MIZAN TEPI UNIVERSITY TEPI CAMPUS

SCHOOL OF COMPUTING AND INFORMATICS

DEPARTMENT OF SOFTWARE ENGINEERING

COURSE: WEB DESIGN AND PROGRAMMING (SEng3071)

WEB_BASED WATER SUPPLY SERVICE INFRMATION

MANAGEMENT SYSTEM FOR TEPI TOWN.
By:- GROUP 3

MEMBERS

NAME ID
1) Thitna Endale ……………………………..3080/14
2) Gemechis Debelo…………………………1463/14
3) Beyisa Demise ……………………………..0721/14

MINI PROJECT PROPOSAL

Submitted to: Mr. Melkamu D.

Submission date: 03/07/2016

E.C
Acknowledgment
It is my great pleasure to acknowledge everyone who has contributed to my achievement during
this long journey. First of all I want to address my thanks to the almighty God for everything he
did for us, without his help this cannot be achieved.

We would like to express our deepest gratitude to our advisor Mr, Melkamu Debasa for his great
contributions in providing us guidance and constructive comments to our project work, we
significantly benefited from his vast knowledge and experience in the area. The regular
discussion we had helped to shape this proposal work a lot. We are also deeply thankful to Mizan
Tepi University for the chance given to us to work on such project title basically to department
of information technology.

II
Abstract
Along with the changes in the world’s technology, water became the backbone of
industrialization and almost all the activities we carryout, rely on water supply and demand of
customers also changes as well which has become more demanding and knowledgeable than
ever before.

There are a number of problems being faced by the Tepi town water supply service. This project
would help to solve the problems by replacing the way of manual system into computerized
system. When we see how the customers report any damages to the organization, it requires
physical present to the office. So, the project try to cut this problem and enable the office system
to have very fast service to their customer by designing web-based service information
management system for them. In this system the group would develop a Web based water supply
service that solves the challenges of Tepi town Water supply service. The system handles
customers’ bill processing, maintenance processing, receive customer maintenance request,
display payment information and other functions. For the success of this project, the group uses
many methods of data collection like interviewing the staffs of the Tepi town water supply
workers. System also includes the use of hardware and software’s like operating system,
Database management system, application software and the likes.

III
List of Abbreviation

TCAWSSO: Tepi city administration water supply service office

CD: compact disc

TCAWSSO: Tepi city administration water supply service

HTML: hypertext markup language

CSS: cascading style sheet

UML: unified modeling language

WSSIMS: Water Supply Service Information Management System

PHP: preprocessor hypertext page

GB: gigabyte

RAM: random access memory

IV
Contents
CHAPTER ONE..............................................................................................................................................1
1 Introduction..............................................................................................................................................1
2. Background of University........................................................................................................................1
3. Background of the project.......................................................................................................................2
3.1 Goal of the project.................................................................................................................................2
3.2 Services of the institution......................................................................................................................3
4. Team Composition...................................................................................................................................4
5. Tasks and Schedule..................................................................................................................................4
6. Problem statement..................................................................................................................................6
7. Objectives of Proposed System...............................................................................................................6
7.1 General Objectives................................................................................................................................6
7.2 Specific Objectives.................................................................................................................................6
8. Scope.......................................................................................................................................................7
9. Feasibility studies....................................................................................................................................7
9.1 Technical feasibility...............................................................................................................................7
9.2 Operational feasibility...........................................................................................................................7
9.3 Behavioral /legal feasibility....................................................................................................................7
9.4 Schedule feasibility................................................................................................................................8
9.5 Economic feasibility...............................................................................................................................8
9.5.1 Intangible benefits..............................................................................................................................8
9.5.2 Tangible benefit..................................................................................................................................9
10.COST OF THE PROJECT............................................................................................................................9
11. Methodologies and Tools......................................................................................................................9
11.1 Methodologies..................................................................................................................................9
11.2 Data / requirement collection method..............................................................................................9
11.2.1 Observation....................................................................................................................................10
11.2.2 Interview.........................................................................................................................................10
11.3 Document Analysis............................................................................................................................10
11.4 System analysis & design methodology.........................................................................................10
11.5 System development methodology...............................................................................................10
11.6 System Development Tools...........................................................................................................11

V
 11.7 Required Resources with Costs......................................................................................................11
11.7.1 Software Requirement............................................................................................................11
11.7.2Hardware Requirements:.........................................................................................................12
12. Limitation.............................................................................................................................................12
13. Benefit of the project..........................................................................................................................12
Conclusion.................................................................................................................................................14
13. References...........................................................................................................................................15
14. Websites..............................................................................................................................................15

LIST OF TABLE

1.1 Team composition……………………………………………………………………………5

1.2 Schedule feasibility…………………………………………………………………………..8

1.3 Cost of project ……………………………………………………………………………….9

1.4 System development tools…………………………………………………………………...11

VI
CHAPTER ONE

1 Introduction
Now days, using computers to simplify tedious manual work is significance. Because using
computer gives many benefits like speed, accuracy, storage capacity, flexibility, cost reduction
and minimizing tedious manual work. Out of many applications of computers the group wants to
develop a system that solves the problem that concerns with the organization manual system. So,
the project try to

reduce this problem and enable the office system to have very fast service to their customer and
to become fully automated system by designing web based service management system for
TCAWSSO. We initiated to develop this project we want to change the organizations manual
system into fully automated system and to reduce loss of man power cost and time. Fully
automated system means a system its operations are a combination of both software and
hardware that is designed and programmed to work automatically without the need for a human
operator to provide inputs and instructions for each operation.

2. Background of University
Mizan Tepi University is one of the universities in Ethiopian which is found in south west
region. It has three campuses, which are Mizan main campus, Tepi Campus, and Mizan aman
health campus. It is located in Mizan Teferi where the main campus is, Tepi town and Mizan
Aman 569kms,584.3kms and 581kms respectively at southwest of Addis Ababa, in the deep and
unique natural and anthropologic diversity. Under Tepi campus school of computing and
informatics, school of engineering and technology and natural and computational are included.

The university is founded on 52 hectares of land to each campus. The enormous potentialities
and gifted natural resources of southwest, those exist in and are found Mizan and Tepi town
offers among other things, a huge opportunity to the university to venture in to new territories of
education and research development. The university started teaching and learning 2006 by
sharing building for university administration office from Mizan agriculture technique and
vocational college by admitting few regular students in college of social; science and humanities
at Mizan campus. By the time the university started its operation, there were only 215 students
attending their first degree classes. Among the number students for the first time 138 students
had graduated colorfully in July 2008/2009.

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 3. Background of the project
Tepi town Administration water supply service is a water supply organization which is in south
west regional state. The organization is established in 1979 E.C. At the time, the office had many
employees like bill officer, meter reader and technical supervisor, auditor to give service for their
customers Tepi town administration water supply service follows manual system to give service
for their customer. At first when the organization starts it had a plan to give access of water
supply for 5000 peoples all over from Tepi town and its surroundings. Currently the organization
has around 4500 customer. This Office have many activities like customer registration, bill
calculation and viewing report for them taking customers maintenance order and respond it.

When this organization started it starts by opening it starts with 4 “bono” which is like tap water
but for many customers from “genda kore” spring. But the Tepi town start to expand more
therefore the organization uses other spring waters like mero for just university and other for the
local people. Currently 60-70 thousand peoples have the access to pure water.

The vision of this administration is by providing efficient and continuous water supply service
for Tepi town and its surrounding population protecting them from any waterborne diseases and
raising productive citizens.

The main mission of the administration is by coordinating the people and other supportive
organization according to the policy, strategy and program of water administration scheduling
developmental programs to be able to provide a pure water supply for the town’s people and the
surroundings with fair amount of payment and being independent and efficient administration.

A water supply service information management system (WSSIMS) is a software application

designed to streamline the collection, organization, and analysis of data related to water delivery.
Imagine a central hub for all your water supply information needs!

3.1 Goal of the project

The major goals of this project typically focus on improving efficiency and effectiveness in these
areas:

Customer Management: Track customer accounts, billing information, and usage data.

Leak Detection and Repair: improve response times.

Decision-Making: Provide data-driven insights to support informed decision-making.

By centralizing information and automating tasks, a Water Supply Service Information

Management System (WSSIMS) can help water supply organizations improve service delivery,
reduce costs, and conserve resources.

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 3.2 Services of the institution

The main services provided by Tepi town water supply service administration can be broken
down into two categories: water delivery and system management.

Water Delivery Services:

Providing safe and reliable drinking water:

This is the core service, ensuring consistent access to clean water that meets regulatory standards
for consumption.

Metering and billing: Accurately measuring water usage and providing bills to customers for
payment.

Customer service: Addressing customer inquiries, resolving billing issues, and handling service
requests (e.g., new connections, repairs).

System Management Services:

Infrastructure maintenance: Maintaining and repairing the network of pipes, treatment plants,
reservoirs, and other equipment to ensure proper water flow and quality.

Leak detection and repair: Identifying and fixing leaks in the water distribution system to
minimize water loss.

Water quality monitoring: Regularly testing water quality to ensure it meets safety standards
and taking corrective actions if needed.

Demand forecasting: Predicting water usage trends to optimize water treatment and distribution
based on anticipated demand.

Planning and development: Planning for future infrastructure upgrades and system expansion
to meet growing water needs.

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 4. Team Composition
Project Title WEB_BASED WATER SUPPLY SERVICE INFRMATION MANAGEMENT SYSTEM FOR TEPI
TOWN.

Prepared By s.No Name ID No. Responsibility Email

1 Beyisa Demise 0721/14 Involve in all [email protected]

2 Gemechis Debelo 1463/14 Involve in all [email protected]

3 Thitna Endale 3080/14 Involve in all [email protected]

Date ... March,2024

Advisor Mr. Melkamu D.

Table 1.1 team composition

5. Tasks and Schedule

Web-based Water Supply Service Information Management System: Task and Schedule

Phase 1: Planning and Requirement Gathering (1-2 Weeks)

Task 1.1: Define System Goals and Identify the purpose of the system and the problems it
Objectives aims to solve.

Determine the target users (e.g., water utility staff,

customers) and their needs.

Task 1.2: Functional Requirements List all the functionalities the system should provide
Gathering (e.g., customer account management, meter reading, and
billing).

Prioritize features based on importance and complexity.

Task 1.3: Non-Functional Define security requirements (data access control,

Requirements Gathering encryption).

Specify performance expectations (response times,

uptime).

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Phase 2: System Design and Development (4-8 Weeks)
Task 2.1: Data Model Design Design the database structure to store water
supply information (customer data, meter
readings, billing history, etc.).

Task 2.2: System Architecture Design Define the overall system architecture,
including front-end (user interface), back-end
(server-side logic), and database.

Choose appropriate technologies

(programming languages, frameworks).

Task 2.3: Development Develop the front-end and back-end

components of the system based on the design.

Implement functionalities according to the

requirements.

Task 2.4: Testing Conduct thorough testing to ensure the system

functions as expected.

Fix any bugs or errors identified during testing.

Phase 3: Deployment and Training (1-2 Weeks)

Task 3.1: Deployment Deploy the system to a web server or cloud
platform.

Configure system settings and security

measures.

Task 3.2: User Training Develop training materials for system users
(user manuals, video tutorials).

Conduct training sessions for different user

groups.

Phase 4: Maintenance and Support (Ongoing)

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Task 4.1: Bug Fixes and System Updates Address any bugs or issues reported by users.

Implement new features and updates as

needed.

Task 4.2: Data Backup and Security Establish a regular data backup schedule

Challenge
 Main challenge was a busy schedule of class and the weather.
 The other challenge the employees were also too busy to stay in the office so it was hard
to interview them multiple of times.
 And also it was hard to get their number.

6. Problem statement
Tepi Town Administration water supply service is currently uses a manual system. As it is
manual, it has its own problems. Like;

 Since the billing information was circulated, the data loss, and it takes time to manage it.

 Since customer registration is taking place in physically; it leads to wasting time.

 During requesting maintenance, the customers may spend unnecessarily expense and waste
their time.

 The customers may not get the chance to request service of the organization 24/7(twenty four
hours a day and seven days a week).

 During the backup system of the office, it was not efficient if the documents were damaged.

 It may be difficult for customers to get the phone number of the organization.

 During generating monthly report, it takes time and it may not be easy to manage and analyses
the monthly work due to massive collection of data and the generated report may not be accurate.
Generally Tepi Town Administration water supply service uses manual system then, we want to
develop web based system to solve the listed problem.

1.7 Proposed System Description

The proposed solution for TCAWSSO is changing the manual system into web based system by
creating dynamic web page for the organization. Unlike the existing system, which operates by
registering one customer at a time the online web based system can register many customers
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concurrently. The new system can also help to found any files of the customers with in a fraction
of seconds. With this new system the organization gives efficient & time observance service for
their customer

7. Objectives of Proposed System

7.1 General Objectives

The general objective of the project is to develop web based system for Tepi town
Administration water supply service.

7.2 Specific Objectives

Here are some specific objectives that would together help us achieve the overall of the project
as follows:

 Study the existing system and find out the problem.

 Find the solution for the problem found in existing system.

 Design and build a particular model of this proposed system.

 Deploy the system and test it till it fits to the needs of the organization.

8. Scope
The scope of proposed system focused on develops web-based water supply service office. Thus
project is more focused on about water supply service.

 It concerns, manage account

 control service
 customer registration
 technician maintenance order processing
 bill calculating
 Billing system processing and reporting.

9. Feasibility studies

9.1 Technical feasibility

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 Technical feasibility deals with the hardware as well as software requirements. We have to find
out whether the necessary technology and proposed equipment have the capacity to hold the data
used in the project. The system would be develop using object oriented development technique,
since the team member have the knowledge of the methodologies and the tools to develop this
system (for data gathering, implementing or coding developing the program) the project is to be
technically feasible.

9.2 Operational feasibility

This system brings better achievement for the operations performing by the office by providing
efficient registration and storage of customers’ and payment information, easy updating, deletion
Modification etc. This intern increases the efficiency of work in the office. So that one can say
that the system is operationally feasible.

9.3 Behavioral /legal feasibility

This system brings high efficiency because it can automate tasks, improving data collection and
analysis, which leads to faster response time and reduce workload of stuff. It also improve
customer service.

9.4 Schedule feasibility

Activity Feb 13- Mar 2 Mar 3 Mar 4- Apr 2 Apr 3 Apr 4- May 14 May 15

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Proposal preparation

Proposal presentation

Documentation preparation

Documentation
presentation

Implementation

Final presentation

Table 1.2 schedule feasibility

9.5 Economic feasibility

Economic feasibility is the process of identifying the financial benefits and the degree to which
the economic advantages of the project to be made, done, or achieved. It is a measure of cost
effectiveness of a project and also, we will use to identify the benefits and costs concerning the
project. Under economic feasibility, we consider the Following things.

9.5.1 Intangible benefits

Intangible benefits: refers to items that cannot be measurable in terms of money. The following
Intangible benefits are as follow:

 Lowering the workload from the employee.

 Give moral satisfaction for the user of the system.

9.5.2 Tangible benefit

Tangible benefit: is a benefit that can easily be measurable. Our system will provide tangible
Benefits such as:

 Increase speed of activity for the organization employee.

 Decrease labor force.
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  Decrease response time for the requesting information within maximum Fraction of
second.

10.COST OF THE PROJECT

Hardware Cost

Desktop / Laptop 36000 ETB

Hard disk 2000 ETB.

Flash disk size-8,16GB 2249 ETB.

Stationery (pen and paper). 50 ETB.

RAM Size 4GB 2200 ETB.

TOTAL 42,499 ETB

1.3 cost of the project

11. Methodologies and Tools

11.1 Methodologies

A methodology is a model, which project managers employ for the design, planning,
implementation and achievement of their project objectives. There are different project
management methodologies to benefit different projects. For this project we select object
oriented general methodology.

11.2 Data / requirement collection method

There are different methods to collect information. From those the project uses the following tool
and methods to collect data from the organization.

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11.2.1 Observation
Assessing and analyzing overall system that has been carried out observing the current working
System, we would have observed the current working of TCAWSSO and how their system work
and we have conducted a physical observation have been seen. And how data are handled and
information is kept in the systems.

Generally, the above data collection tools describe mainly focused at manual-based activities.
Due to this reason, the group’s members decide to change manual based activities into
computerize d system.

11.2.2 Interview
The group member is collected information from office manager Mr. Masresha and Took
suggestions about the involvement employee activities around Tepi town water supply service.

11.3 Document Analysis

To get detailed awareness about the proposed system we would use different documents some
related previously done projects, which are very important to develop our project.

11.4 System analysis & design methodology

For the system analysis and design part there are two models. These, structured and object
oriented approach. From those this project uses object oriented approach because it is efficient to
show how the data is organized, it also shows clearly the definition of the data of the system. In
general, the project uses the object oriented paradigm to develop the system.

11.5 System development methodology

This methodology used to structure plan and control process of developing the proposed system.
Thus, we have used model that divides the system into iterative phases. We preferred iterative
model approach for the following reasons:

 It is simple and easy to understand.

 Phases are processed and completed one at a time.
 The orderly sequence of development steps and strict controls for ensuring the
Adequacy of documentation
 Project requirements are stable during the system development life cycle.

11.6 System Development Tools

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To develop the proposed system, we would use different software and hardware components.

Activities Tools/ Programs

Client side coding HTML/DHTML/XML

Client side scripting JavaScript

Platform MS Windows

Database server MySQL

Web server Apache

Server-side scripting PHP

Browsers Mozilla Firefox 3.0,chrome

Editors MS Excel

Documentation MS Word, MS Excel

User Training MS PowerPoint,

Table 1.4 system development tools

11.7 Required Resources with Costs

11.7.1 Software Requirement

Front end
 HTML, CSS, JavaScriptversion7.5.9.0 notepad++: To implement the system version
 Microsoft office: To write documentation of the system.
 Window operating system: Platform used to do both documentation and
Implementation
 UML Diagram: for designing UML diagram associated with the project.
Server Side

XAMP Server version 3.2.2: To create, store and retrieve files to/from the database.

Intermediate

PHP version 7.0.9: we use PHP xampp because of it is easy to use and easy to learn.
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11.7.2Hardware Requirements:

• Desktop and Laptop computer: To work documentation, implementation and access internet
available.

• RAM Size 4GB

• Hard disk

• Flash disk size-8,16GB

• Stationery (pen and paper

12. Limitation

This website is meant to transform the hectic manual system to a more efficient computerize
system. The project does not work about

 Employee salary or pay rolling

 Detail information about Employee.
 GPS based collecting water consumption.
 Penalty.
 Our project is language dependent doesn’t support another language except
English Language.
 The proposed system doesn’t support offline connection.

13. Significance of the project

The main benefits of this system as it is computerized web based system:

 It save the customers time when they want to access service from the organization.

 The Customers uses the system safely and gives comfort for them.

 It attracts other customer to join and register under the system.

 It motivates many customers to join the system, as it is easily accessible.

 It initiates and increases employee moral to do their task properly.

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 Generates more secured information for each customer.

 It makes smooth relation between the office and their customer.

 It makes the office efficient and more profitable in a short period of time, as it follows fully
automated system and has many customers.

 It increases performance of the organization.

 It makes smooth relation between the office and their customer.

 Generates and improves socio economic change to the society.

 Introduces the office to technology and also facilitates technology throughout the coverage
area, as it is web based system

14 Beneficiary of the projects

The first beneficiaries of these proposed systems are customers, employees, developer and the society
of Tepi town. We Have knowledge on how to access information from the organization. In addition,
solve the Problem of customers to get full access from organization.

CHAPTER TWO

This chapter focuses on the overview of the existing system and the functional and nonfunctional
requirements of the proposed systems. It tells how the current system performs its activities
within the agency. In the requirement gathering analysis (system features), divide the
requirements into hardware & software, functional and non-functional requirements. And the
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chapter includes existing system or organizational work flow, business rule and essential use
case for the system

2.1 Introduction to Existing System

Tepi town Administration water supply service is one of government organization. This could be
describing the activities like: apply registration, generating report, maintenance order, meter
reading and view report by paper form in the organization. As the existing system of water
supply service is manual, know we want to develop this organization to change manual system to
computerized form. The existing system at Tepi town Administration water supply service uses
manual system. The first activity of the existing system is payment information in the form of
paper to give detail personal information. Billing system is another activity of the existing
system to read meter and collecting payment. The meter reader read each customers and water
consumption and record on paper.

2.2 Players of the Existing System

The actors in the current system are:

Meter readers: are responsible collect water consumption then transfer rate value of water
manually to bill office.

Bill officers: are responsible to prepare bill card, accept and view the meter reading value,
calculate cost of bill then sell the bill to the customer. Reporting and transferring the income to
buy and sell office.

Finance officers: are responsible to accept the income and report from the bill office the report it
to auditor then put the money in to bank by going to bank physically.

Manager: are responsible to manage the whole office, create customer manual file, update
manual file and delete manual file. Also accept reports from buy and sell office then prepare
report manually.

Human resource officers: are responsible for hiring, firing, controlling and managing
employees.

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 Meter readers Bill officers Finance officers
> collect water > prepare bill card
> accept the income and
consumption >view meter reading report from the bill office
> transfer rate value of value
> report it to auditor
water manually >sell bill and report

Manager
> manage the whole
office Human resource officers
> create customer manual > responsible for hiring,
file firing, controlling and
> update manual file managing employees.
> delete manual file
> manage the auditors

Figure 2 existing system work flow diagram

2.2.1. Overview of Activities of the existing system

The existing system at Tepi water supply service uses manual system. The first activities of
Existing system, payment information in the form of paper to give detail personal information.
Billing system is another activity of the existing system to read meter and collecting payment.
The Meter reader read each customers and water consumption and record on paper.

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2.2.2. Activities of the existing system
The basic activities that are carried out in the existing system are:

Apply registration: It is the activity of recording manual information in paper form, like
customer registration.

Meter reader reporting: an employee who is responsible to check the monthly reading water
consumption.

 Record water consumption

 View value of meter

Bill officer: is an employee that calculate bill and generate report to customers and meter reader.

 Data was stored in manually by paper form.

 Customer must inform the office if his/her reading value was not done in timely
Manner by being physically available at the office

Report generation: The organization makes a report like the bill calculation, payment
information at the end of the month

Table 2 shows current tariff of water consumption.

Number Consumption Tariff/ Birr

1 From 0 - 5 m3

2 From 5.1 - 10m3

3 From 10.1 - 25m3

4 From 25.1m3 and above

Maintenance reporting:

 Customers inform physically to their technical supervisor when service maintenance was
needed.
 Employees get feedback from their customers using suggestion box.

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Business Rules in the Current System
For the organization:
 All customer complaints regarding water quality or supply disruptions must be addressed
and resolved within 24 hours of receipt.
 All water usage data must be accurately recorded and updated in the system on a daily
basis to ensure billing accuracy and efficient resource management.
 Water supply service providers must adhere to all regulatory requirements and standards
related to water quality, safety, and environmental sustainability in their operations.
 Water supply service providers must maintain accurate records of customer accounts,
billing information, service requests, and maintenance activities to ensure efficient and
effective management of the system.

For customer:
 Customers must provide a valid form of identification when making a purchase.
 Customers must provide their current address and contact information when signing up
for water supply services.
 Customers must pay their water bills on time to avoid any service interruptions or
penalties.
 Customers must provide accurate and up-to-date contact information to ensure effective
communication regarding their water supply service, billing, and any potential service
interruptions or maintenance.
 Customers must notify the water supply service provider of any changes in occupancy or
ownership of the property to ensure accurate billing and service delivery.
 Customers must report any leaks, damages, or issues with their water supply system
promptly to prevent further damage and ensure timely repairs by the service provider.
 Customers must adhere to any water conservation measures or restrictions implemented
by the service provider during periods of drought or water scarcity to ensure the
sustainable use of water resources.

Form used
Water supply service in existing system use different forms in order to address Information.
In existing system, the organization uses following forms like new customer registration
form, bill Calculating form, employee registration form, bill payment form and others forms
are used paper form.

Report Generated in the Existing System

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On the water supply service, manager is the one who generates report to the customers and
employees then the manager generates report periodically according to the task of organization
what activities are performed. However, at the end of billing process, the report must be within
the total income and Bill.

Bottlenecks of the Existing System

In the existing system there are several potential bottlenecks in the existing system that hinder
(obstacle) its efficiency and effectiveness. Such like:

 Data Entry and Processing: Manual data entry processes can be time-consuming and
error-prone, leading to delays in updating and processing information related to water
supply services.
 Information Accessibility: Limited access to real-time data or information by relevant
stakeholders such as customers, service providers, or management can create bottlenecks
in decision-making and response times.
 System Integration: Lack of integration between different components or modules of
the information management system can result in data silos, duplication of efforts, and
inefficiencies in data sharing and analysis.
 Reporting and Analytics: Inadequate reporting and analytics capabilities within the
system can hinder the ability to generate insights, track performance metrics, and make
informed decisions regarding water supply services.
 Scalability and Performance: The existing system may face challenges in handling a
growing volume of data, users, or transactions, leading to performance issues and
bottlenecks in processing information in a timely manner.
 Security and Data Privacy: Weak security measures or vulnerabilities in the system
can expose sensitive information related to water supply services to unauthorized access,
compromising data integrity and privacy.
 User Training and Support: Insufficient training and support for users of the system
can result in low adoption rates, user errors, and inefficiencies in utilizing the system
effectively.

In the context of the PIECES framework (Performance, Information, Economy, Control,

Efficiency, and Service), there are specific bottlenecks in each component of the existing
water supply service information management system. Here are some potential bottlenecks
based on the PIECES framework:

 Performance: include slow response times, delays in data processing, or system

crashes during peak usage periods.
- Inadequate hardware infrastructure or outdated software systems can impact the
overall performance of the system.

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  Information: involve challenges in data collection, storage, retrieval, and sharing
among different stakeholders.
- Lack of data quality control measures or inconsistencies in data formats can hinder
the accuracy and reliability of information within the system.
 Economy: include high operational costs, inefficient resource allocation, or budget
constraints that limit investments in system improvements.
- Ineffective cost-benefit analysis or ROI assessment for system upgrades or
enhancements can lead to suboptimal financial decisions.
 Control: involve issues with data governance, access controls, or compliance with
regulatory requirements related to water supply services.
- Inadequate monitoring and auditing capabilities within the system can compromise
control over data integrity, security, and privacy.
 Efficiency: include redundant processes, manual interventions, or lack of workflow
automation that slow down operations and decision-making.
- Suboptimal resource utilization, such as underutilized software features or
insufficient staff training, can affect the overall efficiency of the system.

 Service: manifest as poor customer service experiences, delays in responding to

service requests, or limited self-service options for customers.
- Inadequate communication channels or feedback mechanisms between service
providers and customers can impede service quality and satisfaction levels.

Practices to be preserved

Some practices that should be preserved to ensure the system's efficiency, reliability, and
effectiveness:

 Data Quality Control: Implementing robust data quality control measures to ensure
that the information stored in the system is accurate, consistent, and reliable.
Regular data validation, cleansing, and verification processes should be conducted to
maintain data integrity.
 Security and Privacy Measures: Maintaining strong security protocols and privacy
controls to protect sensitive information stored in the system. This includes
implementing access controls, encryption techniques, and regular security audits to
safeguard data from unauthorized access or breaches.
 Regular Maintenance and Updates: Conducting regular maintenance activities and
system updates to ensure that the software, hardware, and infrastructure components
of the system are up-to-date and functioning optimally. This helps prevent system
failures, improve performance, and address potential vulnerabilities.
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  Stakeholder Engagement: Engaging with stakeholders, including water supply
service providers, customers, regulatory bodies, and other relevant parties, to gather
feedback, address concerns, and ensure that the system meets their needs and
requirements. Effective communication and collaboration with stakeholders are
essential for system success.
 Training and Capacity Building: Providing training programs and capacity-building
initiatives for staff members involved in managing and using the system. This helps
enhance their skills, knowledge, and proficiency in utilizing the system effectively
and efficiently.
 Continuous Improvement: Emphasizing a culture of continuous improvement by
regularly evaluating the system's performance, identifying areas for enhancement,
and implementing strategic changes to optimize operations. Monitoring key
performance indicators and metrics can help track progress and drive ongoing
improvements.
 Disaster Recovery Planning: Developing comprehensive disaster recovery plans
and backup strategies to mitigate risks associated with data loss, system downtime,
or other unforeseen events. Having contingency measures in place ensures business
continuity and minimizes disruptions to water supply services.

Proposed solution for the new system that addresses problems of the
existing system

Essential use case

An essential use case is a structured narrative, expressed in the language of the application
domain and of users, comprising a simplified, generalized, abstract, technology-free and
implementation independent description of one task or interaction that is complete, meaningful,
and well-defined from the point of view of users in some role or roles in relation to a system and
that embodies the purpose or intentions underlying the interaction the list all the use case are

 Create manual account

 Delete manual file
 Search manual account
 Make payment based on paper
 Maintenance order
 Calculate cost of bill
 Prepare manual bill card
 View bill cost etc.

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Essential use case diagram

Fig 1 essential usecase diagram

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Use case description
View bill cost

Table 3 View bill cost

Name View bill cost

Use case number UC 1

Actor Customer

Pre-condition Customer must have registered

Basic course of action 1. Meter reader reads meter value.

2. Customer view bill cost.

3. End use case

Alternative cost of action(A) Meter reader reads invalid value.

A.1. Go to 1 again

A.2. use case end

Post condition Customer must view their bill cost

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Make payment

Table 4 make payment

Name Make payment

Use case number UC 2

Actor Customer

Pre-condition Customer must have registered

Basic course of action 1. Customer first view bill.

2. Customers make payment.

3. End use case

Alternative course of action(A) If one customer fee will shift to other customer.

A.1.check the customer bill.

A.2.Go to 1

A.3.Use case end.

Post condition Customer will be make their payment

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Maintenance report

Table 5 maintenance report

Name Maintenance report

Use case number UC3

Actor Customer

Pre-condition Customer must have account file

Basic course of action  Customer first get maintenance office

 Customer report maintenance
 End use case

Alternative course of action If customer go to other office

A.1.Go to 1 again

A.2.Use case end

Post condition Customer will report maintenance

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Create manual account

Table 6 create manual account

Name Create manual account

Use case number UC4

Actor Manager

Pre-condition User should member of water supply service

Basic course of action Check ID

 Register the customer

 End use case

Alternative course of action(A) If the customer file loss.

A.1.Go to 2 to fill again.

A.2. Use case end

Post condition The file is successfully created

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Update manual file

Table 7 update manual file

Name Update manual file

Use case number UC5

Actor Manager

Pre-condition User file must be available.

Basic course of action 1. Manger wants to update file.

2. Select the user file

3. Update the user file.

4. End use case

Alternative course of action(A) If the selected file is invalid.

A.1.Identifying the right user.

A.2.Go to 2 to fill again

A.3.Use case end

Post condition The file is successfully update

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Delete file

Table 8 delete file

Name Delete file

Use case number UC6

Actor Manger

Pre-condition To delete the user file must be registered in the

paper.

Basic course of action 1. The manger wants to delete file.

2. to select the user file

3. The manger can delete the user file.

4. End use case

Alternative course of action(A) If the selected file is wrong

A.1. Identifying the right user file.

A.2.Go to 2

A.3. Use case end

Post condition The file is successfully deleted

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Search information

Table 9 search information

Name Search information

Use case number UC7

Actor Manger

Pre-condition To search the user file must be registered in the

paper.

Basic course of action: 1. Manger wants to search information.

2. Search by using name and Kebele No

3. End use case

Alternate course of action(A) Information is not found in the document.

A.1. go to 2

A.2. Use case end.

Post condition The file is successfully Searched

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Read rate of water

Table 10 read rate of water

Name Read rate of water

Use case number UC8

Actor Meter reader

Pre-condition Meter reading should have collected reading.

Basic course of action 1. Move every individual customer house.

2. Read the rate of water consumes.

3. Transferred the data to bill office.

4. End use case.

Alternative course of action(A) Meter reader not read the correct value

A.1.Go to 1 again

A.2. Use case end

Post condition The current meter reading value of the

customer will record.

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View meter reading value

Table 11 view meter reading value

Name View meter reading value

Use case number UC9

Actor Bill officer

Pre-condition Meter reader must give value to bill officer

Basic course of action  Meter reader reads rate value

 Bill officer view reading value

 End use case

Alternative course of action(A) If meter reader not submit rate of value

A.1. Go to 1 again

A.2. use case end

Post condition Bill officer view correct value of meter

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Calculate cost of bill

Table 12 calculate cost of bill

Name Calculate cost of bill

Use case number UC10

Actor Bill officer

Pre-condition The bill officer should get the current water

meter reading value of the customer.

Basic course of action 1. Look the customer meter reader recorded.

2. Calculate the cost of bill.

3. End use case

Alternative course of action(A) If meter reader inter invalid information

A.1. Go to 1 again

A.2.Use case end

Post condition The water bill will be calculated

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Prepare bill card

Table 13 prepare bill card

Name Prepare bill card

Use case number UC11

Actor Bill officer

Pre-condition Prepare bill card for all customer

Basic course of action 1. Bill officer prepare monthly payment bill.

2. Bill officer insert meter reading number

3. Validates meter reading number.

4. Bill is prepared.

5.End use case

Alternative course of action(A) Bill officer not insert valid meter reading
number.

A.1.Go to 2 again

A.2. Use case end.

Post condition Bill will be prepared then pay the monthly cost
of the water consume.

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Requirement analysis
Functional requirements

Functional requirement is concerned with actual performance of the system that is going to be
developed. In addition, it does describe the functionality or service provide by the new System .It
also describes the interactions between the system and the user. The new system is expected to
provide the following functionality.

 The manage account.

 Registration Service.
 Maintenance Service.
 It allows payment service.
 Can view report.
 Give calculate the bill cost Service.
 Can generating bill or displaying monthly fee.

User requirements
User requirements are statements, in a natural language plus diagrams, of what services the
system is expected to provide to system users and the constraints under which it must operate.
That describes user goals or tasks that the users must be able to perform with the system. User
requirements therefore describe what the user will be able to do with the system. (Sawyer S.)

 The user interface shall be menu driven, it shall provide dialog boxes; help screens,
drop down lists, radio buttons, check boxes and text boxes for user input.
 The navigation from one screen to the other must be easy.
 The bill officer wants to get real report according to the report type.
 Customers will send service maintenance order to the target place.
 Buttons and labels would be indicating exact function that it represented known,
example submit represent save, add but not retrieve from database.
 All the system function will be compatible with the user.

System requirements
The client PC running the system may use any of the following operating system:

 1 GHz processor or faster 32-bit (x86) or 64-bit (x64).

 1 GB of RAM for 32-bit or 2 GB of RAM for 64-bit
 16 GB of hard drive space for 32-bit or 20 GB for 64- bit

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But the system needs to fulfill the following software:

 Operating system: MS-window 2003, 2008 server will be used for the system.
 Database management software (DBMS): is the mandatory one for the new system. To
implement the database easily, (mysql) is recommended.
 Application software: to develop user and administrative interface it also used for
connecting to the database, Most MS-Office applications are appropriate.
 Php MyAdmin: choose PHP scripting language which aims at providing the user with an
interface that is easy to learn and attractive.
  Macromedia Dreamweaver and notepad++: to edit the PHP code.

Non Functional requirements

Nonfunctional requirements are the ones that relate with the reliability of the system. These
Requirements indirectly affect the performance of the system. They are used to build quality of
the system. The following are the non-functional requirements for the new system.

 Error handling: -The system handles errors by giving error-message.

 Availability: -The organization gets 24/7 of available services.
 Usability: -Since the system is easily accessed, it is easily used everywhere in which
Internet connection is available.it is available if and only if internet connection is
available
 Portability: A language is said to be portable, if its source code is compiled (Accessed) by
any computer system, regardless of the operating system on which the user is compelling.
Thus, having this in mind, our system is portable at all, Because we have implemented,
the project using an object-oriented language
 Security: The state of organization can be free from external author.

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CHAPTER THREE

System Description and Design

3.1. Introduction
This chapter mainly concerned with the design part of system. In order to make the
implementation easy the design is very important. In this chapter we will see the different type of
class type architecture such as System use case, System use case description, sequence diagram ,
activity diagram , Class diagram, User interface flow diagram , database design are also to be
covered in this chapter.

3.2. System use case

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Figure 4 system use case diagram

3.2.1 Actor Description

Actors’ are parties that outside the system that have direct interaction with the system. Actors are
defined in a use case diagram as a stick figure and represent external factors that will provide
Interaction with the system the actors achieve the systems of TCAWSSO are listed below:

Customer: Is the actor who is act into the system to get service.

 Apply registration.
 Order or request maintenance service.
 View his/her own report
Meter reader: an employee who is responsible to check the monthly reading water consumption

 Record water consumption

 View value of meter

Administrator: Is the actor that has the privilege of managing the overall activities of the user
Account such as.

 Create account
 Delete account.
 Update account.
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Manager: Is an employee, who works on customer and employee service office, which have
Responsible for view comments

 View report.
 Control all services.

Technician: An employee who controls mainly the overall maintenance service of customers
specifically he/she has the following activities.

 Reply maintenance order.

 Receive maintenance order.
 Assign technician maintenance order

Bill officer: -is an employee, who works on customer service office, which has the following
Responsibilities

 View report.
 View payment report
 Generate bill report.

3.3. System use case description

Table 14 apply registration
Use case name Apply registration

Use case number UC1

Description The customer requests the service by using

webbased application of TCAWSSO

Actor Customer

Pre-condition The customer uses web-based service.

Basic course of action (Flow of event) 1. Customer open home page

2.customer enter user name and password

4. The customer wants to register by selecting

register link.

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 5. The system displays the register form page.

6. The customer fills the inputs his/her required

status.

7. The system displays the id no and

information’s of the customer.

8. End user condition

Alternate course of action 3.if customer enters incorrect user name and
password back to step 2

Post-condition The customers register successfully.

Table 15 maintenance order

Use case name Maintenance order

Use case number UC2

Description The customer enables to select the technical

link and fill the Request.

Actor Customer

Pre-condition The customer must have on web-based service.

Basic course of action (Flow of event): 1. Customer open the homepage

2. Customer enter username password

3. Click the submit button

5. The customer selecting manager link.

6. The system displays the manager form page.

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 7. The customer fills the inputs his/her required
information.

8. The customer click submit button.

10. The system displays the customer’s request

information.

11. End user condition.

Alternate course of action 4. if the username and password is invalid back

to step 2

9. If the input information is false back to step

7

Post-condition Maintenance order record to the system.

Table 16 assign technician

Use case name Assign technician

Use case number UC3

Description The technician used to assign

Actor Technician

Pre-condition Technician has available and have web-based

service.

Basic course of action or Flow of event 1.The Technician open homepage

2. Enter username and password

3. Click submit button

5. The technician selects assign technician link.

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 6. The system displays the assign technician
page. 7. The technician press assign icon.

8. The system displays their data to technician

from TCAWS SO Database.

9. End user condition

Alternate course of action 4. If the username and password is invalid back

to step 2

Post-condition The technician assign technician.

Table 17 Update maintenance order

Use case name Update maintenance order

Use case number UC4

Description Receive, assign technician and approve

customer maintenance order.

Actor Technician

Pre-condition Technician has available and have web-based

service

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Basic course of action or Flow of event 1. The Technician Open the homepage.

2.Sign in

3. Enter user name and password.

4. System validates the address.

6. Checks and see the problem and identify the

customers who send the order.

7. Take the order from the customer.

8. End user condition.

Alternate course of action 5. If the username and password is invalid back

to step 3

Post-condition Assign technician for the service being

transferred.

Table 18 view report

Use case name View report

Use case number UC5

Description The manager used to view report.

Actor Manager

Pre-condition The system has recorded data.

Basic course of action Flow of event 1. Manager open homepage

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 2. Enter username and password

3. Click the submit button

5 The manager selects view report link.

6. The system displays the view report page.

7. The manager press view icon.

8. The system displays their data to manager

from TCAWSSO database.

9. End user condition.

Alternate course of action 4. If the username and password is invalid back

to step 2

Post-condition The manager views the report.

Table 19 create account

Use case name Create account

Use case number UC6

Description Used to create account for users.

Actor Administrator

Pre-condition The administrator has on the web-based service

Basic course of Action 1. The admin open homepage

2. Enter username and password

3. Click submit button

5. The administrator selects create account link.

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 6. The system displays create account page.

7. The administrator fills the required information.

8. The administrator submits to the system.

10. The system registers the users into the system.

11. End user condition

Alternate course of action 4. If the username and password incorrect back to

step 2

9. If the required information is invalid back to

step 7

Post-condition The account is successfully created.

Table 20 control service

Use case name Control service

Use case number UC7

Description The manager used to control activities of

services.

Actor Manager

Pre-condition The manager has on the web-based service.

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Basic course of action Flow of event 1. Manager open homepage

2. Enter username and password

3. Click submit button

5. The manager selects activity link.

6. The system displays the activity page.

7. The manager checks service on database.

8. End user condition.

Alternate course of action 4. If the username and password is invalid back

to step 2

Post-condition The activities controlled by the manager.

Table 21 delete account

Use case name Delete account

Use case number UC8

Description It Allows administrator to disable user account

Actor Administrator

Pre-condition The admin must be on system and user account

must be registered in the Database.

Basic course of action (Flow of event) 1. The admin open homepage

2. Enter username and password

3. Click submit button

5. The administrator wants to disable account

and link.

6. The system displays the disable account

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 page.

7. Administrator fills information

8. The administrator submits to system.

10. The account is the disable from the system.

11. The system displays confirm message.

12. End user condition.

Alternative course of action 4. If the username and password is invalid back

to step 2

9.If the filled information is invalid back to

step 7

Post-condition The users’ account successfully deleted.

Table 22 login
Use case name Log in

Use case number UC9

Description A member login to TCAWSSO uses their

appropriate user name and password.

Actor Bill officer, technician, customer,

administrator, manager, Meter reader

Pre-condition The actors must be on web-based service

Basic course of action 1. Open home page

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 2. From home page there is login form with
sign in button

3. Enter username and password.

4. Submit login button

6. User login to the system.

7. End user condition.

Alternative action 5. If the user name and password are not

correct, try again Go to 3.

Post-condition The actors enter to the System.

Table 23 view payment report

Use case name View payment report

Use case number UC10

Description The system calculates the cost of bill.

Actor Bill officer

Pre-condition Must have web-based service and meter reading

value.

Basic course of action (Flow of event): 1. Bill officer open the homepage.

2. Bill officer enter user name and password.

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 3.submit to the system

5. Bill officer enter current values meter reading.

6. Click submit button

8. The system to calculate the cost.

9. End user condition

Alternating course of action 4. If the username and password is invalid Go to 2

to fill again.

7. If the value is invalid information entry. Go to 5

to fill again.

Post- condition The customer’s bill is calculated.

Table 24 reads meter

Use case name Reads meter

Use case number UC11

Description The system views the meter value

Actor Meter reader

Pre-condition Must have web-based service and meter

reading value.

Basic course of action (Flow of event): 1. Open the homepage.

2. Meter reader enters user name and

password.

3. Meter reader submits to the system

5. Meter reader enters current values meter

reading.

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 6. Click submit button

8. The system to calculate the cost.

9. End user condition

Alternating course of action 4. If the username and password is invalid Go

to 2 to fill again. 7. If the value is invalid
information entry. Go to 5 to fill again.

Post- condition Meter reader reads meter value.

Table 25 record water consumption

Use case name Record water consumption

Use case number UC12

Description The system records the water consumption.

Actor Meter reader

Pre-condition Must have web-based service and meter

reading value.

Basic course of action (Flow of event): 1. Open the homepage.

2. Meter reader enters user name and

password.

3. Meter reader submit to the system

5. Meter reader enters current values meter

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 reading.

6. Click submit button

8. The system to calculate the cost.

9. End user condition

Alternating course of action 4. If the username and password is invalid Go

to 2 to fill again.

7. If the value is invalid information entry. Go

to 5 to fill again.

Post- condition Meter reader record water consumption.

Table 26 logout
Use case name Logout

Use case number UC13

Description A member logout form TCAWSSO.

Actor Bill officer, technician, customer,

administrator, manager, Meter reader

Pre-condition Must have internet access

Basic course of action 1.Back to home page

2.Click sign out button

3. System validates the address

4. User logout from the system.

5. End user condition

Post-condition The actor’s logout from the System

3.4. Sequence diagram

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A sequence diagram shows an interaction arranged in time sequence. In particular, it shows the
Instances participating in the interaction by their “lifelines” and the Stimuli that they arranged In
Time sequence. It does not show the associations among the objects. Sequence diagrams are used
to model the logic of usage scenarios or the description of the potential of way the system used.
Sequence diagrams are a great way to validate and modifying the logic of use case scenarios and
to document design of the system.

Diagram

3.5. Activity diagram

An activity diagram is a variation of a state machine in which the states represent the
performance of actions or sub activities and the transitions are some event that sets a course of
action in Motion by the completion of the actions or sub activities. It represents a state machine
of Procedure itself. Activity diagrams model is a high level business, processes, or transitions
between states of a class. In this activity diagram we tried to document the flow of logic for the
major business processes of this project. The activity diagram below shows the users activity
performed on the web base System of Tepi City Administration water supply services office.

Diagram

3.6. Class diagram

Class diagrams in the Unified Modeling Language is a type of static structure diagram that
Describes the structure of a system by showing the system's classes, their attributes, operations

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and the relationship among the classes. The class diagram with its corresponding objects will be
present in the following diagram.

Conclusion

The proposed web-based water supply service information management system offers a
comprehensive solution to streamline operations, improve efficiency, and enhance customer
service for the organization. By implementing this system, you can achieve significant benefits
such as:

Increased operational efficiency: Improved data management, automated workflows, and real-
time access to information will lead to faster response times and reduced administrative burden.

Enhanced customer service: Customers will have access to self-service portals for account
management, bill payments, and leak reporting, resulting in a more convenient and positive
experience.

Improved decision-making: Data-driven insights will enable informed decision-making

regarding resource allocation, infrastructure maintenance, and service improvement initiatives.

We are confident that this system will be a valuable asset to your organization, contributing to a
more sustainable and efficient water supply service.

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13. References
 The sample mini project
 Our fundamental of software engineering project.
 Project management by Jennifer Bridges 2023.

14. Websites

 https://www.studocu.com
 https://www.researchgate.net
 https://wwwcoursehero.com
 https://www.globalgiving.org.ng
 https://www.scribd.com
 https://howtoapplyforgrants.com
 https://iwaponline.com
 https://www.grincom

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