 PROJECT ON:

 MADDA WALABU UNIVERSITY FINANCE MANAGEMENT SYSTEM

Prepared by:_KEMALZIYAD

Bale, Robe, Ethiopia

Submission date 5/23/2022

Acknowledgment
first of all we would like to acknowledge to thank Madda walabu University Finance
management system workers all to give info.

Table of content
Content Page
Unit one………………………………………………………………………………………………….5
1. Introduction…………………………………………………………………….....................5
1.1 Background of the project....................................................................5
1.2 Activity of the organization………………………………………………………………..5
1.3 Statement of the problem......................................................................5
1.4 Significance of the project………..…….…………..…..….…............................6
1.5 Objectives………………………………………………………………………………………….6
1.5.1 General (Goal) objective ..............…………………………………………….6
1.5.2 Specific or Immediate objective..............………………………………….6
1.6 Scope and Limitation of the project...………………….……………………………….7

Page 1
 1.6.1 Scope of the project........................................................................7
1.6.2 Limitation of the project..................................................................7
1.7 Project Management Technique.………....………………………………………………….7
1.7.1 Project Budget (cost break down estimation)…….………………………….8
1.7.2 Risk Analysis, identification, mitigation and ........................................8
monitoring…….……..................................................................................………….8
1.8 Feasibility Analysis ...............…………………………….……….……………….....….……..9
1.8.1 Economic Feasibility.……………………………….…….…………....……………..9
1.8.2 Technical Feasibility.........................................................................9
1.8.3 Operational Feasibility....................................................................9
Unit two………………………………………………………………………………........................10
System Analysis
2.1 Methodology and Tools............................……………………….…….……………...10
2.2 Data collection methodology.............................…………….….…………….10
2.3 Systm devlopment tools ……………......………………….……………………........ 9
2.4 Hardware requirement................................................................................9
2.5 Software requirement..................................................................................9
2.6 Problem of current system……………………………………………………………………….11
2.7 Functional Requirement.............................................................................11
2.8 Non-functional requirement........................................................................12

UNIT THREE
System Design
3.1 User interface Prototype (snap shoot)..........................................................13
UNIT FOUR
Implementation
4.1 Implementation.............................................................................................18
4.2 Conclusion and recommendation..................................................................18

Page 2
Abstract
This project will concern about finance management system in Madda walabu University.
In the existing system the transactions are done only manually and there are errors due to
carelessness or oversight that may result in loss to the data and as to the organization. For an
organization, time is very important factor. They works manually, unsatisfactory and very
difficult to work because their current work system has many problems such as lack of security
of data, needs manual calculations using paper, excel and calculator, no fast retrieval of data
time, consume large volume of paper work and more man power, waste of too many hardware
materials and lose of their files. All the necessary records of the above management activities
are kept manually on papers and stored in file cabinet.
The main objective of this system is to develop a new system which solves the above
mentioned problems with the existing system.

The new system implements for mwu finance department to oversee and govern its income,
employee payroll system, expenses, credit interest, profit and loss, day book and assets or
capital with the objectives of maximizing profits and ensuring sustainability.

UNIT ONE
1 Introduction
1.1 Background of the project
FMGT is organization which found in mwu main campus and other branch like Goba. The
main branch of this universities found in Bale Robe. It has more than two branches and in
each branch has more than 13 employees. The main branch has 18 Employees. The
university has main services such as learning and distributes modern system to the student
like photocopy machines, printers, household electronic devices and computers, maintain
electronic devices and give technical services. A financial management system is the
methodology and software that an organization uses to oversee and govern its income,
expenses, and assets with the objectives of maximizing profits and ensuring sustainability.
1.2 Activity of the organization
It’s obvious that in some Ethiopian higher institutions work on FMGTS is not introduced as
much as its expected to be some activities are manually which leads wastage of time, labor
and accuracy so decided MWUFMGTS overcome of manually changed to automated used to

Page 3
budget and expenditures in our system we are developing expected to more efficient,
reliable for the servant.

1.3 Symptoms:-
MWU FMGT the finance work system works unsatisfactory and very difficult to work
because their current work system has many problems such as:

In the existing system the transactions are done only manually and there are errors due to
carelessness or oversight that may result in loss to the data and as to the organization. For
an organization, time is very important factor. They works manually, unsatisfactory and
very difficult to work because their current work system has many problems such as lack of
security of data, needs manual calculations using paper, excel and calculator, no fast
retrieval of data time, consume large volume of paper work and more man power, waste of
too many hardware materials and lose of their files. All the necessary records of the above
management activities are kept manually on papers and stored in file cabinet. Such as
Lack of security of data: - all files are kept on cabinets by a box file they are
exposed to theft and other environmental disaster.
More man power is needed: - requires many numbers of peoples to calculate the
transactions like employees overtime work payment during salary time.
Time consuming: - as it was manual using paper and Excel it is difficult to generate daily,
monthly and annually report on timely and it may have errors as they work in quickly.

1.4 Significance /Benefits of the project

In minimizing the university’s effort paying for them There are different bodies that will be
benefited from this system.The main benefit valuable data usage for the finance
department. Secondly they can reduce the human resource of the office which resulted
expense
3rd change current system of finance management to computerized system.

By computerized current system perform tasks in new system ways.

Used to reduce human labor.

Page 4
1.5 Beneficiaries of this system is the university itself in which, first, the environment is changed
to a computerized environment, which improves the quality of internal operations like accuracy,
timeliness, reliable, secured, relevant and Some the necessary records of the above management
activities are kept manually on papers and stored in file cabinet.

1.6 Objective
1.6.1 General (Goal) objective
The main objective of this system is to develop a new system which solves the above
mentioned problems with the existing system.
1.6.2 Specific or Immediate objectives
The specific objectives of my project are:-
• To design a user friendly system.
• To make the office works in simple way.
• To increase the time to generate the report of the work.
• To give the service to the employees in short period of time.
• To reduce the human resource of the office.
• To increase to the work efficiency of the department.
• To minimize the loss of records or data

1.6.3Scope and Limitation of the projects

1.6.4 Scope of the project
The new system implements for mwu finance department to oversee and govern its
income, employee payroll system, expenses, credit interest, profit and loss, day book and
assets or capital with the objectives of maximizing profits and ensuring sustainability.
1.6.5 Limitation of the projects
• My system is limited to desktop application because I have not applied any networking
concepts as a result it can only serve as desktop application system.
• It can only be implemented only to Madda walabu University finance management system
only.

Page 5
1.7 The Study Team

Role Team member

Project Manager Kemal ziyad

Project Planing and Kemal ziyad

Selection

Project Analyst Kemal ziyad

Project Designner Kemal ziyad

Project Sponsor My family

1.8 Project Management Technique

1.8.1 Project Budget (cost break down estimation)
.Tangible costs
The tangible costs to be incurred in developing the system are:-
• Hardware development cost
• Miscellaneous cost
• Software development cost
. System developm

. Maintenance

Hardware development cost: -

Since the system is developed for educational purpose there is no hardware that I spent
money to buy. The university covers all the hardware expenses.

Page 6
 Software development

Ms word: document tools

Ms power point: presentation

Windows 7: operating system.

PHP script: to write the script.

Java script: for validation

Wamserver: to connect our data base.

Front end: - Visual studio 2010

Miscellaneous Cost:-

The following table lists the different miscellanies costs that I spent in the process of the
development of the system

Material amount price

Printing and copy 13 40 Birr

writing material 5 25 Birr

CD and DVD _ _

Paper 14 paper 35 Birr

Flash disk 8 GB 100 Birr

Total ------------ 200 Birr

Page 7
1.9 Feasibility Analysis

Resource availability will directly affect the ability to achieve acceptable system, this evaluation
determines whether the software and hardware need for the proposed system is available or not.
The proposed system will feasible because hardware and software are available and are cost
effective.

1.9.1 Economic feasibility

Economic feasibility is the process of identifying the financial benefits and costs associated
with the project being developed. That is why economic feasibility is sometimes called cost-
benefit analysis. For the project I,m working on, I have the following benefits and costs.
• Tangible benefits
Unlike, standalone software, this project (FMGS OF MWU) is an application that it will not
get sold for a specific company or any institution. Here the tangible benefits are saving
resources like paper, pen, human power, space needed to keep records and time wasted
• Intangible benefits
The intangible benefits I have pointed out the system development are the following:-
• Students will be satisfied by the services given by the office.
• The workers will have a moral to do their works
The office will be efficient Intangible costs: a cost associated with an association with an
information system that cannot be easily measured in terms of Birr or Dollar
1.9.2 Technical feasibility
A study of resource availability that may affect the ability to achieve an acceptable system. This
evaluation determines whether the technology needed for the proposed system is available or not.

Page 8
Can the work for the project be done with current equipment existing software technology and
available personal?

Can the system be upgraded if developed?

If new technology is needed then what can be developed?

This is concerned with specifying equipment in the software that will success fully satisfy the
user requirement.

Resource availability will directly affect the ability to achieve acceptable system, this evaluation
determines whether the software and hardware need for the proposed system is available or not.
The proposed system will feasible because hardware and software are available and are cost
effective.

1.9.3 Operational feasibility

My system is feasible operationally. The owner can use the system to perform its regular
task without any ambiguity. It can solve all the problems the office is facing by overcoming
the drawback of the current system. It will be advantageous for the owner because it
reduces all the obstacles faced in performing the tasks. The users of the system can
understand the new system with little training& instruction.

1.9.4 Schedule feasibility

This feasibility tries to tell as the major activity done and the time requirement to finish
project and also project deadline.
The project will be finished at the predefined day and time.

Time evaluation is the most important consideration in the development of project. The time
schedule required for the developed of this project is very important since more development
time effect machine time, cost and cause delay in the development

Figure 1: Project schedule

2. UNIT TWO
2.1 Methodology and Tools

Page 9
 2.1.1 Data collection methodologies
I use observation and interview in order to obtain the information about the practices and
problems of the mwu fmgt, which ultimately assists me in developing the automated
system.
• Observation: - Observation is common methods of scientific research to collect the
data. I use observation to know the existing system, the location of mwu fmgt office,
different sub offices and how office members are handling the work in the office.
• Interview: - Interview is particularly useful for getting the history behind the
participant’s experiences. I used interview to get information about the existing system for
developing my project. The interview will be conducted on the staff member.
2.2 Current system
Overview
The organization performs many activities like:
 Provide payroll for employees manually.
 Manage all employees in mwu finance.
 Also manage resources in mwu finance.

2.3 Problems of the current system

In the existing system the transactions are done only manually and there are errors due to
carelessness or oversight that may result in loss to the data and as to the organization. For
an organization, time is very important factor. They works manually, unsatisfactory and
very difficult to work because their current work system has many problems such as lack of
security of data, needs manual calculations using paper, excel and calculator, no fast
retrieval of data time, consume large volume of paper work and more man power, waste of
too many hardware materials and lose of their files. All the necessary records of the above
management activities are kept manually on papers and stored in file cabinet. Such as
Lack of security of data: - all files are kept on cabinets by a box file they are
exposed to theft and other environmental disaster.
More man power is needed: - requires many numbers of peoples to calculate the
transactions like employees overtime work payment during salary time.
Time consuming: - as it was manual using paper and Excel it is difficult to generate daily,
monthly and annually report on timely and it may have errors as they work in quickly.
Players/Actors of existing system
Employers: are people who work in the organization.
Acquisition Officer: the job applicants to be qualified are registered by this officer.

Page 10
 Data clerk: the employee’s information is registered and controlled by the data
clerk.
Job applicant: applies to the field he wants to be employed.
Manager of the organization: is a person who commands the rule and regulation
of the organization.

2.4 Functional requirements

Functional Requirements are those that refer to the functionality of the system, i.e., what
services it will provide to the user. Statements of services the system should provide how
the system should react to particular inputs and how the system should behave in
particular situations. My new system performs the following tasks.
• Register employees and handle their details.
• Calculate for the expenses, income, credit interest, and assets or capital of the
university monthly, quarterly and annually.
• Generate reports & Compute employee payroll
2.3Nonfunctional requirements
Nonfunctional requirements pertain to other information needed to produce the correct
system and are detailed separately. Constraints on the services or functions offered by the
system such as timing constraints, constraints on the development process, standards, etc.

Conclusion
• MWU finance management System is one of the main management system found in
management. After I have completed the project I am sure the problems in the existing system
will overcome. The finance management system process made computerized to design a user
friendly system, reduce the finance of the office, minimize the loss of records or data, minimize
the time consuming to search for records from the file and make it easy to search what we
want, to increase the security of the data by authentication and to increase to the work
efficiency of the department. The problems, which existed in the earlier system, have been
removed to a large extent. And it is expected that this project will go a long way in satisfying
users’ requirements.

Reference
1. Microsoft with Encarta Premium Dictionaries of current English, (2009),University press, 3rd Edition [1].
2. Entre on, Warkenaan Warrken,(2009) [3].

Page 11
3. Introduction to programming logic (2009) [3].
4. The Freedictionary (2007) [7].
5. Pauwels RA, Global strategy for the diagnosis(2005) [6].
6. According to Gordon (2006), computers based information system.
7. Connolly & Begg (2007) [4].

Page 12