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Der Project Final - Body
Der Project Final - Body
1.1. Background
Since the coming to power of the EPRDF led government, there have been several
reforms, economic or otherwise. One of such reforms is decentralization of power,
which has also shaped the nature of governance and hierarchical distribution of power
among the different levels of the government in general. More importantly, the delivery
of services has been fully decentralized, with lower levels of administration like Kebeles
assuming more powers in administration and delivery of public services.
Currently local government administration is organized in such a way that all public
services are efficiently handled at Kebele level, the lowest administrative organ.
Accordingly, Kebeles are empowered to handle almost all services like land
administration, issuance of ID cards, marriage certificates and birth certificates, policing
services, collection of land rents/taxes, land ownership licensing and transfer of
properties, etc.
As a result, society has benefited from such an arrangement as most services are
brought closer to the community, thereby avoiding lengthy bureaucratic procedures
delays that have been the order of the days during the old system of the past. Despite
the potential benefits of such a decentralized approach of service delivery, however,
there are serious problems prevailing. One of these problems is related the poor filing
system, which is seriously affecting the amount and quality of service delivery to the
society.
Due to poorly organized filing and recording/archiving system, the issuance of ID cards
have become problematic, i.e., personal files are lost or misplaced and hence cannot be
easily located if applicants want to get replacements for lost IDs. Moreover, individuals
can illegally obtain IDs due to lack of adequate information on past history and
family/household particulars and population dynamics (in/out migration). The same is
true for issuance of birth certificates. There is also lack of organized and up-to-date data
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on the number of kebele-owned houses rented to local residents and businesses, which
has led to a huge loss of revenues.
Similar problems prevail in the area of land administration due to problems of data
organization and storage. There is lack of well organized data on the available land by
amount/land size, land-use patterns, land ownership status and geographical
distribution etc. As a result, some obtain more land illegally while others don’t leading to
illegal land market and unlawful benefits. In the process also, investors and legal
personalities are discouraged ultimately affecting the long-term growth opportunity of
the town.
Much of the problems mentioned above could easily be avoided through maintaining a
good filing system and data management practices. There is, therefore, urgency in
designing a better filing system, improved data storing and retrieval mechanism to solve
these and other related problems.
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Despite its attractiveness and potential for improvement, however, decentralization is
not without problems. Bringing all such services mentioned above from few centralized
and well-staffed or well-organized administrative centers down to the numerous and
relatively less-staffed kebele centers had to come about at a real cost. Apart from the
resulting financial implication due to the personnel and running overheads of the Kebele
offices, establishing an up-to-date filing, documentation and data management system
has been expensive and extremely difficult for most part. This has led to serious
problems and negative implications.
One of the problems in this regard has been the problem related to land management.
The fact that the land administration is manual has led to several problems as far as the
towns overall investment and economic activities is concerned in general and the towns
land management in particular. Due to lack of well organized database of the land use
pattern in the kebeles, the amount of available land (used land by type of land-use and
free land for investment as well as residence) is often unknown. For instance, there are
cases where a particular residential plot is allocated for two or more individuals leading
disputes and at times loss of lives.
On the other hand, there are cases where an individual is allotted more than one plot of
land for constructing house. In some cases, individuals illegally obtain up to 6 plots of
lands, while others are obliged to buy from these illegal land owners as they difficulty
getting land through legal means. The main reason is inability on the part of kebele
officials to cross-check as to whether an individual has been offered land in the past or
not. The filing system is not automated and doesn’t allow for such controls,
consequently creating injustice to a major part of the local community.
A closely related issue is the problem of tax/rent collection from kebele-owned houses,
private-houses and land rent/lease. Kebeles do not have a complete data on the taxable
sources and rented houses. The type and number of houses rented, the amount
taxes/rents paid and still outstanding is hardly known and documented. As a result, a lot
of revenue goes uncollected due to lack of accurate data as mentioned. Similarly,
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issuance of ID cards poses tremendous difficulties due to loss and/or misplacement of
personal files. Moreover, cross-checking and verification as to whether an individual is
resident of the kebele and the length of residency to check if the individual is eligible for
ID issuance is difficult due to the poor and disorganized filing system.
In fact there has not been much attempt in the past that sought to explore the problems
and challenges faced by Kebele offices in Jimma town with regard to information
services and management.
In summary, the problems of service delivery at the Kebele admin offices in Jimma town
could be put as follows:
The recording and management of land administration at Kebele offices is not
well organized to meet the objective of fair and efficient managements of the
scarce land resources
o Land preparation and allocation for investment and other purposes is
inefficient and time consuming resulting in delays and frustration
especially for investors. This discourages investment activities in the town,
eventually hampering the development of the city.
o Land distribution for housing is inequitable, some getting excess plots
while others are denied due to difficulty of manually cross-checking
previous land allocation to individuals
o allocation of a given piece of land to more than one applicant/owner
leading to conflicts
The household registry system is inefficient and poorly organized, household
registry is fully manual
o Personal files of kebele residences are lost or misplaced making issuance
of ID cards/ birth certificates lengthy and time taking
o Verification of whether an ID applicant fulfills the legal requirement of
residing in the village for a period of at least six months is painfully time
taking and complicated
o This in turn paves the way for corruption
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Poor registration and documentation of rented and private houses
o The number and type of revenue sources like rented kebele-houses is not
well documented
o The amount of taxes from the private houses in the kebele is not recorded
in an organized manner, i.e., the amount of taxes paid and outstanding at
a particular date, cannot be easily retrieved
In view of the fore-going discussion, the following questions deserve attention and
immediate solution for the kebele admin offices to be able to effectively address the
problems mentioned.
How can the filing system in the kebele offices be organized so that personal files
can easily be located thereby avoiding misplacements or cases of lost files and
the resulting delays associated with issuance/replacement of ID cards and other
similar services like birth certificates, clearance papers, etc?
Can house rent collection be designed or automated in such a way that
administrators can easily retrieve information like number of tax/rent payers,
taxes/rent payments due, total collection, names of tax payers/renters, amount of
outstanding taxes/rent payments, etc at any particular date of a year?
Can the land distribution and land administration activity of the Kebeles be
automated by maintaining detailed data base on the land available by type of
land-use (business area, residential area, forested, road, green area, schooling,
real estate, urban agriculture, etc), status of land-use (housing, investment,
leased-out, free/unused land, public owned, etc), status of ownership (name of
owner), size, etc?
This project would therefore try to get adequate responses to the afore-mentioned
questions and the problems cited herein.
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1.3. Objectives of the study
1.3.1. General objective
The general objective of this project is to assess the registry and filing system of Ginjo-
Guduru Kebele office with the aim of identifying and solving the major problems of
service delivery and data management through designing a database to address these
problems.
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tries to design a system that could be applicable to any kebele administration office in
Jimma. However, only one kebele in Jimma town shall be considered making the scope
a bit narrower. However, owing to the similarity of the nature and extent of the problems
among kebele organs throughout the town, the solutions of the project would no doubt
be applicable to most of the kebele administration structure in Jimma.
Preparation/generation of reports.
Issuance of clearance and birth certificate for whoever needs them in
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1.6. Methodology
1.6.1. Data sources
The main data source for this project was the office of Ginjo guduru kebele.
Since the registration and filing system in the kebele is not structured and well-
organized, we used interview method to gather information from representatives
of the kebele. In particular, we interviewed the chairman of the kebele to obtain
crucial information we needed for the project.
Microsoft office
Star UML
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Testing procedure:
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CHAPTER TWO: SYSTEM ANALSIS
2.1. Current system
In this section we briefly review the current system used by the kebele administration
followed by a brief description of the problems associated with the current system and a
proposed system that aim to solve these problems.
Currently the kebele has no automated system. In order to register population and
collect required data from the residents, they divide the kebele into four zones to
minimize the boundary they go through house to house.
The kebele assign representative for each zone. Each zone representative has an
ability and right to ask, collect, and submit the required information which is collected
from the society to the kebele administration.
The collected data have been compiled and filled in record office.
Registration is the most important task and base for information to make plan for the
society. In advance all this information gathers together helps to know the statistical
data as a whole and have contribution on the development program of the country.
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When a member come to the kebele office to get service or to attend meeting, or any
other job, he/she must be the member and he/she can register his/her name and house
number with their family member.
A person who come to register in the kebele office to get services should fulfill the
following:
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First that person must be resident
After registration must be stay for 6 month.
If he/she is new comer, he /she should bring clearance
He/she should be above 18 years old
The proposed system is also efficient in file handling system. The major thing in the
proposed system is authenticated users. Authorized users only access the system.
Unauthorized person is not allowed to access the system, they are prevented by user
name and password mechanism.
The need to develop automating registrar system of the Ginjo Guduru kebeles is that
current activities of the kebele are time consuming due to manual system which results
delay of the development of the kebele.
The system registers populations which are resident and new person in the kebele.
During house registration the proposed system identify the kebele house and private
house and give number for ease identify.
During ID card giving service, the system identify the member whether is it resident or
new comer. If the person is resident, the system asks the house number to give ID card.
If the person is new for the kebele, the system registers and the person must stay at
least for 6 months to get ID card.
The new system also gives certificate for the resident for the purpose they need. The
system assures clearance for those who needs to transfer their resident to another
area.
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The proposed system has computerized system to give accelerated service rather than
manual system
The system identifies the unauthorized user by the incorrect entered user name and
password. Any unauthorized person can't enter in to the system. Registrar system can
manage all data base of the kebele. System uses back up method to handle data
familiarity.
System identifies registered person and unregistered person. The system identifies
residents by their ID card.
The functional requirements for the new system that will replace the existing system
include:
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Data storage and retrieval: All the customer file record information’s should
kept properly in well organized data base so that retrieving these files will
easy and faster.
The system will register population and house
The system should provide password change facility
The system should provide user authentication.
The system should be able to generate report.
Searching, updating and deleting records.
To get statistical data of population and house whenever required
The system provides desktop application user interfaces that are compatible with
window platforms.
Hardware consideration
The kebele should have desk top computers having typical storage capacity and
processing speed.
Performance characteristics:
The system is accessible by one actor in the kebele. It should be given more
emphasis for the speed to access it.
Error handling:
This system handles error done by the user giving error message when the user
enters wrong inputs.
System security:
This system provides an access to privilege to an authorized user by giving account
for each and every special function.
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Quality issue
Information in database should be accurate and update.
G iv e I d c a rd
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The main menu form currently displayed on
Screen
population for
Save message
Alternative case
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B .5 .The system verifies “invalid input screen “
displays
Screen
Form
house
message
Alternative case
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Alternative case: A: House is private owned
House
required body
functional
required
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4. Use case Name: Give Certificate
Screen
information
Form
required information.
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The main menu form currently displayed on
Screen
Form
Screen
Form
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3. The data clerk select kebele house and click
on it
or not.
Screen
form
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6. The system update list
5 : insert account()
6 : Submit()
7 : Validate()
8 : Save()
9 : Try to onpen()
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Fig. 2.7.1 Sequence diagram for login form
1 : click RegisterPopulation()
2 : activate()
3 : create Register form()
4 : display form()
5 : Fill form()
6 : Submit()
7 : validate()
8 : if not valide()
11 : save()
12 : confirmuser()
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Fig.2.7.2 Sequence diagram for registration of population
1 : click RegisterHouse()
2 : activate()
3 : create form()
4 : display form()
5 : fill form()
6 : click submit()
7 : validate()
8 : save()
9 : confirmuser()
10 : exit()
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actor ReportButton Reportcontroller
Report form Report
ManageRepoort
1 : Press()
2 : Create()
3 : Create()
4 : Fill contents()
5 : Submit()
6 : SubmitReport()
7 : Create()
8 : SubmitReport to Require()
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actor menu form controller form certificate
DB
2 : activate()
5 : fill form()
6 : submit()
7 : valide()
8 : put data()
9 : save()
10 : confirmuser()
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actor
menu form controller clearance form DB
4 : display form()
5 : Fill form()
6 : submit()
7 : validate()
8 : put data()
9 : save()
10 : confirm()
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actor menu form controller form CollectHouseRent customer DB
6 : submit()
7 : request()
8 : Response()
9 : insert id()
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11 : validate()
12 : if not validate()
13 : put data()
14 : display id()
15 : ask paymente()
17 : paid()16 : paid()
20 : exit()
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actor menu form controller GiveIdcard DB
1 : click GiveIdcard()
2 : activate()
3 : create form()
4 : display form()
5 : fill form()
6 : click submit()
7 : validate()
8 : save()
9 : confirmuser()
10 : exit()
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2.8 State chart diagram
State chart diagram is used for modeling the dynamic aspects of systems. It is similar to activity
diagram. Both activity and chart diagrams are useful in modeling the lifetime of an object.
However, activity diagram shows flow of control from activity to activity; whereas state diagram
shows flow of control from state to state. State chart modeling is dynamic modeling technique,
one that focuses on identifying the behavior within our system, behavior specified to the
instances of a single class
dispay
Main menu
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user wanted to register customers Registration population form
click Ok
fill registration formand click submit
Error message
database check control message
database check control
click Ok
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user wa RegisterHouse Form
click Ok
fill registerHouse form
control registration
click Ok
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user wanted to give id card Give Id card
click Ok
fill Id card formand click submit
cancel Id card
click Ok
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user wanted to give certificate customers givingcertifcate
click Ok
fill certificate form
Error message
database check control message
database check control
click Ok
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user wanted to give clearance customers givingcllearance
click Ok
fill clearance form
Error message
database check control message
database check control
click Ok
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user wanted report to generatecustomers Generate report
create report
update on database
save
click Ok
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user wanted to collect house rent collect house rent
click Ok
fill form
click Ok
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CHAPTER THREE: SYSTEM DESIGN
3.1 Purpose of the system
Our project automated Gingo-Guduru Kebele registry and filing system. The repository
architecture sub system access and modify data from a single data stricture which
called central repository. The repository architecture is typical for data base design
system. The central location of data makes it easier to deal with concurrency and
integrity issue between sub systems. Due to the above criteria we select repository
architecture.
Easily and the user have a chance to use and learn more about the software.
Dependability criteria
• Fault tolerance
The system has an ability to detect invalid input by responding “wrong
Input” message.
• Security
The system provides privileges to authorized user by giving account. And
Performance Criteria
The system needs a Desk top computer having good capacity hard disk and
RAM size.
Maintenance Criteria
• Modifiability
The system is modifiable when the Kebele become large and it’s working
style changes.
• Portability
The system design for many plat forms. We can port from window plat
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form in to other plat forms easily
• Readability
population
house
2. Giving service
Id card
Certificate
Clearance
Report
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RegistrarSystem
RegistrationSubSystem
GivingService
GenrateReport
GiveCertificate
House
I dcard
GivingClearance
Population
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3.5.2 Physical and logical connectivity
Our Proposed system has no physical connectivity, because, our proposed
system is to manage a file into database system.
3.5.3Software Mapping
The system uses Microsoft Windows Professional Operating System
The proposed system uses Microsoft office and it use Microsoft access to store
record or data.
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3.7 Global Software
In our system we use event driven control. Because in it operations waits input from
user when over they need. And the implementations of the system will be on procedural
programming language.
Menu item
Register
cmd
Menu
Execute()
Register
Registratio Validation Insert Unnamed cmd
n form cmd
Username () Execute()
Execute()
Password()
Binds
Fill form cmd Save cmd
Execute() Execute()
Binds
Database
Id No
House No
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Login form cmd
Menu Menu
item
Execute()
Validation
Insert Username cmd Inset password
Give services cmd Username
()
Execute()
Password () Execute() Execute()
Binds
Clearance
Id card
Certificate
Execute()
Execute() Execute ()
Generate Report
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3.8 Identifying Boundary condition
Previously we mentioned the system data clerk and chair man access on the system.
The system is started, initialized and shut down by data clerk .And also responsible for
failure, such as data corruption, soft ware error, and power outage maintain by him /her.
Update()
Delete
House Register()
Add()
Issuer ID ()
Certificate
Assure ()
Clearance Assure ()
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<<extend>>
<<extend>>
RegisterHouse
Data clerk
KebeleHouse
CollectingHouserent
generateReport
GiveIdcard
ChairMan
GiveCretificate
GiveClearance
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3.9 Sub system Service
In our system each sub system has their own services. Registration sub system
serves for all registration of the residential of the Kebele and House registration
in the Kebele
Giving service sub system uses for the residential of the Kebele and the
administration body of the Kebele. Giving service includes certificate, clearance,
Report and ID card.
ID card serves for the Residential of the Kebele . And report generate uses the
those who need information from the Kebele .
Naming convections
i) use of proper character if case is “Name”
ii) If case is number /induce “Numeric value”
iii) If Case is combination of number and character, use “Alpha Numeric
value”.
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Boundary Case
In this system we have two actors.
2. Chair man: The chair man serve for the resident by giving ID card, giving
3.12 Packages
Packages is a general purpose mechanisms for organization modeling elements
into group packages deal with conceptual grouping of elements of model. In this
system the project have different element that can be grouped together some of
them are:
Population
House
Id card
Population
Giving service
resident
ID card
Certificate
New person
Clearance
Report
House
Private
Kebele
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Fig. 3.12.1 Packages diagram
Graphical user interface design /user interface design and software interface
design.
The interface design contains different forms that the user interfaces with the
system.
Graphics
User user
interface
Process Respons
e
System
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3.14 Control process layer
The layer provides information on how the project was organized.
The requirement that used for the project who and when it done and how the
project inform the future. Control layer decide in order towards the goals to be
processed.
Request
Process
request
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3.15 Class diagram.
The class diagram of the proposed system of Automating registry and filing system of
the Ginjo Guduru Kebele depicted below:
• Entity classes
Entity class model information that is long lived in the Kebele. The following classes:
Population
House
Certificate
Clearance
Give ID card
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Population
House
-Name
Certificate
-Age -House No
-Sex -Owner -Name of person
-Date of registration -Date of registration -Date
-Address -Case of service
+Register()
-Register() +Save() +Assure()
+Save() +Add()
+Update()
+Delete()
KebeleHouse Clearance
Id card
-Name of person
-Id No
-Living period
-Date of assurance
+Renew id()
+Issue id()
Fig.3.15.1Class Diagram
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3.15.1 Method used in the class diagram
• Register method: This method use for registration
• Save method: This method store registered information on the data base
• Add method: This method use when new registration added to the database.
• Update method: This method is used to modify the previous record on the
data base.
• Delete method: This method is used to delete or clear the record from the
database.
• Renew method: This method is used for renewing the outdated ID card.
• Assure method: This method is used to check for clearance and certificate
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New person House Clerance
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Population House
-Name -House No
-Age -Owner
-Sex -Date of registration
-Date of registration
-Address +Register()
+Add()
+Register() +Save()
+Save()
+Update()
+Delete()
-Name -House No
-Age -Date
-Sex -Rentalfee
-Date of registration -House state
-Clearance +Register()
+Register() +Update()
+Save() +Save()
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3.16 Conclusion
In this project, we proposed an efficient system that automates residents’ registry and
improves file handling system. The major thing in the proposed system is authenticated
users. Authorized users only will access the system. Unauthorized person won’t be
allowed to access the system; they are prevented through verification of user name and
password mechanism.
The need to develop automating registry and filing system of the Ginjo-Guduru Kebele
is that current activities of the Kebele are time consuming due to manual system which
results delay of the development of the Kebele.
3.17 Recommendation
We can recommend automated registrar system for facilitating every registration and
filing system in Ginjo Guduru kebele.
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