COLLEGE OF ENGINEERING AND TECHNOLOGY

DEPARTMENT OF COMPUTER SCIENCE

Online Vital Event Registration System for Semera City

Prepared BY: Section C Group Members

NAME ID NO

FENTALEM MULE 0900607

FIKADE TILAHUN 0900610

FIRDWES FENTAW 0900612

MIFTAH MUFTI 0900708

YOHANNES BUSHO 0900786

Advisor: Mohammed Oumer (BSc)

Submitted To: computer science department

Submission date 1/04/2012

Semera, Ethiopia
 Abstract

The age of information brought lots of opportunity to the global economy. E-

government is one of the potential advantages of Information and Communication
Technology. E-government is defined as the delivery of government services and
information to the public using electronic means. Among many of the e-government
services(airport,mass-media ,telecommunication ,weather forecast, ECX etc..), But
currently some services are still managed through the manual system .vital event
registration system is one them .Vital event registration is the systematic, continuous,
permanent, compulsory and universal recording of the occurrence and characteristics
of vital events (births, deaths, marriages, and divorces) and other civil status events
pertaining to the population as provided by decree, law or regulation, in accordance
with the legal requirements in each country.

This project aimed to develop Vital Events Registration System for Semera city,
which can handle the (birth, death, marriage and divorce) major vital events. The
system enables registration, generating report, certification of vital events, print
registered events and viewing of individual records. So our aim is to develop a web
based vital event registration system for Semera city with the client/server architected
configuration. This means that there is a central application database to store data.
This system uses MYSQL database engine to manage the data and it has the front end
with the web programming language ASP.

Table of Contents
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1. Introduction..........................................................................................................................1
1.1.1. Background of the organization..................................................................................1
1.1.2. Introduction about the project.....................................................................................1
1.2. Literature review................................................................................................................2
1.3. Statement of the problem...................................................................................................3
1.4. Objectives..........................................................................................................................5
1.4.1 General Objective........................................................................................................5
1.4.2 Specific objectives: -....................................................................................................5
1.5. Significance of the project.................................................................................................5
The significance of the project is classified into three main parts :-.........................................5
1.6. Scope and limitation..........................................................................................................6
1.6.1 Scope of the project.....................................................................................................6
1.6.2 Limitation of the project..............................................................................................7
1.7. Methodology......................................................................................................................7
1.7.1. Data gathering methodology.......................................................................................7
1.7.2 System analysis and design methodology....................................................................8
1.7.3. Hardware and software tools used for implementation...............................................8
1.7.3.1 Software tools.......................................................................................................8
1.7.3.2 Hardware tools......................................................................................................9
1.7.4 Testing methodology.................................................................................................10
1.7.4.1. Unit testing.........................................................................................................10
1. 7.4.2. Integration testing.............................................................................................10
1.8. Work Plan........................................................................................................................10
1.9. Budget.............................................................................................................................11
References..............................................................................................................................12

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 1. Introduction
1.1.1. Background of the organization

Ethiopia is one the developing country in east Africa and it has several regional states.
Afar regional state is one the state found in Ethiopia. The state of consists of five
administrative zones, 29 woredas and 28 towns. Semera is one of the cities found in
Afar regional state and also it is capital city of afar region state. Semera has several
kebeles and the different work sectors in every kebele within it. Among these, vital
event registration office is one work sector in Semera city.

Vital events registration in Ethiopia is started In July 28/2008 E.C after long time
preparation. As a result, Semera city vital event registration starts at July 28/2008
E.C. among the vital events decided by UN, Ethiopia accepted to register (birth,
death, marriage, divorce, adoption, recognition of fatherhood and decision of
fatherhood through court). From those events Semera city in Ethiopia basically works
in four of them (birth, death, marriage, divorce).

As a result, Child birth is registered within 90 days after the baby is born and (death,
marriage and divorce) are registered within30 days after the event happen

The work flow of this work sector is similar with the work flow of the Ethiopian vital
event registration agency. So that Samara uses the Ethiopian technology in order to
enhance the socio-economic development of a country and itself.

1.1.2. Introduction about the project

Vital event registration is started before the birth of Jesus Christ by orthodox religion
followers by registering new born babies. After a long time in 1812 E.C vital event
registration is included under the government as one of the governments function by
France government. At the beginning it was started by registering (birth, death,
marriage, divorce) but now because of the human need for basic, material and
spiritual things is growing time to time the united nation posted the following vital
events to be registered those are (birth, death, marriage, divorce, adoption, recognition
of fatherhood and decide fatherhood through court, death of fetus, separating husband
and wife by denying second time marriage and give recognition for children that are
born during marriage time).
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Vital event registration is now very important for countries including our country for
various purposes like developing appropriate policies for certain place based on the
registered data, used as evidence for courts and it also used for government planning
and budgeting by providing the exact number of population. In general vital event
registration means registering events that are so important or have great impact for
certain country.

But, Ethiopia is facing new challenges to its socio-economic development as a result

of the up-coming information age revealed by information communication
technology, because Ethiopia has not well trained and professional citizen who can
use and modify the new technology as compared with developed country. However,
Ethiopia has to have these technologies as a crucial tool and means to speedup socio-
economic developments, provide effective and efficient public service delivery and
speedup good governance.

Vital registration is the continuous, permanent, compulsory, and universal recording

of the occurrence and characteristics of vital events (live births, deaths, marriages and
divorces) and other civil status events pertaining to the population as provided by
decree, law or regulation, in accordance with the legal requirements in each country.
To do this using the technology is compulsory in Ethiopia in vital event registration
system.

1.2. Literature review

A number of research papers, workshop reports, conference proceedings, journal
papers and vital event registration systems have been reviewed to share the
opportunities, the standards and experiences on E-vital event registration systems.

1.2.1 Vital Events Registration in Ethiopia

Ethiopia is among the countries that have not established national as well as regional
civil registration and vital statistics systems. Ethiopia has not made adequate attempts
to devise an independent civil registration law in the past, several articles on the
procedures for reporting of the occurrence of vital events. In 1960 registration activity
were incorporated in the Ethiopian Civil Code. The vital events that were referred in
the Civil Code were birth, death and marriage. In support of accepting the need of
vital events registration for the success of development, In 2007 Tesfaye proposed an
automated vital events registration system. Automating such system will improve the
correctness, completeness and availability of the record and recording process. The
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proposal includes the following services:

 Add new and update existing birth and death events of individuals.

 Check supplied data for errors and completeness.

 Provide paper based birth and death report for external institutions on request.

 Automatic issuance of certificates during registration.

 Generate statistical reports on birth and death.

 Authentication of users.

Even though this proposal tried to take the advantages of electronic vital events
registration, it has limitations that will hinder to take the possible potential benefits of
vital events registration. The limitations include:

 Ignores other vital events, such as marriage and divorce.

 Doesn’t provide complete input for vital statistics

 Does not fulfill the requirement of Ethiopian vital event registration.

 Civil code assignment is not well organized to handle attributes of an event.

 Less consideration of system design issues.

Currently the Central Statistics Agency has established an office which is responsible
for vital events registration system initiation. The office prepared a draft proclamation
on both civil registration and population register. The draft on civil registration
proclaims that birth, death, marriage divorce and divorce as mandatory events to be
certified. It also has a provision that registration is the duties of kebeles (the lowest
Even though this proposal tried to take the advantages of electronic vital events
registration, it has limitations that will hinder to take the possible potential benefits of
vital events registration

N.B The name civil registration can be used interchangeably with vital events
registration.

1.3. Statement of the problem

As pointed out earlier, a birth and marriage certificate is a supportive document for
the survival of an Individuals and a death and divorce certificate is a document to
serve his/her family members. So, every child should be registered immediately after
birth and shall have the right to name and the right to acquire nationality and every
couple should be registered immediately after got married and shall have marriage

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certificate to acquire different constitutional rights. The experience of vital
registration was limited in Ethiopia. The practice of vital events certificates being
issued by churches, hospitals and municipalities is used as a replacement for those
registrations. However, none of these organizations consider registration to be a
prerequisite for issuing certificates. While churches and hospitals may check with
baptismal records and delivery notes to issue certificates, municipalities rarely require
more than some form of identity paper from other sources. In all cases, the
certification process is exposed to falsification, for instance the case of birth is
exposed to falsification of age, identity of the person and their parents, and birth
place.

Currently vital event registration in Semera city record customers in a paper based
manner.

It has many problems because it performs its operations manually. Due to this reason
the institution face too many problems. Some of problems are listed as follows:

 Papers can be tear apart

 Errors that occur on papers cannot be corrected easily

 Can be damaged easily by accidents

 Low speed and efficiency

 It is difficult to view someone’s profile

 Peoples may leave empty spaces on the registration papers

 Duplication of data

As we have seen in the above the registration papers are transformed from one office
to other using car by humans until they reach in federal vital events registration
agency this is tedious and time consuming. The other is when we see the forms
registrars may forget to fill spaces and leave them empty this leaves data incomplete.

It is also difficult to find information about users when it’s needed especially for
regions, zones, and Keble’s because they don’t have access to any automated system.
Data is not well organized in those areas difficult to analyses statistically.

Generally the current system has a number of problems .These problems are going to
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lead the registration office to give unsatisfactory service to the community.

That is why we need a system that finds a way to automate the system using most
recent vital registry technique that is proficient in the developed world. This makes
the services vital registration of Semera city more efficient and technological.

1.4. Objectives
1.4.1 General Objective

The general objective of this project is to develop computerized vital event

registration system for Semera city.

1.4.2 Specific objectives: -

In order to achieve the general objectives, the following specific tasks should be met
together.

 Study the existing system and find out the problem.

 Analysing and identification of requirements.

 To include events like birth, marriage divorce, and death to make the system
fulfilled.

 Designing and developing the system using selected tools and techniques

 To Design the proposed system based on the requirement analysis of the

existing system.

 To design the system so as to be able to generate reports based on customers’

query.

 To enhance the security of the system.

 To Deploying the system after the system is tested.

1.5. Significance of the project

The significance of the project is classified into three main parts :-

For the employees that work in every stage of registration: -

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  It can facilitate the vital event registration system by changing it to more
automated system.

 Help to avoid errors on registering forms of data.

 Effective and efficient data collection because of it is automated.

 Effectively manage data statistically no need to calculate or manually generate

report because the system enables effective statistical data managements.

For government: -

 Government can easily perform national census and categorize population into
different group.

 Government can easily find out why some vital events are occurring more
frequently in some places and also recommends the solution.

 Helps in designing appropriate policy by providing reasonable statistical data.

 Use as evidence in many areas like courts and to eliminate things that are done
arbitrarily like early marriage etc.

 Provides a secure exchange of vital and statistical information.

For end users: -

People can ask their rights using the registered data as evidence. For example: -

 To ask for Keble id card

 To use it as evidence in courts.

1.6. Scope and limitation

1.6.1 Scope of the project

The current system is manual and runs at many stages so our working boundary will
be the overall structure of Semera city vital event registration offices that specially
focuses on registration of birth, death, marriage and divorce events. Our project will
serve for all offices of vital event registration at all stages.

This project is bounded to provide the following features:

 The system will do the registration of marriage, birth, divorce, and death.

 The system administrator will create new accounts for actors of the system.
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  Events will have their own form to register and can be viewed by actors that
have privilege.

 The system will generate report and give printed certificate if it is necessary.

 Update user’s information

 This system will have well organized central database that is accessible by
every stage employee.

We will try to include features of good system as much as possible.

1.6.2 Limitation of the project

The project has the following limitations

 Doesn’t register other events which are not applicable in our country like
adoptions, acknowledgements and judicial declarations of paternity.

 Our system doesn’t support searching for legal citizens using finger prints and
face recognitions.

 It is not available on mobile and tablet, i.e. its run only on computer.

 Does not register stillborn.

 Does not examine death case, divorce case evidence directly.

 The system does not register the user without legal case evidence. For
example, in birth register the individual should have birth certificate from the
health service provider, hospital, clinic and an individual who is not born in
health service provider, he/she must have case evidence from the village 1 to 5
group as case evidence.

1.7. Methodology
1.7.1. Data gathering methodology

Data gathering methodologies are methods used to collect different data from
different data sources (documents, users and organizations etc.).

The following are the data collection methods used for requirement gathering Primary
data source for our project

Interview: We used interview as one of the major data collection methods. During the
interview we have got different necessary information from the vital event registration
offices. We have interviewed vital event registration coordination officers in Semera
city
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Observation: in order to get better information about the system we have got through
the vital event registration process. We have observed the current document which
they used to gathering data from the users. And also we have observed how their work
is going from the starting to the end.

Document Analysis: we have analyzed different documents and brochure from the
Semera town vital event registration office.

Internet: Internet helps us to see the available samples and to download different
types of tutorials which help us in developing the system.

1.7.2 System analysis and design methodology

Object Oriented Analysis (OOA):-During this phase the team used to model the
functions of the system (use case modeling), find and identify the business objects,
organize the objects and identify the relationship between them and finally model the
behavior of the object.

Object Oriented Design (OOD):-During this phase the team used to refine the use
case model to reflect the implementation environment, model object interactions and
behaviors that support the use case scenario, and finally update object model.

1.7.3. Hardware and software tools used for implementation

1.7.3.1 Software tools

Table 1.1 software tools

No Name Function of Software tools

1 Window 10 Will be used for the system since it is readily available in

operating system laboratories.

2 MS-word 2013 For documenting and presenting the corresponding deliverables

and MS-PPT associated with the project.

3 Notepad++ Working area used for writing the code.

4 Star UML Software used for drawing UML diagrams.

5 ASP Language used for doing project.

6 MySQL Software used for creating the project database.

7 Xampp Server Create a local web server for testing and deployment purposes.

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1.7.3.2 Hardware tools

Table 1.2. Hardware tools

No Name function of Hardware

1 Personal Almost all tasks of our project are performed on computer.

computer(pc)
with all
accessories

2 Flash disk Required for data movement to store & transfer data from one
PC to another PC.

3 Paper and For writing all necessary documentations associated with

pen the project.

Why we use these tools in our project:

ASP is considered for the project due to some previous knowledge of the scripting
language as well as wish for expanding and improving knowledge and understanding
of developing different webs using this scripting language.

JavaScript: - is used to add functionality, validate forms, communicate with the

server, and much more in the proposed system.

CSS:is used to prepare the layout of the GUI (Graphical User Interface).

MySQL: is a popular choice of database for use in web applications, we choose to

use MySQL server as our database server. It is open source relational database
management system (RDBMS) having the following best features:-

 It’s quick and powerful

 It’s improving all the time

 It’s free

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  Handles large database.

Xampp Server: installs Apache, PHP, MySQL database and phpMyAdmin on your
computer automatically. This development environment is used to develop web
application. It is simple but powerful web development compared with other. The
other factor is it is free and open source.

Notepad++: makes writing codes fast and easier because of its coloring and automatic
completion plus it is free.

1.7.4 Testing methodology

The system will be tested to discover as many faults as possible such that they can be
repaired before the delivery of the system by executing the system (or parts of it) with
sample input data sets. We will use unit test and integration testing

1.7.4.1. Unit testing

Unit testing will be employed to assure each component’s functionality, in which

object design model is compared with each object and subsystem.

1. 7.4.2. Integration testing

Integration testing will be done in which combination of subsystems will be

integrated and compared with the system design model. During system testing, typical
and exception cases will be run through the system and compared with the
requirements model.

1.8. Work Plan

Our project work plan looks like:

Table 1.3.work plan

Task name Mont Nov2012 Dec2012 Jan2012 Feb2012 Mar2012 Apr2012 Ma2012 Jun2012
h

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 Week 1 23 4 1 23 4 1 23 4 123 4 123 4 1234 1 2 3 1 2 3
4 4

Project proposal

Requirement
analysis

Documentation

Design

Implementation

Testing

1.9. Budget

Table 1.4. Cost

Types of cost Name Quantity Unit price (in Total price (in

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 Birr) Birr)

Personnel 1 16000 16000

Computer

Flash 1 200 200

(16GB)
Hardware costs

Software costs Xampp 1 Free Free

server

MS Word 1 Free Free

2013

Notepad++ 1 Free Free

Window 10 1 Free Free

Requirement For transportation and others 300

analysis

Total 16500

References
1. About FDRE vital events registration: https://www.facebook.com/FDRE-Immigrat
ionNationality-And- Vital-Events-Agency-327700827402816/[Accessed 29

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November 2019]. (2019)].

2. About Afar region: https: //www. google. com/url?q=http ://www.ethiopia.gov

.et/afar-regional-state&sa=U& ved =2ahUK EwjLosndzJvmAhXSaFA
KHYNtByUQFjAKegQIBhAB&usg=AOvVaw2 wB AAt-wr56ssWgolXdi0
N[Accessed 4 December 2019]. (2019)].

3. E-Vital Event Registration System: Tesfaye Ayalew, 2007,”Electronic Vital Event

Registration System”, Msc project, Department of Computer Science, AAU.

4. About Ethiopian Central Statistics: Abdulahi Hassen, 2001, Report of Ethiopian

Central Statistics Authority, Addis Ababa, Ethiopia.

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