Wolkite University

College of Computing and Informatics

ICT Incubation Center Project Proposal

Project Title: -

Digital File Cabinet and Smarts office Communication System for

Wolkite University

Project Team Members

No. Participant Student Sex Department Year(Batch)
Name
1 Ababayehu Alaro Male Software Engineering 3rd year in 2012 E.C
2 Bereket Zergaw Male Software Engineering 4th year in 2012 E.C
3 Habte Amare Male Information Systems 4th year in 2012 E.C
4 Nuradin Idris Male Computer Science 3rd year in 2012 E.C
5 Samrawit Lemmma Female Information Systems 3rd year in 2012 E.C
6 Tigist Abera Female Information Technology 4th year in 2012 E.C

Submitted to:-
Computing and Informatics College Research, Community Service
and University Industry Linkage coordinator office

Advisor: -Alemu Woldie

Wednesday, June 26, 2019

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Contents
1. Introduction ......................................................................................................................... 3

1.1. Background ................................................................................................................... 4

1.2. Statement of the problem ............................................................................................... 4

1.3. Objectives of the Project ............................................................................................... 4

1.3.1. General Objective .................................................................................................. 4

1.3.2. Specific objective ................................................................................................... 4

1.4. Feasibility Analysis ....................................................................................................... 5

1.4.1. Economic feasibility ............................................................................................... 5

1.4.2. Operational feasibility ............................................................................................ 5

1.4.3. Technical Feasibility .............................................................................................. 5

1.5. Scope ............................................................................................................................ 6

1.5.1. This project focuses on: .......................................................................................... 6

1.6. Significance of the project ............................................................................................. 6

1.7. Methodology ................................................................................................................. 6

1.7.1. Methods of data collection ..................................................................................... 7

1.7.2. Data Analysis Methodology ................................................................................... 8

1.7.3. System development tools ...................................................................................... 8

1.7.4. Testing methodology .............................................................................................. 9

1.8. Project plan and budget ............................................................................................... 10

1.8.1. Project Plan .......................................................................................................... 10

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 1. Introduction

An office is the center of point of organization. The office performs a clerical function such as
information collection, recording analyzing, distribution of information and executive function
such as planning, policy formulation, organization, decision making and also It is used by
management for the purpose of planning, organizing, staffing, directing, and controlling . An office
is a storehouse of records. it keeps the records of past and present and provides necessary
information for futures. office not only keeps record of information but also plays the role of reliable
channel of communicating of the information. It is required for smooth functioning of the
organization.

Office automation refers to the integration of office functions usually related to managing
information. There are many tools used to automate office functions and the spread of electronic
processors inside computers as well as inside copiers and printers is at the center of most recent
advances in office automation. Raw data storage, electronic data transfer, and the management of
electronic business information comprise the basic activities of an office automation system.

Digital file cabinet can be described as a system which starts with preparing documents in
computers or uploading prepared documents to computers; continues with saving the document
header information (document name, document editors, document type, document date, subject,
abstract, page number etc..), making changes on the document and sharing the document with
different users; ending with archiving the document.

The reasons such as high cost of creating physical archives, high cost on investing resources (paper,
pen, and etc.), the mess caused by copying and replicating the documents, high cost of
photocopying and fax, high cost of managing, archiving documents in physical environment, staff
movement to facilitate their issues, and the grievance of staff for waiting for concerned office
leader/head necessitated to manage documents in electronic environment. Digital file cabinet and
smart office communication system provide various advantages to institutions some are reducing
cost expenditure, accessing documents is shortened and work efficiency is better.

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 1.1. Background
Wolkite University is one of the third generation universities in Ethiopia. As higher education
institution besides of teaching learning participating on research, projects and community services
on the major identified prioritize problem areas are the concern of universities. The University gives
educational services for regular students as well as extension programs for the people who live in
Wolkite town, neighboring cities and other parts of the country. The University is also works to
become research institute for different areas of field of studies. In the University there are different
management activities that are performed.

1.2. Statement of the problem

As higher education institution, WKU has two main class of staffs. In this two classes of staffs,
there are more than 10 main offices and more than 50 sub offices. All these offices manually have
their own file cabinets, office structures, letter formats, and communication systems. The manual
operations in offices, like reading a complaint from student, confirming it from the concerned body
and approving the paper by signing on it and other tasks are the usual operations.

Such types of manual operation may take long time process when confirming and sending the paper
to other staffs, high cost of creating physical archives and buying resources, and high cost of
managing and archiving documents in physical environment. The productivity of manual
operations in offices will reduce the overall efficiency of the workers and may disrupt the working
spirit of the worker/environment.

Generally it is difficult and tedious to perform basic activities like generating report, it take time and
human power to transfer the needed data between the stake holders.

1.3. Objectives of the Project

1.3.1. General Objective
The main objective of this project is to develop digital file cabinet and smart office communication
for Wolkite University for concerned offices.

1.3.2. Specific objective

 To analyze office operations and file structures.

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 To design file structures and work flows of offices.

 To develop system components of digital file cabinets.

 To identify and design communication between offices.

 To test and deploy the system.

1.4. Feasibility Analysis

We examined feasibility of our study from different perspectives like, from its technical, operational
and economical points of view.

1.4.1. Economic feasibility

The project, we are going to develop is economically feasible than the manual system that the
organization is using now. The manual system requires many workers to handle all the works of
the organization. This implies that the agency is requested to pay salary to those workers involved
in that work flow and the cost is too much. Our system reduce this cost by replacing those workers
with computer which can perform lots of tasks in efficient and effective way with easy cost and
short time. So the proposed system is economically feasible.

1.4.2. Operational feasibility

The system has definitely a positive impact on users as they involved in the development of this
project by providing their opinion/feedback and understood/adapt easily how it will support their
day to day business operation. We follow each step how the existing system is working and our
technical skill transform the existing system into a computerized and automated one. The proposed
system is also compatible to any web browser. Based on these points our proposed system is
operational feasible.

1.4.3. Technical Feasibility

The project is technically feasible for development as it uses resources (such as hardware and free
available software) and technology, which require accomplishing user requirements and
implementing the new system within the allocated time and budget. Technically it is possible to
access one server by electronic devices if the user has access privilege. That goes to the proposed
system is technically feasible.

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 1.5. Scope
This project will design, develop and implement digital file cabinet and smart office communication
in web based application. The main activities are digital file cabinet, letter format and control
communication and reports for concerned staffs, heads of departments, deans of colleges, directors,
administrative.

1.5.1. This project focuses on:

 Digital File Cabinet
 Report generation and status reviewing
 Letter format and control
 Communication

1.6. Significance of the project

After the completion of this project it helps the organization and its community to have the
following significance.

 Increasing the work efficiency by utilizing resources (time and space) effectively.
 Maximize productivity of the organization by reducing the cost expenditure for paper and
man power.

 To facilitate sending and approval of letter anywhere in WKU campus.

 To assure delivery of letter.
 To minimize the grievance of staff for waiting for concerned office leader/head.

 To make the file safe (computer ‘data’ can be readily duplicated ‘off site’).
 To manage, retrieve records quickly and documents centrally available.

1.7. Methodology
This section deals with methods of data collection that used in the system study and design of the
system, tools, models which are used in object oriented development environment will be applied.
We are going to use incremental software development model since it has the following core points
that helps to work our project:-

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  which delivers the software product, in sequential increments, on periodical basis.
 Involves multiple times execution of the development process, using waterfall model
strategy, to deliver the software versions in the form of new releases, after the completion
of each development cycle.
 Requirements, on priority basis, are added to each increment, until all of the requirements
are fused in the software product.

 Ensures software development along with its maintenance.

 Risks and defects are explored and corrected, within each iteration.
 Flexible & less, to continuously meet the incoming requirements. However, the overall cost
is a bit higher than the traditional waterfall model.

 Demands the pool of skilled developers and testers, having a deep understanding of the
requirements, along with the proper planning and designing.

 Good approach for developing software products, which are prone to a high level of risks.

1.7.1. Methods of data collection

Data collection is the most important part of the project to find the main requirement of the
system and to understand how the system works. We are going to use different methods to
collect data.

Among the methods, we use the following:-

Observation:

Even though interview is very important to gather information, direct observation is simple
and we will physically observe information that cannot maintain from the interview or
others and also it is important if they are unable to communicate with others because of the
difficulties they have to the professional terms (language).

Document analysis:
To get more information about the project we will use earlier documents that help us to
develop the project. During the analysis of documents, we will give a special consideration
to those documents which can bring more features to the project.

Interviews:

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 To get the basic information and background information about the existing management
system, the team members will interview the higher officers and some secretaries about the
services, and the problems associated with that environment.

1.7.2. Data Analysis Methodology

We use object oriented software engineering methodology (approaches) to develop our system.
;because it is a popular technical approach to analyzing, designing an application system, or business
by applying the object-oriented paradigm and visual modeling throughout the development life
cycles to foster better stakeholder communication and software product quality. Object Oriented
Analysis is selected since it has so many advantages and which can make our system more effective.

The advantages of Object Oriented Analysis are:

 The ability to tackle more achieving problem domains.

 Increased consistency among analysis, design and

programming activities.

 Common design and coding methodologies, including

Object-Oriented Design (OOD), Design
Patterns,

Refactoring, and the Unified Modeling Language (UML) 

Explicit representation of commonality among system

components.

 Increased consistency among all the models developed during

Object Oriented Analysis, design and implementation.

1.7.3. System development tools

 Modeling

 Enterprise Architect

 Draw max

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  UML modeling tools

 Programming language frontend

 HTML

 Bootstrap

 JavaScript
 Programming language backend
 php
 Database Design
 Wamp server

 Xamp server

 Mysql

 Additional Tools
 Adobe Photoshop CS6
 Frameworks both back end and front end
 Other editing and designing tools

1.7.4. Testing methodology

Developing software is a complex process. No matter how hard we try to eliminate all faults simply
by going through the phases of requirements, analysis, design, specification, and implementation,
however through good practice we can make sure that the most series fault does not occur in the
first place. In addition we need a separate testing phase, with the goal of elimination all remaining
faults before release. To simplify the testing process the project team followed the different types
of tests that break the testing process up into the distinct levels. These types testing are unit testing
integration testing and system testing.

1.7.4.1 . Unit Testing

In this level of testing process, we will test the different sub procedures and functions by applying
different test case scenarios for each functional module of the system.

1.7.4.2. Integration Testing

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In this level of testing we have examined how the different procedures work together to achieve the
goal of the sub system.

1.7.4.3. System Testing

In this level of testing process we have examined how nicely the subsystems of the whole digital file
cabinet and smart office communication system work together to achieve the desired goal.

1.8. Project plan and budget

1.8.1. Project Plan

No Tasks Duration Start date End date

1 30 days 01/12/2011 01/13/2011

Requirement Elicitation

2 30 days 02/01/2012 02/02/2012

Requirement analysis

3 Proposed system design 40 days 03/02/2012 13/03/2012

4 Implementation of Phase 1 25 14/03/2012 09/04/2012

proposed system Front end interface
Phase 2 25 10/04/2012 05/05/2012
Letter format and
control(back end)

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 Phase 3 25 06/06/2012 30/06/2012
Office
communication(bac
k end)

Phase 4 20 01/07/2012 20/07/2012

Digital file
cabinet(back end)

Phase 5 20 21/07/2012 10/08/2012

Report generation
(back end)

Phase 6 20 11/08/2012 1/09/2012

Integration of
modules

5 Unit testing 08 days 02/09/2012 10/09/2012

Testing
Integration 06 days 11/09/2012 17/09/2012
Testing
System testing 07 days 18/09/2012 25/09/2012

4 User manual preparation 15 days 26/10/2012 10/10/2012

5 5 days 11/10/2012 16/10/2012

System technical training for users

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1.8.2. Project Budget

Project Plan Document

Project Cost Breakdown

Unit
No. Item Name Unit Quantity Total Price Remark
Price
1 Flash Disk /16GB/ Number 6 250 1500

2 Mobile Card Birr 6 25*10 1500

3 Total Birr 3000

Table 1 - Material Cost

Advisor Cost
Total
No. Participant No. Days Per Diem Cost
Cost
1 Advisor 1 120 171 1*120*171 20520

Project Development Cost Breakdown

Per Phase
No. Task Days Participants Remark
Diem Cost
1 Requirement Elicitation and Analysis 60 6 50 60*6*70 25200
16800
2 System Design 40 6 50 40*6*70
56700
3 System Development and Implementation 135 6 50 135*6*70
10500
4 System Testing and Evaluation 25 6 50 25*6*70
4200
5 System Deployment and Configuration 10 6 50 10*6*70
6300
6 System Documentation 15 6 50 15*6*70
2100
7 Technical Training and Maintenance 5 6 50 5*6*70
Table - 5: Development Cost

121800

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 Total Project Cost
Individual
No. Cost Item
Cost
1 Material 3000

2 Developers 121800

3 Advisor 20520
143,820
4 Total Project Cost

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