduction.....................................................................................................................................57
5.2 Component diagram........................................................................................................................57
5.3 Deployment diagram.......................................................................................................................58
5.4 User interface design.......................................................................................................................59
5.4.1 User interface design for Home page..........................................................................................59
5.4.2User interface design for Admin and Offices Login page..........................................................60
5.4.3 User interface design for Student Login page.............................................................................61
5.5 Prototype developments.................................................................................................................62
5.5.1 Homepage code...........................................................................................................................62
5.5.2 Registrar Admin and Offices login page code............................................................................64
5.5.3 Student login page code..............................................................................................................66
Conclusions............................................................................................................................................68
Recommendations.................................................................................................................................68
References.............................................................................................................................................68

TABLES PAGES
Table 1.1 Software Tools.............................................................................................................................9

Table 1.2 Hardware Tools............................................................................................................................9
Table 3.1 Use case Description for Create Account...................................................................................18
Table 3.2 Use case Description for Login...................................................................................................19
Table 3.3 Use case Description for Registration........................................................................................20
Table 3.4 Use case Description for Delete.................................................................................................21
Table 3.5 Use case Description for Update................................................................................................22
Table 3.6 Use case description for view profile.........................................................................................23
Table 3.7 Use case description for Search.................................................................................................24
Table 3.8 Use case description for Approve..............................................................................................25
Table 3.9 Use case description for Generate Report.................................................................................26
Table 3.10 Use case description for Request.............................................................................................27
LIST OF FIGURES PAGES
Figure 3.1 Diagram for Use Case Diagram.................................................................................................16

Fig 3.3 Sequence diagram for Create Account by Admin...........................................................................29
Fig 3.4 Sequence diagram for Activate Account........................................................................................31
Fig 3.5 Sequence diagram for login...........................................................................................................31
Fig3.6 Sequence diagram for Update profile.............................................................................................32
Fig 3.7 Sequence diagram for View...........................................................................................................33
Fig 3.9 Sequence diagram for Delete.........................................................................................................35
Fig 3.10 Sequence diagram for Approve Request......................................................................................36
Fig3.11 Sequence diagram for Generate Report.......................................................................................38
Fig 3.12 Sequence Diagram for Request....................................................................................................38
Fig 3.13 Sequence diagram for Deactivate Account.................................................................................40
Fig 3.14 Activity Diagram for Create Account............................................................................................41
Fig 3.15 Activity diagram for Login............................................................................................................41
Fig 3.16 Activity diagram for Delete..........................................................................................................42
Fig 3.17 Activity Diagram for Update profile.............................................................................................43
3.5.6 Activity Diagram for View Profile......................................................................................................44
Fig 3.18 Activity diagram for View.............................................................................................................44
Fig 3.19 Activity diagram for Search..........................................................................................................45
Fig 3.20 Activity diagram for Approve.......................................................................................................46
Fig 3.21 Activity diagram for Generate Report..........................................................................................47
Fig 3.22 Activity Diagram for Request........................................................................................................48
Figure 3.23 user interface prototyping......................................................................................................50
Figure Class modelling 4.1.........................................................................................................................52
Figure 4.2: Collaboration Diagram for Log in.............................................................................................53
Figure 4.3: Collaboration Diagram for Register.........................................................................................54

Figure 4.4: Collaboration Diagram for View Profile...................................................................................54

Figure 4.5: State chart diagram.................................................................................................................55
Figure 4.6: Data base design......................................................................................................................56
Figure 5.1 Component modelling diagram................................................................................................57
Figure 5.2 deployment modelling diagram................................................................................................58
Figure 5.3: User interface design Home page............................................................................................59
Figure 5.4 User interface design for Admin Login page.............................................................................60
Figure 5.5 User interface design for Student Login page...........................................................................61

Chapter One
1.1 Introduction
Clearance is a status granted to individuals typically students allowing them access to
information. It is also the process of determining and negotiating any permission that are needed
to use of someone else’s intellectual property creative project. Part of that process includes: -
 Determining the owner(s) of the intellectual property.

 Contacting the owners and negotiating on agreement.
 Administering written contracts.
 Handling other issues related to the use and licensing of intellectual property.
No one is supposed to be granted access to classified information solely because of rank or

position, but once a clearance is obtained access to certain information or gain of freedom will be
granted.
The proposed system over comes one problem done by manual system.
 To reduce misuse of manpower, avoiding errors,

 to save time,
 to provide comfort clearance process for the students and
 To provide insurance for the organization especially for workers who play role in the
clearance processing system.

1.2 Background of the organization and the Project

Wachemo University is one of third generation higher education that found in Hosanna town,
which is the capital city Hadiya zone. Hosanna is found in south nations and nationalities of
Ethiopia which is located about 230km away from the capital city of the country, Addis Ababa.
Wachemo University was established in February, 21, 2001 E.C. Wachemo University started
the teaching, learning Process on 2004 E.C with three faculties, these were Engineering and
Technology, Computational and natural science, Faculty of Business and Economics
Wachemo University student’s online clearance system is one of the processes that will be done
to be cleared the students from the campus. The manual clearance system starts the process as
Wachemo University was established in 2004E.C.
The system gives its function to many users of the University. The numbers of students grow
from year to year in many numbers. Now a day, there are many users of the clearance processing
system. But the project gives a service only the students. The students get one copies of
clearance sheet from department and get signature and stamp from around nine offices. These are
cafeteria, department, Bookstore, Library, Health and physical Education, Student’s Proctor,
Student Service, and College/Institute Registrar. After they finished all necessary requirements,
finally the students take copies of sheet that has all signature and stamp from all offices. This
processing makes the students bulky because they go to about nine offices.
1.3 Statement of the problem

The process of clearing students after the end of academic year requires that the students
must be cleared in their various departments. This clearance processing system service currently
uses manual system which creates the following major problems.
 Data recording system is not centralized or not in the computerized system so which is
difficult to search.
 It creates wastages of material & time.
 Data redundancy &loss of data in the areas of offices.
 Consumes more resources to complete the process.
 Need more manpower to process the clearance in assigning offices.
 Error is happened during process the clearance System.

 To process the clearance is lot of disorder because of the number of users.
1.4. Objective of the project
1.4.1 General Objective

The general objective of this system is to change the manual clearance processing system to
web based system.
1.4.2 Specific Objective

The specific objective of this project includes: -
 To Able to register students.

 To Able to accessing the system in any means.
 To check students from the data base.
 To designing friendly user interface.
 To develop reliable clearance system.
 To provide borderless access for membership.
 To ensure prompt clearance.
 To avoid redundancy, and inconsistency.
1.5 Significance of the project

The project work will help in a good way to ease the queuing system in the university as the
online clearance system will help students to achieve whatever they want without coming to the
various offices for clearance personally such as dormitory, bookstore, registrar, sport, library and
student service.
Online student clearance system allows the users to check their clearance status as whether they
are in any way obligated to the university, fill and submit their clearance form, and obtain their
clearance letter. There are many other advantages of student’s online clearance system. Some of
them are listed below: -
 It saves a time.
 It is very convenient to use it right from the dormitories, office in the campus.
 Information processing is very fast and delays can be minimized.
 Help the University in reducing cost such as labour and stationary.

 Process clearance effectively and efficiently.

 It provides a reliable and transparent system devoid of person interest and inclination.
 The system removes the problems of stress, travelling to different office and queuing up of
students during processing of the clearance.
1.6. Scope and limitation of the project
1.6. 1 Scope of the project

This project is limited only for Wachemo University students. Currently the university performs
clearance system manually or paper based processing system. Generally, the scope of this project
includes: -
 Our system used for WCU students only.

 The System contains all the recorded information that can be handled by the
registrar and other offices.
 Registration for a membership of the system.
 The students send request for the system.
 The system will provide to notify within the users.
 The system send message for users and students.
 Administrator controls the system.

 Users and students can view their profiles.
 The proposed system is accessed by English language.
1.6. 2 Limitation of the project

Defines what the proposed system is not going to perform or what is not including in the
proposed system. This project covers some of the aspects of computer software based online
clearance processing system using Wachemo University as case study. However, the following
are the constraints: -
Time constraints: - Due to time constrain the web page covers only clearance for various
departments by the students.

Generally, the limitation of this project includes: -
 This project done only for Wachemo University students.

 The system couldn’t give service to academic staff and administrative staff i.e. limited
only for students.
 If the students lost/damage the university property, he/she couldn’t gain clearance, until
the students pay the cash personally to finance.
 The proposed system cannot access with their local language.
1.7 Feasibility Study of the new System

Feasibility analysis enables the system to determine either or not the project can be developed,
evaluates and identifies the newly developed system. Therefore, the feasibility analysis of
proposed system involves the following feasibility:
1.7.1 Operational Feasibility

The proposed system will solve the business and time problem for the organization.
Therefore, the campus administration and other users are providing effective processing system,
which satisfies their needs.
 The proposed system offers greater level of user-friendliness.

 The proposed system produces best results and gives high performance.
 The proposed system can be implemented easily.
 The proposed system can be solved the existing system problem and challenge.
1.7.2 Technical Feasibility

The system developers understand the scope, objectives including specific objectives and
limitations of the proposed system well and the users have technical capability/ability to use this
system. As a result, they develop the system for Wachemo University successfully within
proposed resources (budget, time, etc.). This also deals with the hardware as well as software
requirements.
We have to find out whether the necessary technology and the proposed equipment have the
capacity to hold the data used in the project. The technical feasibility issues usually raised during
the stage of fact finding includes the following: -

 This software is running in windows and Linux operating system.

 The system can be expanded in any system platforms.
1.7.3 Economic Feasibility

When the team can be analyses the system by comparing the cost with the benefit (the enterprise
can get by using the proposed system), surely the benefit out weight the cost. The cost of
developing a full system, including software and hardware cost for the class of application being
considered should be evaluated. So, the benefit that obtain by using the proposed system can be
categorized as tangible and in tangible.
Tangible benefits are:
 Using less man power than the existing system.

 Increase speed of activities and competence.
 Reduce cost.
Intangible benefits are:
 Knowledge required by project developer.

 Facilitating information processing.
 Updating information.
 Increasing the competitiveness of the individual.
 Improved productivity.
 Improving the morale of our team.
1.7.4 Political Feasibility

Behavioural feasibility is the measure that how users use the system effectively. The proposed
system should be easy to operate, convenient in maintenance and effective in its working. Thus,
behavioural feasibility is very important factor to be considered for effective working of the
system.
Behavioural feasibility is dependent on human resources available for the project and involves
projecting whether the system will operate and be used when it is functionally operating. The
system is behaviourally feasible because of the following: -
 The proposed system is easy to operate.

 Retrieval of information is easy, accurate and fast.

 Since developing this new system will be solve the clearance system problems, the users
will undoubtedly have positive attitude towards the system and the system is politically
feasible and free from any legal claims.
1.7.5 Schedule feasibility

Schedule is concerned with analysing the expected completion date of the project and the
constraints that may bring change to this date. We have so many fixed schedules to work
together the project with all groups within each day and for the simplicity and fast developing
purpose.
Project Schedule
20 2016/ 2016/1 2017/1 2017/ 2017/3 2017/ 2017/5 201
Complete16/ 11/1 2/1 /1 2/1 /1 4/1 /1 7/…
ID Task Name Start Finish Duration 11112222223 11111112222223 111111122222233 111111122222233 1111111222222 11111122222233 11111122222223 11111122222223 1111111222
e 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789
56789012345678901 012345678901234567890 0123456789012345678901 0123456789012345678901 0123456789012345678 0123456789012345678901 012345678901234567890 0123456789012345678901 0123456789012
1 Project Proposal 2016/10/15 2016/10/30 2 w. 2 d. 5.0%

Requirement Analysis
2 2016/11/2 2016/11/30 4 w. 1 d. 25.0%
3 System Analysis and Design 2016/12/1 2017/1/23 7 w. 5 d. 50.0%
4 Implementation and Coding 2017/2/23 2017/4/10 6 w. 5 d. 70.0%
5 Testing and Installation 2017/4/11 2017/5/20 5 w. 5 d. 95.0%

Documentation and Project
6 2017/5/20 2017/6/22 4 w. 6 d. 100.0%
Submission
1.8 Methodology
1.8 .1 Fact Finding Techniques

 Practical Observation: - we observed physically the current existing system which is done
by manually.
We referred different forms and documents in the department, registrar and some other
offices. By seeing the forms that the existing system uses how students clear and take out
their property from the campus. By observing different files and reporting documents.
 Document Analysis: - For more information about the existing system we refered relevant
documents, others reading materials and some forms in different offices.
 Interview: - To get the basic information and background information about the existing
system structure, we ask different question from different persons who provide clearance
system.

1.9 System Analysis and Design techniques

In this project the team used Object Oriented System Analysis and Development methodology
(OOSAD). 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 behaviour 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 behaviours that support
the use case scenario, and finally update object model.
1.10 Development environment and Programming Tools

Software
Tools Activities
Notepad++ For editing code
CSS For attractive layout
PHP Back end (Server side coding)
HTML Client side coding
MYSQL Back end(data base)
Apache Server As server
Mozilla Firefox, IE, Google Chrome, Opera Browsers
Ms office word 2013 For Documentation
Ms office PowerPoint 2007 For Presentation
Ms office Visio 2007 To draw UML Diagram and for designs
Adobe Photo Shop CS5 To design back ground images

Table 1.1 Software Tools

Hardware
Tools Activities
Hard Disk For putting the document
CD-ROM 700MB For permanent putt the document
Flash Disk 8GB To copy the document pc to pc
Printer To print the document
Table 1.2 Hardware Tools
1.11 Team organization

We have organized our self (team member) in a decentralized way that every team member
communicates to each other as show in diagrammatically
Tasks Team Responsibility
Proposal All member
Requirements Analysis All member
System Analysis and Design All member
Implementation and coding All member
Testing and Installation All member
Documentation and Project submission All member

Chapter Two:
2. Description of the Existing System

2.1 Introduction of the Existing System
In the manual system, the clearance forms are documented in a file cabinet. Each time the
clearance form is needed, a search operation conducted on the file cabinets to locate a particular
user’s clearance form.
2.2. Describe the existing system

The current clearance processing system is the manual system that needs intensive human labour,
resource, consume time, less security. Here, the student to visit all the clearance offices with a
form for them to fill and get sign by the respected offices. Once these forms are signed, it proves
that the users have been cleared. This process takes some days to be completed and possess a lot
of stress to all the users and workers who provide clearance system.
This means that defining expressing and simplifying player, roles, business rule, work flows of
the current systems in simple way. We need describing the existing system because of the
system problem show easily, to make understand external one’s simply, to define how the system
work, to make clear the whole activity done by the system.
2.3 Players in the Existing System

The main players in the existing system include the following: -
 Students: - Students will go to registrar to get the clearance form and fill the form then go
to different offices to get sign.
 Department head: -they check students in department areas, laboratory and weather the
student is cleared or not and sign in the form.
 Faculty head: -they check students in factuality areas, whether the students cleared or not
and sign in the form.

 Registrar: - They sign in the form and give the form to the students.
 Proctors: - They check the dorm materials like bed, window, door, and the door key if all
are not damage they sign in the students’ clearance form.
 Library: -They check either the borrowed books were returned or not.
 Sport Science: - This office check sport materials whether the student take from the office
or not.
 Student Service: - Any student records are defined in this office.
 Book Store: - They check if the students have borrowed a book and return the book or
not, if they have not borrowed the students are cleared and they put sign in to the
clearance form.
 Cafeteria: -They check the student properties are matched with their clearance paper and
the students return the meal card to get sign.
2.4 work flows of the existing system
Input Analysis
Input to the system is the form which is fulfilled by the proper users. These forms are filled by
student and submitted to the various offices for issuing of receipts.
Process Analysis
The form is filling by the students then collected and signed by the respected offices to certify
that the student has completed all the necessary things. Hence a certificate issued to show that
the student have completed all the clearance processing.
Output Analysis
The output from the system is the certificate or one form of clearance issued to the student
stating that the student fulfilled all university obligations and is now free to pass out from the
university.

Figure 2.1 Diagram for work flows of the existing system.
2.5 Reports generating in the existing system

The forms generated in the existing system are in the forms of form and files.
Forms: - Forms are the reports generated in the existing system that contains all information
filled by the university student.
Files: -Files are the collection of information about the students who involve in the clearance
processing system.
 The Student request to the Registrar to get the Clearance form.

 The Student ask request to each office when he /she want some access from each office.
 If the Student that he/she borrowed from the offices turn to back that office generate
 message to the Student to contact with that office.
 When the Student is not take the Clearance form or not Cleared the Registrar office
generate message to the student to take the Clearance Form/to be registered.

 If the Student has a problem in each office, the office generates message to the registrar
that must not get any access unless he/she improve his/her problem.
2.6 Business Rule in the existing system

 Students first must fill all the needed items on the Clearance form.
 The Students must get stamp and signature from all the Offices.
 The Students must follow the order of getting the stamp and signature.
 After finishing all process Students must take the hard copy of the clearance form.
 Can only sign or stamp authorized officer.

 Unauthorized officer cannot sign or stamp the form for the reason of system security.
2.7 Problem in the existing system

 Wait in the queue while processing the clearance form.
 Unavailability of some key staff while processing the clearance form.
 Takes a lot of time to get back a particular clearance from the respected offices.
 Loose of vital documents as the filing system is manual.
 Damage of document due to fire or rain incident.
 Take a lot of time to retrieve a particular clearance form.
2.8 alternative Solutions

The new system is designed to solve problems affecting the manual system in use. It is design to
be used online thereby relieving both the students and the offices workers from much stress as
experienced in the manual system.
As general the alternative solutions are change the manual system to the computerized or to the
online system.
2.9. The Proposed System
2.9.1. Functional requirements

Functional requirement defines a function of a system and its components. A function is
described as a set of inputs, behaviour, outputs, data manipulation and processing and

other specific functionality that define what the system is supposed to accomplish.
 The system supports to register new students

 It supports to create account for registered students
 It supports to make the students to apply for request
 It supports to approve the request from students
 It supports to make the students view their profile
 It supports to search student’s information
 It supports the registrar and different offices to update profile
 It supports the registrar and different offices to delete record
 It supports the registrar and different offices to generate report
2.9.2 Non-functional requirements

User friendly/user Interface: - The developed system provides web application user interfaces
that are compatible browsers like Internet Explorer, Mozilla Firefox, Google chrome, etc.
Reliable: -
 The system is very fast since it is automated.

 The software shall support use of multiple users at a time.
 It works very well with short response time, high throughput and high availability.
 Reduce costs and time waste by providing access to system in available place and time
where Internet connection is available.
Compatible: - The system shall be very easy to learn, needs a basic computer knowledge to use
and have a help menu to guide the user.
Database size: - When team member standard to develop a system they must have to put use a
backup mechanism by using removable flash disks, or CDs.
Security - The system provides or contains user name and password for each user based on their
privilege. This performs the following activity: -
 Authenticated user with predefined access right will only enter to the information related
to database.

 Every user should use strong passwords especially admin.

 User must enter valid user name and password to login to system. Without this, access to
the system is denied.
 Data is encrypted for security.
 System allows only registered users to access clearance system and also allows the users
to view their own profile not the other users’ profile.
Manageability: - There is no delay in the availability of any information, whatever needed, can
be captured very quickly and easily. The server should be always on to be available.
Chapter Three:
3. Analysis deliverables of the new system
3.1 Introduction
This chapter deals with analysing the proposed system by using different UML analysis
modelling techniques such as use case diagrams, the use case descriptions (scenarios), sequence
diagrams, activity diagrams, analysis class diagram, and user interface prototype.

3.2 Use Case Diagram
Figure 3.1 Diagram for Use Case Diagram

3.2.1 Actor description

The actors that interact with the system are the Proctors; Registrar, student service, sport science,
bookstore, library, Department Head, Faculty Dean and students are users of the system. They
are described here in brief: -
Name: department head
Description: A department head is a person who is responsible for Approve, Update, delete, and
search the student’s information
Name: faculty dean
Description: A faculty dean is a person who is responsible for Approve, Update, delete, and
search the student’s information
Name: Proctor
Description: A Proctor is a person who is responsible for Approve, Update, delete, and search the
student’s information.
Name: Bookstore
Description: A Bookstore is a person who is responsible for Approve, Update, delete, and search
the student’s information.
Name: Sport science
Description: A Sport science is a person who is responsible for Approve, Update, delete, and
search the student’s information.
Name: Library
Description: A Library is a person who is responsible for Approve, Update, delete, and search .
Name: Registrar Admin
Description: Registrar Admin is a person who is responsible for Approve and Generate Report.

Name: Student
Description: Student is a person who is responsible for Update profile, Request, and view their
own info Key terms of Offices refers to
3.2.2Use case textual description
3.2.2.1 Use case description for Create Account.

Use case name Create Account
Actor(s) Admin, Offices
Pre-condition The Actors are should first login to the system.
Post-condition The Actors are should be create Account.
Description When the Actors enter user name and password, it stores the
input information in to the database.
UCID-01
Typical course of action: Actor Action System Response
Step1: This use case is initiated Step2: The system displays

when the actors click on the create the create account page.
account option
Step4: The systems check
the information is correct or
Alternative course of Step5: If the actor does not fill the required information then the
action: system displays error message and return to step 2.
Table 3.1 Use case Description for Create Account.

3.2.2.2 Use case description for login.

Use case name Login
Actor Student
Pre-condition The Actor is should enter password and user name.
Post-condition The Actor should be login in to the system
Description When the students enter id and password, it checks the inputs
from the database. If it is valid, it allows the user to access and if
not it display authorization message.
UCID-02

when the actors click on the login log in form
option
Step4: The systems check
Step3: The actor enters the id and authorization. If she/he is
password authorized system displays
Alternative course of Step5: If the actor does not fill the id and password then the
action: system displays error message and return to step 2.
Table 3.2 Use case Description for Login.

3.2.2.3 Use case description for Registration.

Use case name Registration
Actors Students
Pre-condition The Actors most fill the field.
Post-condition The users register to the system
Description This use case allows users to register in to the system
Step1: The user wants to register in Step2: The system displays

UCID-03
to the system. registration page

Step4: The system validates
Step3: The user enters the
whether the information
necessary information in to the
submitted is correct or not.
form in registration page.
Step5: The system register and
Alternative course of Step5: If the actor does not fill the id and password
displays then theconfirmation
registration system
action: display error message and return to step 2.
Alternative course of If the input information invalid or empty

action Step4.1: The system indicates the user information invalid.
Step4.2: The use case continues Step2 of the basic course of action.
Table 3.3 Use case Description for Registration.

3.2.2.4 Use case description for Delete.

Use case name Delete
Actor(s) Administrator, Offices
Pre-condition The Actors are login in to the system.
Post-condition The administrator deletes the record from the database.
Description The use case allows the administrator to delete record of students
from database.

UCID-04

when the actor on delete option the delete form page.
Step4: The system verifies
Step3: The actors enter the id for
whether the existence of the
delete data from the data base.
data base.

Step4.2: The use case continues Step2 of the basic course of
action.
Table 3.4 Use case Description for Delete.

3.2.2.5 Use case description for Update.

Use case name Update profile
Actor(s) Students Admin, and Offices
Post-condition The Actors will have update their account information
Description This use case allows users to update the user account.

UCID-05
Step1: The actors can request to Step2: The system

update his/her information. The displays user account
system will display the current update page.
customer information to the users. Step4: The system
Step3: The user enters the necessary validates information is
information to update. correct or not.
Step5: The system
displays confirmation
action Step4.1: The system indicates the Actors information invalid.
action.
Table 3.5 Use case Description for Update.

3.2.2.6 Use case description for View Profile

Use case name View Profile
Actor(s) Students
Post-condition The Actors has been viewed his/her profile.
Description This use case allows users request to view his/her profile.

UCID-06
Step2: The system displays view

Step1: The actors want to
option page.
View his/her profile.
Step4: The system process
Step3: The actor selects the
selection.
view profile option.
Step5: The system displays the
Step4.2: The use case continues Step2.
Table 3.6 Use case description for view profile

3.2.2.7 Use case description for Search.

Use case name Search
Actor(s) Administrator, and Offices
Post-condition The Actors has been searched the selected record.
Description These actors request to search someone’s information.

UCID-07
Step2: The system displays user view

Step1: The actors want
option.
to search some record.
Step4: The system process the
Step3: The user enters
selection.
the information to
search from database
selected record.
action.
Table 3.7 Use case description for Search

3.2.2.8 Use case description for Approve.

Use case name Approve
Actor(s) Offices and Admin
Post-condition The actors should be approved the information.
Description The actor to be approve if they get request some information

from different corners.
Typical course of Actor Action System Response

action:
UCID-08

Step1: The actor wants to
approve option.
submit.
Step3: The user selects the Step4: The system process the
approve option. selections.

action.
Table 3.8 Use case description for Approve

3.2.2.9 Use case description for Generate Report.

Use case name Generate Report
Actor(s) Admin
Post-condition The Actors should be generating the report.
Description The actor wants to report how many students are clear from
the university.

action:
UCID-09
Step1: The actor wants to Step2: The system displays the

generate report. generate report option.
Step3: The user selects the
selections.
generate report option.
Step5: The system display the all
information’s of the students.
Step4.2:The use case continues Step2 of the basic course of
action.
Table 3.9 Use case description for Generate Report.

3.2.2.10 Use case description for Request.

Use case name Request
Actor(s) Student
Post-condition The Actors will be Request.
Description The actor wants to request what they want.

action:
UCID-10
Step1: The actor wants to Step2: The system displays the

request. request option.
Step3: The user selects the
selections action.
request option.
Step5: The system send
information’s to the other page.
Step4.2 The use case continues Step2 of the basic course of action.
Table 3.10 Use case description for Request.

3.3 Analysis level of class Diagram

 It represents the properties of entities, their operations and relationships. Also it drives
use case diagrams from use case.
 The class diagram is the main building block in our project modelling.
 It is used both for general conceptual modelling of the systematic of the application and
for detailed modelling translating the models into programming code.
 The classes in a class diagram represent both the main objects and or interactions in the
application and the objects to be programmed.
 Generally, the project is including the following class in the class diagram the over
view of the class diagram is: -
Fi
gure 3.2 Analysis level class diagram.

3.4 Sequence Diagram

Sequence diagrams show the interaction between participating objects in a given use case. They
are helpful to identify the missing objects that are not identified in the analysis object model.
3.4.1 Sequence diagram for Create Account by Admin
Fig 3.3 Sequence diagram for Create Account by Admin

3.4.2 Sequence diagram for Activate Account
Fig 3.4 Sequence diagram for Activate Account

3.4.3 Sequence diagram for Login
Fig 3.5 Sequence diagram for login.

3.4.4 Sequence diagram for Update Profile
Fig3.6 Sequence diagram for Update profile

3.4.5 Sequence diagram for View
Fig 3.7 Sequence diagram for View

3.4.6 Sequence diagram for Search.
Fig 3.8 Sequence diagram for Search

3.4.7 Sequence diagram for Delete
Fig 3.9 Sequence diagram for Delete

3.4.8 Sequence diagram for Approve request
Fig 3.10 Sequence diagram for Approve Request

3.4.9 Sequence diagram for Generate Report
Fig3.11 Sequence diagram for Generate Report

3.4.10 Sequence diagram for Request
Fig 3.12 Sequence Diagram for Request.

3.4.11 Sequence diagram for Deactivate Account
Fig 3.13 Sequence diagram for Deactivate Account

3.5 Activity Diagram

Activity diagram used to emphasize the flow of control from activity to activity or to model the
flow of an object as it moves from state at different points in the flow of control.
3.5.2 Activity Diagram for Create Account
Fig 3.14 Activity Diagram for Create Account

3.5.3 Activity Diagram for Login.
Is the info
Correct?
Fig 3.15 Activity diagram for Login

3.5.4 Activity Diagram for Delete
Is the info
Correct?
Fig 3.16 Activity diagram for Delete

3.5.5 Activity Diagram for Update Profile
Fig 3.17 Activity Diagram for Update profile.

3.5.6 Activity Diagram for View Profile
Fig 3.18 Activity diagram for View

3.5.7 Activity Diagram for Search
Fig 3.19 Activity diagram for Search

3.5.8 Activity Diagram for Approve
Fig 3.20 Activity diagram for Approve

3.5.9 Activity Diagram for generate report
Fig 3.21 Activity diagram for Generate Report

3.5.10 Activity Diagram for Request.
Fig 3.22 Activity Diagram for Request.

3.6 User interface prototype of the new system

The Proposed system has several user interfaces to communicate easily with the User. Our team
attempt to illustrate this interface in general as follows: -
♠ The system user interface should be consistent with all other program.
♠ The caption and the test of user interface should be self-descriptive and clear to
understand.
♠ The user interface should be easy to understand.
♠ The user interface should be customized.
♠ The user interface should be accompanied with help files that describe the usage of each
user interface.
♠ The user interface should be designed in the way that they can be extended easily to
support localization.

Figure 3.23 user interface prototyping

Chapter Four:
Design deliverable of the new system
4.1 Introduction
In the second phase of the project entitled “Wachemo University Online students clearance
System”, it is proposed to verify in brief the aspect of phase one, and it describe the phase two
parts; detail description of chapter four which focused on Object-Oriented design and system
containing class diagram, deployment diagram, state diagram.
4.1.1 Design goals and objectives

The objectives of designing are to model a system with high quality. Implementing of high
quality system depends on the nature of the design created by the designer.
4.2 Design class diagram

This design level introduces changes to analysis class model based on implementation
technologies. It focuses on the solution domain instead of the problem domain.
The class diagram is the main building block in our project modeling.
It is used both for general conceptual modeling of the systematic of the application and
for detailed modeling translating the models into programming code.
Classes are represented by rectangles with three sections.
These are:-
 The top section is the name of the class.
 The middle section contains the attributes which store information about an item
 The bottom section contains the methods/operation that show what are done on object.
The class Diagram below shows the class of our system, their inter relationship
(including inheritance and association) and the operations and attributes of each classes.

Figure Class modelling 4.1

4.3 Collaboration diagram

A collaboration diagram describes interactions among objects of our system in terms of
sequenced messages. Collaboration diagrams represent a combination of information taken from
class, sequence, and use case diagrams describing both the static structure and dynamic
behaviour of a system.
4.3.1 Collaboration Diagram for Log in
Figure 4.2: Collaboration Diagram for Log in

4.3.2 Collaboration Diagram for Register in
Figure 4.3: Collaboration Diagram for Register
4.3.3 Collaboration Diagram for View in
Figure 4.4: Collaboration Diagram for View Profile

4.4 State chart diagram

A state chart diagram shows the behaviour of classes in response to external stimuli. This
diagram models the dynamic flow of control from state to state within a system.
Figure 4.5: State chart diagram

4.5 Data base design
Figure 4.6: Data base design

CHAPTER FIVE:
Implementation deliverable of the new system
5.1 Introduction
Implementation is one of parts of the project development phase where project inputs are
converted to project outputs. In implementation phase, main task is coding. In
implementation; we tried to put into practice what was proposed in the project document
i.e. transforming the project proposal into the actual project. Then the developed system is
implemented or hosted on the server for the users to get the purpose or benefit of the system.
5.2 Component diagram

In this modelling the diagram describes the organization of the physical components in a system.
Figure 5.1 Component modelling diagram

5.3 Deployment diagram

UML deployment diagram show physical view of system, taking software into real world by
showing how software gets assigned to hardware and how communicates. The deployment
diagram shows how the software components, processes, and objects are deployed into the
physical architecture of the system. It shows the configuration of the hardware units (e.g.
Computers, communication devices, etc.) and how the software components are distributed
across the units.
Figure 5.2 deployment modelling diagram

5.4 User interface design

User interface design is the specification of the interaction between the system users and a
system. The process involves input mechanism design, output mechanism design.
5.4.1 User interface design for Home page
Figure 5.3: User interface design Home page

5.4.2User interface design for Admin and Offices Login page
Figure 5.4 User interface design for Admin Login page

5.4.3 User interface design for Student Login page
Figure 5.5 User interface design for Student Login page

5.5 Prototype developments
5.5.1 Homepage code

<html>
<head><title>Wachemo university student online clearance system</title></head>
<body>
<div id="content">
<div id="container">
<div class="navigation">
<a class="active buttonnav" href="rule/About Clearance.pdf" target="_new"><b> About

Clearance &</b></a>||
  <font color="white"><b>YOU ARE HERE:</b></font><a class="active

buttonnav" href=""><b>Home</b></a>
<div class="searchindex">
<form action="searchview.php" class="navbar-search form-inline" method="POST">
<input name="searchword" id="mod-search-searchword" maxlength="20" alt="Go"

class="inputbox" type="text" size="40" placeholder="search Keyword...(like
clearance,student,and so on.. )" onblur="if(this.value=='') this.value='search...';"
onfocus="if(this.value=='search...') this.value='';" />
<button type="submit" name="sa" value=""><i class="glyph icon

glyphicon-search"></i> Search</button>
</form> </div></div><div class="container"><div class="col-md-2">
<h4><a href="#"> About Clearance </a></h4>
<p>Clearance System is the system which clears the Wachemo University students by
ensuring that they return the properties pertaining to the University. </p>
<div class="accordion" id="accordion2">

<div class="accordion-group">
<div id="collapseOne1" class="accordion-body collapse" style="height: 0px;">
<div class="accordion-inner">
<div class="accordion-heading">
<a class="accordion-toggle" data-toggle="collapse" data-parent="#accordion2"

href="#collapseOne1"><button type="button" class="btn btn-default">Roll Back</button> </a>
<br /> <br /> <br />
</div></div></div>
<div class="accordion-heading">
<a class="accordion-toggle" data-toggle="collapse" data-parent="#accordion2"

href="#collapseOne1"><button type="button" class="btn btn-default">Read More </button>
</a>
</div></div></div><div class="col-md-s2"><div class="module">
<div class="inner"><div class="h3c"><div class="h3r">
<div class="h3l"><h3 class="module-title"><center><u><h4 id="a"><span style="background-

color:#3B5998;">Upcoming Events</h4></span></u></center></h3>
</div> </div> </div>
</body> </html>

5.5.2 Registrar Admin and Offices login page code

<html><body>
<div style="margin-left:20.2%; margin-right:10px;width:63%;height:268px;border:1px

solid;padding:0px;border-top-left-radius: 7px;border-top-right-radius: 7px;border-bottom-left-
radius:5px;border-bottom-right-radius:5px;">
<form class="contact_form" action="logincode4.php" method="POST" onSubmit = "return

validate()">
<center>
<table id="table3" class="tborder" background='image/logzin.jpg'>
<tbody><tr class="trow2">
<td class="thead" colspan="2">
<div class="navigation"><div class="left"><strong><center><font

color="white"><h2>Welcome To Wachmo University Offices and Admin Login
Page</h2></font></center></strong>
<br /> </div></div></td></tr><tr class="trow2"><td></td><td></td></tr><tr>
<td class="trow2"><b><font color="purble">Username:</font></b>
<font color='red'>:</font></td>
<td class="trow2">
<label>
<input type="text" name="username" placeholder=" " required ""/><span id="username"

class="form_hint" >Insert User Name</span></label></td>
</tr>
<tr class="trow2"><td></td><td class="trow2"></td></tr>
<tr>

<td class="trow2"><b><font color="purble">Password:</font></b>
<td class="trow2">
<label>
<input type="password" name="password" placeholder="" required =""/><span

id="password" class="form hint" >Insert Password</span></label></td>
</tr>
<tr><td class="trow2"></td><td class="trow2" id="submit"><a href="forgot

password/Forgot_Password.php" id="submit">Lost your password?</a></td>
</tr><tr class="trow2">
<td class="trow2"></td><td></td></tr>
<tr><td class="trow2"></td><td class="trow2">
<button class="submit" name="login" type="submit"><i class="glyphicon glyphicon-log-in"

></i> LogIn</button>
<button class="submit" type="reset"><i class="glyphicon glyphicon-remove"

></i> Reset</button></td></tr>
</tbody></table></center></form>
</div> </div> </div> </div>
<?php include_once("footer.php"); ?>
</body> </html>

5.5.3 Student login page code

<html><body>
<div style="margin-left:20.2%; margin-right:10px;width:63%;height:268px;border:1px
solid;padding:0px;border-top-left-radius: 7px;border-top-right-radius: 7px;border-bottom-left-
radius:5px;border-bottom-right-radius:5px;">
<form class="contact_form" action="logincode4.php" method="POST" onSubmit = "return
validate()">
<center>
<table id="table3" class="tborder" background='image/logzin.jpg'>
<tbody><tr class="trow2">
<td class="thead" colspan="2">
<div class="navigation"><div class="left"><strong><center><font
color="white"><h2>Welcome To Wachmo University Student Login
Page</h2></font></center></strong>
<br /> </div></div></td></tr><tr class="trow2"><td></td><td></td></tr><tr>
<td class="trow2"><b><font color="purble">Username:</font></b>
<td class="trow2">
<label>
<input type="text" name="username" placeholder=" " required ""/><span id="username"
class="form_hint" >Insert User Name</span></label></td>
</tr>
<tr class="trow2"><td></td><td class="trow2"></td></tr>
<tr>
<td class="trow2"><b><font color="purble">Password:</font></b>
<td class="trow2">
<label>

<input type="password" name="password" placeholder="" required =""/><span

id="password" class="form hint" >Insert Password</span></label></td>
</tr>
<tr><td class="trow2"></td><td class="trow2" id="submit"><a href="forgot
password/Forgot_Password.php" id="submit">Lost your password?</a></td>
</tr><tr class="trow2">
<td class="trow2"></td><td></td></tr>
<tr><td class="trow2"></td><td class="trow2">
<button class="submit" name="login" type="submit"><i class="glyphicon glyphicon-log-in"
></i> LogIn</button>
<button class="submit" type="reset"><i class="glyphicon glyphicon-remove"
></i> Reset</button></td></tr>
</tbody></table></center></form>
</div> </div> </div> </div>
<?php include_once("footer.php"); ?>
</body> </html>

Conclusions
Wachemo University Students Clearance processing system is one of the activities which
are done manually. By considering the problems of the manual system, our team found solution
which reduces the problems of the existing system. With the contribution of each member
of the team, advisor and co-advisor in developing the new system from starting of data
(requirement) analysis to the implementation, we reached to the final result. During the
developing this project, team face some challenges, but by the cooperation’s of all team
members reach to their goal and come with this new project.
Generally, based on the existing system problems the team will find a proposed solution
which solves some problems of the existing system. Like it decreases time consumption,
energy consumption, resource loses during processing the clearance system in manual system.
Recommendations
Based on shortage of time and some other condition like resources we do not include
some features to our project. The team wants to recommend those who wants further work on
our project like adding chat room, which facilitates communication between administrator
and the different offices listed in this project and student to ask the administrator why
he/she can’t approved their clearance request and if the students lost the university property
he/she cannot physical contact with the casher person in order to payment. The other features
we recommend to be added to in this project are clearance processing for administration
of students and other worker like cafeteria workers, and library workers and all employees of
the Wachemo University.
References
System Analysis and Design for Software Engineers NIIT 2005
Object Oriented Analysis& Design, Understanding System Development with UML 2.0 and
Mike O Docherty 2005
Anigbogu G. (2000). Systematic planning for educational change. California:
Mayfield publishing company.

http://books.google.com.et/books?
id=bLzOaXQJG8oC&printsec=frontcover&dq=software+project+development+references&hl=
en&sa=X&ei=JQjaUJqVGM3GswaO9IGYCg&ved=0CEQQ6AEwAg#v=onepage&q=softwar
e%20project%20development %20references&f=false

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WACHEMO UNIVERSITY

COLLEGE OF ENGINEERING AND TECHNOLOGY

INDUSTRIAL PROJECT DOCUMENTATIONS

Submission date 26/05/2009 E.C

Department of Information Technology Page

Department of Information Technology Page

2.9. The Proposed System.....................................................................................................................13

Department of Information Technology Page

Design deliverable of the new system...................................................................................................51

Department of Information Technology Page

Table 1.1 Software Tools.............................................................................................................................9

LIST OF FIGURES PAGES

Figure 3.1 Diagram for Use Case Diagram.................................................................................................16

Department of Information Technology Page

Figure 4.4: Collaboration Diagram for View Profile...................................................................................54

Department of Information Technology Page

 Determining the owner(s) of the intellectual property.

No one is supposed to be granted access to classified information solely because of rank or

 To reduce misuse of manpower, avoiding errors,

Department of Information Technology Page

1.2 Background of the organization and the Project

1.3 Statement of the problem

Department of Information Technology Page

 To process the clearance is lot of disorder because of the number of users.

1.4. Objective of the project

1.4.1 General Objective

1.4.2 Specific Objective

 To Able to register students.

1.5 Significance of the project

Department of Information Technology Page

 Process clearance effectively and efficiently.

1.6. Scope and limitation of the project

1.6. 1 Scope of the project

 Our system used for WCU students only.

 The system will provide to notify within the users.

 The system send message for users and students.

 Administrator controls the system.

1.6. 2 Limitation of the project

Department of Information Technology Page

Generally, the limitation of this project includes: -

 This project done only for Wachemo University students.

1.7 Feasibility Study of the new System

1.7.1 Operational Feasibility

 The proposed system offers greater level of user-friendliness.

1.7.2 Technical Feasibility

Department of Information Technology Page

 This software is running in windows and Linux operating system.

1.7.3 Economic Feasibility

Tangible benefits are:

 Using less man power than the existing system.

Intangible benefits are:

 Knowledge required by project developer.

1.7.4 Political Feasibility

 The proposed system is easy to operate.

Department of Information Technology Page

 Retrieval of information is easy, accurate and fast.

1.7.5 Schedule feasibility

1 Project Proposal 2016/10/15 2016/10/30 2 w. 2 d. 5.0%

3 System Analysis and Design 2016/12/1 2017/1/23 7 w. 5 d. 50.0%

4 Implementation and Coding 2017/2/23 2017/4/10 6 w. 5 d. 70.0%

5 Testing and Installation 2017/4/11 2017/5/20 5 w. 5 d. 95.0%

1.8 .1 Fact Finding Techniques

Department of Information Technology Page