G5proposal of Educational Technology and Information Management Department (ETIM)

MeU
METTU UNIVERSITY
College of Education and Behavioural Science
Educational Technology and Information Management
Department
Industrial Project One Proposal: Final Project Proposal
Documentation
Project Title: Mettu University Student’s Online Clearance System

Student Online CMS For MEU 1 07/24/2021

PROPOSED BY:
Group Fifth

CHAPTER ONE
INTRODUCTION
 Clearance is a status granted to individuals typically students allowing
them access to information.
 The term clearance is also sometimes used in private organizations that
have a formal process to check the employee’s information.
 A clearance by itself is normally not sufficient to gain access; the
organization must determine the cleared individual has need to know
the information.

Cont…
 Clearance is the process of determining and negotiating any permission that
are needed to use of someone else’s intellectual property creative project.
 Part of that process includes:-
 Determining the owner(s) of the intellectual property.

 Contacting the owners and negotiating on agreement.
 Administering written contracts.
 Handling other issues related to the use and licensing of intellectual
property.

Cont…
 The proposed system over comes problems done by manual system.
 To reduce misuse of manpower, avoiding errors, to save time, to
provide comfort clearance process for the students and to provide
insurance for the organization especially for workers who play role
in the clearance processing system.
 This system works for students of Mettu University.

 The online clearance processing system allows the students to
register for the membership to access the service of the system.

1.1. Background of the organization
 town, the capital of Ilu Aba Bor Zone
Mettu University is located in Mettu
of Oromia Regional State. It was established in 1998 E.C (2006 G.C), and
is one of learning institutions in Ethiopia. In 2004 E.C the institution started
to offer undergraduate degree programs.
 Mettu University is one of the fastest growing Universities in Ethiopia with

new opportunities rising continually in several fields with more than 13,000
students with one institute, more than 8 colleges, and above 40 departments
in main campus at Mettu, and branches at Bedele campus.
 There are also many specializations under the institute, schools and
departments.

Cont…
 Today, Mettu University is a comprehensive university engaged in the
provision of all-round education, research, training, & community service
through its diversified areas of academic units.
 Mettu University is actively engaged in expansion activities to increase its

intake capacity.
 Presently the University runs both graduate and under graduate programs.
Besides its main campus at Mettu, the University also has Faculty of
Agricultural and Economics; as well as generalist/ 12+1 fresh pupils at Bedele
campus.
 The University show a great change in three years and the student numbers is
increased.
Cont…
 In the years to come, the university has the vision of
becoming one of the most prestigious universities in the
country excelling in academics, research and community
service giving its at most attention to quality education.
 Offering relevant, quality education and training, conducting

demand driven research and rendering accessible community
services

1.2. Background of the project
 Mettu University student’s clearance processing system is one of the
processes that will be done to be cleared the students from the campus.
 The manual clearance system starts the process as Mettu University was
established in 2004 E.C.
 The system gives its function to many user of the University. The
numbers of students grow from year to year in many numbers.
 Now a day, there are many users of the clearance processing system.

Cont…
 The students get one copies of clearance sheet from department and get
signature and stamp from around eight offices
 These are Advisor, Bookstore, Library, Health and physical

Education, Student’s Proctor, Student Service, and College/Institute
Registrar. After they finished all necessary requirements,
 Finally the students take copies of sheet that has all signature and stamp
from all offices.
 This processing makes the students bulky because they go to about eight
offices.

1.3. Statement of the problem
 The process of clearing students of a named institution METTU UNIVERSITY after the
end of academic year requires that the students must be cleared in their various departments.
 This clearance processing system service currently uses manual system which creates the
following major problems;-
 Data recording system is not centralized or not in the modern system which
is difficult to search.
 It creates wastages of material & time.
 Data redundancy & loss of data.
 Consumes more resources to complete the process which is of high cost such
as:-
 Stationary material.

Student Online CMS For MEU
Printers and computers etc.
11 07/24/2021
Cont…
 Need more manpower to process the clearance in the respective offices.
 Error is happened during process the clearance System.
 The process is very offensive for students when there is a harsh
atmosphere like rain.
 To process the clearance is lot of queue because of the number of users.

 Employees involved in the clearance process are not available 24 hours
of the day.
 Hence, it became imperative for computer software based online

clearance system to eliminate the shortcoming of the manual
system in place as above listed problem.

1.4. Objective of the project
1.4.1. General Objective
 The General objective of this project is to design and develop Student

Online clearance system for Mettu University to solve the above stated
problems.
1.4.2. Specific Object

 The specific objective of this project includes:-
 Able to register students and other users.
 Check students from the data base.
 Fast data processing.
 Efficient use of time.

Cont…
 To avoid the problems and stress of travelling and queuing up of student during
clearance, Designing friendly user interface.
 To develop reliable clearance system.
 To provide borderless access.
 To ensure prompt clearance.
 To develop transparent clearance system.
 To develop effective and efficient clearance system.
 To avoid redundancy, and inconsistency.
 To overcome problem of wastage of resources like pen, paper and human
power.
1.5. Significance of the project
 The project work will help in a good ways to ease the queuing system in
the university as the online clearance system will help students to achieve
whatever they want without coming to the various offices for clearance
personally such as dormitory, bookstore, registrar, sport, library and
student service, cafeteria.
 Online student clearance system allows the users to check their clearance
status as whether they are in any way obligated to the university, fill and
submit their clearance form, and obtain their clearance letter.
 There are many other advantage of student’s online clearance system.

Some of them are listed below:

Cont…
 It save a time.
 It is very convenient to use it right from the dormitories, office or anywhere in the
campus or in the world.
 Information processing is very fast and delays can be minimize.

 Help the University in reducing cost such as labour and stationary.
 Process clearance effectively and efficiently.
 Provides a reliable and transparent clearance processing system.
 It provide borderless access.
 It provide a reliable and transparent system devoid of person interest and inclination.
 The system removes the problems of stress, travelling to different office and
queuing up of students during processing of the clearance.
1.6. Scope and Limitation of the project
1.6.1. Scope of the project
 This project is limited only for Mettu University students. Currently the
university performs clearance system manually or paper based processing
system.
 Generally the scope of this project includes:-

 The System contains all the recorded information that can be handled by the registrar
and other offices.
 Registration for a membership.
 Administrator controls the system.
 Users can view their profiles.
 The proposed system is accessed by English language.

1.6.2. Limitation of the project
 Defines what the proposed system is not going to perform or what is not
including in the proposed system.
 This project covers some of the aspects of computer software based online
clearance processing system using Mettu University as case study.
 However the following are the constraints:-

 Time constraints: - Due to time constrain the web page covers only
clearance for various departments by the students.
 Financial constraints: - Due financial constraints people cannot afford

this kind of process online especially towards the cost of accessing the
internet.
 Therefore, it would cost a lot to develop a full web based clearance

processing system.
Cont…
 Generally the limitation of this project includes:
This project done only for Mettu University students.
If the students lost/damage the university property, he/she
couldn’t gain clearance, until the students pay the cash
personally to finance.
The proposed system cannot accessed with their local

language

1.7. Feasibility Analysis/ study
 Feasibility analysis enables the system to determine ether or not the project
can be developed, evaluates and identifies the newly developed system.
Therefore, the feasibility analysis of proposed system involves the following
feasibility:
1.7.1. Economic Feasibility

 When the team can be analyses the system by comparing the cost with the
benefit (the enterprise can get by using the proposed system), surely the
benefit out weight the cost.
 The cost of developing a full system, including software and hardware cost
for the class of application being considered should be evaluated.

Cont…
 The benefit that obtain by using the proposed system can be
categorized as tangible and in tangible.
Tangible benefits are:

 Using less man power than the existing system.
 Increase speed of activities and competence.
 Reduce cost.

Cont…
 Intangible benefits are:
 Knowledge required by project developer.
 Facilitating information processing.
 Updating information.
 Increasing the competitiveness of the individual.
 Improved productivity.
 Improving the morale of our team.
 Facilitating information processing of our team
 Therefore the team decided the proposed project is economically
feasible.
1.7.2. Technical Feasibility
 The system developers understand the scope, objectives including specific
objectives and limitations of the proposed system well and the users have technical
capability/ability to use this system.
 As a result they develop the system for Mettu University successfully within
proposed resources (budget, time, etc.).
 This also deals with the hardware as well as software requirements. We have to find
out whether the necessary technology and the proposed equipment have the capacity
to hold the data used in the project.
 The technical feasibility issues usually raised during the stage of fact finding
includes the following:-
 This software is running in windows and Linux operating system.
 The system can be expanded in any system platforms

1.7.3. Operational Feasibility
 The proposed system will solve the business and time problem for the
organization.
 Therefore the campus administration and other users providing effective

processing system, which satisfies their needs.
 The proposed system offers greater level of user-friendliness.

 The proposed system produces best results and gives high
performance.
 The proposed system can be implemented easily.

 The proposed system can be solved the existing system problem and
challenge.
1.7.4. Time Feasibility
1.7.4.1 Time Schedule
 Schedule feasibility is concerned with analysing the expected completion
date of the project and the constraints that may bring change to this date.
 We have so many fixed schedules to work together the project with all
groups within each day and for the simplicity and fast developing purpose.

Cost of the project
A. Hardware Requirements cost
No Materials Required Amount Price Per Unit Total
Cost
1 hp Computer 2 15000 30000
2 Pen 10 10 100
3 A4 Size Paper 1 Destin 300 300
4 Print 100 1 100
5 Flash Disk 1(16GB) 250 250
6 CD-ROM 2 70 140
Total 30,890
Table 1.2. Hardware Requirement Cost

B. Software Requirements Cost
No Materials Required Price Per Unit
1 Microsoft Word 2010 Free
2 Notepad++ Free
3 Microsoft Office Visio 2007 Free
4 SQL Server 120
5 Mozilla Firefox Free
Total 120

1.7.1.2. Cost break down
 One time cost:-Are costs incurred at the time of developing our project.
 The cost to buy server computer.
 The cost to buy client computers and network connection devices.
 The cost paid for system designers and system analysts.
 The cost of Software to be acquired to build and run the system.
 Recurring costs:-are costs those incurred to maintain our project once developed.
 The cost to train students and instructors how to use the system.
 The cost to maintain computers if there is problem with computers.
 Salary of system administrator to be hired to administer and maintain the

system.

1.7.5. Political /Behavioural Feasibility
 Behavioural feasibility is the measure that how users use the system
effectively.
 The proposed system should be easy to operate, convenient in

maintenance and effective in its working.
 Thus behavioural feasibility is very important factor to be considered for

effective working of the system.
 Behavioural feasibility is dependent on human resources available for the

project and involves projecting whether the system will operate and be
used when it is functionally operate.

Cont…
 The system is behaviourally feasible because of the following:-
 The proposed system is easy to operate.

 Retrieval of information is easy, accurate and fast. Since developing
this new system will be solve the clearance system problems.
 The users will undoubtedly have positive attitude towards the system
and the system is politically feasible and free from any legal claims.

1.8. Methodology for the project
1.8.1. Data source
 Is the way or mechanism in which we gather information to develop the system.
 We have used the following methods: -
 By seeing the forms that the existing system uses how students clear and take
out their property from the campus.
 Interviewing the heads of the office and the clerk (asking open and closed
question)
 Observing different files and reporting documents.
 Collecting information from different references, projects and web sites
 By discussing and analysing the problems with project team.

1.8.2. Team compositions
 We have organized our self (team member) in a decentralized way that
every team member communicates to each other and diagrammatically

1.8.3. Fact Finding Techniques
 Practical Observation: - we observed physically the current existing

system which is done by manually.
 We referred different forms and documents in the department,

registrar and some other offices.
 Document Analysis: - For more information about the existing

system we refer relevant documents, others reading materials and
some forms in different offices.
 Interview: - To get the basic information and background

information about the existing system structure, we ask different
question from different persons who provide clearance system.
1.8.4. Software development Methodology
 This project follows or uses agile software development methodology
which is object-oriented paradigm with greatest values such as:
 Individuals and interactions over processes and tools.
 In agile development, self-organization and motivation are important,

as are interactions like co-location (i.e. face-to-face conversation is
the best form of communication) and pair programming (an agile
software development technique in which two programmers work
together at one workstation) over processes and tools.
 Working software over comprehensive documentation:
 Working software will be more useful and welcome than just

presenting documents to clients34in meetings.
Student Online CMS For MEU 07/24/2021
Cont…
 Responding to change over following a plan:
 Agile development is focused on quick responses to change and continuous

development.
 Continuous attention to technical excellence and good design
 Modularity: Agile methods break tasks into small increments with minimal
planning and do not directly involve long-term planning.
 Agile methods emphasize face-to-face communication over written

documents when the team is all in the same location.
 Saves cost, time and efforts by following iterative incremental work delivery
and thereby identifying deviations early.
 Agile facilitates smooth flow of knowledge sharing.

Cont…
 Increases cohesion between the teams to deliver on time.

So project teams are involved more actively in all the
stages.
 Simplicity: agile making things simple and free to

change.
 Provides the end result of higher quality of the software

delivered and a highly satisfied customer

1.9. System Analysis and Design
 In this project the team used Object Oriented System Analysis and Development
methodology (OOSAD). This has two phases.
1.9.1. Object Oriented Analysis (OOA):-
 During this phase the team used to model the functions of the system (use case
modelling), find and identify the business objects, organize the objects and
identify the relationship between them and finally model the behaviour of the
object.
 It includes the system use case diagrams, the use case descriptions (scenarios),
sequence diagrams, activity diagrams, and class diagrams
 After identifying the actors and use cases, the use cases are developed and textual
descriptions (scenarios) are stated.
 The Sequence diagram depicted based on the use cases which are developed for
the proposed system.
1.9.1.1. Actors
 An actor is a person, organization, or external system that plays a role in
one or more interactions with your system.
 Actor can be interact with system causing it to respond any observable

occurrence to react and responds to the system’s request.
 Actors are drawn as stick figures.

 Admin/ manager
 Offices……President offices, Registrar, Department, proctor, student

service, librarian, book store, sport science office, cafeteria,….
 Student
 Instructors

1.9.2. Object Oriented Design (OOD)
 During this phase the team used to refine the use case model to reflect the
implementation environment, model object interactions and behaviours that
support the use case scenario, and finally update object model.
 It includes database design. System design is the transformation of the

analysis model into a system design model.
 System design is the first part to get into the solution domain in a software
development.
 Design focus on transforming the analysis model into the design model that
takes into the non-functional requirements and constraints described in the
problem statement and requirement analysis.

1.10. Development Environment and Programming Tools
1.10.1. Software tools

 This project uses the following system development tools for different
activities.
Tools Activities
Notepad++ For editing code
CSS For attractive layout
PHP Front end (Server side coding)
HTML Client side coding
Java script Client Side Scripting/For form validation
MYSQL Back end(data base)/ database part
Apache Server As server
Microsoft edge, Brave, Google Chrome, Mozilla Browsers
Firefox, IE, Opera
Ms office word 2010 For Documentation
Ms office PowerPoint 2010 For Presentation
Wondershare EdrawMax 2021, Ms office Visio 2007 To draw UML Diagram and for designs
Adobe Photo Shop CS5 To design back ground images

1.10.2. Hardware tools
 Hard Disk 465 GB and above

 RAM 2 GB and above.
 Intel(R) Core(TM) i5-2120 CPU, 8th Gen.
 System type: 32 /64 bit operating system.
 CD-ROM 700MB
 Flash Disk 16GB and above
 Printer

THANK YOU
VERY
Much EVERY
4 UR @10TION!!! BODY

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MeU

Student Online CMS For MEU 1 07/24/2021

Student Online CMS For MEU 2 07/24/2021

 Clearance is a status granted to individuals typically students allowing

them access to information.

 The term clearance is also sometimes used in private organizations that

have a formal process to check the employee’s information.

 A clearance by itself is normally not sufficient to gain access; the

organization must determine the cleared individual has need to know

Student Online CMS For MEU 3 07/24/2021

are needed to use of someone else’s intellectual property creative project.

 Part of that process includes:-

 Determining the owner(s) of the intellectual property.

Student Online CMS For MEU 4 07/24/2021

 This system works for students of Mettu University.

Student Online CMS For MEU 5 07/24/2021

 Mettu University is one of the fastest growing Universities in Ethiopia with

Student Online CMS For MEU 6 07/24/2021

 Mettu University is actively engaged in expansion activities to increase its

 Offering relevant, quality education and training, conducting

Student Online CMS For MEU 8 07/24/2021

Student Online CMS For MEU 9 07/24/2021

 These are Advisor, Bookstore, Library, Health and physical

Student Online CMS For MEU 10 07/24/2021

 It creates wastages of material & time.

 Data redundancy & loss of data.

 To process the clearance is lot of queue because of the number of users.

 Hence, it became imperative for computer software based online

Student Online CMS For MEU 12 07/24/2021

 The General objective of this project is to design and develop Student

1.4.2. Specific Object

 Able to register students and other users.

 Check students from the data base.

 Fast data processing.

 Efficient use of time.

clearance, Designing friendly user interface.

 To develop reliable clearance system.

 To provide borderless access.

 To ensure prompt clearance.

 To develop transparent clearance system.

 To develop effective and efficient clearance system.

 To avoid redundancy, and inconsistency.

 To overcome problem of wastage of resources like pen, paper and human

 There are many other advantage of student’s online clearance system.

Student Online CMS For MEU 15 07/24/2021

 Information processing is very fast and delays can be minimize.

1.6.1. Scope of the project

 Generally the scope of this project includes:-

 Registration for a membership.

 Administrator controls the system.

 Users can view their profiles.

 The proposed system is accessed by English language.

 However the following are the constraints:-

 Financial constraints: - Due financial constraints people cannot afford

 Therefore, it would cost a lot to develop a full web based clearance

The proposed system cannot accessed with their local

Student Online CMS For MEU 19 07/24/2021

1.7.1. Economic Feasibility

Student Online CMS For MEU 20 07/24/2021

categorized as tangible and in tangible.

Tangible benefits are:

Student Online CMS For MEU 21 07/24/2021

 This software is running in windows and Linux operating system.