School of computing and Electrical Engineering Information Technology program

Title of project:-online help desk or

information exchange center in poly campus

Submitted to Mokonnen Fenta

Submitted by Yohannes Bishaw

Chapter one
Introduction Education is most important thing for development of one country for this development university plays great role by giving educated people to the community. However most university are not technologically well organized for student, worker, teachers and administrative staff in something like getting information that held in the university and to know anything about university activities. This system mostly practiced manually this manual processing has many problems and disadvantage .to minimize this problem we would like to design online or message exchange information center for poly campus.

Background The help center and message exchange established before 2002 E.C .after that the help desk so many work visible for any customer, but up to this help center give services by 2 workers without written work.

Abstract
The proposal on poly campus information exchange system was claimed to change manual information gathering of user in poly campus, which require much time to get information, maximizes the work load of staffs. The objective of proposed system in our project was develop and implement a web based (message exchange) of user in poly campus. To achieve this objective materials and methods used were different hardware and software material. The development of online information exchange important for user because user can get much information in short period of time. After implementation this system can solve the limitation of manual information exchange and improve good learning system and important for country development.

Existing system Poly campus information exchange center which carryout manual method of getting from any university workers and giving data for user. in the campus the user(customer)went to ask information of poly campus go to the information exchange center. in the information exchange center the worker knows the question give response otherwise the worker first ask information from any part of the campus worker then returned to user and tell information for user. Proposed system Poly campus information exchange center system we proposed poly campus user enables to get information at any time everywhere. But with our online help desk, with a single mouse click a student and any other customer can able to find out information in a second. Finally the system

Problem of Existing system The existing manual information exchange system face the following problem: The customer doesnt get information everywhere. The customer doesnt get quick information. Difficult to find information for worker. Information exchange center have not infrastructure like telephone, connection. The system kills user and worker time.

Objective General objective of the project:Main objective of the project is to clearly understand the problem of manual information exchange center system in poly campus and develop web based online information exchange which minimize the worker load and improve service. Specific objective of the project:To achieve the general objective the following specific objective has been set. intranet so that all users are able to get information about them. y on any issue to concerned authorities through online help desk. the users by the concerned authorities.

Beneficiaries of project: Administrative staff Teachers Directors Secretary Student

Scope Poly campus information exchange center has various tasks to be accomplished most of the tasks are practiced using manual processing system. even though manual processing has its own drawbacks and campus center requires an online system to perform tasks efficiently ,this online information exchange system is concerned with user get fast information at anywhere by telephone, website and by direct communication.

Benefits of project
Give fast service for customer. Save time for worker and customer. Make the system online. The customers get their information in a second by only mouse click.

Methodology of project 1. Data collection methodology There are different methodologies available for collecting information (data gathering methods) from the organization such as: Observation (Document analysis and material):-I use this method because sometimes what workers say and what is really happening may differ .to get the right information I use direct observation with documentation and material. Interviews and Questionnaires:-Interviews and Questionnaire some employees and students because this data collection system is very important to gather valid and reliable data that are relevant to this project. Browsing website 2. System development methodology
For my project there were many alternatives that can be used to design and create my data- base such as mysql and php, html, java script programming language. I use mysql as the back end which used to store my data. And I use php at the front end which is a programming language that aims at providing the user with an interface.

Time table Activities March Week 4 April Week 1&2 April Week 2&3 May Week 1&2 May Week 3&4

Data gazering Introduction Abstract Background Scope Statement of problem Methodology Benefits of project Objective Existing system Proposed system Beneficiaries of the project Method and theqniques used Functional and non-functional requirements User requirements and system requirements Hardware and Software requirements System design Actor definition Use case diagram Use case relation diagram Entity relationship diagram Class diagram Sequence diagram Activity diagram Implementation Recommendation and conclusion

Chapter two
Functional Requirement
Functional requirement is a description of activities and services a system must provide. These requirements describe the interactions between the system and its environment independent of its implementation. The environment includes the user and any other external system with which the system interacts. Each is a statement of exactly what the system must do. Functional requirements that must be included in the system are listed below: It is a system requirement that describes an activity or process that the system must be perform. Update the Data Base The user first knows how to use the system. The user collect student information such as student id, name, student address, depending on the information the user feeds the system as input then the system must arrange, organize and update student data and display the information that describe the students.

The other important functional requirement the secured database access so every user must follow according to the instruction.

Non functional requirement The Nonfunctional requirement deals with the quality of the webpage based of information needed to be developed .on functional requirements are those requirement that have nothing to do with the functionality of the webpage but they determine the performance of the webpage .Some of the Nonfunctional requirements are: It must be easier to use and access information. It must provide an environment that is convenient and efficient to use. It must be possible to navigate all pages to page. It must be secured information. It must generate information The webpage should be easy to use : The webpage is user friendly so that users customized in short periods of time trading. The general user interface well be implemented using to easy user interaction with the webpage.

The web can not disclose any personal information about the student and other community without privilege. It keeps the privacy of each individual users information Minimized errors: The webpage should processes and provide documents with in a limited amount of time. Documentation Full documentation of the preliminary investigation webpage requirement analysis, system design document well be completed to enhance future refer.

Hardware and Software requirement

For the new system to be efficient there is a requirement for specific software and hardware. Hardware Requirement: Processor: - Intel Pentium Iv:RAM: - 512 SD-RAM:- is the capacity of RAM. Hard Disk: -120 GB or above:- is the capacity of my personal computer hard disk 1.44MB floppy drive.

Software Requirement: The following soft ware is needed for the new system. Operating system: - Microsoft Window XP is chosen for the system as the operating system. Database Management Software (DBMS):- it is the most important requirement for the new system. To implement database very easily, the widely used database software, MYSQL Application Software:- I used Microsoft Office 2007 for the purpose of project document. Network Requirement: The target hardware system shall have the ability to support http/local host connection. Logical database requirements For the development of the software it is essential to use a database. For this system we use the mysql database of wampserver.

2.3. System Requirement

The system shall provide interfaces for web user search information. Web users can give an necessary information to the user

The administrator asks questions asked by the user by their text area. The system shall accept text based information. Information that comes from any web user within text forms can accept and keeps it. All users can search and see data or information from system. The system shall access easily for all web service users. This web site is flexible for users .that ever any user can navigate from one site to other site in order to get more information. Systems also an interactive future in order to attract web users.

Tools used
For my project there were many alternatives that can be used to design and create my data- base such as mysql and php, html, java script programming language. I use mysql as the back end which used to store my data. And I use php at the front end which is a programming language that aims at providing the user with an interface. PHP

 MY-SQL JAVASCRIPT HTML Microsoft Visio 2003(for the purpose of drawing ) Wampserver Ms word Ms Power point.

Languages English

Use Case Model In its simplest form, a use case can be described as a specific way of using the system from a users (actors) perspective. Use cases provide a means to capture system requirements, communicate with the end users and domain experts, and test the system. Use cases are best discovered by examining the actors and defining what the actor will be able to do with the system. Use case The following use cases have been identified from the system specification Login

Record information Send questions

 Answer questions Upload information Search information Delete data View information Logout Update information Actors The identified actors that will be participating in the system are: User Administrator Employee

Use Case Diagram Use case diagrams graphically depict system behavior (use cases). These diagrams present a high level view of how the system is used as viewed from an outsiders (actors) Perspective.

System use case diagram of web based information exchange in ploy campus

recored information

upload delete login uses logout

worker

update admin

search

answer questions

customer
view

Send questions

Use case description: Use case one: login Name Actor Description Precondition: Post condition Basic course of action login Administrator The administrator of the system login in admin account and do tasks The administrator first must open the website The administrator successfully login and do tasks properly.

User action 1. The administrator went to enter to the system. 2. The administrator enters username and password. 3. The administrator click on login button. 7.The use case ends.

System response 4.The system responds the request action. 5. The system validates the user password and username 6. Your username or password is correct.

If the user name and password are in correct the system shall generate try again message. If user name and password more than two times interred re browse access is dined

Use case two: logout Name Actor Description Precondition: Post condition Basic course of action logout Administrator The administrator of the system must logout after you finish work properly. The administrator must login to the system. The system logout

User action 1. The administrator went to logout from the site. 2. The administrator click on logout button. 5.The use case exit.

System response 3.The system responds the requested action. 4. The system displays successfully logout message.

Use case three: Record information

Name Actor Description Precondition: Post condition Basic course of action

Record information Administrator, worker Record new information They must open the database of the system Close the site.

System response User action

1. The administrator and worker wants to record information to the system. 2. The administrator and employee must open the site. 3. Record new information to the system. 4. After writing the data must click on record information button. 5. Finally must close the site. 6. Use case end.

Use case four: view information Name Actor Description Precondition: Post condition Basic course of action view Customer, worker The user see information they went The user must open the website The user knows the wanted information.

System response User action

1. The user or employee wants to see information. 2. The user or employee open site. 3. They must search necessary information. 4. They send questions to the system. 5. The system sends questions to the user. 6. After getting necessary information they can view. 7.

Use case five: search information Name Actor Description Precondition : Post condition Search Customer, worker Search data from system database The user already has username and password to login the home page..

View the searched data

Basic course of action

User action 1.User,employee,administrator wants to search data from the system. 2. User,employee,administrator open the site of the system. 3.Go to search button text area write information search from database. 4.Clik on search button . 7.the person see information 8.Use case ends.

System response. 5.The system responds the requested action . 6.The system display searched data or information to the wanted person.

If the searching word not available the system generates alternative retry message to the web users

Use case six: update information Name Actor Description Precondition: Post condition Basic course of action update Administrator The only permission to update information is administrator. The administrator must know the updated information. The administrator sees updated information .

System response User action

1.The Administrator wants to update Information to the system. 2. Search information from database. 3. The system will display all information they may update. 4. The Administrator enters update all necessary information 5. The Administrator click on update button. 6.The system respond the requested action . 7. The system successfully updates information in to database. 8. Use case Ends.

Use case seven: delete information

Name Actor Description Precondition: Post condition

delete Administrator Delete unwanted information from database The person must login as administrator account. The

Basic course of action

User action 1.The administrator wants to delete unwanted data from database. 2.The administrator open site and login to the system by account . 3.The administrator sleet unwanted information or data. 4.The administrator click on delete button. 7.The administrator logout there account. 8.Use case exit.

System response 5.The system responds the requested action . 6.The system display for administrator successfully delete information message.

Use case eight: answer questions

Name Actor Description Precondition: Post condition Basic course of action

Answer questions Administrator The administrator answers questions asked by the user. The administrator first sees questions asked by the user. The administrator answers the question correctly.

System response User action 1. The administrator went to answer question asked by user. 2. The administrator opens the website. 3. The administrator click on answer question button. 6.Administrator search information from database. 8.The administrator writes the answer and send to the user by clicking answer questions. 9.Use case ends. 4.The system respond requested action to the administrator. 5.The system display all question asked by the user. 7.The system display searched data or information.

Use case nine: send questions Name Actor Description Send questions Customer The users send unknown information to the system.

Precondition The user must open the website and the space of question writing. : Post condition Basic course of action The user send unknown question successfully to the system.

User action 1.The user wants to ask system questions. 2.The user open site. 3.The user write question in text area in front of send question button. 4.The user click on send questions button. 7.Usecase exit.

System response 5.The system respond requested action. 6.System transfer question from user computer to administrator computer.

Use case ten: upload Name Actor Description Upload Administrator The administrator of the system login in admin account and do tasks

Precondition: The person must login to the system by administrator account . Post condition Basic course of action The administrator logout after upload new information.

User action

System response

5.The system responds the requested action. 1.The administrator wants to upload 6.The system display uploaded information. new information. 2.The administrator login to the system by admin account. 3.The admin select uploaded data or new information. 4.The admin click on the upload button. 7.The admin logout their account after finishing works. 8.Use case exit