WOLKITE UNIVERSITY

COLLEGE OF COMPUTING AND

INFORMATICS
DEPARTMENT OF SOFTWARE ENGINEERING

PROJECT TITLE: -

Online costsharing management system for

Wolkite University
N Name ID NO
o
1 Jonson Dedefo CIR/279/10
2 Hayat Nesibu CIR/273/10
3 Sadam Ahmed CIR/299/10

March 23, 2021

Wolkite University, Wolkite, Ethiopia
 APPROVAL SHEET

This is certified that the project entitled Online costsharing management system for Wolkite
University developed and submitted by

Name and Signature of Group members

No. Name ID No signature Date

1. Hayat Nesibu CIR/273/10 …………… ……..........

2. Jonson Dedefo CIR/279/10 …………… ……………

3. Sadam Ahmed CIR/299/10 …………… ……............

A Project Proposal Submitted to the Department of Software Engineering of Wolkite University

in Partial Fulfillment of Requirements for the Degree of Bachelor of Science in Software
Engineering

APPROVED BY

Examining Board Signature Date

1. ______________________ _______________ ____________

2. ______________________ _______________ ____________

3. ______________________ _______________ _____________

Table of Content

I
CHAPTER ONE..............................................................................................................................................1
1. INTRODUCTION...................................................................................................................................1
1.1 Background of the Organization..................................................................................................1
1.2 Statement of the Problem...........................................................................................................2
1.3 Objectives of the Project.............................................................................................................3
1.3.1 General Objective................................................................................................................3
1.3.2 Specific Objectives...............................................................................................................3
1.4 Feasibility Study...........................................................................................................................3
1.4.1 Economic Feasibility.............................................................................................................3
1.4.2 Operational Feasibility.........................................................................................................4
1.4.3 Technical Feasibility.............................................................................................................4
1.5 Scope and Limitation of the project.............................................................................................4
1.5.1 Scope of the Project.............................................................................................................4
1.5.2 Limitation.............................................................................................................................5
1.6 Significance of the project...........................................................................................................5
1.7 Beneficiary of the project............................................................................................................5
1.8 Methodology of the project.........................................................................................................6
1.8.1 Data collection methodology...............................................................................................6
1.8.2 System Analysis and Design.................................................................................................6
1.8.3 System Development Methodology....................................................................................7
1.8.4 System Testing Methodology...............................................................................................8
1.8.5 Development Tools and Technologies.................................................................................8
1.9 Budget and Time Schedule of the Project....................................................................................9
1.9.1 Budget of the Project...........................................................................................................9
1.9.2 Time Schedule of the Project.............................................................................................10
1.10 Team Composition.....................................................................................................................10

II
 List of Table

Table 1 : Budget of the project....................................................................................................................9

Table 2: Time Schedule..............................................................................................................................9
Table 3: Team configuration.....................................................................................................................10

List of Acronyms

OCSMS---------------------------------online cost sharing management system

WKU------------------------------------Wolkite university

III
 CHAPTER ONE

1. INTRODUCTION
Wolkite University cost sharing management system is a complex and very crucial activity in
campus which involves the entire students. As students are responsible during registration to
make students to contact cost sharing office Administrator who is responsible to give costshare
agreement form. Since the running up of current system is manual (which wastes time, resource
and, consumes human power) in order to solve this problem we are going to develop this project
which is online cost sharing management system (OCSMS) which deals with the problems of
managing a cost sharing agreement. Identification of the drawbacks of the existing system leads
to the designing of a computerized system that is compatible with the existing system and more
users friendly. Our system is a web based application that allows users to get any information
through online access. Therefore, it is necessary to develop online cost sharing system to make a
more computerized service provision by giving priority to the functionality of data validating,
storing, updating, deleting and generating report.

1.1 Background of the Organization

Wolkite University(WKU) is one of the third higher institutions that have been founded in
2012. The University is located in the southern Nation Nationalities Regional state, in guraghe
zone, 158 km southwest of the capital city, Addis Ababa, on the jima. It is established for the
purpose of providing and promoting higher education learning, research and outreach programs
in the country to ensure the realization of the national vision of reaching the level of middle
income countries by 2020.

In the past few years the university has witnessed tremendous expansion in terms of fields of
study and facilities that all students who are registered to WKU fill the cost sharing form in
order to get different services like food, home, education and health care. cost sharing was more
difficult to fulfill the form in manual system. The branches of Wolkite university students fill
the cost sharing form in the same way. All students who are registered to Wolkite university
cost sharing form would pay by percentage from his/her income after graduation. Wolkite
university Costsharing was performed using some criteria by using papers or manually.

1|Page
The paper distributed through the Department for the student, by filling the forms the students
agreed to the beneficiary agreement although the cost share office collect all the data filled
manually and insert into data base using desk top computer however this system was stressful
and boring, delay in giving response for manager, low performance, unsecured and loosing of
users’ data is the failures of the manual system. By being initiated with all these unsuitable
activities stated, we are developing web based cost share system for students this could address
the common problems may appear in the manual Wolkite University cost share System. Not
only solve the problems mentioned above our system also overviews on minimizing cost (save
money) in away all the authority to operate the whole performance is given to authorized
administrators to access and manage the system

1.2 Statement of the Problem

Currently Wolkite university students cost sharing management system is manual based
management system according to this many problems that can be occurred in the management
system. some of them are: -

 Data redundancy: - the students fill out his/her biography redundantly in each academic
year. E.g. if one student stays four years in the campus he/she fill out his/her biography in
eight paper (i.e. the student fills out his/her biography on two paper per each year).
 Data inconsistence: - student are not willing to fill out the biography on each cost share
form at each academic year. The student birth date and date completed from preparatory
school are commonly altered will student fill out his/her biography on each academic
year but other biography content also altered.
 Extravagance of money of the students: - each student must have provided four photo
per each academic year until he/she graduated from the university. So the existing cost
sharing management system has a problem by exposing the students to extra expense.
 Searching cost share file problem: - long time taking searching specific file to students.
 Students are registered manually with missing data report.
 Require high man power, error sensitive and having low security.

2|Page
 1.3 Objectives of the Project

1.3.1 General Objective

The objective of this paper is to develop online costsharing management system to enhance
filling the form of costsharing on WKU.

1.3.2 Specific Objectives

specific objectives of the system are:

 We Design user friendly interface such as interface of setting, cost share, date etc.
 We develop a web application through which students filling the form of costsharing
without missing data.
 we provide the facility to find and manage student record information.
 we provide access data without data loss, redundancy and inconsistence.

1.4 Feasibility Study

A feasibility study is simply an assessment of the practicality of a proposed plan or
project. Many of the feasibility studies are included within the project group members and many
ideas have been raised. As a result, most of the ideas raised are taken as an appropriate option
and the ideas mention the solution to the way we can go through our project. A feasibility study
decides whether or not the proposed system is worthwhile in different dimensions. It measures
how much the proposed system is beneficial or practical at development of the system. The
feasibility factors of our project are: -

 Economic feasibility
 Operational feasibility
 Technical feasibility

1.4.1 Economic Feasibility

Tangible Benefits: -

Benefits that are easily quantified from the conducted system are:
 Fastest processing time and reduced processing error.

3|Page
  Small response time and many services
 Easy and fast file management.
 Reduce cost of manual data management (Reduced expenses)
 Easy update & retrieval of stored records
Intangible Benefits: -
Benefits of the system that areas unquantifiable are;
 Better cost share managing
 Better service to the University
 Little job burden to employees of the office

1.4.2 Operational Feasibility

We perform the activity firstly by understanding of main problem in manual system. The system
has problems and we decided to change this manual system to web based system. And to make
the workers familiar with the technology, we would give the training about the system to the
users. So that, the system users can themselves run and operate with the system.
1.4.3 Technical Feasibility

Generally speaking, using different techniques, we can perform the work up to the desire of the
organization, even though fulfilling a human being’s need in all directions may be difficult and
impossible

1.5 Scope and Limitation of the project

1.5.1 Scope of the Project

The scope of the proposed system is an online cost sharing system for Wolkite University. There
are different kinds of cost sharing, filling system and standards in the University, but this project
targets to do online cost sharing, filling system for the Students of the University this system is
also effective for calculating in the student fee management system
Some of the scopes are:
 Perform operations like: register, update, search and delete costsharing.

 Filling the cost share online at the given schedule

4|Page
  Store the result in the database

 Create account for each user (student, administrator, registration)

 Generate the total cost agreement based on the student status

1.5.2 Limitation
The major limitation or difficulty that is not going to be included in the system is:

 Doesn’t focus payment process after graduation.

 Focus only on student cost share for Wolkite university.

1.6 Significance of the project

After the proposed system in place the subsequent benefit will be: -

 Create well organized cost share data and paperless environment.

 Handling students costshare file easily
 Minimize errors.
 Reduce resource wastage
 Create security of data and system.

1.7 Beneficiary of the project

To students
 Save time to fill out the cost share their biography
 Save their money from the expense to photo per each year.

To University

 Accessing the cost share file at each time.

 Handling students cost share file easily.

1.8 Methodology of the project

Some of main procedures that are followed to work our project include:

 Assessing the experience of other institutions that have used online cost sharing filling.
 Studying the current cost sharing filling system of Wolkite University.

5|Page
  Studying the security risk of Wolkite university online costsharing management system

1.8.1 Data collection methodology

Information is gathered in the following ways:

Observation
We have observed physically by going to the office. Also the team has seen that there is a
complex manually-computerizing (i.e. recording student data from paper to computer) system in
the office.

Interviewing

The other method we used to get information about the general view of the system is by
interviewing the cost share office and some student.

We ask some questions for Example: -

 How do you work with the currently?

 What is the problem of the current system?

We get responses from the persons and they also say that, the current system uses manual system
that means all activities performed by agenda. So that the system is complex, more time
consuming and redundant activity.

1.8.2 System Analysis and Design

Analysis
In analysis stage where the developer is requisite to study and evaluate all the existing software
with the same objectives within the market. The developer has done a survey to get more
information about the software he is going to build. What the developer achieved at the end of
this phase is that all the information needed including what the problem that the current software
encounter, how to fix and enhance it and choose the best alternative solution for all these
problems.
Design

6|Page
The stage followed by the analysis stage is designing stage. This phase can be divided into two
sub phases; logical design and physical design. Logical design is functional features described
independently. It is more of a rough sketch on a paper on how the flow of the software and all
the diagrams are generated in this phase. The physical design is transforming logical
specifications for technology specific detail. All the diagrams constructed are then be
transformed to more specific details. The developer found that this is one of the adventurous and
risky parts of the project because designing software without facing problems, latterly during the
implementation phase is not an easy task.

1.8.3 System Development Methodology

A system development methodology refers to the framework that is used to structure, plan, and
control the process of developing the system. There are different types of system development
methodologies to develop cost sharing system; among these we select waterfall system
development method. Because, Waterfall model is simple to implement and also the amount of
resources required for it are minimal when compared to the others. In this model, output is
generated after each stage, therefore it has high visibility. The client and project manager gets a
feel that there is considerable progress.
The waterfall model is the classical model of software engineering. This model is one of the oldest
models and is widely used in government projects and in many major companies. As this model
emphasizes planning in early stages, it ensures design flows before they develop.
In addition, its intensive document and planning make it work well for projects in which quality
control is a major concern.
The pure waterfall lifecycle consists of several non-overlapping stages, as shown in the
following figure. The model begins with establishing system requirements and software
requirements, and continues with architectural design, detailed design, coding, testing, and
Maintenance.
The waterfall model serves as a baseline for many other life-cycle models.

 To analyze our project/system we use UML diagrams and language/model. Such as use
case, sequence diagram, activity diagram.
 To design, we use an object oriented methodology.

7|Page
 1.8.4 System Testing Methodology
Before directly deploying this system, the team will perform different testing for its functionality
and meeting customers need.
 First the team tests each unit at each phase. So, if a problem is encountered it will
immediately have fixed.
 Second the team will perform an integration testing to check whether the system meets all
the functional requirements. System will be tested using the following system testing
procedures.
 Alpha testing: - In this testing method, the system will be tested by giving the correct
input. It is tested by a user at the developer Site.
 Beta testing: -In this testing method, team will force the system to be tested for incorrect
data input. The System will be tested by the users at their actual work place.
If any failures occurred while testing the system in all the above testing methods, the
team will take immediate correction beginning where this fault occurred before jumping
to next work so that it will meet the goal. If all the above testing methods are carried out
and find to be valid the system will directly have deployed.

1.8.5 Development Tools and Technologies

Software tools

 WAMP: - the combination of three software’s for windows APACHA, MYSQL, PHP
 MYSQL for data base store
 PHP for programming
 APACHA for as a server
 Notepad++,Sublime for code editor
 Microsoft word 2016 for documentation
 CSS HTML and JavaScript for style, for form display and client side scripting
respectively.
 Microsoft power point 2016 or presentation slide preparation.
 E_Draw, Paint to draw the UML Diagrams and for designs
 Adobe Photoshop cs6 for edit some profile and diagram.

Hardware tools

8|Page
  Computers with the following futurity: -
 8GB RAM for computer storage when computer start up.
 1000GB hard disk for data storage permanently
 2.4GHz processor with Intel and Pentium internally
 Flash and CD for data recovery and backup
1.8.5.1 Frontend Technologies

 For the front-end application we used PHP for making dynamic and interactive Web application.
1.8.5.2 Backend Technologies
 For the back-end application we used MySQL database.

1.9 Budget and Time Schedule of the Project

1.9.1 Budget of the Project

No Resources Amount Price per amount Price
1 A4 paper 1/2 packet 120 birrs 60.00
2 Pen 12 pcs 5 birrs 60.00
3 Printing 1 time (40 page) 2birr 80.00
4 Personal 1 15000 16000
Computer
5 Flash disk 1 240 240
6 Visual studio - _ Free download
7 Oracle - _ Free download
8 EDraw Max - - Free download
8 MS word - _ Free download
TOTAL 16440
Table 1 : Budget of the project

1.9.2 Time Schedule of the Project

Table 2: Time Schedule

Time
Mar 23-25

Apr 1-

Jun 4-

Aug-20

Oct 8-

Nov

Activities
Nov- 12
May 30

Jul-17

Sep- 30

9|Page
Project Proposal

Requirement Analysis
Design
Implementation & Coding
Testing
project Defense

1.10 Team Composition

In our project, we have 3 members where each of us has specified work and also the project is
supervised by one of our members.

 The following are the types of tasks and as well as the responsibility each of us can have.

Table 3: Team configuration

Task Group Name ID No

 System Requirement and specification (SRS) Yasin Dedefo CIR/279/10
 Analysis and Design
 Implementation
 System Requirement and specification (SRS) Hayat Nesibu CIR/273/10
 Analysis and Design
 Implementation
 System Requirement and specification (SRS) Sadam Ahmed CIR/299/10
 Analysis and Design
 Implementation

10 | P a g e