Web based student clearance management system for Ambo University

AMBO UNIVERSITY

INSTITUTE OF

INDUSTRIAL PROJECT PHASE I

Department of Information Technology
Project Title: Web based student’s clearance management system for Ambo
University

Group 10
s/no Name Id/No
1 Shumi Tolesa BRT/0374/09
2 Siraj Teha BRT/0375/09
3 Chelkeba Negasa BRT/0288/09
4 Yohannes Kiflu BRT/0395/09
5 Gebisa Merga BRT/0313/09
6 Chaltu Gabayo BRT/0286/09

Advisor [Link] W.
Co_Advisor Mrs. Hawi M.
May 11, 2021

Ambo,Ethiopia
APPROVAL SHEET

This is to confirm that the project entitled as “Web based student’s clearance management
system for Ambo University” is a work carried out by final year students of Information
Technology Program in a group bearing the name and signature as:-

NAME Student Signature

1. Shumi Tolesa ____________________

2. Siraj Teha ____________________
3. Chelkeba Negesa ____________________
4. Yohannes Kiflu ____________________
5. Gebisa Merga ____________________
6. Chaltu Gebayo ____________________
Submitted to Ambo University in partial fulfillment of the requirement for the award of Bachelor
Degree in Information Technology.
Advisor
Name: Mr. Shumet Walilegn Signature: __________ Date: ________.
Project Coordinator
Name: Mr._______________________. Signature: ___________ Date: ________.
Department Head
Name: Mr. Bayisa Natea Signature: ___________ Date: ________.

Examining committee members Signature Date

Chairman________________________ __________________ __________________
_
Examiner 1_______________________ __________________ __________________
Examiner 2_______________________ __________________ __________________
Examiner 3_______________________ __________________ __________________
Examiner 4_______________________ ___________________ __________________
 
It is approved that this project has been written in compliance with the formatting rule laid down
by the Institute of the university.

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 Web based student clearance management system for Ambo University

Table of Contents
1. CHAPTER ONE......................................................................................................................................1
INTRODUCTION...........................................................................................................................................1
1.1. Background about the organization.........................................................................................1
1.2. Background of Study.................................................................................................................2
1.3. Statement of the problem..........................................................................................................3
1.4. Objectives...................................................................................................................................4
1.4.1. General Objective..............................................................................................................4
1.4.2. Specific Object...................................................................................................................4
1.5. Methodology and tools...............................................................................................................5
1.5.1. Data collection techniques.................................................................................................5
1.5.2. Development tools..............................................................................................................7
1.6. Scope of the project...................................................................................................................8
1.7. Feasibility Analysis....................................................................................................................8
1.7.1. Operational Feasibility......................................................................................................8
1.7.2. Technical Feasibility..........................................................................................................9
1.7.3. Economic Feasibility..........................................................................................................9
1.8. Significance of the project.......................................................................................................10
1.9. Beneficiary of project..............................................................................................................10
1.10. Specification for hardware and software...........................................................................11
1.11. Overall cost estimation........................................................................................................12
1.12. Time scheduling of project..................................................................................................12
2. CHAPTER TWO...................................................................................................................................14
SYSTEM ANALYIS.......................................................................................................................................14
2.1. Introduction.............................................................................................................................14
2.2. Description of existing system.................................................................................................14
2.2.1. Activities performed under existing system...................................................................14
2.2.2. Problem identified with the existing system...................................................................15
2.2.3. Business rules...................................................................................................................15
2.3. Description of proposed system..............................................................................................15
2.3.1. Functional requirements of proposed system................................................................16
2.3.2. No-functional requirements............................................................................................16
2.3.3. System interfacing............................................................................................................17

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2.4. System models..........................................................................................................................18

2.4.1. Scenarios analysis............................................................................................................18
2.4.2. Actor and their description.............................................................................................20
2.5. Behavioural diagram...............................................................................................................21
2.5.1. Essential use case diagram..............................................................................................21
2.5.2. System use case.................................................................................................................23
2.6. Dynamic Modelling..................................................................................................................30
2.6.1. Sequence diagram............................................................................................................30
2.6.2. Activity diagrams.............................................................................................................36
3. CHAPTER THREE.................................................................................................................................46
SYSTEM AND OBJECT DESIGN....................................................................................................................46
3.1. Introduction.............................................................................................................................46
3.1.1. Purpose of the system and object design........................................................................47
3.1.2. Design goals and objectives.............................................................................................47
3.2. Class type Architecture (layering)..........................................................................................48
3.3. Conceptual Modelling..............................................................................................................49
3.3.1. Class Diagram..................................................................................................................50
3.3.2. Component Modelling.....................................................................................................51
3.3.3. 7Deployment Modelling...................................................................................................52
3.3.4. Persistence (Data) modelling...........................................................................................53
3.4. User interface design...............................................................................................................54
3.4.1. User interface Documentation.........................................................................................56
Reference..............................................................................................................................................57
4. CHAPTER FOUR IMPLEMENTATION AND TESTING............................................................................58
4.1. Introduction.............................................................................................................................58
4.2. Implementation Strategies......................................................................................................58
4.2.1. System Conversion.....................................................................................................................59
4.2.2. User Documentation..................................................................................................................59
4.3. Coding.......................................................................................................................................59
4.3.1 Implementing Interface..........................................................................................................59
4.3.2 Database Implementation......................................................................................................59
4.3.3 Logical Implementation..........................................................................................................59
4.4. Testing......................................................................................................................................59

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4.4.1. Module (system) Testing......................................................................................................59

4.5. Sample Code.............................................................................................................................60
5. CHAPTER FIVE CONCLUSION AND RECOMMENDATIONS..................................................................60
6. 5.1. Conclusion..................................................................................................................................60
7. 5.2. Recommendation.......................................................................................................................60
8. I. Reference........................................................................................................................................61
9. II. Appendix........................................................................................................................................61
III. User Guideline......................................................................................................................................61

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List of Tables
Table 1.1. Software Development Tools...................................................................................................7
Table 1.2. Hardware Requirement Cost...................................................................................................12
Table 1.3. Software Requirement Cost....................................................................................................12
Table 1.4 Cost estimation of the project..................................................................................................13
Table 2.1. Scenarios Analysis..................................................................................................................20
Table 2.2. Use case description for Create Account................................................................................24
Table 2.3. Use case description for Login...............................................................................................25
Table 2.4. Use case description for Registration......................................................................................26
Table 2.5. Use case description for Delete..............................................................................................26
Table 2.6. Use case description for Delete...............................................................................................27
Table 2.7. Use case description for view profile.....................................................................................28
Table 2.8. Use case description for Search.............................................................................................28
Table 2.9. Use case description for Approve...........................................................................................29
Table 2.10. Use case description for Generate Report...........................................................................30
Table 2.11. Use case description for Request.........................................................................................30
Table 3.1. User interface documentation.................................................................................................56

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List of figures
Figure 2.1 Essential use case diagram.....................................................................................................22
Figure 2.2 Use case diagram....................................................................................................................23
Figure 2.3 Sequence diagram for Create Account by Admin and Offices..............................................31
Figure 2.4 Sequence diagram for registration..........................................................................................32
Figure 2.5 Sequence diagram for login....................................................................................................32
Figure 2.6 Sequence diagram for Update.................................................................................................33
Figure 2.7 Sequence diagram for View...................................................................................................33
Figure 2.8 Sequence diagram for Search.................................................................................................34
Figure 2.9 Sequence diagram for Delete..................................................................................................34
Figure 2.10 Sequence diagram for Approve............................................................................................35
Figure 2.11 Sequence diagram for Generate Report................................................................................35
Figure 2.12 Sequence diagram for Request.............................................................................................36
Figure 2.13 Activity diagram for Registration.........................................................................................37
Figure 2.14 Activity diagram for Create Account....................................................................................38
Figure 2.15 Activity diagram for Login...................................................................................................39
Figure 2.16 Activity diagram for Delete..................................................................................................40
Figure 2.17 Activity diagram for Update profile.....................................................................................41
Figure 2.18 Activity diagram for View....................................................................................................42
Figure 2.19 Activity diagram for Search.................................................................................................43
Figure 2.20 Activity diagram for Approve..............................................................................................44
Figure 2.21 Activity diagram for Generate Report..................................................................................45
Figure 2.22 Activity diagram for Request................................................................................................46
Figure 3.1 Class type architecture............................................................................................................49
Figure 3.2 Class Diagram........................................................................................................................50
Figure 3.3 Component modelling diagram..............................................................................................52
Figure 3.4 Deployment modelling diagram..............................................................................................53
Figure 3.5 Relational Database modeling for the system.........................................................................54
Figure 3.6 User interface...........................................................................................................................55

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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 Mr.
Shumet W. who assists us in each and every aspect of our project documentation
by being beside us. Input to the quality of this document, heart full guidance,
valuable advice, and providing to execute this project and our co-Adviser Mrs.
Hawi M. For his support by giving idea for us .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.

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Abstract
Student clearance management system is a web based project work that will help
build an effective information management for university. It is aimed at developing
a computer software system that replaces the manual method of clearance during
withdrawal, summer vacation and graduating time for students. The designed
software will serve as a more reliable and effective means of undertaking students
clearance, remove all forms of time delay and stress as well as enable you to
understand the procedure involved, as well as how to do your clearance online.
This project work makes use of data collection from the university, materials and
journals from various authors and the software was developed to effectively
achieve the aim of the project. In this project the implementation is carried out with
PHP, MYSQL as the database. In conclusion it will meet all the objectives and it
will be recommended for all the departments in Ambo University and other tertiary
institution.

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List of Abbreviations
AU………………………………..Ambo university

CD-ROM………………………….. Compact Disk Read only Memory

CSS……………………………….Cascading Style Sheet

HTML…………………………… Hypertext Mark-up Language

JS…………………………………...Java Script

LAN………………………………. Local Area Network

MYSQL……………………………My Structured Query Language

PHP………………………………. Pre-processor Hypertext Protocol

UCID ………………………………Use case ID

UI…………………………………..User Interface

UML……………………………… Unified Modeling Language

WBSCMSAU.................................Web Based Student Clearance Management System for

Ambo University.

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1. CHAPTER ONE
INTRODUCTION
Clearance is a status granted to individuals typically students allowing them access to
information. The term clearance is also sometimes used in private organizations that have a
formal process to check the employee’s information. Clearance is the process of determining and
negotiating any permission that are needed to use of someone else’s intellectual property creative
project. Clearance System is the system which clears the Ambo University students by ensuring
that they return the properties pertaining to the University. This system is proposed to solve
problems related with giving clearance to the students.

1.1. Background about the organization

Ambo University, established in 1993E.C, is one of the oldest higher learning institutions
in Ethiopia. A new chapter in history of the institution was registered in 1995E.C (2003) as this
was the time when the institution started to offer undergraduate degree programs in the fields of
Crop Production, Animal production, Applied Chemistry and Applied Biology. In the meantime,
the college was affiliated of Jimma University by the name Jimma University Ambo College. In
the following years, the College showed remarkable growth both in intake capacity and the
number of programs it offers. Subsequently by 2006, the college opened 15 undergraduate and 2
postgraduate programs in various fields of natural and social sciences.

Presently the University runs nine graduate and twenty-eight undergraduate programs which are
divided into eight colleges/institutes and thirty academic departments. Besides its main campus
at Ambo, the University also has one faculty-Faculty of Business and Economics at Woliso.

In the years to come, the university has the vision of becoming one of the most prestigious
universities in the country excelling in academics, research and community service giving its at
most attention to quality education. Offering relevant, quality education and training, conducting
demand driven research and rendering accessible community services.

Ambo University Awaro Campus also a branch beside a main campus. The campus
begins in 2005 E.C, by Institute of Technology. The University show a great change in seven
years and the student numbers is increased.

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The University has the following mission:

Ambo University is dedicated to serve the Ethiopian society and the world in discovery,
development and application of knowledge in wide range of disciplines. The university is
committed to maintain and ensure the provision of quality, cost effective, timely and need- based
education at undergraduate and graduate levels; engage in research and knowledge transfer;
conduct short term trainings and consultancy; and offer community services in a professional and
innovative manner so as to address the need of stakeholders[ CITATION Amb18 \l 2057 ].

The Core Values are:

─ Excellence

─ Diversity, tolerance and equity

─ Gender equity

─ Honesty and integrity

─ Transparency and accountability

─ Community participation and empowerment

─ Collaboration and partnership

─ Team spirit

1.2. Background of Study

Ambo University student’s clearance processing 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
Ambo University was established in 1993E.C.

The system gives its function to many user 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 eight offices. These
are: -

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─ Advisor

─ Bookstore

─ Library

─ Health and physical Education

─ Accounting office

─ 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 eight offices.

1.3. Statement of the problem

The process of clearing students of a named institution Ambo University 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 modern system which is
difficult to search.
─ It creates wastages of material & time.
─ Data redundancy &loss of data.
─ Consumes more resources to complete the process which is of high cost such as:-
Stationary material.
Printers and computers etc.
─ Need more manpower to process the clearance in the respective offices.
─ Error is happened during process the clearance System.
─ The process is very offensive for students when there is a harsh atmosphere like
rain.

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─ To process the clearance is lot of queue because of the number of users.

─ Employees involved in the clearance process are not available 24 hours of the day.

Hence, it became imperative for computer software based online clearance system to eliminate
the shortcoming of the manual system in place as above listed problem.

1.4. Objectives
1.4.1. General Objective
The main objective of this project is to change the manual clearance processing system to web
based system and solve the above stated problems.

1.4.2. Specific Object

The specific objective of this project includes: -
─ Able to register students.
─ Check students from the data base.
─ Fast data processing.
─ To avoid the problems and stress of travelling and queuing up of student during
clearance
─ Efficient use of time.
─ Designing friendly user interface.
─ To develop reliable clearance system.
─ To provide borderless access.
─ To ensure prompt clearance.
─ To develop transparent clearance system.
─ To develop effective and efficient clearance system.
─ To avoid redundancy, and inconsistency.
─ To overcome problem of wastage of resources like pen, paper and human power.

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1.5. Methodology and tools

1.5.1. Data collection techniques
There are different methods of data collection. They are the followings: -
Interview: It’s a fact finding technique whereby we should use to collect further information
from employees through face-to-face interaction.
We use interviews to collect information from individuals or from groups. The respondents are
generally current users of the existing system or potential users of the proposed system. These
are:
─ Students
─ Sport office
Beginning with the basics, we ask questions which describe and provide a background of
fundamental details about the system. For example:

 What is the purpose of this Clearance activity?

 What steps are performed?
 Where does it performed?
 When does it performing?
 Who performs that?
 How long does it take?
 How often is performed?
 Who uses the resulting information?
Based on the above questions some respondents give their own answer. From this we get some
information about the system as the student of the university sign clearance at the end of each
year and when they want to sing for ID card form and withdraw form. The clearance signing
process takes place in the university officers at work time and they can sign in any office
randomly and they must submit to the Registrar at the end of clearance signing.

Interviewer question with respective answers

Question 1:-One of the offices which sign in to the clearance form is sport Offices so what kinds
of thing you cheek before sign in the clearance form?
Answer: -we have different sport materials like ball, sport cloth etc. that is borrowed to the
students. If one student lend this materials he/she must return it so first we would cheek he/she

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return the materials then if he return the material we sign in to the clearance form otherwise until
he/she return the material or he pay the fee for that material we did not sign in to the clearance
form.
Question 2: - How do you handle student information during borrowing materials from this
office?
Answer:-in order to control our resource which lends to the student we use a form which used to
record student information that borrow property from the office and borrowed property
information.
Question 3:-Is there any problem during this clearance process?
Answer:
1. In the earlier time we put only the signature and name of sport Offices so that some students
was put its own sign in to the clearance. But at this time we uses titter.
2. It is difficult to handle students and borrowed material’s information.
Question 4: In which ways you like to be the system?
Answer: We would like if it is networked computerized system because it enable us to
communicate with related office without the student coming to our office and to easily manage
each resource.
Interviewer Students
Question1: What difficulties you faced during the clearance process?
Answer:
─ Absence of some staff officers who sign Clearance form that leads us to repeatedly visiting
particular offices.
─ To sign a clearance form we goes around various office of the university like:-
─ Chief of library circulation,
─ University book store keeper,
─ sport Offices,
─ student service
─ School head etc.
Because of these the clearance process is time consuming and stressful.
Question2: In which ways you like to be the clearance process?
Answer: It is better for us to get only from one office or using online.

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Document analysis: we have used document analysis data gathering method to collect the
documented information.
Observation: we observe the process that going on when we make clearance within manual
system.
Questionnaires: those types of data’s are also collected by distributing question and answering
method by having the fall and success to the students.

1.5.2. Development tools

Software Development tools
Software development tools are basically computer programs, and they usually run on
personal computers, helping the programmer (or system developer) to create and/or modify
or test applications programs [2]. The minimum software tools for developing these system
are as follows:
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, baidu browser Browsers
Ms office word 2013 For Documentation
Ms office PowerPoint 2013 For Presentation
Enterprise Architecture To draw UML Diagram and for designs
Adobe Photo Shop CS3 To design back ground images
Table 1.1. Software Development Tools

Hardware Development tools

The minimum hardware for developing this project are as follows:-
1. Computer: - computer is a machine capable of doing many things. We use it to type on it
and install all software and programming language. All tasks are done on computer.
2. Network Cable: - used to get the internet access by connecting internet line from internet
hub to computer for further read and search information from internet.
3. Flash Disk and CD/DVD: - used for the movement of data from one machine to another.

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4. Pen: - used to writing different information that we get from persons and different
websites.
5. White paper: - used to writing on and take data or notes on it.

1.6. Scope of the project

This project is limited only for Ambo 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 AU students only.

─ The System contains all the recorded information that can be handled by the registrar
and other offices.

─ Registration for a membership.

─ Administrator control the system.

─ Users can view their profiles.

─ The proposed system is accessed by English language.

1.7. Feasibility Analysis

Feasibility analysis enables the system to determine ether 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 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.

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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 Ambo 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.
─ Facilitating information processing of our team

Therefore the team decided the proposed project is economically feasible.

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1.8. Significance of the project

The project work will help in some good ways 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 advantage 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 or anywhere in the
campus or in the world.
─ Information processing is very fast and delays can be minimizing.
─ Help the University in reducing cost such as labour and stationary.
─ Process clearance effectively and efficiently.
─ Provides a reliable and transparent clearance processing system.
─ It provides borderless access.
─ 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
upof students during processing of the clearance.

1.9. Beneficiary of project

This project provides many benefits for:-

1. Students: - by providing fast access to the clearance system by reducing time like waiting
in the queue and going to different offices. The students access the system anywhere and
anytime when they need the clearance. It improves the tiredness of student by avoiding to
going to different offices to get the clearance system.
2. University: - in manual system there is loss of materials like time, paper, pen which is
cost and more manpower, the system reduces loss of costly materials and manpower.
3. Developers of the project: - it increase our knowledge and we get moral satisfaction from
the project we developed.

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1.10. Specification for hardware and software

The minimum hardware requirement specifications for developing this project are as follows:

─ Notepad++
─ Opera browser, Baidu browser , Google Chrome browser
─ Diagram Designer
─ Microsoft office 2007
─ MYSQL
─ Adobe Photo Shop CS3

The minimum hardware requirement specifications for developing this project are as follows:

─ Hard Disk
─ CD-ROM 700MB
─ Flash Disk 8GB
─ Printer
─ Computer
─ Network Adapter

1.11. Overall cost estimation

A. Hardware Requirements cost

No Materials Required Amount Price Per Unit Total Cost

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1 Computer 1 17000 17000

2 Pen 10 10 100
3 A4 Size Paper 1 Destin 170 170
4 Print 100 2 200
5 Flash Disk 1(8G) 250 250
6 CD-ROM 2 20 40
Total 17760
Table 1.2. Hardware Requirement Cost

B. Software Requirements Cost

No Materials Required Price Per Unit

1 Microsoft Word 2013 Free
2 Notepad++ Free
3 Microsoft Office Vision 2016 Free

4 SQL Server Free

5 Mozilla Firefox Free
Total 0
Table 1.3. Software Requirement Cost

1.12. Time scheduling of project

Time schedule is a process of assigning the degree to which the initial time and completion date
for all major activity which in a project meet organizational deadlines. So, our project will be
accomplishing within months.
Dec

Jan

Feb

Mar

May

2020
Oct

Nov

Apr

S/ Project phase
Jun

no
2020
2019

2020

2020
2019

2020
2019

2020

1 Proposal

2 Requirement
gathering and
analysis

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3 Designing the
system
4 Implementation

5 Testing

Table 1.4 Cost estimation of the project

2. CHAPTER TWO
SYSTEM ANALYIS
2.1. Introduction
This chapter deals with analyzing the proposed system by using different UML analysis
modelling techniques such as use case diagrams, the use case descriptions (scenarios), sequence
diagrams, activity diagrams and analysis class diagram.

After identifying the actors and use cases, the use cases are developed and textual descriptions
(scenarios) are stated. The Sequence diagram is depicted based on the use cases which are
developed for the proposed system [4]. Activities will be represented by the activity diagrams

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2.2. Description of 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. 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.

2.2.1. Activities performed under 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.

2.2.2. Problem identified with the existing system

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.

This system will do the analyzing and storing of information either automatically or
interactively. It will make use of online access to Internet. The proposed system will also have
some other features like:-

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─ Login system must be present and secured by password and logout after cover.
─ Accuracy in the handling of data.
─ Fast rate of operation and excellent response time.
─ The system is flexible i.e. it can be accessed at any time.
─ Easy way of back up or duplicating data in diskettes in case of data loss.
─ Better storage and faster retrieval system.
─ Accessibility from anywhere.

2.2.3. Business rules

─ Can only access authorized user.

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

─ Users must be registered to access the system to be authorized user by filling the necessary
information in the registration form.

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

2.3. Description of proposed system

The proposed system is the new system which is going to replace the manual or the existing
system. The proposed system is used to provide an efficient management system and to reduce
the system complexity. This can be accomplished by developing an automated system. The
proposed system is mainly deals with the all activities how the Registrar, student and offices of
the Ambo University are work in their position. It is the same as with the existing system, but the
proposed system is a solution for existing system. The proposed system must perform all
functional and nonfunctional requirements.

2.3.1. Functional requirements of proposed system

Functional requirement defines a function of a system and its components. A function is
described as a set of inputs, behavior, outputs, data manipulation and processing and other
specific functionality that define what the system is supposed to accomplish.

Performance requirements: - The system performance is one of the functional requirement in

which they regularly and producing quality output. It is all time ready to perform all the
functions, faster response time and use minimal space usage.

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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 in
processing clearance are entered in clearing process.

Output related requirements: - The system takes in an input to perform or to process some
function in order to produce an output based on the given input.

Storage related requirements: - The system developed by using MySQL database server which
used to store all the students information like cleared students and the current available students
information to be cleared.

2.3.2. No-functional requirements

Performance: -

─ 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

User Interface: - The developed system provides web application user interfaces that are
compatible browsers like Internet Explorer, Mozilla Firefox, Google chrome, etc.

Security and Access Permissions: - The system provides or contains user name and password for
each users 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 users 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.

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─ System allows only registered users to access clearance system and also allows the
users’ to view their own profile not the other users’ profile.

Backup and Recovery: - When team member standard to develop a system they must have to put
use a backup mechanism by using removable flash disks, or CDs.

Usability:-The system shall be very easy to learn, needs basic computer knowledge to use and
have a help menu to guide the user.

Availability: - 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.

2.3.3. System interfacing

This section describes how the software interfaces with other software products or users for input
or output.

User Interface

Application will be accessed through a Browser Interface. The interface would be viewed best
using 1024 x 768 and 800 x 600 pixels resolution setting. The software would be fully
compatible with Microsoft Internet Explorer for version 6 and above. No user would be able to
access any part of the application without logging on to the system.

Hardware Interface

Server Side:

─ Operating System: Windows (window7/8/10)

─ Processor: processor intel(R) core i3 or i5
─ RAM: 2.0GB or more
─ Hard Drive: 80 GB or more
Client side:

─ Operating System: Windows (window7/8/10), MAC or UNIX.

─ Processor: processor intel(R) core i3 or i5
─ RAM: 2.0GB or more
Software Interface

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─ Client Side: HTML,PHP Console, Web Browser, Windows 7/8/10/vista

─ Web Server: HTML, Windows 7/8/10/Vista, Apache server

Communication Interface

─ The Customer must connect to the Internet to access the Website:

─ Dialup Modem of 52 kbps

─ Broadband Internet

─ Dialup or Broadband Connection with an Internet Provider.

2.4. System models

System modelling is the use of models to conceptualize and construct system in business and
information technology development. The project development team used an object oriented
system development methodology. Because the Object system development approach gives
easier and natural way to break down problems into simple, small and manageable components
so that it reduces the vague appearance of the big problem. Moreover, it is predominately used
and popular method in present software development trend.

2.4.1. Scenarios analysis

Scenario analysis is a process of analyzing possible future events by considering alternative
possible outcomes. It presents several alternative future developments. 

Scenarios Description Syntax

Construct
Use case A sequence of action including the function that
system can perform to interact with actor of the
system
Actor A coherent set of role that users of then use case play
when interacting with these use case

Actor name
System Represents boundary between physical system and
boundary the actor who interact with the physical system

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Association The participation of actors in use case that is

instance of actor and instance of use case
communicate with each other
Extended  The relationship from an extension use case to
base use case specify how the behavior for
extension use case can be inserted into behavioral <<extends>>
defined for the base use case. <
 An extend relationship between two use case
indicates alternative behavior.
Use or include  A relationship from use case to an inclusion use
case specifying how the behaviors use case for
the inclusion uses case inserted to the behavior <<include>>
for the base use case. -------------------->
 An include relationship between use cases
indicates where one use case always includes the
behavior of another.
Generalizatio Taxonomic relationship between more general use
n case and more specific use
Table 2.5. Scenarios Analysis

2.4.2. Actor and their description

Actors Description

The actors that interact with the system are the Proctors; Registrar, student service, sport science,
bookstore, library, and students are users of the system. They are described here in brief:-

Name: Proctor

Description: A Proctor is a person who is responsible for Approve, update, Generate Report and
search the student’s information.

Name: Bookstore

Description: A Bookstore is a person who is responsible for Approve, Update, Generate Report
and search the student’s information.

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Name: Sport science

Description: A Sport science is a person who is responsible for Approve, Update, Generate
Report and search the student’s information.

Name: Library

Description: A Library is a person who is responsible for Approve, Update, generate report and
search the student’s information.

Name: Student service

Description: A Student service is a person who is responsible for Approve, Update, generate
Report and search the student’s information.

Name: Registrar Admin

Description: Registrar Admin is a person who is responsible for Approve, create account ,delete
record and Generate Report.

Name: Student

Description: Student is a person who is responsible for Update profile, Request, and views their
own information.

Key terms of Offices refers to

─ Proctor

─ Student service

─ Bookstore

─ Library

─ Sport science

─ Department

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2.5. Behavioural diagram

Behavioral diagrams visualize, specify, construct, and document the dynamic aspects of a
system. The behavioral diagrams are categorized as: use case diagrams, deployment diagrams,
sequence diagrams, class diagrams, and activity diagrams.

2.5.1. Essential use case diagram

Essential use case diagram is a simplified abstract, generalized use case that captures the
intentions of the user in a technology and implementation independent manner. It identifies use
case and actors of the existing system.

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Web based student¶s clearance management system

Essential Use case diagram

Create account

Report

Search

Offices
Registrar Delete

Approve Proctor
Sport Science
Student service
Library
Book Store
Department
Update

Student
View

Request

Figure 2.1 Essential use case diagram

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2.5.2. System use case

Use case diagrams are usually referred to as behavior diagrams used to describe a set of actions
(use cases) that some system or systems (subject) should or can perform in collaboration with
one or more external users of the system (actors).Use cases of the system are identified to be the
diagram descriptive in Figure below shows the use case diagram of the system.

WEB BASED STUDENT¶S CLEARANCE MANAGEMENT SYSTEM USE

CASEDIAGRM

Delet Record Register

<<include>>
<<include>>
Update Profile
Registrar
<<include>>

<<include>>
CreateAccount Login Student

<<include>>
<<include>>
<<include>>
Approve
<<include>>
Office <<include>>
Search
Request

Sport Science
Student service ReporteGenerate
Library
Book Store View Profile
Department

Figure 2.2 Use case diagram

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[Link]. System use case description

1. Use case description for Create Account.

UCID-01

Use case name Create Account

Actor(s) Admin, Offices
Pre-condition The Actors is not create account.
Post-condition The Actors should be create account.
Description When the Actors enter user name and password, it stores the input
information in to the database.
Typical course of action: Actor Action System Response

Step1: This use case is initiated Step2: The system displays

when the actors clicks on the create the create account page.
account option Step4: The systems checks
Step3: The actor enters the required the information is correct or
Alternative course of Step5: If the actor does not fill the required
information. not. information then the
action: system displays error message and return to step 2.
Table 2.6. Use case description for Create Account

2. Use case description for login.

UCID-02

Use case name Login

Actor Student
Pre-condition The Actor is not login the system
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.
Typical course of action: Actor Action System Response

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Step1: This use case is initiated Step2: The system displays

when the actors clicks on the login log in form
option Step4: The systems checks
Step3: The actor enter the id and authorization. If she/he is
password authorized system displays
Alternative course of Step5: If the actor does not fill thethe
id main page if notthen
and password display
the
action: system display error message and return to step 2.
Table 2.7. Use case description for Login

3. Use case description for Registration.

UCID-03

Use case name Registration

Actors Students
Pre-condition The Actors not to register
Post-condition The users registers to the system
Description This use case allows users to register in to the system
Typical course of action: Actor Action System Response

Step1: The user wants to register Step2: The system displays

in to the system. registration page
Step3: The user enters the Step4: The system validates
necessary information in to the whether the information
form in registration page. submitted is correct or not.
Step5: The system register and
Alternative course of Step5: If the actor does not fill the id and password then the
action: system 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 2.8. Use case description for Registration

4. Use case description for Delete.

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UCID-04 Use case name Delete

Actor(s) Administrator, Offices
Pre-condition The Actors are not authorized and login in to the system
Post-condition The administrator delete the record from the database.
Description The use case allows the administrator to delete record of students
from database.
Typical course of action: Actor Action System Response

Step1: This use case is initiated Step2: The system displays

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

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 2.9. Use case description for Delete

5. Use case description for Update.

UCID-05

Use case name Update profile

Actor(s) Students Admin, and Offices
Pre-condition The Actors cannot be Update profile
Post-condition The Actors will have update their account information
Description This use case allows users to update the user account.
Typical course of action: Actor Action System Response

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

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Alternative course of If the input information invalid or empty

action Step4.1: The system indicates the Actors information invalid.
Step4.2: The use case continues Step2 of the basic course of
action.
Table 2.10. Use case description for Delete
6. Use case description for View Profile
UCID-06

Use case name View Profile

Actor(s) Students
Pre-condition The Actors not seen profile.
Post-condition The Actors has been viewed his/her profile.
Description This use case allows users request to view his/her profile.
Typical course of action: Actor Action System Response

Step2: The system displays view

Step1: The actors wants 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
actor profile.
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.
Table 2.11. Use case description for view profile

7. Use case description for Search.

UCID-07

Use case name Search

Actor(s) Administrator, and Offices
Pre-condition The actors cannot search.
Post-condition The Actors has been searched the selected record.
Description This actors requests to search someone’s information.
Typical course of action: Actor Action System Response

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Step2: The system displays user view

Step1: The actors wants
option.
to search some record.
Step4: The system process the
Step3: The user enters
selection.
the information to
Step5: The system displays the
search from database
selected record.
option.
Step6: The use case ends.

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 2.12. Use case description for Search

8. Use case description for Approve.

UCID-08

Use case name Approve

Actor(s) Offices and Admin
Pre-condition The actors cannot Approve.
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:
Step2: The system displays the
Step1: The actor wants to
approve option.
submit.
Step4: The system process the
Step3: The user selects the
selections.
approve option.
Step5: The system displays
confirmation message to the user.
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.

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Table 2.13. Use case description for Approve

9. Use case description for Generate Report.

UCID-09

Use case name Generate Report

Actor(s) Admin
Pre-condition The actor cannot be Generate Report.
Post-condition The Actors should be generate the report.
Description The actor wants to report how many students are clear from the
university.
Typical course of Actor Action System Response
action:
Step1: The actor wants to Step2: The system displays the
generate report. generate report option.
Step3: The user selects the Step4: The system process the
generate report option. selections.
Step5: The system display the all
information’s of the students.
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 2.14. Use case description for Generate Report.

10. Use case description for Request.

UCID-10

Use case name Request

Actor(s) Student
Pre-condition The actor cannot Request the information.
Post-condition The Actors will be Request.
Description The actor wants to request what they want.
Typical course of Actor Action System Response
action:
Step1: The actor wants to Step2: The system displays the
request. request option.
Step3: The user selects the Step4: The system process the
request option. selections action.
Step5:The system send
information’s to the other page.

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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 2.15. Use case description for Request.

2.6. Dynamic Modelling

In dynamic model we would like to express that the sequence system flow while loading data.
Dynamic model which contain sequence and activity diagrams of the system.
2.6.1. 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.

1) Sequence Diagram for Create Account by Admin

:Admin :Home Page :CreateAccount Page :CreateAccount Form :DB

wants to createaccount
<<Create>>

Enter the information

valid()

invalid()
re enter correct info verify()

Display coniformation message

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Figure 2.3 Sequence diagram for Create Account by Admin and Offices

2) Sequence diagram for Registration.

Student :User Home page :Reg Page :Reg For m :DB

Wants to Register

create reg page()

enter reqiered info

valid()

invalid()
enter correct info verify()

didplay reg conformation

Figure 2.4 Sequence diagram for registration

3) Sequence diagram for Login.

Admin :Home Page :Login page :Login Form :DB

want to login

create login page()

enter user name and password

valid()

invalid() verify()

re-enter user name and password

display user account

Figure 2.5 Sequence diagram for login

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4) Sequence diagram for Update.

Offices :home Page :Login Form :Update Page :Update Form :DB

wants to update

enter username & Pass

check()

invalid verify()

re-enter username & Password

Select Update()
enter update info

Display update info

Figure 2.6 Sequence diagram for Update

5) Sequence diagram for View.

Actor1

Student :Hom e Page :LoginForm :View Page :View For m :DB

Wants to View profile

login page()

enter us ername & password

check()

invalid() verify()
re-enter us ername & pass

select view()
enter id

dis play view info

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Figure 2.7 Sequence diagram for View

6) Sequence diagram for Search.

Offices :Home Page :Login Form :Search Page :Search Form :DB

Wants to Search

enter usern & pass

check()

invalid()
verify()
re-enter usern & pass

Sele ct searc h()

enter id
searc h info

display info

Figure 2.8 Sequence diagram for Search

7) Sequence diagram for Delete.

Offices :Home Page :Login Form :Delete Page :DeleteFor m :DB

wants to delete

enter username & pass

check()

invalid() verify()
re-enter usern & pass

select del()

enter id

display confirmation

Figure 2.9 Sequence diagram for Delete

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8) Sequence diagram for Approve.

Of fices :Home Page :Login Form :Approve Page :Approve Form :DB

wants to s ubmit

enter username & pass

check()

invalid()
re-enter us ern & pass verify()

select approve()

enter required information

dis play confirmation

Figure 2.10 Sequence diagram for Approve

9) Sequence diagram for Generate Report.

Admin :Home Page :Login Form :Ge nerate Page :Ge nerate Form :DB

wants to generate

enter username & pass

check()

invalid()
re-enter usern & pass

select gener ate() verify()

enter information

display confirmation

Figure 2.11 Sequence diagram for Generate Report

10) Sequence diagram for Request.

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Student :Home Page :Login Form :Reque st Page :Request Form :DB

Wants to Request

Enter user name and check()

password

Invalid()
re-enter un & pw verify()

Select request
Enter request info

display confirmation message

Figure 2.12 Sequence diagram for Request.

2.6.2. Activity diagrams

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.

1. Activity Diagram for Registration

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Students

Registration Form

Selecte the "Registration" option

Fill information re-enter correct information

Is the info Incorrect System indicate wrong information

Correct?

correct

display confirmation message

Figure 2.13 Activity diagram for Registration

2 Activity Diagram for Create Account

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Admin

CreateAccount Form

Select the "Create" option

Fill information re-enter correct information

Incorrect
Is the info
System indicate wrong information
Correct?

correct

display confirmation message

Figure 2.14 Activity diagram for Create Account

3 Activity Diagram for Login.

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Actors

Login Form

Selecte the "Login" option

re-enter correct
Fill username & password Username & pass

Is the info incorrect invalid username and

password
Correct? count<=3

correct

display information

Figure 2.15 Activity diagram for Login

4 Activity Diagram for Delete

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Admin

Delete Form

Selecte the "Delete" option

Fill the identifier ID re-enter correct ID

Is the info Incorrect

System indicate wrong ID
Correct?

correct

display confirmation message

Figure 2.16 Activity diagram for Delete

5 Activity Diagram for Update Profile

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Admin

Update Profile Form

Selecte the "Update" option

Fill the identifier ID re-enter correct ID

Is the info Incorrect

System indicate wrong ID
Correct?

correct

display update profile info

Figure 2.17 Activity diagram for Update profile

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6 Activity Diagram for View Profile

Student

View Form

Selecte the "View" option

Fill required ID re-enter correct ID

Is the info Incorrect

System indicate wrong ID
Correct?

correct

display View Profile

Figure 2.18 Activity diagram for View

7 Activity Diagram for Search

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Admin, Offices

Search Form

Selecte the "Search" option

Fill the identifier ID re-enter correct ID

Is the info Incorrect

System indicate wrong ID
Correct?

correct

display search info

Figure 2.19 Activity diagram for Search

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8 Activity Diagram for Approve

Admin, Offices

Approve Form

Selecte the "Approve" option

Fill the information re-enter correct info

Is the info Incorrect System indicate wrong info

Correct?

correct

display confirmation message

Figure 2.20 Activity diagram for Approve

9 Activity Diagram for generate report

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Admin

Generate Report Form

Selecte the "Report" option

View report file

display report confirmation message

Figure 2.21 Activity diagram for Generate Report

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10 Activity Diagram for Request.

Student

Request Form

Selecte the "Request" option

Fill the information re-enter correct info

Is the info Incorrect

System indicate wrong info
Correct?

correct

display confirmation message

Figure 2.22 Activity diagram for Request.

3. CHAPTER THREE
SYSTEM AND OBJECT DESIGN
3.1. Introduction
System design is the process and focuses on decomposing the system into manageable parts.
During requirements analysis, we concentrated on the purpose and the functionality of the

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system [5]. During system design, we focus on the processes, data structures, and software and
hardware components necessary to implement it.
3.1.1. Purpose of the system and object design
The purpose of the Ambo University Student clearance system is as the following:
 Define what methods or mechanisms we use to achieve requirements of the system.
 Fill the gap between the system specification produced during requirements elicitation
and analysis.
 Make the system easily manageable by individual team member
 To develop very efficient and simple clearance environment
 To decrease the tiredness by the student that they are rounding all over the clearance
offices (staffs).
 To decrease work load of the clearance employers.
 To decrease the wastage of resources and time taken.

3.1.2. Design goals and objectives

Design goals describe the qualities of the system that developers should optimize. The goal of
design in this system is to simplify the complexity of the operations of the system. Within a
design a system is easy to understand. The design goals that are derived from non-functional
requirements are the following:
─ Performance: AU clearance system should respond fast with high throughput, i.e. it should
perform the task of AU Student clearance system quickly.

─ Error Handling and Extreme conditions: The system should be robust enough to handle error
conditions and continue with normal operations. If an error occurs, the system should
identify the error and notify to the user.

─ Availability: AU Student clearance system should be accessible from any computer if the
computer is connected with a server computer by local area network and will be accessible
anytime a user would want to use the program.

─ Security: AU Student clearance system should be secured, i.e., not allow other users or
unauthorized users to access data that has no the right to access it.

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─ Cost: The system should be developed with minimum cost possible

─ Modifiability: AU Student clearance system should be modifiable for further modification and
enhancement of the application.
─ Compatibility: Should be developed between the system and its interfaces
─ Adaptability: ability of the system to meet a wide range of functional requirements without
requiring physical modification.

3.2. Class type Architecture (layering)

─ User Interface Layer: - This layer provides the user to access the system. There are two
categories of interface class-user interface (UI) classes that provide people access to external
system to tour system.
─ Domain Layer: - This Layer implements the concepts relevant to your business domain such
as student focusing on the data aspects of the business objects, plus behaviors specific to
individual objects.
─ Process Layer: - This process layer implements business logic that involves collaborating
with several domain classes or even other process classes.
─ Persistence Layer: - This layer encapsulates the capability to store, retrieve, and delete
objects without revealing details of the underlying storage technology.
─ System Layer: - System classes provide operating system specific functionality for your
application, isolating your software from the operating system (OS) by wrapping OS specific
feature, increasing the portability of your application.

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Figure 3.23 Class type architecture

3.3. Conceptual Modelling

A conceptual model is a representation of a system, made of the composition of concepts which
are used to help people know, understand, or simulate a subject the model represents. It is also a
set of concepts. 

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3.3.1. Class Diagram

A class diagram models the static view of a system. It comprises of the classes, interfaces, and
collaborations of a system; and the relationships between them.

User

-IDNo : Char
-FName : String
-MName : String
-LName : String
-Age : Int
-Gender : Char

1 give clearance 1 check

Registrar
* take Adminstrator *

Student -OfficeNo :Int Offices

+Delete()
-Departement : Char +Approve() -OfficeName : String
-Faculty : Char +Search() -OfficeNo : Int
- +Approve()
-ClassYear : Int +Update()
+Register() +GenerateReport() +Search()
+ViewProfile() +GenerateReport()
+Request() +Upadate()

* request
*approved

Figure 3.24 Class Diagram

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[Link]. Class Diagram Documentation

This design level introduces changes to analysis class diagram 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 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.

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 or
class.

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.

3.3.2. Component Modelling

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

Offices
Security
Clearance
Processing
System Clearance DB
Student
/Application

Perisitence

Registrar

Figure 3.25 Component modelling diagram

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3.3.3. 7Deployment Modelling

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.

Ambo University Web based clearance System is server client structure architecture, where
clients access services offered by server. The deployment diagram is shown as follows.

Client Machine

:Chrome TCP/IP
Web Server
Admin
:Opera :XAMPP

:Mozilla

:Torch
PHP

Central Data
Base
:MYSQL

Figure 3.26 Deployment modelling diagram

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Description of the architecture of the system is described as follows. Clients are responsible for:-

─ Provide user interface to the user enabling to get services

─ Receiving inputs from user
─ Checking range of performance
─ Initiating database transactions once all necessary data are collected.
Server responsible for:-
─ Transaction performance
─ Guaranteeing the integrity of data.
─ Putting backup of the database

3.3.4. Persistence (Data) modelling

Persistence of our object can be achieved by relational database since it used as machine to make
object persistent. It describes the persistent data aspect of software system. Our system includes
the basic table that handles the data of system implemented using MySQL server.
Mapping class and relational table
Mapping refers how objects and their relationship are stored in relational database.
The mapping of the data to be persisted in our system is given as follows:

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Figure 3.27 Relational Database modeling for the system

3.4. User interface design

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.

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Homepage

About Us Contact Us Login Help Service

Sport
Admin Student Proctor Department Book Store Library
science
Create
Upadate Upadate Upadate Upadate
account Upadate Upadate
Upadate Search Search Search Search
View Search
Search Aprove Aprove Aprove Aprove
Request Aprove
Delete

Aprove

Figure 3.28 User interface

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3.4.1. User interface Documentation

UI-ID UI-Name UI-Description

User interface part where main page of the web based
student clearance management system will be viewed
UI-1 Home page and link for related topics (websites).
UI-2 Offices It is a page which enables user of system login to office
page. Key terms of Offices refers to Proctor, Student
service, Bookstore, Library, department and Sport
science. A persons who is responsible for Approve,
Update, delete, and search the student’s information.

UI-3 Login It is a page which enables user of system log into

system by entering their user name and password.
UI-4 About us It is the page that contains detailed information about
the website.
UI-5 Help The page that provide help information or guides for
users when they need help regarding to this system.
UI-6 Admin The system Admin Page is the page that enables the
system Administrator to manage account (delete, add,
and change the user account for users of the system)
UI-7 Student This page is where student do every activities like
Update profile (changing password.) Request, and
views their own information.

List below table:

Table 3.16. User interface documentation

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Reference
[1] [Link]/

[2][Link]
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

[3] Object Oriented Analysis& Design, Understanding System Development with UML 2.0 and
Mike O Docherty 2005
[4] Anigbogu G. (2000). Systematic planning for educational change. California:

Mayfield publishing company.

[5] System Analysis and Design for Software Engineers NIIT 2005

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4. CHAPTER FOUR IMPLEMENTATION AND TESTING

4.1. 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

4.2. Implementation Strategies

Final phase of implementation is testing. Testing is a process to show the correctness of the
program. Testing is checking of the system workability in an attempt to discover errors and
avoiding such errors from the system. In this the team members tested the entire system as a
whole with all forms, code, modules. In this we tested all the functionalities in the System. All
errors in the forms, functions, modules have been tested. The following are different testing
strategies.
Unit testing

Unit testing is every module of the System is separately tested. It is often done by the
programmer to test that the unit he/she has implemented is producing expected output against
given input.

Some of errors that controls are

 When administrator creates account for student, he needs to add to the system and when
they miss some information the system displays error message as follows.

Integrated testing

The process of bringing together all the modules that a program comprises for testing purpose

System testing

System test insures that the entire integrated software system meets requirements. It tests a
configuration to insure known and predictable results. System testing is based on process
description and flows, emphasizing pre-driven process links and integration points.

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In essence system testing is not about checking the individual parts of design, but about checking
the system as a whole. In effect it is one huge component.

Volume Testing

The purpose of volume testing is to find weakness in the system with respect to its handling
of large amount of data during extended time periods.

Acceptance testing

The process by which users test completed information of system, the end result of which is the
user acceptance of the system. Acceptance testing checks the system delivers what was
requested.

4.2.1. System Conversion

4.2.2. User Documentation
4.3. Coding
Homepage code
Admin page code

4.3.1 Implementing Interface

4.3.2 Database Implementation
4.3.3 Logical Implementation
4.4. Testing
We will use the following fault detection technique In order to identify the possible faults that
may occur during and after developing the system it help us to assure the quality of our product.

4.4.1. Module (system) Testing

We will test all the components together to cheek whether the systems meet all requirements or
not.
System test insures that the entire integrated software system meets requirements. It tests a
configuration to insure known and predictable results. System testing is based on process
description and flows, emphasizing pre-driven process links and integration points.
In essence system testing is not about checking the individual parts of design, but about checking
the system as a whole. In effect it is one huge component.

4.4.2. Integration (volume) Testing

After we test each unit of the proposed system we will perform an integration test to check
whether the system meets all the functional requirements. When a number of components

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are complete; it will test to ensure that they integrate well with each other, the operating
system, and other components. System testing:-After all of the above testing are checked
we will test our system by other peoples and we will conduct some comments how they get
our system

4.5. Sample Code

5. CHAPTER FIVE CONCLUSION AND RECOMMENDATIONS

6. 5.1. Conclusion
Ambo 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.

7. 5.2. Recommendation
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 Ambo University.

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8. I. Reference

Books
 Object Oriented Software Engineering using UML, Patterns and Java Second Edition by
Bernd Burgge and Allen [Link]
 Design and Implementation of Student Clearance System (A Case Study of Caritas
University)
 STAN MAGEE, CCP and LEONARD L. TRIPP Guide to software engineering
standards and specifications PART II
 Alain Abran, École de technologiesupérieureJames W. Moore, The MITRE Corp. (2004
Version) Guide to software engineering body of knowledge 2004 Version
 The UnifiedModeling Language Reference Manual, James Rumbaugh, Ivar Jacobson and
Grady Booch, Addison Wesley, 1999.

Website
 [Link]
 [Link]
 [Link]

[1] [Link]/

[2][Link]
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

[3] Object Oriented Analysis& Design, Understanding System Development with UML 2.0 and
Mike O Docherty 2005
[4] Anigbogu G. (2000). Systematic planning for educational change. California:

Mayfield publishing company.

[5] System Analysis and Design for Software Engineers NIIT 2005

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9. II. Appendix

III. User Guideline

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