UNIVERSITY OF DAR ES SALAAM

COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGIES

DEPARTMENT OF COMPUTER SCIENCE AND ENGINEERING

IS335 / CS498: Final Year Project Report – End of Semester Two

Project Title: UDSM CLEARANCE INFORMATION

MANAGEMENT SYSTEM.
Student Name: Amani, Baraka J 2020-04-00298 BSc. In CEIT

Biro, Aidanus G 2021-04-00825 BSc. In CS

Majata, Noel Roy 2021-04-05442 BSc. In CS

Supervisor Name: DR. Herrieth Machiwa

Supervisor Signature ………………………

 ABSTRACT
At the University of Dar es Salaam (UDSM), we're in the process of revolutionizing the way
graduating students complete their clearance procedures. Traditionally, students have had to
physically visit different offices across the campus, like Dean of Student, Department, library,
sports coach, and the Accommodation board (USAB), just to get the necessary endorsements for
clearance.

Recognizing the time-consuming and often inconvenient nature of this process, we're working
on developing an Online Clearance System. This system, currently in the design phase, will be
like a one-stop-shop for all clearance needs. Instead of running around campus, students will be
able to handle their clearance online.

The goal of this project is to make the clearance process smooth and stress-free. Our software,
once developed, will simplify the steps involved and guide users through the online clearance
procedures. We've gathered data from the University, consulted various materials, and developed
a plan that we believe will meet the needs of students and staff alike.

The aim was to create a user-friendly system that streamlines the clearance process and can be
easily adopted by other institutions in the future. We're optimistic that our Online Clearance
System, once ‘implemented, will significantly improve the overall clearance experience for
students and staff at UDSM, and possibly, for other universities as well.

This project presents the development and implementation of a comprehensive student clearance
system designed to streamline the administrative clearance process in educational institutions
basing in the University of Dar es Salaam. The system automates the collection of clearance
requests from students, tracks the progress of these requests, and facilitates efficient approval
and documentation by relevant administrative departments. The project successfully addresses
the challenges of manual clearance processes, providing a scalable solution that enhances
efficiency, reduces errors, and improves the overall administrative workflow in educational
institutions.

This project has been done because of the need and necessity, that was seen by the graduate
students. After a careful study and research, we have managed to hereby submit the project as
our final year project.

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 ACKNOWLEDGEMENT
In embarking on this endeavour to enhance the clearance process at the University of Dar es
Salaam (UDSM), I extend my sincere appreciation to the individuals and entities who have been
instrumental in supporting this project.

It all starts with God, followed by family and all other individuals, my thanks go to them. My
fellow group members who are Biro, Aidanus G and Baraka Johnson Amani for all the hustles we
came across along the way in creating this amazing masterpiece.

Supervisor and Coordinator: A heartfelt thank you goes to the project supervisor Dr. Herrieth
Machiwa and Final Year Project Coordinator Dr. Joseph Mushi Cosmas for their invaluable
guidance and unwavering support throughout the design phase of the Online Clearance System.
Their expertise and encouragement have been crucial in shaping the direction of this project.

Department and University Support: I express my gratitude to the faculty and administration at
UDSM for providing the necessary resources, encouragement, and a conducive environment for
the design phase of this innovative project. Their commitment to fostering technological
advancements within the university is commendable.

Project stakeholders and Friends: It would not be fair and clear not to thank the offices involved
in the system, this is because of their presence we wouldn’t be having this project, therefor we
thank all the stakeholders in the particular offices involved. As to my classmates and friends who
have provided encouragement and assistance, thank you for being a source of motivation during
the challenges encountered in the design process. Your input has been valuable.

Thank you all for being an integral part of this journey.

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 TABLE OF CONTENTS

ABSTRACT................................................................................................................................................i
ACKNOWLEDGEMENT.........................................................................................................................ii
TABLE OF CONTENTS..........................................................................................................................iii
LIST OF ABBREVIATION.......................................................................................................................v
LIST OF FIGURES...................................................................................................................................vi
LIST OF TABLES....................................................................................................................................vii
CHAPTER ONE.........................................................................................................................................1
INTRODUCTION......................................................................................................................................1
1.0 General Introduction.............................................................................................................................1
1.2 Statement of the Problem.....................................................................................................................2
1.3 Objectives.............................................................................................................................................2
1.3.1 Main Objectives..................................................................................................................................2
1.3.2 Specific Objectives..............................................................................................................................2
1.4 Significance of the Project....................................................................................................................3
1.5 Project Scope........................................................................................................................................3
1.6 Organization of the report....................................................................................................................4
CHAPTER TWO........................................................................................................................................6
LITERATURE REVIEW...........................................................................................................................6
2.0 Introduction..........................................................................................................................................6
2.1 Some Existing Projects:........................................................................................................................6
University of California, Berkeley – CalCentral System...........................................................................6
Imo State University's Student Clearance System.....................................................................................6
2.2 Related Projects....................................................................................................................................7
2.3 Project Gap...........................................................................................................................................7
CHAPTER 3...............................................................................................................................................9
METHODOLOGY.....................................................................................................................................9
3.0 Embracing Agility: The Scrum Approach............................................................................................9
3.1 Unveiling Requirements: The Data Gathering Mission.......................................................................9
3.2 Crafting the Blueprint: Design Approach...........................................................................................10
3.3 Empowering Tools: The Development Arsenal..................................................................................10
CHAPTER FOUR....................................................................................................................................11
REQUIREMENTS SPECIFICATION.....................................................................................................11
4.0 Introduction........................................................................................................................................11
4.4 Use Cases............................................................................................................................................14
4.5 Use case Diagrams.............................................................................................................................15
4.5 Use case descriptions..........................................................................................................................17

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 CHAPTER FIVE......................................................................................................................................20
UDSM CLEARANCE MANAGEMENT INFORMATION SYSTEM-SYSTEM DESIGN..................20
5.1 Class diagram.....................................................................................................................................20
5.2 Data flow diagram..............................................................................................................................21
5.3 System sequence diagrams.................................................................................................................22
5.4 Architecture design.............................................................................................................................25
5.5 Database design..................................................................................................................................26
CHAPTER 6.............................................................................................................................................27
SYSTEM IMPLEMENTATION..............................................................................................................27
6.1 Introduction..........................................................................................................................................27
6.2 System Overview.................................................................................................................................27
Development Environment and Tools........................................................................................................27
6.3 System Architecture.............................................................................................................................28
6.4 System division....................................................................................................................................29
6.5 ADMINISTRATOR ROLES IMPLEMENTATION (MAJATA, NOEL ROY)...................................29
6.5.1 User Interface in Administration Views............................................................................................29
6.5.2 Functionalities of Administrator Roles.............................................................................................30
IMPLEMENTATION OF STUDENTS ROLES (BIRO, AIDANUS G)...................................................35
6.6 Student’s User Interfaces (Views)........................................................................................................35
IMPLEMENTATION OF STAFF ROLES (BARAKA, JOHNSON AMANI).........................................39
6.7 Staff (Offices) Views............................................................................................................................39
6.8 Security Considerations.......................................................................................................................45
6.9 Integration Testing..............................................................................................................................45
6.10 User Acceptance Testing..................................................................................................................46
CHAPTER 7.............................................................................................................................................47
CHALLENGES, CONCLUSION, AND RECOMMENDATIONS........................................................47
7.1 CHALLENGES AND SOLUTIONS...................................................................................................47
7.2 CONCLUSION....................................................................................................................................47
7.2.1 Future Implementation Goals:...........................................................................................................48
7.2.2 Recommendations for Adoption.......................................................................................................48
REFERENCES.........................................................................................................................................49
Appendix A: Project Schedule...................................................................................................................50
Appendix B: Project Budget......................................................................................................................50
Appendix C: Sample Interview Questions.................................................................................................51
Appendix D: Sample Clearance Form Output...........................................................................................52

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 LIST OF ABBREVIATION

UDSM University Of Dar es Salaam

ICT Information and Communication Technology
COICT College of Information and Communication Technology
SSL Secure Sockets Layer
MySQL My Structured Query Language
PHP Hypertext Preprocessor
UAT User Acceptance Testing

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 LIST OF FIGURES
Figure 1:Agile methodology life cycle..................................................................................................9
Figure 2: Graduate Use Case Diagram................................................................................................15
Figure 3: Offices Use Case Diagram...................................................................................................15
Figure 4: System Use Case Diagram...................................................................................................16
Figure 5: Admin Use Case Diagram....................................................................................................16
Figure 6: class diagram........................................................................................................................20
Figure 7: data flow diagram for UDSM clearance management information system.........................21
Figure 8: Administrator sequence diagram..........................................................................................22
Figure 9: Graduate Sequence Diagram................................................................................................23
Figure 10: Offices Sequence Diagram.................................................................................................24
Figure 11: Architecture design of the system......................................................................................25
Figure 12: Entity Relationship Diagram.............................................................................................26
Figure 13- Figure 23: (ADMINISTRATOR ROLES FIGURES) ………………………………… 32
Figure 24 – Figure 31: (STUDENT ROLES FIGURES)....................................................................39
Figure 32 - Figure 54: (STAFF ROLES FIGURES) ………………………………………………. 44

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 LIST OF TABLES
Table 1: Functional requirement

Table 2 Non-functional requirements

Table 3: Use case and system actors

Table 4: User login use case description

Table 5: A tracking use case for a graduate

Table 6: Admin data entry use case

Table 7: Office check status use case

Table 8: Office verify clearance use case

Table 9: System print clearance use case

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 CHAPTER ONE
INTRODUCTION
1.0 General Introduction
In the era of digital transformation, universities worldwide are increasingly adopting
Information and Communication Technology (ICT) to streamline administrative processes
and enhance the student experience. However, many institutions, including The University
of Dar es Salaam (UDSM), still struggle with manual and paper-based procedures, leading
to inefficiencies, delays, and frustration for both students and staff.
The current graduate student clearance process at UDSM is a prime example of this
challenge. Students must physically visit multiple offices, submit paper forms, and wait
for approvals, often encountering long queues and missing documentation. This manual
system can be time-consuming, stressful, and prone to errors, hindering timely graduation
and reducing student satisfaction.
Recognizing the need for a more efficient and user-friendly solution, this project proposes
the development of an online clearance system specifically for graduate students at
UDSM. This system aims to leverage the power of ICT to automate various clearance
steps, reducing paperwork, improving communication, and ultimately enhancing the
overall graduation experience.
By implementing this online system, we expect to significantly reduce clearance
processing time, eliminate long queues, and improve data accuracy. The system will also
provide real-time tracking and transparency, empowering students to actively manage their
clearance process. Furthermore, the centralized platform will streamline communication
between departments and students, fostering a more collaborative and efficient clearance
experience.
This report will delve into the details of the proposed online clearance system. Chapter 2
will review existing research and literature on online clearance systems and their impact
on higher education institutions. Chapter 3 will discuss the chosen Scrum methodology
and data collection techniques used in the development process. Chapter 4 will present the
system requirements specifications, outlining its functionalities and technical aspects.
Chapter 5 will detail the system design, including its architecture and user interface.

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1.2 Statement of the Problem
When a student is about to graduate at the University of Dar es Salaam, he/she will take
his/her degree exam after which he obtains a clearance form from Exam and Records Unit
of the University, following the settlement of all required fees and dues. This form then
undergoes certification from various departments and units within the university, including
the bursary, library, the student's department, and the University Health Centre. The
bursary department certifies the completion of all financial obligations, while the library
confirms the absence of outstanding textbook or library material fees, among other
verifications.

Presently, the University of Dar es Salaam utilizes a manual clearance system, which
proves to be laborious and time-consuming. Under this system, students are required to
physically visit each clearance office with their form for validation. Once all necessary
signatures are obtained, the form signifies the student's clearance status. Moreover, the
manual system involves the storage of clearance forms in file cabinets, necessitating a
search operation whenever a specific student's form is required.

To address these challenges, there is an imperative to develop an efficient, web-based

platform that offers reliability and cost-effectiveness. Such a platform would streamline
the clearance process, providing a centralized and accessible solution for managing
clearances efficiently.

1.3 Objectives
1.3.1 Main Objectives
To design and implement an integrated online platform at The University of Dar es Salaam
specifically for graduate student clearance and academic certificate requests, promoting
efficiency, transparency, and data integrity for both students and the university staffs.

1.3.2 Specific Objectives

The specific objectives of the University of Dar es salaam clearance information
management system:

i. To gather information and data on the useful through a formal Data

Collection and Analysis methods like asking questions to stakeholders of
the system.

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 ii. To define System Requirements that would result into a complete and
feasible clearance information system.

iii. To show the development plan on Project Implementation in order to

ensure the correct flow of clearance process and development of the
system.

iv. To enlighten the correct Requirements Analysis and Prioritization during

the design and implementation of the clearance information system.

v. To design the Web Application Interface where the clearance information

system will be deployed.

vi. To ensure the correct Web Application Development that aligns with the
correct main objective and other specific objectives, by the use of correct
technologies.

vii. To integrate the UDSM Clearance Information System with SMS in

order to inform the graduates on during clearance end processes.

viii. To deploy the system in order to automate some of processes in the

clearance procedures.

1.4 Significance of the Project

This project's significance lies in its transformative impact on the University of Dar es
Salaam's graduate student clearance experience. By developing an online system, it tackles
the frequent and common issue of queues and delays, offering efficiency and effectiveness
through automated workflows and streamlined procedures. This not only reduces stress
and frustration for students, but also frees up valuable time for both students and staff.

1.5 Project Scope

This project aims to develop an online system for managing graduate student final
clearance at The University of Dar es Salaam. The system will encompass financial
clearance, library clearance, department clearance and academic certificate requests.
Students will submit online requests, upload necessary documents and track their progress.
Staff will review submissions, provide approvals and communicate with students through
the platform. Reporting functionalities will offer data insights for stakeholders. The project

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excludes face-to-face meetings for specific approvals and integrates seamlessly with
existing university systems for student data and authentication. Deliverables include the
fully functional platform, user manuals, training materials, and system design
documentation.

1.6 Organization of the report

This report is structured into 5 main chapters, each addressing a specific aspect of the
online clearance system project.

Chapter 1: Introduction

This chapter provides a general overview of the current clearance process at The
University of Dar es Salaam, highlighting its challenges and the need for an online
solution. It details the project's objectives, emphasizing how it aims to streamline
workflows, improve transparency, and reduce delays for graduate students. The chapter
further outlines the project's significance, explaining the benefits it offers to both students
and UDSM, and defines the scope of the system, clarifying its functionalities, user groups,
and limitations. Finally, it provides a brief overview of the report's organization, guiding
the reader through the subsequent chapters.

Chapter 2: Literature Review

This chapter delves into existing research and literature related to online clearance systems
and their impact on higher education institutions. It reviews studies on similar projects
implemented in other universities, analysing their successes, challenges, and key
learnings. The chapter also discusses relevant theoretical frameworks and methodologies
used in developing and evaluating online systems for administrative processes.

Chapter 3: Methodology
This project will employ the Scrum methodology to guide the development and
implementation of the online clearance system for graduate students at The University of
Dar es Salaam. Scrum's iterative and collaborative approach proved well-suited to our
project, enabling flexibility in responding to evolving needs while facilitating efficient
delivery of working functionalities. This Scrum framework proved instrumental in
navigating the inherent complexities of developing a new online system. By embracing
adaptability and continuous improvement, we were able to respond effectively to

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stakeholder feedback, address technical challenges, and ultimately deliver a functional and
user-friendly online clearance system that met the project's objectives.

Chapter 4: System requirements specification.

This chapter dives deep into the system's core, presenting the specific requirements
(Functional and Non-Functional requirements) gathered from managing student data to
tracking clearance requests and ensuring data integrity. Each requirement is carefully
analysed, revealing its purpose, priority, and potential challenges.

Chapter 5: System design

This chapter delves into the detailed design that brings the UDSM Clearance Management
Information System to life. It introduces key entities like "Graduate" and "Clearance
Form", outlining their roles and relationships within the system. A crucial Entity
Relationship Diagram visually depicts these connections, guiding us through the system’s
structure.

Chapter 6: System Implementation

In this chapter implementation has been discussed in a way that show how the entire
system works and the capabilities found in the system. All the participants have expressed
on their terms depending on the roles they have managed to create in the entire system.
The chapter also includes the challenges and conclusion as well as recommendations.

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 CHAPTER TWO

LITERATURE REVIEW

2.0 Introduction
This chapter dives into the existing body of research and literature related to online student
clearance systems in higher education (Universities). Specifically, we review previous
studies on the implementation and operation of such systems in universities around the
world. Examining the successes and challenges encountered in these projects allows us to
gain valuable insights and inform the development of our own online clearance system for
graduate students at The University of Dar es Salaam. By analysing best practices
identified in the literature, we can create a functional, user-friendly, and efficient system
that addresses the specific needs of our university community.
2.1 Some Existing Projects:

University of California, Berkeley – CalCentral System

The University of California, Berkeley's CalCentral system demonstrates the effectiveness

of centralized online platforms in facilitating graduate clearance processes. Graduates
access department-specific modules within CalCentral System, each outlining clear
requirements like returning library materials or settling outstanding balances. This
modular approach simplifies navigation and streamlines task completion. Additionally,
real-time dashboards track progress, offering graduates transparency and control over their
clearance journey. The system further employs automated notifications to ensure
awareness of deadlines, preventing potential delays. Also, CalCentral offers secure
document upload functionality, enabling quick and hassle-free submission of required
documents. Moreover, personalized information and communication channels enhance
transparency and support, addressing individual needs and ensuring a smooth experience.

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Imo State University's Student Clearance System

In their research paper, Umezinwa Chukwuebuka Ben presented a computer-based

clearance system for Imo State University which has been delivered, designed to address
inefficiencies and stress associated with manual processes. Leveraging technologies like
HTML, CSS, JavaScript, Apache, and MySQL, their system aims to achieve a faster, more
reliable, and user-friendly experience. The key benefits include increased efficiency
through task automation and database integration, reduced student stress through
streamlined procedures and clear instructions, and improved transparency and
understanding by providing detailed information about requirements and progress. This
work offers valuable insights for researchers exploring the potential of technology-driven
solutions to improve student clearance processes

2.2 Related Projects

In 2013, a research project supervised by Zuhaib focused on developing an online

clearance system for Quest University, Nawabshah. Built on the ASP.Net framework, the
system aimed to streamline the clearance process for students by offering a web-based
interface. This interface enabled students to access and complete clearance tasks from any
location with internet access, potentially reducing long queues and administrative burden.

In 2017, Cadiz III et al. proposed a system built with PHP and MySQL, aiming to
automate and centralize the process for faster processing, online access, and cost
reduction. It involved students, administrators, and office heads. Similarly, Ben et al.
(2015) developed a system using various technologies, focusing on post-graduation
clearance and emphasizing reduced delays, stress, and increased transparency through
online accessibility. Both projects highlight the potential of online clearance systems in
improving efficiency, convenience, and user experience for students and administrators.

2.3 Project Gap

While online clearance systems like CalCentral, Imo State University's system, and the
projects by Zuhaib (2013), Cadiz III et al. (2017), and Ben et al. (2015) showcase the
potential of such solutions, there's room for further exploration and adaptation to the
specific context of The University of Dar es Salaam.
2.3.1 Gaps in Existing Systems:

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i. Limited Focus on Graduate Students: Some systems cater to a broader student
population, potentially neglecting specific needs and clearance requirements of
graduate students.

ii. Data Integration and Automation: While some systems automate tasks, seamless
integration with existing university systems for data exchange and authentication
might be lacking.

iii. User Experience and Support: The focus might be primarily on functionality,
potentially overlooking a user-friendly interface, intuitive navigation, and
comprehensive user support.

iv. Adaptability and Scalability: Some systems might not be easily adaptable to the
unique processes and future growth of The University of Dar es Salaam.

2.3.2 This Projects Contribution to bridge these gaps.

This project intends to bridge these gaps by developing an online clearance system
specifically designed for graduate students at The University of Dar es Salaam. It
aims to:

i. Craft functionalities and requirements to meet graduate student needs.

ii. Integrate smoothly with existing university system for data exchange and
authentication. iii. Prioritize a user-friendly interface, intuitive navigation, and
comprehensive user support.

Ensure adaptability and scalability to accommodate future growth and changes in

clearance processes.
iii. Automate tasks and provide real-time progress tracking for transparency and
efficiency.
iv. Streamline communication channels between departments and students.

v. Enable efficient data management through a centralized computer-based system.

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 CHAPTER 3
METHODOLOGY
This chapter embarks on a journey into the methodology chosen to guide the development
of the UDSM Clearance Management Information System, the system aiming to
revolutionize the graduate student clearance experience.

3.0 Embracing Agility: The Scrum Approach

The project adopts the Scrum methodology, a specific variant of agile development
renowned for its iterative, collaborative, and adaptable nature. This aligns perfectly with
the project's focus on continuous improvement and responding to evolving needs. Scrum's
emphasis on short, time-boxed sprints will enable rapid progress and frequent delivery of
functional system components. The figure depicting the Scrum development process will
be included here, visually representing the core phases of sprint planning, development,
testing, and review.

Figure 1:Agile methodology life cycle

3.1 Unveiling Requirements: The Data Gathering Mission

This stage delves into the crucial task of collecting data to identify the system's
requirements. A blend of data collection techniques will be employed:
Questionnaires: A carefully crafted questionnaire will be distributed to various
stakeholders, including graduate students, administrators, and relevant university offices.
This will capture their needs, expectations, and pain points concerning the clearance
process.

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Observation: Witnessing the current clearance process firsthand through observing
manual procedures and identifying inefficiencies will provide valuable insights.
Online Research: Exploring existing research and case studies of online clearance
systems implemented in other universities will offer valuable lessons and best practices.
The gathered data will be meticulously analyzed to extract both functional and
nonfunctional requirements, ensuring the system addresses essential functionalities and
performs optimally.
Additionally, use case diagrams will be developed to illustrate the interactions between
different actors and the system, providing a clear picture of user flows.

3.2 Crafting the Blueprint: Design Approach

Building upon the insights from data collection, the system's design will be meticulously
crafted. The extracted system requirements specifications will serve as the foundation for
defining the system's architecture and modular structure, ensuring it effectively fulfills its
intended purpose.

3.3 Empowering Tools: The Development Arsenal

To bring the system to life, a variety of tools will be utilized:

Google Forms: For creating and distributing the questionnaire, facilitating efficient data
collection.
Draw.io: For creating clear and comprehensive diagrams, including use cases, database
design, and system architecture.
Database Management Software: For securely storing and managing system data.

Frontend Development Software: For crafting a user-friendly and intuitive interface that
caters to diverse user needs.
Backend Development Software: For building the system's core functionality and
ensuring seamless data processing and logic execution.
The chosen Scrum methodology and tools provide a robust framework for developing the
UDSM Clearance Management Information System. Regular feedback loops and
continuous improvement remain at the heart of the process, ensuring the final system
effectively addresses the challenges faced by graduate students and streamlines the
clearance experience for all stakeholders.

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 CHAPTER FOUR

UDSM CLEARANCE MANAGEMENT INFORMATION SYSTEM

REQUIREMENTS SPECIFICATION

4.0 Introduction

The objective of system analysis and design is to create a software solution that fulfils the
requirements of stakeholders and delivers value by ensuring both effectiveness and
efficiency.

4.1 Requirement Gathered

Based on the requirement analysis it was identified that most graduates find it a difficult
task and time-consuming exercise, others justifying the process involves a lot of moving
and scheduling due to absence of specific individuals to clear them in specific areas. In
addition to that and many other reasons, a web-based clearance system would provide a
good means to automate and conduct the tracking process online, whereby each graduate
having an account where he/she will start the clearance process and track the process but
also be notified in system and through message (SMS) when there is an issue of either
payment or further issues which make his/her clearance process in pending. When the
form is complete, then a graduate may print it and proceed to gather certificates,
simplifying a lot of movements and documents exposure but above all saves time from
both a graduate and staff.

4.2 Functional Requirements

Functional requirements define the relationship between inputs and outputs of a system or
its components and describe what the software must accomplish and its intended
functionality. The core elements of functional requirements include:
i Management of Graduates
ii Administration Management
iii Management of clearanceRequest
iv Management of data input

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Activity of each core functional requirement is described in Tables
Table 1: Functional requirement
Ref No. Functional Descriptions Category
F Management of Graduates
1
F1.1 System should allow graduates to log in and out of the Evident
system
F1.2 System should allow graduates to track the progress of Evident
clearance
F1.3 System should notify the graduates in case of an alert or Evident
completion
F1.4 System should allow graduates to upload attachments if Evident
necessary
F1.5 The system should allow graduates to download their Evident
clearance forms once they are complete.

F2 Administration Management

F2.1 System should allow admins to log in and out of the Evident
system
F2.2 System should allow registration of administrators and Evident
graduates
F2.3 System should allow admin to track the whole process Evident
and status
F2.4 System should allow admin to register users Evident
F2.5 System should allow admin to verify the form at the end. Evident

F3 Management of clearance Request

F3.1 System should allow users to track their clearance status Evident
F3.2 System should notify the users upon on-hold status and Evident
completion
F3.3 System should allow offices and staffs to comment on the Evident

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 notification of an issue

F4 Management of data input

F4.1 System should allow administrator to input data Evident

F4.2 System should allow graduates to input data Evident
F4.3 System should allow database storage of data input Hidden
F4.4 System should allow update on newly input data Evident
F4.5 System should allow offices to comment on on-hold Evident
status of forms

4.3 Non-functional requirements

Non-functional requirements are specifications that outline the criteria for evaluating the
system’s performance, as opposed to specific actions. These requirements set constraints
for the quality or standards that the system must meet. The table below provides a
summary of the non-functional requirements for UDSM clearance Management
information system.
Table 2: Nonfunctional requirements
Attribute Constrain
Security and privacy The authentication and interaction of each user ensures the
highest level of trust and confidentiality for stored data
within the system.
Reliability and The system needs to function around the clock, ensuring
availability reliable and efficient interaction with the user
usability The system should possess utility and be effectively utilized
by the user.
Maintainability The system should be structured to allow modifications to
adapt to the evolving needs of the organization.
efficiency The system must execute its functions correctly and accurately
manage all information.

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 4.4 Use Cases
UDSM clearance Management information system Actors and their use cases
Graduate, System admin, Offices and System use cases are explained as:

Table 3: use case and system actors

Actor description Use case
System Admin is responsible in registering the graduates login
administrator in the system and be able to track the status and
logout
the whole process of clearance, at the end the
verify
admin is responsible for verifying the clearance
form. track

data entry
Graduate The graduate updates or registers password on Login
his/her account then, he can track the status of
Logout
his/her clearance form, attach evidence if need
Start clearance
and at the end can download the complete form.
Register

Tracking

Attach

evidence(receipt)
offices These comprise of offices such as Library, game Login
coach, Dean of Students, department, hall
Check status
warden, USAB, convocation, smart card, school
Verify clearance
dean. They are responsible to check status and
verify the clearance or provide response. response

system The system is there to enable the process of Tracking

clearing is done, and the system should provide
Notifying
tracking to users, it should notify and be accessed
Access
by user who has registered but at the end it
should be able to print clearance form to the user Print clearance

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 4.5 Use case Diagrams
The use case diagrams below, shows how the users of the UDSM clearance
management information system can interact with the system.

Figure 2: Graduate Use Case Diagram

Figure 3: Offices Use Case Diagram

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Figure 4: System Use Case Diagram

Figure 5: Admin Use Case Diagram.

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4.5 Use case descriptions
Use case descriptions explain the interactions between the actor, the system, and the
use case’s objectives. The table below shows the summary of the use cases.
Table 4: user login use case description
Field Description
Use Case: Login
Actors: Graduate
Short description: A Graduate should have an account and updated his/her passwords.
Pre-condition: A user should be a graduate of UDSM and registered in the system.
Post-condition: A graduate should be able to view his/her account and clearance process.
Main flow: An admin adds the user data for account registering

A graduate access his/her account and registers/updates password

A graduate log in the system and view his/her account

Exception flow: If a person is not registered, they will not be able to log in.

Table 5: a tracking use case for a graduate

Field Description
Use Case: Tracking
Actors: Graduate
Short description: A graduate can track the progress and status of clearance form
Pre-condition: A graduate should have an account and have started clearance process
Post-condition: A graduate should see the status, progress or notification on pending or on-
hold status
Main flow: A graduate log in the account

A graduate starts the clearance process

A graduate may track the progress of his/her clearance form

A graduate may see the notification from on-hold or pending status

A graduate will be notified upon completion of the process

Exception flow: A graduate cannot track the progress of clearance if it has not been
started.

18
Table 6: admin data entry use case
Field Description
Use Case: Data entry
Actors: Admin
Short description: An admin can add offices also can add students who are graduates in the
system.
Pre-condition: Students should be graduates of UDSM
Post-condition: The graduates are registered in the system and can use the system
Main flow: An admin log in his/her account

An admin imports graduate's data in the system

An admin automatically creates accounts of graduates in the system

An admin can add offices and staffs responsible for clearing

An admin can remove students or offices (staff) from the system.

Exception flow: One cannot add or remove data if he/she is not an admin.

Table 7: office check status use case

Field Description
Use Case: Check status
Actors: offices
Short description: Staff in the office checks status of the clearance form before analyzing it
Pre-condition: Staff should be logged in the account and have pending forms to clear.
Post-condition: Staff clears the form or puts it on hold if there is an issue
Main flow: Staff logs in the account

Checks the pending forms in his/her dashboard

If the status from previous section is clear, then he/she deals with it, if not
he sends it back to the previous office.
Exception flow: If no documents or form in dashboard, status cannot be checked.

19
Table 8: office verify clearance use case
Field Description
Use Case: Verify clearance
Actors: Offices
Short description: Staff cross-check for graduate list for clearing, if no issue, then the form
is cleared.
Pre-condition: The form(s) are in the dashboard and the graduate have no issue.
Post-condition: The clearance form is verified/ cleared to the next stage
Main flow: A staff (office) logs in the system

Checks for available forms to clear

Checks for status of the forms

Cross-check on issues with the graduate.

If no issue, signs the form and stamps it.

Sends the form to the next stage.

Exception flow: If the previous stage is not cleared, then verification cannot be done.

Table 9: system print clearance use case

Field Description
Use Case: Print clearance
Actors: System
Short description: After the form is already cleared and verified, then a graduate should be
able to print the complete clearance form.
Pre-condition: The form should be cleared by all offices and verified by the admin.
Post-condition: Graduates can view and print the complete form.
Main flow: The clearance form passes through offices for verification and
clearance
The form at the final stage should be verified by the Admin.

The form should be printable by the graduate.

Exception flow: If not verified by offices or by the admin, then it cannot be printed.

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 CHAPTER FIVE

UDSM CLEARANCE MANAGEMENT INFORMATION SYSTEM-

SYSTEM DESIGN

Identified objects/classes for the UDSM clearance management information system

Graduate, Administrator, Office, Clearance Form and issues

5.1 Class diagram

Figure 6: class diagram

21
5.2 Data flow diagram

A context diagram, often considered a level 0 data flow diagram, delineates the system’s
boundaries and the exchange of information between the system and external entities. The
context diagram for the UDSM clearance management information system is as follows.

Figure 7: data flow diagram for UDSM clearance management information system

22
5.3 System sequence diagrams

A sequence diagram illustrates the chronological interaction of events in a reciprocal

manner. It aids in forecasting the behaviour of the system, understanding its responses, and
providing a clear overview of the process. Presented here are the sequence diagrams
depicting the interactions within the UDSM clearance management information system.

Figure 8: Administrator sequence diagram.

23
Figure 9: Graduate Sequence Diagram

24
Figure 10: Offices Sequence Diagram

25
5.4 Architecture design

The UDSM clearance management information system is a web-based system. The

components of the system are the software, people, and clearance form. Below is the
illustration of the general architecture diagram of the proposed system.

Figure 11: Architecture design of the system

26
5.5 Database design

An entity relationship (ERD) visually represents the entity set within the system and
illustrates their connections. It serves as a graphical representation to elucidate the
logical framework of databases

Figure 12: Entity Relationship Diagram

27
 CHAPTER 6
SYSTEM IMPLEMENTATION
6.1 Introduction
During the implementation of the UDSM Clearance Information Management System,
there has been a serious work done in such a way to include the main points as explained
in the former chapters in order to ensure both objectives outlined are met. Such activities
can be outlined as the development environment, system architecture, database design,
user interface design, and the implementation of key functionalities. Moreover, this
chapter covers the security considerations, testing and challenges that were encountered
during the development process.

6.2 System Overview

The developed UDSM Clearance Information Management System is designed to
streamline the process of student clearance by automating various administrative tasks.
The Administrator (Super Admin as written in the system) plays crucial roles in managing
user accounts which involves adding the users according to their accounts and position
roles, adding the offices that are involved in the clearance process with their respective
stamps, adding the staff members according to the offices entered in the system with their
required information with their respective signatures, to add the schools and colleges that
are found at UDSM and ensuring system integrity by making sure that all the information
are put with respect to the according academic year to ensure that the student’s
information is not jumbled. To ensure system is well operated and understood, the graph
showing the information are put and they act as dashboard. All these have been
implemented by connecting the front-end, back-end and database administration
knowledge after a careful technology choice.

Development Environment and Tools

In ensuring the operability of the system, a choice of development software that could
align with the required output led to the use of the following technologies:

i) Backend Technologies:
Programming Language and Framework: PHP with Laravel was chosen for backend
development. Laravel offers a clean and elegant syntax, built-in support for tasks such as
routing, authentication, and session management, making it ideal for building robust web
applications efficiently.

28
ii) Front-end Technologies:
Bootstrap CSS: Bootstrap was used for its responsive design capabilities, ensuring the
system works well on various devices and screen sizes.

jQuery JS: jQuery simplifies JavaScript programming by providing easy-to-use functions

for event handling, DOM manipulation, and AJAX requests.

AJAX Loader: AJAX was implemented to provide a seamless user experience by updating
parts of the web page without reloading the entire page.

Chart.js: Chart.js was used for creating interactive and visually appealing charts and
graphs to help administrators visualize data effectively.

DataTables JS: DataTables provides advanced interaction controls for HTML tables, such
as pagination, filtering, and sorting, enhancing the usability of data displays.

iii) Database Technologies:

MySQL was selected due to its performance, reliability, and ease of use. It is widely
supported, has a robust community, and integrates well with PHP and Laravel.

6.3 System Architecture

In the administrator role development, the architecture is divided into three sections
namely: the front-end, back-end, and database.

Front-end: Built with Bootstrap CSS for responsive design, jQuery for JavaScript
functionalities, AJAX for asynchronous data loading, Chart.js for visual data
representation, and DataTables for interactive data tables.

Back-end: Developed using PHP with the Laravel framework, which handles all business
logic and database interactions.

Database: Managed by MySQL, the database stores all system data including user
information, roles, and clearance requests.

To ensure that the system works fine this architecture has been managed by the use of
version control management (GitHub) system that was managed by all the members
participated in developing the entire system.

29
6.4 System division
On the implementation of the system, the system has been divided into three main sections
based on the user roles. The division is as follows; Majata, Noel Roy- Administration roles
in the system, Biro, Aidanus G- Student roles in the system and Baraka Johnson Amani-
Staff roles in the system. All these parts have their own views and have been implemented
and integrated in an order so as to bring ease of use and whole system functionality. The
explanations on the given roles are as follows:

6.5 ADMINISTRATOR ROLES IMPLEMENTATION (MAJATA, NOEL ROY)

6.5.1 User Interface in Administration Views
For the correct use of the resources, the administrator role has to be implemented with the
user Interface to allow the user to integrate with the software accordingly. The user
interface components used in the system include the following:

Log in Page: After log in in the system as an administrator with the required password,
the administrator role is given. From there the Super Admin is received by the
dashboard-page with an intuitive and user-friendly experience, ensuring administrators
can perform their tasks efficiently. The main elements of the interface include:

Figure 13: Admin login page

Navigation Bar: Provides access to different sections of the system such as Overview
of the system with the current information in the system at the moment set to default,
Offices tab, Colleges & Schools tab, Staff tab, Academic Years tab, Graduates tab and
the log out tab with the name and role of the super admin.

30
 Data Tables: Display different user information as explained in the navigation Bar
section in an organized manner, enhanced by DataTables for features like sorting and
pagination.

Action Buttons: To allow the super admin to perform different roles as required. These
buttons have been set on the tabs for easy use and enhancement of a satisfied user
experience.

Charts and Graphs: Interactive visualizations using Chart.js to help administrators

understand data trends and statistics that are found in the system

Figure 14: Super admin overview page

6.5.2 Functionalities of Administrator Roles

The super admin’s functionalities are implemented in different ways, and they are
explained as:

Adding the graduates in the system: The main stakeholders of the entire system and
in the clearance, process is handled in the graduate tab. In this section the graduates are
added in an excel file. The excel file sample that is acceptable in the system is found in
the system in order to ensure that the data attributes are captured and stored in the
system.

31
 Figure 15: Graduate page

The adding of graduates will be done in the system through the add graduate button. Once
clicked the following screen will pop up and super admin will add the graduates in the
system. In order for graduates’ information to match with the database information, the
added excel file will have to be seeded to match the input format of the database
information.

Figure 16: Graduate adding section

Viewing the offices that are involved in the clearance process with their respective
stamps: Offices are one of the important sections of the clearing process. The super
admin can add the offices to ensure that the clearing process requests are handled as
they are supposed to be done. In the viewing section the super admin can see the name
of the office, number of staffs registered in a respective office, date created, stamp

32
editing section and the view button for overseeing all other information contained in the
given office.

Figure 17: Offices by super admin

Viewing and adding the staff members according to the offices entered in the system
with their required information with their respective signatures: This tab helps the super
admin to view and add the staff members in the added offices. The super admin can
view the name, state (Active or inactive), office registered in, signature, editing part and
the staff deleting button. There is also a button for adding the staff member. To ensure
that the section works fine, some other functionalities were added, those of searching
bar and a pagination scheme.

Figure 18: Staff list by super admin

33
 Figure 19: Staff adding

Viewing the schools and colleges that are found at UDSM: The super admin can view the
schools and colleges that are found in UDSM. As the organization structure of UDSM
includes the colleges and schools, the admin in the system is given the ability to view the
added schools or colleges. This helps in maintaining the organization and structure of the
clearing process. The viewing tab shows the number of added graduates, cleared
graduates, certified graduates and the time the college was created, all according to the
respective colleges and schools. The school or college is also put in the database in order
to ensure uniformity, data collection as well as data management. The section that
performs this looks like:

Figure 20: College and school list

Ensuring system integrity by making sure that all the information is put with respect to the
according academic year to ensure that the student’s information is not jumbled: In this
section the super admin can create the record of the academic year in order to ensure that
the system is arranged according to the graduating years. This helps in finding information
in a systematic way. By default, the year recorded is 2024 but the super admin can create
an academic year and write the starting date and ending date for proper recording.

34
 Figure 21: Academic year section

The adding of the academic year is done in the following page, and a super user can enter the
section after clicking the “Add Academic Year” button.

Figure 22: academic year adding

The database is populated by the data in the format that takes and stores the information in
a systematic way. The database tables found in the system can be shown as:

Figure 23: Database tables

35
IMPLEMENTATION OF STUDENTS ROLES (BIRO, AIDANUS G)
6.6 Student’s User Interfaces (Views)
The student or Graduate is one among the main actors of this system, thus playing a major
part in accomplishing the process of clearance. The graduate’s part in this system is to
track the process and act accordingly upon a system event such as bills, or download form
and requesting of the certificate.
Each student has his/her own account of whose details have already been filled and set up
by the system administrator, therefore the graduate’s support to the process and
verification helps the system run smoothly and offer good services, upon those roles and
tasks allocated to the student, then the system offers various amazing features and
functionalities on the student’s side to accommodate ease and smooth running, below are
the student’s views found and used in the system.
Student’s login page: The student’s credentials to input for login to the system is the
particular student’s registration number, upon authentication complete then a student can
login to the system, here’s the view of the student’s login page.

Figure 24: Student’s login page.

Student’s overview page (dashboard): This page enables a student to view his/her
particular details and be able to look on the progress of the clearance by seeing offices
already cleared but also a brief overview of notable things such as bills and pending issues
to clarify from different offices.

36
 Figure: Student’s overview page.

Under this page a student can see the details of clearance process such as offices updates
and the status of the clearance process. And a brief overview of the bills if they exist. But
also, the page provides instructions to the user upon general use of the system and what to
do in case of bill payment is required.

Student’s pending bill page: This page is there to provide a student or a graduate with a
detailed view and explanation on the bill that a graduate should settle from any office if
present, thus the bills billed to student from any department or office will be visible in this
page in its full details.

Figure 24: Student’s pending bill page.

This page also offers a student to attach a receipt of payment for the billed item. the student
can upload a receipt by clicking the receipt button and upload the required document for

37
bursar’s approval and continuation of the clearance process. Below is the screenshot of the
receipt uploading view.

Figure 25:Receipt uploading view

Student’s cancelled bill view: This view displays all the bills that were billed but later
cancelled by the bursar or the particular office due to several reasons. Then the
cancelled bills appear in this page.

Figure 26: Student’s cancelled bills page

Student’s paid bill’s view: This page displays all the bills that are already paid by the
student and so can help a student to confirm whether the bill is already paid or not yet,
with the help of SMS notification, a student can manage bill payment and follow up easily.

Figure 27: Student’s Paid Bills page

38
Clearance Form: This page on a student’s side helps a student to download the clearance
form if all offices and departments have already passed through his/her document and
clearance form and found to be clean or already settled all the bills. Then a student can
download an already signed and complete form at this page.

Figure 28: Clearance form page

Request Certificate: This page is an additional feature to the system; it enables a graduate
to request for a transcript certificate to be processed by Undergraduate’s office and later be
given without much effort. This stage can only be accomplished if a graduate has already
completed clearance and already got a complete and signed clearance form.

Figure 29: Request Certificate page.

In support of the SMS notification feature, a graduate/ student may be able to make follow
up and complete the clearance process fast and in an easy way without requiring the
student to physically go to the required departments and offices for making the clearance,
but also a fast way to accomplish the process and enable other stages such as transcript
generation to be attained in an easy way. Below is the view of the short message to notify

39
a student on progress of the clearance, on the given picture, all the process notifications
have been delivered to the student.

Figure 30: SMS notification to graduate after being cleared and request certificate confirmed

IMPLEMENTATION OF STAFF ROLES (BARAKA, JOHNSON AMANI)

6.7 Staff (Offices) Views
Staffs’ Login Page. The system is designed such that all staff from various offices, use
the same login page. The system logic identifies the user based on their provided login
credentials and then redirects them to the appropriate interface based on their role and
office. All staff must enter a registered email and a valid password.

Figure 31: Staff Login Page

40
Office Dashboards and Views.

Each office involved in the clearance process has a dedicated dashboard and views tailored
to their specific requirements. Below are detailed descriptions of each office's interface,
with common categories for Level One Clearance staff:

LEVEL 1 Clearance Dashboard

All Level One Clearance staff (College Principal, Library, Convocation, Hall Wardens,
USAB, Game Coach, Dean of Students) share the same dashboard layout with the
following categories: Overview, Pending Clearance, Cleared Graduates, Pending
Bills, Cancelled Bills, Paid Bills.

Overview Dashboard.

Provides a summary of the clearance process, including Pending Clearance, cleared

graduates, total office bills, pending office bills, paid office bills, cancelled office bills,
real time overview graph and Real time bills overview graph.

Figure 32: Staff overview

41
List of all students whose clearance is still pending, are found in the pending clearance tab.
The clearance process for graduates can follow two scenarios:
Graduate with No Debts: If the graduate has no pending debts according to the office
records, the staff member sets the pending bill as NIL and clears the graduate.
Graduate with Pending Debts: If the graduate has pending debts according to the office
records, the staff member sets the pending bill amount and itemizes the debts. The
graduate is then cleared after the pending bill details are recorded.

Figure 33:Graduate with Debts

Cleared Graduates Dashboard.

Shows the list of graduates who have been cleared from the specific level 1 office.

Figure 34: Cleared Graduates Dashboard.

42
Pending Bills Tab displays bills that are yet to be cleared/paid by the graduate and
Cancelled Bills tab displays Cancelled Bills Lists bills that have been cancelled by the
staff member. This works according to the case it is implemented. On the case that a bill is
paid, the information on the bill payment is shown in the Paid Bills Tab.

Figure 35: Pending bills dashboard

LEVEL 2(BURSAR) Clearance Dashboard.

Figure 36:Overview dashboard of Bursar

Level Two Clearance Process

The Level Two Clearance process, managed by the Bursar, includes confirming and
managing payments. The Bursar's dashboard shares categories with Level One staff
(Overview, Pending Clearance, Cleared Graduates, Pending Bills, Cancelled Bills, Paid
Bills) and features two additional dashboards for Confirm Payment and Paid Bills.
Confirm Payments dashboard:
This dashboard lists all students who have made payments via ARIS 3, the University of
Dar es Salaam's system for managing ALL University payments.
Graduates who have paid their bills using control numbers from ARIS 3 appear in this list,
but their payments are pending confirmation by the Bursar.

43
The Bursar reviews the payment receipts and confirms the payments.

Figure 37: Confirm Payments Dashboard

Paid Bills dashboard.

This dashboard displays all graduates whose payments have been confirmed by the Bursar
indicating that they have no outstanding financial obligations.
Once a payment is confirmed, the graduate's name is moved from the Confirm Payments
list to the Paid Bills list.
This ensures a clear record of all financial transactions and confirms that the graduate has
fulfilled all financial requirements.
LEVEL THREE (Director of Undergraduate Studies) Clearance Process.
The Level Three Clearance process involves the Director of Undergraduate Studies; whose
dashboard includes categories related to certificate management; Overview, Pending
Clearance, Cleared Graduates, Certificate Request, Approved Certificate and Certified
Graduates.

Figure 38: Director of undergraduate studies overview dashboard

44
 Certificate Requests tab displays requests for certificates that are done by graduates
who have finished clearance process whereas Approved Certificates lists certificates
that have been approved. For Example, if Majata, Noel Roy is approved by Director
of Undergraduate Studies, then his name will appear here and the dashboard will
appear as follows;

Figure 39: Approve Certificate dashboard

The Approved Certificates dashboard has the PERMIT CODE part that contains a
unique code that allows the graduates to come and acquire their transcripts once they have
been fully processed into hard copy.

Certified Graduates Tab shows students who have received their certificates and they are
done with the clearance process. Afterwards, they are notified by the SMS

Figure 40: Certified dashboard

45
 6.8 Security Considerations

Security is a critical aspect of the student clearance system, particularly due to the sensitive
nature of the data being handled. To ensure robust security, we implemented multiple layers
of protection:

i. User Authentication: Managed through Laravel's built-in authentication system,

providing secure login mechanisms, including password hashing and encryption.
ii. Role-Based Access Control (RBAC): Ensures only authorized users can perform
specific actions based on their roles, preventing unauthorized access to critical
functionalities.
iii. Data Encryption: Sensitive data is encrypted using industry-standard algorithms,
ensuring it remains unreadable if intercepted.
iv. Audit Logs: Detailed logs of all administrative actions are maintained to provide a
traceable history of changes and operations, aiding in monitoring and accountability.
v. Secure Communication: All data transmitted between the client and server is
encrypted using SSL/TLS protocols, protecting against man-in-the-middle attacks.
vi. Regular Security Audits: Conducted to identify and mitigate potential
vulnerabilities, maintaining a high level of security.
vii. Session Management: Secure session management practices prevent session
hijacking, ensuring proper authentication and authorization of user sessions.

6.9 Integration Testing

Integration testing for the Online Clearance System was conducted to ensure that the
various components of the system work together seamlessly. This involved testing the
interaction between the frontend, backend, and database to ensure data flow and
functionality were consistent and accurate. Key areas tested included:

User Authentication: Ensuring secure login and role-based access control across different
user types (students, staff, administrators).
Clearance Process: Verifying the initiation, processing, and completion of clearance
forms by different administrative roles.
Data Consistency: Checking the integrity and consistency of data across multiple
transactions and user interactions.
Notifications: Testing the automated notification system to ensure users receive timely
updates on their clearance status.

46
Payment Confirmation: Validating the interaction between the Bursar's dashboard and
the university's payment system (ARIS 3) for confirming and managing payments.
Integration testing was crucial to identify and resolve any issues arising from the
interaction of different system components, ensuring a cohesive and reliable system.
6.10 User Acceptance Testing

User Acceptance Testing (UAT) was conducted to ensure the Online Clearance System
met the requirements and expectations of its end users. This phase involved real users,
including students and administrative staff, interacting with the system to validate its
functionality, usability, and performance. Key aspects of UAT included:

 Usability: Evaluating the user interface for ease of use, intuitive navigation, and
responsiveness across different devices.
 Functionality: Ensuring all features and functionalities, such as form submission,
status tracking, and notifications, worked as expected.
 Performance: Assessing the system's performance under normal and peak load
conditions to ensure it remained responsive and reliable.
 Feedback: Gathering user feedback to identify any issues or areas for improvement,
which were then addressed to enhance the system.

47
 CHAPTER 7
CHALLENGES, CONCLUSION, AND
RECOMMENDATIONS.
7.1 CHALLENGES AND SOLUTIONS

During the development of the student clearance system, several challenges emerged,
necessitating innovative solutions:

i. Data Consistency Across Multiple Transactions: Ensuring data consistency was

crucial due to the interconnected nature of the clearance process. We implemented
database transactions in Laravel, grouping operations into a single atomic transaction
to prevent conflicts and maintain data integrity.
ii. Concurrent Access by Multiple Administrators: Handling concurrent access was
challenging as it could lead to race conditions and data corruption. We adopted
optimistic locking, using a version number for each record that increments with every
update. This strategy allowed the system to detect conflicts when multiple
administrators tried to update the same record simultaneously, prompting a retry.
iii. Intuitive and Responsive User Interface: Designing a user-friendly and responsive
interface for various devices was another challenge. We leveraged Bootstrap CSS to
ensure the design adapts seamlessly to different screen sizes, enhancing user
experience.
iv. Security of Sensitive Data: Protecting sensitive data like user credentials and
clearance statuses was paramount. We implemented role-based access control,
encrypted sensitive data with industry-standard algorithms, and maintained detailed
audit logs for all administrative actions. These measures ensured the system's security,
reliability, and user-friendliness.

7.2 CONCLUSION

The development journey of the Online Clearance System for the University of Dar es
Salaam (UDSM) has been characterized by enthusiasm, collaboration, and a commitment
to enhancing administrative processes. As we conclude, several key reflections and
achievements stand out;

48
 1. Design Achievements: Significant progress was made in creating a user-friendly,
efficient, and accessible Online Clearance System. The selection of technologies
such as MySQL Database and PHP was a thoughtful approach to building a
reliable platform that meets the university's needs.
2. User-Centric Design: The involvement of students and staff in the design
evaluation phase was invaluable. Their feedback confirmed the anticipated
usability, convenience, and accessibility of the future system, underscoring the
importance of a user-centric design approach. This assures us that the system, once
implemented, will meet the primary users' expectations.

Achievements:

i. User Authentication: Secure login system with role-based access control.

ii. Clearance Form Processing: Streamlined initiation and management of clearance
forms.
iii. Real-time Status Tracking: Real-time updates on clearance status for users.
iv. Document Storage and Retrieval: Efficient storage and retrieval of clearance-related
documents.
v. Notification System: Automated notifications to keep users informed of their
clearance status by SMS.

7.2.1 Future Implementation Goals:

The primary goal of the system is to streamline and simplify the clearance process. By
eliminating the need for physical visits to various offices and providing a centralized online
platform, the system aims to reduce stress and delays associated with manual clearance
procedures.

7.2.2 Recommendations for Adoption

While the system has yet to be fully implemented, the positive outcomes from the design
phase led us to recommend that the Online Clearance System be considered for adoption not
only by UDSM but also by other tertiary institutions. The potential impact on administrative
efficiency and user experience makes it a promising solution for universities aiming to
modernize their clearance processes.

49
 REFERENCES

Awuzie, S.C. (2013). Design and implementation of online student clearance system:
A case study of Caritas University Amorji-Nike, Enugu State, Nigeria.
Unpublished Bachelor of Science (B.Sc.) thesis in Computer Science, Caritas
University.
Agbo-Ajala, O. and Makinde, O.E. (2015), A Web-Based Database-Driven
Students’

Clearance System. International Journal of Advance Research in Computer

Science and Software Engineering
Ben, U. C., Henry, U. C., & Iriaoghuan, A. I. (2015). Design and implementation of
online clearance system: a case study of Imo State University. European Journal of
Applied Sciences, 7(1), 25-31.

Cadiz III, L., Bondoc, C. N., & Estroga, J. (2017). Moving Towards Global
Technological Advancement: Basis for the E-Clearance Program Development.
International Journal of Computing Academic Research (IJCAR), 6(6), 171-179.

Essel, D. D., Menson, H., Oppong, S. O., & Alakuu, A. (2023), Digitalising the
Clearance Processes of Higher Education Institutions through the Design and
Laravel Documentation. (2024). Laravel Documentation. Retrieved from
https://laravel.com/docs

Bootstrap Documentation. (2024). Bootstrap Documentation. Retrieved from

https://getbootstrap.com/docs

jQuery Documentation. (2024). jQuery API Documentation. Retrieved from

https://api.jquery.com

Chart.js Documentation. (2024). Chart.js Documentation. Retrieved from

https://www.chartjs.org/docs

DataTables Documentation. (2024). DataTables Manual. Retrieved from

https://datatables.net/manual

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Appendix A: Project Schedule

Appendix B: Project Budget

Project Budget

Cost
Item Description
(TZS)

Domain
Annual cost for domain registration 50,000
Subscription

SMS
Next SMS subscription for notifications 50,000
Subscription

Server Hosting Monthly cost for server hosting 80,000

SSL Certificate Annual cost for SSL security certificate 150,000

Internet
Cost for high-speed internet 100,000
Connectivity

Development The cost for software tools and licenses required for
150,000
Tools development, such as IDEs and libraries

TOTAL 580,000

51
Appendix C: Sample Interview Questions
General Questions

1. Can you briefly describe your role at the University of Dar es Salaam?
2. How often do you engage with the current clearance process?
3. What are the main challenges you face with the existing clearance system?

System Usability

4. How user-friendly do you find the current system for clearing students?
5. What features do you find most useful in the current system?
6. Are there any features that you think are missing or could be improved?

System Efficiency

7. How long does it typically take to clear a student using the current system?
8. What steps in the process do you find most time-consuming?
9. Have you encountered any delays or issues with data consistency? If so, can you
describe these issues?

Data Management

10. How do you manage and store clearance data currently?

11. What difficulties have you faced regarding data retrieval or storage?
12. Do you think the new online clearance system will improve data management? How
so?

Security

13. How important is data security to you in the clearance process?

14. Have you faced any security concerns with the current system?
15. What security features would you like to see in the new system?

Feedback and Suggestions

16. What would be your top recommendation for improving the clearance process?
17. How do you feel about transitioning to an online clearance system?
18. Do you have any additional comments or suggestions for the development team?

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Appendix D: Sample Clearance Form Output

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