Wollo University

Kombolcha Institute of Technology (KIoT)

Project Title: Student Information Systems

Software Architectural and Design (SAD) Documentation

Prepared by:

Name ID

1. Mubarak Mohammed --------------------------------------------------4855/10

2. Yamlak Gebrie --------------------------------------------------0625/10
3. Mikiyas Tefera --------------------------------------------------1723/10
4. Guled Ali --------------------------------------------------1336/10
5. Hiluf Meresa --------------------------------------------------1463/10
6. Adem Abate --------------------------------------------------0516/10
7. Beyene Bishaw --------------------------------------------------0967/10
8. Milyon Alemu -------------------------------------------------0584/10
9. Solomon Seyoum -------------------------------------------------2057/10

Summited date: 19/02/2021

Summitted to: T.Ashenafi Workie

KIoT, Wollo, Ethiopia

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Contents
1. Introduction ................................................................................................................................................ 1
1.1 Background .......................................................................................................................................... 1
1.2 Statement of Problem ........................................................................................................................... 1
1. 3 Objectives ............................................................................................................................................ 2
1.3.1 General objective ........................................................................................................................... 2
1.3.2 Specific Objectives ........................................................................................................................ 2
1.4 Scope .................................................................................................................................................... 3
1.5 Significance .......................................................................................................................................... 3
1.6 References ............................................................................................................................................ 3
2. Software Requirement Specification ......................................................................................................... 4
2.1 Functional Requirement ....................................................................................................................... 4
2.2 Non-Functional Requirement ............................................................................................................... 5
2.3 Use case diagram .................................................................................................................................. 5
3. System Architecture ................................................................................................................................... 7
3.1 System Architecture ............................................................................................................................. 7
3.2 System Decomposition......................................................................................................................... 8
3.3 Functional Decomposition Tree ........................................................................................................... 9
4. System Design ........................................................................................................................................... 9
4.1 Class diagram ..................................................................................................................................... 10
4.2 Architectural Design .......................................................................................................................... 11
4.3 Data Design ........................................................................................................................................ 12
4.3.1 Data Description .......................................................................................................................... 13
4.3.2 Data Dictionary............................................................................................................................ 15
4.4 Components Design ........................................................................................................................... 16
4.4.1 Design Patterns Used ................................................................................................................... 17
4.4.2 Database Design .......................................................................................................................... 18
4.5 User Interface Design ......................................................................................................................... 19
4.5.1 Overview of User Interface ......................................................................................................... 19
4.5.2 Screen Images .............................................................................................................................. 22
4.5.3 Screen Objects and Actions ......................................................................................................... 25
References .................................................................................................................................................... 26

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Table of Content
Table 2.1 Functional requirement .................................................................................................................. 4
Table 2.2 Non-functional requirements ......................................................................................................... 5
Table 4.1 Data description for SIS personal information ............................................................................ 13
Table 4.2 Data description for SIS Department ........................................................................................... 14
Table 4.3 Data description for SIS Registral ............................................................................................... 14
Table 4.4 Data description for SIS Course module ..................................................................................... 15

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Figure
Figure 2.1 Use case diagram for student information system ........................................................................ 6
Figure 3.1 High level system architecture ..................................................................................................... 7
Figure 3.2 System decomposition for student information system................................................................ 8
Figure 3.3 Functional decomposition tree for student information system ................................................... 9
Figure 4.1 Class diagram for student information system ........................................................................... 10
Figure 4.2 Architectural design for student information system ................................................................. 11
Figure 4.3 Data design for student information system ............................................................................... 12
Figure 4.4. Component diagram for student information system ................................................................ 16
Figure 4.6 Database design for student information system ........................................................................ 18
Figure 4.7 User interface for Login page ..................................................................................................... 19
Figure 4.8 User interface for Registration page ........................................................................................... 20
Figure 4.9 User interface for Personal information page ............................................................................. 21
Figure 5.1 Screen image UI for Login page ................................................................................................ 22
Figure 5.2 Screen image UI for Registration page ...................................................................................... 23
Figure 5.3 Screen image UI for Personal information page ........................................................................ 24
Figure 4.5 Screen objects and action for SIS ............................................................................................... 25

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Abstract
Student Information System can be used by education institutes to maintain the records of students easily.
Achieving this objective is difficult using a manual system as the information is scattered, can be redundant
and collecting relevant information may be very time consuming. All these problems are solved using this
project. This project “Student Information System” provides us a simple interface for maintenance of
student information. It can be used by educational institutes or colleges to maintain the records of students
easily. Achieving this objective is difficult using a manual system as the information is scattered, can be
redundant and collecting relevant information may be very time consuming. All these problems are solved
using this project.
Throughout the project the focus has been on presenting information in an easy and intelligible manner. The
project is very useful for those who want to know about Student Information Management Systems and
want to develop software’s/websites based on the same concept. The project provides facilities like online
registration and profile creation of students thus, reducing paperwork and automating the record generation
process in an educational institution.

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Acknowledgment
We take this opportunity to express our sincere gratitude to all those who helped us in various capacities in
undertaking this project and devising the report. We are privileged to express our sense of gratitude to our
respected teacher Mr. Ashenafi Workie whose unparalleled knowledge, moral fiber and judgment along
with his know-how, was an immense support in completing the project. We take this opportunity also to
thank our friends and contemporaries for their cooperation and compliance.

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1. Introduction
Now a day rapid growth of technology endorses everything fast, simple, computerized and web based.
Despite of these we are going to develop student information system for KIoT. Kombolcha Institute of
Technology University Student Information system (SIS) performs online Student registration, withdraws,
grade submission, and student data management. We have decided to investigate the use of online
registration system. It focuses on the capabilities and facilities provided by a registrar. The details of what
all are the needs of the Online Registration System and if it fulfills these needs are detailed in the use-case
and supplementary specifications. This system shall focus on online registration and grading rather than the
other supplementary constraint dormitory and clearance system.

1.1 Background
Wollo university is one of the universities which have already started its operation, Kombolcha Institute of
Technology is one of the institutes established. Kombolcha Institute of Technology is striving to reach its
full potential in order to full fill its staff and student development activities. As today’s technology is
growing or spreading rapidly in everywhere, due to this the institute wants to preferable, computable, works
in faster way to satisfy users to facilitate their activities.

This project is one part of the technology that computerizes the university’s student’s information service,
and this project is aims to solve problem during department placement, registration, grading report, student
records, the project is going to be developed for students, teachers, administrator, registrar, instructor,
department heads and others to facilitate teaching and learning process.

1.2 Statement of Problem

The existing student information system has many problems in relation to registration and database
management, since it is a file-based system. The following are problems of the existing system.
In case of Information Input and output
Data collection is not accurate and based on timely manner. Duplication of data occurs when data input in
to the system. It is difficult to add, replace, delete and edit the required information. Checking the Validity
of input data is difficult. Since information is not collected timely and accurately, the output is not precise
and on time. Processing the input data in order to get an output takes much time because of the manual
system (like grade point calculation takes time). Due to this student do not see their grade report on time. It
is difficult to check whether the output data is valid or not. The data stored takes more rooms. Difficult in
order to add some additional requirements to the existing system’s stored data (i.e it is not flexible).

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Registration time
Since students fills different forms during registration and these forms are checked by Concerned registrar
employee on different offices this process takes much time. After students submit registration form the
registrar employee check the validity of student’s information line by line the student’s response time is low.
Economy Since the system currently uses file-based system it is not economically sufficient i.e. there is a
redundancy of activities, unnecessary slip is given to departments and main registrar (wastage of material
and time), grade report is prepared each and every semester with an unnecessary number of copies (wastage
of material) and so on. Number of rooms used to store registration information (wastage of resources).

Cost Efficiency and Service

Since everything is done manually by individual worker, the number of employees is high, this in turn makes
the university to allocate high budget for employee’s salary. High budget for different resources (like copy
machine ink, paper, pen etc...). Control and Security Currently almost there is no control and security
mechanism with in the office. Student’s information especially grade report is not secured that is it can be
seen by other peoples, because there are no authentication mechanisms. In addition to this there is wastage
of materials and time due to redundantly storage of identical data on different offices. The current system
takes time during student registration because they use some workers for a number of students, which makes
the student to wait a lot until they get their turn. The services provided by the office are not as fast as possible
because the service providers are busy with the paper and paper related activities.

1. 3 Objectives
1.3.1 General objective
The general objective this project is to develop automated student information system which can easily
manage student records, grade, course information and schedule for KIoT.
1.3.2 Specific Objectives
The specific objectives of this project are the following:
▪ To make possible Students can register online.
▪ To make possible Student can see their grade online.
▪ Students can admission and Readmission online.
▪ To make possible students can do Withdrawal online.
▪ To make students can easily to access reference (guide) books.

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1.4 Scope
The office of registrar has many duties. Hence dealing with automation of service it provides doesn’t go
with the short time that we have. So, we limit ourselves to the following areas.
▪ Student registration
▪ Student grading
▪ Student admission
▪ Readmission
▪ Withdrawal/dropout
▪ Prepare student information
▪ Add and/or Drop courses

1.5 Significance
The proposed system has the following significance
▪ Make all the system computerize (registration and grading system).
▪ Reduce time consumption (reduce high queue).
▪ Reduce error scope
▪ Centralized database management.
▪ Easy operations for user of the system.
▪ Increased accessibility to resources without geographic location or organizational affiliation.
▪ Students can gain access to the information at any time.
▪ Information resources can be searched easily (like course information’s).

1.6 References
We use some reference or sources, that helps us in some sections, as a guide to prepare this
documentation.
▪ http://www.columbia.edu/cu/sis/Documentation/Documentation_Library.html
▪ https://www.louisianabelieves.com/docs/default-source/data-management/2014-15-sis-user-
guide.pdf?sfvrsn=4
▪ https://www.amazon.com/Student-Information-Systems- /dp/1578580676
▪ http://article.sciencepublishinggroup.com/pdf/10.11648.j.ajomis.20160101.11.pdf

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2. Software Requirement Specification
A requirement is a feature that the system must have or a constraint that it must satisfy to be accepted by
the student information system. It determines the needs of everyone who will be the user of the proposed
system of our project users such as: Administrator, Register, Instructor, etc. Generally, the requirement of
the new system can be viewed as:

2.1 Functional Requirement

The functional requirement of the project is defining a function of our system and its components. A function
is described as a set of inputs, the behaviour, and outputs. Functional requirements also describe the relations
between the system and the user or the environment. Here, the ‘relations’ means the direct or indirect
interactions between the user and the system. The functional requirement of our system is shown below
within the following table:

FR ID Requirements description Use cases Priority

FR01 The system shall allow to student to withdraw Withdraw/drop out High

FR02 The system shall register user by validating Register High

information
FR03 The system shall allow to show full course View course information Medium
information.
FR04 The system shall allow to view grade/result View grade Medium

FR05 The system shall allow to view student personal View personal information Medium
information
FR06 The system shall allow to view online guide books View guide books Medium

FR07 The system shall allow to login to the system Login High

FR08 The system deactivates students from the system. De-Activate students High

FR09 The system shall allow generates the grade report. Prepare grade report High

FR10 The system shall allow to send request Request High

FR11 The System shall allow the student to add and drop Add and drop High
courses.

Table 2.1 Functional requirement

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2.2 Non-Functional Requirement
Non-functional requirement defines the attributes such as security, reliability, performance, maintainability,
scalability and usability. Below there is a table that defines the non-functionality of the system.

NFR ID Requirements description Requirement group

NFR01 The system shall contain strong password to hack Security

NFR02 The system must be available to the intended users 24 hours per 7 Availability
days.
NFR03 The system shall support one user per minute. Performance

NFR04 All pages should be supported with English language Usability

NFR05 The system shall allow to run on Linux, Windows or Mac. Portability

NFR06 The system shall not fail at all. Reliability

NFR07 The system shall to handle increasing work loads Scalability

Table 2.2 Non-functional requirements

2.3 Use case diagram

The use case diagram of the system is referred to as behaviour diagram used to describe the actions of all
user in a student information system. All user describes in the use case are actors and functionality as
action of system. Below there is a use case diagram for student information system.

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Figure 2.1 Use case diagram for student information system

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3. System Architecture
The SIS is a system which contain major part which include: student Detail, Student image and resume. The
user selects one of the available options as an input to the system. According to the input by the user the
system acts and the rest of the functions are performed accordingly. The administrator can operate on any
student details, but the normal student or users can only access their details of all the functionalities.

3.1 System Architecture

System architecture for student information system is shown below.

Figure 3.1 High level system architecture

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3.2 System Decomposition
System decomposition is deals with breaking a complex problem or system into part that are easier to
conceive, understand, program, and maintain. The system decomposition for student information system
describes package of the system can have different tasks under a single part.

Below there is the system decomposition diagram for Student information system.
.

Figure 3.2 System decomposition for student information system

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3.3 Functional Decomposition Tree
The function decomposition tree describes the hierarchical structure of the system.
Functionality based lower-level system decomposition in tree form for SIS is shown below.

Figure 3.3 Functional decomposition tree for student information system

4. System Design
The overall system design objective is to provide an efficient, modular design that will reduce the system’s
complexity, facilitate change and result in an easy implementation. This will be accomplished by designing
strongly cohesion system with minimal coupling. In addition, this document will provide interface design
models that are consistent user friendly and will provide straight forward transition through the various
system functions.

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4.1 Class diagram
The class diagram of the student information system describes structure of the system by collaborating the
classes, their attributes, operations or methods and relationship among different objects.

Figure 4.1 Class diagram for student information system

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4.2 Architectural Design
Architectural design defines the collection of hardware and software components and their interfaces to
establish the desired system framework. The architectural design of student information system is shown
below.

Figure 4.2 Architectural design for student information system

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4.3 Data Design
Data design is the process of creating a model of the information represented at a high level of
abstraction. The challenge is extract useful information from the data environment, particularly
when the information desired is cross-functional. The data design of the student information system
is shown below.

Figure 4.3 Data design for student information system

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4.3.1 Data Description
The data description of Student information system is that contains the student data description.

Column Data type Allow null Note Key Media (MIME) type

Student_id Int (15) Not_null Unique_id Primary_key Text/plain

First_name Varchar (50) Not_null Text/plain

Last_name Varchar (50) Not_null Text/plain

Sex Varchar (50) Not_null Text/plain

BirthDate Date () Not_null Text/plain

Region Varchar (50) Not_null Text/plain

Nationality Varchar (50) Not_null Text/plain

Email Varchar (50) Not_null Unique_email Text/plain

Address Varchar (50) Not_null Text/plain

Phone Int (20) Not_null Unique_phone Text/plain

Woreda Varchar (50) Not_null Text/plain

Zone Varchar (50) Not_null Text/plain

Table 4.1 Data description for SIS personal information

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 Column Data type Allow null Key Note Media
(MIME) type

Department_id Int (20) Not null Primary_key - Text/plain

Department_name Varchar (34) Not null Department name Text/plain

Department_Head Varchar (34) null Head name Text/plain

Department_adresss Varchar (30) null Department address Text/plain

Email Varchar (24) Not null Department email Text/plain

Table 4.2 Data description for SIS Department

Column Data type Allow null Key Note Media

(MIME) type

Registerar_id Int (20) Not null Primary_key - Text/plain

Registrar_name Varchar (34) Not null Registrar name Text/plain

Telephone Int (40) null Telephone number Text/plain

Email Varchar (40) Not null Email address Text/plain

Location Varchar (40) null Location Text/plain

Table 4.3 Data description for SIS Registral

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 column Data type Allow null Key Note Media
(MIME)
type

Course_id Int (20) Not null Primary_key - Text/plain

Course_name Varchar (35) Not null Course Text/plain
name

Course_code Varchar (35) Not null Course Text/plain

code

Course_grade Varchar (30) Not null Course Text/plain

grade

Course_credit Int (20) Not null Course Text/plain

credit

Pre_request Varchar (25) Null Pre- Text/plain

request

Semester Varchar (20) Not null Course Text/plain

semester

Table 4.4 Data description for SIS Course module

4.3.2 Data Dictionary

User is the central object in the SIS module. User have the following information:
▪ Identification information includes first name, middle name, and date of birth and place of birth.
▪ Contact information includes e-mail address, phone.
▪ User authentication information includes user ID, username, and password.
▪ Withdraw: a student wants to stop participating in a course.

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4.4 Components Design
Component design deals with a component diagram of the system. Below there is a component diagram of
the system.

Figure 4.4. Component diagram for student information system

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4.4.1 Design Patterns Used
Adapter design pattern

The adapter pattern converts the interface of a class into another interface clients expect. Adapter lets
classes work together that couldn’t otherwise because of incompatible interfaces . We use the adapter
design pattern to correspond or collaborate different incompatible interfaces in to one.

Below the figure describes, the student and the instructor sub systems are connected through Course
module using the adapter design pattern.

Figure 4.5 Design pattern for student information system

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4.4.2 Database Design
Below the figure shows the database design for student information system

Figure 4.6 Database design for student information system

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4.5 User Interface Design
User interface (UI) design is the process designers use to build interfaces in software or computerized
devices, focusing on looks or style. Designers aim to create interfaces which users find easy to use and
pleasurable.

4.5.1 Overview of User Interface

The user interface of the system the means in which a person controls a software application or hardware
device. Below there are some figures of the User Interface for the system.

Figure 4.7 User interface for Login page

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Figure 4.8 User interface for Registration page

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Figure 4.9 User interface for Personal information page

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4.5.2 Screen Images
Screen image is a screenshot image that show how the user interacts with the user interface.
Below there are some screen image user interface of the system.

Figure 5.1 Screen image UI for Login page

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Figure 5.2 Screen image UI for Registration page

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Figure 5.3 Screen image UI for Personal information page

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4.5.3 Screen Objects and Actions
Screen Objects Actions
Step 1: A user must have a valid username and password.
Login Step 2: A user enters his/her username and password in a
text field.
Step 3: The system checks whether the user password and
username are corrected or not.
Step 4: If the username and password is correct, the user
will be able to visit the home page, otherwise he/she will
return to the field.
Registration Step 1: The user must have to filled out all the required
fields with correct spelled.
Step 2: The system should allow to join the users with the
system.
Log Out Step 1: To logout from the system the user must have to
login.
Step 2: After login the system shall allow to logout the
user from the system.
Grading sheets Step 1: The user must have a valid username and
password to login.
Step 2: The system shall allow to show his/her grading
sheet.
Figure 4.5 Screen objects and action for SIS

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References
▪ http://www.columbia.edu/cu/sis/Documentation/Documentation_Library.html
▪ https://www.louisianabelieves.com/docs/default-source/data-management/2014-15-sis-user-
guide.pdf?sfvrsn=4
▪ https://www.amazon.com/Student-Information-Systems- /dp/1578580676
▪ http://article.sciencepublishinggroup.com/pdf/10.11648.j.ajomis.20160101.11.pdf

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