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Haramaya University Staff Clearance System
Haramaya University Staff Clearance System
Haramaya University Staff Clearance System
REVISIONS
1. INTRODUCTION
Clearance System means any clearing agency, settlement system or depository (including
any entity that acts as a system for the central handling of Securities in the country where it
is incorporated or organized or that acts as a transnational system for the central handling of
Securities) used in connection with transactions relating to Securities and any nominee of the
foregoing.
Haramaya University staff clearance system is a system that will help ease the queuing system in
the university's staff clearance process. HUSCS will build an effective information management
that is very convenient to use for the University since it is Connection based and can be accessed
from anywhere. Part of that process include
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Haramaya University was established by ministry of education in 1952 E.C. Since then the
university has employed many staff members to Accomplish the task it was founded for. the
University strives to be one of the leading African Universities with international reputation by
2025 upholding a value evolving as an autonomous and independent (academic and
research institution) graduate and research university with a competitive national and
international quality and relevance standards in its academic, research and community services
endeavors as a goal.
Since its establishment the University, The University has been center of agricultural research
and experimental station. Nowadays most of the system used by the University is being
digitalized.one of the systems which has not been digitalized yet is the staff’s clearance system.
The lack of a digitalized clearance system in the university is leading to Reduction in
productivity, staff members time is consumed for getting clearance and it makes it difficult to
manage the resources.
Haramaya University staff clearance system is a system that will help ease the queuing system
in the university's staff clearance process. HUSCS will build an effective information
management that is very convenient to use for the University since it is Connection based and
can be accessed from anywhere.
Based on our observation and Answers of different university’s societies now a day Haramaya
University is in the process of digitalizing its operations by automating and improving existing
manual processes but they do not use an automated system for staff clearance. As result of this,
we would like to automate staff Clearance system in order to manage data more effectively and
provide faster and more efficient services. It is aimed at developing a computer software system
that replaces the manual method of clearance for staff members and that also help them to carry
out their clearance without coming to the various offices for clearance. The designed software
will serve as a more reliable and effective means of undertaking staff clearance, remove all forms
of delay and stress as well as enable you to understand the procedure involved, as well as how to
do your clearance process.
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In short, the purpose of this SRS document is to provide a detailed overview of our software
product, its parameters and goals. This document describes the project's target audience and its
user interface, hardware and software requirements. It defines how our user (Staff Members),
team and audience see the product and its functionality. Nonetheless, it helps any designer and
developer to assist in software delivery lifecycle (SDLC) processes.
The design of this system primarily stores user information, promotes quicker data manipulation,
provides simultaneous access to authorize users, and also to ensure the integrity and consistency
of the approved users’ handling of the information system. This staff clearing system would help
relieve the Haramaya university staff members from queuing to get cleared by the university.
This system helps the University to minimize expenses such as labor and stationary costs. The
transmission of information becomes very quick and delays can be stopped. Using it from
anywhere at any time and very easy.
General Objective
The general objective of the project is to develop web-based clearance system for HU academic
staff.
Specific Objective
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To Design both user interface and database of the Haramaya university staff clearance
system.
Find the solution for the problem found in existing system
Allow staff to get cleared clearance from just one office
Minimizing the work load of officer signing clearance
Manage properties of the university in a responsible manner.
Abbreviations
CMS- Clearance Management System
CCDE- College of Continuing and Distance Education
HRM- Human Resource Management
HU- Haramaya University
HUSCS- Haramaya University Staff Clearance System
UC- Use case
1.5DOCUMENT CONVENTIONS
Font Type: Times New Roman
Font Size: For Heading 14-point and for Description 12-point
Line and Paragraph Spacing: 1.5
Maintaining Margins: 1” margins
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ACKNOWLEDGEMENTS
we would like to extend our heartfelt gratitude to the following persons who extend their whole
hearted and undying support:
our adviser, Mr. Bededa Bekele, for the continuous and tireless support of the project study, for
his patience, motivation, enthusiasm, and immense knowledge in guiding us and for the guidance
he has extended on the duration of research period and implementation of our project.
And above all, to the Almighty God Father, who have given us strength, knowledge, good
health and passion in developing this clearance system.
REFERENCES
Guidelines of SRS
Existing Manual Staff Clearance System Working Procedure
Wikipedia , the free encyclopedia
Design_and_Implementation_of_Online_Clearance_System.pdf, A Case Study of Imo
State University
https://qdoc.tips/paperless-clearance-system-finaldocx-pdf-free.html
https://www.haramaya.edu.et/admission-selection/registrar/
https://en.wikipedia.org/wiki/Software_requirements_specification
https://owl.purdue.edu/owl/research_and_citation/ieee_style/ieee_general_format.html
https://www.scribd.com/join?query=Clearance+System
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2 OVERALL DESCRIPTION
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stm HUSCS
[Approved]
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The system shall admins of this system to Manage all users of the system.
The system shall allow authenticated users of the system to log in using their credentials.
Generate Report
The system shall enable user to enter the search text on the screen.
The system shall enable user to select multiple options on the screen to search.
The system shall display all the matching results based on the search
The system shall enable user to navigate between the search results.
The system shall notify the user when no matching product is found on the search.
Maintain profile.
The system shall allow admin to create profile and set his credential.
The system shall authenticate user credentials to view the profile.
The system shall allow admin to update the profile information.
Email confirmation.
The system shall maintain system users email information as a required part of user’s
profile.
Usability
Graphical User Interface
The system shall provide a uniform look and feel between all the web pages.
The system shall provide a digital image for each product in the product catalog.
The system shall provide use of icons and toolbars.
The system shall provide a registration page
The system shall provide a login page
Performance
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The product shall be based on web and has to be run from a web server.
The performance shall depend upon hardware components of the user.
Data Storage
The customer’s web browser shall never display a customer’s password. It shall always
be echoed with special characters representing typed characters.
The system’s back-end servers shall never display a user’s password. The user’s
password may be reset but never shown.
The system’s back-end servers shall only be accessible to authenticated administrators.
Functionalities Provided to Staff Members(Users)
Administrators Privilege
Forward the Approved request
Send the request status to Officers, staffs or other stakeholders in the system
Inform the requester department to check clearance status
Approve or reject clearance request
User Administration Module – this module will provide system wide administration
functionality including security setting and user account management to Administrators.
Design Constraints
The computers must be equipped with web browsers such as Internet explorer.
The product must be stored in such a way that allows the client easy access to it.
Response time for loading the product should take no longer than five minutes.
A general knowledge of basic computer skills is required to use the product
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3 SPECIFIC REQUIREMENTS
3.1 EXTERNAL INTERFACE REQUIREMENTS
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3.2FUNCTIONAL REQUIREMENTS
these requirements describe system behavior under specific conditions and include the product
features and functions which we (Group members) intended to add to the solution.
User Story: as an existing user of the system, I want to be able to register and log into my
account.
HUSCS-FR 3.2.1) The system must allow users to sign up and log into their account by entering
their credentials.
HUSCS-FR 3.2.2) The system must allow users to reset their password by clicking on "forgot
password?" and receiving a link to their verified email address.
HUSCS-FR 3.2.3) The system must send a verification User Id whenever new user is registered
into the system.
User story: as a user of this system, I want to give feedback and comment.
HUSCS-FR 3.2.4) The system must allow the user to submit feedback through a contact link in
the system.
HUSCS-FR 3.2.5) The user of the System Must be a Staff member or Employee assigned to
work on the system.
HUSCS-FR 3.2.6) The system must allow staffs to Save Approved Clearance Form
HUSCS-FR 3.2.7) The system must allow staffs to print approved clearance Form
HUSCS-FR 3.2.8) The system must enable staffs to see their clearance request status.
HUSCS-FR 3.2.9) Users Must Fulfill all the required information before getting Clearance
Approval.
HUSCS-FR 3.2.10) The system must be easy to be deployed on a working environment.
HUSCS-FR 3.2.11) The system must Enable Admin to Register new user of the system.
HUSCS-FR 3.2.12) The system must not disclose any personal information about users to
unauthorized user s.
HUSCS-FR 3.2.13) The system won’t be able to provide a localization of a language.
HUSCS-FR 3.2.14) The system must provide a shortcut to links that are found inside the
system.
HUSCS-FR 3.2.15) Information input is limited by the system. In case of password entry.
HUSCS-FR 3.2.16) The system must provide default data type for non-available specific data.
HUSCS-FR 3.2.17) all of the systems’ links must be menu driven.
HUSCS-FR 3.2.18) staff’s must be guided through a standard digital clearance process.
HUSCS-FR 3.2.19) The system must provide a searching mechanism to users.
HUSCS-FR 3.2.20) The system must show a list of staff’s who are requesting for a clearance.
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HUSCS-FR 3.2.21) The system must show a list of staff’s who have got an approval of
clearance request.
HUSCS-FR 3.2.22) every staff Clearance request shall have allocated a unique Id.
HUSCS-FR 3.2.23) upon successful registration of a user, the system shall send an
acknowledgement for successful registration.
HUSCS-FR 3.2.24) The server shall log all changes to existing data
HUSCS-FR 3.2.25) The system shall only allow Admins to Manage Staff’s Information.
HUSCS-FR 3.2.26) System shall handle the UTF-8-character set in display and input of all text
HUSCS-FR 3.2.27) System shall provide contextual help to users
HUSCS-FR 3.2.28) System shall display, as the user types in the field-based form field, a drop-
down suggestion list of available/potential field attributes
HUSCS-FR 3.2.29) System shall allow user choice to display 10, 15, or 20 field-based or
browse results on a page
HUSCS-FR 3.2.30) Administrators must be able to Create Account for officers for respective
offices
HUSCS-FR 3.2.31) Administrators shall post notifications and manage messages that are send
between users of the system.
HUSCS-FR 3.2.32) Administrators shall add new Admins of the system.
HUSCS-FR 3.2.33) System must enable staffs to View notifications posted by the system
admin.
3.3USECASE MODEL
3.3.1 Create User Account Use Case Description
ID: UC-ID1
Use case name Create user account
Author Aberahem Teshome, Wassihun Woyessa
purpose To create users of this particular system
Requirements traceability
priority High
Preconditions user is accessing the Create Account Page of the system
Post conditions A new user account is created
Actors Admin
Extends
Description This use case helps the user when it is necessary to create new
user account.
Flow of event 1.Admin Officer Page displayed
2.Officer Choose add account button.
3. Admin officer fill required information.
4. Click create account
5. Account created.
6. Notification will be displayed.
Alternative Flow of event Step 3. If user enters wrong the system display message in
order to correct wrong information.
Step 4. If users enter duplicate account, the system display
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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.
Includes
Note/Issues
priority Medium
Preconditions user must be logged into the system
Post conditions Users account password is changed/updated
Actors All system user
Extends
Description This use case helps the user when it is necessary to change
login password.
Entry condition user login to the system
Flow of event 1. user login to the system
2. User selects change password link.
3. The system display password change form.
4. User fills all information and click change button.
5. The system change the password and save the new
password
6. The system display an acknowledgement of password
change successfully
Alternative Flow of event Step 3. If user enters wrong the system display message in
order to correct wrong information.
Step 4. If users input does not exist in the database the system
display the password does not exist message
Includes
Note/Issues
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Actors Admin
Extends
Description This use case helps the user to delete user account if it is no
more necessary or the admin believes the account has to be
deleted for a reason.
Flow of event 1. Admin select Manage account from menu bar
2. the system select Delete account link
3. Admin search account who wants to delete.
4. The system display information of that account.
5. Admin clicks delete button.
6. The system deletes the account.
7. The system display an acknowledgement successfully
deletes the account.
Alternative Flow of event Step 3.If the user account does not exist the system display
“account not found” information.
Includes
Note/Issues
Woyessa
purpose It is the main purpose of the system.it enables staffs’ to
request for a clearance approval to be approved yet.
Requirements traceability
priority High
Preconditions Staff Must fill the required information on the clearance
form and click the submit button
Post conditions Staffs wait until the system returns a result.
Actors Staffs
Extends
Description Staffs click the submit button after they fill the required
information to request for clearance approval.
Flow of event 1. Staff login into their own page
2. Staffs fill the required information on the
clearance form
3. Staffs click the submit button
Alternative Flow of event
Includes
Note/Issues
Note/Issues
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The system shall use secure sockets in all transactions that include any confidential
customer information.
The system shall confirm all transactions with the customer’s web browser.
The system’s back-end databases shall be encrypted.
Since all the data will be transferred on the web, system should also use an encryption and
decryption mechanism only intended user can decode the data and work on the data
Workspace of the user (whether it is of staff, officer or Admin) should only be accessed
through user own credentials and any other user should not be able to access to the user
private data.
4.3 SOFTWARE QUALITY ATTRIBUTES
4.3.1 Physical environment
The server must be put on a place that has high security room. And the client must be put in a
local area network which is connected with server.
4.3.2 System modifications
The System modification can be achieved 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.
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.
4.3.4 Documentation
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.
4.3.5 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.
4.3.6 Portability
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The application should be portable with windows 7, 8 and 10. The HUSCS shall enable users to
use the following environments (e.g., platform and
operating system). to interact with the HUSCS:
User Personal Computer:
POR-1) PC with minimum of Pentium I chip, 512 meg of RAM, and a 28.8 K modem
POR-2) Software should be lightweight so that it can run on a machine with slow internet
connection. To make the web application lightweight, simple libraries and tools should be
used at developing phase.
Operating Systems:
- POR-2) Windows’95
- POR-3) Windows’98
4.3.7 Reliability
The data or information which is retrieved from the system is accurate (required) in deserved
time.
REL-1) The mean time between failures (MTBF) shall exceed 3 months
4.3.8 Maintainability
The application should be easy to extend. The code should be written in a way that it favors
implementation of new functions, in order for future functions to be implemented easily to the
application.
M-1) The GPM shall permit the swapping and upgrade of hardware without down time.
M-2) The Mean Time to Fix (MTTF) shall not exceed one-person day.
4.3.9 Supportability
Programming language used in this project is object-oriented so that the tasks are
independent of each other and therefore easy to maintain.
The codes must be easy to understand and readable.
All design architecture should be well documented.
as the business rules for the administrator and user roles are satisfied. Other Business rules
include: -
HUSCS-BR1): - Anyone who sign clearance form must be the member of the university
HUSCS-BR2): - HRM officers give clearance form only for the staffs of the university
HUSCS-BR3): - Officers of the university are not expected to give service on Saturday,
Sunday, and Holiday.
HUSCS-BR4): - when the staffs want to sign clearance form they take the clearance form
from HRM officers.
HUSCS-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
HUSCS-BR6): - staffs must fulfill their responsibility before they go to sign clearance in
officers
HUSCS-BR7): - the officers of the university must put their signature and the date when
they sign
HUSCS-BR8): - the staff of the university must submit the copy of cleared clearance
form to HRM, VP for academic affairs and president office.
HUSCS-BR9): - staffs should take one piece of approved clearance form from President
Office finally for their validity.
HUSCS-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.
HUSCS-BR 11): - Officers should first check whether the staff approved by the system
or not before putting his/her signature on the clearance form.
HUSCS-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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