Hawassa University Institute of Technology Faculty of Electrical and Biomedical Engineering Department of Electrical and Computer Engineering
Hawassa University Institute of Technology Faculty of Electrical and Biomedical Engineering Department of Electrical and Computer Engineering
Hawassa University Institute of Technology Faculty of Electrical and Biomedical Engineering Department of Electrical and Computer Engineering
Institute of Technology
Faculty of Electrical and Biomedical Engineering
Department of Electrical and Computer Engineering
(Computer stream)
Internship Report
By
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DECLARATION
We are hereby to declare that, this Internship report has been done by Hayat Reshad and Dawit Desalegn
during the internship time in ASTU ICT center. We also confirm that, the report is only prepared for our
academic requirement not for any other purpose. And all sources of materials used for the Internship
Report have been fully acknowledged.
Place: Hawassa
This Internship Report has been submitted for examination with my approval as a university mentor.
Signature: --------------------------------
Date: --------------------------------------
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ACKNOWLEDGEMENTS
First and for most we would like to thank department of electrical and computer engineering for giving
us this opportunity of internship to work and equip our self with practical skills on the areas we have been
learning in the past few years .The internship was a great exposure for us to discover so many skills and
update on our area of study. We really appreciate Adama science and technology ICT center for accepting
us as intern coworkers in the software development team. We are so grateful for being a part of this team
which shows us unlimited support and commitment during the time we work together. We get lots of
work experiences, professional ethics, technical skills and great courage to pursue new advancements in
the field of study. There were some persons who were on our side without whom the successful
completion of our work would be impossible, among them is our mentor Mr. Selam Alemu who did an
incredible job in guiding and helping us with every move of our way with his effort and contribution.
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EXECUTIVE SUMMARY
As we have assigned by the department of electrical and computer engineering to work as an intern in the
offices related to our field of study in order to apply our theoretical knowledge, and skill that we got from
our four years of education in our university, we have been working as an intern in the ASTU ICT Center
software development team from October 2, 2021 until February 17, 2022. The overall analysis of our
work experience during the internship program is explained in this Report Paper.
Most engineering students face difficulties on how to convert the theoretical skills they have to the real
world practical skills, so that they can apply the knowledge and skill they get during their university
experience to solve problems and come up with technological advancements. We have found this
internship program very helpful for us to overcome the above problem and to be qualified for working in
companies effectively.
Our internship report paper work is consisted of 4 main parts. In the first part we briefly introduce our
hosting company ASTU ICT center. We described the company’s brief history, company’s main vision
and aim, main customer of the company and over all organization and workflow of the company. In the
second part of the report we have covered about over all internship experience including; how we get into
the company, in which section we have been working in, the work task we have been executing in the
company, and the challenge we faced in the work place, how we solve the problem and procedure we
have used to complete the task. The third part describes the benefit we get during the internship program
in terms of practical skill, theoretical knowledge, inter-personal communication skill, team playing skill,
leader ship skill and entrepreneurship skill. The fourth part is about the project we assigned to work on
which includes; problem identified and solution proposed, methods and tools used to achieve the project,
system design, final result and codes of the project. And finally conclusion and recommendation is
written.
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List of figures
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List of Acronyms
ASTU --------------------------------------------Adama Science and Technology University
ER-----------------------------------------------Entity relationship
HO----------------------------------------------Higher Official
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Table of Contents
DECLARATION..............................................................................................................................................2
ACKNOWLEDGEMENTS................................................................................................................................3
EXECUTIVE SUMMARY.................................................................................................................................4
List of figures...............................................................................................................................................5
List of Acronyms..........................................................................................................................................6
CHAPTER ONE..............................................................................................................................................7
1. BACKGROUND OF ASTU...........................................................................................................................7
1.1 Historical Overview of ASTU..............................................................................................................7
1.2 Objective, Mission and Vision of ASTU..............................................................................................8
1.3 Service and products of ASTU............................................................................................................9
1.4 Main customers and end users of ASTU..........................................................................................10
1.5 Overall Structure and Work Flow of ASTU.......................................................................................10
CHATER TWO.............................................................................................................................................12
2. OVERALL INTERNSHIP EXPERIENCE........................................................................................................12
2.1 How I get into the company............................................................................................................12
2.2 Sections in the company we have been working.............................................................................12
2.3 The workflow in this section looks like............................................................................................13
2.4 The work piece of tasks we have been executing............................................................................13
2.5 Procedures we have been using while performing our work tasks..................................................13
2.6 How good we have been in performing our work tasks..................................................................14
2.7 Challenges we face during the internship period............................................................................15
2.8 Measures we have taken to overcome the challenges....................................................................15
CHAPTER THREE........................................................................................................................................16
3. OVERALL BENEFITS GAINED FROM THE INTERNSHIP.............................................................................16
3.1 Improving practical skills..................................................................................................................16
3.2 Upgrading theoretical knowledge....................................................................................................16
3.3 In terms of Interpersonal Communication Skill...............................................................................17
3.4 In terms of Improving team playing skill..........................................................................................17
3.5 In terms of Leadership skill..............................................................................................................18
3.6 In terms of understanding about work ethics related issues...........................................................18
3.7 In terms of Entrepreneurship skill...................................................................................................18
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CHAPTER FOUR..........................................................................................................................................19
4. PROJECT.................................................................................................................................................19
4.1 ABSTRACT........................................................................................................................................19
4.2 INTRODUCTION...............................................................................................................................19
4.3 PROBLEM STATEMENT....................................................................................................................20
4.4 OBJECTIVES......................................................................................................................................20
4.4.1 General Objectives....................................................................................................................20
4.4.2 Specific Objectives....................................................................................................................20
4.5 SCOPE..............................................................................................................................................21
4.6 METHODOLOGY AND TOOLS...........................................................................................................21
4.6.1 Methodology............................................................................................................................21
4.6.2 Tools.........................................................................................................................................23
4.7 System design..................................................................................................................................24
4.7.1 Database design ER diagram.....................................................................................................24
4.7.2 Database table..........................................................................................................................26
4.7.3 Use case diagram......................................................................................................................26
4.7.4 Use case description.................................................................................................................26
4.7.5 Usecase description using table................................................................................................27
4.7.6 Class Diagram............................................................................................................................28
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CHAPTER ONE
1. BACKGROUND OF ASTU
1.1 Historical Overview of ASTU
Adama Science and Technology University (ASTU) were first established in 1993 as NTC, offering
degree and diploma level education in technology fields. Later, the institution was renamed as NCTTE, a
self-explanatory label that describes what the institution used to train back then candidates who would
become technical teachers for TVET colleges/Schools across the country. In 2003, a new addition to
NCTTE came about introduction of business education. Nonetheless, the new entries were solely meant
for similar purposes these graduates were also expected to help overcome the existing dearth of educators
in vocational institutions.
Figure 1: ASTU
Although it is an institution with a history of only two decades, ASTU is known for its dynamic past. It
has always been responsive to the realization of national policies: training of technologists at its early
stage, and later shifting to training of technical trainers, as well as business educators, to fill the gap in
TVETs. Following its inauguration in May 2006 as Adama University, the full-fledged university started
opening other academic programs in other areas an extension to its original mission.
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However, it was not until it was nominated by the Ministry of Education as Center of Excellence in
Technology in 2008 that it opened various programs in applied engineering and technology. For its
realization, it became a university modeled after the German paradigm: it not only became the only
technical university in the nation, but also the only one led by a German professor.
Notwithstanding closure of some disciplines as per the new vision and mission, the ensuing three years
saw flourishing of graduate programs, of which some (like a few in the undergraduate program) were
exceptional to our university. The same period saw pioneering of the university in introducing PhD by
Research and MA/MSC by Research programs. Before 2008, the university was stratified into faculties,
and ASTU’s reach was limited to its only campus in Adama town. The university has now extended its
reach to Asella, where two of the total seven schools are located. The faculties at the main campus
include: School of Business, School of Engineering and Information Technologies, School of Humanities
and Law, School of Natural Sciences, and School of Educational Science and Technology Teachers
Education. On the other hand, the two schools in Asella are the School of Agriculture and School of
Health and Hospital.
In addition to its main concern (academics), ASTU is also host of research Institutes and enterprises. In
the main campus, apart from the ICDE, there exist two others: the Further Training Institute FTI and
Adama Institute of Sustainable Energy. The sister town where the two schools are located, Asella, is also
host to the Artificial Insemination Institute and Asella model Agricultural Enterprise.
Following its renaming by the Council of Ministers as Adama Science and Technology University in May
2011, the university has started working towards the attainment of becoming a center of excellence in
science and technology, thereby allowing for the realization of goals set in the GTP. To this end, a South
Korean has been appointed as President of the University. Currently, ASTU is setting up a Research Park,
in collaboration with stakeholders and other concerned bodies: one of a kind in the Ethiopian context. The
university is also venturing out to the wider community and is currently engaged in various joint
undertakings.
Mission
The mission of ASTU is to provide ethical and competent graduates in applied science and technology
through quality education, demand driven research and community service. ASTU also provides
• Delivering world class education and training in strategically priority science and technology
disciplines based on national economic demand.
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• Conducting problem solving applied research to support the productivity and competitiveness of
industries.
• Serving as a center of knowledge and technological adaption, innovation and transfer
• Building technical and managerial capabilities of industries and
• Becoming a national hub of science and technology
Vision
• ASTU aspires to be the first choice in Ethiopia and the premier center of excellence in applied
science and technology in Africa by 2030.
Core Values
Core values of ASTU written below are the operating principles that guide the organizations internal
conduct as well as their Relationship with their customers, partners, and shareholders.
Nurturing diversity
Professional ethics
Responsiveness
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• Community data center service
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CHATER TWO
2. OVERALL INTERNSHIP EXPERIENCE
Generally the Internship Program gives us the opportunity to link theory with practice, to see the capacity
how we can make a solution for real world problem, to be part of the modern technology development.
During our internship program we have gained so much experience and technical skills on web based
system development, application development and website design as well. We had a great encounter to
the working environment of our specific field of study.
Developing application software for the Adama Science and Technology University, other
Universities, governmental companies, non-government companies and also for individuals as the
specification of the customers.
Giving technical support on the software design and development for students in the university.
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2.3 The workflow in this section looks like
2.5 Procedures we have been using while performing our work tasks
Before directly start our project we have asked our adviser to guide us on how the team has been
performing diffident projects on software development area. After we clearly understand the procedures
that have already being used by the team for so long, we have started performing the tasks accordingly.
We have achieved our project by using the following procedures.
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Gathering information: First we gathered information about the project title from guards,
employees, and visitors they are invited for different purposes and they give us how the gate
system is manual and very backward.
Preparing proposal: We prepared a proposal for the project. Then we presented our proposal to
our adviser. Our adviser gave us useful comments and suggestions on the proposal.
System designing: Then we start system design which includes database design, Software
design,,,
Server side design and coding: Next we start server side design and coding. We have instructed
to use a Laravel framework for the project. So we start installing WAMP server, visual studio
code editor to write the codes and configuring the framework on our computer.
Final presentation: Our final works are evaluated by our adviser and lastly we present the
project for the whole team. We have been evaluated and suggested by the developers. We got so
many constructive comments which provide us advanced insight on the area of study.
First we feared that we lack practical skill since it was our first time working in such environment. But,
when we proceeded we were able to do the project and solve the company’s problem successfully. We
studied some user guides and search on internet to get information about new things we faced throughout
the process. We had a good relation with our advisor and he regularly gives us comment to our work and
we correct our mistakes in order to get good output.
We had also improved team working skill by actively participating in team work. This had made us to
increase personal confidence in problem solving and also coming up with new ideas during work and get
some experiences of problem solving. We were also encouraged to be punctual when we perform our
tasks. We presented our project to our advisor and to the software development team. According to their
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remark, they appreciated our effort that we have showed throughout the internship period and our
success in the project.
Working in a company during the pandemic : Since it is our first time of working in
a company it was challenging to adapt new working environment even in normal
times. The spread of the corona virus makes things much worse for us to work in the
company. There are certain restrictions that limit coworkers from building a work
relationship and participate in group projects. We are limited to meet with many
developers in our team and the less connection we have the less experience we get.
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CHAPTER THREE
3. OVERALL BENEFITS GAINED FROM THE INTERNSHIP
During the internship in Adama Science and Technology University, we have gained a lot of
benefits from the internship experience throughout the four months. This internship program
was an important period for us to develop confidence. We have presented our final project for
all the staff and was remarked and given comments. We also asked different people in their
areas of specialization. This, in turn, enabled us to communicate with different employees.
Moreover, the internship had opened the opportunity to communicate with different positional
in the company’s hierarchy and such trends help us to have valuable work experience.
The overall benefits that we have gained are grouped into different categories. Such as:
After all when we join the real world, we will not be new for real world problems and the
internship program was a great opportunity in improving practical skills.
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skill about software development especially web application during the internship period. Theoretically
we know some about the way of system development by the concept of database and JAVA. But on the
field of work we need to understand them to solve the problem by developing the software.
As a result:-
We have upgraded our theoretical knowledge by reading courses that we have learned
in the previous class to complete our project.
In addition to academic theoretical knowledge, we have gained different theories in
relation to different business related environment.
We have also upgraded our theoretical knowledge on the important steps needed for
designing our project.
3.3 In terms of Interpersonal Communication Skill
The internship has aims of improving interpersonal communication skill, since in the company
there are different employers and labor workers, who interact properly with others, so that to
give the desired end products for the customers, smooth interpersonal communication skills
must be exist. During internship time the first thing would be communicate with employers
and department managers. What we see during internship was the way of communication to be
honest and respectful. To get the desired response, our communication skill should be persuade
others attitude.
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3.5 In terms of Leadership skill
A leadership skill is a critical management skill, which is the ability to motivate a group of
people towards a common goal. During the internship period we develop a leadership skill by
observing the managers, team leader, developer and each section employers of the company
when they do their major tasks.
Punctuality
The office discipline
Loyalty
Honesty
Cooperation
Accountability
Responsibility
-Self confidence
-Self-motivation
-Time management, so that the internship has a great role to improve these entrepreneur
skills.
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CHAPTER FOUR
4. PROJECT
4.1 ABSTRACT
This study aimed to develop and evaluate an Automated Gate Pass Management System designed to
keep track of the employees, visitors and resources(items) they take passing the campus gate. Under the
System Development Life Cycle (SDLC), we have methodologies used to plan, design, create, deploy,
and test the system. Also, PHP, MySQL, and XAMPP were utilized as software in system development
and implementation. On the other hand, the system was evaluated with a rate of usability and
functionality. The system helps manages in monitoring and facilitating records to anyone who passes by
the university premises. Thus, the system contributes in securing and monitoring the employees, visitors
and resources; thereby generating due and timely feedback to the administration.
4.2 INTRODUCTION
With the rise of technology in the 21st century, new and creative gadgets and applications were developed
to ease life. Still, university safety is the most significant component to precede research with advanced
technology. Adama Science and Technology University has a pass slip operation/policy implemented,
which aims to secure the employees' safety and record information, monitor the employees going out of
the gate status, and record the visitors' visit. However, using the manual system of recording, it has been
noted that it could lead to losing files and documents when the administration needs information. Thus,
this study aimed to develop and design an ASTU Automated Gate Pass Management System, centralizing
the record of employees going out, visitors coming to the campus and resources they take.
Traditionally, manual record management required vast amounts of documents to be shipped to storage
facilities only to necessitate retrieval when needed and has resulted in the unnecessary expense of both
time and money. One the other hand, many innovations are now being developed to fasten its transaction.
One of the innovations is the E-Gate pass System, which aimed to enhance and upgrade the existing
system by increasing its efficiency and effectiveness by reducing the manual work. Further, the software
improves the working methods by replacing the current manual system with the computer-based system.
As safety and security is a concern, it stressed that the consensus arising from the professional security
community is that university administrators should invest in sophisticated technologies that help
university staffs to decrease violence via a multi-staged approach to safety.
It is evident at the cited studies that using a traditional-manual process may lead to inconsistency of
information and difficulty in generating records. ASTU manual gate pass slip has no available database
and system to systematically and conveniently perform transactions. In so far, the institution has never
had an existing system duly integrated with an electronic gate pass slip. With this, the main challenges
faced by the ASTU security guards are the fragmented massive of paper-based pass slip records of the
faculty and staff. Besides, it has been noted that the concerned personnel consumes time and difficulty in
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generating records for decision-making of the administration. Hence, we, having internship experience in
ASTU are doing our best and looks forward to optimizing ASTU’s quality services.
Automated Gate Pass Management System aimed to modernize the manual pass slip system, which will
be considered a technology to address the gap using PHP, XAMPP, and MySQL. Thus, this study is
deemed to address the present situation in the Gate Pass Management Present System, designed to
manage records, particularly in facilitating information for an employee, visitors and resources they taken
passing the school premises. Records are accessed to an informed decision making of the administration.
Figure 4: LOGO
4.4 OBJECTIVES
4.4.1 General Objectives
To develop an Automated Gate Pass Management System designed to monitor and facilitate the process
and information of the employees, visitors and resources they take passing campus gate.
1. To design and develop a system with the following features and modules: (USER Satisfaction level,
easy inquiry, varies type of service, time efficiency)
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2. To integrate and implement ASTU Automated Gate Pass Management System supported with PHP,
XAMPP, and MySQL;
4.5 SCOPE
The introducing system, gate pass management system, which is going to be implemented for Adama
University ICT center will automate the operation of gate pass system of the center. This web based gate
pass management system provides users (HR,HO, guard and administrator) to get registered on the web
platform and gives the access to write gate detail to administrator. It is supported with a well-designed
database. A friendly user interface is provided to facilitate different services such as login, generate,
submit and update report. Although this system is designed for gate pass security for employee, visitors
and resources they take so, we can make it available to all entry and exit since it is flexible.
Achieving a secure environment is very important for all organizations as it is a matter of security. Our
application would help such university to safeguard their compound from unwanted personals and it is
also safe for different kind of items. The application should accomplish the following:
• Data Gathering
Before we start the project we gathered information by interviewing the workers in the ICT
center and security officers of the compass about the problem that they are facing on not using
web based gate pass management system and how the normal gate pass process held in the
company.
• Requirements Analysis
Based on the data we gathered and information that have given to us by our advisor, we have
set certain requirements that our project must meet. These are:-
1. Technical requirements
3. Non-functional requirements
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1. Technical system requirements
What pertains to the technical aspects that a system must fulfill is what is termed as a technical
requirement. The following are the technical requirements for the proposed system:
Architecture
The system will provide services to users through the gate personnel who will capture their details in the
system. Scalability The system will allow for addition of users.
Security
The system will be secured from unauthorized access by use of a login form as an entry point to the
contents of the system. Only valid login credentials will allow access to the system.
Availability
The system will be available for access at any time of the day, every day of the year.
Portability
The system can only be accessed by the institution security personnel from the devices it has been
installed in.
2. Functional requirements
Detail description of what the system can do as well as input and Output of the System with respect to
role of the actor. The product consists of the following the functional requirements based on the role of
the actors.
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3. Non-functional requirements
Non-functional requirements are the criteria used to judge the system rather than the system’s behavior.
They include:
Security requirements
Entry to the system is limited only to authorized registered users. The users will also have restrictions on
what content they can edit or delete. The administrator has unlimited access to add users and content, edit
it and even delete accounts and content deemed useless.
Performance requirements
The system user interface is friendly and appealing and accomplishes the minimum required actions.
Reliability
The system can be relied upon to do what it is expected since its underlying architecture is well-built.
Maintainability
The system is coded in php and MySQL for the backend and HTML5, CSS for the frontend. These
programming and markup languages are easy to understand hence ensuring that anyone competent
enough can modify the system accordingly. This is further supported by comments in the code explaining
how complex parts of the code work.
Physical Environment
The system is deployed or installed on the server side script but for more feature we recommend that the
system to deploy on Adama university server that is free from any disaster
4.6.2 Tools
Hardware Tools
• Personal computer (PC) or laptop: almost all tasks of our project are performed
on computer.
• Flash: required for data movement.
• Ethernet cable: to connect with the internet.
Software Tools
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4.7 System design
System design is a process through which requirement are translated in to representation of
software. Initially the representation provides the general view of software, subsequent
refinement leads to design representation that is very close to source code .Design is a place
where quality assured in the software development .It provides us with representation of
software that can be assessed for quality this is the only way that can accurately translated the
customers’ requirements in to finished software product.
The approach we used in system design is unified modeling language (UML) in which it
depends on the visual modeling of the system. Visual modeling is the process of taking the
information from the modeling and displaying it graphical using some sort of standard set of
graphical element that includes:-
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Figure 5: ER diagram
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4.7.2 Database table
System admin
Guard
Manager(HR)
Use case descriptions included in Get pass management system are
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Log in
Manage account
View report
View guard detail
Restrict entry
View entry gate detail
Add visitor
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Entry condition The manager have to logged in
Exit condition The required detail of guard viewed
Table 4: use case description for view guard detail
Class diagram is a static diagram. It represents the static view of an application. Class diagram is not only
used for visualizing, describing, and documenting different aspects of a system but also for constructing
executable code of the software application.
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Class diagram describes the attributes and operations of a class and also the constraints imposed on the
system. The class diagrams are widely used in the modeling of object oriented systems because they are
the only UML diagrams, which can be mapped directly with object-oriented languages.
Class diagram shows a collection of classes, interfaces, associations, collaborations, and constraints. It is
also known as a structural diagram.
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