College of Electrical and Mechanical Engineering

Department of Software Engineering

Course Name: System Analysis & Modeling
Course Code: SWEG 3109
Project Title: Student Registration System for AASTU
Group_8
Group Member’s Name ID
1. YAFET MICHAEL ETS1403/16
2. YEABSIRA AYELE ETS1426/16
3. YEABSIRA BELETE ETS1429/16
4. YIBELTAL MARIE ETS1453/16
5. YISAK ASRAT ETS1458/16
6. YITBAREK YONAS ETS1465/16

Section: D Semester: I

Submission Date: 27/11/2025 G.C

Table of Contents Page
1. Project Title ........................................................................................................................ 1
2. Problem Statement .............................................................................................................. 1
2.1. Background info ........................................................................................................ 2
2.2. Guiding Questions……………………………………………………………………...3
3. Project Goal and Objectives ................................................................................................... 3
3.1. Project Goal ................................................................................................................ 3
3.2. Project Objectives ....................................................................................................... 4

4. Scope of the Project………………..…………………………………………………………...5

4.1. In Scope ..................................................................................................................... 5
4.2. Out of Scope ............................................................................................................... 5
5. Significance of the Project and SDLC Model to be Used ........................................................ 6
5.1. Significance of the Project ................................................................................................ 6
5.2. SDLC Model to Be Used: Agile SDLC ......................................................................... 7
6. Project Schedule……….……………………………………………………………………...7
References………………………………………………………………………………………11

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III
 1. Project Title

The title of a project: Student Registration System for Addis Ababa Science and
Technology University

● The domain: student registration

● The institution: Addis Ababa Science and Technology University (AASTU)
● The purpose: designing or improving a systematic, integrated solution

It prepares the reader to understand that the project focuses on automating and improving the
university’s student handling processes.

2. Problem Statement

Addis Ababa Science and Technology University (AASTU) currently relies on manual and
partially automated processes to manage activities such as new student registration. This process
involves paper-based forms, handwritten documents, disconnected software tools, and human
coordination. As the university population continues to grow, these traditional methods create
significant inefficiencies and challenges.

The current system often leads to long waiting times, data inconsistencies, misplaced documents,
duplicate student information, and delays in generating reports. Since the system is not fully
integrated, information must frequently be transferred manually between departments such as the
Registrar, Academic Departments, and College Offices—creating bottlenecks and increasing the
likelihood of errors. Students and staff regularly experience frustration due to slow processing,
unclear information flow, and limited access to real-time academic data.

The lack of an efficient, centralized registration system not only affects day-to-day operations
but also impacts academic planning, course allocation, resource management, and overall service
quality. Therefore, there is a clear need for a modern, automated, and reliable Student

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Registration System that streamlines these processes and ensures accuracy, transparency, and
timely service delivery.

2.1. Background info

Student registration is a fundamental operation in any university environment. It forms the

backbone of instructional planning, student progress tracking, and institutional administration.
Universities worldwide are transitioning from manual processes to fully automated systems to
managing increasingly large and complex academic data.

AASTU, being one of the leading science and technology universities in Ethiopia, enrolls
thousands of students each year across various undergraduate and postgraduate programs.
Handling such a large volume of students requires a system capable of efficiently organizing
their information from admission through graduation.

However, the university still uses:

▪ Paper forms for initial registration

▪ Manual data entry for course enrollment
▪ Department-specific systems that are not integrated
▪ Physical announcements and notice boards for communication

These fragmented practices lead to:

● Data loss or duplication: Paper documents can be misplaced; repeated manual entry
causes inconsistencies.
● Slow processing times: Students wait long hours during registration and add/drop
periods.
● Poor communication: Students often lack timely updates about schedules, prerequisites,
or academic decisions.
● Limited accessibility: Students and instructors cannot easily access their academic
information online.

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 ● Difficulty in decision-making: Administrators do not have up-to-date data for planning
classrooms, instructors, and timetables.

Furthermore, during peak academic periods (such as registration, add/drop week, or grade
submission), the existing system becomes overwhelmed, leading to long lines, confusion, and
administrative backlogs. As the university grows, these inefficiencies also expand.

A centralized student registration and academic management system would address these
problems by integrating all academic processes. Such a solution would simplify workflows,
reduce human error, provide real-time access to information, and enhance communication
between students, instructors, and administrators.

2.2. Guiding Questions

➢ What problem are you trying to solve?

The inefficiency, inaccuracy, inconsistency, and delays caused by the manual registration
system at AASTU.

➢ Why does this problem exist?

Because AASTU currently uses fragmented tools, paper forms, separate spreadsheets, and
non-integrated software which cannot handle the growing number of students.

➢ Who is affected by this problem?

● New and returning students

● Registrar and administrative staff
● Department heads and academic coordinators
● Instructors and advisors
● The entire university administration

3. Project Goal and Objectives

3.1. Project Goal

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To design and develop an efficient, user-friendly, and reliable Student Registration System that
automates the entire registration process at Addis Ababa Science and Technology University,
improving accuracy, accessibility, and administrative productivity.

3.2. Project Objectives

1. To develop an automated registration platform

Build a centralized system that allows students to register online, reducing manual paperwork
and minimizing registration errors. Reduces workload on staff, eliminates duplicated data entries,
and speeds up the entire academic registration cycle.

3. To create secure student data management capabilities

Implement secure storage and retrieval features to ensure accuracy, confidentiality, and integrity
of student information. Guarantees that only authorized personnel can view or update
information.

4. To design a user-friendly interface

Provide an intuitive interface that simplifies the registration workflow for students, instructors,
and administrative staff. Make the system approachable for all user groups—students,
department staff, and administrators.

5. To implement a real-time verification and approval process

Enable departments and registrars to verify student details, approved registrations, and track
progress instantly. Make the workflow faster, more transparent, and more efficient for everyone
involved.

6. To test and validate the system for reliability and performance

Conduct usability testing, performance evaluation, and error handling checks to ensure the
system works smoothly under real-world conditions.

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 4. Scope of the Project

This project focuses on developing a basic Student Registration System for Addis Ababa Science
and Technology University (AASTU). The scope defines what the system will include and what
it will not include during this development phase.

4.1. In Scope

The project will develop a simple, functional web-based system with the following features:

1. Student Registration: Students can create accounts and register their basic personal and
academic details.

2. Login and User Access: Secure login for students and registrar staff. Different access
levels based on user type.

3. Course Registration: Students can view available courses and select the ones they want.
Registrar can approve or update student course selections.

4. Student Information Management: Store student profiles, course choices, and

registration history in a small database.

5. Web-Based Interface: A simple, easy-to-use interface accessible through a browser on

campus computers.

4.2. Out of Scope

To keep the project manageable for student development, the following features will not be
included:

1. Payment Services

No tuition fee payment, invoices, or financial integration.

2. Advanced Academic Tools

No grade management, attendance tracking, timetable generation, or LMS features.

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 5. Significance of the Project and SDLC Model to be Used

5.1. Significance of the Project

The Student Registration System (SRS) project is important because it addresses several
challenges identified in the contextual analysis, including inefficient manual processes, data
inconsistency, poor usability, and lack of integration. This project brings meaningful
improvements to both academic and administrative activities.

Who benefits from this project?

Students – They will experience faster, clearer, and more reliable course registration with fewer
errors, no long queues, and easy access to academic information.

Registrars and Administrative Staff – The system reduces repetitive manual tasks, minimizes
human error, and improves workflow efficiency.

Instructors and Academic Departments – They gain access to accurate student information,
course load data, and schedules.

The Institution – The university benefits from improved data accuracy, performance, and better
decision-making supported by reliable digital records.

How does it solve real-world or academic problems?

◼ It eliminates data inconsistency caused by disconnected manual record-keeping.

◼ It reduces system failures and performance issues, which were major problems in previously
failed projects.
◼ It improves usability and interface design, solving the issue of systems being confusing or
difficult to use.
◼ It ensures better requirement understanding, reducing the risk of building a system that
doesn't meet stakeholder needs.
◼ It streamlines course registration, avoiding delays, long lines, and schedule conflicts.

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◼ It enhances integration among academic departments, avoiding duplicated or incorrect
student information.

Overall, the project ensures a more efficient, accurate, and user-friendly registration system,
addressing the failures highlighted in similar previous projects.

5.2. SDLC Model to Be Used: Agile SDLC

We will follow the Agile model because it aligns well with the project’s needs and the problems
identified in previous failed systems: Agile supports iterative development, allowing the team to
build the system in small functional modules. It enables continuous feedback from students,
registrars, and academic staff—reducing the risk of misunderstanding requirements. Frequent
reviews help ensure the system remains user-friendly, solving major usability issues seen in other
failed projects. Agile adapts to changing requirements, which is essential since academic
institutions often update policies, workflows, and course structures. It improves communication
among project members, which supports the Object-Oriented Analysis and Design (OOAD)
approach described in the file. Because of these strengths, Agile increases the chances of
building a successful, stable, and widely accepted registration system.

6. Project Schedule
The project schedule outlines the major phases, tasks, and estimated time required to complete
the Student Registration System. This schedule assumes a 4–5-week academic semester timeline,
but you can adjust it depending on your submission deadline.
Project Schedule Summary Table
Phase Tasks Duration
1. Planning & Requirement Gather requirements, define scope, prepare 1 week
Analysis documentation
2. System Design Database design, system architecture, UI 1 week
mockups
3. Environment Setup Install tools, set up project, configure database 0.5 week
4. Backend Development User authentication, student registration 0.5

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 module, course registration module, role-based weeks
access
7. Frontend Development Build web pages, forms, dashboard interfaces 0.5
weeks
7. Integration & Testing Functional testing, fixing bugs, combining 0.5
backend & frontend weeks
8. Deployment & Local deployment, preparing final report, user 0.5 week
Documentation manual
Total Estimated Duration: 4 weeks

Detailed Project Schedule

Phase 1: Planning & Requirement Analysis
Tasks:
• Review existing manual registration process
• Identify system requirements
• Finalize in-scope and out-of-scope features
• Prepare requirement document (problem statement, scope, objectives)
Deliverables: Requirement Specification Document, Use case descriptions, and User stories
Phase 2: System Design
Tasks:
• ERD (Entity Relationship Diagram) and database schema
• System architecture diagram (e.g., 3-tier: UI → Backend → DB)
• UI wireframes or mockups (login page, registration form, course selection page)
• Define workflows (student registration flow, course approval flow)
Deliverables: ERD, Database design, UI mockups, Architecture diagram
Phase 3: Environment Setup
Tasks:
• Install Django / Flask / other chosen frameworks
• Set up virtual environment
• Initialize project repository
• Connect system to SQLite/MySQL database

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 • Prepare folder structure
Deliverables: Working development environment and GitHub repository initialized.
Phase 4: Backend Development
Tasks:
4.1 User Authentication & Access Control
• Student login
• Registrar/staff login
• Role management
4.2 Student Registration Module
• Create student account
• Add/update student information
• Save student data in database
4.3 Course Registration Module
• View of available courses
• Request course registration
• Registrar approval workflow
Deliverables: Fully functional backend APIs, Database-connected system, Models, views,
validation logic
Phase 5: Frontend Development
Tasks:
• Build responsive UI pages, Create registration forms, Create student dashboard
• Create registrar dashboard, Integrate frontend with backend APIs
Deliverables: HTML/CSS/JS pages, Working forms, Connected dashboards
Phase 6: Integration & Testing
Tasks:
• Combine backend + frontend
• Perform system testing
• Fix bugs and inconsistencies
• Test user login, registration, course workflows
• Test edge cases (duplicate users, illegal access, invalid inputs)
Deliverable s: Test cases, Bug reports, Final working prototype

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Phase 7: Deployment & Documentation
Tasks:
• Deploy system locally (or on LAN)
• Prepare user manual for students & registrar
• Prepare final project report
• Prepare presentation slides
Deliverables: Final system demo, Documentation (User Manual + Technical
Documentation), Final Project Report, Presentation

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 References
1. American Association of Collegiate Registrars and Admissions Officers (AACRAO). (n.d.).
AACRAO Website. Retrieved from [Link]
2. EDUCAUSE. (n.d.). EDUCAUSE Library. Retrieved from [Link]
([Link]
3. International Institute of Business Analysis (IIBA). (2015). A Guide to the Business Analysis
Body of Knowledge (BABOK® Guide) (3rd ed.).
4. Nielsen Norman Group. (n.d.). Nielsen Norman Group Website. Retrieved from
[Link]
5. Project Management Institute (PMI). (2017). A Guide to the Project Management Body of
Knowledge (PMBOK® Guide) (6th ed.).
6. Pressman, R. S., & Maxim, B. R. (2019). Software Engineering: A Practitioner's Approach
(9th ed.). McGraw-Hill Education.
7. Wiegers, K. E., & Beatty, J. (2013). Software Requirements (3rd ed.). Microsoft Press

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