JIMMA UNIVERSITY

INSTITUTE OF TECHNOLOGY
WEB - PROGRAMMING PROJECT
Title : JIMMA UNIVERSITY LOST AND FOUND WEB
SYSTEM
GROUP ASSIGNMENT
Group members……………………………………………..…ID NO
1,Kalid Afework…………………………………………………………RR2107/15
2, Natoli Belay………………………………………………………..…RR1500/15
3, Saron Desta……………………………………………………….......RU0897/16
4,Umer Miftahi……………………………………………………..…..RU1035/16
5,YisehakYohannes……………………………………………………..RU1088/16

Instructor: [Link] M.

0
 Table of content
1. INTRODUCTION AND PROBLEM STATEMENT...........................................................................................................1

2. OBJECTIVES OF THE PROJECT...................................................................................................................................2

3, SYSTEM REQUIREMENTS AND ANALYSIS..................................................................................................................2

Hardware Requirements:.....................................................................................................................................2

Software Requirements:......................................................................................................................................3

4, System Architecture................................................................................................................................................. 4

System Flow:........................................................................................................................................................4

Use Case Diagram (Description):..........................................................................................................................4

System over view:................................................................................................................................................6

5, Database Design.......................................................................................................................................................7

ER diagram:..........................................................................................................................................................7

Table structures (fields, data types, keys).............................................................................................................8

1, User Table................................................................................................................................................8

2, Item Table................................................................................................................................................9

3, ADMIN_ ACTIONS TABLE..........................................................................................................................9

Technologies Used...............................................................................................................................................9

System Features & Functions.....................................................................................................................................10

1. User Module..................................................................................................................................................10

2. Item Management Module............................................................................................................................11

3. Search Module...............................................................................................................................................11

4. Admin Module...............................................................................................................................................11

5. Validation and Security Module.....................................................................................................................12

Screenshots of the Application (4 or 5)......................................................................................................................13

Challenges Faced & Solutions.....................................................................................................................................16

1. Input Validation and Data Security.........................................................................................................16

2. Search and Filtering Functionality..........................................................................................................16

3. Admin Authentication and Session Handling.........................................................................................17

Conclusion..................................................................................................................................................................17

Future improvements.................................................................................................................................................17
JIMMA UNIVERSITY LOST AND FOUND WEB SYSTEM PROJECT REPORT

1. INTRODUCTION AND PROBLEM STATEMENT

Jimma University is one of the largest universities in Ethiopia with
thousands of students, academic staff, and administrative workers. In
such a large environment, the problem of lost personal belongings is
very common. Students frequently lose important items such as
student ID cards, mobile phones, laptops, books, bags, chargers,
wallets, and other valuable materials within the campus.
Traditionally, Jimma University relied on physical notice boards to report
lost and found items. These notice boards are usually placed at specific
locations such as libraries or cafeterias. However, this traditional
method has many limitations. The notice boards become overcrowded,
disorganized, and difficult to read. Students must physically visit
multiple locations to search for their lost items, which wastes time and
reduces the chance of recovery.
The Jimma University Lost and Found Web System was developed to
solve this problem by providing a centralized, digital, and accessible
platform. This system allows users to post lost or found items online,
search for items easily, and communicate directly with the finder or
owner. The system is available 24/7 and can be accessed from any
device with an internet connection.
This project demonstrates the practical application of web
programming concepts using PHP, MySQL, HTML, CSS, and JavaScript to
solve a real-world problem within the university.

1
2. OBJECTIVES OF THE PROJECT
The main objective of the Jimma University Lost and Found Web System
is to improve the efficiency of reporting, searching, and managing lost
and found items on campus.
Specific objectives include:
 To provide an online platform for reporting lost and found items.
 To reduce the time and effort required to locate lost belongings.
 To improve the communication between item owners and finders.
 To replace physical notice boards with a digital system.
 To provide an administrative interface for managing items.
 To apply web programming concepts learned in class in a practical
project.
This project also aims to improve our understanding of full-stack web
development using PHP and MySQL.

3, SYSTEM REQUIREMENTS AND ANALYSIS

This section describes the hardware and software requirements needed

to develop, deploy, and use the Jimma University Lost and Found Web
Application. The system is web-based and designed to run efficiently on
standard computers and mobile devices.
Hardware Requirements:
Server:

 Intel Core i3 or higher

2
 4 GB RAM (8 GB recommended)

 20 GB free disk space

 Stable network connection

Client:

 Any modern processor

 Minimum 2 GB RAM

 Keyboard and mouse or touchscreen

 Internet or campus network connection

Software Requirements:
 Operating System: Windows / Linux / macOS

 Web Server: Apache

 Programming Language: PHP 7.4 or higher

 Database: MySQL / MariaDB

 Local Server Package: XAMPP

 Web Browser: Chrome / Firefox / Edge / Safari

 Code Editor: Visual Studio Code / Notepad++

 Database Tool: phpMyAdmin

3
4, System Architecture

System Flow:
The system operates through a clear sequence of steps that ensure
smooth interaction between users, the server, and the database:

1. A user accesses the system using a web browser.

2. The user views available lost and found items or submits a new
report.
3. Submitted data is sent to the server using HTTP requests.
4. PHP scripts validate the input and process the request.
5. Valid data is stored in the MySQL database.
6. When users search or view items, data is retrieved from the database
and displayed on the web page.
7. The admin logs in to the dashboard to manage all items.
8. Admin actions update or delete records in the database.
9. Updated information is immediately reflected on the public website

Use Case Diagram (Description):

A use case diagram is a visual diagram that shows how users interact
with a [Link] illustrates the actors and the actions (use cases) the
system provides.

Actors:

 User (Student/Staff)
 Admin

User Use Cases:

 View lost and found items

 Search items

4
 Post lost item
 Post found item

Admin Use Cases:

 Login
 View all items
 Mark item as returned
 Delete item
 Logout

5
System over view:
The Jimma University Lost and Found System is a web-based application
developed using PHP for server-side processing, MySQL for database
management, and HTML, CSS, and JavaScript for the user interface. The
system allows students and staff to report lost or found items, search
for existing records, and view item details through a web browser.

6
The application follows a client–server architecture, where users
interact with the system using a web browser (client), and all data
processing and storage are handled on the server. An admin module is
included to manage posted items, mark items as returned, and remove
unnecessary records. The system is designed to be simple, secure, and
easy to use within a university environment.

5, Database Design
ER diagram:

The database consists of a single main entity:

Item

Entity Relationship:

Each item represents a lost or found object reported by a user.

The admin manages the item records (mark as returned or delete).

Attributes of Item Entity:

Item ID

Item Name

Item Type (Lost / Found)

Description

Location Found

Contact Information

Status

7
Post Date

Table structures (fields, data types, keys)

1, User Table
FIELD NAME DATA TYPE KEY TYPE
User_id int Primary key(pk)
name Varchar(100) -
role Enum( user, admin -

8
 Contact_ info Varchar(255) -

2, Item Table
FIELD NAME DATA TYPE KEY TYPE
Item_id int Primary key(pk)
Item_name Varchar(255) -
Item_type Enum(lost, found) -
description Text -
Location_found Varchar(255) -
status Enum(active, returned -
Post_date timestamp -
User_id int Foreign key( fk)
3, ADMIN_ ACTIONS TABLE
FIELD NAME DATA TYPE KEY TYPE
Action_id int Primary key(pk)
Action_type Enum(mark_returnd, -
delete
Action_ date timestamp -
Item_id int Foreign key (fk)
Admin_id int Foreign key(fk)
Technologies Used

The Jimma University Lost and Found System is developed using

modern web technologies to ensure reliability, usability, and efficient
data management.

PHP: Used as the server-side programming language to process user

requests, handle form submissions, manage sessions, and interact with
the database.

9
MySQL: Used as the database management system to store lost and
found item records, user-related information, and item status.

HTML: Used to structure web pages and forms displayed to users.

CSS: Used to design and style the user interface, making the system
visually appealing and responsive.

JavaScript: Used for client-side interactivity, form validation, and

filtering items without reloading the page.

Apache Web Server: Used to host and serve the web application.

XAMPP: Used as a local development environment combining Apache,

PHP, and MySQL.

System Features & Functions

The system is divided into several functional modules, each responsible
for a specific task.

1. User Module

This module allows students and staff to interact with the system.

Functions:

View all lost and found items

Search items using keywords

Report lost items

Report found items

View item details including location and contact information

10
2. Item Management Module

This module handles the storage and retrieval of item information.

Functions:

Store lost and found item details in the database

Display items based on status (active or returned)

Update item status when returned

3. Search Module

This module allows users to easily find items.

Functions:

Search items by item name or description

Display search results dynamically

Filter results based on item type (lost or found)

4. Admin Module

This module is accessible only to authorized administrators.

Functions:

Admin login using secure session handling

View all posted items

11
Mark items as returned

Delete inappropriate or duplicate items

Logout securely from the system

5. Validation and Security Module

This module ensures data integrity and system security.

Functions:

Client-side form validation using JavaScript

Server-side validation using PHP

Session management for admin authentication

Input sanitization to prevent SQL injection

12
Screenshots of the Application (4 or 5)

Figgure 8.1 webssite home page

13
 Figgure 8.2 admin login page

Figgure 8.3 admin dashbord page

14
 Figgure 8.4 report lost and found form page

figgure 8.5 database part

15
Challenges Faced & Solutions

During the development of the Jimma University Lost and Found Web
System, several challenges were encountered. Appropriate solutions
were applied to overcome these challenges and ensure the system
functions correctly.

1. Input Validation and Data Security

Challenge:
Ensuring that users do not submit empty or invalid data and protecting
the system from SQL injection attacks.

Solution:
Client-side validation was implemented using JavaScript to check
required fields before submission. Server-side validation was also
applied using PHP and mysqli_real_escape_string() to
sanitize user inputs.

2. Search and Filtering Functionality

Challenge:
Implementing an efficient search feature that returns relevant results
from the database.

Solution:
The SQL LIKE operator was used to match keywords against item
names and descriptions. JavaScript was used to filter items dynamically
without reloading the page.

16
3. Admin Authentication and Session Handling

Challenge:
Managing admin login and logout securely using PHP sessions.

Solution:
PHP sessions were used to track logged-in admin users. Session
variables were properly destroyed during logout to prevent unauthorized
access.

Conclusion
This project successfully implements a lost and found management
system using PHP and MySQL. It allows users to report, view, and
search lost or found items efficiently. By applying CRUD operation, the
system provides a simple and organized way to manage item records,
making the process faster and more reliable than manual methods.

Future improvements
In the future, the system can improve by adding user authentication,
image upload for items, email or SMS notification, and better security
features. It can also be enhanced with advanced search filters, mobile
responsiveness, and an admin approval system to improve reliability and
user experience.

17