Professional Documents
Culture Documents
Final (2019 - 02 - 13 09 - 01 - 45 UTC)
Final (2019 - 02 - 13 09 - 01 - 45 UTC)
CHAPTER ONE
1. INTRODUCTION
Clearance is a status granted individuals, typically members of Military, University graduates
and Employees of Government and their contractors, allowing them access to classified
information, a clearance by itself is normally not sufficient to gain access. The organization must
determine that the clearance individual has a “need to know” the information.
One of the activities that are performed in Haramaya University is staff clearance activity.
Clearance is the process of approving staff is cleared from any doubt. Based on our observation
and Answers of different university’s societies now a day Haramaya University is in the process
of modernizing its operations by automating and improving existing manual processes but they
do not use an automated system for staff clearance activity it is still now performed manually. As
part of this, we would like to automate staff Clearance system in order to manage data more
effectively and provide faster and more efficient services.
The current Clearance process of the university requires the staffs to go around the university
and officers to sign clearance forms and to queue in line repeatedly to submit or get other forms.
The process can take an hour or so. Therefore, it is important to automate clearance system for
the members of the university.
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Absence of some staff officers who sign Clearance form which leads to staffs
repeatedly visiting a particular office in order to sign his/her clearance form.
Staffs travelling one office to the other and queuing in line to sign clearance
form.
When the Clearance form is lost it causes delaying of readmission date
Unauthorized person may sign Clearance form.
Generally, the above problem led the overall Clearance process let and boring Due to this it
becomes necessary for an automated clearance system to eradicate the bottle neck of the manual
system in place.
The general objective of the project is developing and implementing web application clearance
system for HU academic staff.
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For staff: -
Avoids going around the school and staffs to sign clearance forms.
For Officers (who work in the office in which the staff will clear their clearance): -
It helps to easily controls the resources which are borrow to staff.
It proved more security mechanism (unauthorized person cannot
approve the Clearance).
Information processing is very fast and delays can be avoided.
The introducing system, Clearance management system, which is going to be implemented for
Haramaya University will automate the operation of clearance system of the University for
academic staff. The material management system is to allow the officers to lend the material and
return the material. The clearance management system is to approve or reject the clearance
process both for the staff. There are three end users in clearance management system. These are
officers, staff and Registrar. The officers upload the material lends staff information to the
central database. Registrar upload the material lend staff information to the central database and
control the technical problem of the system and fix the problem if exist. And also in this
clearance system there will be other around 15 clearance place that the staff is expected to clear.
When the staff request for clearance signing their information checked in the central database
and approved or rejected by the system. When the staff request for approval, the system display
the cleared clearance form then the staff save the approved clearance form. The staffs go to
registrar. Registrar prints the approved clearance form and sign on it, and then the registrar
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officer put the sill of the university to the clearance paper. The staffs take the approved clearance
form.
This project is limited to automate Clearance system for Haramaya University academic staffs.
The system will work if the client computer is the same local area network with server computer.
The system will not include the digital signature of the officers when approve the Staffs
clearance.
1.6. Methodologies
interviews
observation
Usually these techniques used in combination during a study to ensure an accurate and comprehensive
study are undertaken.
1.6.1.2.3. INTERVIEWS
The team use interviews to collect information from individuals or from groups. The respondents are
generally current users of the existing system or potential users of the proposed system. These are:
o Instructors of HU
o Sport master officer
o Department
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o Faculty or college
o Library and information service directorate
o Transport and garage team
o Property management support and program team
o Central finance
o Higher health center
o V.P for research affairs
o Registrar office
o CCDE
o V.P for academic affairs
o Legal service office
o HRM & development directorate
o President office
Beginning with the basics, the team ask questions which describe and provide a background of
fundamental details about the system.
For example:
Based on the above questions some respondents give their own answer. From this we get some
information about the system as the staff of the university sign clearance at the end of each year and when
they want to sing for ID card form and withdraw form. The clearance signing process takes place in the
university officers at work time and they can sign in any office randomly and they must submit to the PO,
VPAA and HRM at the end of clearance signing.
Question 1:-One of the offices which sign in to the clearance form is sport master so what kinds
of thing your cheek before sign in the clearance form?
Answer: -we have different sport materials like ball, sport close etc. that is borrowed to the staffs.
If one staff lend this material, he must return it so first we would check he/she return the materials
then if he returns the material we sign in to the clearance form otherwise until he/she return the
material or he pay the fee for that material we did not sign in to the clearance form.
Question 2: - How do you handle staff information during borrowing materials from this office?
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Answer: -in order to control our resource which lends to the staff we use a form which used to
record staff information that borrow property from the office and borrowed property information.
Question 3:-Is there any problem during this clearance process?
Answer:
1. In the earlier time we put only the signature and name of sport master so that some
staffs were put its own sign in to the clearance. But at this time we use titter.
2. It is difficult to handle staffs and borrowed material’s information.
Question 4: In which ways you like to be the system?
Answer: We would like if it is networked computerized system because it enables us to
communicate with related office without the staff coming to our office and to easily manage each
resource.
Interviewee Staffs
2.1.2.2. OBSERVATION
Observation allows the team to gain information they cannot obtain by any other fact-finding method.
Through observation, the team can obtain firsthand information about how activities are carried out. This
method is most useful when the team need to actually observe how documents are handled, how
processes are carried out and whether specified steps are actually followed. While the team has observed
the existing system, there have been improper handling of files that are too difficult to access it, and these
make the decisions invalid. The teams know the way of signing clearance form during the end of each
year, at that time the team understands how much the process is tedious and require high human power to
accomplish the process.
What the team understands from the observation analysis and summarized in the following manners:
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Preparation of
the proposal
System
Requirement
Specification
and Analysis
modeling
Designing
J
Document
Implementatio
n
Implementatio
n
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Software costs
Xampp Free
Total 0 Birr
1.7.5.2 Tangible cost
Table 3Tangible cost
No Name Quantity Unit price in birr Total
(4GB)
2 Purchase of CD RW 2 20.00 40.00 birr
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Table 4Intangablecost
No Professionals Participators Unit cost(birr) Total unit
cost(birr)
1 Programmer, 4 persons 1 person *
To bring the successful completion of this project goals and objectives the feasibilities
issues listed below has determined the project viability or the discipline of planning,
organizing, and managing resources.
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adequate through put at desired time to the user and also give the needed information in a
timely usefully formatted way. The system also has security to gives access privilege
providing account for an authorized person. This system provides help description to the
user about how to use the system. And other technical modification on the system is done
by the developers.
1.8.3 Economic feasibility
As cost/benefit analysis, show the new system is developed using a very minimum coast
and it give a lot of benefits such as advancing the services of the system, decreasing the
work load of the users.
1.8.6. Management Issues: Team configuration and management, Communication plan,
change management
Team configuration
In our project, we have five (4) members where each of us has specified work and also the
project is supervised by one of our members. The following are the types of tasks and as well as
the responsibility each of us can have.
While we are working on our project, we use the following techniques in order to meet one
another and then exchange our suggestions or ideas. Those techniques are we were using to
communicate in Mobile Phone, Email, Facebook, Viber and also some other social media
techniques to communicate each other.
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CHAPTER TWO
2. SYSTEM ANALYSIS
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manual and computer methods and are not merely computer studies. A requirement is a feature which
must be included in a new system. It may include a way of capturing or processing data, producing
information, controlling a business activity or supporting management. The determination of
requirements therefore entails studying the existing system and collecting details about it to find out what
these requirements are.
1. Resigning from job: -this purpose of the clearance system is initiated when one staff of the university
is leaving his or her job permanently.
2. Long Time permission: - and also this type of clearance system is initiate when one staff of the
university is taking longer permission for his or her personal reason.
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3. Leaving university for additional education: - for example if one staff of HU is leaving university
for getting additional education like masters, PHD and other, he or she needs to fill the clearance form
and get the cleared clearance form.
After the staffs sign in each office and cleared, they go to HRM of the university, VP of academic affairs
and president office and give one piece of signed paper respectively and take the remaining one. Then
they are cleared from any responsibilities and can go to their home.
The following condition must check before sign in to the clearance form
Each officer checks whether all property borrows by the staff returns to the
offices or not. While staffs signing the clearance form, the clearance process is
done by the hierarchy. For example, they must sign in different libraries and book
store office before they go to sign in to the main libraries.
Based on hierarchy. Upper office must check whether the lower office sign or not.
BR1: - Anyone who sign clearance form must be the member of the university
BR2: -HRM officers give clearance form only for the staffs of the university
BR3: - Officers of the university are not expected to give service on Saturday, Sunday, and Holiday.
BR4: - when the staffs want to sign clearance form they take the clearance form from HRM officers.
BR5: - when the staffs want to sign clearance form they must fill the required field and they must have an
ID card of the university to check the validity of the University
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BR6: - staffs must fulfill their responsibility before they go to sign clearance in officers
BR7: - the officers of the university must put their signature and the date when they sign
BR8: - the staff of the university must submit the copy of cleared clearance form to HRM, VP for
academic affairs and president office.
BR9: - staffs should take one piece of approved clearance form from President Office finally for their
validity.
BR 10 – The PO should check whether the staffs are responsible or not on different officer before signing
his/her signature and sill of HU.
BR 11- Officers should first check whether the staff approved by the system or not before putting his/her
signature on the clearance form.
BR 12- The PO officer should sign and put the sill of HU on staff clearance form which is approved by
the system.
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The new system is designed to solve problem affecting the manual system in use. It is design to
be used online thereby relieving staff from much stress as experienced from the manual system.
This will do the analysing and storing of information either automatically or interactively, it will
make use of online access to internet. The new system gives full system functionality that is
needed by system user to perform system functionality. Among that system functionality online
signing clearance form for the staffs and give complain to system.
The proposed system will also have some other features like.
Accuracy in handling of data
Fast rate of operation and excellent response time
Flexibility (i.e.) it can be accessed at any time
Better storage and faster retrieval system.
Accessibility from anywhere in the campus.
2.3 Over view of the proposed system
During our observation and interview of users we have observed certain problems from their
manual based system. Because of this we are proposed to solve the problem of the existing
clearance system by developing automated clearance system. That means our proposed system
will minimize the current problem and weakness of existing system by providing centralized
clearance system, the staff can get their clearance from only three place without moving office to
office up to 15. The proposed system will also provide easily resource controlling mechanism
and create communication between selected offices. As generally the proposed system will able
to minimize the existing problems and resource consumption because the university clearance
activities are based on manual system.
A business rule
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Description: Staff needs to be a member of the HU academic staff and it need to have an
account in the system.
Name: To get cleared clearance form, the staff needs to be checked in around 18
Identifier: BR#05
Description: There are 18 offices such as President office, Library, Sport, and other, staff
needs to be cleared from 18 offices.
Name: Finally, staffs get their cleared clearance form from president office finally.
Identifier: BR06
Description: Finally, when the staff finished their clearance, they will receive or awarded
cleared clearance form and also official signature of President.
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Since users of the system will interface with the software to be deployed on a personal computer.
When we consider the user interface on the personal computer since there is going to be different
type of users. Generally, it will include the necessary features for each user with a user friendly
and attractive interface.
Documentation
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The System has well defined document which helps to easily maintain the system and we will
also prepare short and precise help file on how to use the system for the system users. It will
have a helping page to guide the user of the system and to show the process how they will have
to use.
Hardware consideration
The Software product to be developed should run on existing standard computers. The system
will be portable that can be run on any type of computer and it supports any type of browsers.
Performance characteristics
Since the system is going to be accessed by different users with different needs, it should be
capable of handling and processing their queries quickly. Besides the software, Hardware will
also be a great factor in the systems’ performance. Generally, the system should be able to
handle many users and it will be responsive.
Quality issues
Since the system is used for clearance process it is more related with resource control of the
university so it should be accurate, robust and reliable.
System modifications
The System modification can be achieving easily because the system is going to be designed
using an object oriented approach.
If there is change on the process of clearance the system can be modified based on change
criteria by the developers or any trained person that knows the code behind the system.
Physical environment
The server must be put on a place that has high security room. And the client must put in the
local area it must connect with server.
Security issues
The system has login page it allows only the user who have privilege to access the system
therefore the system can’t be accessed by unauthorized user. When the user wants to access the
clearance form they sign up to the system and sign in to the system. Each system users can
access the system based on their access right.
Constraints
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Use case is a coherent unit of externally visible functionality provided by the system unit and
expressed by the sequence of message exchanged by the system unit and one or more actors of
the system unit.
The purpose of the use case is to identify pieces of the coherent unit behaviour without revealing
the internal structure of the system.
An actor is an idealization of the external person, process or the thing interacting with the system
and subsystem or a class. An actor characterizes the interaction that the outside user may have
with the system. From the analysis of the document and the interview we undergo and as well
with the group member’s discussion we have identified the current system’s actors as follows
Staff
Officer: - are office workers who sign clearance form for the customers. These
includes employee at sport master office, book store office, CCDE, library, café,
Registrar and different officers where the staff of the university sign clearance form.
They may also be any employee who works in the university and who will sign
clearance form.
President Office: - are officers who cleared the staffs at the end and where the staff
submit one copy of the cleared clearance form and then give other three copy to Vice
president of Academic affairs and Human resource management of the university. Once
we identify the system user [Actors], the next thing will be to specify the various types of
functionality that the system will offer to this actor and the various functionality that they
initiate from the system.
1. Staff Actor
Fill form
Request a special need/ask for clearing
Submit to immediate supervisor.
2. Officer
Borrow prosperities for the staffs and check whether they are return or not
After that they sign on the form and cleared the staffs
3. President Office
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Manage Property
Prepare Staff Clearance Form
Clear the Staffs
Asking for Clearance Form
Take Cleared Clearance Form
Store Cleared Staff Clearance
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Entry condition HRM always should have printed Clearance form for the staff in
their office
Flow of event 1. The HRM have a soft copy of staff clearance form.
2. They print out and document in their Office
Exit condition The HRM document and Store a clearance Form
Description The Staff ask clearance form from HRM when they want to sign
clearance.
Flow of event 1. The HRM have a soft copy of staff clearance form in
their office.
2. They print out and document in their Office.
3. Staffs ask clearance form from HRM.
4. HRM give a clearance form paper to the staff.
Exit condition The HRM give clearance form to staffs
Description The above Actors Clear the Staffs by Signing on the Clearance Form
if the staff doesn’t have any Responsibility.
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Flow of event
1. They print out and document in their Office
2. The Staffs ask a clearance form from HRM when they
want to sign clearance
3. By taking the clearance form they Travel into different
office to sign clearance
4. The officers sign and clear the staff if they do not have
borrowed material that does not return.
5. The Staffs then cleared and submit to HRM, PO and
VPAA
Exit condition The Staffs get Cleared at the PO.
Description The officers manage the property of the university by borrowing and
receiving the borrowed material
Entry condition Their staff should be borrowing the material from officers
Flow of event 1. The officers lend the property to the staff of the
University who want to borrow the material
2. The officer must record the material they borrow with the
full address of the borrower
3. The officer deletes the record when the borrower returns
the material they borrow
4. Sign and clear the staff
Exit condition Validate staffs as they do not have any property they borrow
Description Staff of HU take a cleared Clearance form after they approved at HRM,
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Entry condition The Staffs must sign in different officers, submit at HRM, PO and
VPAA and must be cleared at HRM, PO and VPAA.
Description HRM, PO and VPAA Officers approve the staff’s clearance and take a
piece of cleared clearance paper as a backup.
Entry condition The Staffs must sign in different officers, submit at HRM, PO and
VPAA and must be cleared at HRM, PO and VPAA.
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President office: is an office who put the seal of the university physically.
Officers: is someone who upload material lends staff e information to the central
database.
Staff: is someone who wishes to sign clearance form due to different reason and at the
end of each year.
2.6.1 USE CASE SELECTION
The following are the use cases that will include in HU Clearance system
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Borrow Property
<<extend>>
Manage property
<<include>>
<<include>>
Approve clearance
<<include>>
Login
<<include>>
Manage account
<<include>>
<<include>>
<<include>>
VIew Report
<<include>>
<<include>>
Fill clearance form
<<include>>
Manage staff information
Check Status
Staff Admin
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they borrow to the central database. Officers also login in to their page and manage Staff information on
their database. The HRM will have a database of staff information and the material they borrow from
different officers. The staff login into their page and will fill the clearance form. The staff will request to
the central for approval. The system checks their information on the central database and if their
information does not exist, the system clears the clearance but if there exist the system reject the request
with a message as they have responsibility on that officer. The staffs save and print the cleared clearance
form and sign out from the system. The staffs have a privilege to change their login password but they
cannot change their login user name, also they can recover forget password.
Entry condition The user must be already register (the user must
have user name, password and account type)
Alternative Flow of event 4.1. If the identification is not correct the system
display incorrect user type, user name and
password try again message and the system
display the login page. The system give chance to
try again.
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Alternative Flow of event Step 3. If the property is not found the system
display “information not found” message.
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Use case description for account management use case this is general use case for
Create user account
Update user account
Delete user account
Recover forgotten password use cases
Change Password
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description This use case helps the users when he/she wants to
update their account.
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Alternative Flow of event Step 3.If the user account does not exist the
system display “account not found” information.
Alternative Flow of event Step 3. If user enters wrong the system display
message in order to correct wrong information.
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description This use case helps the user to delete user account
if it is no more necessary.
Entry condition The user login to the system, the account exists.
Alternative Flow of event Step 3.If the user account does not exist the
system display “account not found” information.
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Alternative Flow of event Step 4.if the user miss required information the
system display the message to fill all required
information
Description The system checks the name and ID of the staff on the HRM
database and approve if not exist, PO take the approved clearance
form from the staff and approve the clearance form for the last time
by putting the seal of the university and their signature.
According to BR#05
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Description The system and officer checks the ID of the staff on the HRM
database and reject if exist.
Entry condition The Staff Must Be Requesting for Approving clearance and officer
login to the system.
Description Staffs click the submit button after they fill the required information
to request for clearance approval.
Entry condition Staff Must fill the required information on the clearance form and
click the submit button
Table 23Filing clearance form use case description use case description
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Description Admin upload the staff information and give user name, password
and privilege to the staff
Entry condition Admin users must be login to the system to their own page.
Description Staffs of HU sign Clearance online and then they see their clearance
status.
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The above diagram show the activities performed when the system user login into the system. The user
opens the systems home page and clicks the login link. The system displays the login form page. Then
they fill the user name and password to login and click the login button. The system validates the users
input and display their page if the user input is correct or notify the error and display the login form page.
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CHAPTER THREE
3. SYSTEM DESIGN
3.1 Introduction
System design is the process and focuses on decomposing the system into manageable parts.
During requirements analysis, we concentrated on the purpose and the functionality of the
system. During system design, we focus on the processes, data structures, and software and
hardware components necessary to implement it. The challenge of system design is that many
conflicting criteria and constraints need to be met when decomposing the system. The analysis
model describes the system completely from the actors’ point of view and serves as the basis of
communication between the client and the developers. The analysis model, however, does not
contain information about the internal structure of the system, its hardware configuration, or,
more generally, how the system should be realized. System design results in the following
products:
List of design goals, describing the qualities of the system that developers should
optimize.
Webpage architecture, describing the subsystem decomposition in terms of subsystem
responsibilities, dependencies among subsystems, subsystem mapping to hardware, and
major policy decisions such as control flow, access control, and data storage.
3.1.1 Purpose of system design
The Purpose of system design is in order to: -
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Interface This layer wraps access to the logic of our system. This layer consists of interface
Class – user interface (UI) classes that provide people access to our system.
Domain This layer implements the concepts pertinent to our business domain, focusing on the
data aspects of the business objects, plus behaviors specific to individual objects.
Process The process layer implements business logic that involves collaborating with several
domain classes or even other process classes.
Persistence layers encapsulate the capability to store, retrieve, and delete objects/data
permanently without revealing details of the underlying storage technology.
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Class Diagram
Officer
Admin -OIDNO:varchar
-JobClass: Varchar Staff
1..* +Record staff info()
1
+ Add User account() +Recorrd officer info ()
+ Delete User account() +ManageMaterialLendStaff() +PrintApprovedClearance)
1
+ManageProperty () +RequestFor Approval ()
1 Manage
1 1
Manage
1..*
Person 1..* Take
-Fname
Clearance
Account
-Lname -CLNO:int
-Mname -UserName: Varchar 1 -Reason:string 1..*
-Age -Password: Varchar -Date: date()
-Type -UserType: Varchar -SIDNO: int
-Email -Status: String +Approve()
-Gender -Role: Varhar +Reject()
-Department
-Phone +ManageAccount() Borrow
+ChenagePassword()
1..*
Generate Report
-Report Content:String
-Report Date : date()
-Subject:string
-Report Title: String
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Sequence Diagram
Sequence 1: Login
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:Staff
Staff :Staff
Staff CMS
Staff
Homepage Homepage Database
<<Actor>> <<controller>>
Che Login:
ck Status : <<UI>>
Ba sic course of
action 1. Staff page Displayed
1.Staff page
displayed. 2. Staff Click Check Status Button
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:Add
Add Account
:HRM Homepage
:Manage Account <<Controller>> CMS
Officer Account
<<UI>> <<UI>> Database
<<Actor>>
Add User:
Ba sic course of a ction
1. Click manage account
1.1. Request to manage Account()
4.3. Validate
5. Account created
6. Succesfully created
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:Delete
:HRM :Delete Account
HRM
:Manage Account <<Controller>> CMS
Homepage
<<Actor>>
Account <<UI>> Database
<<UI>>
Delete Us er:
Ba sic course of a ction
1. Click manage account
1.1. Request to manage Account()
6. Display result
7.3. Delete
8.. Delete account
9. Delete account
notification
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COLLABORATION DIAGRAM
2. Validate
3. Login(UserName,Password)
1. Enter User name & Password
Login Controller:
User :Login:UI
Controller
:Login:
:User page UI
Authenticates
p asswo rd
)
5.
:Account DB
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Clearance Form
<<Controller>>
6. Clearance Completed()
5. Store Information()
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11. Check()
23. Check()
3. Enter username & password
4. Click login button() 5. Send Data()
Login Page
Validation
<<UI>>
2. Display() 12. If not match
1. Click login link()
Staff
14. If match
6. Send request()
24. if staff info does exist in DB
22. Return()
10. Return()
18. Send request()
Staff Clearance
form Page 25. If staff info doesn't exist in database
Home Page <<UI>>
<<UI>>
26. Click Print Button()
:Controller
Cleared and
printable
clearance form
8. Request()
20. Check()
CMS Database
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2. Validate()
Account Updating
<<Controller>>
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Approve Clearance
:Staff
<<UI>> 2. Search staff Detail (ID)
:Material: Property
Management Record
:Borrow Material
:Return Material
1.1. Check
2.1.1. Check(ID)
2.1.1.1 Check and Return
CLS Database
Figure 21: Collaboration diagram for approving clearance of Staff who already borrowed property.
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Valid
Abnormal Exit Fail
Succesful Completion
Confirm Login
Final State
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IDLE
Initial State
Final State
Staff Clearing
Check
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Validating
Valid
Signing Clearance
Cleared Printable
Form
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Normal Exit
Login Validation
Initial State
System valiate
Final State registered
Notification to the
offi cer about
Saving Registration
registerd
information
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1. Home Page: This form contains some links which lead it to the concerned page, and if the user
has an account he/she will directly go to concerned page by entering their username and
password. In case for the staffs the system requires ID Number as user name.
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2. Log in form: -this form found immediately following the home page. Home page
appears as the site on which the system is deployed is opened. The user gets the login
link when they open the system as the same as the home page. Every user of the system
uses their user name and their number as password for the first time.
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3. Officer Registration: the registrar officer gets to their page and registers the new officer
to the central database by using this form.
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4. Staff Registration: the registrar officer gets to their page and registers the new staff to
the central database by using this form.
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5. Upload material lend staff information: the officer gets to their page and registers
property lend staff information and the property information to the central database
when the staff borrowed property from their office.
6. Change password: every user of the system gets to their page and clicks the change
password link when they want to change the password, and the change their password
using the form bellow.
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7. Staff fill clearance form: This page will help the staff to fill clearance system whenever
want to be cleared.
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The term database design can be used to describe many different parts of the design of an overall database
system. Principally, and most correctly, it can be thought of as the logical design of the base data
structures used to store the data. In the relational model these are the tables and views. In an object
database the entities and relationships map directly to object classes and named relationships.
The process of doing database design generally consists of a number of steps which will be carried out by
the database designer. Usually, the designer must:
Determine the relationships between the different data elements.
Superimpose (place one thing over another, typically so that both are evident) a logical structure
upon the data on the basis of these relationships
The following are list of entities along with their entity
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Officer Table
Officer Name Officer Type Officer ID
Staff Table
Staff Name SIDNO Sex Dept. name Faculty User name
Clearance table
Clearance No Status Reason Date SIDNO
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Updated tables
Staff table
Staff name SIDNO Sex
Clearance staff
Clearance form Status Reason Date
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Database Design
User Account Staff
1 1
PK User Name PK SIDNO
1 1
Password StaffName
Role Age
Clearance
Sex
PK Clearance ID
Reason
Department
1
SIDNO College
Officer 1
Date User Name
PK Officer Name
1.* Status
Officer ID 1
Job Class
User Name 1
1 Property
Password
PK Property ID
Property Name
Cost
Quantity
Added By
Property ID *
SIDNO
1
Borrowed Date
Returned Date
1.*
Officer Name
Description
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Component diagram
In this Diagram components of the system will be wired showing that there is relation among
components, management of the system, database and operations performed on databases such security
issue. This in some extent shows which component or objects will be accessed by whom and what type of
security infrastructures it is using. The diagram is simulated below.
<<Component>>
Manage Staff Clearance
<<Component>> <<Component>>
HRM
Manage User Account
Security
Approve Staff Clearance
<<Component>>
Manage Account
<<Component>>
<<Component>> Approve Staff Clearance
Persistent
Officer Manage Property
<<Interface>>
Upload Property Staff borrowed
Database Connector
<<Component>>
Fill Clearance Form
<<Component>> <<Component>>
Manage account
Staff Database
Check Clearance Status
Print Approved Clearance
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Deployment Diagram
Deployment Diagrams show the hardware for your system, the software that is installed on that hardware,
and the middleware used to connect the disparate machines to one another.
Application Server
Manage Acccount
Administrator
Manage Property
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CHAPTER FOUR
IMPLEMENTATION DOCUMENT
REPORT ON IMPLEMATION
The Implementation Process takes the design model and produces an equivalent executable
representation and the purpose of this part of the document is to provide short explanation how
we implement the system. In this phase we show the tools and environment to implement the
system.
The implementation part of developing clearance system for staff was so hard because of the
happening things in our campus so as we know to develop the system we need equipment
especially in Computer related fields, we mainly use two terms called hardware & software, that
are the oxygen for developing system.
Software
Front end
Notepad++ 6.9.2 ----- to design users interface.
Notepad++ is a free (As in “free speech” and also as in “free beer”) source code editor
and notepad Replacement that support several languages like PHP, JavaScript, HTML
and etc. Running in the MS windows environment.
Back end
SQL SERVER.
SQL Server is a Microsoft product used to manage and store information.
Technically,
SQL Server is a “relational database management system” (RDMS). Broken
apart, this term means two things.
Pictures editing
Adobe Photoshop CS4
Hard ware
Four Laptop computer with 4GB RAM and 500 GB hard disk for server to design data
base and client to write the code.
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Language
HTML (Hypertext Markup Language): in order to design front end of the system and to
design help file for the user.
HTML is a markup language for describing web documents (web pages). HTML stands
for Hyper Text Markup Language. A markup language is a set of markup
tags. HTML documents are described by HTML tags. Each HTML tag describes
different document content.
CSS (Cascading Style Sheets): in order to make format the displayed HTML.
Cascading Style Sheets (CSS) is a style sheet language used for describing the
presentation of a document written in a markup language.
Sample Code
1. Home Sample Code
<!DOCTYPE HTML>
<html>
<head>
<title>HUSCMS | Home </title>
<link rel="stylesheet" type="text/css" href="style/style.css" title="style" />
</head>
<body>
<div id="main">
<div id="header">
<div id="logo">
<div id="logo_text">
<!-- class="logo_colour", allows you to change the colour of the text -->
<h1><a href="index.html">HU-<span class="logo_colour">Staff Clearance
System</span></a></h1>
<h2>Haramaya University Staff Clearance System</h2>
</div>
</div>
<div id="menubar">
<ul id="menu">
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<!-- put class="selected" in the li tag for the selected page - to highlight which page you're
on -->
<li class="selected"><a href="index.php">Home</a></li>
<li><a href="aboutus.html">About Us</a></li>
<li><a href="news.html">News & Event</a></li>
<li><a href="loginbest.php">LogIN</a></li>
<li><a href="contact.html">Contact Us</a></li>
<li><a href="help.php">Help</a></li>
</ul>
</div>
</div><br><br>
<div id="site_content">
<div class="sidebar">
<!-- insert your sidebar items here -->
<h3>Search</h3>
<form method="post" action="#" id="search_form">
<p>
<input class="search" type="text" name="search_field" placeholder="Enter
keywords....." />
<input name="search" type="image" style="border: 0; margin: 0 0 -9px 5px;"
src="style/search.png" alt="Search" title="Search" />
</p>
</form>
<h3>Upcoming Event</h3>
<h4>New Website Launched</h4>
<h5>January 1st, 2010</h5>
<p>2010 sees the redesign of our website. Take a look around and let us know what you
think.<br /><a href="#">Read more</a></p>
<p></p>
<h4>New Website Launched</h4>
<h5>January 1st, 2010</h5>
<p>2010 sees the redesign of our website. Take a look around and let us know what you
think.<br /><a href="#">Read more</a></p>
</div>
<div id="content">
<!-- insert the page content here -->
<h1><center>Welcome to Haramaya university Staff Clearance system</center></h1>
<p>
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#content
</p>
</div>
</div>
<div id="content_footer"></div>
<div id="footer">
Copyright © 2015 haramaya university Staff Clearance system website </div>
</div>
</body>
</html>
2. Login Sample Code
<?php
include('dbcon.php');
$error=0;
if (isset($_POST['Login'])){
session_start();
$username = $_POST['username'];
$password = $_POST['password'];
$ecode = base64_encode($password);
$query = "SELECT * FROM userinformation WHERE username='$username' AND
password='$ecode' ";
$result = mysql_query($query)or die(mysql_error());
$num_row = mysql_num_rows($result);
$row=mysql_fetch_array($result);
$row_id=$row['username'];
usertype =$row["usertype"];
$clearancestatus =$row["clearancestatus"];
$row=mysql_fetch_array($result);
if( $num_row > 0 ) {
if($usertype=="Admin"){
header('location:0Admin/index.php');
$_SESSION['id']=$row_id;
}
if($usertype=="Library Officer"){
header('location:0Library/index.php ');
$_SESSION['id']=$row_id;
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}
else if($usertype=="HR"){
header('location:0HR/index.php');
$_SESSION['id']=$row_id;
}
else if($usertype=="CCDE Officer"){
header('location:0CCDE/index.php');
SESSION['id']=$row_id;
}
else if($usertype=="health center"){
header('location:0health/index.php');
$_SESSION['id']=$row_id;
}
if($usertype=="Sport Master"){
header('location:0SportMaster/index.php');
$_SESSION['id']=$row_id;
}
else if($usertype=="staff"){
if($clearancestatus=="started")
{
header('location:0Staff/index.php');
$_SESSION['id']=$row_id;
}
else if($clearancestatus=="requestsent"){
header('location:0Staff/index2.php');
$_SESSION['id']=$row_id;
}
else
{
header('location:0StaffNotStarted/fillform.php');
SESSION['id']=$row_id;
}
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else if($usertype=="department"){
header('location:0Department/index.php');
$_SESSION['id']=$row_id;
}
else if($usertype=="Legal Service"){
header('location:0Legal/index.php');
$_SESSION['id']=$row_id;
}
else if($usertype=="finance"){
header('location:0Finance/index.php');
$_SESSION['id']=$row_id;
}
else if($usertype=="Regitrar"){
header('location:0Registrar/index.php');
$_SESSION['id']=$row_id;
}
else if($usertype=="College"){
header('location:0College/index.php');
$_SESSION['id']=$row_id;
}
}
else{
$firstname = $_POST['firstname'];
$lastname = $_POST['lastname'];
$idno = $_POST['idno'];
$bookname=$_POST['bookname'];
$bookcode = $_POST['bookcode'];
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$borroweddate = $_POST['borroweddate'];
$returndate = $_POST['returndate'];
$recordstatus= $_POST['recordstatus'];
$borrowername = $_POST['borrowername'];
tree=mysql_query("select * from userinformation where usertype='staff' AND
firstname='$firstname' AND lastname = '$lastname' AND accountstatus='active' AND
idno='$idno'")or die("Error occured".mysql_error());
$rownum=mysql_num_rows($tree);
if($rownum !=1)
{
echo"<script>alert('Please insert the valid information')</script>";
echo "<script>windows: location='beforeadd.php'</script>";
}
else{
$tes=mysql_query("select quantity from bookrecord where bookcode='$bookcode'")or
die("Error occured".mysql_error());
$r=mysql_fetch_array($tes);
$will=$r['quantity'];
$query="insertinto
libraryrecord(firstname,lastname,idno,bookname,bookcode,borroweddate,returndate,recordstatus
,borrowername)values('$firstname','$lastname','$idno','$bookname','$bookcode','$borroweddate','
$returndate','$recordstatus','$borrowername')";
$result = mysql_query($query)or die(mysql_error());
if( $result==1){
$will--;
_query("update bookrecord set quantity='$will' where bookcode='$bookcode'")or die("
Unable to update book record".mysql_error());
echo '<script>alert("Record Succesfully Added ")</script>';
echo '</div>';
}
else{
echo '<div class="alert alert-dismissable alert-success">';
echo '<strong>'."Error in sending message.".'</strong>';
echo '</div>';
}
}
?>
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<?php
include('dbcon.php');
$caseid=$_GET['caseid'];
$firstname = $_GET['firstname'];
$lastname = $_GET['lastname'];
$idno = $_GET['idno'];
$bookname=$_GET['bookname'];
bookcode = $_GET['bookcode'];
$borroweddate = $_GET['borroweddate'];
$returndate = $_GET['returndate'];
$recordstatus= $_GET['recordstatus'];
$borrowername = $_GET['borrowername'];
$approvedby = $_GET['approvedby'];
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$recordstatus="uncleared";
$image=mysql_query("select * from libraryrecord where firstname='$fn' AND
lastname = '$ln' AND recordstatus='$recordstatus' AND idno='$idno'")or die("Error
occured".mysql_error());
$imagerow=mysql_fetch_array($image);
$rownum=mysql_num_rows($image);
$sport=mysql_query("select * from sportrecord where firstname='$fn' AND
lastname = '$ln' AND recordstatus='$recordstatus' AND idno='$idno'")or die("Error
occured".mysql_error());
$sportrow=mysql_fetch_array($sport);
$sportrownum=mysql_num_rows($sport);
if($rownum >=1)
{
echo '<span style="color:red;text-align:center;">Not Cleared, FINISH OTHERS!!
</span>';
$rownum=mysql_num_rows($image);
if($rownum >=1)
{
echo '<span style="color:red;text-align:center;">Not Cleared, You Have A case in CCDE
Please solve it first!!</span>';
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Unit testing
Unit testing is a software development process in which the smallest testable parts of an
application, called units, are individually and independently scrutinized for proper operation.
We will use this testing technique in order to test smallest individually executable code units, for
example checking the flow of clearance system with only one issue. Let take more brief
example, we can check when the LIBRARY officer add clearance record.
And Also we can test the system by taking one actor, means by checking all things that actor
does, example how one staff request a clearance.
Integration Testing
We will apply integration testing in order to test Interactions between two or more units or
Components.
The main Example about our test because to check all things work together, information flow
around officers and other things that must be done related to integrated test.
System testing
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scope of black-box testing, and as such, should require no knowledge of the inner design of the
code or logic.
We test all the components together to check whether the systems meet all requirements or not.
Clients Feedback
We can’t collect all the feedback from the clients because of unrest in our campus and also
difficulty to implement the system but as an option, we opt to use techniques related to our co-
students.
The clients responded, the system is good but there is something to add to this system, according
to those comments we add so many things to the system and also we try our best to keep what
the client perceived as good from the system.
User Manual
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Since the system is web based everything important for the user will be explained and
implemented while giving short training when the system is deployed.
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Step3: Staff Fill Clearance Form and click Request then wait a response from HR and
Department
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Step4: The after staff get request accepted from the Department and HR, he can take
clearance now like this
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Generate Report
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Conclusion
As project come up to the end. We pass all software development life cycles. Start from system
specification up to system testing and at each stage system development we understand clearly what to be
done and what need to be done each tasks. For example, in analysis, we tried to model the new and
proposed system using UML diagrams: - use case diagrams, sequence diagrams, class diagrams and
Activity Diagram. And from this we understand how to model the system.
In general, the project (system) that the team developed will benefit the enterprise in by changing its
business range from manual to online level.
Recommendation
As project come up to the end. We pass all software development life cycles. Start from system
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specification up to system testing and at each stage system development we understand clearly what to be
done and what need to be done each tasks. For example, in analysis, we tried to model the new and
proposed system using UML diagrams: - use case diagrams, sequence diagrams, class diagrams and
Activity Diagram. And from this we understand how to model the system.
We recommend those: -
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REFERENCE
rd
Object preimir, 3 edition by Douglas Baldwin and Greg w. Scrag
Object Oriented Software Engineering using UML, Patterns and Java Second Edition by
Bernd Burgge and Allen H.DutoitS
Design and Implementation of Staff Clearance System (A Case Study of Caritas
University)
STAN MAGEE, CCP and LEONARD L. TRIPP Guide to software engineering
standards and specifications PART II
Alain Abran, École de technologiesupérieureJames W. Moore, The MITRE Corp. (2004
Version) Guide to software engineering body of knowledge 2004 Version
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