HARAMAYA UNIVERSITY

College of Computing and Informatics

Department of Information Systems

Project Report

Afran Kallo Collage Management System

Group Members
1. Gemechis Shiferaw………………607/08
2. Eden Zewdie……………………...595/08
3. Mohamed Jaffar…………………575/08
4. Meseret Befikadu…………………623/08

Adviser
Ms. Blen Yitages
Haramaya, Ethiopia

Supervisor Affiliation 2019

 HARAMAYA UNIVERSITY
College of Computing and Informatics

Department of Information Systems

CERTIFICATE
This is to certify that the work embodies in this project entitled “Afran Kallo
Collage Management System” being submitted by following students for
partial fulfillment of the requirement to “Haramaya University” during the
academic year 2018-19 is a record of Bonafede piece of work, carried out by
them under my supervision and guidance in the “Department of
Information Systems”,
College of Computing and Informatics.
1. Gemechis Shiferaw………………607/08
2. Eden Zewdie……………………...595/08
3. Mohamed Jaffar…………………575/08
4. Meseret Befikadu…………………623/08
ADVISER BY: CO ADVISER BY:

Ms. Blen Yitages Mr. Yishak Gebeyehu

(Lecture….) (Lecture….)

HEAD OF DEPARTMENT

Mr. Beyene Badhasa (Lecture….)

 HARAMAYA UNIVERSITY
College of Computing and Informatics

Department of Information Systems

CERTIFICATE OF APPROVAL
The project report entitled “Afran Kallo Collage Management System”
being submitted by following students has been examined by me/us and is
hereby approved for project work which it has been submitted. It is
understood that by this approval the undersigned do not necessarily
endorse or approve any statement made, opinion expressed or conclusion
drawn therein, but approve the project report only for the purpose for which
it has been submitted.

1. Gemechis Shiferaw………………607/08
2. Mohamed Jaffar…………………575/08
3. Eden Zewdie……………………...595/08
4. Meseret Befikadu…………………623/08
APPROVED & ADVISER/ CO ADVISER BY:

Ms. Blen Yitages Mr. Yishak Gebeyehu

(Lecture….) (Lecture….)

DATE: 22/2/2019
 Acknowledgement
First and for most we would like to express our special thanks to almighty God for helping
us through all our steps start and finish of our work in such beautiful manner. Then the team
would like to thank to the project advisor, Ms. Blen Yitages and Yishak Gebeyehu. for their
valuable guidance and advice. they inspired us greatly to work in this project. their willingness to
motivate us contributed tremendously to the project. Besides, the team would like to thank the
authority of Haramaya University (HU) for providing us with a good environment and facilities to
complete the project. Also, we would like say thank you to our families for caring, helping
and supporting in every aspect and also the team would like to take this opportunity to thank
to the department of Information System for offering this subject, developing this final year
project. Without helps of the particular persons that mentioned above, we would face many
difficulties while doing this project. Last but not list our thanks for ourselves for doing such a
merciless, attractive and addressable efficient works we made by sharing our efforts to
success in our work. We develop this project not only for marks but also increase our
knowledge

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Table of Contents
ABBREVIATION........................................................................................................................................ vi
Abstract...................................................................................................................................................... vii
CHAPTER ONE ........................................................................................................................................... 1
1.INTRODUCTION ..................................................................................................................................... 1
1.1 Background of The Study ................................................................................................................... 2
1.2 Statement of the problem ........................................................................................................................ 3
1.3 OBJECTIVES OF THE PROJECT ........................................................................................................ 4
1.3.1 General objective ......................................................................................................................... 4
1.3.2 Specific Objective ........................................................................................................................ 4
1.4 Methodology ....................................................................................................................................... 5
1.4.1 Method of Data collection............................................................................................................ 5
1.4.2 Primary Data Collection method .................................................................................................. 5
1.4.3 Secondary data collection ............................................................................................................ 6
System Development tools.................................................................................................................... 6
1.5 Scope of the project ............................................................................................................................ 6
1.6 Significance of the project .................................................................................................................. 7
1.7 Limitation of the project ..................................................................................................................... 8
1.8 Feasibility Assessment ........................................................................................................................ 8
1.8.1 Economic Feasibility.................................................................................................................... 8
1.8.2 Technical Feasibility .................................................................................................................. 10
1.8.3 Operational Feasibility ............................................................................................................... 10
1.8.4 Schedule Feasibility ................................................................................................................... 11
1.9 Management issue ............................................................................................................................. 11
1.9.1 Team configuration and management ........................................................................................ 11
1.9.2 Communication plan .................................................................................................................. 15
1.9.3 Change management .................................................................................................................. 15
CHAPTER TWO ........................................................................................................................................ 17
Modeling and prototype .............................................................................................................................. 17
2 Descriptions of the existing and proposed system ............................................................................... 17
2.1 The Existing System ..................................................................................................................... 17
2.2 Proposed System ........................................................................................................................... 18
 Actors of new system .......................................................................................................................... 18
Expected Advantages of the Proposed System ....................................................................................... 18
2.3 Functional Requirement .................................................................................................................... 19
2.4 CRC (class responsibility collaboration) .......................................................................................... 20
2.5 Use Case Modelling .......................................................................................................................... 25
2.5.1 Essential use case model ............................................................................................................ 25
Essential Use case Description ........................................................................................................... 26
2.5.2 System Use case model .............................................................................................................. 29
2.6 Features ............................................................................................................................................. 45
Easily Accessible ................................................................................................................................. 45
2.7 User Interface Prototyping ................................................................................................................ 46
2.7.1 Traditional User Interface Prototyping ...................................................................................... 46
2.8 User-Interface Flow Diagramming ................................................................................................... 47
2.9 Supplementary Specifications ........................................................................................................... 49
Business Rules .................................................................................................................................... 49
2.10 Non-Functional Requirement .......................................................................................................... 50
2.10.1 Constraints ............................................................................................................................... 50
CHAPTER THREE .................................................................................................................................... 50
Design Document.................................................................................................................................... 50
3.1 Classes-Type Layered Approach ...................................................................................................... 50
3.2 Class diagram .................................................................................................................................... 51
3.3 Sequence diagram ............................................................................................................................. 52
3.4 Activity Diagram .............................................................................................................................. 58
3.5 User interface design......................................................................................................................... 61
3.6 State Chart Diagram .......................................................................................................................... 62
3.7 Object diagram .................................................................................................................................. 65
3.8 Persistence modelling /Database design ........................................................................................... 66
3.9 Component Diagram ......................................................................................................................... 72
3.10 Deployment Diagram ...................................................................................................................... 73
CHAPTER FOUR....................................................................................................................................... 75
IMPLIMENTATION ............................................................................................................................... 75
4. Report on Implementation .................................................................................................................. 75
4.1. Sample Code .................................................................................................................................... 75
 4.3. Testing.............................................................................................................................................. 88
4.3.1. Unit Testing .............................................................................................................................. 88
4.3.2 Integration and System testing ................................................................................................... 88
4.3.3 Conclusion .................................................................................................................................. 89
4.4. Client Feedbacks .............................................................................................................................. 90
4.5. User Manual ..................................................................................................................................... 90
Bibliography ............................................................................................................................................... 94

List of Figure

Figure 1 CRC Diagram for Actor Class ...................................................................................................... 22

Figure 2 CRC for User Interface ................................................................................................................. 23
Figure 3 CRC for Business Class................................................................................................................ 24
Figure 4 Essential Use Case ........................................................................................................................ 25
Figure 5 System Use Case .......................................................................................................................... 30
Figure 6 User Interface Prototype ............................................................................................................... 47
Figure 7 : Afran Kallo Collage Flow Diagram ........................................................................................... 48
Figure 8 Classes-Type Layered Approach .................................................................................................. 51
Figure 9 Class Diagram .............................................................................................................................. 52
Figure 11 Sequence Diagram for Grade Result .......................................................................................... 53
Figure 12 Sequence Diagram for Assign Book........................................................................................... 54
Figure 13 Sequence Diagram for Rate ........................................................................................................ 55
Figure 14 Sequence Diagram for Employee Placement ............................................................................. 56
Figure 15 Sequence Diagram for Generate Schedule ................................................................................. 57
Figure 17 Activity Diagram for Login ........................................................................................................ 58
Figure 18 Activity Diagram for Grade Result ............................................................................................ 59
Figure 19 Activity Diagram for Employee Placement................................................................................ 59
Figure 20 Activity Diagram for Manage Account ...................................................................................... 60
Figure 21 User Interface for Home Page .................................................................................................... 61
Figure 22 User Interface for Login ............................................................................................................. 61
Figure 23 User Interface for Error Message ............................................................................................... 62
Figure 24 User Interface for Search ............................................................................................................ 62
Figure 25 State Diagram for Login ............................................................................................................. 62
Figure 26 State Diagram for Submit Assignment ....................................................................................... 63
Figure 27 State Diagram for Search User ................................................................................................... 63
Figure 28 State Diagram for Deleting User ................................................................................................ 64
Figure 29 Object Diagram .......................................................................................................................... 65
Figure 30 Persistence Diagram ................................................................................................................... 72
Figure 31 Component Diagram .................................................................................................................. 73
Figure 32 Deployment Diagram ................................................................................................................. 74

List of Table
Table 1 System development tools ............................................................................................................... 6
Table 2 Cost of The Project .......................................................................................................................... 9
Table 3 Recruiting Costs ............................................................................................................................... 9
Table 4 Work Break Down ......................................................................................................................... 12
Table 5 Communication Plan...................................................................................................................... 15
Table 6 Use Case Description for Login..................................................................................................... 30
Table 7 Use Case Description for Rate ....................................................................................................... 31
Table 8 Use Case Description for Registration ........................................................................................... 32
Table 9 Use Case Description for Download Material ............................................................................... 34
Table 10 Use Case Description for Submit Assignment ............................................................................. 35
Table 11 Use Case Description for Manage Material ................................................................................. 36
Table 12 Use Case Description for Submit Grade ...................................................................................... 37
Table 13 Use Case Description for View Rate ........................................................................................... 38
Table 14 Use Case Description for Qualify Employee ............................................................................... 39
Table 15 Use Case Description for Placement of employee ....................................................................... 40
Table 17 Use Case Description for Manage Book ...................................................................................... 41
Table 18 Use Case Description for Generate Schedule .............................................................................. 42
Table 19 Use Case Description for Post Announcement ............................................................................ 42
Table 20 Use Case Description for Generate Schedule .............................................................................. 43
Table 21 Use Case Description for Assign Book........................................................................................ 44
Table 22 Database Tables ........................................................................................................................... 66
ABBREVIATION

ADMIN ADMINISTRATOR
BR BUSSINESS RULE
CRC CLASS RESPONSIBILITY COLLABRATION
CSS CASCADING STYLE SHEET
DB DATABASE
ID IDENTIFICATION
HTML HYPER TEXT MODELLING TECHNIQUE
HR HUMAN RESOURCE
HU HARAMAYA UNIVERSITY
PHP HYPER TEXT PREPROCESSER
SRS SOFTWARE REQUIREMNT SPECIFICATION
UC USE CASE
UID UNIQUE IDENTIFICATION

vi
 Abstract
The study focusses on the functionality of web-based college management system for Afran Kallo
College. This study was conducted in Haramaya University specifically in college of computing
and informatics by group members of Information system department students during the first
semester academic year 2019.This project overcomes the problems associated with manual college
management system in Afran Kallo College. The existing system of Afran Kallo Collage
management system is a manual system. With the existing system, all the activities are performed
manually totally there is no computerized system, the college cannot get information on staff or
overall statistics in stipulated period, it takes lot of time and energy in gathering staff information
from the departments. The staff information also keeps changing due to lack of proper record
keeping system in the college and related problems.
Our project developed to overcome the drawbacks of the manual Afran Kallo Collage Management
system by replacing computerized Afran Kallo Collage Management system and it provide simple,
efficient environment and reduce time consuming system.
Web-based college management System is a management system that enables effective and
organized communication between students and teachers and Provide timely and error free report.
It gives Better service with efficient and effective manner. It also provides User friendliness, secure
and accurate information about Collage staff’s and students.

vii
 CHAPTER ONE

1.INTRODUCTION
It is obvious that in our country in all Educational sectors, Information Communication
Technology is not applicable as much as it is expected to be. Almost all activities are going on
manually, which leads to wastage of time, labor, accuracy, and speed. Afran Kallo College is
among the early mushroomed generation of privately-owned colleges as a result of the demanding
conditions in the country. After the need assessments and observations taken the college has
embarked on training students for business and administrative careers achievements. Special
attention taken was to help students especially females who has a passing average G.P.A 2:00 and
above in their ESLCE, or GSLCE and yet stay at home missing the computation to continue their
further education. To this end our college work with the prime objective of meeting the academic
expectations of the beneficiary youth and there by satisfying the needs of the employers.

In today’s world of technological advancement, cultural diffusion and diversity, Globalized

market with sophisticated marketing techniques, have created a special business environment in
which only those who acquired superior knowledge of its kind can sustain successfully. To this
effect our program is designed to impart knowledge of its kind that sharpens the student’s
competence and stand a good chance of success in the highly competitive business sector.

Our intension is not at all to gallop along with the few fast learners but devise the suitable means
help the slow learners develop their potential and be successful in their future endeavor. Through
motivated and participatory methods of teaching we are intended to give due regard to the interest
of our candidates. Besides promoting our students to achieve academic proficiency, it is the plan
of the college to encourage their desires to mature and attain confidence as complete members
among their citizens. Understand and internalize the meaning of democratic way of living in the
community through practical implementation of tolerance.

By the same token, the college besides fulfilling its vision, mission and objectives to produce
competent individuals also as a higher institute would encourage creativities of gifted individual
citizens in the community. Regardless of their qualification help they go on their creative works
to come up with tangibly use full thing of economic and social values which has the power of
impetus to the development of the region and the country at large. Today our college has expanded

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its service areas to three other localities Harar, Chiro /Asebe /and Gelemsso towns. All the three
college campuses are established within the ten years’ time since the establishment of the first
campus in Dire Dawa. The other recent one is established at a neighboring country Hargessa. Our
College is also offering short term and /or on job trainings and become fruitful.

1.1 Background of The Study

Presently, Afran Kallo Collage has very limited automation with respect to college management
system. Most of the work is carried out manually. Manual processing of data makes it hard to force
standards and improve the quality of the services across various units of the
Collage. Processing data of thousands of students in traditional way is very time consuming and
has very poor accuracy.

The previous manual system of the college was consuming time, resource and requires much
employers. So, our system overcomes the limitation of the previous system. Our system is
beneficiary for the college, students and Instructors etc.

That is why we developed Afran Kallo Collage Management System that overcomes the problems
of the current manual system, wastage of time and human labor. So, our project deals with the
problems of managing all over the Collage process. Identification of drawback of the existing
Collage system and we developed computerized system that is compatible with existing system
and more users freely. [1]

Our system is a web-based application that allows Collage administrator, student, Instructor and
other staffs to get any information through web-based system. Therefore, we developed Afran
Kallo College Management system which is more computerized service provision by giving
priority to the functionality of posting, storing, updating and deleting data and generating report.

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1.2 Statement of the problem
The country is in great transformation and development plan in every sector, Including the
institution of higher learning. Afran Kallo Collage is one of these higher learning institutions.
Afran kallo Collage is currently using a manual system to manage their day to day work.

 The current system does not support student to check if the grade, assignment, documents
posted by instructor and registrar this led to wastage of cost and time and also the student
cannot evaluate or star rate for the instructor, so this problem is lead to wastage of paper
and time.
 As the existing Afran Kallo Collage system has no computerized system, the student not
get information in time about his/her grade and the instructor cannot post the mark in time.
 The college cannot get information on staff or overall statistics in stipulated period.
 It takes lot of time and energy in gathering staff information from the departments.
 The staff information also keeps changing due to lack of proper record keeping system in
the college.
 Overall HR administration is difficult when information of staff is not maintained
systematically. Thus, there has been lack of information on many employees.
 The system cannot provide the requisite interfaces to carry out HR management efficiently.
These include salaries, payroll processing,
 Updating of staff information is resource and time intensive, as departments need to be
bothered quite often to provide information and making them work time and again to
validate the information.
 It is time consuming to compile the report because it is recorded in different system.
 And the payment of the student registered on the paper that paper may burn or damaged
that cause problem to the student.
After identifying those problems, we developed new web-based college management
system. Our system eradicate the problems above.

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1.3 OBJECTIVES OF THE PROJECT
1.3.1 General objective
The main objective of the project is to develop fast, reliable, secured and effective Collage
Management System

1.3.2 Specific Objective

The specific objectives of the project are;

 To change the existing manual system of the college in to web-based system.

 To provide a fully automated functional learning system that can help in elevating the
performance of the staff, students and bring a common platform for sharing of the ideas.
 To maintain up-to-date and systemic records regarding the students, employees and other
information related to the college in order to minimize human error and ensure safekeeping
of the records.
 To lead the college on to a path of flexible work i.e. Work from anywhere. Through this
the staff can ultimately do work from any place.
 To computerize the examinations procedure and declare the results well in time and
maintain confidentiality.
 To achieve faster and automatic Report Generation.
 To record Data effectively and efficiently.
 To have interaction by using message.

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1.4 Methodology
1.4.1 Method of Data collection
We use two types of data collection methods to gather relevant information about our project they
are
A. Primary data collection
B. Secondary data collection

1.4.2 Primary Data Collection method

Observation
Observation is a method under which the data from the field is collected with the help of
observation by observer. So, in order to get current information of the Afran Kallo Collage we
used this method. We have observed physically by going to harar town and visit Afran Kallo
Collage. Also, the team has seen that there are no systems that help student and all collage staffs
which make online work done by the collage. [2]

Interview
Interview is a method of oral communication where interviewer asks questions to respondent and
the respondent response to the interviewer. The main advantages of this methods is that the
interviewer gather information from the respondent face including body language. Due to this
advantage we select this data collection method in order to gather the detail information about the
Afran Kallo Collage within it. We ask some questions to gather the information which needed for
our project. For Example: -

 How the student gets better information about his/her educational process?
 How the Collage Administrator manage all over Collage staff and the student?
 What are the problems due to lack of Afran Kallo Collage being online?
 Where did warehouse collage store their material information?

We get responses from the students and they also say that, there is great problem to access
information about the grade, assignment given by the Instructor and news or events from the
Collage administrator.

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1.4.3 Secondary data collection
Internet
Internet aids us to see the available sample on the internet and to download different types
of tutorials which help us in doing the project.

Documentary analysis

We use documentary analysis for gathering information (data collection); it is analyzing the
document prepared in the existing system of Afran Kallo Collage library.

System Development tools

While developing the project starts from the documentation to the implementation, we use the
following case tools:

Table 1 System development tools

Activities Tools
Documentation MS word 2007,2010
Design Rational Rose, Microsoft Visio 2007, Visual
paradigm for UML standard design, Edraw
Max
Editing Adobe.Photoshop.CS4, Sublime Text

Script languages PHP, JavaScript, CSS, HTML

Web server Apache Xampp server
Data base Server MySQL database

1.5 Scope of the project

Our project has overcome the drawbacks of the manual Afran Kallo Collage Management system
by replacing computerized Afran Kallo Collage Management system and it provide simple,
efficient environment and reduce time consuming and this project is not limited for only Afran
Kallo Collage.

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This system provides those stated below: -

 Collage head are able to assign the Instructor for the department and for the students.
 The system manages human resources.
 Human resources can manage include staff selection, salaries, leave, attendance, payroll
processing, reports and news about employee announcement.
 Human resource is able to create account for Instructors and accept his username and password.
 Collage administrator is able to post notifications or event about the collage.
 Students able to check their grade post by Collage by their ID or enrollment number.
 Instructors are able to post assignment, document related to his course.

1.6 Significance of the project

The project help in a good way to ease the Afran Kallo Collage. Below are some of the significance
of the project:

 It Leads the college on to a path of flexible work i.e. Work from anywhere. Through this
the staff can ultimately do work from any place.
 Enables effective and organized communication between students and Instructors.
 Enables Collage Administrator to control student’s and Collage staff. Enabling all
department Instructors and students by announcing online for students by posting the
information’s needed like schedule, assignments, grades.
 The college Human Resource workers accomplish their work in efficient and effective
manner.

 Enable the students, in particular, and the general public to extract required information
from the college in a controlled and faster way.
 Provide timely and error free report.
 It use time effectively.
 It gives efficient and effective use to the users to satisfy employee.
 It remove manual data handling.
 It Minimize manual data entry.
 It gives Better service.
 It provides User friendliness and interactive.

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  It provides secure and accurate information about Collage staff’s and students.

1.7 Limitation of the project

As we have seen in the above there are many problems on college management system. We
developed this project and solve this problem by changing the manual process in to computerized
system in Afran Kallo for college management system. In this section, we discuss about the
boundaries of this project those tasks didn’t accomplished by this project, because of lack of time
it includes: -
 Online Payment
 The user interface is supported only in English
 It’s not suitable for disable person, like blind people.
 It needs some computer skill to operate on the system.
 Payroll system
 Not Generate Class Schedule.

1.8 Feasibility Assessment

Feasibility assessment is a mechanism to determine whether a project is possible to develop and
implement or not by considering various factor such as economic, technical, operational, schedule
feasibility. [3]

1.8.1 Economic Feasibility

Economic feasibility is the process of identifying the financial benefits and costs associated with
the project being developed. The purpose of assessing economic feasibility is to identify the
financial benefit and cost benefit analysis economic feasibility is often referred as cost benefit
analysis. [4] Our developed system uses less cost resources so it is economical feasible.
Generally, the system we developed produces both tangible and intangible benefits.
Tangible benefits: Costs due to failure of the system, maintenances costs, development cost, and
operational cost are important in order to upgrade the system.
NB. All costs are incurred in ETB (i.e. Ethiopian Birr)
Cost of the project

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The costs we need during the development of this project includes are shown on the following
table.
Hardware: The hardware devices required for operation are specified here
Resource Quantity Unit price Total Price
(Eth Birr)
Personal Computers 3 10000 30000
Flash 2 200 400
External Hard Disk 1 1600 1600
Software: These are the software tools used for developing and implementing the system

Table 2 Cost of The Project

Resource Quantity Unit price Total Price

(Eth Birr)
Sublime Text (PHP Designer) 2 20 40
Xampp server 2 50 50

Edraw Max 1 100 100

Office 2 0 0
Total 32190

Recruiting Costs

Table 3 Recruiting Costs

Number of Salary (Month) Total

Person Eth Birr
Training Personnel 2 5000 10000
Maintenance 1 5000 5000

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 Database 1 5200 5200
Administrator
System Administrator 1 5450 5450
Total Cost per Month 25650
Total Cost per Year 307800

Intangible benefits:
 Increase in satisfaction of both students and Collage.
 Give better and effective services.

 Increase efficiency.

 Faster Decision Making.

 Increase information processing efficiency.

Costs per Year=32,190+307800=Birr 339990

Since the benefits are larger than the costs, the team members concluded that the project is
economically feasible.

1.8.2 Technical Feasibility

Technical feasibility is a measure of the practicality of a specific technical solution and
the availability of technical resources and expertise. Developing this system, the products
we use are computer, networking devices, networking operating system, database,
programming language. In today’s world, these products are easily available in the market
so the organization will and can afford to provide, this led us to say it is technical feasible.

1.8.3 Operational Feasibility

Operational feasibility is a measure of how well the solution of problems or a specific
solution work in the organization. It is also a measure of how people feel about the
system/project. Our system solve problems outlined in the statement of the problem in
order to achieve specified objectives. [5] Since the system is user friendly, and interactive

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with the environment, the organization will not have any difficulties to operate the system.
The system provides end users and managers with timely, pertinent, accurate and usefully
formatted information. Thus, we can say the project is operational feasible.

1.8.4 Schedule Feasibility

Measure of ‘’how responsible project time table”. It bounded by strict timing so it must
be delivered within the time bound given over the time schedule. [3] We have finalize it
before the end of submission date.

Figure 1 Time Schedule Feasibility (Gantt Chart)

1.9 Management issue

1.9.1 Team configuration and management
The successful completion of the project has been made by the corporation of the team members.
Each team member has advantageous contribution in each phases of the project and responsible
for the overall activity. The team members also have the responsibility of discussing with the

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instructor Blen Yitages and Yishak Gebeyehu, and incorporate the points raised and agreed up on
by the members and the instructor. Also, it is the team members task to regularly report their work
to him.

The work breakdown structure (WBS) is a useful tool for developing the project plan and links the
project's scope to the schedule. The work breakdown structure (WBS) represents a logical
decomposition of the work to be performed and focuses on how the product, service, or result is
naturally subdivided.

Table 4 Work Break Down

No Work Break Down Responsibility (Team Member)

1 Introduction or Background of the Project Meseret Befikadu
Mohamed Jafar
2 Statement of the Project problem Eden Zewdie

3 Objective of the Project Gemechis Shiferaw

 General objective
 Specific objective

4 Methodology of the Project Mohammed Jafar

5  Scope of the study Gemechis Shiferaw

 Significant of the Project

6 Feasibility Assessment Eden Zewdie

Meseret Befikadu
 Economic Feasibility
 Technical Feasibility
 Operational Feasibility
 Schedule Feasibility

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 7 Management Issues: Team configuration and Gemechis Shiferaw
management, Communication plan, change Mohamed Jafar
management

8  Current System/ existing system Meseret Befikadu

 Proposed system Mohamed Jafar
 Functional requirement
Eden Zewdie

9 System Requirement Specification and Analysis Eden Zewdie (Project manager)

modeling (SRS)

10 CRC (class responsibility collaboration) Gemechis Shiferaw

(Implementation and testing)

11 Use case modeling All Team Members

 Essential use case modeling

 Essential use case description
 System use case modeling
 System use case description
 User Stories
 Features

12 User interface prototyping Eden Zewdie

Meseret Befikadu
 Traditional User-Interface Prototyping
 User-Interface Flow Diagramming (System Requirement And
specification SRS
13 Supplementary specification Mohammed Jafar (System analyst
and designer)
 Business rules
 Nonfunctional requirements
 Constraints

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 14 Class Modeling All Team Members

 Classes-type layered approach

 Inheritance relationship
 Association relationship
 Aggregation relationship
 Composition relationship
 Dependency relationship
 Attributes
 Methods
 Municipality (cardinality and optimality)

15  Sequence diagram All Team Members

 Collaboration diagram
 Activity diagram
 User Interface Design
 Form Design
 Report Design
 Dialogue and Interface Design

 State chart diagram All Team Members

 Object diagram
 Persistent Modeling/ Database Design
 Normalized Physical database model
 Component diagram
 Deployment diagram

 Implementation All Team Members

 Concluding, testing

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1.9.2 Communication plan
While we are working on our project, we use the following techniques in order to meet one another
by weekly meeting and then exchange our suggestions or ideas. And Also, we meet our Advisor
To get comment with the following techniques.

Table 5 Communication Plan

Date Time Techniques

Member with Monday 9:00pm-12:00pm  Face to face
members Saturday 9:00pm-12:00pm  call phone
Wednesday 9:00pm-12:00pm
Member with Tuesday 8:30am-9:30am  Face to face
Advisor Friday 2:30am-3:30am  Cell phone
 Email

1.9.3 Change management

Change management is an approach to transitioning individuals, teams to a desire future
state. And it is about how we group members are responsible for controlling change
processes within the project’s scope. As a group member we have the following rules and
regulations for the performance of our project:

 If we or our advisor found any updating part, we group members discussed

for any changes.
 Any member has a right to express his idea freely.
 We group members have all responsibility in all steps of the works to rise and
comment on each step.
 Disclosing of a system to another person is forbidden.
 We group members can rise any ideas daily for more improvement and every
members have an obligation to discuss and rise comments accordingly.
1. We used our resources properly such as budget, software, and another
material.

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 Generally, our projects have its own rules and regulation in which all group members have to
accumulation accordingly to respond for any changes.

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 CHAPTER TWO

Modeling and prototype

2 Descriptions of the existing and proposed system
2.1 The Existing System
The existing system of Afran Kallo Collage management system is a manual system. With the
existing system, all the activities are performed manually totally there is no computerized system
like database, website etc. Files are manually stored, moved and processed from one department
to another. Reports are manually prepared and delivered to the appropriate unit. In the existing
system it’s very difficult to retrieve any record information because different record has been
written in paper based or agendas.

The end-user’s requirements have been determined and documented, what their expectations was
for the system, and how it performed. A feasibility study made for the project as well, involving
determining whether it’s organizationally, economically, socially, technologically feasible. It’s
very important to maintain strong communication level with the clients to make sure we have a
clear vision of the finished product and its function.

The previous Afran Kallo management and processing system was manual system that needed
intensive human labor, resource, consume time, less security. Here, if users want to check their
profile they needed to come physically to the office of the Collage. Administrator of the office
cannot update, add, delete Students information’s of users any time and any place without coming
to office. In addition, employee of the agency has not easy access to information’s of users to
perform their day to day activities within the collage. The process takes more times to be completed
and possess a lot of stress to all the users and workers who works with in the collage.

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2.2 Proposed System
After careful observing the current manual system and identifying all the problems occurred during
over all activities of the existing system, the project team has developed an automated web based
college management system as solution. Since the system fully flagged on line at any time, it solve
the problem and limitation of the current manual college system of Afran Kallo.

Actors of new system.

Actors represent any entities that interact with the system directly. Below are the actors of the new
system:
 Administrator: The administrator or manager of the new system controls or manage the
overall staffs and departments and other work flow of the system.
 Student: The system allow student to register without going registral or department and
also allow to check their schedule of the class and so many features.
 Instructor: Is someone who teach the students.
 Human resource: Is a department that hire the new employee and manage.
 Store Manager: is someone that manage material of that college.
 Department: Is a department that who manage student, Instructor, generate schedule etc.
 Finance: the responsible for finance is control the payment of the collage like student
collage fees.
 Registral: Registral is responsible for release student semester grade, and approve
registration and report for admin.
 Librarian: Librarian is responsible for manage book and give the book for student on the
system.

Expected Advantages of the Proposed System

Our developed system addresses the problems of the existing system by supporting the Afran Kallo
management system with a web-based technology by providing well organized, flexible and
effective means of communication.
The system is very simple in design .The system requires very low system resources and the system
work in almost all configurations. It has got following features

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  Ensure data accuracies.
 Minimize manual data entry.
 Greater efficiency.
 Better service.
 User friendliness and interactive.
 Minimum time required.

2.3 Functional Requirement

Functional requirements are statements of services the system should provide, how the system
should react to particular inputs, and how the system should behave in particular situations. It
specifies the software functionality that the developers must build into the product to enable users
to accomplish their tasks.
Functional requirements define the fundamental actions that system must perform. Functional
requirement describes functionality or system services. [6] The system named Afran Kallo Collage
provides the following functionality.
 Student
1. The student can login to system
2. The student able to upload assignment to system
3. The student can download assignment and modules
4. The student able to view and print the grade report
5. The student able to view course
6. The student can sent message with another student
7. The students able to rate the Instructors give out of five stars.
 Administrator.
8. The admin can login to the system
9. The admin can manage all account
10. The admin able to manage department
11. The admin able to manage feedback
 Instructor
12. The Instructor can login to system
13. The Instructor can post assignment with their time due date.
14. The Instructor can post courses module

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 15. The Instructor post notice
16. The Instructor send grade report to department
 Department
17. The department manage course
18. The department assign Instructor to course
19. The department can remove course from Instructor
20. The department manage students
21. The department able to upload documents related to the department
 Human Resource
22. The human resource post vacancy announcement and qualify Applicant
23. The human resource assign employee to different departments
24. The human resource ,generate report
25. The human resource report to administration for new employee
 Registral
26. The Registral post total grade of student
27. The Registral generate report
 Finance
28. The finance accept the fees
29. The finance calculate the payroll of the employee
 Store manager
30. The store manager store material and manage
31. The store manager assign material
32. The store manager generate report
 Librarian
34. The Librarian store electronic books and normal Books
35. The librarian Assign Book to the students

2.4 CRC (class responsibility collaboration)

Class Responsibility Collaboration (CRC) cards are a brainstorming tool used in the design of
object-oriented software. They are typically used when Investigation reports determining which

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classes are needed and how they interact. A CRC model is a collection of standard index cards that
have been divided into three sections. [7]

 CLASS – collection of similar objects

 RESPONSBILITY – something that a class knows or does

 COLLABORATOR -another class that a class interacts with to fulfill its

responsibilities

CRC model for actors

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Figure 2 CRC Diagram for Actor Class

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Figure 3 CRC for User Interface

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Figure 4 CRC for Business Class

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2.5 Use Case Modelling
2.5.1 Essential use case model
Essential use case modelling is a simplified abstract, generalized use case that captures the
intentions of the user in a technology and implementation independent manner. It identifies use
case and actors of the existing system. [8]

Figure 5 Essential Use Case

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Essential Use case Description
Use case name: - Ask available field
Use case identifier: - EUC01
Actor: - Student
Pre-condition: - the student must go to the collage and ask what kind of field they have.
Post-condition: - if they have, he/she agree with that.
Description: - enables decision to register for that field.
Basic course of action: -
1. The Student goes to Afran Kallo Collage
2. Ask them what kind of field they have.
3. Make decision to register
4. End of use case.
Use case name: - Apply for Registration
Use case identifier: - EUC02
Actor: - Student
Pre-condition: - the student must go to the department give official transcript and pay the payment
of the class then accept the form.
Post-condition: - Fills the form.
Description: - enables the student make register for that field.
Basic course of action: -
1. The student goes to the department.
2. The department head gives a form to the student
3. The applicant fills the form correctly
4. The department tells the applicant he/she applied successfully
5. End of use case.
Use case name: - Get Resource
Use case identifier: - EUC03
Actor: - Student
Pre-condition: - Students have to go class or by physical to get resource like handout, assignment
Post-condition: -the student have been informed.
Description: - enables the student to do their assignment or to read given material (module).

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Basic course of action: -
1. The student must have done their assignment or read the module
2. Students prepare him/her self for exam.
3. End of use case.

Use case name: - See Time Table

Use case identifier: - EUC04
Actor: - Student
Pre-condition: - the student must go to the notice board and check the grade, schedule and other
announcement.
Post-condition: -the student have been informed.
Description: - enables the student to know their schedule and other announcement.
Basic course of action: -
4. The student must have attended their class according to the schedule
5. End of use case.
Use case name: - Manage department
Use case identifier: - EUC05
Actor: - Collage Head
Pre-condition: - the Collage head must have knowledge about how to manage.
Post-condition: - - the department has been managed
Description: - Admin creates, deletes, updates the department.
Basic course of action: -
1. the collage head updates the department.
2. the collage head deletes the department.
3. End of use case.

Use case name: - Manage student

Use case identifier: - EUC06
Actor: - Department Head
Pre-condition: - the Collage head must have knowledge about how to manage.
Post-condition: - the student has been managed.

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Description: - Admin creates, deletes, updates and searches the department.
Basic course of action: -
1. the department head updates the student.
2. the department head deletes the student.
3. the department head searches the student.
4. End of use case.
Use case name: - Manage Instructor
Use case identifier: - EUC07
Actor: - Department Head
Pre-condition: - the Collage head must have knowledge about how to manage.
Post-condition: - the Instructor has been managed.
Description: - Admin creates, deletes, updates and searches the department.
Basic course of action: -
1. the department head updates the Instructor.
2. the department head deletes the Instructor
3.End of use case.

Use case name: - Qualify employee

Use case identifier: - EUC08
Actor: - Human resource
Pre-condition: - the human resource must have knowledge about how to manage.
Post-condition: - the staff has been managed.
Description: - Human resource posts announcement of vacancy and get new employee
Basic course of action: -
1. the Human resource posts vacancy.
2. the Human resource qualify the employee by exam, interview and etc.
3. the Human resource report to the admin.
4. End of use case.
Use case name: - placement of the staff
Use case identifier: - EUC09
Actor: - Human resource

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Pre-condition: - the human resource responsibility to place the staff in different departments.
Post-condition: - the staff must work their work.
Description: - Human resource place the staff.
Basic course of action: -
1. the Human resource send report of the staff in department.
2. the department accept that request.
3. End of use case.

2.5.2 System Use case model

Use case diagrams are created to visualize interaction of our system with external world. Also, a
use case model is the representation of the system intended functions and its environment. The
functionalities are specified by the “use case” and “the actor “specified to the environment. Since
the identification of these two entities goes hand in hand, we have identified them together. The
use Cases model consist of set of use-cases that were the different format by which a user can use
the system. It’s represented only sequence of interaction between user and system. These
interactions consist of one main line sequence.

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Figure 6 System Use Case

Table 6 Use Case Description for Login

Name: Login
ID UC-01
Actors System User
Description Any user who permitted to access the system must be Authorized and
login to the system.
Pre-condition The user must be already register (the user must have user Username,
password)
Post condition Can do legal manipulation
Include
Extend None
Basic Course of 1. The user browses the system
Action 2. The user clicks login link
3. The system displays the login page
4. The user enters the identification

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 5. The user clicks on login button
6. The system validates the input
7. The user is valid the system takes the user to the page.
8. The use case end.

Alternate Course of A: The system validates for entered data

Action A4. The system alerts the user to check for errors in the previously
filled form.

A5. The case resumes from step 3 of basic course of action.

B: The system finds the user on database

B4. The system displays error

B5. The case resume form step 3 of basic course of action

Table 7 Use Case Description for Rate

Name: Rate
ID UC-02
Actors Student
Description Any student who permitted to access the system can rate their Instructor
or evaluate.

Pre-condition The user must be already register (the user must have user Username,
password)
Post condition The Instructor is evaluated by that student.

Include

Extend None

Basic Course of 1. The user browses the system

Action 2. The student must login to the system
3. The system displays the student page
4. The user select/search Instructor want to evaluate

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 5. The system shows 5 stars.
6. The student selects stars to evaluate the Instructor
7. The use case end

Alternate Course of A: Student have invalid account

Action A.2. If the Student does not have a valid account.
A.3. The system displays error message.
A.4. Use case end.

B: Only one rate at semester.

B.5 If the student rate second times.
B.6. The system displays error message.
B.7. Use case end.

Table 8 Use Case Description for Registration

Name: Registration

ID UC-03

Actors Student

Description The student can register online.

Pre-condition User must be student of that collage.

Post condition The student register for next semester.

Include

Extend None

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 Basic Course of 1. The student browses the system
Action 2. The student click registration.
3. The System displays the registration form.
4. The student fills their ID or UID.
5. The System display his/her information.
6. The student clicks submit.
7. The system display you approved after you pay your fee
8. Use case end

Alternate Course of A: The system validates for entered data

Action A4. The system alerts the user to check for errors in the previously filled
form.

A5. The case resumes from step 3 of basic course of action.

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Table 9 Use Case Description for Download Material

Name: Download Material

ID UC-04

Actors Student

Description The student can download material like assignment another related to
course document.

Pre-condition The instructor or department must post that file.

Post condition Students work their assignment and submit and read their material

Include

Extend Assignment, Documents

Basic Course of 1. The student wants download the Assignment or documents

Action 2. Students click the login button on the homepage.
3. The system displays login page
4. The student enters username and password
5. The system displays student page.
6. The student clicks download material button
7. The student chooses download assignment or other documents
8. The student clicks Assignment or documents.
9. The System displays the page of Assignment or documents.
10.The student chooses the assignment document want to
download.
11.The student clicks the button of download
12.The System download that file to their computer.
13.Use case end

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 Alternate Course of A: The system shows no data if the instructor or department not posted
Action yet
A10. The system alerts no data.

Table 10 Use Case Description for Submit Assignment

Name: Submit Assignment

ID UC-05

Actors Student

Description The student must work their assignment and submit

Pre-condition The student must get their assignment file

Post condition Students get mark from their assignment

Include

Extend None

Basic Course of 1. The student wants to submit their assignment

Action 2. Student open the homepage and click login link.
3. The system displays login page
4. The student enters username and password
5. The system displays student page.
6. The student clicks submit assignment button
7. The system displays the submit assignment form
8. The student fills that form.
9. The student clicks send or submit button.
10.Use case end

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 Alternate Course of A: The system validates for entered data
Action A8. The system alerts the user to check for errors in the previously filled
form.

A7. The case resumes from step 3 of basic course of action.

Table 11 Use Case Description for Manage Material

Name: Manage Material

ID UC-06

Actors Store manager

Description The store manager can manage material of that collage

Pre-condition The store manager must login first.

Post condition Store manager Add, Edit, and Delete material

Include

Extend None

Basic Course of 1. Store wants to manage material

Action 2. store click the login button on the homepage
3. The system displays login page
4. Store manager enter username and password
5. Store manager login to the system
6. The system displays store manager homepage

7. Store manager click on “manage material” button

8. The system displays manage material page

9. The store manager inserts the required information and click “add”

button to add route information or click “edit” or “delete” button to

delete or update added material
10. Material added, edited or deleted.

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 11. End of use case.

Alternate Course of A: The system validates for entered data

Action A9. The system alerts the user to check for errors in the previously filled
form.

A8. The case resumes from step 3 of basic course of action.

Table 12 Use Case Description for Submit Grade

Name: Grade

ID UC-07

Actors Registral

Description The registral can post the grade of the student at end of the project

Pre-condition The registral must login first.

Post condition Registral can post the whole GPA of the student.

Include Login

Extend None

Basic Course of 1. The registral login to their page

Action 2. Registral staffs click prepare grade
3. The system displays the grade form
4. The registral staffs fill form marks that accept from instructors
5. And click the prepare grade
6. The click posts to the students
7. End of use case.

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 Alternate Course of A: The system validates for entered data
Action A4. The system alerts the user to check for errors in the previously filled
form.

A3. The case resumes from step 3 of basic course of action.

Table 13 Use Case Description for View Rate

Name: View Rate

ID UC-08

Actors Instructor

Description The instructor can check the earned rate from student

Pre-condition The instructor must assign with a course

Post condition Instructor evaluated by the student

Include Login

Extend None

Basic Course of 1. The instructor login to their page

Action 2. The instructor clicks view my rate
3. The system displays how many they get rate(total)
4. End of use case.

Alternate Course of None

Action

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Table 14 Use Case Description for Qualify Employee

Name: Qualify Applicant

ID UC-09

Actors Human resource

Description The HR can qualify applicant for vacancy by exam or other method then
qualified by the system

Pre-condition Applicant must register to get job at collage.

Post condition The HR hire the employee for department

Include Login

Extend None

Basic Course of 1. HR wants to qualify

Action 2. HR login to their page
3. The HR click the qualify applicant button
4. The system displays the list of applicants that registered
5. The HR can choose approve that pass the exam and not approve that
not passed the exam
6. The system displays successfully approved or not approved

7. End of use case.

Alternate Course of None

Action

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Table 15 Use Case Description for Placement of employee

Name: Placement of Employee

ID UC-10

Actors Human resource

Description The HR can place the employee for the departments

Pre-condition The HR must have qualified employees

Post condition The departments get a employee for a job

Include Login

Extend None

Basic Course of 1. HR login to their page.

Action 2. The system displays the HR page
3. The HR clicks the assign employee bottom
4. The system displays list of qualified employees
5. The HR click assign this employee
6. The system displays to which department
7. The HR choose department and submit

8. End of use case.

Alternate Course of None

Action

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Table 16 Use Case Description for Manage Book

Name: Manage Book

ID UC-11

Actors Librarian

Description The Librarian can manage material of that collage

Pre-condition The librarian must login first.

Post condition Librarian Add, Edit, and Delete material

Include Login

Extend None

Basic Course of 1. Librarian manage Book

Action 2. Librarian login to the system
3. The system displays librarian homepage

4. Librarian click on “manage book” button

5. The system displays manage book page

6. The Librarian inserts the required information and click “add”

button to add account information or click “edit” or “delete” button

to delete or update added book
7. Book added, edited or deleted.
8. End of use case.

Alternate Course of A: The system validates for entered data

Action A6. The system alerts the user to check for errors in the previously filled
form.

A5. The case resumes from step 3 of basic course of action.

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Table 17 Use Case Description for Generate Schedule

Name: Generate Schedule

ID UC-12

Actors Department

Description The Department can generate schedule for programs

Pre-condition The Department must login first.

Post condition The students learn according to their schedule

Include Login

Extend None

Basic Course of 1. Departments head wants to generate schedule

Action 2. Department head login to the system
3. The system displays Department homepage

4. Department click on “generate schedule” button

5. The system displays generate schedule page

6. The Librarian inserts the required information of the schedule and

click “add” button and post for the student

7. Schedule generated.
8. End of use case.

Alternate Course of A: The system validates for entered data

Action A6. The system alerts the user to check for errors in the previously filled
form.

A5. The case resumes from step 3 of basic course of action.

Table 18 Use Case Description for Post Announcement

Name: Post announcement

ID UC-13

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 Actors Registral, HR,

Description The users can post news or announcement for the student

Pre-condition The Users must login first.

Post condition The user informs the students

Include Login

Extend None

Basic Course of 1. Users head wants to post news

Action 2. Users login to the system
3. The system displays Users homepage

4. Users click on “post news” button

5. The system displays post news page

6. The users insert the required information of the news and click

“Post” button and post for the student

7. Schedule generated.
8. End of use case.

Alternate Course of A: The system validates for entered data

Action A6. The system alerts the user to check for errors in the previously filled
form.

A5. The case resumes from step 3 of basic course of action.

Table 19 Use Case Description for Generate Schedule

Name: Generate Schedule

ID UC-14

Actors Department

Description The Department can generate schedule for programs

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 Pre-condition The Department must login first.

Post condition The students learn according to their schedule

Include Login

Extend None

Basic Course of 1. Departments head generate schedule

Action 2. Department head login to the system
3. The system displays Department homepage

4. Department click on “generate schedule” button

5. The system displays generate schedule page

6. The Librarian inserts the required information of the schedule and

click “add” button and post for the student

7. Schedule generated.
8. End of use case.

Alternate Course of A: The system validates for entered data

Action A6. The system alerts the user check for errors in the previously filled
form.

A5. The case resumes from step 3 of basic course of action.

Table 20 Use Case Description for Assign Book

Name: Assign Book

ID UC-15

Actors Librarian

Description The librarian responsible for give the book for the students

Pre-condition The librarian must login first.

Post condition The students get book

Include Login

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 Extend None

Basic Course of 1. Librarian wants to Assign book

Action 2. librarian login to the system
3. The system displays librarian homepage

4. Department click on “Assign book” button

5. The system displays Assign book page

6. The Librarian inserts the student ID and get information of the

student
7. The librarian fills the form and submit

8. The book assign to the student account.

9. End of use case.

Alternate Course of A: The system validates for entered data

Action A6. The system alerts the user to check for errors in the previously filled
form.

A5. The case resumes from step 5 of basic course of action.

B: If the student already has another book

B8: The system alerts return book first
B5: The case resumes from step 5 of basic course of action

2.6 Features
Easily Accessible

Traditional the student data and other is maintained in the excel sheets or on paper based. This data
can be well organized in simple and accessible a format that is available for use in no time.

Timetable Management

The preparation of schedule is yet another time-consuming activity for the office. The timetable
module makes it easy to create automated or the interactive timetable. It also takes into

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consideration the absence of individual employees. Besides allotting the periods, the module also
makes substitution easier in case the Instructor is absent

Operational Efficiency

With an Afran Kallo Collage management system, there are several operational efficiencies which
the collage gets. The first amongst them is low-cost maintenance services, reduced management
staff, automation of the operations. Furthermore, the collage gets more time to focus on other
strategic tasks. If the collage has more than one campus, even that can be managed by the system.
Better work quality

This also happens to be one of the major advantages of using such software. This software
functions with a greater amount of convenience.

Storing of big chunk of data is not an issue anymore

The concept of college management software has now made life much easier for the colleges as
they are able to store data much better than how they were able to do earlier.

Communication become more effective

Communication becomes more effective and easier specially when the Instructors talk to students
and talk to each other.

2.7 User Interface Prototyping

2.7.1 Traditional User Interface Prototyping

User interface (UI) prototyping is an iterative development technique in which users are actively
involved in the mocking-up of the UI for a system. UI prototypes have several purposes:

 As an analysis artifact that enables you to explore the problem space with your
stakeholders.
 As a design artifact that enables you to explore the solution space of your system.
 A basis from which to explore the usability of your system.
 A vehicle for you to communicate the possible UI design(s) of your system.

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  A potential foundation from which to continue developing the system (if you intend to
throw the prototype away and start over from scratch then you don’t need to invest the time
writing quality code for prototype).

Figure 7 Traditional User Interface Prototype

2.8 User-Interface Flow Diagramming

User Interface Flows show graphically how a user navigate a solution’s user interface. User
Interface Flows are system models the show how different pages of a user interface are connected
and how a user can step through various pages of the system. User Interface Flows are typically
comprised of screens and navigation paths between various screens. They are different from
Process or System Flows because they do not describe how a user or system completes a
task/activity but rather describes how a user might physically navigate the interface system. [9]

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Figure 8 : Afran Kallo Collage Flow Diagram

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2.9 Supplementary Specifications
Business Rules
A business rule is a requirement that specifies the constraints or structure in which a system,
process or a portion of the business must behave. From a business operations perspective, it may
be perceived as a policy that guides or limits certain behaviors. From a system perspective, a
business rule helps constrain the way the system behaves. The main business rules or principles
of the system are: -

Name: - Join Afran Kallo Collage

Identifier: - BR#01
Description: -To join Afran Kallo collage the student must have matric above GPA 2.0
Name: - login availability for system users
Identifier: - BR#02
Description: -Any system user has account on system to login into the system.

Name: - the Instructor must give the exam

Identifier: - BR#04
Description: -all Instructor must give the exam according to schedule

Name: - Student registration

Identifier: - BR#05
Description: - any student fresh or senior can register online

Name: - Registration Date

Identifier: - BR#06
Description: - If the student doesn’t register within the give date the registration system
deactivates.

Name: - The administrator and department must approve student

Identifier: - BR#07
Description: - The administrator and department must approve student that pay the collage fees
and the student must have legal transcript

Name: - User account Validation

Identifier: - BR#08
Description: - When the internal users attempts to login to the system, the system validate whether
the account information is already in the account table or not .
Name: - Form Validation
Identifier: - BR#09
Description: - The system checks each field of a form whether they are empty or not, if not empty
the system checks whether they are the required format like their data type, minimum and
maximum characters in each field and other related business rule.

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Name: - Form Validation
Identifier: - BR#10
Description: - The system checks each field of a form whether they are empty or not, if not empty
the system checks whether they are the required format like their data type, minimum and
maximum characters in each field and other related business rule.

2.10 Non-Functional Requirement

Security: -The system has accounts for its users and only authorized users can access the system
with username and password. The passwords are encrypted using a PHP function md5.

Performance: -Easy tracking of records and updating can be done.

Availability: -The system is available to users anytime, anywhere, just need a PC and Internet
Connection. Also, the system work in multiple web browsers like (Chrome, Mozilla,
Opera, and Internet Explorer).

User Friendly: - The system has a friendly user interface and the system very interactive.

2.10.1 Constraints
Some of the problems that we might face while doing this project include: -

 During our project development the computer laboratory.it occupied by the

remaining Batch students or lack of enough computer access.
 Shortage of equipment.
 electric power interruption

CHAPTER THREE
Design Document
3.1 Classes-Type Layered Approach
The different layers of the classes are interrelated as shown below.

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Figure 9 Classes-Type Layered Approach

3.2 Class diagram

Class diagrams are the most common diagram found in modeling object- oriented systems. It is
diagram that shows the functionality within our project. A class diagram shows a set of classes,
interfaces, and collaborations and their relationships. [10]

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Figure 10 Class Diagram

3.3 Sequence diagram

Describe the flow of messages, events, and actions between objects and it show concurrent
processes and activations. The sequence diagram is UML diagram which is used to show the
interactions between objects in the sequential order that those interactions occur. Sequence
diagram show as a parallel vertical line (life line) different process objects that live simultaneously
and horizontal arrows the message exchange between them in the order in which they occur. [11]

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11 Sequence Diagram for login

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Figure 12 Sequence Diagram for Assign Book

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Figure 13 Sequence Diagram for rate

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Figure 14 Sequence Diagram for Employee Placement

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Figure 15 Sequence Diagram for Generate Schedule

Figure 17 Sequence Diagram for upload document

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3.4 Activity Diagram
Activity diagram is another important diagram in UML to describe dynamic aspects of the system. Activity
diagram is basically a flow chart to represent the flow form one activity to another activity. The activity
can be described as an operation of the system. So, the control flow is drawn from one operation to another.
This flow can be sequential, branched or concurrent. Activity diagrams deals with all type of flow control
by using different elements like fork, join etc. [12]

Figure 16 Activity Diagram for Login

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Figure 17 Activity Diagram for Grade Result

Figure 18 Activity Diagram for Employee Placement

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Figure 19 Activity Diagram for Manage Account

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3.5 User interface design

Figure 20 User Interface for Home Page

Figure 21 User Interface for Login

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Figure 22 User Interface for Error Message

Figure 23 User Interface for Search

3.6 State Chart Diagram

State chart diagrams describe the behavior of dynamic model elements. They are closely related
to activity diagrams, but Activity diagrams describe flow between areas of work while State chart
diagrams describe the changes between the states of instances. Examples: a telephone is hung up,
dialing, engaged in a call, or disconnected. State chart diagrams can be used to model workflow
(as activity, sequence or collaborative diagrams) but state chart diagram model’s behavior from
the perspective of a single entity (such as a class), whereas other diagrams can model the behavior
of many entities in a single diagram. They are used mostly to describe the behavior of classes. [13]

Figure 24 State Diagram for Login

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Figure 25 State Diagram for Submit Assignment

Figure 26 State Diagram for Search User

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Figure 27 State Diagram for Deleting User

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3.7 Object diagram
Object diagrams model the instances of things described by a class [14]. Each object diagram
shows a set of objects and their interrelationships at a point in time. It is used to model a particular
configuration of the application. Each object has an optional name and set of classes and it is an
instance of, also values for attributes of the classes.

Figure 28 Object Diagram

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3.8 Persistence modelling /Database design
Database: - AfrankalloCollage
Tables: -
 Student Account
 Staff Account
 Rate
 Student Material
 Feed Back
 Grade
 Material Store
 Applicant
 Department
 Assigned Material
 Matdoc

Table 21 Database Tables

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 Staff_ID Stud_id
App_ID First_Name

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First_Name Middle_Name
Last_Name
Username Last_Name

Photo Username

Age Photo

Sex Age

Staff Account
Student Account

Rate
Sex
Tempo
Department Transcript

1st Normalized Form (Cell Atomicity)

Experience Department
Account_Type
Password Password
 Rate_ID Rated_fullname Rated_Username Rated_Status Rated_Total Stud_ID

FeedBack
Feed_ID FullName Username Email Title Content

Department
Dep_ID Dep_name Dep_Email Dep_Headfullname Staff_ID Password

Course
Course_code Course_Name Course_CH

Grade
Cur_total_point

Advisor_Namw
Stud_fullname

Course_Name

Cur_total_CH
Course_Code

Department
Stud_Photo
Course_CH
Stud_ID

GPA
UID

Sex

Applicant
App_ID Fullname Email Sex Address Category Resume

Applicant Address (Newly introduced Table)

App_ID Email Phone Town

Store Material
Mat_ID Mat_Name Mat_Catagory Status

Assigned_Material
Ass_ID Staff_Full_name Staff_ID Mat_name Mat_ID Mat_Catagory Date

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 Book
Book_ID Book_name Book_Author Publish_date status Book_catagory Date

Assigned_Book
Assib_ID Stud_ID Book_ID Book_name Book_Author Borrow_date Book_catagory Return_Date

Payment_Record
Payment_ID Stud_ID StudFullName Stud_ID Amount Reason Date Department

Schedule
Schedule_ID Dep_name Dep_ID Course_name Instruct_name Time_start Time_End Class

MaterialDoc
Matdoc_ID MatDoc_name Instruct_ID Matdoc_catagory Date Reason

2nd Normalized Table

If the first normalized table fulfill the condition like It should have to be in first normal form and
all non-key attributes are fully functional dependent on the primary key, then it is also called as
2nd normalized table. So, the above first normalized table fulfills the above condition, it doesn’t
require 2nd normal form.

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Figure 29 Persistence Diagram

3.9 Component Diagram

Component diagram show how Components are wired together to form larger components and or
software system they are used to illustrate the structure of arbitrarily complex systems. It does not
describe the functionality of the system but it describes the components used to make those
functionalities

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Figure 30 Component Diagram

3.10 Deployment Diagram

It describes the physical architecture of the hardware and software in the system. They depict the
software components, processors, and devices that make up the system’s architecture
A Deployment modeling depicts a static view of the run-time configuration of processing nodes
and components that run on those nodes. And it shows: -
i. The hard ware for the system
ii. The software that is installed on the hardware
iii. Depict the hardware/network infrastructure of an organization.
iv. Depict a major deployment configuration of a business application.

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Figure 31 Deployment Diagram

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 CHAPTER FOUR

IMPLIMENTATION

4. Report on Implementation

Design is the abstraction of a solution; it is the general description of the solution to a problem
without a detail. Design is view pattern seen in the analysis phase to be a pattern in a design phase.
After design phase we can reduce the time required the implementation.

The implementation document enables the user such as the administrator to work with the

system and to use the application efficiently and effectively. It helps users not to be confused with
the system. It includes sample snapshot and some selected fragment code.

It gives the users a brief over view of the system.

In this phase, the system is installed and made operational in the production environment after the
system and users’ acceptance testing. Activities in this phase include efforts required for
implementation including notification to end users, execution of training, data entry or conversion,
and system monitoring. This phase continues until the production system is operating in
accordance with the defined requirements and planning for sustainment has begun. The objective
or goal of the implementation phase is to construct (describe) all what have been designed in the
previous development phase (i.e. Design phase). Specifically, it is to implement the system by
PHP and Bootstrap. The system contains many pages and user interfaces. These pages are
combined in one server to be a system as a whole. Generally, the objective of this phase is to
demonstrate how the system or website works.

4.1. Sample Code

In the coding process the physical design specifications are turned into working computer code.
The developers have used PHP and MSQL server for handling data base. Below there is a module
and sample code that illustrates this:

Home Page

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<?php include "define_lang.php"; ?>

<?php include "includes/inc/header.php"; ?>

<!--
#############################################################################
################### -->

<!--
#############################################################################
################### -->

<!--
#############################################################################
################### -->

<div class="bgded overlay" style="background-image:url(https://www.scribd.com/'images/lms.jpg');">

<div id="pageintro" class="hoc clear">

<!--
#############################################################################
################### -->

<div class="flexslider basicslider">

<ul class="slides">

<li>

<article>

<h3 class="heading"><?php echo lakms; ?></h3>

<p><?php echo labtak; ?></p>

<p class="font-x1 uppercase bold"><?php echo lloc; ?></p>

<footer>

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 <ul class="nospace inline pushright">

<li><a class="btn" href="registration"><?php echo ljoin; ?></a></li>

</ul>

</footer>

</article>

</li>

</ul>

</div>

<!--
#############################################################################
################### -->

</div>

</div>

<!--
#############################################################################
################### -->

<!--
#############################################################################
################### -->

<!--
#############################################################################
################### -->

<div class="wrapper coloured">

<article class="hoc cta clear">

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 <!--
#############################################################################
################### -->

<h6 class="three_quarter first">Afran Kallo Collage</h6>

<footer class="one_quarter"><a class="btn" href="#">Afran Kallo Collage

&raquo;</a></footer>

<!--
#############################################################################
################### -->

</article>

</div>

<!--
#############################################################################
################### -->

<!--
#############################################################################
################### -->

<!--
#############################################################################
################### -->

<div class="wrapper bgded" style="background-

image:url(https://www.scribd.com/'images/demo/backgrounds/02.png');">

<div class="hoc split clear">

<section>

<!--
#############################################################################
################### -->
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 <p class="nospace font-xs">Afran Kallo Collage</p>

<h6 class="heading"><?php echo lakms; ?></h6>

<p class="btmspace-30"><?php echo lakms; ?></p>

<ul class="fa-ul">

<li><i class="fa-li fa fa-check-circle"></i><?php echo lakms; ?></li>

<li><i class="fa-li fa fa-check-circle"></i> <?php echo lakms; ?></li>

<li><i class="fa-li fa fa-check-circle"></i> <?php echo lakms; ?></li>

</ul>

<!--
#############################################################################
################### -->

</section>

</div>

</div>

<!--
#############################################################################
################### -->

<!--
#############################################################################
################### -->

<!--
#############################################################################
################### -->

<div class="wrapper row3">

<main class="hoc container clear">

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 <!-- main body -->

<!--
#############################################################################
################### -->

<div class="sectiontitle center">

<h6 class="heading">About Haramaya University Library </h6>

<p><?php echo lakms; ?></p>

<div class="clear">

<div class="two_third first">

<p><?php echo lakms; ?>

</div><?php echo lakms; ?></p>

<p class="btmspace-50"><?php echo lakms; ?></p>

<ul class="nospace group">

<li class="one_third first">

<article><a href="#"><i class="icon btmspace-30 fa fa-joomla"></i></a>

<h6 class="heading font-x1"><?php echo lakms; ?></h6>

<p><?php echo lakms; ?>&hellip;</p>

</article>

</li>

<li class="one_third">

<article><a href="#"><i class="icon btmspace-30 fa fa-braille"></i></a>

<h6 class="heading font-x1">Dictum orci morbi</h6>

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 <p><?php echo lakms; ?>&hellip;</p>

</article>

</li>

<li class="one_third">

<article><a href="#"><i class="icon btmspace-30 fa fa-modx"></i></a>

<h6 class="heading font-x1"><?php echo lakms; ?></h6>

<p><?php echo lakms; ?>&hellip;</p>

</article>

</li>

</ul>

</div>

<div class="one_third"><a href="#"><img class="inspace-10 btmspace-15 borderedbox"

src="images/demo/320x180.png" alt=""></a><br>

<a href="#"><img class="inspace-10 borderedbox" src="images/demo/320x180.png"

alt=""></a></div>

</div>

<!--
#############################################################################
################### -->

<!-- / main body -->

<div class="clear"></div>

</main>

</div>

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<!--
#############################################################################
################### -->

<!--
#############################################################################
################### -->

<!--
#############################################################################
################### -->

<div class="wrapper bgded overlay" style="background-

image:url(https://www.scribd.com/'images/demo/backgrounds/03.png');">

<div id="testimonial" class="hoc container clear">

<!--
#############################################################################
################### -->

<blockquote><?php echo lakms; ?></blockquote>

<figure><img class="circle" src="images/demo/60x60.png" alt="">

<figcaption><strong><?php echo lakms; ?></strong><br>

<em><?php echo lakms; ?></em></figcaption>

</figure>

<!--
#############################################################################
################### -->

</div>

</div>

</body>

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</html>

Login Page

<?php

include "do_login.php";

?>

<!DOCTYPE html>

<html lang="en">

<head>

<link rel="stylesheet" type="text/css" href="css/style1.css">

</head>

<br>

<div class="col-lg-12 text-center ">

<h1 style="font-family:Lucida Console; color: #182c3d; background-color: white;">Afran

Kallo Collage</h1>

<h1 style="font-family:Lucida Console; color: #182c3d; background-color:

white;">KOLLEJJI AFRAN KALLO</h1>

</div>

<br>

<body class="login">

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<div class="loginbox">

<img src="images/gada.png" style="border: dotted; color: black; " class="ll">

<section class="login_content">

<br>

<h1 style="font-size: 20px;"> AFRAN KALLO COLLAGE</h1>

<h1 style="font-size: 20px;"> Login Form</h1>

<form name="vform" action="" method="post" onsubmit="return Validate()">

<div>

<p>Username</p>

<input type="text" name="username" class="form-control" placeholder="Username"/>

<div id="username_error" class="val_error"></div>

</div>

<div>

<p>Password</p>

<input type="password" name="password" class="form-control"

placeholder="Password"/>

<div id="pass_error" class="val_error"></div>

</div>

<div>

<input class="btn btn-default submit" type="submit" name="submit" value="Login">

</div>

<div>

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 <a href="forgot_pass.php" style="color: white">

Forgot Password

</a>

</div>

</form>

</section>

</div>

</body>

</html>

<script type="text/javascript">

var username = document.forms["vform"]["username"];

var password = document.forms["vform"]["password"];

var username_error = document.getElementById("username_error");

var pass_error = document.getElementById("pass_error");

var letters = /^[A-Za-z]+$/;

var numbers = /^[0-9]+$/;

username.addEventListener("blur", userVerify, true);

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password.addEventListener("blur", passVerify, true);

function Validate(){

if (username.value == "") {

username.style.border = "1px solid red";

username_error.textContent = "Username is required";

username_error.focus();

return false;

}else if(vform.username.value.match(numbers)){

username.style.border = "1px solid red";

username_error.textContent = "USERNAME MUST HAVE ALPHABET CHARACTERS'";

return false;

else if (password.value == "") {

password.style.border = "1px solid red";

pass_error.textContent = "Password is required";

password.focus();

return false;

}else if((vform.password.value).length < 8){

password.style.border = "1px solid red";

pass_error.textContent = "PASSWORD SHOULD BE MINIMUM 8 CHARACTERS";

return false;

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 }

function userVerify(){

if (username.value != "") {

username.style.border = "1px solid #5E6E66";

username_error.innerHTML = "";

return true;

function passVerify(){

if (password.value != "") {

password.style.border = "1px solid #5E6E66";

pass_error.innerHTML = "";

return true;

</script>

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4.3. Testing
We have tried to test individual pages as well as the whole system. This process involves any
activity aimed at evaluating an attribute of pages or capacity of application and determines that
it meets its intended requirements or objectives. In short, it is the execution of the system to see its
capability and effectiveness. Hence,

our main goal is finding errors (if any) and correcting them. The overall test plan is not

just a single document but a collection of documents. Each of the component documents

represents a complete test plan for part of the system or for particular type of test. After the
integration of modules, the whole system was tested. The Afran Kallo management system was
tested using a local server (localhost) and it worked properly. Sample Student and Teacher details
were inputted into the system and it was stored in the

database and viewed using the view staff and student by admin and department is works well.

4.3.1. Unit Testing

Unit testing is a software development process in which the smallest testable parts of an
application, called units, are individually and independently scrutinized for proper operation.

Unit testing is often automated but it can also be done manually.

Unit testing focuses efforts on the smallest unit of software design. This is known as module
testing. The modules are tested separately. The test is carried out during programming stage itself.
In this step, each module is found to be working satisfactory as regards to the expected output from
the module.

4.3.2 Integration and System testing

Integration testing (sometimes called integration and testing, abbreviated I&T) is the phase in
software testing in which individual software modules are combined and tested as a group. It
occurs after unit testing and before validation testing.

In this testing part, all the modules will be combined together and tested it for its fitness with each
other and with the systems functionality. If error occurs in combining them, the module with
problem will be identified and recombined. Both units testing and integrated testing are

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The objectives of system testing are:

 To verify that the system components perform effectively

 To perform inter-system test
 To demonstrate that the system performs both functionally and operationally as specified

To perform appropriate types of tests relating to transaction flow, installation, reliability we have
tested the overall system performance by acting like a user of the system. And we found some
defects then we enhance the system.

4.3.3 Conclusion

This project which has two phases; the first phase concerned with the analysis phase of the life
cycle, the design phase and the next phase is about implementation. As the end of the first phase,
we need to review that we have covered in accordance with what we have planned at the beginning.
We began our work by identifying the significance of automated system for the store and the
overall techniques to be used in the development process. This involved defining the system
development methodology, identifying process. This involved defining the system development
methodology, identifying resource and cost requirements, and setting the deliverable and
scheduled for the project.

The analysis helps the team to well understand the major functional areas and processes of the
system. Through this method we evaluate the existing system weakness and strength.

After that, we performed requirements elicitation to discover user and system requirements. This
phase consisted of drawing the functional as well as non-functional requirements of the system.
Then we have undertaken a major phase in system development process: object-oriented Analysis.
Here, we tried to model the new system we proposed using UML diagrams: Use case, sequence,
and activity and class diagrams Also, we designed the new system user interface prototype.

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4.4. Client Feedbacks
The clients responded, the system is good but there is something to add to this system, according
to those comments we add so many things to the system and also, we try our best to keep what the
client perceived as good from the system.

By testing the system by user, we get good feedback. Some of the comments are:

 Since many activities are automated many problems of students are solved. These are
resources such as Cost, Man power and Time
 It also attracts many students and teachers. Because it reduces man power, cost and time
for the college as well as for the students.
 Since the system needs some knowledge about the system there must be some training for
the users of the system in the future

Those are the comments we get from clients by showing the system for them. So, we recommend,
the system should be entitled to the responsible and skilled person (i.e. system users and
administrators). We highly recommend the system should be kept in highly safe and favorable
condition.

4.5. User Manual

Since the system is web based everything important for the user will be explained and implemented
while giving short training when the system is deployed.

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A: User Manual for Rating Instructor

B: User Manual for Return Book.

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C: User Manual for Instructor

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APPENDEX
1.How the student gets better information about his/her educational process?

2.How the Collage Administrator manage all over Collage staff and the student?

3.What are the problems due to lack of Afran Kallo Collage being online?

4.Where did warehouse collage store their material information?

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Bibliography

[1] B. Adugna, "Afran Kallo Collage," Afran Kallo Collage, Harar, 2003.

[2] J. F. Jeffery A.Hoffer, Modern systems analysis and design, (2005 G. C).

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https://www.investopedia.com/terms/f/feasibility-study.asp.

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feasibility-mean.

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[6] J. daved, 7 5 2010. [Online]. Available:

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[7] B. Man, ODP, 3 1 2019. [Online]. Available:

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http://agilemodeling.com/artifacts/essentialUseCase.htm.

[9] M. Fowler, UML Distilled,, Third Edition, Chapter 4.

[10] P. j. K. bula, "Wikipidia," 12 8 2012. [Online]. Available:

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[11] J. Gemdel, "Wikipidia," 7 6 2015. [Online]. Available:

https://en.wikipedia.org/wiki/Sequence_diagram.

[12] A. Jemson, "Lucid," Lucid PLC , 2 11 2011. [Online]. Available:

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[13] B. JEMENSON, "GeekForGeeks," [Online]. Available:

https://www.geeksforgeeks.org/unified-modeling-language-uml-state-diagrams/.

[14] "techniogyuk," 1 6 2014. [Online]. Available: http://www.technologyuk.net/software-

development/uml/object-diagrams.shtml.

[15] Prof. Stéphane Faulkner, Information System Engineering Analysis and Design: Object
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