100% found this document useful (1 vote)
510 views68 pages

Final Project 1

Download as docx, pdf, or txt
Download as docx, pdf, or txt
Download as docx, pdf, or txt
You are on page 1/ 68

HAWASSA UNIVERSITY

HAWASSA INSTITUTES OF TECHNOLOGY


COLLEGE OF INFORMATICS
DEPARTMENT OF COMPUTER SCIENCE

PROJECT ONE ON STUDENT CLEARANCE INFORMATION


MANAGEMENT SYSTEM FOR HAWASSA UNIVERSITY
PREPARED BY:-
1. TIBEBU TSIGE----------------EVCS/154/09
2. ZERFU BEKELE----------------EVCS/172/09
3. TEGEGN HIGISO----------------EVCS/0182/09

ADVISOR: AMSALU. D (MSC)

IN PARTIAL FULLFILMENT OF THE REQUIRMENTS FOR THE DEGREE OF


BACHELOR DEGREE OF DEPARTMET COMPUTER SCIENCE

MAY, 17,2021
STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

HAWASSAUNIVERSITY,ETHIOPIA

Department of computer Science Page 2


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

DECLARATION

This is to declare that this project work is done under the supervision of Project
advisor,AMSALU.D and having the title student clearanceinformationmanagement

systemforuniversity students is sole contribution of:


1. TIBEBU TSIGE...................... EVCS/145/09
2. ZERFU BEKELE...................... EVCS/172/09
3. TEGEGN HIGISO...................... EVCS/ 0182 /09

No part of the project work has been reproduced illegally (copy and paste) which can be considered
as plagiarism. All referenced part has been used to argue the idea and have been cited properly. The
project team will be responsible and liable for any consequence if violation of this declaration is
proven.

Date: __________________

Department of computer Science Page i


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

ADVISER APPROVAL
I approve that this industrial project report entitled “student
clearanceinformationmanagement systemforuniversity!” by:

Name Signature
1. TIBEBU TSIGE

2. ZERFU BEKELE

3. TEGEGN HIGISO

is approved by me for submission. I certify further that, to the best of my knowledge, the report
represents work carried out by the students.

__________________ _________________________ ________________________

Date Signature Name of Adviser

Examining commit/tee members’ Signature

1.

2.

3.

4.

It is approved that this project has been written in compliance with the formatting rules laid down by the
university.

Department of computer Science Page ii


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Acknowledgment
First and foremost and above all our biggest thanks would be to Almighty God
because nothing could be possible without his free will and the completion of this
project is supported by him.

Secondly we would like to thank our Advisor amisalu.D for them restless edition of
our documentation, input to the quality of this document, heart full guidance,
valuable advice, and providing to execute this project.

Thirdly we would like to thank Hawassa University Institute of Technology head


office, for partial willingness of interview, patience in answering to our numerous
questions, giving documents and reading materials that help us to precede our
project.

Finally, the last but not the least, even if it is usual the group members would like
to thank each other. The main contributors to do this document project are
teamwork, friendship and the belief that we may achieve something we set out to
do.

We also hope that this project and documentation may be testaments to our
continued friendship and better work without helps of the particular that
mentioned above, we would face many difficulties while doing this.

Department of computer Science Page iii


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Abstract
Since, the current manual based system has many problems encountered as listed in statement of
problem some of them are there is less data security, it is difficult to retrieve files, and loss of
data may be occurred. This computerized system solves such problems.Hawassa University
student clearance system can use the new system effectively and easily. The project student
clearance system developed with the objective of making the system reliable, easier, fast, and
more informative.
The core idea of this project is to minimize the paper work and centralize the data, minimize
costs and time devotes as well as gives fast access for customers. Here all the communication is
taken in secure manner. For further security the data base is stored in the back-end mysql and so
no intruders can access it. It has homepage to provide different information’s, login page and
each actor’s page to do individual work in each page.

Department of computer Science Page iv


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Table of Contents
Declaration I

Adviser Approval II

Acknowledgment III

Abstract IV

Acronomy V

CHAPTER ONE
INTRODUCTION 1
1.1 Background of Study 1
1.2 Statement of the problem 3
1.3 Objectives of the project 4
1.3.1. General Objective 4
1.3.2. Specific Objective 4
1.4 Scope of the Project 5
1.5 Limitation of the Project 5
1.6. Methodologies 6
1.6.1. Data gathering Methodology 6
1.6.2 System Analysis and Design Methodology 6
1.6.3 System Implementation 6
1.6.4 Testing Methodology 6
1.6.5. DevelopmentEnvironment 7

1.6.6. SystemRequirement 7
1.6.6.1 Hardware Requirements 7
1.6.6.2 Software Requirements 8

CHAPTER TWO
2. DESCRIPTION OF EXISTING SYSTEM 9

Department of computer Science Page v


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

2.1. Introduction of the Existing system 9


2.2. Proposed System of Description 11

2.3. Strength of Existing System 12

2.4. Weakness of Existing System 12

CHAPTER THREE:
3. SYSTEM FEATURES 13
3.1 Introduction 13
3.2 Functional Requirements 13
3.3. Non Functional Requirements 14

3.4. Analysis Models 15


3.4.1. Use case diagram 15
3.4.2 Sequence Diagram 31
3.4.3. Activity Diagram 38
3.4.4. Class Diagram 44
3.4.5. User Interface design 45

CHAPTER FOUR
4. SYSTEM DESIGN 47
4.1Introduction 47

4.2. Purpose of system design 47


4.3Scope 47

4.4. Architectural Design 48

4.4.1. LogicalViewof the Architecture 48

4.4.2. ProcessView 49

4.4.3. Deployment View 50

4.5. DatabaseDesign 52

Department of computer Science Page vi


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

4.6. ER Diagram 53
CHAPTER FIVE:
5. CONCLUSIONS AND RECOMMEDATIONS 54
5.1 Conclusions 54
5.2 Recommendations 54
6. REFERANCE 55
7. APPENDEX 56

List of tables
Table 1 Non-functional requirement 15

Table 2 Login use case description 17

Table 3 Record property Information use case description 18

Table 4 Edit property Information use case description 19

Table 5 Delete property Information use case description 20

Table 6. Upload material use case description 21

Table 7 Create user account use case description 21

Table 8 Update user account use case description 23

Table 9 Change Password use case description 24

Table 10 Delete user account use case description 25

Table 11 Recover forgotten password use case description 26

Table 12 Approving Student Clearance use case description27

Table 13 Rejecting Student Clearance use case description 28

Table 14 Requesting for Clearance approval use case description 29

Table 15 Filing clearance form use case description use case description 29

Table 16 Manage student information use case description 30

Table 17 Take Cleared Clearance form use case description 31

Department of computer Science Page vii


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Table 18 Report generate use case description 31

List of figures
Fig 3.1 usecase diagram 16

Figure 2 Sequence Diagram for Login Use case 32

Figure 3 Sequence Diagram for Fill Clearance 33


Figure 4 Sequence Diagram for student Registration 34
Figure 1 Sequence Diagram for update 35
Figure 6 Sequence Diagram for Delete 36
Figure 2 Sequence Diagram for Clear 37
Figure 8 Sequence Diagram for Report Generate Use case 38
Figure 9 Activity diagram for login use case description 39
Figure 10 Activity diagram for Registration 40
Figure 11 Activity diagram for Delete use case description 41

Figure12 Activity diagram for Update use case description 42

Figure 13 Activity diagram for Report Generate use case description 43


Figure 14 Activity diagram for Clear use case description 44
Figure 3 Analysis Level Class Diagram 45
Figure 10 User interface design 46

Figure 4.1 logical view 49

Figure 4.3 Deployment diagram 50

Figures: 4.4 Databases Design 52

Department of computer Science Page viii


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Figure: 4.5 ERD 53

1. ACRONOMY

Acronym Definition

CSS…………………………………………Cascading style sheet


DB……………………................................Database
DBMS……………………...........................Data Base Management System
ERD……………………...........................Entity Relationship Diagram
HTML………………………………………Hypertext Markup Language
ID No………………………………………..Identification Number
MySQL…………………. …………………Structural Query Language
PHP…………………………………………Hyper Text Preprocessor
UC…………………………………………..Use Cause
UI……………………………………………User Interface
UML…………………………………………Unified Modeling Language
HU…………………………………………Hawassa University
XAMMP…………………………………….Apache, MySql, PHP, Perl
OS…………………………………………..Operating System

Department of computer Science Page ix


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

CHAPTER ONE
1. INTRODUCTION
1.1 BackgroundOf Study
Hawassa University (HU) was established at Hawassa in April 2000.Since 1976 the different
colleges of HU had been operational starting with the college of Agriculture. The University has
been formed by merging three colleges in Southern Ethiopia: Hawassa College of Agriculture
(ACA), Wondogenet College of Forestry and Dilla College of Teacher Education and Health
Sciences. The historical background of the three colleges is briefly described below.

Awassa College of Agriculture (ACA) was established in July 1976 to offer a 2-year Diploma
course with specialization in Plant Science, Animal Science, Agricultural Engineering and Home
Economics with the objective of training middle level technicians that would serve as agriculture
development and home agents all over the country. In the 1990-91 academic years the college
launched a four-year Program in Plant Production and Dry Land Farming, Animal Production
and Range Land Management and a five-year program in Agricultural Engineering and
Mechanization. Moreover, the teaching staff of the college has actively been engaged in
conducting research and offering consultancy services to various organizations.

Wondo Genet College of Forestry (WGCF) was established as Forestry Resources Institute in
January 1978 to train forest technicians in a two-year Diploma program. In 1996/7 academic
year, the college was upgraded to a four-year degree program following the transfer of the
Forestry Faculty from Alamaya University to WGCF. Through sustained effort and support
provided by the Swedish International Development Cooperation Agency (SIDA), the college
has been successful in establishing training programs as well as building essential infrastructure,
teaching facilities, staff and over all institutional capacity.

Dilla College of Teacher Education and Health Sciences were established in 1996 with two
faculties: Faculty of Teacher Education and Faculty of Health Sciences. The objective of the
college was to train secondary school teachers and mid-level health professionals. The college
was afterwards separated from Hawassa University and now stands as a university by its own;
however, the Health faculty has been moved to Hawassa.

Department of computer Science Page 1


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

 The university has since upgraded its capabilities, adding new colleges, institutes and
departments, programs and research facilities. Currently, HU is actively engaged in
expansion activities to increase its intake capacity. As part of this, the University has got
61 hectares of land from Administration of Yirgalem Town, and has started construction
of buildings to expand the existing programs and to launch new ones.

Today, HU is a comprehensive university engaged in the provision of all-round education,


research, training, & community service through its diversified areas of academic units.

One of the activities that are performed in University of Hawassa is student clearance activity.
Clearance is the process of approving students cleared from any doubt. Based on our observation
and Answers of different university’s societies now a day University of Hawassa is in the
process of modernizing its operations by automating and improving existing manual processes
but they do not use an automated system for students clearance activity it is still now performed
manually. As part of this, the project team would like to automate student Clearance system in
order to manage data more effectively and provide faster and more efficient services.

A clearance is a certificate giving permission to disengage from an institution. Every student at


the end of each year and if they terminate in between who have unsatisfied the academic
requirements to graduate must undergo a clearance process before they disengage from the
university. In addition, students who have finished their study also clear themselves from the
institution. The process of clearing involves the Advisor, Bookstore, Library, Health and
Physical Education, Student’s Proctor, Student Service, and College/Institute Registrar. student
is allowed to collect his/her graduation certificate only after he/she has been cleared. Currently,
the student’s clearance process is done manually in HawassaUniversity . The aim of this project
is to design and develop an online student’s clearance system using PHP and SQL server that
will eliminate the delays in the manual process for students to be cleared. It will be implemented
as a web-based application which will be a central repository for clearing students. The main
modules of clearance system are Main Module, Clearance Registration, Cleared/ Not Cleared
and Administer. The user is created and managed by the Systems Administrator using the
Administer module.

Department of computer Science Page 2


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

The current Clearance process of the university requires the students to go around the
university and staffs to sign clearance forms and to queue in line repeatedly to submit or get
other forms. Sometimes the process takes more than an hour and days. Therefore it is important
to automate clearance system for university of Hawassa students.

1.2 Statement of the problem

The current clearance system of student’s in Hawassa University stay several days for the
purpose of the getting clearance. In case of student clearance the University should offer extra
services like food, electric power, and water supplies when students take clearance at the end of
semester that means university affect with economical, because the university used manual based
studentt clearance system. This clearance processing system service currently uses manual
system which creates the following major problems:-

 Difficult to manage and control clearance forms, distributing clearance form for the
students, those tasks are difficult to the officers.
 Difficulties involved in searching for specific record due to:
 Massive data redundancy: duplicate data in multiple files, leading to data
inconsistency, different values used for the same attribute.
 Required high consumption and cost of paper, especially at the end of academic year,
when the University prepares clearance form for every student of the university to be
cleared from University.
 Students waste more time and get stressed during the carry out of the clearance process.
This happens because of multiple moves that a student does from one office to another
office to get their clearance form signed by concerned body. That means Students
travelling one office to the other and queuing in line to sign clearance form whether to
checkup they have borrowed or not of university materials.
 It creates wastages of material & time.
 Lack of data security. How?
o To regardless of size, for any organization is important to protect its data and other
valuable assets. One of the biggest information security risks for businesses is paper
because printed documents can be easily lost, mishandled or damaged while digital data

Department of computer Science Page 3


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

could be encrypted and safely keep in hard disks or electronic devices.


 Absence of some staff officers who sign Clearance form which leads to students
repeatedly visiting a particular office in order to sign his/her clearance form.
 Students to take clearance form travelling one office to the other and queuing in line
whether they have borrowed or not.
 When the Clearance form is lost it causes delaying of readmission date
 Unauthorized body may sign on Clearance form since, during busy working times, the
concerned bodies might sign the form without checking the student identification card.
 Moreman power is needed to serve the students of different departments or colleges
during the clearance process.
 The employees involved in the clearance process are not available 24 hours of the Day.

The problem discussed above reflects because of the absence or lack of computerized system.
Hence it became necessary for automating the clearance system to eliminate the shortcoming of
the manual system.

1.3 Objectives of the project


The project has the following general and specific objectives.

1.3.1. General Objective


The general objective of the project is to develop automated student clearance information
management system for Hawassa University.

1.3.2. Specific Objective


In order to achieve the general objective of the project the following specific objectives are
formulated:-

 To analysis the existing systems problem.


 To identify the functional and non-functional requirement of the clearance system.
 To develop user friendly or interactive interface.
 To develop a database that holds students clearance information.
 To implement the proposed system
 To prepare test plan and conduct testing

Department of computer Science Page 4


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

 To deploy the system and maintenance when need maintain the system

1.4 Scope of the Project

The introducing clearance there are many types of clearance form, such as student, employ and
so on, from these we select student Clearance management system, which is going to be
implemented for Hawassa University will automate the operation of clearance management
system of the University.

Generally the scope of this project concerns with only automate student clearance system in
Hawassa University.

1.5 Limitation of the Project

There are many university staffs that have granted clearance but this project is limited to
automate Clearance system for Hawassa University students only because of the following
reasons:-
 Time factor in the sense that the semester was short and as a result combining this
task is tedious since there is a lot of staff is there.

Financial constraints:

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

There is no transfer of properties or materials:-since online transfer of material is difficult


tasks in the process of developing this online clearance management system so the project
team can’t include such tasks.
System hasn’t any chat room that facilitates communication between the administrator and
workers of the respected staffs in delivering information.

Department of computer Science Page 5


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

1.6. Methodologies

1.6.1. Data gathering Methodology


During requirement analysis, data needed for the project was gathered from various sources.
During gathering and collecting necessary data and information needed for system analysis, the
project team used two major software requirementscollection techniques such as interview and
technical observation. These are primary source and secondary source. In primary source such as
interview and observation. In secondary source the project team obtains data from different
document.

1.6.2 System Analysis and Design Methodology

Here for the analysis of our project we have selected system analysis and design method
specifically OOSAD (Object Oriented Software Analyze and Design) model. We have selected
this because of the following advantages:-

Increased consistency among analysis, design and programming activities.


Improved communication among users, analysis, design and programming.
To simplify the design and implementation of complex program.
To make it easier for teams of designers and programmers to work in a single software
project.
To enable a high degree of reusability of designs and of software codes.
To decrease the cost of software maintenance.

1.6.3 System Implementation


The implementation document helps users on how to work with the system. It acts as a user
manual. And it helps users not to be confused with the system. It includes sample forms and
some selected fragment code. It gives the users a brief over view of the system.

1.6.4 Testing Methodology


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

Department of computer Science Page 6


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

1. Unit testing: - First we will test each unit of the system. So, if a problem is encountered
it will be immediately maintained.
2. Integration Testing: - After we test each unit of the proposed system we will perform
an integration test to check whether the system meets all the functional requirements.
When a number of components are complete, it will test to ensure that they integrate well
with each other and other components.
3. System Testing: - After all of the above testing are checked we will test our system by
other people and we will collect about our system.

1.6.5. DevelopmentEnvironment

WehaveusedMS Visio2003todesignanddeveloptheinterfacesofthe system.


WehaveusedPHPforcodingandusedWAMPserver toimplementationthePHPcode.

Thereare severaltypesofwebprogramminglanguagethatareusedformakingasitemore
dynamicBut for this projectwe are choosing:-

 HTML
 PHP
 JavaScript
 CSS
 MYSQL

1.6.6. SystemRequirement

There are two types of system requirements.

1.6.6.1 Hardware Requirements

o Server Computer: For best performance, the system needs Server Computer with Intel
Pentium4 CPU 8.00 GHZ, 200 GB of available RAM and 500GB of hard disk that acts
as a back end for storing incoming client reservations.
o Client computer: The client computer should have the following specification, minimum
hard disk requirement and RAM size that is enough for browsing cases 1.00 GB with
low processor speed. Router: To be connected with service provider.

Department of computer Science Page 7


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

o Printer: to print available information.

1.6.6.2 Software Requirements


The software requirements for installation of the proposed system are:
 MYSQL: it is a data base for the sake of recording data. Client side application and the
server script such as PHP.
 Operating system: window 7operating systems.
 Different Web Browsers: to browse information.
 Rational rose : to draw use case diagram, sequence diagram…etc
 Database designer

Department of computer Science Page 8


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

CHAPTER TWO
2. DESCRIPTION OF EXISTING SYSTEM

2.1. Introduction of the Existing system


In this chapter this project discuss about topics like how the current system is operating and how
the proposed application intend to replace the existing system.

Based on our data gathering the current clearance system of the Hawassa University is a manual.
When the students of the university leave the university they take clearance form from the
registrar and go to different office to sign clearance form. The students may sign clearance form
when they want to fill withdrawal, to take ID card for the second time, during the end of each
year and finally when they graduate and leave the university. This makes the system so tedious
and time consuming. Here, students have to visit all the clearance offices with a form for them
to sign. Once these forms are signed, it proves that the student have been cleared and validate as
they return the materials they borrowed. This process takes a lot of time to be completed and
possess a lot of stress for all students involved.

Before sign in the clearance form each officer first check all the property borrowed by the
student whether return or not. If that is return he/she signs in to the clearance otherwise he/she
didn’t sign in to the clearance form. In order to control the list of students who borrow the
property from the office they use document paper which contain the information about borrower
and borrowed material like name of borrower, identification number of borrower , types of
borrow material etc.

Department of computer Science Page 9


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

In the manual system, the clearance forms are documented in a file cabinet. Each time the
clearance form is needed, a search operation is conducted on the file cabinets to locate a
particular student’s clearance form.

Department of computer Science Page 10


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Fig 2.1 Students Clearance form

Department of computer Science Page 11


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

2.2. Proposed System of Description


In order to overcome the current system problems that exist in the functioning of clearance
system, our project team members have put down alternative options. These are:-

 Changing the structure of manual system in to organized manner

 Completely change manual system in to computerized and automated system without


affecting the structure of clearance system

The new system is designed to solve problem affecting the manual system in use. It is designed
to be computerized thereby relieving both student and staff from much stress as experienced
from the manual system.

This will do the analyzing and storing of information either automatically or interactively. The
system will be made accessible over Internet. The new system gives full system functionality
that is needed by system user to use system functionalities.

The proposed system will also have some other features like.

 Accuracy in handling of data

 Fast rate of operation and excellent response time

 Flexibility it can be accessed at any time

 Better storage and faster retrieval system.

 Accessibility from anywhere.

The above listed points are described what the project teams are proposed to do and since the
proposed system is automated the students can perform the clearance with efficiently and
effectively.

Department of computer Science Page 12


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

2.3. Strength of Existing System


Some of the strengths of existing system:
 Detailed information can be collected
 Simple to conduct
 No capital expenditures required

2.4. Weakness of Existing System


Due to the manual means been used by the university, keeping information about student
clearance a lot of problems are encountered which include:

 There is no way to get clearance form in one office.

 The processes of clearing require that the students be cleared in various office of the
University from all the office it is time wasting, stressful

 Absence of some staff officers who sign Clearance form which leads to students
repeatedly visiting a particular office in order to sign his/her clearance form.

 Less security (unauthorized person may approve the clearance)

 Difficult to easily manage students who don’t return the equipment that borrow from the
office.

 Wastage of resource and consuming storage space and time.

 Difficult to search, retrieve, update and delete the data about the borrower of the
materials.

 The absence of electronic data storing mechanism it requires huge storage space.

 The current process requires high human-power.

Department of computer Science Page 13


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

CHAPTER THREE:
3. SYSTEM FEATURES

3.1 Introduction
This chapter deals with featuring the proposed system by using different UML feature modeling
techniques such as use case diagrams, the use case descriptions (scenarios), sequence diagrams,
activity diagrams, and class diagram.

After identifying the actors and use cases, the use cases are developed and textual descriptions
(scenarios) are stated. The Sequence diagram id depicted based on the use cases which are
developed for the proposed system. Activities will be represented by the activity diagrams.

3.2Functional Requirements

Functional requirements define a function of a system and its components. A function is


described as a set of inputs, behavior, outputs, data manipulation and processing and other
specific functionality that define what the system is supposed to accomplish.

1. Registrar administrator

 Should be managing account.


 Should be preparing clearance forms for students.
 Should be post message for system users.
 Should be giving clearance form for students.
2. Officers (Like Academic Advisor; Laboratory Assistant; School/Department head; Library
chief of circulation; Book store; Sport master; Students Business affairs of the campuses; Dean
of students of the campus and Asst. Registrar officers .

 Should be Manage property (for clearance of different materials and for return of
materials) when students borrowed and return the borrowed materials.
3. Student

 Borrow materials.
 Return materials.

Department of computer Science Page 14


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

 Send request to Registrar admin.


 View messages.
 Accept clearance form from Registrar admin.

3.3. Non Functional Requirements


Non-functional requirement specifies how the system should behave or a non-functional
requirement is a statement of how a system must behave, it is a constraint upon the systems
behavior. It specifies all the remaining requirements not covered by the functional requirements.
They specify criteria that judge the operation of a system, rather than specific behaviors.

Some of the non-functional requirement of this system is listed below.

Non-functional
Description
requirement

These requirements include the qualities of the system that are desirable from the
users’ point of view. The new system will use windows type graphical user
User interface interface. This type of interface is easy to use for very little additional training and
common to most computer users. The system will enable the users to use the
system.

At the end of the project, every activity in the development process will be
Documentation documented for future reference. There will also be a documentation of
implementation language for maintenance during system failure.

Usability is the ease with which a user can learn to operate, prepare inputs for, and
interpret outputs of system or component. The system should support ease of use
Usability
that is it shouldn’t be complex to use. The user interface should be user friendly.
Our system contends the help facility for user.

Performance It concern on the speed of operation of the system. The search result for any query
should not take more than seconds if the database is available on the same
machine and not more than seconds if the database.

Portability It is the ease with which a system or component can be transferred from one

Department of computer Science Page 15


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

environment to another.

- Our system runs on all operating system and in all browsers.

It ensure the integrity of the system from accidental or malicious damage the client
system user can’t log as an system administrator i.e. they can’t do the activities

Security that performed by the administrators. This controls the unauthorized users to
update the database.

The inventory database is password protected.

Error handling To reduce input fault, the system will: - Respond to error inputs by asking the user
condition to re-enter data in the correct format.

The database should be backed up in a reliable secondary storage media. This used
Safety
to the user to recon problems or data loss problem occurred.

Table 1 Non-functional requirements

3.4. Analysis Models

The analysis model describes the structure of the system or application that you are modeling. It
consists of class diagrams, activity diagrams and sequence diagrams that describe the logical
implementation of the functional requirements that you identified in the use case model. The
analysis model identifies the main process in the system and contains a set of use case
realizations that describe how the system will be built.

3.4.1. Use case diagram


Define the different types of users of a system and the various ways that they interact with the
system. The include actor, use case, boundary and relationship

The following are the use cases that will include at Hawassa University Clearance system

 Upload materials
 Manage User account
 Manage Property

Department of computer Science Page 16


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

 Fill Clearance Form


 Request for Approval
 Print approved clearance form
 Receive Cleared Clearance form
 Rejecting Student Clearance
 Report Generate
 Rejecting student clearance
 Manage student information

Fig 3.1 usecase diagram

Department of computer Science Page 17


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

ESSENTIAL USE CASE DESCRIPTIONS

Use case id UC#1

Use case name Login

Participating actor All system user

description Any user who wants to access the system’s functionality


must be Authenticated and Authorized and login to the
system.

Entry condition The user must be already registered (the user must have
user name, password and account type)

Flow of event 1. The user open the system

2. The system display the login page

3. The user enter his/her identification (user type user


name and password)

4. The user click on login button

5. The system takes the user to his/her page.

Alternative Flow of event Step 5.1, If the identification is not correct the system
display incorrect user type, user name and password try
again message and the system display the login page. The
system give chance to try again.

Exit condition The system user logged in to the system allow to try for
four time then after this condition the system can lock for

Department of computer Science Page 18


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

24 hours.

Table 2 Login use case description

 Description for property management use case it is general use case for

 Record property Information

 update property Information

 Delete property Information

Use case id UC#2

Use case name Record property Information.

Participating actor Officer

description This use case helps for Officer, to record property.

Entry condition Officer user login to the system.

Flow of event 1. Officer select on Record property Menu.

2. The system display property record form.

3. Officer fills required information and click save button.

4. The system displays an acknowledgement successfully


record the information.

Alternative Flow of event Step 3.1. If Officer enters wrong information the system
display message in order to correct wrong information.

Step 4.1. If Officer enters duplicate property information the


system display “information already exist” message.

Exit condition Property information record on the system

Department of computer Science Page 19


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Table 3 Record property Information use case description

Use case id UC#3

Use case name update property Information

Participating actor Officer

description This use case helps for Officer to modify previously


recorded property.

Entry condition Officer login to the system, the property already exist.

Flow of event 1. Officer select on update recordMenu.

2. The system display property Edit form.

4. Officer search property, make necessary modification and


click on Edit button.

6. The system display an acknowledgement successfully


Edit the information.

Alternative Flow of event Step 5.1. If the property is not found the system display
“information not found” message.

Step 6.1.If Officer enter wrong information the system


displays a message to correct.

Exit condition Modification is recorded.

Table 4 Edit property Information use case description

Use case id UC#4

Use case name Delete property Information

Participating actor Officer

description If the property that borrowed by the student are returned the

Department of computer Science Page 20


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Officer want to remove that property information.

Entry condition Officer login to the system, the property must be returned to
Officers.

Flow of event 1. Officers click on Delete Record.

2. The system display Delete form.

3. Officer search property and click on Delete button.

4. The system display message is you sure you want to


delete this information.

5. If the Officer click on ok button.

6, The system display an acknowledgement successfully


Delete the information.

Alternative Flow of event Step 5.1.If the Recorded information is not found the system
display “information not found” message.

Step 6.1. If the Officers Click on cancel button the property


do not remove.

Exit condition Recorded Information is deleted.

Table 5 Delete property Information use case description

Use case id UC#5

Use case name upload Material

Participating actor Officer

description This use case helps for Officer to upload


borrowed information( student information)
to the central database

Department of computer Science Page 21


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Entry condition Officer login to the system

Flow of event 1. Officer select on upload student


information Menu (upload borrowed
information).

2. The system display materials that are on


student hand information form (lend
materials information).

3. Officer fills required information and click


save button.

4. The system displays an acknowledgement


the information successfully record.

Alternative Flow of event Step 3.1. If Officer enters wrong information


the system display message in order to
correct wrong information.

Step 4.1. If Officer enters duplicate property


information the system display “information
already exist” message.

Exit condition Materials that are on student hand


information uploaded to the central database.

Table 6.Upload material use case description

Use case description for account management use case this is general use case for

 Create user account

 Update user account

 Delete user account

 Recover forgotten password use cases

Department of computer Science Page 22


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

 Change Password

Use case id UC#6

Use case name Create user account

Participating actor Registrar admin

description This use case helps the user when it is necessary to create
new user account.

Entry condition user login to the system

Flow of event 1. User selects account from menu bar.

2. The system display user account form.

3. User fills all information and click crate button.

4. The system crate new user account

5. The system save the new account

6. The system display an acknowledgement successfully


crate the account

Alternative Flow of event Step 3.1. If user enters wrong the system display message in
order to correct wrong information.

Step 4.1. If users enters duplicate account the system display


“information already exist” message.

Exit condition A new user account is crated

Table 7 Create user account use case description

Use case id UC#7

Department of computer Science Page 23


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Use case name Update user account

Participating actor Registrar admin

description This use case helps the users when he/she wants to update
his/her account.

Entry condition User login to the system

Flow of event 1. User selects account from menu bar.

2. The system display user account form.

3. User search account that he/she want to update.

4. The system display information of that account.

5. User makes necessary modification and click Update button.

6. The system asks for conformation.

7. User click ok button.

8. The system saves the change to that account.

9. The system displays an acknowledgement successfully


updating the account.

Alternative Flow of event Step 3.If the user account does not exist the system display
“account not found” information.

Exit condition Save the change to the account

Table 8 Update user account use case description

Use case id UC#8

Use case name Change Password

Department of computer Science Page 24


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Participating actor All system user

description This use case helps the user when it is necessary to change
login password.

Entry condition user login to the system

Flow of event 1. User selects change password link.

2. The system display password change form.

3. User fills all information and click change button.

4. The system change the password and save the new password

5. The system display an acknowledgement of password


change successfully

Alternative Flow of event Step 3. If user enters wrong the system display message in
order to correct wrong information.

Step 4. If users input does not exist in the database the system
display the password does not exist message

Exit condition A new user account is crated

Table 9 Change Password use case description

Use case id UC#9

Use case name Delete user account

Participating actor Registrar admin

description This use case helps the user to delete user account if it is no
more necessary.

Entry condition The user login to the system, the account exists.

Flow of event 1.Users select account from menu bar

Department of computer Science Page 25


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

2. The system display user account form.

3. Users search account who wants to delete.

4. The system display information of that account.

5. User click delete button.

6. The system deletes the account.

7. The system display an acknowledgement successfully


deletes the account.

Alternative Flow of event Step 3.If the user account does not exist the system display
“account not found” information.

Exit condition the account is deleted

Table 10 Delete user account use case description

Use case id UC#10

Use case name Recover forgotten password

Participating actor All system users recover forgotten password

Description The system users may forget their password so this use case
help to the system user to recover the forget password .

Entry condition The user must be previously register

Flow of event 1. The user click on forgotten password button

2. The system display forget password recover form

3. The user will enter all required information and click on


display button.

Department of computer Science Page 26


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

4. The system retrieves the password and display on their


page and will display acknowledgment successfully retrieve
the password.

Alternative Flow of event Step 4.if the user miss required information the system display
the message to fill all required information

Exit condition The user knows their password

Table 11 Recover forgotten password use case description

Use case id UC#11

Use Case Name: ApprovingStudent Clearance

Participating Actor Registrar admin

Description The system checks the name and ID of the student on the
registrar database and approve if not exist, Registrar take the
approved clearance form from the student and approve the
clearance form for the last time by putting the seal of the
university and their signature.

Entry condition The Student Must be Requesting for Approving clearance

Flow of event 1. The Registrar have a database of Student and the material
they borrow

2. The students login in to the system

3. The system display student clearance Form

4. The students fill the required information in students


clearance form

5. The student click the submit button

6. The system checks the student information on the

Department of computer Science Page 27


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

registrar Database

7. The system clears the student and displays the cleared


clearance form.

8. The Student save and print the cleared clearance

9. Students go to Registrar and cleared at the end.

Exit condition The Students get Cleared

Table 12 Approving Student Clearance use case description

Use case id UC#12

Use Case Name: RejectingStudent Clearance

Participating Actor Registrar admin

Description The system checks the name and ID of the student on the registrar
database and reject if exist.

Entry condition The Student Must be Requesting for Approving clearance

Flow of event 1. The Registrar have a database of Student and the material
they borrow

2. The students login in to the system

3. The system display student clearance Form

4. The students fill the required information in students


clearance form

5. The student click the submit button

6. The system checks the student information on the registrar


Database

Department of computer Science Page 28


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

7. If the student information exists the system rejects the


clearance request with a notification in which office the
student have responsibility

8. The displays again on student clearance form page

Exit condition The Students clearance request Rejected

Table 13 Rejecting Student Clearance use case description

Use case id UC#13

Use Case Name: Request forClearance approval

Participating Actor Students

Description Students click the submit button after they fill the required
information to request for clearance approval.

Entry condition Student Must fill the required information on the clearance form
and click the submit button

Flow of event 1. Student login into their own page

2. Students fill the required information on the clearance


form

3. Students click the submit button

Exit condition Students waiting until the system say some thing

Table 14 Requesting for Clearance approval use case description

Use case id UC#14

Use Case Name: Fill ClearanceForm

Participating Actor Students

Department of computer Science Page 29


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Description Students fill the clearance form on their own page

Entry condition Students must be login in to the system

Flow of event 1. Student login into their own page

2. Students click the clearance form link

3. The system display the clearance form

4. Students fill the required information on the clearance


form

Exit condition The required information on Clearance form Filled

Table 15 Filing clearance form use case description use case description

Use caseid UC#15

Use Case Name: Manage Student Information

Participating Actor Registrar admin

Description Registrar upload the student information and give user name,
password and privilege to the student

Entry condition Registrar users must be login to the system to their own page.

Flow of event 1. The registrar login to their page

2. Click student information link

3. Click add student information link

4. The system display the add student information form

5. The user fill the required field and click add button

6. The system validated the user input and save the data into

Department of computer Science Page 30


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

the database

Exit condition Student information inserted to the student information table

Table 16 Manage student information use case description

Use case id UC#16

Use Case Name: Receive approved clearance Form

Participating Actor Student

Description Students of Hawassa University sign Clearance online and then they
take the approved clearance form.

Entry condition Students must sign clearance and they must approved by the
system and Registrar officer.

Flow of event 1. Students wish to sign clearance

2. Students access our system

3. Student login to their page using user name and password

4. Students Click the clearance form link

5. The system display Clearance form

6. Students Fill the clearance form

7. The system check the students information in the central


database

8. The system display the cleared clearance form

9. Student save the cleared clearance form

10. Student Go to Registrar

Department of computer Science Page 31


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

11. Registrar Print the cleared clearance form and approve the
student clearance form

Exit condition Student take the approved clearance form

Table 17 Take Cleared Clearance form use case description.

Use case id UC#2

Use case name Report Generate.

Participating actor Administrator

description The Actor wants to report how many students are Cleared from the
university.

Entry condition The Actor has been logged in.

Flow of event 1. The Actor wants to Generate report.


Step3: The user selects the Option.
Step2: The System displays the option.
Step4: The system process the selections
Step5: The system displays the all information’s of the students
Step6: The use case ends

Alternative Flow of event If The input and selection is incorrect


Step 4.1 The system indicates the user information invalid
Step 4.2 The use case continues Step 2 of the basic course of action

Exit condition The report generated to the system/the user

Table 18 Report generate use case description

Department of computer Science Page 32


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

3.4.2 Sequence Diagram


A sequence diagram in a unified modeling language (UML) is a kind of interaction diagram that
shows how processes operate with one another and in what order. It is a construct of a Message
Sequence Chart. A sequence diagram shows object interactions arranged in time sequence.

1. Sequence Diagram for Login Use case

Figure 2 Sequence Diagram for Login Use case

All the system users open the system and the system display the login page. Then the system user
fill the login form fields and the system validate the users input, the user click the login button,

Department of computer Science Page 33


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

the login form creates the login form controller which allow to execute the users input from the
database, the systems database validate the users Identification and return the result to the login
controller. Login controller validates the result and displays their page to the user. Then the
system user work on their own page whatever they want to do.

2. Sequence Diagram for Fill Clearance Form Use case

Figure 3 Sequence Diagram for Fill Clearance

This sequence diagram shows the steps how the students of Hawassa University follow to fill
clearance online. To fill clearance online the student of the university must be registered and
later login based on the previous registration. The user open the system and fill the login form
field , click login button, then the system display clearance form page. Students fill the required
filed on their own page and click the submit button. The users input validated by the system and
creates clearance form controller which allow executing the users input from the database. The
systems database validates the query and returns the result to clearance form controller. Then if
the users input are valid in systems database the system display the cleared and printable page

Department of computer Science Page 34


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

and create print controller to execute the users command. The system user clicks the print button
and takes the cleared clearance form. But if the user’s information exists (if student have
materials on his /her hand) in the central database the system notify the user by telling they have
responsibility that they must complete and where they have responsibility.

3 Sequence diagram for studentRegistration

Figure 4 Sequence Diagram for student Registration

Department of computer Science Page 35


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

1. Sequence Diagram for update Use case

Figure 4 Sequence Diagram for update

Department of computer Science Page 36


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

2. Sequence Diagram for Delete Use case

Figure 6 Sequence Diagram for Delete

Department of computer Science Page 37


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

3. Sequence Diagram for Clear Use case

Figure 5 Sequence Diagram for Clear

Department of computer Science Page 38


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

4. Sequence Diagram for Report Generate Use case

Figure 8 Sequence Diagram for Report Generate Use case

3.4.3. Activity Diagram


Activity diagram is another important diagram in UML to describe dynamic aspects of the
system. Activity diagram is basically a flow chart to represent the flow from one activity to
another activity. The activity can be described as an operation of the system [1].

Activity Diagram

1. Activity diagram for login use case description

Department of computer Science Page 39


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Figure 9 Activity diagram for login use case description

The above diagram show the activities performed when the system user login into the system.
The user opens the systems home page and clicks the login link. The system displays the login
form page. Then they fill the user name and password to login and click the login button. The
system validates the users input and display their page if the user input are correct or notify the
error and display the login form page.

Department of computer Science Page 40


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Figure 10 Activity diagram for Registration

Department of computer Science Page 41


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

2. Activity diagram for Delete use case description

Figure 11 Activity diagram for Delete use case description

Department of computer Science Page 42


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

3. Activity diagram for Update use case description

Figure12 Activity diagram for Update use case description

Department of computer Science Page 43


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

4. Activity diagram for Report Generate use case description

Figure 13 Activity diagram for Report Generate use case description

Department of computer Science Page 44


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

5. Activity diagram for Clear use case description

Figure 14 Activity diagram for Clear use case description

Department of computer Science Page 45


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

3.4.4. Class Diagram


Object here in the class diagram are entities that represent real world reality. These each objects
have their own behaviours (functions) and attributes (characteristics) by which they are
differentiated.
Conceptual model are used to depict the detailed understand of the problem space for the system.
Class model show the class of the system, their enter relationship and the operations and
attributes of the classes.

Figure 6 Analysis Level Class Diagram

Department of computer Science Page 46


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

3.4.5. User Interface design

Home page

LOGIN

REGISTRARAD OFFICER STUDENT


MIN

CREATE VIEW
ACCOUNT STATUS CLEAR IINFO DELETEINFO
UPDATE
INFO
REGISTER
STUDENTS
STATUS PRINT
CLEARANCE REQUEST VIEW
STATUS

CREATE UPDATE DELETE

Figure 10 User interface design

Department of computer Science Page 47


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

CHAPTER FOUR
4. SYSTEM DESIGN
4.1 Introduction
In this part of the project, all about application design is represented in an object oriented model
and technique diagrammatically. This design part of the project includes all object oriented
diagrams including subsystem decomposition, proposed system architecture, component diagram
and finally deployment diagram. This all diagram represent the requirement and on what way to
solve the requirement of the proposed application in detail.
System design results in the following products:
 List of design goals, describing the qualities of the system that developers should
optimize.
 Webpage architecture, describing the subsystem decomposition in terms of subsystem
responsibilities, dependencies among subsystems, subsystem mapping to hardware, and
major policy decisions such as control flow, access control, and data storage.

4.2. Purpose of system design


The Purpose of system design is in order to:-

 Define what methods or mechanisms the project team uses to achieve requirements of the
system.
 Fill the gap between the system specification produced during requirements elicitation
and analysis.
 Make the system easily manageable by individual team member.
4.3 SCOPES
Design scope describes the qualities of the system that developers should optimize. The
following are the qualities that our system should focus on.

 Performance: Hawassa University clearance system should respond fast with high
throughput, i.e. it should perform the task of Hawassa University Student clearance system
quickly.
 Error Handling and Extreme conditions: The system should be robust enough to handle
error conditions and continue with normal operations. If an error occurs, the system should
identify the error and notify to the user.

Department of computer Science Page 48


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

 Availability – Hawassa University Student clearance system should be accessible from any
computer if the computer is connected with a server computer by local area network and
will be accessible anytime a user would want to use the program.

 Security: Hawassa University Student clearance system should be secured, i.e., not allow
other users or unauthorized users to access data that has no the right to access it.

 Cost: The system should be developed with minimum cost possible


 Modifiability :Hawassa University Student clearance system should be modifiable for
further modification and enhancement of the application.

4.4. Architectural Design


Architecture design is the process of defining a structured solution that meets all of the technical
and operational requirements, while optimizing common quality attributes such as performance,
security, and manageability. It involves a series of decisions based on a wide range of factors,
and each of these decisions can have considerable impact on the quality, performance,
maintainability, and overall success of the application.

4.4.1. LogicalViewof the Architecture


The logical view of the architecture primarily supports the functional requirements what the
system should provide in terms of services to its users. The main guideline for the design of the
logical view is to try to keep a single, coherent object model across the whole system, to avoid
prematurespecialization of classes and mechanisms per site or per processor.

Department of computer Science Page 49


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Figure 4.1 logical view

4.4.2. ProcessView
The process view architecture is to shows process organization of the system that takes into
account some non-functional requirements, such as performance and availability. It addresses
issues of concurrency and distribution, of system’s integrity, of fault-tolerance, and how the main
abstractions from the logical view fit within the process architecture on which thread of control
is an operation for an object actually executed.

Generally, process view of the system can be viewed as follows.

User interface and human factors


Documentation
Performance characteristics
Hardware consideration

Department of computer Science Page 50


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

4.4.3. DeploymentView
Deployment View shows the hardware for your system, the software that is installed on that
hardware, and the middleware used to connect the disparate machines to one another.
Deployment diagram helps to model the physical aspects of an object oriented software system it
models the right time configuration in static view and visualize the distribution of components in
an application. The figure below shows the physical layout of the system. The following diagram
presents deployment for the new system and the need of physical aspect of hard ware for the
system after it deployed.

Department of computer Science Page 51


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

Figure 4.3 Deployment diagram

Department of computer Science Page 52


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

4.5. Database Design


Database Design is the database structure that will be used as plan to Store and manage the data.
The database management system (DBMS) is the software used to implement a database design.
Modern database and applications development software is so easy to use that many people can
quickly learn to implement a simple database

Figures: 4.4 Databases Design

Department of computer Science Page 53


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

4.6.2. ER Diagram
An entity-relationship diagram (ERD) is a graphical representation of an information system that
shows the relationship between people, objects, places, concepts or events within that system

An ER Diagram also called an entity –relationship model that is the graphical representation of
entities and their relationships to each other, typically used in computing in regard to the
organization of data within database or information systems. An entity is a piece of data, an
object or concept about which data is s

Figure:4.5 ERD

Department of computer Science Page 54


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

CHAPTER FIVE:
5. CONCLUSIONS AND RECOMMEDATIONS
5.1Conclusions
Hawassa University Students Clearance processing system is one of the activities which
are done manually. By considering the problems of the manual system, our team found solution
which reduces the problems of the existing system. With the contribution of each member
of the team and advisor in developing the new system from starting of data (requirement)
analysis to the implementation, we reached to the final result. During the developing this
project, team face some challenges, but by the cooperation’s of all team members reach to
their goal and come with this new project.

Generally, based on the existing system problems the team will find a proposed solution
which solves some problems of the existing system. Like it decreases time consumption, energy
consumption, resource loses during processing the clearance system in manual system.

5.2Recommendations
Based on shortage of time and some other condition like resources we do not include
some features to our project. The team wants to recommend those who wants further work on
our project like adding chat room, which facilitates communication between administrator and
the different offices listed in this project and student to ask the administrator why he/she
can’t approve their clearance request and if the students lost the university property, he/she
cannot physically contact with the casher person in order to pay. The other features we
recommend to be added to in this project are clearance processing for administration of
students and other worker like cafeteria workers, and library workers and all employees of the
Hawassa University.

Department of computer Science Page 55


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

6. REFERANCE

System Analysis and Design for Software Engineers NIIT 2005

Object Oriented Analysis& Design, Understanding System Development with UML 2.0 and
Mike O Docherty 2005

Anagoge G. (2000). Systematic planning for educational change. California:

Mayfield publishing company.

http://books.google.com.et/books?
id=bLzOaXQJG8oC&printsec=frontcover&dq=software+project+development+references&hl=
en&sa=X&ei=JQjaUJqVGM3GswaO9IGYCg&ved=0CEQQ6AEwAg#v=onepage&q=softwar
e%20project%20development %20references&f=false

System Analysis and Design for Software Engineers NIIT 2005

Object Oriented Analysis& Design, Understanding System Development with UML 2.0 and
Mike O Docherty 2005

Anigbogu G. (2000). Systematic planning for educational change California: Mayfield


publishing company.

http://agilemodeling.com/artifacts/deploymentDiagram.htm (Dec 25, 2017 Gc.)

http://www.onextrapixel.com/2012/03/14/a-detailed-overview-of-the-model-view-controller-
mvc-coding-structure/ (Dec 15, 2017)

https://msdn.microsoft.com/en-us/library/ee658084.aspx (Jan 10, 2018)

https://ist.berkeley.edu/as-ag/pub/pdf/mvc-seminar.pdf (Jan 15, 2018)

https://alitarhini.wordpress.com/2011/01/22/concepts-of-three-tier-architecture/ (Jan20, 2018)

Department of computer Science Page 56


STUDENT CLEARANCE INFORMATION MANAGEMENT SYSTEM FOR HAWASSA 2021/2013
UNIVERSITY

7. APPENDEX

Sample question during requirement gathering:

1. What is the purpose of this Clearance activity?

2. What steps are performed?

3. Where does it performed?

4. When does it performing?

5. Who performs that?

6. One of the offices which sign in to the clearance form is sport master so what kinds of thing
you cheek before sign in the clearance form?

7. How do you handle student information during borrowing materials from this office?

8. Is there any problem during this clearance process?

9. In which ways you like to be the system?

10. What difficulties you faced during the clearance process?

Department of computer Science Page 57

You might also like