ASSOSA UNIVERSITY

College of Computing and Informatics

Department Of Information Science

A Project Proposal for Web Based Clearance Management

System for Assosa University

A Project Proposal Submitted to the Department of Information Science in

Partial Fulfillment of Requirements for the Degree of Bachelor of Science in
Information Science

Prepared By:
1. Temesgen Fikad………………………..Ru/1231/12
2. Hlina Getachew……………………...…Ru/2446/12
3. Mukadam Abdurof…………………….Ru/1672/12
4. Soboka Ragaha…………………………Ru/2024/12

Advisors’ Name: Mr. Waltanigus B.

Assosa, Ethiopia
January, 2023
 ASU CLEARANCE MANAGEMENT SYSTEM

APPROVAL SHEET

This is certified that the project entitled on Web Based Clearance Management System
developed and submitted by:
1. Temesgen Fikad
2. Hlina Getachew
3. Mukadam Abdurof
4. Soboka Ragaha

A Project Proposal Submitted to the Department of Information Science of in Partial

Fulfillment of Requirements for the Degree of Bachelor of Science in information Science

Advisors’ Name Signature Date

1. ______________________ ____________ ___________
2. ______________________ ____________ ___________

APPROVED BY
Examining Board Signature Date
1. _____________________________ ______ ________
2. _____________________________ ________ ________

Table of Contents

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List of Table..................................................................................................................iii

List Figure.....................................................................................................................iv

ABBREVIATION..........................................................................................................v

CHAPTER ONE............................................................................................................1

1.1. Introduction.................................................................................................................1
1.2. Background of the Project...........................................................................................1
1.3. Statement of problem......................................................................................................1
1.4. Objectives........................................................................................................................2
1.4.1. General objective......................................................................................................2
1.4.2. Specific Objectives...................................................................................................2
1.6. Scope of study.................................................................................................................2
1.7. Significance of the Project...............................................................................................4
1.9. Beneficiaries of the Project..............................................................................................5
1.10. Limitation of Project......................................................................................................5
1.11. Feasibility......................................................................................................................5
1.11.1. Technical Feasibility...............................................................................................5
1.11.2 Economic Feasibility...............................................................................................6
1.11.3. Operational feasibility.............................................................................................7
1.11.4. Schedule Feasibility................................................................................................7
1.11.5. Behavioral/Political Feasibility...............................................................................7
1.12. Time Plan.......................................................................................................................7
CHAPTER TWO...........................................................................................................9

2. Project design and methodology................................................................................9

2.1 Data collection methodology............................................................................................9

2.2. System Implementation...................................................................................................9
2.3 System Modeling Tools..................................................................................................10
2.4. System Requirement Specification................................................................................10
2.4.1 Software Requirement.............................................................................................10

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2.4.2 Hardware Requirement............................................................................................11

2.5. System Analysis............................................................................................................11
2.5.1. The existing system................................................................................................11
[Link]. Players of the existing system..............................................................................11
[Link]. The Existing System Clearance form preparation...............................................12
2.5.2. The proposed system..............................................................................................16
2.6. System Requirement Analysis.......................................................................................16
References....................................................................................................................18

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List of Table
Table1. 1 Schedule Time table..............................................................................................................8

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List Figure
Figure_2.1_Picture existing clearance form for student.......................................................................13
Figure_2.2_Picture existing clearance form for teachers.....................................................................15

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ABBREVIATION
 AVP=Academic Vice President
 ADP=Administration Development President
 RASVP= Research Association Service Vice President
 SSD= Social Services Directorate.
 RRD= Research And Research Directorate
 TID= Technology Invention Directorate
 DOAM= Directorate Of Asset Management
 ROPC= Registration Of Property Control
 PD=, Property Division
 FAD= Finance / Administrative Directorate
 ACTD=Anticorruption Tracking Directorate
 LD=Library/Doctorate
 IOSD= Internal Odet Service Directorate
 ED= Education Department
 ACLS= Asossa City Loans And Savings
 EACG=Education And Civilization Group
 HWMG= Human Wealth Management Group
 HRD= Human Wealth Directorate
 ASU=Assosa University
 CSS =Cascade Style Sheet
 HTML =Hypertext Markup Language
 Php =Hypertext Preprocessor
 UML= Unified Modeling Language
 MYSQL=My Structural Query Language

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 ASU CLEARANCE MANAGEMENT SYSTEM

CHAPTER ONE
1.1. Introduction
Clearance is a status granted individuals, typically members of Military, University graduates
and Employees of Government and their contractors, allowing them access to classified
information. [1]The proposed system over comes one problem done by manual system. To
reduce misuse of manpower, avoiding errors, to save time, to provide comfort clearance process
for the system and to provide insurance for the organization especially for workers who play role
in the clearance processing system.

1.2. Background of the Project

Assosa University clearance processing system is one of the processes that will be done to be
cleared the system from the university. Assosa University was established in 2002E.C. The
University has seven colleges and one Law school. Each college has many departments except
school of law. The system gives its function to many users of the university. The numbers of user
grows 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 to use teachers and students. The clearance
gets one copies of clearance sheet from department and get signature and stamp from different
offices. These are register, dormitory, Librarian, Bookstore, Cafeteria, Student loan , Department
head, Collage dean, College, AVP ,ADP,RASVP, SSD, RRD, TID, DOAM, ROPC, PD, FAD,
ACTD, LD , IOSD ,ED, ACLS, EACG, HWMG, HRD. After they finished all necessary
requirements, finally the system take copies of sheet that has all signature and stamp from all
offices. Not only for users and also for the officers who give these services the process was
boring therefore, it is important to automate clearance system for the members of the university.

1.3. Statement of problem

The clearance processing system service currently uses manual system which creates problems.
With the existing system all the activities are performed manually to clarify the users using
process oriented methods. In order to clarify the user goes to each of the available office such as
dormitory, Library, Bookstore, Cafeteria, dean of Student ,Collage dean, College,
AVP ,ADP,RASVP, SSD, RRD, TID, DOAM, ROPC, PD, FAD, ACTD, LD , IOSD ,ED,
ACLS, EACG, HWMG, HRD.

Due to this the following problems are faced:-

 There is no way to get clearance form in one office.

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 Most of the activities are time consuming and stressful.

 It creates wastages of material &time.
 Error is happened during process the clearance System.
 Need more manpower to process the clearance in the respective offices.
 When the Clearance form is lost it causes delaying of readmission date.
 Data redundancy &loss of data.

 Unauthorized body may sign Clearance form.

 Data recording system is not centralized or not in the modern system which is difficult to
search.

 It takes more space because the data is stored in the form of written document.

Generally the above problem led to the overall eradicates the bottle neck of the manual system in
place.

1.4. Objectives
1.4.1. General objective
The main objective of this project is developing web based Clearance system for Assosa
University.

1.4.2. Specific Objectives

The specific objective of this project includes:-

 To identify and gather requirements from existing systems.

 To analyze the identified requirement
 To develop the system based on the analyzed requirements.
 To Implement the system
 To test the proposed system using different testing metrics.
 Testing and evaluating the performance of the system

1.6. Scope of study

Clearance management system, which is going to be implemented for Assosa
University will automate the operation of clearance system of the University. The
clearance management system is to approve or reject the clearance process both for
the users. There are so mania end users in clearance management system. These are

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officers, student, instructor, HRD and Registrar. Registrar upload the material give
student information to the central database and control the technical problem of the
system and fix the problem if exist. HRM upload the material lend teachers
information to the central database and control the technical problem of the system.
When the student and are request for clearance signing their information checked in
the central database and approved or rejected by the system. When the user request
for approval, the system display the cleared clearance form then the student save the
approved clearance form. The student goes to registrar and the teacher goes to HRM.
Registrar and HRM prints the approved clearance form and sign on it, and then it will
be put the sill of the university to the clearance paper. The instructor and students
take approved clearance form.
Currently the university performs clearance system manually or paper based processing system.
Generally the scope of this project includes:-

 Our system used for ASU.

 The System contains all the recorded information that can be handled by the
registrar and HRD.

The scope of the project includes the tasks performed by the following units (as of the new
organizational structure):-register, dormitory, Library, Bookstore, Cafeteria, dean of Student,
Department head, College, AVP ,ADP,RASVP, SSD, RRD, TID, DOAM, ROPC, PD, FAD,
ACTD, LD , IOSD ,ED, ACLS, EACG, HWMG, HRD.

Clearance System for students. This is belongs to the students who needs their clearance form.
And these students may be:

 Year break

 with drawls

 end of graduation data

 transfer to other university

Clearance System for instructor:-This is belongs to the teachers who needs their clearance
form. And these teacher may be:

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 Taking a permit

 transfer to other works

 they leave university

1.7. Significance of the Project

The project work will help in a good ways to ease the queuing system in the university, the
clearance system will help users to achieve whatever they want without coming to the various
offices for clearance personally such as register, dormitory, Librarian, Bookstore, Cafeteria, dean
of Student , Department head, College, AVP ,ADP,RASVP, SSD, RRD, TID, DOAM, ROPC,
PD, FAD, ACTD, LD , IOSD ,ED, ACLS, EACG, HWMG, HRD. Users 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.
The project will have a lot of significant to the university society.

 Give work satisfaction for workers as well as for user.

 Faster decision making.
 Increases accuracy and availability.
 It facilitates and improves the development of the organization.
 It saves a time.
 It is very convenient to use it right from the dormitories, office or anywhere in the
campus.
 Help the University in reducing cost such as labor and stationary.
 Process clearance effectively and efficiently.
 Provides a reliable and transparent clearance processing system.

For users: -

 Avoids going around the school and staffs to sign clearance forms.
 To avoid the problems and stress of travelling and queuing up of users during clearance.
 Information processing is very fast and delays can be avoided so there is efficient use of
time.
 Minimizes delaying registration date and pay fee due to loss of Clearance form.

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For Officers (who work in the office in which will be clear their clearance): -

 It will prove more security mechanism (unauthorized person cannot approve the
Clearance).
 Information processing is very fast and delays can be avoided.
 To Minimizing the work load of officer signing clearance.

1.9. Beneficiaries of the Project

All communities within the university that use the Clearance system are:

 Students
 Instructor
 Administrative workers e.t.c

1.10. Limitation of Project

 The system is developed only computer skilled man power.
 It always requires internet connection.
 This system works only at the Assosa University.
 This system is only in English Language.

1.11. Feasibility
Feasibility Study assesses the operational, technical and economic merits of the proposed system.
The feasibility study is intended to be a preliminary review of the facts to see if it is worthy of
proceeding to the analysis phase. From the systems analyst perspective, the feasibility analysis is
the primary tool for recommending whether to proceed to the next phase or to discontinue the
project.

1.11.1. Technical Feasibility

This evaluation determines whether the technology needed for the proposed system is available
or not. This is concerned with specifying equipment and software that will successfully satisfy
the user requirement. We concern here with specifying equipment’s that will satisfy the user
requirement such as computer (hardware and software), Microsoft access etc. This involves
questions such as whether the most of the technology needed for the system has exists in the
Assosa University compound. Because the system is too customized according to ASU
information transferring system there will be no difficulty to build the clearance system, and also
the staff and other concerned bodies has or will have enough experience using this system.

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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. 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.

1.11.2 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.

 Using less man power than the existing system.

 Increase speed of activities and competence.

 Reduce cost.

 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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As cost/benefit analysis, show the new system is developed using a very minimum coast and it
give a lot of benefits such as advancing the services of the system, decreasing the work load of
the users.

1.11.3. Operational feasibility

When new system is implemented to improve these bulky system users, the student in university
can be benefited. The new system should be very easy for the End users to manage it. 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.

1.11.4. Schedule Feasibility

Schedule feasibility is making sure whether potential time frames and completion data can be
met or not. The project team members discussed on it to work hardly and also estimate project to
be completed on time without any delay. For organization replacing manual systems with
automated one is advisable for better performance. To replace the manual system developers
(we) should make the whole plan before starting to develop a computerized system. In order to
develop this project we have planned all the necessary tasks.

1.11.5. Behavioral/Political Feasibility

Behavioral feasibility is the measure that how users use the system effectively. The
proposed system should be easy to operate, convenient in maintenance and effective
in its working. Thus, behavioral feasibility is very important factor to be considered
for effective working of the system.

 The proposed system is easy to operate.

 Retrieval of information is easy, accurate and fast.

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1.12. Time Plan

We sketch schedule time table to determine whether the proposed system will completed on the
given schedule. We apply wise use of time given for the project by the internal motivation and
potential of the team members of the project, and we surely expect the project will completed on
time.

Activity /Time Feb10- Mar 1-Mar Mar19-Mar Mar 20-Apr Apr 11- June 11-
Mar 1 19 30 10 June 10 June 25
Proposal
Requirement
Analysis
Requirement
gathering
Documentation
Design
Implementation
Testing
Table1. 1 Schedule Time table

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CHAPTER TWO
2. Project design and methodology

2.1 Data collection methodology

There are two types of sources of data. These are primary and secondary. This project uses both
of them. From the primary data source, the system uses questionnaires, interview and
observation because it can get new and updated information from the sources.

The secondary data source which this system uses document analysis because of the following
reasons:

 To know the back history of the organization and the existing system.
 To know the progress status of the organization within the existing system.
 To propose the developed system.

Practical Observation: - we observed physically the current existing system which is done by
manually. We referred different forms and documents in the department, registrar and some
other offices. By seeing the forms that the existing system uses how users clear and take out their
property from the college.

Document Analysis: - For more information about the existing system we refer relevant
documents, others reading materials and some forms in different offices and observing different
files and reporting documents.

Interview: - To get the basic information and background information about the existing system
structure, we ask different question from different persons who provide clearance system.
Interviewing the heads of the office and the clerk (asking open and closed question).

Questionnaires: We prepare questionnaires for all concerned in Asossa University. This type of
data is a question and answer method that asks users based on the problem and success.

2.2. System Implementation

Back-end: The back end of this project used MYSQL and PHP because:

 It is more reliable.
 It is easy to use.

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 It supports many operating systems

Front end: The Front end of this project used HTML, CSS and JavaScript because: -

 It can make effective design easily and understudy

 We use simple programming language
 It can be easily updated or changed

2.3 System Modeling Tools

This project is developed using object-oriented program approach, because:

 It supports reusability.
 It has maintainability.
 It has reliability.
 It simplifies the complex application development.
 It creates more flexible application.

2.4. System Requirement Specification

2.4.1 Software Requirement
Our project will be uses the following system software development tools for different activities.

 Visual studio code: - to write different codes of the projects. It is important

because it support different languages like HTML, PHP, and JavaScript. It also
used to run and test the project
 HTML: -to display the web page.
 CSS: - for the formatting of the web site.
 JavaScript: - used for validation.
 Xampp Server: - this software assists to create database or back end of the
system, to run and test system application.
 Anti-Virus Software: - used to keep secure, scan, fix Flash Disk and to prevent
data destruction and corruption.
 Note Pad and Note pad++: -It used as reserve code to write this project.
 Microsoft Office window 2019: - used to write documentation part of this
project.

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 MS Visio: - used to design the diagram of the system or project.

2.4.2 Hardware Requirement

Our project will be uses the following system hardware development tools for different activities.

 Laptop Computer: - used to develop the system.

 Pen: - used to write the drafting of the idea on the paper.
 A4 Sized Paper: -used to organize the idea before writing to computer.
 Flash Disk: - used to store and secure data as back up.
 CD/DVD: - used to store and secure data as back up.

2.5. System Analysis

2.5.1. The existing system
Based on our data gathering the current clearance system of the Assosa University is a manual
one. When the user of the university leaves the university, they take clearance form from
registrar, HRD and go to different office to sign clearance form. The students may sign clearance
form when they want to fill withdrawal, to take ID card for the second time, at the end of each
year and finally when they graduate and leave the university. [2] This makes the system so
tedious and time consuming. Here, user has to visit all the clearance offices with a form for them
to sign. Once these forms are signed, this process takes a lot of time to be completed and possess
a lot of stress for all office and user involved. Before sign in the clearance form each officer first
check all the property borrowed by the user whether return or not. If that is returned, he/she signs
in to the clearance otherwise he/she didn’t sign in to the clearance form. In the manual system,
the clearance forms are documented in a file cabinet. [2] Each time the clearance form is needed,
a search operation is conducted on the file cabinets to locate a particular user’s clearance form.
[2]

[Link]. Players of the existing system

Players represent external entities that interact with the system. Due to this we will deal only
with persons involved on those services or persons for this work.

Here are the players involved: -

 Users: - people who are getting service from the system.

 Registrar (Administrator): -are administrator of the system who cleared the students at the
end and where the student submits the cleared clearance form.

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 HRD: - are administrator of the system who cleared the teachers at the end and where the
teacher submits the cleared clearance form.
 Officers: -are office workers who sign clearance form for the users. These includes
employee , dormitory, Librarian, Bookstore, Cafeteria, dean of Student , Department
head, College, AVP ,ADP,RASVP, SSD, RRD, TID, DOAM, ROPC, PD, FAD, ACTD,
LD , IOSD ,ED, ACLS, EACG, HWMG, HRD. where the user of the university sign
clearance form. They may also be any employee who works in the university and who
will sign clearance form.

[Link]. The Existing System Clearance form preparation

Clearance form is prepared to each program for the students of the university. Each Clearance
form consists of the following thing. [2]

❖The purpose of clearances with different options in student

 Clearance Form: -it is seasonal for the students, because the process takes places at the
end of academic year. At the end of academic year each student gets clearance from
various office of the university.
 Withdrawal Form: -it takes places at any time in the academic year. If one student wants
to leave the university for different purpose before the end of academic year so he/she get
clearance from various office of the university.
 ID Form: - is takes places at any time when the student wants to take ID card of the
university.
❖ Information of student include

1. Full name

2. Id number

3. School

4. Level

5. Program

6. Class/year

7. Semester

8. Last date class attend

9. Reason for withdrawal it requires only if the purpose is for withdrawal

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In students’ clearance system based on program, the lists of offices are different. The existing
application form to be filled by the student of the university.

Picture some program within respective list of sign office for regular students [2]

Figure2.1Picture existing clearance form for student

After the students sign in each office and cleared, they go to registrar and give one piece of
signed paper and take the remaining one. Then they are cleared from any responsibilities and can
go to their home. During signing into the clearance form. The following condition must check
before sign in to the clearance form

 Each officer check whether all property borrows by the student returns to the offices
or not. While students signing the clearance form, the clearance process is done by

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the hierarchy. For example, they must sign in different libraries and book store
office before they go to sign in to the main libraries.
 Based on hierarchy. Upper office must check whether the lower office sign or not.

Clearance form is prepared to each program for the teachers of the university. Each Clearance
form consists of the following thing. [2]

 The purpose of clearances with different options

 Clearance Form: -it is seasonal for the teachers, because the process takes places at the
lives of the universities.
 Information of instructor include

1. Only Full name

In instructor’ clearance system based on program, the lists of offices are different. The existing
application form to be filled by the teacher of the university.

Picture some program within respective list of sign office for instructor [2]

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Figure_2.2_Picture existing clearance form for instructor

After the instructor signs in each office and cleared, they go to HRD and give one piece of
signed paper and take the remaining one. Then they are cleared from any responsibilities and can
go to their home. During signing into the clearance form. The following condition must check
before sign in to the clearance form

 Each officer check whether all property borrows by the teacher returns to the different
offices or not. While teacher signing the clearance form, the clearance process is done by
the hierarchy.
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2.5.2. The proposed system

During our observation and interview of some of user we have observed certain problems from
their manual-based system. Because of this we have proposed to solve the problem of the
existing clearance system by developing automated clearance system.

That means our proposed system will minimize the current problem and weakness of existing
system by providing centralized clearance system, the user can get their clearance from only one
place without moving office to office. The proposed system will also provide easily resource
controlling mechanism and create communication between selected offices. As generally the
proposed system will be able to minimize the existing problems and resource consumption
because the university clearance activities are based on manual system.

2.6. System Requirement Analysis

This section deals with analyzing the proposed system by using different UML analysis
modeling techniques such as:-

 use case diagrams

 the use case descriptions (scenarios)
 sequence diagrams
 activity diagrams
 analysis class diagram
 user interface prototype

The purpose of System Requirements Analysis is to obtain a thorough and detailed

understanding of the business need as defined in Project Origination and captured in the Business
Case, and to break it down into discrete requirements, which are then clearly defined, reviewed
and agreed upon with the Customer Decision-Makers. From the analysis of the document and the
interview we undergo and as well with the group members discussion we have identified the
current system’s actors as follows

 Users:
 Officer: are different office employees who sign clearance form. Like register,
dormitory, Librarian, Bookstore, Cafeteria, dean of Student , Department head, Collage
dean, College, AVP ,ADP,RASVP, SSD, RRD, TID, DOAM, ROPC, PD, FAD, ACTD,
LD , IOSD ,ED, ACLS, EACG, HWMG, HRD and so many offices.

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 Registrar: are officers who administer our system, manage student’s information and
approve the student clearance at the end and take a backup to student clearance form.
Once we identify the system user [Actors], the next thing will be to specify the various
types of functionalities that the system will offer to this actor and the various
functionality that they initiate from the system.
 HRD: are to manage teachers’ information and approve the instructor clearance at the
end and take a backup to teacher clearance form.
Once list of the system user [Actors]
1. Web admin
2. Registrar
3. Library
4. Academic Advisor
5. Cafeteria
6. Proctor
7. Department and College
8. Student
9. AVP
10. Teacher
11. ADP
12. RASVP
13. SSD
14. RRD
15. TID
16. DOAM
17. ROPC
18. PD
19. FAD
20. ACTD
21. LD
22. IOSD
23. ED
24. ACLS
25. EACG
26. HWMG
27. HRD

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References

[1] D. Tommy, "Design and Implementation of Staff Clearance System," A Case Study of

Caritas University, 2023.

[2] H. Refines, "W3schools," 2010. [Online]. Available: [Link]

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