ADDIS ABABA SCIENCE AND TECHNOLOGY

UNIVERSITY

COLLEGE OF ELECTRICAL AND MECHANICAL

ENGINEERING

DEPARTMENT OF ELECTRICAL AND COMPUTER

ENGINEERING

(5th year Computer Engineering Stream)

Internship Report

Company Name: AASTU ICT Directorate

Company supervisor: Dr.Asrat

Academic Advisor: Mr.Netsanet G

Feb, 2022 G.C

Addis Ababa, Ethiopia.
 Declaration

We declare that the presented report of internship is uniquely prepared by us after the
completion of three months of internship work at Addis Ababa Sciences and
Technology University ICT directorate. We have been under guidance of our
academic advisor, Mr.Netsanet G and industry advisor Dr.Asrat.

Declared by (students):

Habtamu Girum ETS 0489/11

Abebaw Dereje ETS 0021/11

Abraham lakew ETS

Bereket Girma ETS

Habtu Gibtu ETS0497/11

Abstract
 Executive Summary

Internship program is compulsory for the regular students and necessary for the
completion of the degree. This is the internship report based on the three-month long
internship program that we had successfully completed in AASTU ICT directorate as
a requirement of our BSc program on Department of Computer Engineering at
AASTU University.

This report describes the operations of the AASTU ICT Directorate, potential
organizational divisions and work distributions, and how we participated in the
design, development, testing, and research studies of numerous software applications
and systems, both those that were already being developed, studied, and those that
were specifically assigned. A brief history of the projects we worked on will be
provided in the report, along with specifics on how the Initiatives, tasks, and studies
were carried out.

We have acquired new technical skills throughout the work term. We have grasped
new knowledge in the area of UI/UX designing and web development.
We have also been introduced to the real-world skill of time management, research
methodologies and approaches and requirement specification. Most importantly, the
work experience was very good which included good fellowship, cooperative
teamwork and accepting responsibilities.

This report concludes with our overall impressions of the work experience as well as
the opinion of the Industrial Internship Program in general.
 Acknowledgment

First and foremost, our greatest and deepest gratitude goes to the almighty God for
keeping us alive to finish our internship program vibrant and healthy. Next, we would
like to express our deeply heartfelt gratitude and thank to our industry advisors Dr.
Ashenafi yadessa and Dr .Asrat Mulatu and our academic advisor Mr.Netsanet G for
following us up in every aspect of our work. Besides that, our appreciation goes to
Human Resource staff members and Dr.Samson dean of collage of electrical and
mechanical, for giving the necessary information about the current manual document
management and tracking system. Finally, we would like to give our gratitude for our
university, which gives us the internship program to acquire real life job experience,
and we would like to thank AASTU ICT Directorate for accepting us to share their
experience throughout the whole internship time.
 Table of contents

Table of contents.......................................................................................................1

Chapter one...............................................................................................................1

1. Introduction........................................................................................................1

1.1. Background of the company.....................................................................1

1.2. Missions of AASTU ICT Directorate.......................................................2

1.3. Visions of AASTU ICT Directorate..........................................................3

1.4. Values and Principles of AASTU ICT Directorate..................................3

1.5. Objective of AASTU ICT Directorate......................................................3

1.6. Structure and workflow of AASTU ICT Directorate.............................4

Chapter Two..............................................................................................................5

2. About the internship..........................................................................................5

2.1. Objective.....................................................................................................5

2.2. Tasks............................................................................................................5

Chapter Three...........................................................................................................6

3. Internship Experiences......................................................................................6

3.1 Practical skill...................................................................................................6

3.2 Communication skill.......................................................................................6

3.3 Work Ethics.....................................................................................................6

Chapter Four.............................................................................................................7

4. Project work.......................................................................................................7

4.1. Project summary........................................................................................7

4.2. Statement of the problems.........................................................................8

4.3. Working business processes of AASTU academic staffs......................10

4.3.1. Academic staff recruitment.............................................................10

4.3.2. Academic staffs promotion..............................................................11

 4.3.3. Academic staffs termination............................................................12

4.4. Situation analysis of the project..............................................................13

4.5. Goals and Objectives of the project.......................................................17

4.5.1. General objective..............................................................................17

4.5.2. Specific objective..............................................................................17

4.6. Scope of the project..................................................................................17

4.7. Implementation and data gathering.......................................................18

4.7.1. Data gathering techniques...............................................................18

4.7.2. The software development methodology............................................18

4.8. System design...........................................................................................22

4.8.1. DTS Architecture..............................................................................22

4.9. Database design........................................................................................24

Chapter Five............................................................................................................28

5. DTS Interfaces.................................................................................................28

5.1. The architecture of The Work................................................................28

Chapter six..............................................................................................................33

6. Conclusion and recommendations.................................................................33

6.1. Conclusion................................................................................................33

6.2. Recommendation.....................................................................................33

References and bibliography.................................................................................34

 Chapter one

1. Introduction

1.1. Background of the company

Addis Ababa Science and Technology University is one of the new public universities
of Ethiopia, which is mainly established in 2011GC to play as a forefront-changing
actor in the technological transformation of the country by creating strong linkage
with industries. In line with the given strategic direction of Ethiopian development,
the university has a mission to be problem solver of the industry, leading in the nation
research, recognized in continental and international community.

To achieve this mission, the university has given special attention to strength the
university –industry linkage (UIL). Strong university- industry linkage is the core
point to bring change in the national development. AASTU is commented to
strengthen and work with industries to bring mutual benefit for both industries and the
university.

AASTU aims at conducting demand-driven research in science and technology to

address the challenging issues in the country’s development plan. The outputs from
the researches are to bring academic excellence and with an entrepreneurial spirit to
transfer into the commercial domain, thus strengthening the links between the
university and the local community, as well as benefiting the wider society. Therefore,
AASTU has been working with industries and communities in the following
collaborative areas: -Consultancy projects, Joint researches, technical training,
Community services, and Competency exam services for new employees.

AASTU is a university-in-the-making, and a large portion of its near-term ambitions

center on constructing academic infrastructure and facilities, hiring staff, and
developing manpower. The institution has so far been successful in hiring 472
academic staff members and 391 administrative workers, per the data received from
HR. Specifically the staff recruit, promotion and leave or termination is done by the
involvements of the departments, colleges, academic vice president and human
resource directorate.

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AASTU has four colleges:-
 College of Architecture and Civil Engineering
 College of Natural and Social Sciences
 College of Electrical and Mechanical Engineering
 College of Applied Science
There are numerous departments below each collage. Therefore, there are numerous
tiresome steps involved in the hiring, promoting, and applying for leave processes.
Even though AASTU presently is performing one comprehensive human resource
management for both academic and administrative staff, no such specific system for
document tracking was developed.
AASTU ICT Directorates is one of the giant directorates found in AASTU under
Administration of Intuition development and business with respect to vice president to
support the learning, research and community service at its premises. ICT Directorate
is in charge of managing the central ICT infrastructure, the databases, interfaces,
portals and websites. The University owns a campus LAN system with standardized
data center, fiber backbone and horizontal cabling. Wi-Fi is also available to support
mobility.

1.2. Missions of AASTU ICT Directorate

 To deploy and support innovative, quality and sustainable ICT infrastructure and
service that meet the changing ICT needs of the University.

 To play a leading role in development of the ICT sector through the provision of
research in AASTU.

 To help meet student’s needs for personal career advancement in ICT is also
available to support mobility.

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 1.3. Visions of AASTU ICT Directorate

 To become a center of excellence in utilizing the potential of ICT in learning,

innovation and education environment for the benefit of AASTU and the nation’s
development as well.
 To be a center for advancement of ICT through research, innovation, transfer,
adoption, adaptation, integration, and dissemination in AASTU as well as in
Ethiopia.

1.4. Values and Principles of AASTU ICT Directorate

 Quality: company product should be of high quality and the company staff
continuously strives for excellent in their technical and administrative endeavors.

 Integrity: In all our activities, we will act with the quality of being honest and
with strong moral principle.

 Transparency: rule, regulation and decision making at all level to be transparent.

 Accountability: company staff performing duties in an accountable manner and

taking full responsibility for action and decision they take thereof.

 Rule of law: company community believe in the rule of law and act accordingly.
 Equality: the company is an equal opportunity employer and working institution
regardless of gender, status in society, ethnic background or religious affinity.

1.5. Objective of AASTU ICT Directorate

 Offering the best quality and uninterrupted service for AASTU community.
 Establish feedback mechanism from AASTU community to improve service
quality.
 Enhance peoples’ satisfaction through continual improvement and service
delivery process.

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  Expand its capability to academics, research, consultancy, and overall
administrative tasks at AASTU with a broader range of ICT services.

1.6. Structure and workflow of AASTU ICT Directorate

The service deliver by AAST ICT directorate is organized into five categories and for
efficient task execution, each part is discharged by specialized team infrastructure.

Figure 1.1 AASTU ICT Directorate Workflow

The services provided by these five categories are as follows:

a. Technology for Teaching and Learning: - in charge of designing and implementing

integrated online learning management systems.
b. ICT infrastructure and services team: - provides services like network,
connectivity, server and related issues.
c. Application system development and administration team: - dedicated to automate
the processes of the host institution.
d. Training and consultancy team: - in-house and outsourced training usually
managed by the training and consultancy team, consultation for clients and
stakeholders run by this team.

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e. Technical support and maintenance team: -users support, preventive and corrective
maintenance handled by the technical support and maintenance team.

Chapter Two

2. About the internship

2.1. Objective

 The main objective of internship is to give real life work experience for
those students who were staying on class like us.
 In addition, it helps to learn how to apply the theoretical knowledge
that acquired from the class for the benefit of the company as well as
for our self.

 To enable us to get hands-on real-life experience.

 To broaden our chance for handling a job and jump starting our
careers.

 To create conducive atmosphere to assess professional qualification.

 To strengthen our professional skills and interpersonal communication.

2.2. Tasks

Within the whole internship time we have been assigned to work on

many tasks that the company have been working on such as.

 Web development

 UI/UX designing

 Using database to store data

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 Chapter Three

3. Internship Experiences

3.1 Practical skill

One of the key motivations for interning at a company is to obtain practical

experience. These abilities are developed by daily activity. We have acquired a
variety of practical skills. As we spent our internship time on a software
company the tasks we have mentioned before can be taken as a practical
experience.

3.2 Communication skill

During our internship time it was necessary to communicate with each other
and share information to accomplish the task as fast as we can. So, our
communication skills have been improving from day to day, the changes were
visible even to us, and that is a good thing. Communication skill is one of the
good characteristics; we should have as an Engineer.

3.3 Work Ethics

When viewed via the ethical prism, there is a significant distinction between
company life principles and those taught in schools. We must build various
ethics within the firm in the workplace. Work ethics we acquired during our
internship time in the company:
 Punctuality
 Obedience for manager
 Honesty
 Self confidence
 Trust worthy
 Politeness
 Respectfulness

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 Chapter Four

4. Project work

4.1. Project summary

The main concern of our project is to build electronic document tracking system.
A document tracking system helps you automate accessing, searching, editing, and
managing your electronic documents and files. The tracking system lets you see
who accessed the file and allows you to limit who can view and modify the content of
said files.
The recruitment, promotion, and leave policies for academic personnel at AASTU are
still criticized by most lecturers and stockholders as being inefficient. This is mostly
due to the manual document management and tracking system that is still in use.

The best way to fix AASTU's inefficient working procedures is to implement a

document tracking system.

The issues stated previously, such as the length of time it takes to hire new employees
and the bureaucracy involved in employee promotion, will be resolved with the
establishment of this system.

The system that will be created will include functions for automating document
access and searching, as well as giving departments, colleges, human resources, and
the vice president authority over notifications regarding employee hiring, promotion,
and leave or termination.

Mainly it creates accountability and transparency of the working processes especially

in the specified sectors like when there is promotion hire and termination of academic
employees. In order to eliminate numerous bottlenecks during hiring, promotions, and
termination requests, the project is therefore crucial. It spares the participants in the
working process time and hassle. It offers a complete system that can incorporate
every working procedure carried out at the moment with the greatest efficiency.

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To build the web application we use web latest technologies (JavaScript frameworks)
to build frontend and backend. We use React with redux to build frontend and NodeJs
with mongoose to build backend. Mongodb is also used as the database management.
Axios is also used to connect frontend and backend. An electronic document
management system enable users to create, index, manage, store, retrieve and access
documents. This electronic way of managing documents enhances the productivity of
university’s communities and reduce the time in searching documents. The system
also can prevent loss of documents or damage from the effects of disasters; such as
fire, flooding, animal like mouse or human errors.

4.2. Statement of the problems

As is well known, the world is transforming rapidly toward digital technology.

because using a digital system is easier for users. There isn't an electronic document
tracking system in place at Addis Ababa Science and Technology University at the
moment. Employees must manually produce, store, retrieve, keep, and dispose of
records; hence, they will encounter various difficulties.

The following are some of the concerns brought up in regard to manual document
processes:

Performance:
 Poor time management: Often paperwork is slow, which results in delays on
client’s services and for the personnel processes of the University.

 Response time: Delay in the preparation and distribution of personnel action.

For instance, preparation and distribution of personnel action for permanent
employment takes about eight (8) days.

Information:

 Redundant information: Personnel information about employees stored

in many places.
 Data is captured redundantly: Personnel information has to be captured
again and again when activities related to a particular employee are
performed.

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  Data is not securely stored as the result; personal information of
employees is exposed to unauthorized agents.
 Due to the large number of manual files, data organization is difficult and
is not easy to meet new information needs from stored data.

Economy:
 Manual handling of data is expensive as compared to automated
systems. Cost in terms of time is high.
Control (and security): too little security
 Difficulty in keeping track of hiring costs and
activities.
 Decision making errors due to lack of credibility of
reports.

Efficiency
 Inefficiency due to poor time management.
 Effort and materials required for tasks is excessive.
 During the registration process and coordination of services,
materials and supplies are often wasted because of redundant
input of information or erroneous data. Besides, the
personnel are not trained to make full use of computer
resources.

Services
 Recruitment activities are prolonged for many days since the existing system
is manual.
 Poor recording of requisitions.
 Performance of work units is humped due to lack of programmed

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 4.3. Working business processes of AASTU academic staffs

4.3.1. Academic staff recruitment

AASTU recruits academic employees as stated in the rule of recruitment. Recruitment

process of Bachelor, masters and philosophic degree is a little bit different.
Recruitment process of master’s applicant includes the following activities:

1. Each department makes a staff recruit request to their college preparing job
description, number of employees required and person specification.
2. Then the college makes a decision on the request and shall prepare minutes and
recommend for approval to the academic vice president.
3. Then the academic vice president shall receive requisition of academic employees
from any departments of the university through their respective colleges. Then
approves the requisition and sends it to human resource so that the hire to be
conducted.
4. Human resources shall announce vacancies to the public through radio, television,
newspapers etc.
5. Human resources shall register applicants and receive their educational and other
relevant documents after checking against their originals.
6. If it is masters, Human resource and collage will do Short-listing and identifying
the prospective employee with required characteristics and conduct an interview
with the selected candidate. If it is Bachelor degree, the human resource and
department will do so. If it is PHD, human resource and vice president will do
Short-listing and identifying the prospective employee with required
characteristics and conduct interview with the selected candidate.
7. The College makes decision on the selected candidates and shall prepare minutes
and recommend for approval to the vice president.
8. The academic vice president orders the human resource to execute the hire.
9. Human resource ensures that the successful candidate is medically fit and free
from any criminals and the final result will be posted on the organization notice
board.
10. The human resource shall send recruit letters to college.

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11. The selected candidates who are certified and fit for the job shall fill in application
forms for employment.
12. Human resource prepares Personnel Action (PA) after collecting all documents
necessary for the personal file of the employees. The PA shall describe Employee
name, identification No, position/grade and salary, job code, cost center, location,
work Unit/department, division, section, remarks and effective date.

4.3.2. Academic staffs promotion

AASTU Academic Staff Promotion will be held:

1. If there is a new vacancy and the employees fulfill the Vacancy criteria.
2. If the Employee updated his academic status(i,e from Bachelor Degree to
masters or from masters to Assistant Professor.

There are Steps to be followed to Promote Employees.

Step 1: The employee shows the transcript of completion of the corresponding
education level except from assistant professor to associate Professor to the
Department. If it is for Associate professor the employee must have a document that
fulfills the following criteria:
1. 4 years lecturer
2. Publication point greater than 3
3. Community service
4. Research grant

Step 2: The department assembly shall discuss the promotion of the employee and
shall approve the Promotion of the Employee. Department assembly shall prepare
minutes and recommend for approval to College.
Step 3: Then the college academic commission shall review his document.
Academic commission is composed of:
1. Department Heads
2. Associate Deans
3. Assistant Registrar
4. Staff representative
5. Student Representative

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 If the academic commission shall approve the Promotion of the Employee
Department, assembly shall prepare minutes and recommend for approval to the
Academic Vice President.
Step 4: The Academic Vice President shall review the Promotion of the Employee
and If the academic president approves his promotion Academic Vice President
prepare letter explaining the Promotion of the Employee and send it to a Human
Resource
Step 5: Human resources manage the documents of approved letters. The human
resource shall announce the promotion of the employee to Archive. The Archive
prepares a letter that explains the employee is promoted and sends letters to all whom
it may concern including finance.

 
    Figure: flow of letter with Red - letter from the employee, Green - letter from the Human resource

4.3.3. Academic staffs termination

 If the applicant is master level, submit the letter to collage.

 College has the right to delay the application for up to one month.

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  College confirms the employees has not any problem with regard to university
materials.
 If the applicant have not any problem, Collage will forward the request to HR.
 If the applicant in PhD level submit the leave application letter to vice
president or department
 Department accept the application and confirms the applicant has not any
problem with regard to the university materials.
 Department has the right to delay the application for up to one month.

 If the applicant hasn’t any problem department forward to HR

 HR give the clearance paper to the applicant.

4.4. Situation analysis of the project

4.4.1. Description of alternatives

In this section, we will see two main possible alternative solutions to solve company’s
current problem regarding employee recruitment, promotion and leave (termination)
processes as follows.
1. Stay with the current system
This alternative state that the company can stay operating on the current manual
system to manage reports , decisions, requests for the new candidate , selecting best
candidate, Provide vacancy information and generally to manage applicant’s
information and Recruitment, promotion and termination procedures.

2. Automate and manage the existing system(Build in house software)

The main goal is to automate and manage recruitment operations in order to increase
Efficiency on managing reports, avoiding decision making under uncertainty,
reducing delay in requesting for the new candidate, selecting best candidate, on
current working-procedures and facilitating applicants on getting vacancy
information.
Automation is required because time is very essential for stakeholders. Especially
recruitment staff wants to automate all tedious jobs like Preparing the job description
and person specification, Locating and developing the sources of required number and
type of employees (Advertising etc.), Short-listing and identifying the prospective

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employee with required characteristics, arranging the interviews with the selected
candidates, conducting the interview and decision-making etc. Automation also helps
to reduce manual errors and increase accuracy. Basically automation of short listing
candidates and selecting the best potential applicant that could help in achieving its
goals are required. Management involves speeding up recruitment procedures and
improves overall management of applicant’s records.

4.4.2. Goal Analysis Criteria

The criterion used for analyzing the alternatives depicted as follows:
 Low cost :The decrease in cost of the working process is extremely valuable
for the company since it allows spending the savings from the process to other
activities.
 Accuracy: Accurate calculation is very much needed by the company to avoid
unfair short listing and final evaluation of employment process.
 Availability of information: Company wants to avoid delay of information
regarding recruitment promotion and termination management when
requested.
 Time saving: Company wants to avoid wastage of time in hiring employees
and processing of data. Thus this criterion is essential to analyze the proposed
alternative solutions.

4.4.3. Feasibility Study

Feasibility study is a study that determines whether a proposed system is technically,
financially, and operationally viable. The need of this study is to identify and
demonstrate the best alternative. Cost benefit analysis and other feasibility studies
such as technical, operational and schedule feasibility are applied for the identified
alternatives.

1. Economic Feasibility:
Economic feasibility or cost benefit analysis helps the company to determine the
benefit and savings that are expected from the proposed system and compare it with
the cost the company incurs.
Alternative 1 - Staying with current System

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Costs: This alternative uses different resources; mainly manual process requires more
staff members and the operation is totally based on paper work. The company could
go through different steps to perform the recruitment and selection process since the
tasks are done manually, therefore it costs a lot.
Benefit: The Company does not gain any benefit from the current system instead it
loses a lot of money due to inaccurate information; hire unqualified staff, loss of data,
lack of ease of accessibility of data.

2. Technical Feasibility
Technical feasibility detects the technology and the resource required by the system is
available or not. We check whether our alternatives are feasible in terms of the current
technology and manpower needed for the company.
The first alternative is not technically feasible because it is a manual recruitment,
promotion and termination of employee’s management system in which there is no
application of technology needs not to be a technical expert.
3 .Operational Feasibility
Operational Feasibility emphasize on the issues like whether the current system or the
system to be developed will be used by the company staff members.
Alternative 1
The current system used by the company is time consuming and error prone and not
effective as stated in the problem of the existing system.
Alternative2
Automating the system comes with the benefit from operation perspective in which it
reduce cost of hiring, saves management time, gives accurate and fair selection of
high qualified candidates.
4. Schedule Feasibility
Schedule Feasibility shows the estimated time to complete the project.
Alternative 1: Staying with the current system does not require any time.
Alternative 2: has a phase of requirement gathering, analysis and Design and
implementation of the system so it takes up to 3-5 months to develop the system.

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Recommendation
All possible alternatives for solving the problem of the company were analyzed to
choose the better one. We conduct feasibility study for choosing the best alternative.
Among the alternatives at hand, automating the current recruitment and selection
process brought significant benefits while the others failed to do so. Some of the
benefits are better time Management, reduce cost of hiring, selecting the best-
qualified candidate and fast report generation etc. Thus, we recommend the
company to choose Alternative 2 i.e. automating the system.

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 4.5. Goals and Objectives of the project

Our goal is to provide a considerable increase in the ease of document tracking for
hire, leave and promotion furthermore, we would like to make the business easy to
scale. Following is the objective we are trying to accomplish by the end of this
project.

4.5.1. General objective

The major goal of the project is to design, develop and implement automated tracking
system for organizational use.

4.5.2. Specific objective

In detail, this project have many specific objectives to fulfil:

 To create a system that will make document tracking easier and more
automated.

 The system will make document exchange across different stockholders

simple and efficient.

 The technology will enable authorized personnel to commit document

revisions.

 To create a system for storing various papers electronically.

 To create a system that allows members of organizations to track essential

papers electronically.

4.6. Scope of the project

The scope of this project focuses on providing Addis Ababa Science and Technology
with an effective Electronic Document tracking System.
Its functionalities include:

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  A Web-based interface to be used on different devices
 Sending and receiving features for files in different formats (jpg, jpeg, png,
doc, docx, pdf).
 Provide a repository for data storage.
 Limitation on viewing documents based on the level of the users
(Department Heads, are at lower levels than College Deans, which are at lower
levels than the President of the University).

4.7. Implementation and data gathering

4.7.1. Data gathering techniques

It was agreed that the data gathered for this research would be qualitative and
collected through observation. Staff in the Addis Ababa Science and Technology
University's many offices are frequently required to handle, document, preserve, and
even publish reminders on notice boards for others to read. As a result, we concluded
that an Electronic Documentation tracking System is required.

4.7.2. The software development methodology

The design methodology employed in this project is the agile software design
approach.
Software Development Life Cycle (SDLC) is a process of building or maintaining
software systems.Typically, it includes various phases from preliminary development
analysis to post-development software testing and evaluation. It also consists of the
models and methodologies that development teams use to develop the software
systems, which the methodologies form the framework for planning and controlling
the entire development process.
A software application or an information system is designed to perform a particular
set of tasks. Often, this set of tasks that the system will perform provides well-defined
results, which involve complex computation and processing. It is therefore a harsh
and tedious job to govern the entire development process to ensure that the end-
product comprises of high degree of integrity and robustness, as well as user
acceptance. Thus, a systematic development process, which is able to emphasize on

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the understanding of the scope and complexity of the total development process, is
essential to achieve the said ¬characteristics of a successful system.
Currently, there are two SDLC methodologies, which are utilized by most system
developers, namely the traditional development and agile development that explained
in next session.

AGILE Software Development

Agile development is based on the idea of incremental and iterative development, in
which the phases within a development life cycle are revisited over and over again. It
iteratively improves software by using customer feedback to converge on
solutions[5].
In agile development, rather than a single large process model that implemented in
conventional SDLC, the development life cycle is divided into smaller parts, called
“increments” or “iterations”, in which each of these increments touches on each of the
conventional phases of development.

According to Agile Manifesto, the major factors of agile factors include the following
four:
1. Early customer involvement
2. Iterative development
3. Self-organizing teams
4. Adaptation to change
There are currently six methods that are identified as agile development methods,
which are Crystal methodologies, dynamic software development method, feature-
driven development, lean software development, scrum, and extreme programming.
lean software development, scrum, and extreme programming.

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 AGILE TRADITIONAL

User requirement Iterative acquisition Detailed user requirements

are well defined before
coding/implementation

Rework cost low high

Development direction Readily changeable Fixed

Testing On every iteration After coding phase

completed
Customer involvement high low

Extra quality required Interpersonal skills & Nothing in particular

for developers basic business knowledge

Suitable Project scale low to medium-scaled Large-scaled

Table: Comparison of Agile and Traditional Approaches

To successfully complete the assignment within the allotted time we have been
employing an agile SDLC methodology to complete the project. The AASTU ICT
center, one of our clients, was in constant communication (iterative). In addition,
during every meeting, insightful criticism of the deliverables as well as suggestions
for improving how we work were brought up on the status of the project.

In order to complete the job on time, successfully, and efficiently, we first created the
following schedule:

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We first obtained the requirements from our consumers in a superficial and deceptive
way, and then we started carrying out the requests we believed to have come from
them. Having the false belief, we visit several AASTU stakeholders, including human
resources, departments, and colleges, to learn about the current hiring, promoting, and
terminating procedures for academic staff. After generating the As-is, we presented it
to our clients and solicited their feedback. After the AS-IS was authorized, we noticed
several important issues and worked to identify processes that should not be
automated as well as issues that could be. And designed our TO-BE using FIGMA
UI/UX designing tool before beginning to carry out the project.

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 4.8. System design

Overview:
Refers to the systems development life cycle a set of processes or stages and all stages
of the system where a number of steps and the main stage falls below.
All the steps and methodologies are:
- Plan
- Analysis
- Design
- Implementation

4.8.1. DTS Architecture

DTS which is an online intranet system will be used by four types of employees.
These types who have different roles can be stated as; admin, collage/department, HR,
user. Every user enters the main authentication page and after that, system will grant
them authorization. After being authorized according to their permissions (role type)
users will basically query and edit the database via DTS.

DTS

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 Login system

User Process data

interface Database

Document
submission

Logout
system

Figure: DTS Architecture

Description of procedures and functions:

This section will explain the major functions of DTS along with the data flow. So the
major functionality of the project such as authentication mechanism, personal data
processing, request or document submissions, and tracking explained step by step.
Authentication
- Login user: can login to the DTS system with his/her username and password.
- Logout user: can logout from the DTS system.
- Login failure: if the user does not exists in the database or the user did not get
authorized
by the DTS admin yet.

Authorization
- User role check: after logging in, the user role will be checked from the database
and the user interface will be created according to that role/roles.
Process data
- Display: user with defined roles can display the content of the database. Being more
specific, employee can only view his/her personal information. Manager can see not
only his/her personal information but also employees’ information who are working

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under his/her coverage. Admin and hr can display their personal information and all
employees’ information.
- Edit: a user with employee role can edit his/her specific personal information.
Manager can only edit employees’ personal information that is under his/her coverage
except user role type. HR can edit all employees’ information except user role type.
Admin can edit all information related to all employees’ including their user role type.

- Search: user with manager role type can search the content of database for the
employees who are under his/her coverage. HR and admin roles can search all the
employees’ information in the database. Search feature works on specific keywords
showing employees’ characteristics, peculiarities, skills, features, etc.

- Report: this feature is used to filter the contents of the search mechanism. For
instance, as we mentioned in the above search feature. The HR wants to get a report
of some specific employees who know “php”. The list of employees obtained from
the result of search feature he/she can get the specific report by selecting the
corresponding checkbox available for each employee. Or a manager role type can get
a report of some or all employees’ who are working under his/her coverage by
selecting the checkbox. Except employee role type, all other role types such as admin,
HR, and manager can use this feature.

Update authentication: this feature can be used only by admin role type.
Admin can update the role type of a specific user. For example, an
employee got promotion and his role type will be changed from employee
role to manager role. Admin will be able to update this authentication
mechanism.

4.9. Database design 

This section describes the five tables that are linked to our project. These five tables is
described in the following point 
 User. 
 Human resource
 Collage

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  Vice president
 Department. 
User
The user’s data will be stored in the following format.
Field name Data type Key
id objectId Primary
name sting
email string
password string
last name string
department string
role string

College (Admin)
The admin table stores the information about admins profile. All the admins who will
manage the system will be saved in this table.
Field name Data type Key
id objectId Primary
from sting
by string
Document Type string
purpose string
to string
Created by objectId
createdAt date
updatedAt date

Departments 
The table department stores all departments requested through the system will issue.
All of these department data will be in this table.
Field name Data type Key
id objectId Primary

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 from sting
by string
Document Type string
purpose string
to string
Created by objectId
createdAt date
updatedAt date

Vice President
The table Vice President stores all Vice President requested through the system will
issue. All of these Vice President data will be in this table.

Field name Data type Key

id objectId Primary
from sting
by string
Document Type string
purpose string
to string
Created by objectId
createdAt date
updatedAt date

Human Resources

The table Human resources stores all Human Resources requested through the system
will issue. All of these Human resources data will be in this table.

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 Field name Data type Key
id objectId Primary
from sting
by string
Document Type string
purpose string
to string
Created by objectId
createdAt date
updatedAt date

Hardware requirements: 
 • Disk space: 160 MB free (min) plus as much as you need to store materials. 5
GB is probably a realistic minimum. 
 • Backups: at least the same again (at a remote location preferably) as above to
keep backups of the site 
 • Memory: 256 MB (min), 1GB or more is strongly recommended. 

 Software requirement: 
The final phase of the lifecycle, which comprises all activities associated with the
deployment of the application. These efforts include programming, testing, training
and installation of the system in a production setting and transition of ownership of
the application from the project team to the performing member. 
Applications:
• Mongo dB: for database applications. 
• Figma: for designing the web site user interfaces. 

 Programming languages, Libraries and Frameworks: 

• HTML is the basic language in web programming and is the cornerstone of web
programming. 

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• Mongo dB: open-source document-oriented database.
• JavaScript: JavaScript is a programming language used for interactive web periods -
it works on your computer and does not bear the download from your website. 
• CSS language: to design the style of the website. 

Chapter Five

5. DTS Interfaces

5.1. The architecture of The Work

This work contains many interfaces each will be discussed in this thesis: 

 Login page:

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User’s page:

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College pages:

College is also the admin, which controls the registration of users

College receiving new Page:

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All messages sent to the college will be sent viewed here

College Add user Page:

College status page:

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Human resources dashboard

Human resources received new Page:

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Chapter six

6. Conclusion and recommendations

6.1. Conclusion 

6.2. Recommendation 

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 References and bibliography 

[1] Nikiforova, O., Nikulsins, V., Sukovskis, U.: Integration of MDA Framework into
the Model of Traditional
Software Development. In: Frontiers in Artificial Intelligence and Applications,
Databases and Information Systems
V, vol. 187, pp. 229–239. IOS Press, Amsterdam (2009)
[2] IBM: Rational Unified Process: Best practices for software development teams
(2003),
http://www.ibm.com/developerworks/rational/library/253.html
[3] Fowler M. The New Methodology, 2005
[4] Wysocki R. K., McGary R., Effective Project Management, Third Edition, John
Wiley & Sons © 2003
[5] Szalvay, Victor. An Introduction to Agile Software Development. Danube
Technologies Inc. 2004.

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[6] Cohen, S. A Software System Development Life Cycle Model for Improved
Stakeholders’ Communication and
Collaboration. Int. J. of Computers, Communications & Control. Vol. V, No. 1, pp.
20-4. 2010.
s

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