DILLA UNIVERSITY

School of Mathematics and Computer science

Computer Science Program
Dilla Town Sesa Kifle Ketema

Practical Attachment

Submitted by:

No. Student’s name ID

1. Chere Lemma RCS 015/08

2. Gutu Gashu RCS 025/08

3. Yeshiwas Yalew RCS 050/08
4. Zemenu Agumas RCS 052/08

Advisor: - Mr. Mesay.A (MSc.)

June 2012

Dilla, Ethiopia
i
Acknowledgement
First of all we give praise for God of heaven, who brought us to accomplishment of our job and
who has given us success, helping us to pass safely through many difficulties.

Following this we have no enough word to express our deepest gratitude and profound thanks to
our advisor Mr. Mesay.A for his technical guidance, constant encouragement, constructive
advice, despite the busy schedule in his office and for his moral support. We have no hesitation
to say that without his grateful help this work may have not been completed.

Next, our sincere gratitude goes to Mr. Berket.S for their hospitality and providing all the
necessary information we required regarding the system.

We also want to thank those that intentionally or unintentionally helped us in facing our obstacles
and helped us to this end.

Last but not the least; we would like to thank all of our group members who contribute their full
effort & cooperation and our family members for their moral and financial support to achieve all
success in our life.

ii
 Table of content

Contents page
Acknowledgement ii

Abstract iv

1. Introduction 1

1.1 Background.......................................................................................................................................1
1.2 Activities of the Organization............................................................................................................1
1.3 Problems of current system................................................................................................................3
1.4 Proposed solution by the group member............................................................................................3
1.5 Feed back...........................................................................................................................................3
2. Activities done by group 3

3. Problem faced in practical attachment 3

4. Opportunity 3

5. Suggestion about practical attachment 3

6. Conclusion and Recommendation 3

6.1 Conclusion.........................................................................................................................................3
6.2 Recommendations.............................................................................................................................3

iii
Abstract
Practical attachment is aimed to train the computer students in real environment by identifying,
analyzing the problem and proposed appropriate solution if possible by developing automate
system to that system. In case of us during our practical attachment we observe, identify and
analyze some problem that is exist in current system of Dilla Town Sesa Kifle Ketem. After we
analyze the problem we proposed or suggest possible solution for the corresponding problem.
The proposed system provides desktop application software for the Sesa Kifle Ketema Record
office that used for recording information about different documents and users.

Practical attachment beneficiary was not the organization but also we the group members got
some important skills such as communication skill and what external world looks like.

Generally the proposed system scope has an ability to alleviate the existing problems of Dilla
University Property Administration System and also make the operations better and user-friendly
and the group members also got the picture of the real world.

iv
1. Introduction

1.1 Background
Dilla town is one of Ethiopia towns which are found in the Southern Nation Nationality of
people (SNNP) regional state. It is far away from Addis Ababa (A.A) which is capital city of the
country 356 KM and 89 KM from Hawassa which is the capital city of SNNP.

Dilla town was administrated under single municipality until 2000 E.C. and as a result of
Business Processing Reengineering (BPR) policy introduction in 2001 E.C. the town was divided
in to 3 kifle ketemas namely:-

 Sesa kifle ketema

 Harowwbo kifle ketema
 Bedicha kifle ketema

From those kifle ketemas we are going too focused on Sesa kifle ketema. As we expressed
previously it was established in 2001EC having their own municipality. This kifle ketema
consists of 3 kebeles, namely: - Breda Keble, Hroke kebeles, Odaya kebele

The kifle ketema includes different departments which perform various activities in the kifle
ketema and concerning the kifle ketema. These departments are the following one:-

 Kifle ketema Administration office

 Gender office
 Youth and Child `ren office
 Justice office
 Land Administration and Development office
 Revenue office
 Record office
 Infrastructure office
 Sanitation Service office
 House Administration

1.2 Activities of the Organization

Table 1:- Departments and their activities

1
No Departments
Kifle Ketema
1 Administration office
2 Gender office
3 Youth and Children office
4 Justice office
5 Land Administration
and Development office
6 Revenue office
7 Infrastructure office
8 Sanitation services office
9 House administration
Input, output and process
Those departments which mentioned on the above takes some information as input and process
the corresponding information and returns the required output as follows :-
Activities
 Administer all activities of the Kifle Ketema
 Political activities
 Mobilized the society
 Guidance and counseling service for women’s
 Provide training and experience sharing
 Organizing women’s
 Provide awareness of gender equality
 Prevent children’s from labor abuse
 Organizing youth
 Mobilizing youth
 Implementing government policies regarding to
youth
 Control the peace and stability of the Kifle Ketema
 Compromise conflicts
 Manage land
 Collecting land information
 Collecting tax
 Land transformation
 Making map and plan land division
 Collect incomes from different source such as
TOT ,Tax
 Deposit incomes in bank
 Auditing income
 Facilitate society services such as electric power ,water
road, health center and etc.
 Control k/ketemas sanitation
 Manage or control kebeles house
2
Depart Activities Input Process Output
ment
 Women’s who need
Gender Office

guidance report to gender

office  Women’s got solution for
 Information  Ask and identify her their problems
 Guidance and  Women’s problem  Women’s are aware
counseling  Provide counseling to her about gender equality
or also the community
 Call women’s meeting  Having healthy women’s
and provide them
guidance on different
issues
 Announce women’s  Having entrepreneur
 Organizing  Women’s  Register women’s for women’s
women’s and  Supervisor selecting them for training  Having self confident
Giving  Materials for  Select required trainer from women’s
training training registered women’s
 Announce trainer time and
place of training

 Receive Government policy  Having entrepreneur

 Implementing  Government and curriculum women’s
government policy  Discuss how and when to  Having self confident
policy  Women’s implement the policy women’s
 Collect all necessary material  Having healthy women’s
useful for the implementation
Youth and children office

 Organizing and  Announce Youth’s

mobilizing  Register Youth’s for  Having entrepreneur and
youth’s  Information organize or group them patriotic youth
 Youth  Organize or group Youth’s
 Government according to the policy and  Reduction of
policy and their interest unemployment youth
curriculum  Provide some guidance and numbers
training to them
 Provide material and all
required things for them

3
OfficeAdministrationLand

 Making map  Land  Map and plan of the city

and city plan information  Registered land with its  Satisfied user
 Implementing such as owner owner  Properly manageable land
government  Land policy
land policy  Land owner
Revenue office

 Take personnel
 Information information from record
 Collecting tax from record offices Tax success fully collected
from various office  Collect tax
source  Calculator  Open account
 Deposit the collected tax
officeRecord

 Collect and
organize  Different
information/re documents  Collect file  Having organized
cords and records  Collect document and documents/recorders
 Transfer/provi records  Different departments got
de  Identify the file that is document they want at a
information/d withdraw time if present.
ocuments to  Identify the file that return
other
departments
officeInfrastructure

 Facilitate  Identify place (kebeles)

society  Information that required
services such  Different raw infrastructure to be build Having fresh water, safe
as, shelter, materials to them road, enough electric power
water, electric  Employee  Rank these different and well desiend health
power, road kebeles or place required center
and etc. society service
 Analyze budget, time and
required man power
 Build the society service

4
services officeSanitation

 Worker  Assign labor force for

 Controlling  Cleaning each kebeles and control Having a beautiful town and
and cleaning materials and manage their cleared environment
the town  Information activities


1.3 Problems of current system

At the time we spent in Sesa kifle Ketema we observed and identified a lot of problems that are
in the existing system. The core points that make the system to be having various problems are
that the existing system was completely manual system. Manual operation usually cause different
problems such as

 Lack of computer trained man power

 Employee of the organization have poor awareness about computer science and
information technology
 Lack of intermediate information storage
 Lack of immediate date retrieval
 Lack of well organized file system and records
 Lack of information security
 Time consumption in finding certain documents
 Shortage of computer

1.4 Proposed solution by the group member

As we discussed above there are so many problems in the current system. As a computer science
professional after we observed and identified the problem of the system we proposed and
developed a simple automate system (software) for the Record office to simplify document
handling mechanism. In general the newly developed software includes the following
functionalities:-

 New File or Documents registration

 Controlling File or Document withdrawal
 Controlling returned documents that are withdrawn
 Searching information about documents based on different criteria
 Registering Employee who withdraw documents and Search information about them
 Creating, deleting and changing password on user account
 Generating report for various purpose

5
Sample user interface of developed software

 Login window

 New File or document registration form

 Employee registration form when withdraw documents or files

6
 Search information form

 Add new file on the existing documents form

7
1.5 Feed back
We showed the newly developed system for the Record office to the employee of the
organization. After we depicted to them the functionality of the new system (software) they
surprised by our task and they express their deep gratitude to us. And also most of the employee
responded explained that they got a good awareness regarding computer science and information
technology. Additionally the manager said that they try to fully change the existing system into
computerized system. General they expressed what they get from us as follows:-

 Awareness about computer

 Knowhow the importance of computer system is
 How to use the computer system
 How to secured their system

And at the end they wish us good luck depicting that as we can get and do so many important
things for our country.

2. Activities done by group

During the period of practical attachment in the organization we placed which is Sesa k/ketema,
the group members perform the following interesting tasks:-

 Identifying and analyzing the problems of existing system

 Suggesting solution for the identified problems
 Developing a simple software for Record office
 Giving awareness about computer science and information technology
 Providing maintenance service such as formatting computer, scanning computer, installing
software such as antivirus and USB security.
 Give knowhow the employee how to use their computer such as how to
 Format computer
 How to install software such as Antivirus
 How to disable flash disk and CD driver
 Helping them by giving different service without our profession.

3. Problem faced in practical attachment

During our attachment we faced a lot of problems such as:-

 Absence of electric power

 Small number of computer in the organization

8
  No automated system to provide knowhow for us. This means we can’t get any
knowledge or experience from them.
 Time management i.e. it was difficult to work attachment parallely with learning
process
 Shortage of money (birr) i.e. sometimes we lost our lunch by staying along period of
time over there.
 Overflow of work with computer is very less, incase of this it was difficult to
participate with our profession.
 Less awareness of employee about computer science and IT

4. Opportunity
From this practical attachment we got some experience and awareness about the outside world.
The opportunities we got are:-

 Awareness about what kind of problems will faced in the work place
 We observed that the community have inadequate awareness about computer science and
information technology and so when we are going out there is great tasks expected from
us to be done
 We know how to make a better social life
 We improved our communication skill with different guys
 We got a great knowledge about work place discipline

5. Suggestion about practical attachment

As you know attachment has many importunacy, because of this we sagest some important idea,
that student should work their attachment in summer season in order to provide good facility on
their environment, such as good communication without lack of language, good service area and
so on. The other idea that we want to suggest is the student should get good finance to work as
expected from them. To sum up, the student that they work their attachment in summer time,
they can work their final project according to their attachment, because they know the system
problem and its solution and can get good experience for their final project.

9
6. Conclusion and Recommendation

6.1 Conclusion
The Dilla Town Sesa Kifle Ketema Automate system needs some improvements before it is
applied to a real application; which is created due to the time shortage, shortage of experience
and other technical Problems. Taking these problems in to account, if the materials requested are
provided and all the installation process is completed; the patient information system will work
well. The Sesa Kifle Ketema system conversion from the old system to this new system is based
on a radical change which needs a complete acceptance from the users of the system.

Finally, we concluded that the Sesa Kifle Ketema Automate system for Record office will be
taken as a means for the Sesa Kifle Ketema Record office to deliver efficient and effective
report generating, Document record registration and information sharing to the among the
department of the system.

6.2 Recommendations
This system will give a solution for some of the problems in the Record office of Sesa Kifle
Ketema of the Dilla Town and we recommended the following points.

 The Sesa Kifle Ketema has to fulfill all the infrastructures needed for the system
implementations.

 The different data manipulators in the Sesa Kifle Ketema, who are the main users of the Sesa
Kifle Ketema Automate system of Record office, must have knowledge about this
technology.

 We recommend to the University’s as well as department of computer Science to provide its

students the opportunity to work on developing systems that are aimed in solving the real
problem during attachment period.

10