Table of Contents

CHAPTER TWO: OVERVIEW OF EXISTING SYSTEM.........................................1

2.1 Overview of Existing System...........................................................................1

2.2 Advantages of the existing system....................................................................1

2.3 Challenges (Drawback) of the Existing System................................................2

2.4 Proposed System...............................................................................................3

2.5 Preferred Solution.............................................................................................3

2.6 Existing System Domain Modeling with Class Responsibility Collaborator

(CRC) Card.............................................................................................................4

2.7 Existing System Essential Use Case Diagram..................................................8

2.7.1 Use Case Documentation......................................................................10

CHAPTER TWO: OVERVIEW OF EXISTING SYSTEM

2.1 Overview of Existing System

The Dire Dawa City Civil and Vital Registration System currently operates using a
computerized framework that has advanced beyond traditional manual record-
keeping. The municipal office employs this system to provide two primary services:
registering and issuing official certificates for births, deaths, marriages, adoptions, and
divorces. Records are stored digitally in a local database, accessible through desktop
software at municipal offices, improving data organization and retrieval compared to
paper-based methods. Despite these advancements, the system falls short in
operational efficiency, accessibility, and service delivery due to several persistent
challenges.

2.2 Advantages of the existing system

The existing Dire Dawa City Civil and Vital Registration System has made significant
strides over purely manual methods by adopting digital solutions. While not yet fully
optimized, it offers several key improvements that enhance record-keeping, security,
and operational consistency compared to traditional paper-based systems.

The following advantages highlight its foundational strengths:

 Digital Record-Keeping – The system has moved beyond traditional paper-

based records and now stores vital registration data in a local computerized
database, reducing the risk of physical document loss or damage.
 Improved Data Organization – Information is systematically stored and can be
retrieved more efficiently compared to manual filing systems.
 Faster Access for Municipal Staff – Authorized personnel can quickly search
and retrieve records from the local database, minimizing delays in service
delivery.

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 Legal Documentation Integrity– The system ensures that births, deaths,
marriages, adoptions, and divorces are officially registered and maintained in
compliance with national regulations.
 Enhanced Security Compared to Paper-Based Methods – Digital storage
reduces the likelihood of forgery, unauthorized alterations, or accidental
destruction of records.
 Consistency in Municipal Services – The computerized framework standardizes
registration procedures, ensuring uniformity in service delivery across different
departments.

2.3 Challenges (Drawback) of the Existing System

Despite these advancements, the current system faces critical limitations that hinder
its efficiency, accessibility, and potential for data-driven decision-making.The
following key challenges persist, undermining service delivery for both municipal
staff and citizens, particularly in rural or underserved areas:

 In-Person Service Requirement: Although computerized, the system still

requires citizens to visit municipal offices physically to register vital events or
obtain certificates. Without an online platform, residents especially those in
rural kebeles far from urban centers face significant inconvenience and delays,
often waiting hours or days for service completion.
 Limited Reporting Capabilities: The system generates basic reports on
delayed registrations (those completed after 90 days), but lacks detailed
granularity. For example, it only provides aggregate totals for late registrations
within a 90-day to one-year range, without monthly breakdowns or gender-
specific data. This restricts the municipality’s ability to derive actionable
demographic insights.
 No Remote Access or Online Services: Unlike modern e-Government
platforms, the current system offers no online application or retrieval options
for birth, death, marriage, adoption, or divorce certificates. This reliance on
physical visits increases the workload for municipal staff and reduces
efficiency for both the administration and residents.

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These shortcomings highlight the need for a more robust, accessible, and automated
system to enhance service delivery and municipal operations in Dire Dawa City.

2.4 Proposed System

To address inefficiencies in Dire Dawa City Municipality’s computerized civil
registration system, we explored multiple technological solutions to enhance service
delivery and accessibility. These include web-based, mobile, integration-based, and
standalone systems, each improving efficiency and data management for municipal
staff and residents, as informed by data collection findings.

 Web-Based Solution
A web-based platform enables online registration of births, deaths, marriages,
adoptions, and divorces via any browser-enabled device (e.g., laptops,
smartphones). It eliminates geographical barriers with secure, cloud-hosted
records using Express.js and MySQL, addressing slow retrieval issues
identified in observations.
 Mobile-Based Solution
Mobile applications, optimized for touchscreens, support field operations and
citizen services with intuitive forms for data collection and certificate requests.
Designed for intermittent internet, they sync with central databases, enhancing
access in Dire Dawa’s rural areas.
 Integration-Based Solution
Integration-based systems connect the platform to national ID databases,
healthcare, and social welfare programs via APIs, enabling data exchange and
verification. This supports analytics (e.g., gender-specific reports, per
document reviews) and coordinated governance.
 Standalone Solution
Standalone applications allow offline registration in low-connectivity areas,
storing data locally and syncing when online. This addresses inconsistent
records found in data collection, ensuring reliable service across Dire Dawa.

2.5 Preferred Solution

To modernize Dire Dawa City Municipality’s civil registration services, we
recommend a web-based application as the primary solution. This cloud-hosted

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platform, built with Express.js, Node.js, and MySQL, provides 24/7 online access to
vital services through any internet-connected device, eliminating in-person visits
noted in interviews. Citizens can submit applications for birth, death, marriage,
adoption, and divorce certificates remotely, upload documents, and receive real-time
notifications through system interface updates. Automated workflows verify data
against national databases, cutting processing times from days to hours (per
observation findings), reducing errors and fraud.

The web application’s advantages include:

 Accessibility: Browser-based access on smartphones, tablets, or computers,

requiring no app downloads, unlike mobile solutions.
 Security: Two-factor authentication, end-to-end encryption, and audit logs
ensure compliance with data protection regulations.
 Efficiency: Centralized cloud storage with backups and real-time analytics
dashboards provide insights into registration patterns and bottlenecks (e.g.,
late registrations, per document reviews), surpassing standalone or integration-
only options.

2.6 Existing System Domain Modeling with Class Responsibility

Collaborator (CRC) Card

CRC modeling techniques are used to model the existing system and help in building
the proposed class diagram by analyzing how different components collaborate. CRC
modeling is divided into three sections:

 Class: Represents a collection of similar objects.

 Responsibility: Defines what a class knows or does.
 Collaborator: Another class that interacts with the class to fulfill its
responsibilities.

CRC Model for the Dire dawa city vital and civil Registration System

To better structure the CRC model, we define the key classes, their responsibilities,
and collaborators in the form of CRC cards:

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2.7 Existing System Essential Use Case Diagram

The use case diagram for the Dire Dawa Vital and Civil Registration
System highlights the key interactions between actors (Admin, Registration Officer,
Kebele Administrator) and the system’s core functions. This diagram provides a clear
overview of the registration, certificate management, and administrative processes.

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 Fig 2.1 Use case diagram of existing system

Use case Description

Before we are going to describe the system use case, let’s give identifiers to the use
cases. The following table shows us use cases with their identifiers.

Use case Identifier

login CVRUC01
Register Resident CVRUC02
Update Resident Vital Information CVRUC03
Search Resident CVRUC04
Search Resident in kebele CVRUC05
View population distribution CVRUC06
View population distribution in kebele CVRUC07
Manage accounts CVRUC08
Report vital certificate CVRUC09
Generate report CVRUC10
Assign role CVRUC11
Request vital certificate for resident CVRUC12
Table 2.1 Existing system use case with their identifiers

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2.7.1 Use Case Documentation

Login use case description

Use case name Login

Use case identifier CVRUC01
Actor(s) Registration officer, kebele administrator,
Admin
Description Authorized users will access the system
Pre-condition The user not already logged in to the system.
Post-condition The user will access the system.
Basic course of action

1. The user sends the request to the server using web browser.

2. The System displays the login page.

3. The user enters username and password and press submit button.

4. The system validates the account.

5. The system displays the appropriate home page.

6. The user access the system.

7. Use case end.
Alternative course of action

Alternative course of action A: if the user enters inappropriate user name and
password
A.4. The system determines that the entered user name and password is invalid.
A.5. The system displays “try again” message.
A.6. Use case ends.
Table 2.2 login use case description

Register Resident use case description

Use case name Register Resident

Use case identifier CVRUC02
Actor(s) Kebele Administrator
Description Register citizens who are eligible residents of
Dire dawa city
Pre-condition The residents should bring all necessary
information from Shengo of the Kebele
Post-condition The residents will be registered.
Basic course of action

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1. The use case begins when child is born and resident comes to the city.
2. The resident must bring all required information to kebele administrator.
3. The kebele administrator inputs the resident’s information into the system.
4. The system validates the entered data by the Kebele administrator.
5. The system store the resident information.
6. The system displays resident registration is successfully.
7. The system registers the resident.
8. The use case ends.
Alternative course of action

Alternative Course of action A: If the resident doesn’t bring all the necessary
information.
A.3. Kebele administrator proves the resident doesn’t submit the necessary
information.
A.4. The resident will be asked to bring the necessary information.
A.5. The use case ends.
Alternative course of action B: If the kebele administrator enters invalid
information.
B.4. The system determines the entered information is invalid.
B.5. The system displays “Invalid information”.
B.6. use case ends.
Table 2.3: register resident use case description

Update Resident vital information use case description

Use case name Update resident vital information.

Use case identifier CVRUC03
Actor(s) kebele administrator
Description Update vital information for appropriate
citizens.
Pre-condition the citizen is registered in the kebele
Post-condition The citizen vital information will be updated
if he or she is fitting.
Basic course of action

1. Kebele administrator wants to update citizen’s vital information.

2. Kebele administrator obtains all necessary information’s from the shengo of
the kebele.
3. Kebele administrator enters required vital information.
4. Kebele administrator submits the required vital information.
5. The system validates the submitted information.

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 6. After validation, the system stores the updated information.
7. Use case end.
Alternative course of action

Alternative course of action A: if the Kebele administrator doesn’t obtain all

necessary information

A.2. use case ends.

Alternative course of action B: If the Kebele administrator enters invalid

information

B.5. the system determines that the entered information is invalid.

B.6. the system displays “invalid information”.

B.7. Use case ends.

Table 2.4: update resident vital information use case description

Search Resident use case description

Use case name Search resident

Use case identifier CVRUC04
Actor(s) Registration officer
Description Searching for registered citizens
Pre-condition The citizen is registered in one of the kebele
of the city.
Post-condition The system will generate search results.
Basic course of action

1. Registration officer wants to search for citizens of the city.

2. Registration officer enters personal identification number as well as name
on the search box.
3. After entering search key, the Registration officer submits it using the
search button.
4. The system validates the entered search key.
5. The system generates search results.
6. Use case ends.
Alternative course of action

Alternative course of action A: if the Registration officer enters invalid

personal identification number as well as name

A.4. the system determines that the entered personal identification number as
well as name is invalid.

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 A.5. use case ends.
Table 2.5: search resident use case description

Search resident in kebele use case description

Use case name Search resident in kebele.

Use case identifier CVRUC05
Actor(s) kebele administrator
Description Searching for registered citizens in kebele.
Pre-condition The citizen is registered in one of the kebele of
the city.
Post-condition The system will generate search results.
Basic course of action

1. kebele administrator wants to search for citizens of the city.

2. kebele administrator enters personal identification number as well as name on
the search box.
3. After entering search key, the kebele administrator submits it using the search
button.
4. The system validates the entered search key.
5. The systems generate report for search results.
6. Use case ends.
Alternative course of action

Alternative course of action A: if the kebele administrator enters invalid

personal identification number as well as name

A.4. the system determines that the entered personal identification number as
well as name is invalid.

A.5. use case ends.

Table 2.6: search resident in kebele use case description

View population Distribution use case description

Use case name View population Distribution

Use case identifier CVRUC06
Actor(s) Registration officer
Description view the required population distribution
information of the city
Pre-condition There must be Civil registry database which
is accessible only by authorized users.

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 Post-condition The required population distribution
information will be displayed.
Basic course of action

1. Registration officer wants to view population distribution in city.

2. Registration officer clicks a button which is related to the required population
distribution.
3. The system displays the required population distribution.
4. Use case ends.
Alternative course of action

Alternative course of action A: if registration officer clicks unrelated button to

the required population distribution.
A.3. The system displays population distribution which is not required.
A.4. Use case ends.
Table 2.7: view population distribution use case description

View population Distribution in kebele use case description

Use case name View population Distribution in kebele

Use case identifier CVRUC07
Actor(s) kebele administrator.
Description View the required population distribution
with in kebele.
Pre-condition There must be Civil registry database for the
kebele which is accessible only by authorized
user
Post-condition The required population distribution
information displayed
Basic course of action

1. Kebele administrator wants to view population distribution with in kebele.

2. Kebele administrator clicks a button which is related to the required
population distribution.
3. The system displays the required population distribution.
4. Use case ends.
Alternative course of action

Alternative course of action A: if kebele administrator clicks unrelated button

to the required population distribution.
A.3. the system displays population distribution which is not required.
A.4. Use case ends.
Table 2.8: view population distribution in kebele use case description

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Manage user accounts use case description

Use case name Manage user accounts

Use case identifier CVRUC08
Actor(s) Admin
Description Admin can add or remove kebele
administrator’s and Registration officer’s
accounts.
Pre-condition Admin has privileges to manage kebele
administrator’s and Registration officer’s
accounts.
Post-condition The admin will manage kebele
administrator’s and Registration officer’s
accounts.
Basic course of action

1. Admin wants to manage accounts.

2. The admin chooses manage account link
3. The system display manage account page
4. The admin clicks “Create account” or “Remove account” button.
5. The system display Create account or Remove account page.
6. Admin enters required information via create or Remove page.
7. The system cheeks that all the entered information are valid.
8. System display different message accordingly.
9. Use case ends.
Alternative course of action

Alternative course of action A: If the admin enters incorrect information

A.8. The system determines the entered information is invalid.

A.9. The system displays message “the entered information is invalid”

A.10. Use case ends.

Table 2.9: manage user accounts use case description

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Report Certificate use case description

Use case name Report Certificate

Use case identifier CVRUC09
Actor(s) Registration officer
Description Registration officer issues certificate for
registered residents
Pre-condition The resident is valid for certificate
Post-condition The residents will get certificate.
Basic course of action

1. The system determines that the resident is legal for certificate

2. The registration officer goes to report certificate page
3. The registration officer fills the certificate form and presses the report button
4. The system prints the certificate.
5. Registration officer finalizes the certificate and gives for the resident in
person.
6. Use case ends.
Alternative course of action

Alternative course of action A: If residents is not legal for certificate

A.1. the system determines that the resident is not legal for certificate.

A.2. The system displays “not legal for certificate” message.

A.3. Use case ends.

Table 1.10: report death certificate use case description

Request vital certificate for resident use case description

Use case name Request birth certificate for each resident.

Use case identifier CVRUC12
Actor(s) Kebele adminstrator
Description dealing out certificate requests for
appropriate citizens
Pre-condition The citizen is registered in the city.
Post-condition Kebele adminstrator request certificate will
be processed by the system.
Basic course of action

1. The resident wants a birth certificate

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 2. The kebele adminstrator sends certificate request to the system

3. The system processes the request for certificate

4. The system validates the request for certificate

5. The system displays “request successfully send” message

6. Use case ends
Alternative course of action
Alternative course of action A: if resident is not appropriate for requesting
certificate
A.4. the system determines that the resident is not fitting for certificate request.
A.5. The system displays “request not successfully send” message
A.6. use case ends.
Table 2.11: request birth certificate use case description

Generate report use case description

Use case name Generate Report

Use case identifier CVRUC10
Actor(s) Registration officer
Description The Registration Officer generates reports based
on registered vital records. These reports provide
statistical insights into births, deaths, marriages,
adoptions, and divorces, aiding decision-making
and policy development.

Pre-condition The system must contain registered vital

records. The Registration Officer must have
appropriate privileges to generate reports.
Post-condition The Registration Officer receives a statistical
report. The generated report is stored and can
be accessed later.
Basic course of action

1. The Registration Officer selects the Generate Report option from the
system interface.
2. The system displays available report types (e.g., Birth Registration
Trends, Late Registrations, Demographic Analysis).
3. The Registration Officer chooses the desired report category.
4. The system retrieves relevant data from the database.
5. The system generates and displays the report.
6. The Registration Officer downloads or prints the report.

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 7. Use case ends.
Alternative course of action

Alternative course of action A: No data available for the selected report type
A.4. The system determines that there is insufficient data to generate the report.
A.5. The system displays “No data available for the selected report type.”
A.6. Use case ends.
Table 12: generate report use case description

Assign role use case description

Use case name Assign Role

Use case identifier CVRUC11
Actor(s) Admin
Description The Admin assigns roles to users
(Registration Officer, Kebele Administrator)
to define their permissions within the system.
This ensures appropriate access and
responsibilities for each user.
Pre-condition The Admin must be logged in and have the
required privileges to manage user roles.
Post-condition The assigned roles are saved, and users
receive their defined permissions for system
access.
Basic course of action

8. The Admin selects the Manage Accounts option from the system interface.
9. The system displays a list of registered users.
10. The Admin selects a user to assign a role.
11. The system displays available roles (Registration Officer, Kebele
Administrator).
12. The Admin selects and assigns a role.
13. The system updates the user's profile with the new role.
14. Use case ends.
Alternative course of action

Alternative course of action A: If Admin selects an invalid user or role

A.4. The system determines that the user or role is invalid.

A.5. The system displays an error message "Invalid selection. Please try again."

A.6. Use case ends.

Table 23:Assign role use case description

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