EXECUTIVE SUMMARY

Forgery has long crept into our educational system and counterfeit certificate(s) and
document(s) have upper hand in various certificate and degrees awarding institution. Invalid
studentship has become greater than valid studentship. The need for student verification
system has become necessary to check mate and expunge invalid studentship, invalid
document and invalid certificate yielding for the authenticity of certificate and documents.
This project titled “Web Based Graduates Credentials Verification System for Debre
Tabor University”. The proposed model is concerned with verifying certificates (graduate,
postgraduate) issued from DTU and processing several academic requests from the graduated
students in the future. Web Based Graduates Credentials Verification System for Debre
Tabor University provides a comfortable communication among DTU and outside
organization(s) as nation’s source for accurate degree data. Moreover, it will be a web based
system where the users will be provided with comfortable interfaces to interact with DTU for
their immediate requirements in a trustworthy manner from anywhere. The system will have
a great significance on the DTU as well as Ministry of Education in the future. This is an
attempt from Ethiopians for the Ethiopians to obliterate the counterfeit from the educational
systems.

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 ACKNOWLEDGMENT

First of all we would like to give a great thanks to the Almighty God who helped us to
success well. We take this opportunity to express our sincere thanks to our Advisor Mr
Lingerew for the best guidance and support through his suggestions and ideas throughout our
project and correcting various documents error of project team with attention and care.
Finally, we have special thanks to the workers of Debre Tabor University registrar office who
helped us in providing the necessary information and material such as working manuals for
preparing this document and, for our classmate students for their great help and keeping us
some suggestions based on the projects and others.

LIST OF ACRONYMS

CD Compact Disc

CGPA Cumulative Grade Point Average

ERD Entity Relationship Diagram

EC Ethiopian Calendar

GB Giga Bytes

GUI Graphical User Interface

GVCS Graduates Credential Verification Systems

HTML Hypertext Mark-up Language

ID Identification Number

IE Internet Explorer

IIS Internet Information Service

IP Internet Protocol

MS Microsoft

DTU Debre Tabor University

DTUGCVS Debre Tabor University Graduates Credential Verification Systems

MySQL Structured Query Language

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PHP Hypertext Pre-processor

RAM Random Access Memory

TCP Transmission Control Protocol

UC Use Case

UI User Interface

UML Unified Modelling Language

WAMP Windows Apache MySQL PHP

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 1 INTRODUCTION

The verification system utilized in this project is a software application designed to

authenticate the rightful and legal affiliation of an individual or entity with a specific
collection or organization. Various types of verification systems exist, including address
verification and card verification systems, among others. The credentials verification system
is employed to determine the validity of a provided certificate and to confirm a student's
enrollment in an institution, as well as their registration in a specific department within the
institution's program. This electronic and computerized credentials verification system serves
as a means to verify a student's claim of enrollment or to validate a degree certificate issued
by an institution, providing an output that clearly indicates the accuracy or falsity of the
claim.

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1.1 Background of the organization
Debre Tabor University is a distinguished institution located in the historically significant
town of Debre Tabor. This ancient town, nestled at the base of Mount Guna, is renowned for
its rich cultural heritage and stunning natural surroundings. Mount Guna, often referred to as
"the water tower of Ethiopia," stands as the third highest peak in the country. The ample
moisture provided by this mountain has played a crucial role in creating a favorable living
environment in Debre Tabor. According to historical records, the town was established
during the reign of King Seifared in 1350 E.C. Local elders claim that the town's name was
inspired by the king's religious journey to Israel and the town's resemblance to Mount Tabor.
Debre Tabor also holds a significant place in Ethiopian history, having served as the capital
of Ethiopia in the 1950s under the rule of Emperor Tewodros II. Emperor Tewodros II is
revered as a symbol of national unity and a hero among Ethiopians. He founded the first
African industrial village in Gafat, located around five kilometers from Debre Tabor, where
the first Ethiopian-made artillery, known as Sevastopol, was manufactured.
Debre Tabor, situated in the northwestern part of Ethiopia, serves as the capital of the South
Gondar Zone within the Amhara Regional State. The town, located approximately 99
kilometers away from Bahir Dar, the regional capital, is primarily known for its bustling
business activities, complemented by civil services and agricultural pursuits like poultry and
dairy farming. The Amhara National Regional State, home to Debre Tabor, boasts a wealth of
cultural and tourist attractions, including the Lalibela Rock-Hewn Churches, the Gondar
Castles, the Semien National Park, the Tis Esat Falls, and various religious sites of great
cultural and religious significance. Debre Tabor University (DTU), established in 2008 (2001
E.C.), occupies 126 hectares of land in the eastern part of the town, offering a diverse range
of academic programs through its five colleges and additional faculty and schools. Initially
starting with 628 undergraduate programs at Wereta Agricultural College, DTU has
significantly expanded its capacity over the years to accommodate more than 18,000 students
across various degree programs, both regular and extension, totaling 75 programs.
Debre Tabor University has set up seven research centers in the South Gondar Zone to
support the local community. These include the Apple Development Research Center in
Hagere Genet, the Guna Tana Integrated Field Research and Development Center in Awuzet,
the Ebnat Research Center, the Kuhar Fish Livestock Project, the Semada Research Center,
and a Poultry Farm. Furthermore, the university has established a free law and psychosocial
aid center in the Guna Begemider district, which has been highly beneficial and successful.

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1.2 Background of the Project
Debre Tabor University, established in 2001 E.C, is a relatively new higher educational
institution in the country. Despite its recent inception, the university has shown remarkable
growth in terms of student enrollment, program offerings, and campus expansion. Debre
Tabor University currently provides a wide array of academic disciplines including
technology, agriculture, medicine and health sciences, business and economics, social
sciences and humanities, natural and computational sciences, law, information and
communication technology, and biotechnology. Both undergraduate and graduate programs
are available to students, allowing them to pursue education at various levels of
specialization. In the past, student identification and verification have been challenging due to
the prevalence of forged documents and certificates, often facilitated by the misuse of
computers. However, it is important to recognize that computers can also play a crucial role
in decision-making, verification, and authentication processes, thanks to their speed,
accuracy, reliability, cost-effectiveness, and security features. Increasing awareness about the
benefits of computerized verification and authentication systems has led to a shift in people's
attitudes towards using technology for security purposes. It is essential for academic
institutions to implement robust verification and authentication mechanisms to combat
dishonesty and forgery, as the reputation of the institution and the quality of students
produced are paramount in maintaining the value of every degree. Certificate verification is
now a mandatory requirement for many reputable companies and organizations to mitigate
risks associated with fraudulent credentials. The adoption of computerized verification
systems by universities and educational providers has become increasingly common in order
to enhance the credibility and integrity of academic qualifications.

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1.3 Statement of the Problem
Currently, Debre Tabor University does not possess a computerized system for handling
degree verification for both undergraduate and postgraduate degree recipients. The
individual inquiring, whether an employer or other relevant party, must reach out to the
registrar's office or academic records office to request the student's credentials. This
absence of a computerized system has significant implications for both Debre Tabor
University and the country.
 Consumes a significant amount of time and resources.
 Prone to various factors like fraudulent certificates and corruption.
 Inadequate security measures in the current system.
 Monotonous and slow process.
 Unauthorized or erroneous alterations to credentials.
 Fabricated certificates bearing the name of Debre Tabor University.
 Rise in illicit workforce within the nation.
 Diminished worth of legitimate credentials.
 Damage to the organization's reputation causing embarrassment and negative
consequences.

1.4 Objectives
1.4.1 General Objectives

The primary aim of the GCVSDTU initiative is to develop a system for real-time online
verification of university diplomas and postgraduate certificates, ensuring quick, secure, and
cost-effective credential verification.

1.4.2 Specific Objectives

In order to accomplish the overarching goal outlined above, the project focused on
specific objectives. The system offers the following:
 Develop a user-friendly website with specific functionalities for registrars,
administrators, and external users such as organizations.
 Efficiently store and manage information of graduated students.
 Provide comprehensive administration features including user management and
authentication.

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  Enable download and send features for verified candidate information, degrees, and
professional certificates like mark sheets.
 Implement an online application system for various services needed by organizations.
 Design and deploy a database to ensure smooth functioning of the system.
 Facilitate easy search of graduated students' files.

1.5 Scope and Limitations of the Project

1.5.1 Scope of the Project

The project's focus is on developing an online system for verifying graduated

credentials for DTU, as well as authenticating documents for bachelor's and
postgraduate degrees. This means that the system will only be accessible to
graduates of DTU, ensuring that the verification and authentication processes
are specific to the university.

1.5.2 Limitations of the Project

 Individuals who have not completed their studies or anyone else are not permitted to
access the system.
 The only accepted method of payment for requests regarding academic credentials
verification is through email transfer. Internet banking services are not supported in
our region.
 There is a possibility of susceptibility to various threats.
 In the event of a power outage or lack of internet connection, the system will be
inaccessible.
 The system is exclusively accessible for use by Debre Tabor University.

1.6 Significance of the Project

The project's benefits are detailed as follows:
 Decrease in expenses and time consumption.
 Decrease in the occurrence of inaccurate certificates.
 Prevention of unauthorized alterations to student records.
 Enhancement in the speed of verification and access to credentials.
 Diminishment in the use of materials.

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  Improvement in precision and availability.
 Enhancement in the standard of education nationwide.
 Reduction in corrupt practices.
 Amplified convenience.
 Simplified access to databases.
 Enhanced detection of fraudulent activities.
 Facilitating prompt and well-informed decisions regarding recruitment,
promotion, and remuneration within an organization.
 Prevention of data loss due to inadequate storage methods.
 Streamlining of workforce.

1.7 Feasibility Study

1.8 Feasibility Analysis

An investigation into the viability of an online platform for verifying graduates' credentials
seeks to assess the feasibility and likelihood of success in launching this system. This
examination considers the technical, financial, operational, and legal components to
guarantee that the suggested system adequately fulfills the requirements of all involved
parties in a productive and proficient manner.

1.8.1 Economic Feasibility

The purpose of assessing economic feasibility is to identify the financial benefit and cost
association with the development project, economic feasibility is referred to us cost benefit
analysis.
No. Item Description Quantit Unit Unit Price Total price
y
1 Removable flash disk 2 Birr 150.00 300
2 Blank CD 5 Birr 6.00 30
3 Binder 2 Birr 20.00 40
4 Paper 1 pack Birr 70.00 70
5 Pencil 15 Birr 1.00.00 4
6 Pen 10 Birr 4.00 40

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 8 Printing 3 Birr 50.00 150
TOTAL 634.00

Table 2:1 Economic Feasibility

1.8.2 Technical Feasibility

The system can be technically feasible because the technical resources need to develop,
install and to operate is available in the present infrastructure. It doesn’t require any technical
expertise and can be integrated with the existing system.
1.8.3 Political Feasibility
The system provides online verification and manages service related to graduated students,
which is more convenient to use for graduated students and registrar workers in DTU. This
will provide a good communication among the outside organization and DTU. The system
“DTUGCVS” will be a significant contribution to the development endeavours of our country
and supports the rule and regulation of the government hence it’s politically feasible.
1.8.4 Operational Feasibility
The system can be used effectively after it has been developed. Users will not have any
difficulty with the new system, producing the expected benefits. System will be developed
based on the policies of the university plus the new business rules.

1.8 Methodology and Tools

1.8.5 Data Collection Methodology

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 Collecting data is a crucial aspect of evaluating and understanding the current system.
The necessary data for creating a new system is sourced from the users of the system, as
well as from various forms and documents within the main registrar of Debre Tabor
University. The project team responsible for the existing system utilized a variety of
techniques to gather data from different users and managers.
 Interview: Various users of the current system, as well as the manager, participated
in order to gain insight into the system's functionality, its various features,
components, and both its advantages and disadvantages, allowing us to gather
comprehensive information from them.
 Direct Observation: We have examined different online verification systems and
academic request service providers available on the internet. Additionally, we have
reviewed the current academic credentials request system in order to monitor the
progress and gain insight into the management capabilities it offers.

 Document Analysis: In order to gather information regarding the background of the

system project team, it is essential to carefully examine the required documents and
relevant books that provide support for this project. To enhance the feasibility and
organization of the project, the team is currently conducting an analysis of various
thesis management websites from universities within our country as well as from
other countries. Additionally, they are utilizing the internet to seek explanations for
certain word definitions and to search for relevant books that can contribute to the
project's success.

1.8.6 System Analysis and Design Methodology

We have chosen to utilize the object-oriented methodology for the analysis and design of our
system, as it allows us to effectively represent complex relationships among different objects
and maintain consistent notation throughout the system for both data and processes. The
incorporation of important features such as inheritance, polymorphism, data hiding, and
encapsulation is well-suited for our design, greatly enhancing communication among
customers, analysts, designers, and programmers, while also ensuring consistency throughout
the entire development process. Additionally, the reusability of code facilitated by this
methodology will contribute to the future enhancement of the project. For the development of
this system, we have opted to employ the waterfall model system development methodology.
This model, which was the first process model to be introduced, is also known as a linear-
sequential life cycle model. In the waterfall model, each phase must be completed fully

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before the next phase can commence, and a review is conducted at the end of each phase to
assess the project's progress and determine whether to continue or discard it. Notably, testing
in this model only begins after the development phase is complete, and the phases do not
overlap. The waterfall approach is preferred for its advantages, including its structured and
systematic nature.
 The model is straightforward and user-friendly, making it easy to comprehend and
utilize.
 The model's structure allows for efficient management, with each phase having clear
deliverables and undergoing a review process.
 Phases in this model are executed sequentially, ensuring that there is no overlap
between them.

Figure 1:1 Waterfall model of system design

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 1.8.7 System Development Tools
We use the following software and software tools to develop our system. Some of these listed
as follows:

1.8.7.1 Hardware Requirement

Activities Tools
Training Papers
Writing Something Pen
Writing Soft copy of Documentation Part Computer (Desktop or Laptop)
Printing Purpose Printer
Storing File CD
File Transferring Flash 16 GB
Writing Something Pencil

Table 1:2 Hardware requirements

1.8.7.2 Software Requirement

Activities Programs Why

Code Writing Sublime, Notepad++ Easy to use
Web Server Apache (IIS) Web server for PHP
Server side Scripting PHP Understand by server
Client Side Coding HTML It works with PHP
Client Side Scripting JavaScript Easy way to validate form
Coding Language PHP Easy to writing code
Cascading Style Sheet CSS It works with HTML and PHP
Browsers IE, Mozilla Firefox, Google Better for displaying web
Chrome, Spark browser pages
Documentation MS Word 2010 Easy to use
User Training MS PowerPoint Best for presentation
Modelling and Scheduling Edraw-max, Visio 2013 Easy to design diagrams

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 Table 1:3 Software requirements

1.8 Roles and Responsibilities

The Web-Based Graduates Credentials Verification System may encompass a variety of

potential roles and responsibilities. These could include verifying the authenticity of
academic credentials, ensuring the security and privacy of sensitive information, providing
easy access for employers and educational institutions to verify graduates' qualifications, and
maintaining accurate and up-to-date records. Additionally, the system may also be
responsible for streamlining the verification process, reducing the risk of fraudulent
credentials, and enhancing the overall efficiency of the verification system.

Project Manager

 Supervise the full project life cycle: From project initiation to conclusion,
guaranteeing timely achievement of all objectives within the allocated budget.
 Manage team collaboration: Foster effective communication between
developers, designers, and key stakeholders.
 Implement risk assessment: Recognize possible risks and establish
contingency plans to minimize their impact.

System Architect

 Develop system architecture that is scalable, secure, and robust.

 Select suitable technologies and tools for the development process.
 Plan for seamless integration with current systems and databases.

Developers

 Front-end development involves creating and executing user interfaces to enhance

user experience.
 Back-end development focuses on server-side logic, database management, and
application functionality.
 Testing and debugging are essential tasks to ensure thorough testing and
resolution of any issues or bugs.

Database Administrator (DBA)

 Develop and manage the database structure for storing credential information.
 Implement security measures to safeguard sensitive student data.
 Enhance database performance and ensure efficient data retrieval through
performance tuning

Security Specialist

 Enforce security measures: Guarantee that the system follows industry standards for
safeguarding data and verifying user identities.

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  Conduct vulnerability assessments: Consistently scan for and resolve any potential
security risks.
 Adherence to regulations: Verify that the system meets all necessary data protection
guidelines and laws.

User Support and Training

 Assist users by addressing their inquiries and resolving technical issues.

 Create and conduct training sessions and materials for both institutions and users.
 Collect user feedback in order to enhance the system on an ongoing basis.

Quality Assurance (QA) Tester

 Create comprehensive test plans by outlining detailed scenarios for testing purposes.
 Execute a variety of tests, including functional, performance, and security tests, to
detect and document any issues.
 Keep thorough records of test results and encountered problems to ensure proper
documentation.

Data Analyst

 Conduct data analysis to examine data patterns and produce reports for stakeholders.
 Enhance operational effectiveness by pinpointing opportunities for enhancement in
the verification procedure using data-driven insights.

Work breakdown Structure

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1.9 Project Schedule

Figure 1:2 Gantt chart

Chapter 2: Study of Existing System

2.1 Introduction

The education sector has undergone significant changes in the digital age due to digital
transformation. An important area within the educational system is the validation of
graduates' qualifications. The conventional methods of verifying credentials, which typically
require manual procedures and physical paperwork, are not only time-consuming but also
vulnerable to fraud and mistakes. The demand for a more effective, trustworthy, and secure
system has resulted in the creation and implementation of online graduates' credentials
verification systems. The main objective of this research is to investigate and assess the web-
based platforms currently in place for validating the qualifications of graduates. Through a
thorough examination of these platforms, the research aims to pinpoint their advantages,
drawbacks, and overall efficiency. This examination will offer valuable insights that can be
utilized to improve current platforms or create innovative solutions to bridge any existing
deficiencies.

2.2 Study of Existing System

Nowadays, there is a growing need for an efficient verification and validation system for
educational credentials and certificates. However, many organizations and companies still
rely on manual verification processes provided by educational institutions and universities to

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authenticate their employees' credentials. Debre Tabor University currently lacks a
computerized verification system, leading to manual verification of graduates' credentials by
checking for the university logo, stamps, and requesting approval letters via postal mail, or
even bypassing verification altogether. Additionally, the university's academic credential
verification request service is also manual, requiring candidates to physically visit the
registrar's office and fill out a request form, which is a time-consuming process dependent on
the availability of the officers. As the world moves towards digitalization and with the
increasing reliance on online platforms for education and career opportunities, it is imperative
for institutions like Debre Tabor University to adapt to the changing times and implement a
more efficient and streamlined verification and validation system for academic credentials.
This will not only benefit the university and its graduates but also the organizations and
companies seeking to verify the qualifications of potential employees. By embracing
technological advancements, the university can enhance its credibility and provide a more
convenient and reliable service to its stakeholders.

1.9.1 Project Budget

Resources like time and equipment are needed for any system development. Some of
resources needed for project team are listed below with their estimated cost.
No. Item Description Quantit Unit Unit Price Total price
y
1 Removable flash disk 2 Birr 150.00 300.00

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 2 Blank CD 5 Birr 6.00 30.00
3 Binding 2 Birr 20.00 40.00
4 Paper 1 pack Birr 70.00 70.00
5 Pencil 4 Birr 1.00 4.00
6 Pen 10 Birr 4.00 40.00
8 Printing 3 Birr 50.00 150.00
Total 634.00
Contingency 31.70
Grand Total 665.70

Table 1:4 Project budget

1.9.2 Project Breakdown

In project team every task must be done by every person of the group, so the group
participates on every stage of planning, analysis, and design of this project by sharing ideas.
Since entire member of the team exist at the same level or responsibility to do the project, for
reviewing each other work, to reduce time consumption, to make the member fully

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knowledgeable & to increase the project quality, project group organization is based on
Decentralized control Team organization.
Project Graduates Credential Verifications for Debre Tabor University
Title
No Name Id No Mob. Phone Responsibility
1 Aliya Hassen EISR/0667/05 0917465890 Assistant Project
Leader, Project
Prepared by

Designer
2 Bayisa Guta EISR/0670/05 0919370911 Project Leader,
Programmer
3 Geleta Mosisa EISR/0682/05 0917639375 System Tester
4 Sosina Yared EISR/0700/05 0961025804 System Analyst

Table 1:5 Table of project breakdown

The technical team of this project comprises 4 Information Systems B.Sc. undergraduate
students with experience of doing different mini projects. The ultimate objective of the team
members is to develop a reliable and proficient verification and service system for graduated
students.

1.9.3 Risk Analysis, Identification, Mitigation and Monitoring

1.9.3.1 Risk

 Virus attacks the file used for development.

 If a team member leave the project or faces an issues.

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  If miss installation or configuration with the development tools occur.
 If connection or internet is fail in this campus.
 If there may not some development tools.
 The tool cost may increase during development.
 There may be holy days and vacations to miss the project activity days.
 The developing tools may not exist or live out.
 The internet may not available in the campus.
 The adviser may be have limited time in order to advise the team.
 The group member may be health problem or sickness.
 The developing tools may increase cost or cost variation.
 There may miss-configure the server setups.
 There may some conflict in our country.

1.9.3.2 Mitigation

 Data loss happens, so the team uses different back up techniques through our daily
activity in the project.
 The project is not completed on schedule so the other group members cover those
parts.

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  The development tools not working so re-configure the setup.
 Impossible to continue without development tools so we may buy tools depend on
condition necessity.
 It is difficult for project team but buy tools at immediate in the development time.
 There may be no Wi-Fi connection in the campus. So use mobile data to get some
additional information or guide from the internet.

1.9.3.3 Monitoring

 We will finish this project with the given schedule.

 We use the development tools in the table 1 above.
 The internet is available in the campuses at all days.
 The adviser have great role in this project success.
 We will meet at all project activity days.
 We will think all the developing tools are available.
 We will think the developing tools not increment cost.
 We will suggest we configure full setup (server).
2.3 Organizational Structure

Creating an effective organizational structure for graduates' credential verifications at Debre

Tabor University involves several key components to ensure accuracy, efficiency, and
reliability. Here's a suggested structure:

1. Central Credential Verification Office

This office oversees the entire credential verification process and ensures compliance with
university policies and external regulations.

 Director of Credential Verifications

o Oversees all operations.
o Develops policies and procedures.
o Liaises with university administration and external bodies.

2. Verification Departments

Each department focuses on specific types of verifications to streamline processes.

a. Academic Records Verification Department

 Manager
o Coordinates verification of academic records.
o Manages team members and resources.

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  Verification Officers
o Verify transcripts, degrees, and certificates.
o Maintain records of verifications.

b. Employment Records Verification Department

 Manager
o Oversees employment history verification.
o Ensures alignment with legal requirements.
 Verification Officers
o Contact previous employers.
o Validate employment records.

c. Professional Certification Verification Department

 Manager
o Manages verification of professional certifications.
o Ensures adherence to industry standards.
 Verification Officers
o Validate professional certifications.
o Maintain up-to-date verification methods.

3. Support Units

These units provide essential support services to the verification departments.

a. Information Technology (IT) Unit

 IT Manager
o Oversees technology infrastructure.
o Ensures data security and integrity.
 IT Support Staff
o Maintain verification systems.
o Provide technical support.

b. Quality Assurance (QA) Unit

 QA Manager
o Ensures compliance with standards.
o Conducts audits and reviews.
 QA Officers
o Monitor verification processes.
o Implement quality improvement measures.

c. Customer Service Unit

 Customer Service Manager

o Manages communication with stakeholders.

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 oEnsures timely responses to inquiries.
 Customer Service Representatives
o Handle queries from graduates, employers, and institutions.
o Provide information on verification processes.

4. Administrative Support

Ensures smooth operation of the entire structure.

 Administrative Coordinator
o Manages office logistics.
o Coordinates schedules and meetings.
 Administrative Assistants
o Provide clerical support.
o Assist with documentation and record-keeping.

Workflow

 Application Submission
o Graduates submit verification requests through an online portal.

 Initial Review
o Verification officers conduct an initial review to ensure all required documents
are submitted.

 Verification Process
o Departments conduct specific verifications (academic, employment,
professional).
o IT and QA units ensure data accuracy and compliance.

 Completion and Reporting

o Verified credentials are documented.
o Reports are generated and shared with relevant parties (graduates, employers,
institutions).

 Follow-up
o Customer Service Unit handles follow-up inquiries.
o Continuous improvement based on feedback and audits.

2.4 Services provided

2.5 Users

2.6 Business rule identification

2.7 Existing infrastructure

2.8 Proposed System

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CHAPTER 3: SOFTWARE REQUIREMENT SPECIFICATION

3.1. Introduction

3.2. General constraints

3.3. Specific Requirements

3.3.1. External Interface Requirements

3.3.1.1. User Interfaces

3.3.1.2. Hardware Interfaces

3.3.1.3. Software Interfaces

3.3.1.4. Communications Interfaces

1.4 Functional Requirement

Functional requirements drive the application architecture of a system. A requirement
specifies a function that a system or component must be able to perform. Functional
requirements specify specific behaviour or functions (2) (3). The functional requirements of
the proposed system are listed as follows:
 Authenticate and authorize users according to user’s role.
 The system should check all the supplied user input.
 Enables administrator to manage the users.
 The companies or organizations must to register itself profiles to verify certificates.
 The system should give the facility to view detail information, add, edit, and delete
graduates information for the users such as administrator or director of registrar.
 Provide application form, same as the existing system, for the graduates to apply for
academic credentials.

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  Provides facilities to download the academic credentials as per the requests from the
graduates.
 The companies or organizations can enter requests but cannot approve or delete
requests.
 Members of the Registrar group can approve a request but cannot delete requests.
 Members of the Administrators group cannot approve requests but can delete
requests.
 The admin can insert, update and search graduates information.
 Members of the finance officers can download fee receipt and enter approval or
disapproval remark but cannot delete any request.
 Data redundancy is avoided, through the proper design of the database.
 The system must provide help for the user.

1.5 Use case Diagram

Use case diagrams are ideal artefacts to capture the requirements the system. They represent
the user requirements gathered during requirement elicitation. Use case diagram consists of
use cases, actors, and their relationship and system boundary (6).
When we draw use case we use the following shapes.
No Shapes Representation
It represents the users of systems known as actors. It
1 represents a role that a user can play but not specific
user.

It represents a user goal that can be achieved by

2 accessing the system or software application.

It represents scope of systems. Known as system

3 boundary. The use case of a system is placed inside
this, while the actors who interact with the system are
put outside the system.
It represents that a use case contains the behaviour
4 defined in another use case.

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 It represents how and when the behaviour defined in
5 the extending use case can be inserted in to the
behaviour defined in the extended use case.
It is used to associate actor and use case to indicate
6 that the actor participates in that use case. Therefore,
an association correspond to a sequence of actions
between the actors and use case in achieving the use
case.

Table 3:6 Use case representations

Figure 3:3 Use case diagram

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.1. Actor Identification

1.6 Actor and Use Case Identification

Actors Use case
 External user  Login
 Administrator  Request Certificate Verification
 Registrar  View Certificate Verification Link
 Finance  Manage Graduate Information
 Create and Manage Account
 Registration of Employee
 Approve Service Request
 Accept Payment

Table 3:7 Actor and use case identification

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1.7 Use Case Description
Use Case ID Use Case Name Description
UC_01 Log In It describes the process of authenticating the user
name & password before granting access to his or
her
GCVS account.
UC_02 Request Verify It describes the process of starting verifying the
Certificate graduated student’s credentials.
UC_03 Manage Graduate It describes the process of updating, inserting,
information removing, searching data or files related to the
graduate’s credentials.
UC_04 Accept Payment It describes the process of verifying and accepting
the application fee for the service request of the
organizations or companies by the finance officer.
UC_05 Approve Service It describes the process of verifying & approving the
Request service requests of the organizations or companies
by the director of registrar.
UC_06 Create or Manage It describes the process of creating or managing
Accounts account for the authorized users of the system like
director of registrar or finance officer.
UC_07 Registration of It describes the process of registration of the
Employer employer and company or organization details with
the university in order to verify the candidate’s
credentials.
UC_08 View Certificate It describes the process of viewing a certificate
Link verification that sends to external user throw their
email.

Table 3:8 Use case descriptions

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Use Case ID UC_01
Use Case Name Log in
Primarily Actor Administrator, Registrar, Finance.
Description It describes the process of authenticating the user name & password
before granting access to his or her GCVS account.
Trigger Administrator, Registrar and Finance and need to login his or her
account to use this system.
Pre-Condition Administrator, Registrar and Finance login.
Normal Action Actor’s Action System Response
 Step 1: Administrator,  Step 2: The system displays the
Registrar and Finance login page.
initiate to login.  Step 4: System checks the
 Step3: Administrator, authentication of username and
Registrar and Finance password.
enter a valid user name &  Step 5: System displays their
password. corresponding GCVS user page.
Post condition Administrator, Registrar and Finance can do different activities
depending on the permission provided to them.
Alternative  Step 4: If the username and password is not valid, system
Action displays error message and go to step 2.

Table 3:9 Use case descriptions for login

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Use Case ID UC_02
Use Case Name Request Verify Certificates.
Primarily Actor External User.
Description It describes the process of requesting verify the graduate’s credentials.
Trigger External User want to request verify their credentials.
Pre-Condition Companies’ should register itself and graduates profiles.
Normal Action Actor’s Action System Response
 Step 1: External User  Step 2: The system displays the
initiates to requesting Requesting form.
verification.  Step 4: Systems validate information
 Step 3: External User submitted.
enters the  Step 5: System sends the certificate
organization details verification link throw the email.
and graduates  Step 6: System store the user’s
profiles. information and activity.
Post condition External user read Certificate Verification link
Alternative  Step 4: If entered information is not valid the system displays
Action error message and go to step 2.

Table 3:10 Use case description for verify certificates

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Use case ID UC_03
Use case name Manage Graduate student information.
Actor Administrator, Registrar.
Description It describes the process of updating, Searching, adding, removing data or
files related to the graduated students files or credentials.
Trigger Administrator or Registrar wants to Searching, updating, delete, add
information.
Precondition Administrator or Registrar has to be remembering user name and
password.
Normal Actor’s Action (for update) System Response
Action  Step 1: Admin or Registrar initiates for  Step 2: System
Searching information. displays Manages
 Step 3: User clicks Manages Graduates Graduates
information link. The user can update, information link.
search, delete, view, and insert their task.  Step 5: System asks
 Step 4: Here user clicks the search to enter the student
option. ID.
 Step 6: User enters the student ID and  Step 7: System
clicks OK. displays the searched
Step 8: User View information Searched. information about
the student.
Post condition User uses the searched information.
Alternative  Step 9: If ID entered violates the data entry rules, searching fails and
Action informs the user.

Table 3:11 Use case descriptions for insert, update search, and delete graduates
information

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Use case ID UC_04
Use case name Accept Payment.
Actor Finance officer.
Description It describes the process of approving the payment of students.
Trigger Finance officer wants to check and approve payment of graduates.
Precondition Finance has to be remembering user name and password.
Normal Action Actor’s Action System Response
 Step 1: Finance initiates for  Step 2: System displays the
approving payment. List for approval of
 Step 3: User clicks the List for payment link.
approval of payment link.  Step 4: System displays the
 Step 5: User downloads and list of student’s requests for
verifies the receipt, confirms with different services, along
the bank. with the fee details they
 Step 6: Users enter approved submitted.
remark and submit.  Step 7: System updates the
database, with the user’s
remark.
Post condition Database is updated by finance officer’s remark. Service request waits
for Registrar’s approval.
Alternative  Step 5: If confirmation fails, user updates the database with rejected
Action remark, followed by reason.

Table 3:12 Use case description for accept payment

Use Case ID UC_05

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Use case name Approves Verification Service Request
Actor Director of Registrar
Description It describes the process of verifying & approving the Verification
service requests of the organization or companies by the director of
registrar.
Trigger User wants to check and approve Verification service requests of
Organization or companies.
Precondition User has to login.
Normal Action Actor’s Action System Response
 Step 1: User initiates  Step 2: System displays the List for
for approving requests. approval of service request link.
 Step 3: User clicks the  Step 4: System displays the list of
List for approval of Organization or Companies requests
service request link. for different Verification services,
 Step 5: User verifies along with the fee details submitted by
the data, remark of students.
finance.  Step 7: System updates the database,
 Step 6: Users enter with the user’s remark.
approved remark and  Step 8: System generates requested
clicks to generate document.
report based on the  Step 9: System displays the report for
request. the user with option for further entry
 Step 10: User views option.
the report and enters  Step 11: Systems save the report to
his remark and clicks the database and sends credential
save. verification link to organization.
Post condition External user or organization views the certification Verification link.
Alternative  Step 5: If confirmation fails, user updates the database with rejected
Action remark, followed by reason. Mail is send to the requested External
user or organization.

Table 3:13 Use case description for approve verification service request

Use Case ID UC_06

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 Use Case Name Create Account
Actor Administrator
Description It describes the process of creating a new mail account for the users by
the administrator.
Trigger Administrator needs to create an account for the user to use the
system.
Pre-Condition The Administrator who knows the administrator password should
login as and use the create account facility in the system.
Normal Action Actor’s Action System Response
 Step 1: The Administrator  Step 2: The system displays
initiate to login. the login page.
 Step 3: Administrator enters  Step 4: System checks the
valid user name & password. authentication of username and
 Step 6: From the admin page password.
Create Account Option is  Step 5: System displays admin
selected by the page.
Administrator.  Step 7: System displays create
 Step 8: System administrator account page.
enters user information.  Step 9System creates user
account.
Post condition New user account is created which the user can use for different
activities.
Alternative  Step 4: If the username and password is not validated and verified,
Action system displays error message and go to step 2.
 Step 8: If the user information is not validated and verified,
system display error message and go to step 7.

Table 3:14 Use case descriptions for create or manage account

3.5.2. Use case Identification

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1.8 Sequence diagram
Sequence diagrams show a succession of interaction between classes or object instances over
time. It also shows the processing described in a single scenario. It describes interaction
among classes in terms of an exchange of message overtime. It is a good way to visualize and
validate various runtime scenarios.
When we draw sequence diagram we use the following shapes.
No Shapes Representation
It describes the way an object will
1 behave in context

Known as activation box, used to

2 represent the time an object needs to
complete a task.
It is a message that represents
3 communication between objects.
Lifelines that represents the objects
4 presence overtime
Reply message that represents
5 message is back to the original
lifeline
A message that an object sends to
6 itself.

Delete icon that represent destruction

7 of object.

Table 3:15 Shapes of sequence diagram

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 Sequence Diagram for Login

Figure 3:4 Sequence diagram for login

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 Sequence Diagram for Requesting Academic Service

Figure 3:5 Sequence diagram for requesting academic service

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 Sequence Diagram for Accept Payment for Service

Figure 3:6 Sequence diagram for accept payment for service

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 Sequence Diagram for Approving Services

Figure 3:7 Sequence diagram for approving services (for credentials from
graduates)

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 Sequence Diagram for Verify Certificates

Figure 3:8 Sequence diagram for verify certificates

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 Sequence Diagram for Searching Graduates Information from the Database.

Figure 3:9 Sequence diagram for searching graduates information from the
database

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 Sequence Diagram for Create Account

Figure 3:10 Sequence diagram for create account

1.9 Activity diagram

1. The activity diagram serves as a UML element that is utilized in the modelling of business
processes and in capturing the logic of a single use case usage scenario. It is also instrumental
in modelling the internal logic of intricate system operations. Furthermore, it illustrates the
workflow, encompassing the details from the starting point to the end point, as well as the
various decision points that are present in the progression of events within the activity.

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Essentially, the activity diagram can be likened to a flowchart, as it demonstrates the flow of
control from one activity to another. When creating an activity diagram, we utilize a variety
of shapes to represent different elements and actions within the process.

No Shapes Representation
Join symbol, represent when two con-current
1 activities combined

Fork symbol , represents splitting of two

2 activities into two concurrent activities

Connector symbol that represents directional

3 flow, or control flow of the activity

Indicates the activities that make up a

4 modelled process.

It is start symbol that represents the

5 beginning of a process or work flow.

It represents a completion of a process or

6 workflow.

Diamond shape represents the branching or

7 merging of various flows with the symbol
acting as the frame or container.

Table 3:16 Representation of activity diagram

Activity Diagram for Login

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 Figure 3:11 Activity diagram for login

Activity Diagram for Certificate Verification Request

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 Figure 3:12 Activity diagram for certificate verification request

Activity Diagram for Accept Payment

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 Figure 3:13 Activity diagram for accept payment

Activity Diagram for Approve Service by the Registrar Director

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 Figure 3:14 Activity diagram for approve service by the registrar director

Activity Diagram for Verify

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 Figure 3:15 Activity diagram for verify

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 Activity Diagram for Search, Update, Delete and Insert (Manage Graduate
Information).

Figure 3:16 Activity diagram for search, update, delete and insert (manage graduate
information)

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 Activity Diagram for Create or Manage Account.

Figure 3:17 Activity diagram for create or manage account

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1.10 State Chart Diagram
The state diagram depicts the state of objects as their attributes change from one state to the
other state. State chart modelling is used to show the sequence of states that an object goes
through and the events that cause the transition from one state to the other actions that result
from a state change (10). The following figure shows the state of the objects that
corresponding use cases. Some of them are:-

State Chart Diagram for Login

Figure 3:18 State chart diagram for login

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 State Chart Diagram for Certificate Verification

Figure 3:19 State chart diagram for certificate verification

State Chart Diagram for Request Service

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 Figure 3:20 State chart diagram for request service

State Chart Diagram for Administrator Page

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 Figure 3:21 State chart diagram for admin page

3.8. Class Diagram

1.9 Non-Functional Requirements

Non-functional requirements describe user-visible aspects of the system that are not directly
related with the functional behaviour of the system that are listed above. A non-functional
requirement is a statement of how a system must behave; it is a constraint upon the systems

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behaviour. They specify criteria that judge the operation of a system, rather than specific
behaviour (4). Non-functional requirements of the proposed systems are listed as follows:
 Accessibility: The system available to the users 24 hours if internet connection and
electric power is exist.
 Performance: The system shall perform its operations within a minimum amount of
time. The system shall be interactive and the user gets the expected result within few
seconds. The system will be accessed by many users inside or outside the university.
For better response and throughput it should be given more emphasis for the faster
access to the system across the network. Constraints can be user’s computer low
RAM, Network or connectivity failure, and others.
 Security and Access permissions: Administration part of the system is accessible
only for the authorized Administration staff according to their Assigned right. An
Unauthorized user should not access the administration page by any means. Some of
the resources and activity shall be restricted and allowed only for authorized users.
Therefore the system shall have user identification method and it should grant or deny
access to users as per the privilege of the prospective user. There may be some
intruders who could access the file or data on the database, but with the proposed
system being part of DTU server this shall be a very rare occasion.
 Deployment: Final system shall be deployed in a web server (Apache) part of DTU.
 Documentation: The activities and outputs of each system development stage in the
project work flow will be properly documented for the successful completion of the
project. These documents produced at the end of each stage shall be organized and
compiled together at the end of the project for future reference, system maintenance,
and system support.
 Extensibility: Adding features and carry-forward of customizations at next major
version upgrade along with the business re-engineering is possible.
 Backup: There shall be a frequent and full back up mechanism to avoid any
information loss and inconsistency.
 User interface: The user interface of the system shall be user friendly and easy
enough to work with. System provides web interfaces that are compatible with
browsers like Internet explorer, Mozilla Firefox, Google chrome.
 Communication Interface: The DTU GCVS will be connected to the local area
network of DTU.

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 2 SYSTEM ANALYSIS

This chapter covers the functional aspect of analysis that is functional modelling. The set of
functional requirements that have to be analysed is done in an object-oriented way. UML
(Unified Modelling Language) an object-oriented, graphic language, is unified for all the
aspects of the requirement analysis. The functional model consists of use case modelling to
show the system functionality from user point of view, use case description, activity diagram
to describe the details of internal system functioning and sequence diagram, collaboration
diagram and state chart diagram.

2.1 Collaboration diagram

A collaboration diagram, also called a communication diagram or interaction diagram, is an
illustration of the relationships and interactions among software objects in the Unified

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Modelling Language (UML). Collaboration diagrams are best suited to the representation of
simple interactions among relatively small numbers of objects. As the number of objects and
messages grows, a collaboration diagram can become difficult to read .It is used to show
some data flows between objects and the interaction caused between them (8). Some of the
data flows among objects were explained below.

Collaboration Diagram for Login

Figure 3:22 Collaboration diagram for login

Collaboration Diagram for Requesting Service

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 Figure 3:23 Collaboration diagram for requesting service

Collaboration Diagram for Verify Certificates

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 Figure 3:24 Collaboration diagram for verify certificates

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 3 SYSTEM DESIGN

System design is the transformation of analysis models of the problem space into design
models (based on the solution space) (11).
In this chapter we are going to describe the detailed description which focused on System
design and system containing class diagram, deployments diagram, components diagram and
user interface prototype. Object oriented system development methodology is used in this
project. It incorporates two principle phases.
 Improve the use case model to reflect the implementation environment.
 Model objects interactions and behaviours that support the use case scenario or
discretion.
The following section provides the Class diagram, Deployments diagram, and Components
diagram and User interface prototype. This will help us to design the system and describe
how its interface looks like.

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3.1 Class Diagram
Class modelling used to describe the structure of the system. Classes are abstractions that
specify the common structure and behaviour of a set of objects in the new system. In this
modelling the team’s members have design the system in terms of objects, classes, attributes,
operations and their association (12). Of course the model depicted here is a sample.

Figure 4:25 Class diagram

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3.2 Deployments Diagram
The deployment diagram also helps to model the physical aspect of an object-oriented
software system. It models the run-time configuration in a static view and visualizes the
distribution of components in an application. In most cases, it involves modelling the
hardware configurations together with the software components that lived on. Deployment
diagram would show what hardware components (nodes) exist (13).

Examples

 Web server.
 Application server.
 Database server.

Deployment modeling used to show the hardware of the system, the software that is installed
in the hardware and also the middleware that is used to connect the disparate machines to one
and other. It also shows how the software and the hardware components work together.

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 Figure 4:26 Deployment diagram

Description of the architecture deployment of the system is described as follows.

Clients are responsible for:-

 Provide user interface to the user enabling to get services.
 Receiving inputs from user.
 Checking range of performance.
 Initiating database transactions once all necessary data are collected in the system.
Server said responsible for:-
 Transaction performance.
 Guaranteeing the integrity of data.
 Putting backup of the database.

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3.3 Components Diagram
In the Unified Modelling Language, a component diagram depicts how components are wired
together to form larger components or software systems. The component model illustrates the
software components that will be used to build the system. These may be built up from the
class model and written from scratch for the new system. And also this modelling
components of the system will be wired showing that there is relation among components,
this in some extent shows which components or objects will be accessed by whom (14).

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 Figure 4:27 Component diagram

3.4 User Interface Prototype

User Interface Prototype is an iterative analysis technique in which users are actively
involved in the mocking-up of the UI for a system. A user interface prototype is a vehicle for
user to communicate the possible UI design of system (15).

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 Figure 4:28 User interface prototypes (design)

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 Figure 4:29 User interface prototype (snapshot)

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 CONCLUSIONS

With all the accumulated effort invested, there are reasons to believe that at the end of the
project “Graduated Credential Verification System for Debre Tabor University” find’s itself
in a better shape. We summarize the progress with respect to the main objectives of the
project. Our team members can conclude the following perception views as we have done the
project throughout this year. As we know, the value of every degree is the reputation of the
institution and the students produced, the greatest obstacle to any academic institution is
dishonesty and forgery which has to be balanced with verification and authentication systems
and processes. In the aspect of credentials verification system there is a vast scope and is
seemed to be a must. More or less keeping track of what our verification system (manual) is,
what are the different possibilities in the field of monitoring, verifying certificates (graduate)
issued from DTU and processing several academic requests from the companies in the future
and especially different possibilities for controlling forgery related to documents, certificate
and studentship are there with GCVS for DTU and we have tried our level best to reach the
expectation level from graduate studies. GCVS for DTU is flexible, accurate and attractive
with easy GUI approach. Finally the team expects that the developed system will change the
general manual system of the DTU and it makes more reliable and efficient than the previous
manual system. We could accomplish the some of the key issues. But now there is a clear and
base idea how the system can be developed and integrated. This project can be seen as an
initiation for students who are doing project on the same field for nationalization or
generalization of certificate verification system for Ethiopia.

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Graduates Credential Verification Systems for DTU Page 65

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