DIRE DAWA UNIVERSITY

INSTITUTES OF TECHNOLOGY

SCHOOL OF COMPUTING

DEPARTEMENT OF SOFTWARE ENGINEERING

A Proposal on Project Title: Utility Billing and Payment Monitoring

System for Dire-Dawa City Administration
No NAME ID
1 Gedion Melaku 1302853
2 Mamush Fikadu 1303319
3 Gamada Baru 1302860
4 Desalegn Aragaw 1302546
5 Yididiya Jemal 1304140

A Project Submitted to Institutes of Technology Dire-Dawa University School of Computing in

Partial Fulfilment of The Requirement For The Bachelor Of Science Degree In Software
Engineering.

Dire-Dawa, Ethiopia
November-2024 GC
 DIRE-DAWA UNIVERSITY
INSTITUTES OF TECHNOLOGY
SCHOOL OF COMPUTING
DEPARTIMENT OF SOFTWARE ENGINEERING
A Proposal on Project Title: Utility Billing and Payment Monitoring System for Dire-Dawa City
Administration

No NAME ID
1 Gedion Melaku 1302853
2 Mamush Fikadu 1303319
3 Gamada Baru 1302860
4 Desalegn Aragaw 1302546
5 Yididiya Jemal 1304140

Advisor: Mr. Sufian K

This is to certify that the Project is prepared by the students listed above with the title of “ Utility Billing and
Payment Monitoring System for Dire-Dawa City Administration” and summitted in partial fulfilment for
Bachelor of Science degree in software engineering complies with the revelation of the university and needs
the accepted standards with the respect to originality and quality.

Advisor Approval:

________________ ___________________ ____________

Advisor Name Signature Date

Approved by the Examining committee:

Name signature Date

Examiner _____________________ ________________ ____________________

Examiner _____________________ ________________ ____________________

Examiner _____________________ ________________ ____________________

 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

ACKNOWLEDGMENT

We would like to acknowledge the support of the Dire Dawa City Utility provider office stuff
members. They have given the required all documents essential for the study. Particularly for
Information Technology office staff who allowed our group for interview at any time. We also
would like to express the deepest appreciation to our advisor Mr. Sufian K. who has supported us
with his valuable comments and corrections. He encouraged us to pursue on this topic and spent
extra time by helping our group to accomplish our study.

Finally, we also appreciate the help and support from all persons who were directly or indirectly
involved in our project.

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

Table of Contents
ACKNOWLEDGMENT.......................................................................................................................ii
ABBREVIATION..................................................................................................................................v
ABSTRACT.........................................................................................................................................vi
CHAPTER ONE....................................................................................................................................1
1 INTRODUCTION..............................................................................................................................1
1.1 BACKGROUND OF THE PROJECT.........................................................................................1
1.2 STATEMENT OF THE PROBLEM...........................................................................................2
1.3 OBJECTIVES OF THE PROJECT.............................................................................................2
1.3.1 GENERAL OBJECTIVE......................................................................................................2
1.4 SCOPE AND LIMITATION OF THE PROJECT......................................................................3
1.4.1 SCOPE OF THE PROJECT.................................................................................................3
1.4.2 LIMITATIONS OF THE PROJECT....................................................................................4
1.5 SIGNIFICANCE OF THE PROJECT.........................................................................................5
1.6 BENEFICIARIES OF THE PROJECT.......................................................................................5
1.7 METHODOLOGY......................................................................................................................7
1.7.1 DATA GATHERING METHODOLOGY...........................................................................7
1.7.2 DEVELOPMENT METHODOLOGY.................................................................................7
1.7.3 SOFTWARE TOOLS TO BE USED...................................................................................8
1.9 FEASIBILITY STUDY...............................................................................................................8
1.9.1 ECONOMIC FEASIBILITY................................................................................................8
1.9.2 TECHNICAL FEASIBILITY...............................................................................................9
1.9.3 OPERATIONAL FEASIBILITY.........................................................................................9
1.10 PROJECT PLAN.....................................................................................................................10
1.10.1 PROJECT TIME SCHEDULE.........................................................................................10
1.10.2 BUDGET PLAN...............................................................................................................10

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration
LIST OF TABLES

Table 1: Time schedule......................................................................................................................................10

Table 2: budget plan..........................................................................................................................................10

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

ABBREVIATION

 DDUBPMS: Dire Dawa Utility Billing and Payment Monitoring System

 DBMS: Database Management System

 ER diagram: Entity Relationship diagram

 GB: Giga Byte

 I/O: Input Output

 MYSQL: My Statement Query Language

 PC: Personal Computer

 PHP: Pre-Hypertext Processor

 RAM: Random Access Memory

 SQL: Statement Query language

 SMS: Short Message Service

 IT: Information technology

 iOS: iPhone Operating System

 AWS: Amazon Web Services

 GC: Gregorian calendar

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

ABSTRACT

The Utility Billing and Payment Monitoring System (UBPMS) for Dire Dawa City Administration
is a comprehensive, automated solution aimed at transforming the city's utility billing and payment
processes. The system seeks to address the inefficiencies of manual billing, payment tracking, and
data management by providing a centralized, digital platform that streamlines these operations.

The DDUBPMS is designed to handle the entire lifecycle of utility service management spanning
from the accurate generation of utility bills (for water and electricity) to real-time tracking of
customer payments. The system will enable citizens to access their billing information, make
payments online, and receive notifications for due or overdue payments. At the same time, city
administrators will benefit from improved visibility into financial data, usage trends, and payment
histories, allowing for more efficient decision-making and resource allocation.

By integrating multiple payment methods, offering a user-friendly interface, and incorporating real-
time reporting capabilities, the system aims to increase revenue collection, reduce billing errors, and
enhance customer satisfaction.

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

CHAPTER ONE

1 INTRODUCTION
The Dire Dawa Utility Billing and Payment Monitoring System (DDUBPMS) is an innovative
project designed to modernize and streamline the utility billing and payment processes for the Dire
Dawa City Administration in Ethiopia. As the city grows and its demand for essential services like
water and electricity increases, the need for a more efficient, accurate, and transparent billing system
has become crucial.

Currently, manual and outdated systems hinder the timely and accurate generation of utility bills,
leading to inefficiencies and delays in revenue collection. The DDUBPMS aims to address these
challenges by automating the billing process, improving payment tracking, and providing both city
administrators and citizens with easy access to utility data.

Through this system, the city will be able to enhance operational efficiency, increase revenue
collection, reduce human errors, and deliver better service to residents. The DDUBPMS will offer
citizens a convenient, digital platform for viewing and paying bills, while also providing city
officials with real-time insights and reporting capabilities to manage and optimize utility services
effectively.

1.1 BACKGROUND OF THE PROJECT

The city of Dire Dawa, located in eastern Ethiopia, is one of the country's largest and most
economically significant urban centers. As the city grows in terms of population and infrastructure,
the demand for essential public services such as water and electricity has increased significantly.
However, the systems in place to manage the billing and payment processes for these services have
often struggled to keep up with this growth, leading to inefficiencies, inaccuracies, and delays in
service delivery.

Historically, utility billing and payment processes in Dire Dawa have been manually handled or
supported by outdated systems that rely on paper records, spreadsheets, or legacy software. These
methods not only create administrative burdens but also lead to challenges such as billing errors,
difficulties in tracking payments, delayed revenue collection, and a lack of transparency in the
financial operations of the city.

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

In response to these challenges, the Dire Dawa City Administration has recognized the need for a
more efficient, transparent, and scalable solution to manage utility billing and payment processes.
This need has become even more critical as the city seeks to modernize its public service
infrastructure to improve service delivery, enhance revenue collection, and meet the demands of a
growing urban population.

1.2 STATEMENT OF THE PROBLEM

Since DDUBPMS existing system is semi-automated it leads to many problems. Some of the main
problems of the existing system are: -

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

 Existing utility billing systems require users to visit offices, leading to delays and
inconveniences

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

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

 It may be difficult for customers to get the phone number or the location of the organization.

1.3 OBJECTIVES OF THE PROJECT

1.3.1 GENERAL OBJECTIVE
The general objective of the project is to develop a mobile-enabled utility billing and payment
monitoring system for the Dire Dawa city administration with a feature that allows meter reading
employees to collect monthly readings efficiently.

1.3.2 SPECIFIC OBJECTIVE

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

 To create a secure, user-friendly mobile app for residents to monitor their utility usage and
make payments.

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

 To implement a feature for meter reading employees to capture monthly meter readings for
all customers.

 To provide billing notifications and reminders through SMS and push notifications.

 To support bilingual interfaces (Amharic and English) for broader accessibility.

1.4 SCOPE AND LIMITATION OF THE PROJECT

1.4.1 SCOPE OF THE PROJECT
The Utility Billing and Payment Monitoring System for Dire Dawa City Administrator aims to
provide an efficient and accessible platform for managing water and electricity services. The project
scope includes both the web-based administration interface and a mobile app for end users, with a
focus on providing transparency, convenience, and ease of access.

Core Functionalities

 Billing Automation: The system will generate accurate and timely bills based on users' water
and electricity consumption data. This includes automated bill calculation, ensuring correct
rates are applied and adjustments for late fees or other charges as needed.
 Real-Time Consumption Tracking: Users will have access to data on their water and
electricity consumption, updated in real time or at scheduled intervals, allowing them to
monitor usage patterns and adjust reduce costs.
 Mobile Payment Integration: The mobile app will offer secure payment options, allowing
users to pay bills through mobile money, bank transfers, or other local digital payment
services, making the process quick and accessible.
 Amharic Language Support: To ensure accessibility for all residents of Dire Dawa, the
system will support Amharic as a language option on both the web-based and mobile
platforms.
 Notifications and Alerts: The system will send automated notifications for new bills,
payment confirmations, upcoming due dates, and overdue bills to help users stay on top of
their obligations.

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

 User Profile and History: Each user will have a profile where they can view their
consumption and payment history, manage account details, and track any pending or overdue
payments.

1.4.2 LIMITATIONS OF THE PROJECT

Despite the comprehensive scope, the project may face certain limitations due to technological,
financial, or operational constraints. Here are some identified limitations:

1. Dependence on Internet Connectivity:

 User Access Challenges: Both the web-based and mobile platforms rely on stable internet
connectivity. In areas with limited or unreliable internet service, users may face difficulties
accessing their accounts, viewing bills, or making payments.
 Data Synchronization Delays: Real-time data updates and consumption tracking may be
impacted by poor internet connectivity, leading to delays in the availability of usage
information for both users and administrators.

2. Limited Device Compatibility:

 Mobile App Limitations: While the system will be designed for the most common
smartphone operating systems (Android and iOS), some users with older devices or limited
device storage may experience compatibility issues.
 Device Requirements for Web Access: The web-based platform may require a modern
browser and stable internet connection, which could be challenging for users with older
computers or limited digital literacy.

3. Training and User Adoption

 Digital Literacy Barrier: Some residents may not be familiar with using digital tools,
especially older residents or those with limited exposure to technology. Adoption and usage
rates may be slow initially, requiring training programs or assistance to help users become
comfortable with the system.
 Administrator Training Needs: City administrators and utility staff will require adequate
training to manage the system effectively. This includes understanding how to use the
analytics features, handle user inquiries, and maintain data accuracy.

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

4. Payment Method Limitations:

 Integration Challenges: While the system aims to offer various payment methods, some local
payment providers may not have the APIs or infrastructure needed for seamless integration.
This could limit the availability of certain payment methods in the mobile app.
 Transaction Delays and Failures: Payment transactions may occasionally face delays or
failures due to technical issues, network problems, or limitations in mobile payment
infrastructure, which could lead to user dissatisfaction.

1.5 SIGNIFICANCE OF THE PROJECT

The development of a mobile-enabled utility billing and payment monitoring system will greatly
enhance the delivery of water and electricity services in Dire Dawa. By providing residents with a
digital platform to access and manage their utility bills, the system will streamline billing cycles,
ensure accurate and timely billing, and improve communication between the utility service providers
and residents. This will eliminate the need for manual bill collection and reduce errors, leading to
more efficient service delivery.

The mobile app enables users to track their water and electricity consumption and make payments
conveniently from their smartphones, anytime and anywhere. The Amharic language support will
further ensure that the app is accessible to a wider demographic, improving digital inclusion and
giving residents a sense of empowerment and control over their utility usage. This is especially
significant in a growing urban area like Dire Dawa, where mobile phones are becoming the primary
means of communication and transaction.

1.6 BENEFICIARIES OF THE PROJECT

1. Residents of Dire Dawa (End Users)

Convenience and Accessibility: The primary beneficiaries of the project are the residents of Dire
Dawa who access to a user-friendly mobile app and web portal for will have managing their water
and electricity utility services. They can view their bills, track their consumption, and make
payments conveniently from anywhere at any time.

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Transparency and Control: Users will have clear visibility of their billing and payment history,
making them feel more in control of their utility usage. The system empowers users to track their
consumption and manage their resources more efficiently, helping them make informed decisions to
reduce waste and optimize usage.

Amharic Language Support: The app's Amharic language support ensures inclusivity, allowing a
larger section of the population to engage with the system in their native language, increasing
accessibility and reducing language barriers.

Financial Inclusion: By integrating mobile payment options, including mobile money services, the
project ensures that residents who do not have access to traditional banking services can still make
payments, promoting financial inclusion in the community.

Cost Savings: With access to detailed usage data, users can identify patterns of overuse and adopt
energy-saving habits, ultimately leading to lower utility costs.

2. Utility Service Providers (City Administrators and Utility Staff)

Automation and Efficiency: The system will automate several processes, such as billing, payment
tracking, and report generation, reducing the manual workload for city administrators and utility
staff.

Real-Time Data and Insights: Administrators will have access to real-time data on water and
electricity consumption patterns, payments, and customer feedback.

Payment Tracking and Revenue Management: The web platform will allow administrators to
easily track payments and monitor outstanding bills.

Reports and Analytics: The system will provide valuable insights through customizable reports and
analytics, such as consumption trends, payment patterns, and service delivery issues.

3. Utility Customers with Low-Income or Financial Hardship

Access to Affordable Utility Management: For residents who struggle financially, the system offers
an efficient and transparent way to manage utility costs. By tracking usage in real-time and receiving
notifications about overdue bills, users are better able to avoid penalties or disconnections.

Payment Reminders and Support: The system can be configured to send automatic payment
reminders, which help users stay on top of their utility bills and avoid late fees.

4. Technology and Development Sector (Tech Industry Stakeholders)

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

Opportunities for Local Tech Development: The project will contribute to the growth of the
technology sector by fostering partnerships between local tech companies and utility providers. The
development and deployment of the system will showcase the capabilities of local developers and IT
teams, leading to further technological advancements and opportunities for innovation in other
public service sectors.

Knowledge Transfer and Capacity Building: The system’s implementation and management will
offer opportunities for knowledge transfer, allowing local developers to learn from international best
practices in digital infrastructure. This will help build the capacity of the local tech community to
handle complex projects in the future, increasing the competitiveness of the region’s technology
sector.

5. Environmental Impact (Sustainability Efforts)

Resource Conservation: By giving users detailed information about their utility consumption, the
system encourages more responsible usage of water and electricity. As users become more aware of
their consumption patterns, they are likely to adopt energy-saving habits, contributing to resource
conservation efforts and reducing the environmental impact of overconsumption.

1.7 METHODOLOGY
1.7.1 DATA GATHERING METHODOLOGY
There are different methods to collect information. From those the project uses the following tools
and methods to collect data from the organization.

 Observation (Documentation & material): use this method to get the right information about
the organization and to understand how the existing system works.

 Interview: This methodology encapsulates two types of methods. These methods are closed
and open interview. So, the team has selected an open interview for interviewing the manager
and employees for recognizing the existing working procedure of the organization. So, the
team was able be to gather more information about the organization and requirements.

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

1.7.2 DEVELOPMENT METHODOLOGY

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

As the whole for the methodology requirement we use spiral model for perfect movement and
finishing our project very well.

1.7.3 SOFTWARE TOOLS TO BE USED

Have much software to do this project, but the most important are the following:

 MySQL- to create and design the database which used to store the information of the
customers & the employee of the organization.

 MS-Visio-to design the system analysis part of the project.

 MS-word- to prepare the documentation part of the project

 PHP scripting language and its own XAMP server: to implement the system and provide the
user of the system with an interface.

1.9 FEASIBILITY STUDY

1.9.1 ECONOMIC FEASIBILITY
The project is economically viable, with costs that are justified by long-term benefits:

Initial Costs: Major expenses include development, server/cloud resources, and initial training for
staff and users.

Operational Costs: Ongoing costs for system maintenance, cloud storage, and user support will be
required.

Return on Investment: Automated billing, reduced operational costs, and improved payment
collection through digital payments contribute to financial sustainability. Small transaction fees
could also generate additional revenue.

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

1.9.2 TECHNICAL FEASIBILITY

The project is technically feasible due to the availability of suitable development frameworks, tools,
and infrastructure:

Technology and Tools: The mobile app will be built using Flutter, which supports both Android and
iOS, while the web platform can utilize reliable frameworks like node.js or Laravel. Both platforms
will leverage a relational database (e.g., MySQL, mango) for data management.

Infrastructure Needs: Cloud hosting (AWS, Azure, or Google Cloud) can support the backend,
providing scalability and security. Internet connectivity will be required but is increasingly available
in Dire Dawa.

Technical Skills: Developers with expertise in mobile and web development, database management,
and payment integration are essential for this project. Local support teams will be trained for
maintenance and troubleshooting.

1.9.3 OPERATIONAL FEASIBILITY

Operationally, the system aligns with the city’s needs and is expected to streamline workflows:

Ease of Use: The mobile app, with Amharic language support, will be intuitive for users, while the
web-based platform will simplify administrative tasks.

Integration with Current Processes: The system will integrate with existing billing and payment
workflows, with automated billing, notifications, and digital payment options to reduce manual
tasks.

Scalability: Designed to accommodate a growing user base, the system can expand to include new
features or additional utility services in the future.

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

1.10 PROJECT PLAN

1.10.1 PROJECT TIME SCHEDULE
Phase Start Date End Date Duration

Phase 1: Requirement Analysis 1st Jan 2024 15th Jan 2024 2 weeks
Phase 2: System Design 16th Jan 2024 31st Jan 2024 2 weeks
Phase 3: Development 1st Feb 2024 28th Mar 2024 2 months

Phase 4: Integration 1st Apr 2024 15th Apr 2024 2 weeks

Phase 5: Testing 16th Apr 2024 30th Apr 2024 2 weeks
Phase 6: Deployment 1st May 2024 5th May 2024 1 week

Phase 7: Maintenance & Support 6th May 2024 Ongoing Continuous

Table 1: Time schedule

1.10.2 BUDGET PLAN

Type Item quantity Price per item total
Hardware memory 1 300 300
Hard disk 2 3000 6000
Flash disk 2 350 700
Laptop 3 21000 63000
printer 2 12300 24600
Stationary pen 2 Pac 600 1200
paper 3 Pac 1000 3000
Transportation Transport - 2000 2000
expense
Miscellaneous Mobile card and - 300 300
expense other expenses

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 Utility Billing and Payment Monitoring System for Dire-Dawa City Administration

Total 9 101,100

Table 2: budget plan

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