MIZAN TEPI UNIVERSITY

TEPI CAMPUS
School Of Computing And Informatics
Department Of Computer Science
Project Title:
Web Based Clearance Management System For MTU

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 Over all contents in our projects
Chapter one Chapter Three
Chapter two
 Introduction  Introduction of System Analysis
 Existing System
 USE CASE SELECTION
 Background of organization
 Proposed System  CRC Actors Description
 Overview of the project  CRC Actors Description
 Overview of the proposed
 Statement of problem  USE CASE SELECTION
 Functional requirements
 USE CASE DIAGRAM
 Objectives
 Non-functional requirement  System use case modeling
 Target Beneficiaries of the System  Sequence Diagram
 Business rule
 Methodology  Activity Diagrams
 Class diagram
 Significance of the Project
 User interface prototyping
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Chapter Four Chapter Five Chapter six

 System Design  Implementation Document  Conclusions

 Class Modeling  Report On Implication  Recommendations

 Collaboration Diagram

 User Interface Design

 State chart Diagram

 Component Diagram

 Deployment Diagram

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 CHAPTER ONE

Introduction

• The term “clearance” is also sometimes used in private organizations that have a
formal process to vet employees for access to sensitive information.

• A clearance by itself normally not sufficient to gain access; the organization must
determine that the cleared individual has a “need to know” the information.

• Student Clearance (SC) is a one of the manual systems with the purpose of clearing
the student from their material and infrastructures usages. Since, the SCS is
processed manually. The manual system has seven main work flow divisions such
as, Library, Sports, Student, Dormitory and registrar, laboratory, staff.
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Overview of the project
 In Universities like MTU, there is need for automated method of keeping data, more so
a greater need for a web based clearance system. This would go a long way in
alleviating the various problems and stress involved in the manual method of clearance.

 And the students are checked from university property weather they’ve returned or not
through clearance system when they leave campus. This system was manual and has
been used continuously for long time without improvement up to today.

 By being initiated with all this unsuitable activity stated, we are developing web based
Clearance system for students this could address the common problems may appear in
the manual Mizan Tepi University Student Clearance System. 5
 Motivation
 MTU is a big academic institution having large number of students, still has a manual
clearance system.

 our group are motivated to develop web-based clearance that minimize usage of man
power

 Required for signing clearance paper in each office by using online clearance system,
the system minimize paper usage for clearance system.

 developing system that save time, reduce manpower reliable and flexible clearance
system that means accessed any time since manual system are time consuming,
boring, require large amount of manpower in each office. 6
 Statement of problem
The process of clearing students of a named Mizan Tepi university after the end of academic
year requires that the students must be cleared in their various departments. due to this the
following problems are faced: -
 There is no way to get clearance form in one office.
 Most of the activities are time consuming and stressful.
 Absence of some staff officers who sign Clearance form which leads to students
repeatedly visiting a particular office in order to sign his/her clearance form.
 Students travelling one office to the other and queuing in line to sign clearance form.
 If the student is not clarified one of all work station or if the student is punished.

 The student can clarify themselves by corruption.

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 Objectives

General objective
The general objective of this project is to develop a web based clearance system for MTU students.

Specific Objectives
The specific objective of this project includes: -

• To identify the common problem of the organization

• To gathering data for further

• To identify the functional and non-functional requirement of the system.

• To design the system based on the identified the requirements

• To compere the results with the previous works and develop prototype which will enable

end-users with minimal tech skill to control manual attendance system.

• To conduct the experiments to draw conclusion 8

• To review related work on CMS

 METHODOLOGY

Data Source

Data collection is one of the important tasks in determining and analyzing the
existing system.

Fact Finding Techniques

There are different methods of data collection.

Observation:

Interview:

Questionnaires:
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Document analysis:
1.8. Scope of study
This project is limited for Mizan Tepi 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 MTU students.

 The System contains all the recorded information that can be handled by the registrar
and other offices.
 Manage students who are free from any of the university’s property and check it that
they are fulfilled the matters which the university needs from them.

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 Significance of the Project
The project work will help in a good way to ease the queuing system in the university
There are many others advantage of student’s clearance system. Some of them are listed
below: -
 It saves a time.

 It is very convenient to use it right from the dormitories, office or anywhere in the
campus.
 Help the University in reducing cost such as labor and stationary.

 Process clearance effectively and efficiently.

 Provides a reliable and transparent clearance processing system. 11

 Chapter two
Existing System
 The current clearance processing system is the manual system that needs intensive
MTU man labor, 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.
 This process takes some days to be completed and possess a lot of stress to all the
users and workers who provide clearance system.
 In the manual system, the clearance forms are documented in a file cabinet.
 When the clearance form is released from the cabinet student should re-fill the
clearance form for the clearing him/herself from the property of the university.
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 Proposed System
 we are proposed the system to solve the problem of the existing clearance system
by developing automated clearance system.

 System by providing centralized clearance system, the student can get their
clearance from only one place without moving office to office.

 The proposed system will also provide easily resource controlling mechanism and
create communication between selected that means our proposed system will
minimize the current problem and weakness of existing offices.

 As generally the proposed system will able to minimize the existing problems and
resource consumption because the university clearance activities are based on
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manual system.
 Functional requirements
Functional requirements describe the interactions between the system and its
environment.
 Performance requirements: - The system performance is one of the functional
requirement in which they regularly and producing quality output.
 Process requirements: - The system performs the services for all inputs by
functional components of the system based on the given inputs.

 Input related requirements: - After the system is implemented, to perform a

process it needs inputs like student username, student ID No and other information
which are necessary to processing clearance are entered in clearing process.
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 Non-functional requirement
 Non-Functional requirements describe user visible aspects of the system that are not
designated to the functional behavior of the system. The requirement includes from
user interface to resource issues. Generally, Non-Functional requirements of the
system can be viewed as follows.

 Performance Usability

 Consistency Efficiency

 Security control Security

 Service Robustness

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 Business rule
 Can only access authorized user.

 Unauthorized user cannot access the system for the reason of system security.

 Registrar create account the user access the system to be authorized by filling the
necessary information in the registration form.

 Users must have username and password to login to the system.

Constraint
Defines what the proposed system is not going to perform or what is not including in
the proposed system.
 Time constraints
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 Financial constraints
 CHAPTER THREE

Introduction of System Analysis

This chapter covers the functional aspects of analysis that is Functional Modeling.

The set of functional requirements that have to be analyzed is done in an object-oriented way. UML
(Unified Modeling Language) an object-oriented, graphic language, is unified for all the aspects of the
requirement analysis.

CRC (class responsibility collaboration) Actors Description

Student<actor>  
 Request for approval  Registrar
 Save request clearance form  Clearance
 Change login password  
 Recover forget password
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 CRC (class responsibility collaboration) Actors Description

Department<actor>  

 Change login password  Student

 Recover forget password  Registrar
 Generate report.
 Search

librarian<actor>  

 Record materials lend student information  Student

 Update materials lend student information  Registrar
 Change login password
 Recover forget password
 Generate report.
 Search

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 identifying classes from use case and CRC
Use case Classes
Login Student
Create account Registrar
View profile Clearance
Update Department
Delete Librarian
Approve/reject laboratorian
Record report Sport
Search Dormitory
Cafeteria
System requirement specification and analysis modeling (SRS)
A structured collection of information that embodies the requirements of a system is depicted here.

The following are the use cases that included in MTU Clearance system
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 Manage Property
 Approve
 Request For Clearance
 Store Cleared Student Clearance
 View profile
 Recover forget password

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Essential Use Case Diagram

 preparing student clearance form use case description

Use case name Preparing student clearance

Participating Actor Registrar
Description The registrar Prepare student clearance form at any time.
pre-condition The Registrar always should have printed Clearance form
for the student in their office
Flow of event 1.The Registrar have a soft copy of student clearance form
2.They print out and document in their Office
 

post condition The Registrar document and Store a clearance Form.

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 Asking for clearance form use case Description

Use case name Asking for clearance form

Participating actor Student
Description The student asks clearance form from they want to sign
clearance
 

Pre-condition Student must decide to signing clearance form

Flow of event 1.the registrar have a soft copy of student clearance form
in their office
2.they printout and document in their office
3.student ask clearance

Post condition The registrar give the clearance form

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3.4. System use case modeling

Manage Property Approve

Register

Update

View profile

Recover forget password

Search

Request for Clearance

report generate
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system use case diagrams
 Sequence Diagram
Sequence diagrams used to model the logic of usage scenario that describe the potential ways the system are uses.
These diagram models flow of logic within your system in a visual manner.

sequence diagram create account 24

Activity Diagrams
Activity diagrams are one of the UML diagrams that used to document the logic of single operation/methods. Activity
diagram is basically a flow chart to represent the flow from one activity to another activity.

login activity diagram

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Activity diagram for create account

 Class diagram
Class diagram is static model that shows the classes and the relationships among classes that remain constant over
the time.

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 User interface prototyping
The Proposed system has several user interfaces to communicate easily with the User.

Chapter Four
System Design

System design is the transformation of the analysis model into a system design model.
During System design, developers define the design goals of the project and decompose the system in to smaller
subsystems that can be realized by individual teams.

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 Class Modeling
Class modeling shows the classes of systems and interrelationship (including of inheritance, aggregation,
association) and operation and attributes of the classes.

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 Collaboration Diagram
Collaboration diagram is similar to sequence diagram as it shows the interaction of objects and message pass
between them. But collaboration diagram does not show the time sequence of diagram

registration create account collaboration diagram

The other including collaboration diagram in our project
 login and forgotten password collaboration diagram
 Officers search for student collaboration diagram
 changed password collaboration diagram
 record material collaboration diagram
 return material collaboration diagram 29
 State chart Diagram

State diagram shows the various state transition or changes an object can experience during its life time, along
with the events that causes those transitions.

create account state chart

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 Component Diagram
Component diagram used to analyze and design your component-based software. Components are modeled
as rectangles with two smaller rectangles jutting out from left hand the left hand side.

component diagram

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Deployment Diagram
Deployment diagram shows the software components, processes, and objects are deployed into physical architecture
of the system.

deployment diagram 32
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