Ambo University Institute of Technology Department of Computer Science

WEB BASED GRADUATE EXIT EXAMINATION SYSTEM FOR AMBO UNIVERSITY
2019
AMBO UNIVERSITY
INSTITUTE OF TECHNOLOGY
DEPARTMENT OF COMPUTER SCIENCE
TITLE: Web Based Graduate Exit Examination System for Ambo

University
Submitted BY:
Name ID No
URGE ABDULAH IBRT/2247/08
IBRAHIM BEKER BRT/2148/08
DAWID YUSUF TBRT/0341/10
ABEBECH TAFESE BRT/2106/08
GEMACHU MOHAMED TBRT/0344/10
MARABA WAKENE BRT/2304/08
IFA ABERA BRT/2216/08
Project Submitted to the Department of Computer Science of Ambo University for

the Degree of Bachelor of Science in Computer Science
ADVISOR: Mr. Fikru T.
AMBO, ETHIOPIA
February, 2019
WEB BASED GRADUATE EXIT EXAMINATION SYSTEM FOR AMBO UNIVERSITY 2019
AMBO UNIVERSITY
INSTITUTE OF TECHNOLOGY
DEPARTMENT OF COMPUTER SCIENCE
TITLE:Web Based Graduate Exit Examination System for Ambo
University
BY
Name ID No
URGE ABDULAHI BRT/2247/08
IBRAHIM BEKER BRT/2148/08
DAWID YUSUF TBRT/0341/10
ABEBECH TAFESE BRT/2106/08
GEMACHU MOHAMED TBRT/0344/10
MARABA WAKENE BRT/2304/08
IFA ABERA BRT/2216/08
Name and signature of Members of the Examining Board
Name Title Signature Date
Coordinator,
Mr. Fikru Advisor,
Examiner,
Examiner,
i
Abstract
Graduate exit examination is an examination, which is provided to graduate students for the
aims of determining the progress the students has made over the years. The exit exam, as the
name indicates, can be taken as a last ‘clearance’ before leaving the University. This exit
exam qualifies a student for a degree. The exam is taken by department in a national level and
its content covers the main (core) courses in the department. So, Web Based Graduate Exit
Examination System (WBGEES) is the proposed system and this system solve the problem in
the existing system. The system is a web-based application and allows administrator user to
add questions, view students’ results and other functionalities. It also provides web-based
exam to students and automatically show their exam results. So that it will handle the overall
examination processes, from starting the exam up to showing final result.
ii
DECLARATION
We declare that this project is our original work and has not been presented for a degree in
any other university.
NameSignatureDate
URGE ABDULAHI
IBRAHIM BEKER
DAWUD YUSUF
ABEBECH TAFESE
GEMACHU MOHAMED
MARABA WAKENE
IFA ABERA
This project has been submitted for examination with our approval as university advisor.
Name Signature Date

Mr. Fikru T.
ACKNOWLEDGEMENTS
iii
First of all, we would to thank Almighty GOD for giving us strength to complete this
documentation. Because without the will of GOD everything is impossible. Then we would
like to thank our advisor Mr. Fikru T for his support on the project, from initial advice and
contacts in the early stages of conceptual inception and through ongoing advice and
encouragement till now.Next, we would like to thanks organizations which provide services
in Ambo University such as school of law and health medical college for providing necessary
information and guidance about the system. Next our thanks extend to Computer science
department head for providing support papers in order to do this project. Finally, we thank all
classmate students, our family and all CS department staff members those who support us to
complete this documentation.
Table ofContents
iv
Abstract................................................................................................................................................ii
DECLARATION................................................................................................................................iii
Table ofContents..................................................................................................................................v
List of Figures....................................................................................................................................viii
List of Tables.....................................................................................................................................viii
ABBREVATIONS..............................................................................................................................ix
CHAPTER 1........................................................................................................................................1
Introduction of whole project process................................................................................................1
1.1. Introduction.........................................................................................................................1
1.2. Background of the Organization........................................................................................1
1.3. Background of the Study.....................................................................................................2
1.4. Statement of the Problem....................................................................................................3
1.5. Objective of the Project.......................................................................................................3
1.5.1. General Objective........................................................................................................3
1.5.2. Specific Objective.........................................................................................................4
1.6. Scope of the Project.............................................................................................................4
1.7. Significance of the Project...................................................................................................4
1.8. Methodology of the Project.................................................................................................5
1.8.1. Data Source..................................................................................................................5
1.8.2. Fact Finding Techniques.............................................................................................5
1.8.3. System Analysis and Design (approach).....................................................................6
1.8.4. Development Tools.......................................................................................................6
1.8.5. Testing Procedures.......................................................................................................7
1.8.6. Proposed Implementation method..............................................................................8
1.9. Limitation of the Project.....................................................................................................8
1.10. Risks and Contingencies..................................................................................................8
1.11. Assumptions and Constraints.........................................................................................9
1.12. Scheduling........................................................................................................................9
CHAPTER 2......................................................................................................................................10
Description of the Existing System and the Proposed System........................................................10
2.1. Introduction of the Existing System.....................................................................................10
2.1.1. Players in the existing system........................................................................................10
2.1.2. Functions/activities in the existing system....................................................................11
2.1.3. Business Rules................................................................................................................11
2.1.4. Report generated in the existing system.......................................................................12
2.1.5. Forms and other documents of the existing system.....................................................12
v
2.1.6. Bottlenecks of the existing system.................................................................................12

2.2. Practices to be preserved.......................................................................................................13
2.3. The proposed system.............................................................................................................13
2.3.1. Team composition..........................................................................................................14
2.3.2. Feasibility Analysis........................................................................................................15
2.3.3. Requirements of the proposed system..........................................................................17
CHAPTER 3......................................................................................................................................20
System Analysis and Modeling.........................................................................................................20
3.1. Introduction...........................................................................................................................20
3.2. System Requirement Specification (SRS)............................................................................20
3.2.1. Use case model................................................................................................................20
3.2.1.1. Actors and Use case Identification........................................................................20
3.2.1.2. Use case diagram....................................................................................................21
3.2.1.3. Use case description...............................................................................................22
3.2.1.4. Scenarios.................................................................................................................28
3.2.2. Object Model..................................................................................................................29
3.2.2.1. Class Diagram........................................................................................................29
3.2.3. Dynamic Model..............................................................................................................30
3.2.3.1. Sequence Diagram.................................................................................................30
3.2.3.2. Activity Diagram....................................................................................................35
3.2.3.3. State Chart Diagram..............................................................................................39
3.2.4. User Interface Modeling................................................................................................40
CHAPTER 4......................................................................................................................................41
SYSTEM DESIGN............................................................................................................................41
4.1.1 Purpose of the system................................................................................................41
4.1.2 Design Goals...............................................................................................................42
4.2 Current software architecture..........................................................................................42
4.3 Proposed software architecture........................................................................................43
4.3.1 Overview.....................................................................................................................44
4.3.2 Subsystem Decomposition.........................................................................................45
4.3.3 Hardware/software mapping....................................................................................45
Chapter 5............................................................................................................................................50
Implementation and Testing.............................................................................................................50
5.1 Introduction.......................................................................................................................50
5.1.1 Final Testing of the system........................................................................................50
5.1.2 Hardware software acquisitions...............................................................................58
vi
5.1.3 User manual preparation..........................................................................................58

5.2 Training..............................................................................................................................64
5.3 Installation Process............................................................................................................64
5.4 Start-up strategy................................................................................................................64
CHAPTER 6......................................................................................................................................65
Conclusion and Recommendations..................................................................................................65
6.1 Conclusion..........................................................................................................................65
6.2 Recommendation...............................................................................................................65
6.3 Future Enhancement.........................................................................................................66
References..........................................................................................................................................67
Appendix............................................................................................................................................68
List of Figures
TitlePage
vii
Figure 1: Team composition 14

Figure 2: Use case diagram 22
Figure 3: Design class diagram 30
Figure 4: Sequence diagram for login 31
Figure 5: Sequence diagram for Take Exam 32
Figure 6: Sequence diagram for View Result 33
Figure 7: Sequence diagram for View Report 34
Figure 8: Sequence diagram for feedback 35
Figure 9: Activity diagram for login 36
Figure 10: Activity diagram for take exam 37
Figure 11: Activity diagram for view result 38
Figure 12: Activity diagram for feedback 38
Figure 13: State chart Diagram for User Login 39
Figure 14: State chart diagram for candidate registration 39
Figure 15: Sample Security Testing 58
Figure 16: Login page 59
Figure 17: Admin page 61
Figure 18: Candidate page 61
Figure 19: Exam page 62
Figure 20: Exam Editor page 63
Figure 21: Exam setter page 64
List of Tables
TitlePage
Table 1: Project scheduling.......................................................................................................9
Table 2: Project plan Activities...............................................................................................16
Table 3:Use Case Identification..............................................................................................20
Table 4:Use Case Description for Login.................................................................................22
Table 5:Use Case Description for Take Exam........................................................................23
Table 6:Use Case Description for View Result......................................................................24
Table 7:Use Case Description for Send comment..................................................................25
Table 8:Use Case Description for View comment..................................................................26
Table 9:Use Case Description for View Report......................................................................26
Table 10:Use Case Description for Create account for candidate..........................................27
Table 11:Scenarios..................................................................................................................28
Table 12: Access control and security.....................................................................................47
Table 13:Login Unit testing....................................................................................................51
Table 14:Register User Unit testing........................................................................................53
Table 15:Block AccountUnit testing.......................................................................................55
Table 16: Create Account Unit testing....................................................................................56
ABBREVATIONS
viii
Admin ------------------------Administrator
API ------------------------------ Application Programming Interface
AU --------------------------- Ambo University
BR -----------------------------Business Rule
CSS --------------------------- Cascading style sheet
Dep’t -------------------------- Department
E.C --------------------------- Ethiopian Calendar
GB ---------------------------- Giga Byte
GUI ----------------------------- Graphical User Interface
HTML------------------------- Hypertext Markup Language
ID ------------------------------ Identification Number
PC -----------------------------Personal Computer
PHP ---------------------------Hypertext Preprocessor
SQL --------------------------- Structured Query Language
SRS ----------------------------System Requirement Specification
UC ------------------------------Use Case
UML ---------------------------Unified Modeling Language
UN ------------------------------ User Name
WBGEES ----------------------Web Based Graduate Exit Examination
System
ix
CHAPTER 1
Introduction of whole project process
1.1. Introduction
A web-based system provides access to a software system using a computer and internet
connection. Web based graduate exit examination system is one of the systems which provide
web-based test exam services through internet connection or network and it is controlled by
Centralized administrator. The system also helpful for conducting different examination
question which can be conducted regularly. It can also be used to provide immediate results
and save precious time to check student’s copy and prepare mark sheets. So, it is very
important for that graduates’ students to handle the web-based examinations system and
evaluate their results online. But the purpose of the exam is to facilitate the effort of student
to revise the core of learning outcome of the course covered, also make ensure the student to
be competent and monitor the level of achievement in learning outcomes of course. So, the
system used to solve the problems which are occurred during exam time taken through
manual system. Therefore, the document describes all features and procedures to develop
graduate exit examination system for Ambo University graduate students. Because, it is very
useful for any Institute or Department to test their students continuously for their mutual
development and know about their progress. The system allows exam agency to create their
own exam on online which is collected from areas of their department.It would enable the
institutes to perform exit exam.
1.2. Background of the Organization

Ambo University is located in Ambo, the capital of West Shewa Zone of Oromia Regional
State. It was established in 1939 E.C (1947), and is one of the oldest higher learning
institutions in Ethiopia. It was originally a school. In 1951 E.C (1958) the school was
renamed as Ambo Agriculture and Forestry Secondary School with the addition of
Forestry Department. In 1960 E.C (1967) the school was promoted to the level of ‘institute’
and named as Ambo Institute of Agriculture and started to offer a two-year post-secondary
diploma course in General Agriculture. In 1969 E.C (1974) the institute was granted a Junior
College status and named as Ambo Junior College of Agriculture with an added objective
of research and extension apart from teaching. Consequently, the College launched a
continuing education program in 1973 E.C (1980) and continuously started.
1
In 1980 E.C (1987) some pedagogical courses were added to the existing curriculum and a
Teacher Education option was added to train agricultural teachers. In 1984 E.C (1992) the
"junior" status was shed off and the institution was named Ambo College of Agriculture. In
1995 EC (2003) the institution started to offer undergraduate degree programs in the fields of
Crop Production, Animal Production, Applied Chemistry and Applied Biology. In the
meantime, the college was affiliated to Jimma University by the name Jimma University -
Ambo College.
On Megabit 3, 2000 E.C (12 March, 2008), the Government of the Federal Democratic
Republic of Ethiopia promoted the College to the status of an autonomous University College
–Ambo University College. In 2009, it was named as Ambo University. Presently the
University runs eight graduate and thirty seven undergraduate programs which are divided
into eight colleges/institutes and thirty academic departments in main campus at Ambo, and
branches at Awaro campus, Guder Campus, and Walliso Campus[1].
1.3. Background of the Study

Today many organizations are conducting web-based examinations system in worldwide
successfully and issue results online. Web based exit examination system is the system that
examinations is conducted through the extranet or in an intranet (if within the Organization)
for a remote candidate(s). Most of the examinations issue results as the candidate finish the
examination, when there is an answer processing module also included within the system.
Candidate is given a limited time to answer the questions and after the time expiry the answer
place is disabled automatically and answer is sent to the database. Because all question and
answer is placed in the database of the system. Therefore, the system will evaluate answers,
through automated process and the results will be sent to the candidate through candidate
identity on candidate pages in the available in the web site. But up to this time in Ambo
University this system’s examination process is given through manual process. That means
every student takes an exam in a classroom, because they have to sit there and have the
examiners during the exam. This web-based Examination System is to efficiently evaluate the
exam through a fully automated system that not only saves lot of time but also give fast
results. It will solve all the paper works in the examination process usually spent by the
teacher or instructor in reading and checking the answer one after the other. The schools or
institutes which provide exit exam through manual process in this university are school of
law and medical health colleges which is started around in 2006 E.C. So, this project will
help any graduate student to take exit exam before their graduation.
2
1.4. Statement of the Problem

In the institutes of university examination process is performed by examiners that give the
exam papers to students manually. Therefore, we recognized that there are many problems
in terms of giving examination process in higher education institute or university.
Some of the problems which are occurred in the examination process through manual
system are:
 There is high cost to buy copy machines, printers, papers for hard copy as well as
payment for duplicators and supervisors.
 High human power wastage that means it needs examiners, supervisor and others that
participate in the examination place.
 Wastage of time to print and to wait for copying in duplicate office.
 It is wastage of time for examiners while correcting exam papers and giving result
back to the student.
 Some pages of exam paper may be jumped by error while duplicating.
 The result of students may be lost.
 Takes time to test the exam, to evaluate the answer or exam, to announce the exam
date to the candidate.
 Even candidates or students may lose where and when the exam is performed.
 It is difficult to show the result of students.
 The exam paper may be stolen during posted to exam place.
 It is difficult to keep exam information consistency, update and generality.
 The consistency or generality of the exam process may be different from one institute
to other.
 The candidates cannot see the result immediately after taking the exam
1.5. Objective of the Project

1.5.1. General Objective
The general objective of this project is to change the manual Exit Examination system to
computerized system which is Web Based Graduate Exit Examination System for the
institutes of Ambo University.
3
1.5.2. Specific Objective

In order to achieve the general objective of the project, the specific objective is designed to
do the following activity:
 To investigate and identify the problems in the existing system exam handling.
 To model and implement for using object-oriented system and analysis approach.
 To design and implement a database for the proposed system.
 To design and implement exam preparation modules for the proposed system.
 To develop the system that stores the candidate result in the database and displays the
result back to the candidate.
 To test and evaluate the performance of the proposed system by inserting different
data.
 Enabling candidates to see the exam date online.
1.6. Scope of the Project

In this project we supposed to do the following points:
The system includes choose type of questions only (either multiple choice or true-false
question). It does not include essay type of questions or short answer questions. Because it is
difficult to develop a system that checks the essay question answer word by word. The
system also retrieves any information from a database on the designed interface as per the
requirements of the user.
1.7. Significance of the Project

Developing this system has much significance for the university or institutes and the students
which are take exit exam before graduate. The system is centralized administrator controls
and saves the efforts and time of both the university and the students.
For university:
 Reduce economy spend for buying papers and printers.

 Reduce Time consumption
 Reduce man power like examiner, supervisor, and other that participate in exam.
 Avoid document missing about candidate information. Avoid tiredness to analysis the
student result, because the student file will stored in the database instead of cabinet. So,
it is easy to search student file from database.
 It ensuring the availability of documents in their proper place in the database.
4
For students:
 Making students aware about the examination because student can see all information
about exam detail from the system.
 View their exam result online immediately without came to the Department or class
room.
 It reduces time consumption when we see the results and economy wastage like pen
and paper.
 Generally, the system Create suitable condition for candidates (students) to view their
result online and detail information.
Target beneficiaries of the system

Organization:Promoting their name easily
Our team:
 Will acquire experience and knowledge on developing project
 Will acquire satisfaction
Employee:Job satisfaction
1.8. Methodology of the Project

1.8.1. Data Source
The primary data sources for our Project to convert paper-based graduate exit examination to
web based are:
 Ambo University school of law and school of health sciences

 Internet and Search Engine(Bing, Yahoo, and Google)
1.8.2. Fact Finding Techniques

Different fact-finding techniques or approaches were used to gather information about the
current system. It is the fundamental activity for the development of the system. Without
them data modeling cannot be constructed. In order to know how the existing system work
and what problem are there we have been using the following fact-finding techniques.
Data Collection Methodology

Methodology we will use to collect data required information is interview, reading materials
and etc.
5
Interview
To gather information, interview method will be conducted with Head of both departments as
well as some employees of the school of law and health sciences employees to get additional
information.
Document analysis
So far there is an existing system concerning on our project and during document analysis
related documents and information will be assessed.
1.8.3. System Analysis and Design (approach)

The goal of this section is to provide the basic overview of the system that we are going to
develop. The system analysis and design approaches for this project we used the object-
oriented system analysis & design. Because:
 It provides code and function reuse through the concepts of inheritance,

polymorphism, encapsulation, modularity, coupling and cohesion.
 To design the system the project team has choose Object Oriented Modeling
techniques and Unified modeling language tools.
 Understanding of the structure is easy because object-oriented modeling and tools used
to represent real world entities.
 It enables us to comprehensively model a system before we develop it.
 Modification of the object implementation is easy because objects are loosely coupled.
1.8.4. Development Tools

1.8.4.1. Software tools
We use different software tools to develop the proposed system. Thesoftware is used for us to
prepare the documentation and drawing the diagrams and also to design the system. Those
are:
 Internet Explorer and chrome browser: As a web browser to launch the prototype.
 MySQL
 Microsoft word 2013 and 2016 to write all documents.
 Microsoft Visio 2016we used it for drawing all diagrams.
 Windows 10(operating system).
Hardware tools
6
 We use the hardware tools listed below to develop our proposed system and for taking
a backup. The hardware tools we used are:
 PC(Personal Computer)
 8 GB Flash disc
 Printer
 Digital camera
 2GB compact disk
1.8.5. Testing Procedures

We start the test procedure of our project in the code. Therefore, our proposed system testing
procedure depends on the paper-based system of the Ambo University. If the error is
occurred when we write the code, we will try to debug it. Before we integrate the system, we
test each individual module. We test our proposed system by using the following testing
operations:
Unit testing: In this testing operation we test each module separately and often performed by
our team simultaneously along with the coding of the module.
Integration testing: We combine all modules in this testing step. Then the entire program is
tested as a whole. Each of the module is integrated and tested separately and later all modules
are tested together for some time to ensure the system as a whole works well without any
errors.
System testing: After the system is put together, it will be performed. The system will be
tested against the system requirement to see whether the entire requirements meet and
whether the system performs as specified by the requirement.
Functional testing: All functionality of the system is tested by providing appropriate input,
verifying the output and comparing the actual results with the expected result. This testing
involves checking of user interface, APIs, Database, security, client/server application and
functionality of the application under test. The testing can be done either manually or using
automation.The mentioned testing is carried out successfully for this application according to
the user’s requirement specification. The software of this system is tested before it gives the
service to the users including maintenance. The system must be free from any type of error to
give a satisfaction for the user.
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1.8.6. Proposed Implementation method

The implementation of the project is including server, software installation, resource and cost
then give training for the employees of Ambo University and the users of the system. The
proposed system is operationally feasible because it is simple to access and all operations will
be performed easily. The proposed system is legally feasible because the project team
members built the system without violating rules and regulations of the governments as well
as the organization. One server must to be needed.The proposed system is economically
feasible because, the proposed system will provide many benefits for the university and
students. The cost required in the proposed system is comparatively less to the existing
system. To put the server, it may take high Ethiopian birr cost and another resource including
computers, software installation etc. After the implementation is over, we must give training
for employees.
1.9. Limitation of the Project

Even if we have done many functionalities about Exit Exam, we also not able to include the
following activities:
 Online payment system when candidate take Rexam

 Digital signature
 Cannot handle descriptive or subjective questions (essay)
 The system provides service only non-blind candidates.
1.10. Risks and Contingencies

The risk of our project is lack of time, internet access, and shortage of information, failure of
computer. The given time for doing this project is short and there is also lecture and
laboratory class. There is no enough internet access to get the information related to our
project like the exit exam policy, exit exam management and others. We cannot get enough
information in the Ambo University offices when we ask them.
The contingency of our project is the solutions of our project risk. We use Mobile data
connection for accessing information from internet, another computer like personal computer
if the computer is failed, we do the project at night time, ask persons in other place who
works in other school of law and health science offices by dialing with them.
8
1.11. Assumptions and Constraints

The Assumption of our project is that will be accepted by Ambo University Organization.
The reason is that the project is politically feasible, the profile of the examinee is stored
permanently, employees can find the profile of examinees easily (if necessary), reduce the
time consuming and cost. The users can access information about web based graduate exit
examination easily by using the website of the organization everywhere they are.
The constraint of this project is that the organization cannot accept this project in case of
fewer networks, network failure or no network coverage. The organization may have lack of
budget to buy the server for the proposed system.
1.12. Scheduling
It involves checking, if the project team can develop the proposed system with the time
allocated or not.The department gave us the schedule of the project around seven months. In
this semester we will do the introduction of the whole project, the description of the existing
system and proposed system and the implementation.
Table 1: Project scheduling
PROJECT SCHEDULE
S.No Phases 1st quarter 2nd quarter 3rd quarter 4th quarter 5th quarter
Dec7- Dec22- Jan05- March12- May18-

Dec21/2018 Jan04/2019 Jan25/2019 May15/2019 July3/2019
1 Project
Proposal
2 Requirement
Analysis and
Modeling
3 Design
4 Implementation
5 Installation &
Project Closure
9
CHAPTER 2
Description of the Existing System and the Proposed System
2.1. Introduction of the Existing System

This project emphasizes on Graduate Exit Examination system for Ambo University graduate
students. The existing system of conducting examination process is through manual system.
Due to these users of the existing system wastes much amount of resources. For instance, it
takes time to test the exam and evaluate the answer of the exam as well as to announce the
exam date to the candidate. It takes also large numbers of paper and even candidates may lose
where and when the exam is performed. In general, almost all activities in the system are
done manually, so it has many problems. So, we introduce new system which is fully
computerized. Therefore, the entities that interact with the existing system are user of the
system and have its own role.
2.1.1. Players in the existing system

The existing system players relating to exit exam are:
1. Exam board editor: the exam board editor responsible to prepare proposals that
shows the cost of the exam and ensure that exam question is prepared and printed
timely. Also ensure that the exam question and results are posted to the university within
sufficient time. The exam editor handles any complaints that occur relating to marking
the examination and responsibility to ensure the proper administration, transportation
and correction of the examination. Generally, exam board editor coordinates how the
exam to be performed and select exam setter who set or prepare exit exam and exam
evaluator.
2. Exam setter:has responsibility to prepare or set the exam in line with the scope of the
learning domain to be assessed. During preparing the exam the exam setter prepare
exam with in a given time and responsible for providing answer key and making
corrections where some errors are detected in the questions. Also has responsibility to
check whether questions arerepeated or not and includes the answers in the listed choice.
3. Candidates: are student who take the exit exam.
4. Examiners: has responsibility to tests or examine candidates or students and shall be
assigned from another department.
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5. Department Head: has responsibility to specifies places for exam and generally he
manages all activities in his perspective departments.
6. Exam evaluator: Evaluates the exam that is drafted/prepared by exam setter.
7. Registrar:has responsibility to capture candidate information or profile and checks
candidates take all department course before take exam.
8. Supervisor:has responsibility to controls the overall exam (candidates and examiner)
and take and bring the exam paper to Exam Board Editor.
2.1.2. Functions/activities in the existing system

The existing system can register the user in manual form. It gives information to the user
through notice board system which can take more time. Users can access their information
through manual form by going to their department office.
2.1.3. Business Rules

Business rules are statements that describe a business policy or procedure and they reflect
business policies. Organization have policies in order to satisfy the business objective, make
good use of resources, and conform to laws or general business conversions. Business rule
become requirements that is they may be implemented in software as a means of
requirements of this software system. Identifying the business rule of the proposed system
will help us to specify and describe each use case in effective way. The business rules of the
exit exam system are listed as following:
BR1:The registrar must send graduated students list with full information to Exam Editor.
BR2:The candidates should be legible.
BR3:The system administrator and candidates must have user account for managing the
activity specified and limited to their privilege or generally the system user must have
an account to access the services in the system and managed by system administrator.
BR4:They should have a take along unique ID that expresses his/her identity.
BR5:The candidates should have to take the exam within the given time of period.
BR6:The exam should be deactivating after the exam is taken or exam time is expired.
BR7:The exam question should not be duplicated or there is no redundancy of question.
BR8:The candidate should take all department courses before taking this exam.
BR9:Candidates can take another exam more than once, when candidate cannot pass the
first time, but candidate pay fee before taking re-exam.
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BR10:The entire examinations questions are objective.
BR11:The candidates should fill the form and the requirements properly and carefully.
BR12:All candidates must take the same exam according to their department.
2.1.4. Report generated in the existing system

The system administrator has extensive report structures that will meet the specific
requirements as we have understood. All candidates have their own information. Their
information is coming from their department head that contains all their profile done in
Ambo University.
2.1.5. Forms and other documents of the existing system

Now Ambo University Graduate Exit Examination System is manual. To perform their work
the employees, use the paper form. In their form they have graduation requirement which
have passing and failing values. And also, they prepare those questions which is collected
from two part in the school of health include public health part and clinical part. In public
health part those questions must collected from the areas like Biostatic, nutrition, health
education, and etc. In clinical part the questions collected from areas like Internal medicine,
surgery, paediatrics, and obstetrics and gynaecology. They don’t have other written
documents of the existing system[2].
2.1.6. Bottlenecks of the existing system

Performance (response time)
The existing system does not provide fast response time because it is difficult to access data
from the document and misallocation of candidates’ profile in the shelf to retrieving the
candidates’ status information.
Input (inaccurate/redundant/flexible) and output

The existing system takes the input in the form of hard copy or in the form of paper
document. The users request for the service in the current manual system is considered as
input. The output of this system is the response for the user’s request and any service given to
the user in the university from the offices. Since, this all thing is done by manual power;
there is inaccuracy because validity is not properly checked and data redundancy. The
flexibility of the input is that, when inputs are inserted to the office and it is easily changed.
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Security and controls

The existing system has less security and there is no data backup when the users profile lost
or damaged. The administrator can control all activities and gives permission for user to use
the system and control the system. There is no login form i.e. you cannot create any account.
Efficiency
The existing system is less efficient for employees and candidates to access information
about their information, preparing the examination is slow. Every activity and data is shared
manually includes the following:
 Store all the information of the student
 Register student
 Taking the exam
 View result and
 All other activities that are performed manually.
2.2. Practices to be preserved
The Strength part of existing system is the presence of work Distribution, Management
system is assigned by different people (used to share their experience) and administrator
offices are participating in works. The files are printed on paper and it stored on the shelf. So,
we went to design some useful practice to solve the problem and increase the efficiency of
the service. The Weakness part of the existing system is that consume time, less security, lack
of awareness, loss of resources, inefficient, and cost wastage.
2.3. The proposed system

As previously mentioned in statement of the problem, there are a lot of problems associated
with the existing system of the Graduate Exit Examination system. We have to observe our
proposed system which is computerized. After observing the current system and
understanding all the problems occurred during every activity on the existing system of ambo
university, we desired to design a system that solve the problems of the existing system. The
system is web-based system. The proposed system will use the major functionality of the
existing system able to advance accordance with performance (the system will have faster
response time and use minimal space usage), security (provides or contains user name and
password for each users based on their privilege), reliability (system is reliable by analyzing
each information by the organization of the system) and Speed (regarding on the speed the
system will generate output).For administrator it is best to control every information’s related
13
to exit examination legally. Making despise, resolving problems and getting feedbacks from
the candidates and also controls the system from being viewed by non-authorized users.
2.3.1. Team composition

In developing any project, there should be team organization to achieve the goal of the
project. Among the types of the team organization our team selects decentralized control
team organization. The reason to select this team control organization is:
 Our members are on the same level and we can review each other
 Suitable for less understood, more complicated problem
 Higher moral among team member
 Job satisfaction
 Nobody leads as a boss from the group (all of us are equally participated).
 Encourage to share and review others work
Ibrahim
Urge
Dawud
Abebech
Gemachu
Ifa
Maraba
Figure 1: Team composition
14
2.3.2. Feasibility Analysis

Feasibility is the measure of how beneficial or practical the development of this web-based
exit examination system will be for an organization. In this section we are going to state how
this system have benefits for organization and candidates in the case of technical, economic,
political, operational and schedule feasibility. To start with our project first we should have to
clearly notify the feasibility of the system that we are going to do.
Technical Feasibility
The system developed by following the Object-Oriented System Development technique and
initiate to develop the system without any difficulty Using PHP, Java script, MySQL, CSS,
and html database without any problems. So, the system technically provides easier and fast
work of activities and technical support for users how to operate their tasks. The system gives
powerful access to be applied by low skilled users as much as possible. Our system will
provide an easy access to the users. The work for the project is done with the current
equipment and existing software and hardware technology.
Economical Feasibility
The proposed system is economically feasible because, the proposed system will provide
many benefits for the university and students. Some of benefits are as follows:
 There is no cost for copy machines, printers and papers to prepare the exit examination.
 A problem that was occurring on exam paper correction is strictly avoided.
 There is no cost wastage for duplicators and coordinators.
 The cost required in the proposed system is comparatively less to the existing system.
For example, the following points must be feasible when we propose the system.
 The cost to buy server computer.
 The cost to buy client computers and network connection devices.
 The cost paid for system designers and system analysts.
 The cost of the software to be acquired to build and run the system.
 The cost to train students and examiner shows to use the system.
 The cost to maintain computers if there is problem with computers.
Operational Feasibility
The proposed system is operationally feasible because it is simple to access and all operations
will be performed easily.
Behavioral/Political feasibility
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Our project will be accepted by set of decision makers and all institutes in Ambo University.
Editing and/or changing the exam is not allowed according to the exam policy. The system
that we will develop can’t interfere or oppose the above-mentioned exam policy. The reason
is that the system gives any information for the user that is provided by the administrator.
The administrator is legal person and obeys the rules and regulations of the exam policy.
From this point of view our project is politically feasible.
Schedule feasibility
Schedule feasibility is making sure whether the potential time frames and completion date
can be met or not. The project team members expected the Project to be completed on time
without any delay.
Table 2: Project plan Activities
Phases Activities and tasks deliverables

Project planning Information gathering, Title approved, team
Team organizing, choose composed
project title
Proposal writing Gathering information Proposal
about the title project
Requirement planning Finding requirements for Requirement
the new system, grouping specification
the requirements in similar
features
Requirement Definition / Deeply understanding Requirement analysis
Determination current system problems and documentation
and choose alternative
solutions to overcome the
problem, identifying
functional and non-
functional requirements to
address current system
problems, designing
different artifacts of the
new system using object-
16
oriented modeling tools

Business area analysis Studying the business rule Business rule
of the station, understanding and
communicate with official documentation
leaders of the organization
to get information,
eliciting the requirements
from the user’s perspective
of the station
Object oriented analysis Generally analyzing of the Object oriented
system according to documentation/prelimi
object-oriented approach, nary design
design of different use case
System design Detail design of the new Detail design of the
system based on the system and
system objects documentation
Implementation Algorithm analysis, flow Implementation
chart modeling, testing
strategies
2.3.3. Requirements of the proposed system

A System Requirements Specificationalso known as a Software Requirements Specification.
It is a document or set of documentation that describes the features and behavior of a system
or software application. A requirement is any function, constraint, or property that the system
must provide, meet, or satisfy in order to fulfill its purpose. So, we need to identify and
understands the problem of the existing system to develop the new system. We decide the
following functional and non-functional requirements of the system.
2.3.3.1. Functional Requirements

Functional requirement is the requirement describing the behavior of the system as it relates
to the system's functionality that is describes what the system does. This behavior may be
expressed as services, tasks or functions that the system is required to perform. Therefore,
the functional requirements for the new proposed system includes the following section:
17
 Exam management section:this section includes
 Exam Setter:Exit Exam preparation section can add questions, edit questions,
manage and view all questions of a given department.
 Exam Editor: check or ensure that exam question is prepared correctly and
timely.
 Registrar: send candidate profile or information to Editor that take exit exam.
 Candidate section: includes students who take exit exam and select answer within
given question by its page of the system and finally view its result.
 Report generate management section: this section includes
 The candidate can view his/her result after exam completed.
 The system reports the exam result to individual candidate after candidate take
exam.
For example:
Full Name: Ibrahim Beker Usman
User Id: BRT/2148/08
Department: Computer science
Institute: Technology
Address: AU
Result: Competent
 The system admin views all candidates’ results and any other reports.
 The system should validate the data entry. That is the system shall validate and
authenticate the users’ username and password.
 The system shall allow all eligible users to update their accounts.
 User account management section: the system has different account types and the
system administrator gives access for all system user accounts.
2.3.3.2. Non-Functional Requirements
Functional requirement describes what a software system should do, while non-functional
requirement is any requirement which specifies how the system performs a certain function.
It will describe how a system should work and what limits there are on its functionality. Non-
functional requirements generally specify the system’s quality attributes or characteristics.
18
Therefore, some of the non-functional requirement that needs to be met in order for the
proposed system to operate or done correctly can be:
 Control and Security: This system uses different security systems to protect its data.
Among this: Password and username. The system users are allowed to perform
activities or make a modification to the data if and only if they are authorized which
will be checked by their username, password, and account type.
 Performance: The amount of time needed to get the response for a transaction or
request is minimized and also the system has fast response time because of a light
weighted code in HTML, PHP, CSS and JavaScript.
 Portability: This system is portable, since it runs on different desktop platforms.
Running on different platforms in desktop computer browser makes the system
accessible by users.
 Availability: The system is available in the presence of extranet connection. So, the
users of system can access the system successfully for provide different services but
the exam is taken periodically.
 Reliability: The system should handle invalid inputs and displays error message to
users. Reliability is one feature of the system significantly validates user inputs.
 Backups: In addition to authorizing access to users, the system could have problems
in such areas of data crime, disaster, and human errors. For this purpose, incremental
backup copies (copies of only the challenge to files) and full backup copies (copies of
all files) will be made and stored in a secured location.
 Usability: The system has an interactive and attractive GUI which eases users’ usage
problem. It needs simple training. Because it is easy to use and adapt.
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CHAPTER 3
System Analysis and Modeling
3.1. Introduction
The analysis of the system is the basic thing in our system development which helps the
system designer (us) to find the purpose of the system. In case of the new system we develop
the purpose in order to make providing partial computerized information handling system. In
this chapter we use sequence diagram (shows how processes operate with one another and in
what order), use case diagram (to represent the interaction of user with system), activity
diagram (to show the representations of workflow of stepwise activities and actions with
support for choice, iteration and concurrency) and class diagram (to describe the structure of
the system by showing the system's class their attributes, operations (or methods) and the
relationships among objects).
3.2. System Requirement Specification (SRS)

3.2.1. Use case model
3.2.1.1. Actors and Use case Identification
ⅰ. Actor: It represents a type of users of the system or external systems that the system
interacts with an actor is a user of the system playing a particular role. The actors of the
new system are:
 Candidate  Exam setter
 Department head  Exam Editor
 Registrar  System admin
ⅱ. Use case: describes the sequence of events of some types of users, called Actors,
using some part of the system functionality to complete a process. The possible use
cases of the new system are:
Table 3:Use Case Identification
Use Case ID Use Case Name Include
UC01 login
UC02 View exam date UC01
UC03 View result UC01

UC04 View exam question UC01
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UC05 View notification UC01
UC06 View report UC01

UC07 View system user UC01
UC08 View exam question time UC01

UC09 View candidate UC01
UC10 View comment UC01
UC11 Send comment UC01

UC12 Take exam UC01
UC13 Manage account UC01

UC14 Send request UC01
UC15 Prepare questions UC01
UC16 Update user info UC01

UC17 Change password UC01
UC18 Specify exam date UC01

UC19 Specify exam time UC01
UC20 Post notice UC01
UC21 Send candidate info UC01

UC22 Specify exam passing score UC01
3.2.1.2. Use case diagram

A use case diagram is a graphic depiction of the interactions among the elements of
a system. Use case diagram shows use cases, actors, and their interrelationships. A
use case is a methodology used in system analysis to identify, clarify, and organize
system requirements. Use Case Model describes the proposed functionality of a
new system. Use case diagram contains four components.
 The boundary, which defines the system of interest in relation to the world around
it.
 The actors, usually individuals involved with the system defined according to
their roles.
 The use cases, which the specific roles are played by the actors within and around
the system.
 The relationships between and among the actors and the use cases.
The use case diagram of the system can see below.
21
Figure 2:Use case diagram
3.2.1.3. Use case description

Use case description is documents that contain brief information about use case. Use case
description contain the components like use case name, use case ID, participate actor,
description, basic course of action, alternative course of action, pre-condition and post-
condition.
Table 4:Use Case Description for Login
Use case name Login

Use case ID UC01
Actors System users
Description Describes how the system user’s login into the system
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Basic course of action 1. Open web site

2. User enter username and password
3. Click login button
4. System checks username and Password.
5. If username and password is valid
6. User authenticated and gets access to the system.
7. End of use case
Alternative course of action I. If User is not authenticated and is denied access to the
system.
II. System displays an incorrect username and password
message.
III. System enables user to try again.
IV. Use case returns to step 2 to fill or enter the correct
username and password.
Pre-condition Users must have user name and password
Post-condition Login to the system successfully and gets access to the system according to
their predefined system privileges.
Table 5:Use Case Description for Take Exam
Use case name Take Exam

Use case ID UC12
Actor Candidate
Description Describes how the candidate to login into the System to take exam.
23
Basic course of action 1. Open the web site

2. Candidate enter username and password
3. Click login button
4. System checks username and user Password
5. Candidate authenticated and takes exam on the system.
6. End of use case
Alternative course of I. Candidate is not authenticated and is denied access to
action the system.
II. System displays an incorrect message.
III. System enables user to try again.
IV. Use case returns to step 2 to fill correct Username and
PW
Pre-condition Must complete all department courses
Post-condition Can take exam and finally view result
Table 6:Use Case Description for View Result
Use case name View Result

Use case ID UC06
Actor Candidate
Description System generates result based the candidate ID individually.
Basic course of action 1. Candidates Open website

2. Candidates Logged to website
3. Candidates Click View Result link.
4. System Display their result
5. Candidates view their exam result
6. End of use case
24
Alternative course of If the Candidates doesn’t have access privilege to use the system,
action then the Candidates is not authenticated and is denied access to the
system.
Pre-condition Candidate Must be take exam
Post-condition Result will be generated and see the Result
Table 7:Use Case Description for Send comment
Use case name Send Comment

Use case ID UC11
Participate actor  Admin

 Exam setter
 Dep’t head
 Registrar
 Candidate
Description Describe system user can give comment or feedback about system
tasks or may any suggestions.
Basic course of action 1. The user opens the website of the system.
2. Login to the system
3. After logged to system according to its page
4. Can feedback/comment
5. End of use case
Alternative course of I. User reenter correct username and password
action II. After enter correct username and password can login to
system.
Pre-condition Must have username and password.
25
Post-condition Can give comment or feedback
Table 8:Use Case Description for View comment
Use case name View Comment

Use case ID UC10
Participate actor  Admin

 Exam editor
Description Describe exam editor can view different feedback which are sent
from other system user
Basic course of action 1. Exam editor login to system

2. After logged go to comment link
3. System Display comment.
4. Exam editor view and delete comment
5. End of use case
Pre-condition Exam editor must be the member of the system and have an account
before.
Post-condition Can view comment or feedback.
Table 9:Use Case Description for View Report
Use case name View Report

Use case ID UC6
Participate actor Admin, Dep’t head, Exam editor
Description The System allows to generate report for candidates about exam
Information.
26
Basic course of action 1. Open website

2. Logged to website
3. Click on view report link.
4. System Display report
5. View exam result report
6. End of use case
Alternative course of If the user doesn’t have access privilege to use the system; user is not
action authenticated and is denied access to the system.
Pre-condition All candidate must take the exam
Post-condition Report will be generated
Table 10:Use Case Description for Create account for candidate
Use case name Create account

Use case ID UC24
Actors System Admin
Description Describe how Admin create account to system user
Basic course of action 1. Admin open website

2. Admin logged to website
3. Admin View users
4. Admin create account automatically for all candidate of the
system
5. End of use case
Pre-condition User must be the member of the system and haven’t an account
before.
Post-condition User create account
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3.2.1.4. Scenarios
Table 11:Scenarios
Construct Description Syntax

Use case A sequence of action including
the function that system can
perform to interact with actor of
the system
Actor A coherent set of roles that users

of the use case play when
interacting with these use case
System boundary Represents boundary between

physical system and the actor
who interact with the physical
system
Association The participation of actors in use
case that is instance of actor and
instance of use case
communicate with each other
Extended The relationship from an
extension use case to base use
case specify how the behavior for
extension use case can be
inserted into behavioral defined
for the base use case.
An extend relationship between
two use case indicates alternative
behavior.
Use or include A relationship from use case to
an inclusion use case specifying
how the behaviors use case for
28
the inclusion uses case inserted to

the behavior for the base use
case.
An include relationship between
use cases indicates where one use
case always includes the
behavior of another.
Generalization Taxonomic relationship between
more general use case and more
specific use case
3.2.2. Object Model

3.2.2.1. Class Diagram
Class diagram is a static diagram that represents the static view of 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. Generally, the purpose of the class
diagram can be summarized as:
 Describing or modeling the static view of the system.
 Showing the collaboration among the elements of the static view.
 Describing the functionalities performed by the system.
 Construction of software applications using object-oriented languages.
 Shows relationships between classes, objects, attributes, and operations.
29
Figure 3:Design class diagram
3.2.3. Dynamic Model

3.2.3.1. Sequence Diagram
A sequence diagram is a Unified Modeling Language (UML) that showing the
sequence of interactions among objects and used to represent or model the flow of
messages, events and actions between the objects or components a system. A
sequence diagram represents the scenario or flow of events in one single use case.
The message flow of the sequence diagram is based on the narrative of the
particular use case. The Diagrams are also used primarily to design, document and
validate the architecture and interfaces of the system by describing the sequence of
actions that need to be performed to complete a task or scenario. The following
describes the sequence diagrams of the property administration system. A sequence
diagram consists of a group of objects that are represented by lifelines, and the
30
messages that they exchange over time during the interaction. Some of use case
sequence diagram for the system are:
Figure 4: Sequence diagram for login
31
Figure 5:Sequence diagram for Take Exam
32
Figure 6:Sequence diagram for View Result
33
Figure 7: Sequence diagram for View Report
34
Figure 8: Sequence diagram for feedback
3.2.3.2. Activity Diagram

Activity diagram is another diagram in UML diagram that describe dynamic
aspects of the system. Activity Diagrams also describe how activities are
coordinated to provide a service which can be at different levels of abstraction.
Typically, an event needs to be achieved by some operations, particularly where
the operation is intended to achieve a number of different things that require
coordination, or how the events in a single use case relate to one another, in
particular, use cases where activities may overlap and require coordination. It is
also suitable for modeling how a collection of use cases coordinates to represent
business workflows. Generally, the purpose of an activity diagram describes to: [3]
 Draw the activity flow of a system.

 Describe the sequence from one activity to another.
35
 Describe the parallel, branched and concurrent flow of the system. Some of the
activity diagrams of the system use cases are:
Figure 9: Activity diagram for login
36
Figure 10: Activity diagram for take exam
37
Figure 11: Activity diagram for view result
Figure 12: Activity diagram for feedback
38
3.2.3.3. State Chart Diagram

State chart diagram is used to show the sequence of states that an object goes through, the
events that cause the transition from one state to the other and the actions that result from a
state change.
Figure 13: State chart Diagram for User Login
Figure 14: State chart diagram for candidate registration
39
3.2.4. User Interface Modeling

User interface modeling is to indicate the surface that can be used by user and the system to
communicate to each other. User interface modelingis the specification of the interaction
between the system users and a system. The goal of user interface modeling is to make the
user's interaction simple and efficient as possible, in terms of accomplishing user goals.
Home interface
aD EF
D
Dep’t
Administrator Candidate Editor Setter
head
View candidate
View report View exam dateView comment
Create account Block account
Take exam View result Send report
Logout
40
CHAPTER 4
SYSTEM DESIGN
4.1 Introduction
System design is the transformation of the analysis model into a system design model. Up to
now we were in the problem domain. System design is the first part to get into the solution
domain in a software development. This chapter focuses on transforming the analysis model
into the design model that takes into account the non-functional requirements and constraints
described in the problem statement and requirement analysis sections discussed earlier in
analysis. The purpose of designing is to show the direction how the system is built and to
obtain clear and enough information needed to drive the actual implementation of the system.
It is based on understanding of the model the software built on. The objectives of design are
to model the system with high quality. Implementing of high-quality system depend on the
nature of design created by the designer. If one wants to change to the system after it has
been put in to operation depends on the quality of the system design.
4.1.1 Purpose of the system

The major purpose that the new proposed system to provide the following:
Reduce the work load: this system manages all the exit exam information in
the university this reduce the work labors in the university.
Improve the time wasting: the users of the proposed system can use the
system using their electronic device this reduce the time wasting at the
university.
Provide rules and advises of exit exam: the proposed system give some web
based advises and rules the users can access it anywhere at any time without
going to the university. Also, it provides many services the user can access and
it will give more advantage to these users.
Performance: The performance of the proposed system provides fast response
time because it is easy to access data from the stored document.
Economy: when we apply web-based exit examination system there will be
areas in which cost will be reduced. As a result of a new system the payment
of many employees will be reduced. Reduce cost of paper.
Efficiency: the web-based system by itself is short and clear and in this system,
there is no duplication of data through the new system so it is powerful to
41
manage things around the exam information. The new system does not require
more human labor, processing data with high speed and short hand form.
4.1.2 Design Goals

The goal of the system design is to manage complexity by dividing the system in to
manageable pieces.
Some of the goals are listed below.
 Security: The system should be secured from unauthorized user.

 Modifiability: The system should be modifiability to modify different services
depending on the need of the institutes.
 Flexibility: The system able to change to suit new condition or situation.
 Efficiency: The system must do what it is supposed to do efficiently without the
problem.
 Accessibility: One of best feature of proposed system is its accessibility. Users can
access the current information being everywhere in the campus as well as on internet.
To trace some of its best features related with accessibility
 Its accessible without geographical location limitation.
 It is accessible without time limitation – user can share their idea every time.
 Scarce information or the same information accessed by multiple users at the
same time.
 Scalability: The Server should have spare capacity to handle larger number of clients.
 Reliability: The System should survive node or communication link problems
 Maintainability: the resulting software comprises well defined, independent
components. That leads to better maintainability. The components could be then
implemented and tested in isolation before being integrated to form a desired software
system. This allows division of work in a software development project.
 Reusability: the software is able to add further features and modification with slight
modification.
4.2 Current software architecture

The current system is not designed and there is no software architecture since
the current software of this project is not existed and the users are use the
manual way to get service. For instance, users can be registered at the register
42
by employee’s manual and also the employees search the student stored
data/recorded manually. This is very difficult, since they work manually.
4.3 Proposed software architecture

The proposed system of web based graduate exit examination system is the right
software to be incorporated into the computerized of the system for helping the
organization needs with respect to skillful Human Resource. The proposed
system uses three-tier architectures to design our system. Because 3-
tierArchitecture increases performance, flexibility, maintainability, Reusability,
and scalability while hiding the complexity of distributed processing from the
users/clients.
The data layer maintains the applications data such as student data,
administrator data, and result data. The middle layer (web/application server)
implements the controller logic and business logic to control the interaction
between the application’s clients and data. The controller logic processes client
requests such as requests to view user’s information, to retrieve data from the
database. The business logic dictates how clients can and cannot access
application data and how applications process data.
A web server is a program that runs on a network server (computer) to respond

to HTTP requests. HTTP is the standard protocol for transfer data across the
internet. The client layer is the applications user interface containing data entry
forms and client-side applications. It displays data to the user.
The client layer interacts with the web/application server to make requests and to retrieve
data from the database. It displays the data to the user.
43
Figure 2: Proposed software architecture
4.3.1 Overview
The proposed system is expected to replace the existing manual system by web-
based system. The proposed software architecture used for the system is a 3 tier
Client/Server Architecture.
The database tier: the main purpose is to store a data entered by a user. It waits
requests from client or server and display the requested item or information.
A web server program. Its main purpose is to serve the web pages; which
mean it waits for requests from web browsers (also known as clients) and
responds by sending the required data back to the clients. The team uses the
famous and popular server-side software called Apache.
The client tier: is the applications user interface containing data entry forms and client-side
applications. Users interact directly with the application through user interface. The client tier
44
interacts with the web/application server to make requests and to retrieve data from the
database and displays the data to the user.
4.3.2 Subsystem Decomposition

In this proposed system we break down the system into its components
subsystems, analyzing separately and then aggregating them back into complete
system.
The following are the sub systems that are derived from the functionality of the
system.
Register sub system: In this sub system the users register in to the system in
two ways. The first way is the users register and the other one is the users go to
system access the system services.
Change password sub system: In this sub system the users can change their
account password.
View personal information: In this sub system the users view his / her personal
file.
Exit exam guideline sub system: In this sub system the users can access the
system and read some instructions and advises given.
Post news sub system: In this sub system the administrator posts new exam
news.
Manage information sub system: In this sub system the administrator
insert/delete the information’s stored in the database.
Manage account: In this sub system the administrator can manage the accounts of other
users.
4.3.3 Hardware/software mapping

In this section the team put down the overall hardware and software
organization of the system. One of the major tasks in system design deals with
hardware/software mapping. This deals with which components would be part
in which hardware and so on. Our proposed system has a physical connectivity
to database server.
Hardware Mapping
The hardware tools to be used for web based graduate exit examination system
in this project include:
 Personal computer,
45
 Computer server,
 Flash, etc.
Software Mapping
Software mapping is defined as the use of the software in the system at the time
of development.
The system uses

 Microsoft Windows 10 Operating System.
 HTML, PHP and JAVA Script to design the system.
 Microsoft Office 2016, 2019 for documentation purpose.
 Xampp Server and MYSQL to store data into the database.
<<Application server
>>
<<Client machine
>> PHP < database >
< server >
Web browsers Mysql

HTTP Apache server
HTTP
P P
Figure 3: Hardware and software mapping
4.3.4 Persistent data management
Persistence data modeling is a model that is used to communicate the designer

of the database, usually a relational database, to both user of the system and
another developer. Also, it enables to design the schema of the database.
Persistence are used the schema of database. The strength of persistence data
models is that data entities are conceptually the same as the table of relation data
base and that attributes are the same as table columns.
46
4.3.5 Access control and security

The project is multi-user system and has different authority in the system. In
this project the users of the system must be identified, and authorized before
having access to the system’s services. Deleting, registering, searching, and
inserting information of the users as well as accessing system is not allowed for
unauthorized users. Only certain activities are permitted for authorized once
controlled by the system.
Users will have their own password and username through which they could
gain access to. The password with which user are provide will protect them
from potential threats, who could jeopardize their responsibility. Our system
protects any confidential information of the university as well as the users from
unauthorized users by verifying their user names and passwords. All actors,
administrator, editor, exam setter, dep’t head, and registrar can access the
system based on their authentication.
Table 12: Access control and security
Admi Candidate Registrar Dep’t Head Exam editor Exam setter

n
Logging Yes Yes Yes Yes Yes Yes
in
Manage Yes No No No No
system
View Yes Yes Yes Yes No No
exam
date
Send Yes Yes Yes Yes Yes Yes
comment
Add user Yes No No No No No
View Yes Yes Yes Yes Yes Yes
comment
View No No No No Yes No
Report
Logging Yes Yes Yes Yes Yes Yes
Out
Take No Yes No No No No
exam
View No Yes No No No No
result
Send No Yes No No No No
report
47
4.3.6 Global software control

Web based graduate exit examination system for Ambo university institutes
architecture is to have an explicit, decentralized software control. The system's
dynamic control is distributed among different controllers such that each object
delegates some responsibility to other objects.
The Database Subsystem can be initiated at any point by all Subsystems except the UI
Subsystem. Any request (add/delete/retrieve) to the repository initiates the Database
Subsystem. The system stores its contents in the database between executions. When the
application is run again, it retrieves the contents from the previous execution. Any change in
the contents during this execution updates the database.
4.3.7 Boundary conditions

Startup: go to
System login
Shut Down: click
logout Error
Conditions:
Logging in
 Username or password field can are blank.
 Username is either alphabets or decimal number.
 Password is either alphabets or decimal number.
 Password and username don’t match.
 Username is wrong or does not exist.
 The welcome screen can appear after logging in.
User settings
 User is unable to change certain settings or
changes don’t reflect. Between the time of
editing and updating, the system crashes.
Data Entry
 The system fails when the doctor is entering information.
Monitor display
48
 The system crashes or the backup also crashes.

 The system hangs up.
 The desktop application may fail up.
Relative searching for a case

 Search criteria do not return any results.
Logging out
 Users are may be unable to logout
49
Chapter 5
Implementation and Testing
5.1 Introduction
Implementation is defined as a specified set of activities designed to put into practice an
activity or program of known dimensions. It is the carrying out, execution, or practice of a
plan, a method, or any design, idea, model, specification, standard or policy for doing
something. It is also a realization of a technical specification or algorithm as a program,
software component, or other computer system through computer programing and
deployment.
It is the most crucial phase in which it transforms the design and analysis of the system into a
tangible system by writing the code to the system to be developed and make it operational
and applicable by testing and debugging the functionalities that are done. This makes the
implementation stage more essential step to develop the required system. So, it is the most
vital and necessary stage in achieving a successful system and in giving the users confidence
that the new system will work and be effective by testing the system that is already
implemented.
First phase of implementation is coding. Coding is the process whereby the physical design
specification created by the designers is turned in to working computer code by the
programmer. The code is made simple in such a way that another programmer can easily
understand and work on that in future. In our project we use PHP programming language
with MYSQL database. Interface implementation: this part of implementation stage which
includes interface page of the project includes home page with applicant registration,
manager page interface, system admin page and storekeeper interface pages.
5.1.1 Final Testing of the system

Unit testing: In this testing operation we test each module separately and often performed
by our team simultaneously along with the coding of the module.
50
Table 13:Login Unit testing
Test Case = TestCase1
Unit to Test = Authentication of login users
Assumptions = Login into appropriate page
Test Data =Username (empty, invalid username, valid

username)
Password (empty, invalid password, valid password)
Steps to be Executed Data Expected Results
Select incorrect Username,

password and Click Login
button Username =username “problem occurred”
Password=password Please check your entry (enter
correct username and password)
Select empty username and Username---------------

Password is correct and
Any valid data for the “user’s username and password is
Click
other fields empty” (please
Login button fill out these filled)
invalid username but
correct password and Click
Login button “invalid username” (error
User name=aasdff
occurred check your entry)
Select invalid username, All fields Fulfil with “problem occurred check your
and incorrect Password and invalid data entry(invalid username and
Click password please select a correct
user name and password”)
Login button
Select a valid username, All fields Fulfil with “it displays/shows the
and Password and Click valid data appropriate page”
Login button
51
Table 14: Admin Unit testing
Unit to Test = Authentication of Admin users
Assumptions =Admin into appropriate page

username)
Password (empty, invalid password, valid password)

password and Click Login
button Username =username “problem occurred”
Password=password Please check your entry (enter
correct username and password)

Password is correct and
Any valid data for the “user’s username is empty”
Click
other fields (please
Login button fill out these filled)
correct password and Click
Login button User name=invalid “invalid username” (error occurred
username check your entry)
Select invalid username, and All fields Fulfil with “problem occurred check your
incorrect Password and invalid data entry (invalid username and
Click password please select a correct
user name and password”)
Login button
Select a valid username, All fields Fulfil with “it displays/shows the
and Password and Click valid data appropriate page”
Login button
Table 14:Register User Unit testing

52
Unit to Test = Authentication of Register users
Assumptions = Register into appropriate page

Test Data =User ID (empty, invalid ID, valid ID)
Test Data =FirstName (empty, invalid FirstName, valid

FirstName)
Test Data=Middle Name (empty,invalid Middle Name,

valid Middle Name)
Test Data=Last Name (empty,invalid Last Name, valid

Last Name)
Test Data=Gender (empty,invalid Gender, valid

Gender)
Test Data=User Role (empty,invalid User Role, valid

User Role)
Test Data=Email(empty,invalid Email, valid Email)
Test Data=Phone(empty,invalid Phone, valid Phone)

password and Click
Register button Username =admin “problem occurred”
Password=123 Please check your entry (enter
correct user email and password)
Select emptyFirstName, FirstName ---------------

Middle Name and Last
Middle Name ---------- “user’s email is empty” (please
Name, Phone, Sex, Age,
fill out these filled)
User Role, Email is correct Last Name ---------------
and Click Register button
Phone --------------
Sex---------------
Age---------------
User Role…………….
Email---------------
Any valid data for the

other fields
53
InvalidFirstName And Last

Name, but correct Phone, FirstName =12fffl
Sex, Age, User Role, “invalid users’information” (error
Email and Click Register Last Name =4ty66h occurred check your entry)
button Department=234244gf
Sex =34gf
Age=aaa
User Role =34564g
Email= abcgmail@.com
Select invalid FirstName, All fields Fulfil with “problem occurred check your
andLast Name incorrect invalid data entry(invalid FirstName, Last
Phone, Sex, Age, User Name Phone, Sex, Age, User
Role, Email and Click Roleand Email please select a
correct FirstName, Last Name,
Register button Phone, Sex, Age, User Role and
Email”)
Select a valid FirstName All fields Fulfil with “it displays/shows the
Last Name, Department, valid data appropriate page”
Sex, Age, User Role, And
Email and Click Register
button
Table 15:Block AccountUnit testing

Test Case = Test Case 4
54
Unit to Test = Authentication of Block Account users
Assumptions = Block Account into appropriate page

username)
User role (empty,invalid User role, valid User Role)

User role and Click Search Username=incorrect
button username “problem occurred”
User Role admin Please check your entry (enter

correct username and User role)

User role is correct and
Any valid data for the “user’s username is empty”
Click
other fields (please
Search button fill out these filled)
correct User Role and
Click Search button “invalid username” (error
User name=admin
occurred check your entry)
and incorrect User Role and invalid data entry (invalid username and User
Click Role please select a correct user
name and User Role”)
Search button
Select a validusername, All fields Fulfil with “it displays/shows the
and User Role and Click valid data appropriate page”
Search button
Table 16: Create Account Unit testing
55
Unit to Test = Authentication of Create Account users
Assumptions = Create Account into appropriate page

username)
User ID (empty,invalid User ID, valid User ID)
password (empty,invalid password, valid password)


Username=incorrect
User ID, Password and
username “problem occurred”
Click Create button
User ID =brt/34567
Please check your entry (enter
Password=123 correct username and password)
Select empty username, Username---------------

User ID and Password is
User ID--------------- “user’s username is empty”
correct and Click
(please
Create button Any valid data for the fill out these filled)
other fields

correct, user ID, password User name=invalid
and Click Create button “invalid username” (error
username occurred check your entry)
User ID=BRT/4567
and incorrect user ID, invalid data entry (invalid username, User ID
Password and Click Create and password please select a
button correct user name, User ID and
password”)
Select a validusername, All fields Fulfil with “it displays/shows the
User ID and Password and valid data appropriate page”
Click Create button
Integration testing: We combine all modules in this testing step. Then the entire program is
tested as a whole. Each of the module is integrated and tested separately and later all
56
modules are tested together for some time to ensure the system as a whole works well
without any errors.
System testing: After the system is put together, it will be performed. The system will be
tested against the system requirement to see whether the entire requirements meet and
whether the system performs as specified by the requirement.
Functional testing: All functionality of the system is tested by providing appropriate input,
verifying the output and comparing the actual results with the expected result. This testing
involves checking of user interface, APIs, Database, security, client/server application and
functionality of the application under test. The testing can be done either manually or using
automation. The mentioned testing is carried out successfully for this application according
to the user’s requirement specification. The software of this system is tested before it gives
the service to the users including maintenance. The system must be free from any type of
error to give a satisfaction for the user.
Security testing: Security testing was done by trying to access the system that is not
authorized. For example, without the valid user name and password tester will try to access
the system.
57
Incorrect account we entered
Figure 15: Sample Security Testing
5.1.2 Hardware software acquisitions

For our project implementations the following Software and hardware are used.
 Printer: For printing Documentation

 Computers (lab computers and personal computer)
 Microsoft word: for prepared documentation
5.1.3 User manual preparation

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. Rather there is no need
of preparing full user manual because it is only deployed (hosted) on a single machine that is
server.
58
Figure 16:Login page
59
60
Figure 17: Admin page
Figure 18: Candidate page
61
Figure 19: Exam page
62
Figure 20: Exam Editor page
63
Figure 21: Exam setter page
5.2 Training
During the deployment of the system, the project group members will give short time training
for the system administrators explaining how the system works and in what way they can
manage their system.
5.3 Installation Process

Since the project is web-based System, there is no need to install it on a particular machine
rather it will be hosted on a server.
5.4 Start-up strategy

Once the system is hosted, it has two parts: One which needs password and username that is
for Editor, Administrator and student. To access those parts, one has to have password and
user name so that he/she can enter into it and use it. This accessibility has also two parts, one
which is restricted for administrator and the other for other users and the other part is those
which do not need password and username so they can be viewed by anybody.
64
CHAPTER 6
Conclusion and Recommendations
6.1 Conclusion
An effort has been made to study web based Gradate Exit Examination system for
Ambo University institutes as partial fulfillment in Information technology. Web
based Gradate Exit Examination system is computerized Exam taking system,
exam marking and view exam result system automatically. The system solves the
problems which occur manually such as unreadability of candidate answer or
question, manual correction error, view results to candidate after finish exam
immediately and other problems which are occur in manual system. The system is
web-based application, which will host in the institute extranet network and is
available to the candidate within the institute as well as the exam setter set or
prepare exam question according to their department and academic year in the
system. The exam setter not only prepare exam but also can update or modify
question for own departments. The exam taken to graduate student at Ambo
University institutes and automatically show the result status of each candidate
according to their identity. This is a very modern and qualified way of candidate
assessment technique. Because it is free from human intervention except adding
questions and the software management.
This project has been prepared with the objective of developing a new web based
graduate exit examination system for different Ambo University institutes. The
main objectives of this project are to simplify and qualify the candidate
evaluation/assessment mechanism by providing automatic exam process and exam
marking techniques. It provides on time exam result, with no postpone unless
technical problem on computers, electricity happens. The new system will solve
the current system drawbacks by making each Exit Exam questions available
digitally and usable anywhere within the institute network.
6.2 Recommendation
To use the system properly the all candidate must take computer training. The
extranetnetwork connection must also available in all places. In addition to these
65
the electricity must available in all place and the users must be familiar to the
system.
6.3 Future Enhancement

According to scope of our project the team develops web-based application.
Because of the time constraint we may have limitation which should be
consideration in, but in the feature the team believes that this system should be
fully operationally by adding some functionality that are not included in the
proposed system. We also want to recommend this project can be expanded and
more automated with additional functionalities by integrating with many new
technologies. We recommend being included the following functionality:
 Online Payment system when candidate take Rexam
 Subjective questions
 Digital signature that identifies the correct candidate
 Make the exam fully automated
 Develop better security mechanism
Generally, the project will be better for the future, when we add the above future
enhancement that the candidate can take any type of question as well as make payment
during take reexam. Therefore, in the future will includes these future enhancements by
integrating with many new technologies in the better way of developing the system.
66
References
[1] Ambo University, "Available Programs," 17 05 2011. [Online]. Available:

http://mail.ambou.edu.et/estudent/available_programs/index. [Accessed 25 January 2011].
[2] M. A. H. H. o. L. Ms Ararso Tafese Head of Health Sciences, Interviewee, Graduate Exit

Examination System. [Interview]. 13 January 2011.
[3] "Available programs," 30 1 2019. [Online]. Available: www.google.com. [Accessed 30 1 2019].
67
Appendix
Interview questions from the existing system employees and Heads.
When the organization did have been established?
What was the motive/reason for the establishment?
How many actors are there by the time of establishment?
How the exit examinations are performed?
What are the requirements for re-examinations?
68

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WEB BASED GRADUATE EXIT EXAMINATION SYSTEM FOR AMBO UNIVERSITY

TITLE: Web Based Graduate Exit Examination System for Ambo

Project Submitted to the Department of Computer Science of Ambo University for

ADVISOR: Mr. Fikru T.

Name and signature of Members of the Examining Board

Name Title Signature Date

Mr. Fikru Advisor,

Name Signature Date

2.1.6. Bottlenecks of the existing system.................................................................................12

5.1.3 User manual preparation..........................................................................................58

Figure 1: Team composition 14

1.2. Background of the Organization

1.3. Background of the Study

1.4. Statement of the Problem

 The result of students may be lost.

 It is difficult to show the result of students.

 The exam paper may be stolen during posted to exam place.

 It is difficult to keep exam information consistency, update and generality.

1.5. Objective of the Project

1.5.2. Specific Objective

1.6. Scope of the Project

1.7. Significance of the Project

 Reduce economy spend for buying papers and printers.

Target beneficiaries of the system

1.8. Methodology of the Project

 Ambo University school of law and school of health sciences

1.8.2. Fact Finding Techniques

Data Collection Methodology

1.8.3. System Analysis and Design (approach)

 It provides code and function reuse through the concepts of inheritance,

1.8.4. Development Tools

1.8.5. Testing Procedures

1.8.6. Proposed Implementation method

1.9. Limitation of the Project

 Online payment system when candidate take Rexam

1.10. Risks and Contingencies

1.11. Assumptions and Constraints

Table 1: Project scheduling

Dec7- Dec22- Jan05- March12- May18-

2.1. Introduction of the Existing System

2.1.1. Players in the existing system

2.1.2. Functions/activities in the existing system

2.1.3. Business Rules

BR2:The candidates should be legible.

BR7:The exam question should not be duplicated or there is no redundancy of question.

BR10:The entire examinations questions are objective.

2.1.4. Report generated in the existing system

2.1.5. Forms and other documents of the existing system

2.1.6. Bottlenecks of the existing system

Input (inaccurate/redundant/flexible) and output

Security and controls

2.3. The proposed system

2.3.1. Team composition

Figure 1: Team composition

2.3.2. Feasibility Analysis

Table 2: Project plan Activities

Phases Activities and tasks deliverables

oriented modeling tools

2.3.3. Requirements of the proposed system