1

Fundamentals of Software Engineering project Proposal

Beshir Antu--------------------------------cs/0049/07
Shitaye Dibaba--------------------------------------cs/0181/07
Aman Woyesso-------------------------------------------cs/0025/07
Jorgo Abdisa------------------------------------------------------cs/0120/07
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Hawassa university online clearance system

Project proposal
Content……………………… page
1 .0 Brief introduction………………………………………………..4
1.1 Background of organization……………………………….4
1.2 Background of project………………………………………..5
1.3 Statement of problem………………………………………….6
1.4 Objective of project……………………………………………….8
1.5 Feasibility analysis………………………………………………..9
1.6 Scope of project…………………………………………………….14
1.7 Significance of the project………………………………………14
1.8 Target beneficiary…………………………………………………..15
1.9 methodology ………………………………………………………..16
1.10 system analysis and design………………………………………17
1.11 development tools …………………………………………………..17
1.12 limitation of the project……………………………………………18
1.13 Risk and contingencies……………………………………………..19
1.14 Assumptions and Constraints……………………………………19
1.15 Reference…………………………………………………………………19
2.0 Description of the existing system………………………………20
2.1 Introduction of the existing system…………………………….21
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2.2 Players in the existing system…………………………………….22

2.3 Major functions/activities in the existing system……….22
2.4 Business rule………………………………………………………….....22
2.5 Report generated in the existing system……………………23
2.6 Bottlenecks of existing system…………………………………..23
2.7 Practice to the reserved…………………………………………….23
2.8 Requirements of the proposed system………………………25
3.0 System analysis………………………………………………………..28
3.1 Introduction……………………………………………………………28
3.2 process modelling………………………………………………….28
3.3 conceptual modelling…………………………………………….32
4.0 software design…………………………………………………….33
4.1 Introduction………………………………………………………….33
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Chapter one
1.0 introduction
Clearance is a status granted to individuals typically students
allowing them access to 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.
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.
No one is supposed to be granted access to classified information
solely because of rank or position, but once a clearance is obtained
access to certain information or gain of freedom will be granted.
The proposed system over comes one problem 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 Hawassa University. The online
clearance processing system allows the students to register for the
membership to access the service of the system.
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1.1 Background of the organization

Hawassa University (HU) was established at Hawassa in April 2000.Since
1976 the different colleges of HU had been operational starting with
the college of Agriculture. The University has been formed by merging
three colleges in Southern Ethiopia: Awassa College of Agriculture
(ACA), Wondogenet College of Forestry and Dilla College of Teacher
Education and Health Sciences. The historical background of the three
colleges is briefly described below.
Awassa College of Agriculture (ACA) was established in July 1976 to
offer a 2-year Diploma course with specialization in Plant Science,
Animal Science, Agricultural Engineering and Home Economics with the
objective of training middle level technicians that would serve as
agriculture development and home agents all over the country. In the
1990-91 academic years the college launched a four-year Program in
Plant Production and Dry Land Farming, Animal Production and Range
Land Management and a five-year program in Agricultural Engineering
and Mechanization. Moreover, the teaching staff of the college has
actively been engaged in conducting research and offering consultancy
services to various organizations.
Institutional capacity. Wondo Genet College of Forestry (WGCF) was
established as Forestry Resources Institute in January 1978 to train
forest technicians in a two-year Diploma program. In 1996/7 academic
year, the college was upgraded to a four-year degree program following
the transfer of the Forestry Faculty from Alamaya University to WGCF.
Through sustained effort and support provided by the Swedish
International Development Cooperation Agency (SIDA), the college has
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been successful in establishing training programs as well as building

essential infrastructure, teaching facilities, staff and over all
The university has since upgraded its capabilities, adding new colleges,
institutes and departments, programs and research facilities. Currently,
Today, HU is a comprehensive university engaged in the provision of all-
round education, research, training, & community service through its
diversified areas of academic units.
Mission
Our mission is to provide, coordinate, and facilitate the use of ICT in all
activities of the University in order to facilitate change.
Vision
Our vision is to exploit ICT to its full potential thereby assisting the
University in elevating its position to a center of academic excellence.

1.2 Background of the project

Hawassa 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 Hawassa
University was established in 2000E.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. But the
project give a service only the students. 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
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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 HAWASSA
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.
 Printers and computers etc.
 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.
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 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

1.3.1 Team compositions

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

Shitay
e Jorgo

Aman Beshir

1.4 Objective of the project

General objective
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The main objective of this project is to change the manual clearance

processing system to web based system and solve the above stated
problems.
Specific Object
The specific objective of this project includes:-
 Able to register students.
 Check students from the data base.
 Fast data processing.
 To avoid the problems and stress of travelling and queuing up of
student during clearance
 Efficient use of time.
 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 Feasibility Analysis

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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:

1.5.1 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.

1.5.2 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 Ambo 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.
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 The system can be expanded in any system platforms.

1.5.3 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. So, 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.
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.

1.5.4 Behavioural/Political Feasibility

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Behavioral 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 behavioral
feasibility is very important factor to be considered for effective
working of the system. Behavioral 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. The
system is behaviorally 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.

1.5.5 Schedule Feasibility

Schedule feasibility is concerned with analyzing the expected
completion date of the project and the constraints that may bring
change to this date. We have so many fixed schedule to work together
the project with all groups within each day and for the simplicity and
fast developing purpose.

Activity Duration Predecessor

P project proposal 14 days ….
R Requirement 8days P
analysis
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S system analysis 9days R

and design
D documentation 7days S
and project
submission

0 14 14 22 22 31
P 14 R 8 S 9
0 14 14 22 22 31

31 38
D 7
31 38

1) Cost of the project

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A. Hardware Requirements cost

No Materials Required Amount Price Per Total Cost
Unit
1 Toshiba Computer 2 13000 26000
2 Pen 5 5 25
3 A4 Size Paper 1 Destin 110 110
4 Flash Disk 16GB 250 250
Total
26385
Table 1.2 Hardware Requirement Cost

B. Software Requirements Cost

No Materials Required Price Per
Unit
1 Microsoft Word 2013 Free
2 Word pad Free
3 Google Free
4 Baidu browser Free
5 Mozilla Firefox Free
Total free
Table 1.3 Software Requirement Cost
2) Cost break down
A. One time cost: - are costs incurred at the time of developing
our project.
B. Recurring costs:-are costs those incurred to maintain our
project once developed.
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1.6 Scope of the project

This project is limited only for Ambo University students. Currently
the university performs clearance system manually or paper based
processing system. Generally the scope of this project includes:-
 Our system used for HU students only.
 The System contains all the recorded information that
can be handled by the registrar and other offices.
 Registration for a membership.
 Administrator control the system.
 Users can view their profiles.
 The proposed system is accessed by English language.

1.7 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.
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:-
 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.
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 Information processing is very fast and delays can be minimize.

 Help the University in reducing cost such as labor 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.
1.8 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 improves the tiredness of
student by avoiding to going to different offices to get the
clearance system.
2. University: - in manual system there is loss of materials like time,
paper, pen which is cost and more manpower, the system reduces
loss of costly materials and manpower.
3. Developers of the project: - it increase our knowledge and we get
moral satisfaction from the project we developed.
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1.9 Methodology for the project

1.9.1 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 analyzing the problems with project team.
1.9.2 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.
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1.10 System Analysis and Design

In this project the team used Object Oriented System Analysis and
Development methodology (OOSAD). This has two phases.
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 behavior of the
object.
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 behaviors that support the use case
scenario, and finally update object model.

1.11 Development Tools

Software: - This project use the following system development tools for
different activities.
Tools Activities
Mozilla Firefox, Google Chrome, Browsers
Baidu
Micro office word 2013 For Documentation
Word pad For writing Documentation
Table 1.4 Development Tools
Hardware
 Hard Disk
 Flash Disk 8GB
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1.12 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 Ambo 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. Generally the limitation of this project
includes: -
 This project done only for Ambo University students.
 The system couldn’t give service to academic staff and
administrative staff i.e. limited only for 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.
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1.13 Risks and Contingencies

Some risks and contingencies that may happen during the
development of the system are includes absence of electrical power,
absence of team members during working because of different
problems are happened.
1.14 Assumptions and Constraints
Assumptions: - The group members assume to finish the system
according the given time.
Constraint: - The major constraints of the system are internet and
electric power.

1.15 Reference:-
http://www.google.com
http://www.hu.edu.et

Chapter Two:

Description of the Existing System

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2.1 Introduction of the Existing System

The current clearance processing system is the manual system that
needs intensive human labor, resource, consume time, less security. Here,
the student to visit all the clearance offices with a form for them to fill and
get sign by the respected offices. Once these forms are signed, it proves
that the users have been cleared. This process takes some days to be
completed and possess a lot of stress to all the users and workers who
provide clearance system.

In the manual system, the clearance forms are documented in a file

cabinet. Each time the clearance form is needed, a search operation
conducted on the file cabinets to locate a particular user’s clearance form.

2.2 Players in the Existing System

The main players in the existing system includes the following: -

 Students: - Students will go to department to get the clearance form

and fill the form then go to different offices to get sign.
 Registrar: - They sign in the form and give the form to the students.
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 Proctors: - They check the dorm materials like bed, window, door,
and the door key if all are not damage they sign in the students
clearance form.
 Library: - They check either the borrowed books were returned or
not.
 Sport Science: - This office check sport materials whether the
student take from the office or not.
 Student Service: - Any student debit are defined in this office.
 Book Store: - They check if the students have borrowed a book and
return the book or not, if they have not borrowed the students are
cleared and they put sign in to the clearance form.
 Departments: - Distribute clearance paper form for the students in
respected department.
 Security Guard: - They check the student properties are matched
with their clearance paper.

2.3 Major functions/activities in the existing system

2.3.1 Input Analysis
Input to the system is the form which is fulfilled by the proper users.
These forms are filled by student and submitted to the various offices for
issuing of receipts.

2.3.2 Process Analysis

The form is filling by the students then collected and signed by the
respected offices to certify that the student has completed all the necessary
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things. Hence a certificate issued to show that the student have completed
all the clearance processing.

2.3.3 Output Analysis

The output from the system is the certificate or one form of
clearance issued to the student stating that the student fulfilled all
university obligation and is now free to pass out from the university.

2.4 Business Rules

 Can only access authorized user.
 Unauthorized user cannot access the system for the reason of
system security.
 Users must be registered to access the system to be authorized
user by filling the necessary information in the registration form.
 Users must have username and password to login to the system.

2.5 Report generated in the existing system

The forms generated in the existing system are in the forms of form
and files.

Forms: - Forms are the reports generated in the existing system that
contains all information filled by the university student.

Files: -Files are the collection of information about the students who
involve in the clearance processing system.

These all reports kept in the offices of the university to store

information about the university student.
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2.6 Bottlenecks of the Existing System

Due to the manual means being used by the university, in keeping
information about student’s clearance, a lot of problems are encountered
which includes: -

2.6.1 Performance (Response time)

 Wait in the queue while processing the clearance form.
 Unavailability of some key staff while processing the clearance
form.
 Takes a lot of time to get back a particular clearance from the
respected offices.

2.6.2 Input (Inaccurate/redundant/flexible) and Output

During filling of the form the user may fill inaccurate or incorrect
information and may miss necessary information, this show the system is
inaccurate and the system is not flexible because if user wants to erase the
form he/she must only change another form.

2.6.3 Security and Controls

 Loose of vital documents as the filing system is manual.
 Damage of document due to fire or rain incident.
 Take a lot of time to retrieve a particular clearance form.
 Delay in processing clearance form.
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 Illegal removal of forms by falsified staff leading to

insecurity.

2.6.4 Efficiency
Due to the manual operation most of the activities are easy to
wastage of resources like stationary materials, manpower, time etc. to
produce the corresponding outputs. This makes the current system
inefficient while utilizing resources.

2.7 Practices to the Preserved

Even if the existing system has a lot of problems, there are a number
of activities that need to be preserved. The system uses files and forms to
define operations and to perform business rules in the clearance system.
Our team members preserve the following practices form the existing
system.

 System procedures.
 The rule and regulation of the university.
 Formalities of the users of the system, offices concerned
staffs and students.

2.8 Requirements of the Proposed System

2.8.1 Functional requirements
Functional requirement defines a function of a system and its
components. A function is described as a set of inputs, behavior, outputs,
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data manipulation and processing and other specific functionality that

define what the system is supposed to accomplish.

Performance requirements: - The system performance is one of the

functional requirement in which they regularly and producing quality
output. It is all time ready to perform all the functions, faster response
time and use minimal space usage.

Process requirements: - The system performs the services for all

inputs by functional components of the system based on the given inputs.

Input related requirements: - After the system is implemented, to

perform a process it needs inputs like student username, student ID No
and other information which are necessary to in processing clearance are
entered in clearing process.

Output related requirements: - The system takes in an input to

perform or to process some function in order to produce an output based
on the given input.

Storage related requirements: - The system developed by using

MySQL database server which used to store all the students information
like cleared students and the current available students information to be
cleared.
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2.8.2 Non-functional requirements

Performance: -

 The system is very fast since it is automated.

 The software shall support use of multiple users at a time.
 It works very well with short response time, high throughput and
high availability.
 Reduce costs and time waste by providing access to system in
available place and time where Internet connection is available

User Interface: - The developed system provides web application user

interfaces that are compatible browsers like Internet Explorer, Mozilla
Firefox, Google chrome, etc.

Security and Access Permissions: - The system provides or contains

user name and password for each users based on their privilege. This
performs the following activity: -

 Authenticated user with predefined access right will only enter to

the information related to database.
 Every users should use strong passwords especially admin.
 User must enter valid user name and password to login to system.
Without this, access to the system is denied.
 Data is encrypted for security.
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 System allows only registered users to access clearance system and

also allows the users’ to view their own profile not the other users’
profile.

Backup and Recovery: - When team member standard to develop a

system they must have to put use a backup mechanism by using removable
flash disks, or CDs.

Usability: - The system shall be very easy to learn, needs a basic

computer knowledge to use and have a help menu to guide the user.

Availability: - There is no delay in the availability of any information,

whatever needed, can be captured very quickly and easily. The server
should be always on to be available.

Chapter Three
System Analysis
3.1 Introduction
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This chapter deals with analysing the proposed system by using

process modelling techniques such as data flow diagrams, logic
modelling techniques such as decision tables, conceptual
modelling such as entity relationships(ER) modelling.
After identifying the entities, processes, data flows and
attributes the data flow diagram, decision table and ER diagram
are developed and textual descriptions (scenarios) are stated.

3.2 Process modelling

3.2.1 Data Flow Diagram (dfd)

Hawassa university online clearance system

Entities process data store
Student student fill student info approved
Student info files
Department head check student department student info files
Library check for borrowed books
Dormitory check for dorm material
Student dean take meal card &
Polis identify non_cafe students
Sport science check for discipline record
Registrar sport resource
Approve student info
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Data flows
Sport material
Discipline record
Update student info
Request
Accept
Student info
Approved student info
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3.2.1.1 Context Diagram

3.2.1.2 Hawassa university online clearance system

DEPARTMENT
STUDENT
HEAD

LIBRARY
STUDENT DEAN

Online clearance
system

SPORT SCIENCE
POLIS

REGISTRAR DORMITRY

3.2.1.2 Zero level dfd

Hawassa university online clearance system

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STUDENT
DEPARTMENT
HEAD
1.0 student fill
student info

Student info file

2.0 check & STUDENT DEAN

approve
student’s dep’t

LIBRARY

3.0 check book borrowed DORMITRY

by the student
SPORT SCIENCE

4.0 check sport 5.0 take meal card

resource taken from cafe and identify
non café student
REGISTRAR

6.0 check dorm material and

give permission to leave
dorm for student
8.0 if the students free of anything
approve and permit to leave
7.0 check student list and
ensure discipline penalty POLIS
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Approved student
Info file

3.3 conceptual modelling

3.3.1 Entity relationship modelling(ER)

STUDENT
-student id SPORT SCIENCE
-student name -name
-sex Request -sex
-department -office no
-faculty -building-no
-year
LIBRARY
DEPARTEMENT approve search -name
HEAD -building no
-name
-sex Send
-age
-office no

DORMITRY
-name
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-sex
-age
STUDENT DEAN
-office no
Meal -name
-sex
-age
-office no

Take
POLIS
-name
-office no
-building no
REGISTRAR
-sex
-name -age
-sex Discipline
-age
-office no
-building-no

Permission
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Chapter four
Software design
4.0 Introduction
Architecture type:-
Architectural design is concerned with understanding how a system should be
organized and designing the overall structure of that system. It is the critical link
between design and requirements engineering.
The concept of a notation (graphical, linguistic, or tabular mechanism used for
displaying or formulating ideas) is the keystone to the utilization of a
methodology.
The objective of this session is to deepen our understanding of the role
of notations in the areas of requirements engineering and software design.
Design notations are used when planning and should be able to communicate the
purpose of a program without the need for formal code. Commonly used design
notations are
Design notations are largely meant to be used during the process of design and
are used to represent de
For a function oriented design, the design can be represented graphically or
mathematically by the following:
Structure Charts,
Pseudo code, and
Data Dictionaries.
-Now let us see now of them for the being……
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In case of us which is pseudo code.

Pseudo code mean English descriptions of the algorithm.
*First the student ask request the website called online clearance system,
Then if accepted…fill the students information form and send to department
The department also looks the student info whether it is found or not and when
found approve the student info.
Then after, the student info directly sends to library…here also the same thing
done check for the student info and ensure for book or other associated
material borrowed by the students if not approve the student info.
Then also, the student info send to sport science just to be free of any sport
resources again if nothing the student info approved and send to dormitory
chief.
The dormitory chief also checks the student info just to identify the dorm of the
student and to check for dorm material like door, window, chair…..
If there is no damaged material, the dormitory approve the student info and
give permission to leave the dorm, otherwise the student pay for the damaged
material.
Then after this the student info sends to student dean…the student dean also
see student info and identify whether the student is café or non-café, after that
they take the meal card from café students and pay the costs for non-café
students and approve the student info.
Finally the student info sends to registrar………the student now can leave the
campus.

In short our system look like this!!

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Thankyouforu’r attention!!