Students online clearance system

We declare that the report of the project work entitled Students online clearance system,
is based our own work carried out during the course of our study under the advisor of Mr. Rituraj
Jain.

We assert that the statements made and conclusions drawn are an outcome of the project
work. We further declare that to the best of our knowledge and belief that the project report
does not contain any part of any work which has been submitted for the award of any other
degree/diploma/certificate in this University or any other University.

Name ID No Signature

1. DINARAS BEKELE______________CETE/0074/16 ------------------

2. LAMI FIKADU__________________CETE/0074/16 -------------------
3. SIDISE TASHOME_______________WU001979 ------------------
4. OBSA JIBRIL____________________WU001912 ------------------
5. ERMIYASWOLDEMICHAEL______WU001494 -------------------

Approved By:

Name of the Advisor:

Signature:

Head of the Department

Signature :

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 Students online clearance system

Acknowledgements

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. Rutraj Jain for his valuable
advice.

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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 Students online clearance system

Contents
Acknowledgements...................................................................................................................................... II
Abstract........................................................................................................................................................ V
CHAPTER ONE...................................................................................................................................... - 1 -
1.1 Introduction................................................................................................................................... - 1 -
1.2 Background of the project............................................................................................................ - 1 -
1.3 Statement of the problem..............................................................................................................- 2 -
14 Objective of the project.................................................................................................................. - 2 -
1.4.1 General Objective.....................................................................................................................- 2 -
1.4.2 Specific Object..........................................................................................................................- 3 -
1.5 Scope of the project....................................................................................................................... - 3 -
1.6 Significance of the project.............................................................................................................- 3 -
1.7 Limitation of the project............................................................................................................... - 4 -
CHAPTER TWO.....................................................................................................................................- 6 -
LITERATURE REVIEW....................................................................................................................... - 6 -
2.1 Introduction of the Existing System.............................................................................................- 6 -
2.2 Players in the Existing System......................................................................................................- 6 -
2.3 Major functions/activities in the existing system........................................................................ - 7 -
2.3.1 Input Analysis...........................................................................................................................- 7 -
2.3.2 Process Analysis....................................................................................................................... - 7 -
2.3.3 Output Analysis........................................................................................................................ - 7 -
2.4 Business Rules................................................................................................................................ - 7 -
2.5 Report generated in the existing system...................................................................................... - 7 -
2.6 Forms and Other Documents of the Existing System................................................................ - 8 -
2.7 Proposed Solution for the new System that address problems of the Existing System...........- 9 -
2.8 Requirements of the Proposed System........................................................................................ - 9 -
Chapter Three..........................................................................................................................................- 11 -
3.1 Methodology.................................................................................................................................- 11 -
3.1.1 Method of Data Collection.................................................................................................... - 11 -
3.1.2 Data source........................................................................................................................... - 11 -
3.1.3 Fact Finding Techniques........................................................................................................ - 12 -
Chapter Four..........................................................................................................................................- 13 -
Modelling and Design............................................................................................................................- 13 -

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 Students online clearance system

4.1 Introduction..................................................................................................................................... - 13 -
4.2 Class Modelling............................................................................................................................- 13 -
4.3 State chart modelling...................................................................................................................- 14 -
CHAPTER FIVE..................................................................................................................................... - 16 -
IMPLMENTATION AND CODING......................................................................................................- 16 -
5.2 coding................................................................................................................................................ - 16 -
5.2 Final Testing of the system............................................................................................................. - 18 -
5.2.1 Unit testing................................................................................................................................ - 18 -
5.2.2 Integration Testing...................................................................................................................- 19 -
5.3 Hardware software acquisitions.....................................................................................................- 19 -
Chapter Six.............................................................................................................................................- 23 -
Conclusions and Recommendations.....................................................................................................- 23 -
6.1 Conclusions.......................................................................................................................................- 23 -
6.2 Recommendations............................................................................................................................- 23 -
Reference................................................................................................................................................ - 24 -

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 Students online clearance system

List of figure

Figure 2.1 Students Clearance form-------------------------------------8

Figure 4.1 Relational Database modeling for the system ------------13
Figure 4.2 Class modelling-----------------------------------------------14
Figure 4-3: State chart modelling ---------------------------------------15
Figure 5.1 Class modelling -----------------------------------------------21
Figure 5.2Clearance form page-------------------------------------------23

Abstract

Online clearance system is a Research work that will help to build an effective information
management for the Wollega University. It is aimed at developing a system for making clearance
for the students. The designed software will serve as more reliable and effective means of
understanding student’s clearance remove all to delay and stress as well as enable the user of the
system to understand the procedures involved and how to do their clearance online. This

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 Students online clearance system

Research will be done by collecting the data from the University. The Research is aimed to
achieve effective and efficient clearance process system for the students of Wollega University.
Moreover, the design and implementation will be carried out using HTML, CSS, PHP,
JAVASCRIPT, APACHE Server, and MYSQL for data base.

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 Students online clearance system

CHAPTER ONE
1.1 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. A clearance by itself is normally not
sufficient to gain access the organization must determine the cleared individual has need to know
the information.

Clearance is the process of determining and negotiating any permission that are needed to use of
someone else’s intellectual property creative project. Part of that process includes:-

 Determining the owner(s) of the intellectual property.

 Contacting the owners and negotiating on agreement.
 Administering written contracts.
 Handling other issues related to the use and licensing of intellectual property.

No one is supposed to be granted access to classified information solely because of rank or

position, but once a clearance is obtained access to certain information or gain of freedom will be
granted.

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 students
and to provide insurance for the organization especially for workers who play role in the
clearance processing system.

This system works for students of Wollega University. The online clearance processing system
allows the students to register for the membership to access the service of the system.

1.2 Background of the project

Wollega 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 Wollega University was established.

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 Students online clearance system

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 give 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 Advisor,
Bookstore, Library, Health and physical Education, 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 Wollega 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.
 To process the clearance is lot of queue because of the number of users.

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 Objective of the project

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.

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 Students online clearance system

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.

1.5 Scope of the project

This project is limited only for Wollega 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 Wollega University 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.

1.6 Significance of the project

The project work will help in a 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

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 Students online clearance system

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 advantages 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 minimized.
 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 up
of students during processing of the clearance.

1.7 Limitation of the project

Defines what the proposed system is not going to perform or what is not including in the
proposed system. This project covers some of the aspects of computer software based online
clearance processing system using Wollega University as case study. However, the following are
the constraints: -

Time constraints: - Due to time constrain the web page covers only clearance for various
departments by the students.

Financial constraints: - Due financial constraints people cannot afford this kind of process
online especially towards the cost of accessing the internet. Therefore, it would cost a lot to
develop a full web-based clearance processing system. Generally, the limitation of this project
includes: -

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 Students online clearance system

 This project done only for Wollega University students.

 The system couldn’t give service to academic staff and administrative staff i.e. limited
only for students.
 If the students lost/damage the university property, he/she couldn’t gain clearance, until
the students pay the cash personally to finance.
 The proposed system cannot access with their local language.

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 Students online clearance system

CHAPTER TWO

LITERATURE REVIEW
2.1 Introduction of the 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 Players in the Existing System

The main players in the existing system includes the following: -

 Students: - Students will go to department to get the clearance form and fill the form then
go to different offices to get sign.
 Registrar: - They sign in the form and give the form to the students.
 Proctors: - They check the dorm materials like bed, window, door, and the door key if all
are not damage, they sign in the student’s clearance form.
 Library: -They check either the borrowed books were returned or not.
 Sport Science: - This office check sport materials whether the student take from the office
or not.
 Student Service: - Any student debit is defined in this office.
 Book Store: - They check if the students have borrowed a book and return the book or not,
if they have not borrowed the students are cleared and they put sign in to the clearance
form.
 Departments: - Distribute clearance paper form for the students in respected department.
 Security Guard: -They check the student properties are matched with their clearance
paper.

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 Students online clearance system

2.3 Major functions/activities in the existing system

2.3.1 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.

2.3.2 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 has completed all the clearance processing.

2.3.3 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 obligation and is now free to pass out from the
university.

2.4 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.

2.5 Report generated in the existing system

The forms generated in the existing system are in the forms of form and files.

Forms: - Forms are the reports generated in the existing system that contains all information
filled by the university student.

Files: -Files are the collection of information about the students who involve in the clearance
processing system.

These all reports kept in the offices of the university to store information about the
university student.

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 Students online clearance system

2.6 Forms and Other Documents of the Existing System

Fig 2.1 Students Clearance form

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 Students online clearance system

2.7 Proposed Solution for the new System that address problems of 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 analysing 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: -

 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.

2.8 Requirements of the Proposed System

2.8.1 Functional requirements
Functional requirement defines a function of a system and its components. A function is
described as a set of inputs, behaviour, 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 requirements in

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

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.

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 Students online clearance system

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 student’s information like cleared students and the current available students’
information to be cleared.

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 Students online clearance system

Chapter Three
3.1 Methodology
Research methodology is a way to systematically solve the research problem. It may be
understood as a science of studying how research is done scientifically. In it we study the various
steps that are generally adopted by a researcher in studying his research problem along with the
logic behind them. It is necessary for the researcher to know not only the research
methods/techniques but also the methodology.

3.1.1 Method of Data Collection

During the research work, data needed for the project was gathered from various sources. In
gathering and collecting necessary data and information needed for system analysis, two major
fact-finding techniques were used in this work and they are:

Primary Source: This refers to the sources of collecting original data in which the researcher
made use of empirical approach such as personal interview.

Secondary Source: The secondary data were obtained by the researcher from Library source
and Internet downloads. The data collected from this means have been covered in literature
review in the chapter two of the project.

Oral Interview: This was done between the researcher and the management staff of Wollega
University. Reliable facts were got based on the questions posed to the staff by the researcher.

Evaluation of Forms: Some forms that are necessary and available were assed. These forms
help in the design of the new system.

3.1.2 Data source

Is the way or mechanism in which we gather information to develop the system.
We have used the following methods: -

 By seeing the forms that the existing system uses how students clear and take out their
property from the campus.
 Interviewing the heads of the office and the clerk (asking open and closed question)
 Observing different files and reporting documents.
 Collecting information from different references, projects and web sites

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 Students online clearance system

3.1.3 Fact Finding Techniques

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.

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

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.

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 Students online clearance system

Chapter Four
Modelling and Design
4.1 Introduction
In general, in chapter we will describe detail of our system design.

Figure 4.1 Relational Database modeling for the system

4.2 Class Modelling

This design level introduces changes to analysis class model based on implementation
technologies. It focuses on the solution domain instead of the problem domain.

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 Students online clearance system

The class diagram is the main building block in our project modeling.
It is used both for general conceptual modeling of the systematic of the application and
for detailed modeling 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.

Figure Class modelling 4.2

4.3 State chart modelling
A state chart diagram shows the behaviour of classes in response to external stimuli. This
diagram models the dynamic flow of control from state to state within a system.

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 Students online clearance system

Figure 4-3: State chart modelling

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 Students online clearance system

CHAPTER FIVE

IMPLMENTATION AND CODING

5.1Introduction

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.

5.2 coding
Home.php

<?php

require 'core/init.php';

if(logged_in() === false){

session_destroy();

header('Location:index.php');

exit();

?>

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 Students online clearance system

<!DOCTYPE html>

<html lang="en">

<head>

<title>WOLLEGA UNIVERCITY ONLINE CLEARANCE SYSTEM</title>

<link rel="stylesheet" href="css/normalize.css">

<link rel="stylesheet" type="text/css" media="screen" href="css/screen.css">

<link rel="stylesheet" href="css/home.css" />

</head>

<body>

<div id="page">

<header>

<a title="asset" href="home.php">

<div class="logo">

</a>

<span id="title">WOLLEGA UNIVERCITY ONLINE CLEARANCE SYSTEM</span>

</div>

<nav>

<label for="email">Welcome <?php echo $user_data['first_name']; ?></label>

<input type="image" src="images/icons/home.png" title="home" value="Home" style="margin-

left:10px;"/>

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 Students online clearance system

<a href="profile.php"><input type="image" src="images/icons/user.png" title="Profile"

value="settings " style="margin-left:10px;"/></a>

<a href="logout.php"><input type="image" src="images/icons/logout.png" title="Logout"

value="Sign Out" style="margin-left:10px;"/></a>

</nav>

</header>

<div class="navba">

<?php include('navbar.php'); ?>

</div>

</div>

</body>

</html>

5.2 Final Testing of the system

We will perform following testing techniques for checking functionality of our proposed
system.

5.2.1 Unit testing

First we will test each unit at each system. Each modules of the System can be tested
check the working of each classes, methods and attributes of the System. For immediately
maintain at which the problem is occurred.

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 Students online clearance system

5.2.2 Integration 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
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.

5.3 Hardware software acquisitions

For the implementation of the system the following hardware devices are used: -

1. Server:- used for hosting the system.

2. Printer:- for printing the documents like generated report, approval letters etc.

3. Cables: - For network connection purpose.

4. Computer: - for running the system which is hosted on the server.

For the implementation the system the following software are used:-

1.Microsoft Windows 8

2.Microsoft Visual studio 2010

3.Xampp

4.Browsers

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 Students online clearance system

5.4 User manual preparation

As the system is hosted on the single machine that is server, there is no need of preparing full
manual user manual. Some useful information’s are given to the user when deploying the system
and also little guiding information on the site of the system which guides the user how to use the
system.

5.5 Training

No long term and continues training will be given regarding the system. The team will
provide short training term for the administrator how he/she manage and operate the system.
The teams can explain information regarding the operation of the system for the
administrator during deploying the system on server. As the system is user friendly, it is
not complicated for the administrator to manage the system.

5.6 Installation Process

Since we are developing web-based project which can be hosted on the server, our system
does not need installing it on a particular machine. So system cannot need installation
process. It can be accessed using the URL given to it and browsing the URL to get the access
to the system.

5.7 Start-up strategy

Our system will start after providing the following information. It requires username and
password for administrator to operate or manage the system and other users to access their
own profile and requesting for clearance who is already the members of the system. For those
who are not member of the system, they can view only the home page and they cannot do
anything or they cannot access clearance form. If they want they can register in the
registration page by providing the proper information.

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 Students online clearance system

Figure 5.1 Class modelling

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 Students online clearance system

Figure 5.2Clearance form page

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 Students online clearance system

Chapter Six

Conclusions and Recommendations

6.1 Conclusions

Wollega University Students Clearance processing system is one of the activities which are done
manually. By considering the problems of the manual system the 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 problem soft he existing system. Like it decreases time consumption, energy
consumption, resource loses during processing the clearance system in manual system.

6.2 Recommendations

Based on shortage of time and some other condition like resources we do not include
some features to our project. The team want to recommend those who what further to work on
our project to include the features 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 approve their clearance request. The other features we
recommending to be added to this project are clearance processing for administrative
students and other worker like cafeteria workers, and library workers and all employees of the
Wollega University.

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Reference

1. 7th Conference on Software Engineering Education, Lecture Notes in

Computer Science, Vol.750, Jorge L. Diaz-Herrera (ed.), Springer
Verlag, pp. 413–427, Jan.1994.

2. Onlie: www.W3school.com.

3. Ambler, Scott W.2001.Object Primer.2nd ed. Cambridge University

press

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