Hawassa University

Institute of Technology
Faculty of Electrical and Biomedical Engineering
Department of Electrical and Computer Engineering
(Computer stream)

Hosting Company: ASTU-ICT Directorate Software Department

Internship Report

By

Hayat Reshad Tech/0856/10

Dawit Desalegn Tech/0522/10

Duration of Internship stay: [Oct 2/2021 – Feb 17/2022]

Mentor Name: Mr. Behaylu G.

Submission Date: [Feb 21/2022]

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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.

Student Name ID signature

Hayat Reshad tech/0856/10 ----------------

Dawit Desalegn tech/0522/10 -----------------

Place: Hawassa

Date of Submission: Feb 15 2022

This Internship Report has been submitted for examination with my approval as a university mentor.

Mentor’s Name: Mr. Behaylu G.

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

ICT ----------------------------------------------Information Communication Technology

NTC--------------------------------------------- Nazareth Technical College

NCTTE -----------------------------------------Nazareth College of Technical Teacher Education

TVET--------------------------------------------Technical and Vocational Education and Training

PhD ----------------------------------------------Doctor of Philosophy

MA/MSC----------------------------------------Master of Arts/Master of Science

FTI-----------------------------------------------Further Training Institute

GTP---------------------------------------------Growth and Transformation Plan

ICDE--------------------------------------------Institute of Continuing and Distance Education

ER-----------------------------------------------Entity relationship

ICT----------------------------------------------Information communication technology

PHP---------------------------------------------Hypertext pre processor

SRS----------------------------------------------Software requirement specification

GPMS-------------------------------------------Gate Pass Management System

HRM--------------------------------------------Human Resource Manager

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.

1.2 Objective, Mission and Vision of ASTU

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

innovative knowledge to support the socio-economic development of the nation.

• 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.

 Originality and Innovativeness

 Academic freedom and integrity

 Sense of belongingness and ownership

 Nurturing diversity

 Transparency and accountability

 Professional ethics

 Responsiveness

1.3 Service and products of ASTU

• E-learning services
• Video conference
• University-industry linkages
• VSAT communication with MOST and AASTU.
• Ethernet service network infrastructure (that connects ASTU to other universities).
• Networking and installation
• Website development
• Data center administration
• Software and hardware maintenance
• Maintenance and assessment of ICT equipment

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 • Community data center service

1.4 Main customers and end users of ASTU

 Students of the university
 Teachers of the university
 Other university’s community
 The society around the university

1.5 Overall Structure and Work Flow of ASTU

Figure 2: Overall structure

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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.

2.1 How I get into the company

As we have been learning at the Hawassa University School of Electrical and Computer Engineering in
computer stream we have the knowledge of Database designing, software development and any
computer related tasks. So for the internship program we were looking for companies with related areas.
So we have applied accordingly to the ASTU ICT CENTER .And they showed their willingness to
accept us and then they gave us the acceptance letter. We arrived at the company on scheduled day
October 2 and reported the letter that has given from our university. As promised on the confirmation
form, they accept and encourage us to involve in all tasks to make the internship program more practical
and fruitful.

2.2 Sections in the company we have been working

As we have mentioned earlier in the company introduction part there are 6 teams under the supervision
of the ICT center. Each team has its own tasks and working area. Under these teams, there are volunteers
and interns participating in various projects. The main activity performed by the students on an
internship program under the department of Electrical and computer engineering in computer streams are
basically found in software development team. So we were assigned to work in the software
development office under the supervision of our team advisor who is assigned for us. There are certain
general activities performed by software development team. These are

 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.

 Website developments for offices in ASTU and other companies.

 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

Figure 3: Workflow of software development team

2.4 The work piece of tasks we have been executing

By the time we start our internship program, the software development team was working on other
unfinished software projects, after joining the software team and taking some guidance for 2 weeks, we
started our contributions by developing a web based Gate Pass Management System which is proposed by
the team leader of the software development department. Since ASTU has many employees and visitors
they are entering and exiting the gate, the web based Gate Pass Management System was in a high
demand in order to introduce a digitalized system of managing the gate that can save time and advance
the working environment.

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.

 Prepare the software documentation: We have reviewed the proposal by including

improvements guided by our adviser. Then we prepared the software documentation.

 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.

2.6 How good we have been in performing our work tasks

When we began the Internship program, our experience was almost to none. From the experience we had
in campus, it was very difficult to engage and perform the tasks given to us by our team leaders because
of mainly limitations in programming skill and practical work experience but after working hard and
spending time with it, now we learnt how to work and knew the easiest way to accomplish tasks. We can
say that Internship period helped us to increase our performance of work.

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.

2.7 Challenges we face during the internship period

During the internship period we face some challenges. These are:-

 Programming skill: Since we have no sufficient practical programming skill

background in the University, It was not easy for us to get along with the tasks which
basically require high programming language skills. The language and the framework
that we have been working with were latest and we had no experience before, so it was
like starting from the scratch. In addition, we had to teach our self through Internet and
other supportive materials. Learning new programming language was the biggest
challenge we faced during the internship period.

 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.

2.8 Measures we have taken to overcome the challenges

 Regarding programming skill problems, we read different materials, and we also
follow video tutorials that helped us to understand Laravel framework and
programming languages such as php. When we face difficulties and errors, we
searched websites like Stack overflow and comments on GitHub. We asked for advice
from our supervisor and other staff members with knowledge in php language and
JavaScript language on web development whenever we faced challenges in finding
solutions.

 Regarding working in a company during the pandemic, we have tried to communicate

and adapt the environment via social media and asking consultancy from senior
workers of many years’ experience.

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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:

 Improving practical skills

 Upgrading theoretical knowledge
 Improving interpersonal communication skills
 Improving team playing skills
 Improving leadership skills
 Understanding about work ethics related issues
 Entrepreneurship skills
3.1 Improving practical skills
Theory is the basement of any activity for information technology. However, it is not enough
by itself to know the real situation. It needs practical skill to carry out every activity within a
project. In our internship program, we have developed our practical skill in many ways. Some
of them are as follow:-

How SRS is prepared for software development.

Detailed database design as the specification in designing a web application.
Coding with different programming language for web application development.

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.

3.2 Upgrading theoretical knowledge

When we worked on our projects, we referred different websites to upgrading our theoretical knowledge’s
or to have more information about what we are going to conduct. In short, we developed good theoretical

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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.

After we know the advantages of interpersonal communication, we have begun communicating

with each person who works in the company. But at the beginning of the internship, we
communicated hardly. This does not allow us to get things which we require to develop
academic knowledge. After a certain day we developed our communication with each person
also a good interpersonal communication skills are a pre requested for many positions in an
organization Therefore, the internship improves the interpersonal communication skills.

3.4 In terms of Improving team playing skill

We have understood that working as a team is very important to have different ideas
and alternatives to achieve better solution. We have learned how different idea comes
in one direction and difference is a best way to do better thing. A person with good
team playing skill will upgrade the following:
To help and co-operate with others.
To share ideas with workers openly.
To give comment to the team and find possible solutions to the problems.

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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.

To develop good leadership ability, the following points are necessary:

 Motivate company workers to do their task.

 Solve the problems which are raised by the customers.
3.6 In terms of understanding about work ethics related issues
Ethics at work is very important. During our stay at ASTU, we have observed how the team
treats customers ethically and how much it is important. Punctuality, honesty, being
responsible for actions that we perform and other related issues needed at workplace are some
of the ethical issues that we adapt. Some of the work ethics are as follows: -

Punctuality
The office discipline
Loyalty

Honesty
Cooperation
Accountability
Responsibility

3.7 In terms of Entrepreneurship skill

Entrepreneurship skills are making certain individuals able to create a new set of ideas that
may help in the technological development.
Entrepreneur is an individual who organizes, manages and operates any enterprise, specifically
business, usually with considerable initiative and taking of finance risk. Successful
entrepreneurs have skill which increases the productivity of the organization. These skills are:

-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.

Key words: ASTU, Gate Pass, Safety and Security, Monitoring

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

4.3 PROBLEM STATEMENT

There lacks a digital solution for Gate pass and record keeping in most institutions for their security
personnel at the gates which are the entry points of the institutions. Especially at the point where
employees and visitors are increasing, there arises the need for a digital record keeping system to enable
easy monitoring and allow the security personnel to have information of who is within the institution.
Especially for visitors, there is no way of knowing who and when and by who was invited. Regarding in
register does not mean that information is true. There is no authentication process. With lack of a digital
solution, information has to be entered manually and thus making it easy for data loss.

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.

4.4.2 Specific Objectives

ASTU Automated Gate Pass Management System is aimed to achieve the following specific objectives;

1. To design and develop a system with the following features and modules: (USER Satisfaction level,
easy inquiry, varies type of service, time efficiency)

a. Gate pass module;

b. End-user module;
c. Admin module;
d. Reports module;
e. Registration module.

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2. To integrate and implement ASTU Automated Gate Pass Management System supported with PHP,
XAMPP, and MySQL;

3. To evaluate the system in terms of usability and functionality.

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:

• Issue Gate passes to employees within a compass.

• Issue Gate passes to visitors within a compass.
• Issue Gate passes to resources taken by employees and visitors within a compass.

4.6 METHODOLOGY AND TOOLS

4.6.1 Methodology
Methodology specifies the method and technology used to develop the software system such as, the
methods used to gather data, approach used to design the software system, software and hardware
requirements used to implement the system. We have used the following phases:-

• 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

2. Functional requirements and

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.

A. Admin: is basically a super user.

- Can add a record of HRM,
- Can add a record of Guard,
- Can add a record of HO (Higher Official)
- Responsible for any error in the system
- Admin should keep tracking each person and different resources entering and exiting the
University compound.
B. HRM (Human Resources Manager): is part of an organization who is dealing with each guard.
- The HRM needs to keep track of guards and areas under his supervision.
- The manager can view entry gate details, Guard details.
- They will see any unwanted activity restrict the entry of a person or vehicle
C. Guard (security officer): Guard is the basic unit of the Gate Pass Management system.
- Guard can view entry gate details, whether a gate pass is approved or not. They would allow
only if the gate pass is approved.
D. They will see any unwanted activity restrict the entry of a person or related resources. HO
(Higher Official): can add a record of visitors.
- prepare invitations.

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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

• Laravel : PHP framework

• Josh : Laravel template
• Wamp: Web server
• Chrome: Web browser
• VS code: Text editor
• Wondershare EdrawMax: Diagram builder

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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:-

4.7.1 Database design ER diagram

A basic ER model is composed of entity types and specifies relationship that can exist between
entities.

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Figure 5: ER diagram

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4.7.2 Database table

4.7.3 Use case diagram

A use case diagram is a behavioral UML diagram type and frequently used to analyze various systems.
They enable you to visualize the different types of roles in a system and how those roles interact with the
system and also it is a way to summarize details of a system and the users within that system. It is
generally shown as a graphic depiction of interactions among different elements in a system.

Figure 7: Usecase diagram

4.7.4 Use case description

Use case diagrams consists of actors, Actor in a use case diagram is any entity that performs a role in one
given system. This could be a person, organization or an external system. In order to create relevant use
cases for the gate pass management system, the following actors for the system have been identified:

 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

4.7.5 Usecase description using table

Use case name Manage account
Participating actor Admin
Description Allows to provide functionalities to users; add, delete ,update and
edit users .
Entry condition Admin must be login to the system to their own page
Exit condition Every users account and system maintenance manages as required.
Table 1: use case description for manage account

Use case name Login

Participating actor Admin, Manager(HO),Guard
Description Any user who wants to access the system’s
functionality must be Authenticated and
Authorized and login to the system.
Entry condition The user must be already registered (the user must
have user name, password)
Exit condition The system user logged in to the system.
Table 2: use case description for login

Use case name View report

Participating actor Manager and guard
Description This use case helps Every user to view out a
report
Entry condition Every user must be login in to the system.
Exit condition When reports are viewed by users
Table 3: use case description for view report

Use case name View guard detail

Participating actor Manager(HO)
Description Helps the manager(HO) to check or control guard
profile (check guard status)

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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

Use case name Restrict entry

Participating actor Manager(HO) and guard
Description The HO and guard restrict (not allow) to get in the
employee and visitor: if the employee are not
registered in the system and for visitors if they are
not invited.
Entry condition If unregistered or un invited user come
Exit condition Restrict the user
Table 5: use case description for restrict entry

Use case name View entry gate detail

Participating actor Guard
Description The guard view who entered and leave the gate
Entry condition The guard have to logged in
Exit condition View the entry/exit detail
Table 6: use case description for entry gate detail

Use case name Add visitor

Participating actor Guard
Description If the visitor come the guard add the visitor into
the visitor list and give them temporary id
Entry condition New visitor have to came
Exit condition The visitor is added
Table 7: use case description for Add visitor

4.7.6 Class Diagram

A class diagram in the Unified Modeling Language (UML) is a type of static structure diagram that
describes the structure of a system by showing the system's classes, their attributes, operations (or
methods), and the relationships among objects.

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.

A class diagram is typically modeled rectangles with three-section:

 The top one indicates the name of the class

 The middle one lists the attributes of the class and
 The third one lists the methods

Figure 8: Class diagram

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