ADDI

SABABAUNI
VERSI
TYSCHOOLOFCOMMERCE

Busi
nessAdmi
nist
rat
ionandI
nfor
mat
ionSy
stem Depar
tment

Fi
nal
Proj
ectPr
oposal
On

ARECORDANDREPORTSYSTEM FORTRAI
NINGANDEXAMI
NATI
ON:
OFFI
CEOFTHE
COMMUNI
TYSERVI
CESATSCHOOLOFCOMMERCE

BY:
Eli
zabet
hFekadu-BER/
5655/
11

:
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labachew-BER/
7826/
11

:
RebeccaSur
afel
-BER/
0641/
11

:
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eMengi
stal
em -BER/
0749/
11

:
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etNaj
i-BER/
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11

SECTI
ON–R3BAI
S1

Submi
tt
ed t
o – Dr
.

0
Meshesha

Dat
eofSubmi
ssi
on– Jul
y8,
2021

Tabl
eofCont
ent
s
1.I
NTRODUCTI
ON 3

1.
1Backgr
oundoft
heSt
udy 3

2)St
atementoft
hePr
obl
em 4

3)Obj
ect
iveoft
hest
udy 5

3.
1)Gener
alobj
ect
ive 5

3.
2)Speci
fi
cobj
ect
ives 5

4)Si
gni
fi
canceoft
hePr
oject 5

5)Benef
ici
ari
esoft
hepr
oject 6

6)Scope 6

7)Li
mit
ati
on 6

8)Feasi
bil
i
ty 6

8.
1)Technol
ogyf
easi
bil
i
ty 6

8.
2)Economi
cfeasi
bil
i
ty 7

8.
3)Oper
ati
onal
feasi
bil
i
ty 8

8.
4)Legal
feasi
bil
i
ty 8

8.
5)Schedul
efeasi
bil
i
ty 8

9)Met
hodol
ogy 9

9.
1)Dat
asour
ces,
Met
hod,
andi
nst
rument 9

9.
2)Dat
acol
l
ect
ionmet
hods 9

9.
3)Sy
stem Anal
ysi
sandDesi
gnAppr
oach 9

9.
4)Sy
stem managementmet
hodol
ogy 9
1
10)Dev
elopmentt
ool
s 10

11)Team composi
ti
onandt
hei
rrol
es 12

12)Wor
kbr
eakdownst
ruct
ure 12

13)Pr
ojectschedul
e 14

13.
1)Budget 14

13.
2)Ti
meSchedul
e 14

Ref
erence

2
1.I
NTRODUCTI
ON

1.
1Backgr
oundoft
heSt
udy
“
Recor
d”meansanydocumentorot
hersour
ceofi
nfor
mat
ioncompi
l
ed,r
ecor
ded,or
st
oredi
nwr
it
tenf
orm oronf
il
m,orbyel
ect
roni
cpr
ocess,ori
nanyot
hermannerorby
anyot
hermeans.(
Akor&Udensi
,2013)I
naddi
ti
on,
accor
dingt
o(Smi
th,
2008)
;recor
ds
ar
eessent
ialt
obusi
nessesofal
lor
gani
zat
ions.Theyi
mpr
ovet
heef
fect
ivenessof
oper
ati
ons and documentser
vices i
n or
gani
zat
ions bysuppor
ti
ng t
he del
i
ver
yof
ser
vices,suppor
ti
ng admi
nist
rat
ion,document
ing r
ight
s and r
esponsi
bil
i
ties of
i
ndi
vi
dual
s,andev
idenceoft
hewor
kinpubl
i
caut
hor
it
ies.

Ast
heU.
S.Ci
vi
lSer
viceCommi
ssi
on(
1969)
,dur
ingt
hepost
-warper
iod,t
hei
ndust
ry
gr
adual
l
yadopt
edt
hel
essonsl
ear
nedaboutef
fect
ivet
rai
ningdur
ingt
hewarand
acqui
redamaj
orf
undi
ngpar
tner
.Thedomi
nantf
ormsoft
rai
ningdur
ingt
hisper
iod
wer
ecl
assr
oom t
rai
ningandon-
the-
jobt
rai
ning.Oneoft
hef
ir
stwi
del
yadopt
edmodel
s
f
ordesi
gni
ng t
rai
ning was t
he i
nst
ruct
ionalsy
stems dev
elopment(
ISD) model
(
Campbel
l
,1984)
.

Tr
aini
ngi
sthepr
ocessofeducat
ingordev
elopi
ngski
l
lsandi
nfor
mat
ioni
nonesel
for
ot
her
s.Thepur
poseoft
rai
ningi
stoi
ncr
easeone'
scapabi
l
ity
,capaci
ty,
product
ivi
ty,
and
per
for
mance.I
tcanputaper
soni
nasi
tuat
ionwher
eheorshecancompl
etet
hei
rjob
accur
atel
y,ef
fi
ci
ent
ly,
andconsci
ent
iousl
y.I
tist
hepr
ocessofi
mpr
ovi
ngani
ndi
vi
dual
'
s
knowl
edgeandski
l
lst
odoacer
tai
ntask.Empl
oyeesbenef
itf
rom t
rai
ningi
nter
msof
j
obsecur
it
yandj
obhappi
nesst
hemor
epl
easedandmot
ivat
edanempl
oyeei
sthe
mor
e he wi
l
lcont
ri
but
etot
he or
gani
zat
ion'
s success and t
he l
owerempl
oyee
absent
eei
sm andt
urnov
erwi
l
lbe.Awel
l
-tr
ainedper
soni
smor
efami
l
iarwi
tht
hewor
k
andr
equi
resl
esssuper
visi
on,
asar
esul
t,l
esst
imeandef
for
twi
l
lbewast
ed.Themor
e
t
rai
nedanempl
oyeei
slessl
i
kel
ytohav
eanacci
dentont
hej
ob,andt
hemor
eski
l
led
t
heper
songet
s,t
hebet
ter
.Dur
ingt
rai
ning,empl
oyeesgai
nski
l
lsandef
fi
ciency
.They
gr
ow mor
equal
i
fiedf
oradv
ancement
.Theybecomev
aluabl
easset
stot
hecompany
.

3
Empl
oyeest
hathav
ebeenpr
oper
lyt
aughtper
for
minbot
hquant
it
yandqual
i
ty.

Accor
dingt
oBI
S(2019)
,at
rai
ningRecor
dManagementSy
stem i
sonl
yaccessi
bleby
aut
hor
izeduser
s,wi
thadmi
nist
rat
orshav
ingt
hepowert
ochoosewhocanaccess
whi
chpor
ti
onsoft
hesy
stem,keepi
ngempl
oyees’dat
amor
esecur
eandPaperf
il
ing
t
akesupphy
sicalspacei
nanof
fi
ce.Notonl
ydoesaTRMSel
i
minat
ethest
orage
r
equi
rement
sofpaper
-basedt
rai
ningr
ecor
ds,buti
tal
sopr
ovi
desexponent
ial
l
ymor
e
st
orage capabi
l
ity
. Keep mor
e r
ecor
ds f
or l
onger per
iods whi
l
e t
aki
ng up
i
nconsequent
ialaddi
ti
onalspace.Mor
eov
er,a company has sust
ainabi
l
ity goal
s,
di
git
izi
ngpr
ocessesusi
ngat
rai
ningr
ecor
dmanagementsy
stem el
i
minat
est
heamount
ofpapert
hatneeds t
o be bought
,used,and el
i
minat
ed.A cent
ral
i
zed cl
oud-
based 
tr
aini
ng r
ecor
d managementsy
stem 
giv
es user
sthe abi
l
ityt
o qui
ckl
y and
ef
fi
cient
lysear
chdat
abases,
findr
ecor
ds,
andpul
lspeci
fi
crepor
ts.I
fcer
tai
nrepor
tsar
e
usedof
ten,t
heycanbeschedul
edt
omakei
nfor
mat
iongat
her
inganddeci
sion-
maki
ng
f
ast
er.Besi
des,r
esear
chshowst
hatemai
lremi
nder
simpr
over
esponser
ates.The
t
asksofi
dent
if
yingpeopl
ewhost
il
lneedt
otaket
rai
ningandsendi
ngoutr
emi
nder
s
becomeexponent
ial
l
yeasi
erwhent
heent
ir
epr
ocessi
saut
omat
ed.

Anexami
nat
ioni
saneducat
ionalassessmentofaper
son’
sknowl
edgeandski
l
l.I
tisa
setofquest
ionsdesi
gnedt
omeasur
etheout
comesofl
ear
ningact
ivi
ti
es.Examsar
e
mai
nlydesi
gnedt
ocr
eat
easenseofr
esponsi
bil
i
tyf
orr
ecal
l
ingt
opi
csandpr
esentt
hem
i
nthemostef
fect
ivemannerpossi
ble.Andasi
def
rom t
hese,
theyal
soar
eessent
ialf
or
dev
elopi
ngconf
idence,
maki
ngsel
f-
anal
ysi
s,pr
ovi
ngt
hepot
ent
ialofonesel
f,l
ear
nfr
om
exper
iencesand mi
stakes,dev
elopi
ng l
ogi
calt
hinki
ng and makeaqui
ckdeci
sion.
Ther
efor
e,t
hisst
udyi
sint
endedt
oinv
est
igat
ethecont
ri
but
ionofdi
git
ali
zi
ngt
her
ecor
d
andr
epor
tsy
stem oft
rai
ningandexami
nat
ionatt
heschoolofcommer
cei
nAddi
s
Ababa.

2)St
atementoft
hePr
obl
em
Ther
ehasbeeni
nter
esti
ndev
elopi
ngasy
stem f
ort
heof
fi
ceofcommuni
tyser
vicesat
t
heschool
ofcommer
ce.I
tist
hef
ir
stt
imet
odev
elopasy
stem t
hatr
ecor
dsandr
epor
ts
aboutt
het
rai
ningandexami
nat
iongi
venatt
heof
fi
ceofcommuni
tyser
vices.Theof
fi
ce

4
want
stomaket
hedat
arecor
dingandr
epor
ti
ngpr
ocesssi
mpl
erbydi
git
ali
zi
ngt
he
cur
rentwor
kingsy
stem whi
chaschal
l
engessuchas:

 Exami
nat
ionr
esul
tsbei
ngmai
l
edbypost
aget
oacompanyi
shar
dtomanage,
cost
ly,
andt
ime-
consumi
ng.

 Thepr
obl
em ofr
etr
iev
ingi
nfor
mat
ionasi
tisdonemanual
l
y(paper
-based)

 Thel
ackofwi
l
li
ngnesst
oadaptt
oanewandmoder
ntechnol
ogy

3)Obj
ect
iveoft
hest
udy
3.
1)Gener
alobj
ect
ive
Thegener
alobj
ect
iveoft
hispr
ojecti
stomoder
nizet
hesy
stem ofr
ecor
d-keepi
ngand
r
epor
ti
ngofdat
aatt
heof
fi
ceofcommuni
tyser
vicesatSchool
ofCommer
ce.

3.
2)Speci
fi
cobj
ect
ives
Thespeci
fi
cobj
ect
ivesoft
hispr
ojecti
ncl
udet
hef
oll
owi
ng:

 Toupdat
ether
ecor
d-keepi
ngandr
epor
ti
ngsy
stem oft
heof
fi
ceofcommuni
ty
ser
vices,enabl
i
ngi
ttohav
edet
ail
edi
nfor
mat
ionf
orf
utur
edeci
sionsmaki
ng
r
elat
edt
o,at
tendancer
ates,t
rai
ningef
fi
ciency
,andi
mpr
ovementi
nthet
rai
ning
pr
ogr
ams.

 Tor
educet
hecostofpost
alser
viceand,

 To gi
ve a wel
l
-or
gani
zed r
epor
tfor compani
es concer
ning at
tendance,
compl
eti
onoft
rai
ningpr
ogr
ams,
andexami
nat
ionr
esul
ts.

4)Si
gni
fi
canceoft
hePr
oject
Thepr
ojectst
udyt
hecont
ri
but
ioni
nput
ti
ngst
rai
ghti
nfor
mat
ionaboutt
hecampus
t
rai
neesandanyext
ernalpar
ti
cipant
swhoappl
yfort
rai
ningandexami
nat
ionser
vices,
pr
ovi
ding a cr
edi
ble summar
yrepor
tforcompani
esand t
he of
fi
ce ofcommuni
ty
ser
vicesatt
heSchoolofCommer
ce.Thei
mpl
ement
ati
onoft
hispr
ojectwi
l
lcont
ri
but
e
i
nsav
ingt
hepot
ent
ialt
ime,
resour
ces,
cost
,andener
gyt
hatwi
l
lbel
ostbyt
hisof
fi
ce.I
t

5
al
sor
educest
her
ateofer
ror
.Thest
udyal
sohel
psust
ounder
standandf
orm awel
l
-
or
gani
zeddat
acol
l
ect
ionandr
epor
tsy
stem t
hati
ntendst
ogener
ateempi
ri
caldat
aand
r
elev
anti
nfor
mat
ion.Besi
des,usi
ng moder
ntechnol
ogy
,thati
s di
git
aluse of
i
nfor
mat
ionhel
pst
odel
i
vert
her
esul
tconf
ident
ial
l
yandont
imeandal
sogooduseof
r
etr
iev
ingt
her
ecor
dswhenev
eri
tneeds.

5)Benef
ici
ari
esoft
hepr
oject
Thi
spr
ojectwi
l
lbenef
itt
hecommuni
tyser
viceof
fi
ceatt
heSchoolofCommer
ceasi
t
gi
vest
heempl
oyeesasi
mpl
eandmoder
nwayt
ocapt
ureandr
epor
tdat
a.Reduci
ngt
he
wast
age oft
ime i
n pr
ocessi
ng paper
s and hel
ping t
he of
fi
ce t
o easi
l
ytr
ackt
he
i
nfor
mat
ioni
nthesy
stem t
o makei
nfor
med deci
sions.Thepr
ojectal
so wi
l
lhel
p
compani
eswhomayuset
her
esul
ttot
hei
radv
ant
age.

6)Scope
Thescopeoft
hisst
udyf
ocusesonr
ecor
dingi
nfor
mat
iont
hathasbeengat
her
eddur
ing
t
rai
ningandexami
nat
ionsessi
onsandr
epor
ti
ngt
hati
nfor
mat
iont
otheconcer
nedbody
.
Ther
efor
e,t
rai
ningandexami
nat
ionar
esel
ect
edf
ort
hisst
udysi
ncet
hewayt
hese
act
ivi
ti
es hav
e not been r
ecor
ding and del
i
ver
ing di
git
all
y.The st
udy i
s al
so
geogr
aphi
cal
l
yli
mit
edt
otheschoolofcommer
ceandi
twi
l
lbecar
ri
edoutbasedon
cr
oss-
sect
ionalr
esear
chdesi
gni
nthesenset
hati
tisbasedondat
acol
l
ect
edata
si
ngl
epoi
nti
nti
me.

7)Li
mit
ati
on
- One oft
he l
i
mit
ati
ons was t
he l
ack ofenough expl
anat
ion and det
ail
ed
i
nfor
mat
iononsomespeci
fi
cquest
ionswehad.Theempl
oyeesatt
heof
fi
ce
wer
ebusydoi
ngt
heday
-to-
dayact
ivi
ti
est
hatt
heyendedupgi
vi
ngusl
i
mit
ed
i
nfor
mat
ionand,

- Lackofaccept
anceoft
hesy
stem orl
ackofknowl
edgeonhow t
ouset
he
sy
stem dur
ingt
hei
nit
ial
stageoft
hepr
ocess.

6
8)Feasi
bil
i
ty
Af
easi
bil
it
yst
udycanbeconsi
der
edasapr
eli
minar
yinvest
igat
iont
hathel
pst
he
managementt
odeci
dewhet
hert
hest
udyoft
hesy
stem shoul
dbef
easi
blef
or
devel
opmentornot
.Basedont
his,
west
udi
ed5t
ypesoff
easi
bil
it
ies.

8.
1)Technol
ogyf
easi
bil
i
ty
Thet
echni
calf
easi
bil
i
tyi
ntendsonhowt
odel
i
veri
nfor
mat
ionsuchast
her
epor
tofour
gat
her
eddat
atot
heconcer
nedi
ndi
vi
dual
s.Thesy
stem t
obei
mpl
ement
edwi
l
lbe
ef
fect
ive,
eff
ici
ent
,easyt
ouse,
ander
ror
-t
oler
ant
.Al
so,
study
ingt
hisf
easi
bil
i
tywi
l
lhel
p
ust
o seehow ourpr
ojectwi
l
lev
olv
edur
ingi
tspl
anni
ng,desi
gni
ng,dev
elopment
,
t
roubl
eshoot
ing,
andpr
ogr
esst
racki
ng(
thepr
ogr
essofourpr
ojectf
rom t
heconceptof
r
eal
i
ty)phases.

8.
2)Economi
cfeasi
bil
i
ty
Economi
cfeasi
bil
i
tyi
sconcer
nedwi
thev
aluat
ingt
heef
fect
ivenessoft
hesy
stem.
Dev
elopi
ngt
hissy
stem i
sconsi
der
edt
otakeav
eryl
i
mit
edamountoft
imeandal
otof
ski
l
lsandener
gywhi
chaddupt
otheef
fect
ivenessandef
fi
ciencyoft
hesy
stem.I
tal
so
det
ermi
nest
hev
iabi
l
ity
,cost
,andbenef
it
sassoci
atedwi
tht
hepr
ojectbef
oref
inanci
al
r
esour
cesar
elocat
ed.Thecostandbenef
it
smustbet
akeni
ntoaccountwhena
sy
stem i
sbei
ngconsi
der
edandi
tcanbet
houghtofasei
thert
angi
bleori
ntangi
ble.

-Tangi
blebenef
it
sincl
ude:

 ani
ncr
easei
nrev
enue,

 r
educt
ionofcost
,

 speedyr
epor
ts,

 wel
lor
gani
zedi
nfor
mat
ion’
saboutt
het
rai
nees,t
rai
ner
s,peopl
ewhot
aket
he
ex
ams,
teacher
swhopr
epar
eandconductt
heexams,

 Conv
eni
enceandi
mpr
ovedef
fi
ciency
.

-
Int
angi
blebenef
it
sar
edi
ff
icul
ttomeasur
ebutt
hei
rpr
esencei
simpor
tanti
nthe

7
sy
stem.Thesebenef
it
sincl
ude:

 enhanci
ngaccur
acy
,

 Mai
ntai
ning a good i
mage by i
mpr
ovi
ng ourser
vices and i
ncr
easi
ng
sat
isf
act
ionf
orend-
user
s.

-
Tangi
blecost
sar
ethe

 costofr
esour
ces(
equi
pmentsuchascomput
ers,
paper
,et
c.)

 pr
int
ingcost
.

-
Int
angi
blecost
sar
edi
ff
icul
ttoest
imat
eandmaynotbeknown.Butt
opoi
ntoutone,
l
osi
nganypar
tner
shi
pwi
thcompani
eswhi
chr
equestt
rai
ningorexam ser
vicesduet
o
cust
omerdi
ssat
isf
act
ion.

8.
3)Oper
ati
onal
feasi
bil
i
ty
Oper
ati
onalf
easi
bil
i
ty anal
yzes and det
ermi
nes how wel
lthe needs ofbot
hthe
uni
ver
sit
yandext
ernalcompani
escanbemetbycompl
eti
ngt
hepr
oject
.Thi
sst
udy
det
ermi
nes whet
hert
he sy
stem i
s oper
ati
ng ef
fect
ivel
yonce i
tis dev
eloped and
i
mpl
ement
ed.I
tal
soanal
yzeswhet
hert
heuser
swi
l
lbeaf
fect
edbyt
hischangeandi
f
t
heywi
l
lacceptt
hemodi
fi
edornewbusi
nessmet
hodst
hataf
fectt
hepossi
blesy
stem
benef
it
s.

Thi
sfeasi
bil
i
tyst
udyanswer
sthef
oll
owi
ngquest
ions:

 Doest
hesy
stem pr
ovi
deuser
sandmanager
swi
tht
imel
y,r
elev
ant
,accur
ate,
andusef
ulf
ormat
tedi
nfor
mat
ion?

  
Doest
hesy
stem pr
ovi
decost
-ef
fect
ivei
nfor
mat
ionser
vicest
othebusi
ness?

 Coul
dther
ebear
educt
ioni
ncostandorani
ncr
easei
nbenef
it
s?

 Ar
ethecur
rentwor
kpr
act
icesandpr
ocedur
esadequat
etosuppor
tthenew
sy
stem?

 I
fthesy
stem i
sdev
eloped,
wil
li
tbeused?

8
  Doesmanagementsuppor
tthepr
oject
?

 Wi
l
lthepr
oposedsy
stem benef
itt
heof
fi
ce?

 Doest
heov
eral
lrepor
ti
ngi
ncr
ease?

 Howdot
heend-
user
sfeel
aboutt
hei
rrol
eint
henewsy
stem?

 Canorwi
l
lend-
user
sandmanagementadaptt
othechange?

8.
4)Legal
feasi
bil
i
ty
Legalf
easi
bil
i
tyi
sst
udi
edt
oknowi
fthepr
oposedpr
ojectf
oll
owst
hel
egalandet
hical
r
equi
rement
s.Whenev
erwe gat
heri
nfor
mat
ion aboutt
he t
rai
nees ort
rai
ner
s or
pot
ent
ialempl
oyeeswhowi
l
lbet
aki
ngt
heexam,al
lweneedi
stost
ickwi
tht
hel
egal
r
equi
rement
s.We al
so need t
o putouragr
eementon paperj
usti
n case any
di
sagr
eementhappens.

8.
5)Schedul
efeasi
bil
i
ty
Schedul
efeasi
bil
i
tyensur
est
hatt
hepr
ojecti
sbei
ngcompl
etedwi
thi
nagi
vent
ime.I
t
al
soest
imat
eshowmucht
imei
ttakest
ocompl
etet
hepr
ojectandv
eri
fywhet
hert
he
deadl
i
nesar
ereasonabl
eornot
.

Thepr
ojectbeganonJune28,
2021andwi
l
lendonSept
ember28,
2021.Despi
tehav
ea
shor
tper
iodoft
imewear
etr
yingourbestt
omeetourdeadl
i
nes.

9)Met
hodol
ogy
9.
1)Dat
asour
ces,
Met
hod,
andi
nst
rument
Recor
dandRepor
tSy
stem f
orTr
aini
ngandExami
nat
ionatt
heof
fi
ceofcommuni
ty
ser
viceswi
l
lbet
hemai
nsour
cef
ort
hispr
oject
.Wewi
l
luseobj
ect
-or
ient
edsy
stem
anal
ysi
sanddesi
gnmet
hodol
ogy
.Besi
des,wewi
l
luseobser
vat
ionandi
nter
viewst
o
gat
hert
hedat
a.

9.
2)Dat
acol
l
ect
ionmet
hods
The dat
a col
l
ect
ion pr
ocess wi
l
luse bot
h pr
imar
yand secondar
ydat
a col
l
ect
ion
met
hods.Thr
ought
hepr
imar
ydat
acol
l
ect
ionmet
hod,
rel
evantdat
awi
l
lbegat
her
edv
ia

9
i
nter
views and obser
vat
ion.Whi
l
e secondar
ydat
a wi
l
lgat
herdat
afr
om di
ff
erent
sour
cest
hathav
ebeendonef
orot
herpur
posessuchasr
ecor
deddocument
sli
ke
at
tendancer
ecor
dsandI
nter
netsi
tesi
.e.upl
oadedPDFs,ar
ti
cles,andbookswi
l
lbe
gat
her
edt
ogai
nrel
evantandup-
to-
dat
einf
ormat
ion

Sof
ar,
thedat
acol
l
ect
ionmet
hodwehav
eusedt
opr
epar
ethi
spr
oposali
sint
erv
iewi
ng
met
hod.Wei
nter
viewedsomeempl
oyeesf
rom t
heof
fi
ceofcommuni
tyser
viceson
howt
heypr
ovi
det
hei
rtr
aini
ngandexami
nat
ionser
vices.Andf
rom t
hei
rresponses,
we
wer
eabl
etounder
standt
hatt
heyr
epor
ttr
aini
ngandexami
nat
iongr
ader
esul
tsusi
ng
t
hepost
alser
vicet
othecompani
est
hatt
heyar
ewor
kingwi
th,
whi
chi
sinconv
eni
enti
n
t
he21stcent
ury
.

9.
3)Sy
stem Anal
ysi
sandDesi
gnAppr
oach
Theappr
oacht
hatwi
l
lbeusedt
odev
elopoursy
stem i
sobj
ect
-or
ient
edanal
ysi
sand
desi
gn.Thi
sappr
oachwi
l
lhel
pust
ocombi
neourdat
aandpr
ocessest
hem i
ntosi
ngl
e
ent
it
iescal
l
edobj
ect
swhi
chi
nourcasear
etr
ainee,t
rai
ner
,exami
nee,exami
ner
,a
per
sonwhopr
epar
etheexam,t
heof
fi
ceoft
hecommuni
tyser
vicesatt
heSchoolof
Commer
ce,andt
heconcer
nedext
ernalof
fi
ces.Theobj
ect
sar
ethenor
gani
zedi
nto
obj
ectcl
asses,whi
ch ar
e gr
oups of obj
ect
s shar
ing st
ruct
uraland behav
ior
al
char
act
eri
sti
cs.And by t
his,obj
ect
s ofdi
ff
erentcl
asses whi
ch shar
e common
char
act
eri
sti
cswi
l
lfor
m anewcl
assbyi
nher
it
ance.

9.
4)Sy
stem managementmet
hodol
ogy
Thesy
stem managementmet
hodol
ogywewi
l
lbeusi
ngf
ort
hissy
stem i
stheagi
le
sy
stem managementmet
hodol
ogy
.Thi
smet
hodol
ogywi
l
lhel
pust
omov
equi
ckl
yand
easi
l
yduet
oit
sit
erat
ivebehav
iori
.e.
,iti
sfl
exi
bleandenabl
essomeoft
hephasesi
n
t
askst
oov
erl
aporhappenatt
hesamet
imeasot
hert
asksar
ebei
ngwor
kedon.

10)Dev
elopmentt
ool
s
Themodel
i
ngt
ool
sandt
echnol
ogi
est
obeusedf
ort
hedev
elopmentoft
hissy
stem
i
ncl
udebot
hfr
ont
-endandback-
endwhi
chappl
ysev
eralpr
ogr
ammi
ngl
anguagesasa
baseoft
hedev
elopmentpr
ocess.

10
 A)Uni
fi
edmodel
ingl
anguages

TheUMLmodel
i
ngt
ool
swehav
echosent
ousear
e:

1)ER(
ent
it
y-r
elat
ionshi
pdi
agr
am)model
i
ng-wewi
l
lbeusi
ngt
hist
orepr
esentr
eal
-
wor
ldobj
ect
sandshowt
her
elat
ionshi
pamongent
it
iesi
nthesy
stem.

2)Usecasedi
agr
am –wewi
l
lbeusi
ngt
hist
osei
zet
her
equi
rement
soft
hesy
stem
andi
dent
if
ythei
nter
act
ionsbet
weent
hesy
stem andi
tsact
ors.

3)Act
ivi
tydi
agr
am –wewi
l
lbeusi
ngt
hist
opor
trayt
hepr
ocesscont
rolf
rom t
he
st
artt
othef
ini
shpoi
ntshowi
ngt
hev
ari
ousdeci
sionpat
hst
hatexi
stwhi
l
e
t
he 
act
ivi
ti
esar
ebei
ngexecut
ed.

4)Sequencedi
agr
am –wewi
l
lbeusi
ngt
hist
oshowt
her
elat
ionshi
pandexchange
ofmessagesamongt
hev
ari
ousobj
ect
sor
der
edi
nat
imesequence.

Toolt
obeusedf
orUMLmodel
s:Mi
crosof
tVi
sio

B)Pr
ogr
ammi
ngl
anguages

Di
ff
erentpr
ogr
ammi
ngl
anguageswi
l
lbeusedbot
hfort
hef
ront
endandbackend
dev
elopmentofoursy
stem.

ForFr
ont
end;

1)HTML(
Hyper
textMar
kupLanguage)–wi
l
lbeusedasabasi
cst
ruct
uret
othe
sy
stem andi
tspagecont
ent
s.I
tisamustt
ohav
eiti
nbui
l
dingt
hegr
aphi
cal
i
nter
faceandov
eral
luseri
nter
face.

2)CSS(
Cascadi
ngSt
yleSheet
s)–wi
l
lbeusedt
odescr
ibehowt
heHTMLel
ement
s
shoul
dbedi
spl
ayedanddot
hev
isual
lay
outoft
hesy
stem.

3)Jav
aScr
ipt–wi
l
lbeusedt
oexecut
ecompl
exact
ionsandadddy
nami
csand
i
nter
act
ivi
ty.I
nthef
ront
end,i
tmakesi
tpossi
blet
obui
l
dtheuseri
nter
face
component
ssuchasi
magesl
i
der
s,si
tenav
igat
ionmenus,
for
mval
i
dat
ions,
etc.

Toolt
obeusedf
ordocument
ati
on:
Boott
rap

11
ForBackend;

1)PHP–wi
l
lbeusedt
omanagedy
nami
ccont
ent
,dat
abases,
sessi
ont
racki
ng,
etc.
embeddedi
nHTML.I
tcani
nter
actwi
tht
hewebser
vert
hatwewi
l
lbeusi
ng
whi
chi
sApacheandt
hedat
abase(
MySQL)easi
l
y.Lar
avelf
ramewor
kwi
l
lbe
usedt
ocar
ryoutt
hePHPcodi
ngpr
ocess.

2)My
SQL– wi
l
lbeusedt
ocr
eat
e,modi
fyandext
ractdat
afr
om t
her
elat
ional
dat
abase,aswel
lascont
roluseraccesst
othedat
abase.My
SQLwor
kswi
th
an 
oper
ati
ngsy
stem 
toi
mpl
ementar
elat
ionaldat
abasei
nacomput
er'
sst
orage
sy
stem,manages user
s,al
l
ows f
ornet
wor
k access,and f
aci
l
itat
es t
est
ing
dat
abasei
ntegr
it
yandt
hecr
eat
ionofbackups.

3)Apache–wi
l
lbeusedt
ocr
eat
eacl
i
ent
-ser
verst
ruct
uret
omakeaconnect
ion
bet
weenaser
verandt
hebr
owser
sofwebsi
tev
isi
tor
swhi
l
edel
i
ver
ingf
il
esback
andf
ort
hbet
weent
hem.Basi
cal
l
y,i
twi
l
lbeusedasawebser
vert
ost
oret
he
dat
abase.

C)Sy
stem Document
ati
on

i
. Pr
ogr
am document
ati
on

Thi
swi
l
lbewr
it
tenf
ort
hepeopl
ewhomanageandmai
ntai
nthesy
stem/
sof
twar
ei.
e.,
peopl
ewi
thbackgr
oundknowl
edgeaboutt
hesy
stem.Thi
sdocument
ati
onwi
l
lincl
ude
Appl
i
cat
ionPr
ogr
ammi
ngLanguagedocument
ati
onofwhatf
unct
ionsdo,whatt
he
f
unct
ion'
spar
amet
ersorar
gument
sar
eandwhatt
hef
unct
ionsr
etur
n,pr
erequi
sit
es
(
ever
ythi
ngt
hesy
stem dependson)
,inst
all
ati
oni
nst
ruct
ionsandst
eps,
codedocument
,
ci
tat
ioni
nfor
mat
ion,
addr
ess,
etc.

i
i. Userdocument
ati
on

Thi
swi
l
lbewr
it
tenf
orend-
user
swi
tht
heassumpt
iont
hatt
her
eader
s/user
shav
eno
under
standi
ngoft
het
echni
calt
ermi
nol
ogi
es.Ast
hedocumenti
samanualt
hatassi
sts
t
hem whi
l
eusi
ngt
hesy
stem,wewi
l
lmakei
tascl
earandunder
standabl
easpossi
ble.

12
Fi
rst
,adescr
ipt
ivewayofwr
it
ingwi
l
lbeusedt
odescr
ibet
hesy
stem’
scomponent
sand
t
her
elat
ionshi
pamongt
hem i
nadet
ail
edandsi
mpl
eway
.Andt
henanexpl
anat
oryway
ofwr
it
ingsy
stem wi
l
lbeusedt
ogeti
ntoandconv
eycompl
exi
deasandi
nfor
mat
ion
cl
ear
lyandaccur
atel
y.Fi
nal
l
y,akey
wor
dsect
ionwi
l
lbepr
ovi
dedt
omakeend-
user
s
f
ami
l
iarwi
thsomeunav
oidabl
etechni
cal
ter
ms.

Toolt
obeusedf
ordocument
ati
on:
Micr
osof
tWor
d

11)Team composi
ti
onandt
hei
rrol
es
Thi
steam i
scomposedoff
ivepeopl
eandt
hei
rtasksar
east
hef
oll
owi
ng:
-

Task Member

Dev
elopapr
ojectpl
an Al
lmember
s

Leadandmanaget
hepr
ojectt
eam Li
shanAt
labachew

Det
ermi
net
hemet
hodol
ogyusedont
he Redi
etNaj
iandRedeat
eMengi
stal
em
pr
oject

Est
abl
i
sh a pr
oject schedul
e and RebeccaSur
afel
det
ermi
neeachphase

Pr
ovi
de r
egul
ar updat
es t
o upper Al
lMember
s
management

Assi
gnt
askst
opr
ojectt
eam member
s El
i
zabet
hFekadu

Test
ingandmai
ntenance Al
lMember
s

12)Wor
kbr
eakdownst
ruct
ure
WORKBREAKDOWNSTRUCTURE RESPONSI
BILI
TY

Phase1:
PROPOSAL

13
1)Backgr
oundoft
hest
udy Redeat
eMengi
stal
em

2)St
atementoft
hepr
obl
em Redeat
e Mengi
stal
em and Li
shan
At
labachew

3)Obj
ect
iveoft
hest
udy El
i
zabet
hFekadu
 Gener
al
 Speci
fi
c
4)Si
gni
fi
canceoft
hest
udy
5)Benef
ici
aryoft
hest
udy
6)Scope Li
shanAt
labachew
7)Li
mit
ati
on
8)Feasi
bil
i
ty
 Technol
ogi
cal
 Economi
c
 Oper
ati
onal
 Legal
 Schedul
e
9)Met
hodol
ogy Redeat
eMengi
stal
em andRedi
etNaj
i
 Dat
asources,
met
hods,
and
i
nst
ruments
 Dat
acol
l
ect
ionmet
hods
10)
Syst
em anal
ysi
sanddesi
gn Redi
etNaj
i
appr
oach
 Sy
stem management
methodol
ogy
11)
Dev
elopmentt
ool
s Redi
etNaj
i
 Uni
fi
edmodel
i
ngl
anguage
 Pr
ogr
ammi
ngl
anguages
Fr
ont end (
CSS, HTML.
Jav
aScr
ipt
)

14
 Backend(
C++.PHP,
MySQL,
Apache)

 Sy
stem document
ati
on
 Pr
ogr
am document
ati
on
 Userdocument
ati
on
12)
Team composi
ti
onandr
oles RebeccaSur
afel
13)
Wor
kbr
eakdownst
ruct
ure
14)
Proj
ect
 Budget
 Ti
me(
Gant
tchar
t)
 Ref
erence

Phase2:
ANALYSI
S

1)Techni
quesusedt
ost
udyand Redi
etNaj
i
i
denti
fygaps
2)Descr
ipt
ionoft
heexi
sti
ngsy
stem El
i
zabet
hFekadu

3)I
dent
if
yrequi
rement
s RebeccaSur
afel
 Funct
ional
 Non-
funct
ional
4)Pr
oposedsy
stem descr
ipt
ion Li
shanAt
labachew

5)Al
ter
nat
ivesol
uti
ons Redeat
eMengi
stal
em

Phase3:
DESI
GN

1)Sy
stem desi
gn Li
shan At
labachew and Redeat
e
 ERdi
agr
am Mengi
stal
em

 Usecasedi
agr
am

15
  Act
ivi
tydi
agr
am
2)I
nter
facedesi
gn RebeccaSur
afel
andRedi
etNaj
i
 HTML
 CSS
 Jav
aScr
ipt
3)Dat
abasedesi
gn

 Logi
cal
desi
gn El
i
zabet
hFekadu
 Concept
ual
desi
gn
 PHP,
MySQL,
Apache El
i
zabet
h Fekadu, Li
shan At
labachew,
Rebecca Sur
afel
,Redeat
e Mengi
stal
em,
Redi
etNaj
i

Phase4:
impl
ement
ati
onandt
est
ing El
i
zabet
h Fekadu, Li
shan At
labachew,
Rebecca Sur
afel
,Redeat
e Mengi
stal
em,
Redi
etNaj
i

Phase 5: Fi
nal del
i
ver
y and El
i
zabet
h Fekadu, Li
shan At
labachew,
document
ati
on Rebecca Sur
afel
,Redeat
e Mengi
stal
em,
Redi
etNaj
i

13)Pr
ojectschedul
e
13.
1)Budget
Theav
eragecostt
ocr
eat
e,l
aunchandmai
ntai
nasy
stem sof
twar
ecanber
oughl
y
est
imat
edt
o3,
000t
o5,
000Bi
rrwhi
chi
ncl
udesi
nter
netexpensesr
elat
edt
osof
twar
e
downl
oad,i
nter
netsear
ches,onl
i
nemeet
ings,and costr
elat
ed t
o submi
ssi
onsof
documentf
oreachphase.Theexactpr
icewi
l
ldependont
hesy
stemssi
ze,f
eat
ures

16
andcompl
exi
ty.

13.
2)Ti
meSchedul
e
Ourt
imeschedul
eisdi
spl
ayedonaGant
tChar
tasf
oll
ows.

Ref
erence
1)Phi
l
ip Usman Akor & Jul
i
e Udensi(
2013)
:An Assessment of Recor
d
ManagementSy
stem i
nEst
abl
i
shmentDi
vi
sionofTwoUni
ver
sit
iesi
nNi
ger
ia.

2)Smi
th,
K.(
2008)
.Publ
i
cSect
orRecor
dsmanagement
:Apr
act
ical
Gui
de.

3)Ear
lyhi
stor
yoft
hef
iel
dsofpr
act
iceoft
rai
ninganddev
elopment
.(2016)
.Ear
ly
Hi
stor
y oft
he Fi
elds ofPr
act
ice ofTr
aini
ng and Dev
elopment
,1,1–3.
ht
tps:
//di
git
alcommons.
unl
.
edu/
cgi
/vi
ewcont
ent
.cgi
?ar
ti
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4)Feasi
bil
i
ty. (
2011, Oct
ober 7)
. Feasi
bil
i
ty.
ht
tps:
//osar
ome.
blogspot
.com/
2011/
10/
1-t
echni
cal
-f
easi
bil
i
ty-
2-
oper
ati
onal
.ht
ml

5)Economi
cfeasi
bil
i
ty.(
n.d.
).Economi
cFeasi
bil
i
ty.Ret
ri
evedJul
y1,2021,f
rom
ht
tps:
//www.
w3comput
ing.
com/
syst
emsanal
ysi
s/economi
c-f
easi
bil
i
ty-
i
dent
if
ying-
for
ecast
ing-
cost
s-benef
it
s/

17
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