Acknowledgment

First and foremost and above all our biggest thanks would be to Almighty
God because nothing could be possible without his free will and the completion
of this project is supported by him.

Secondly we would like to thank our Advisor Dr Velmurgan and co-ordinator

Mr Senthile, for them rest less edition of our documentation, input to the quality
of this document, heart full guidance, valuable advice, and providing to execute
this project.

Thirdly we would like to thank Ambo University Institute of Technology

head office, for partial willingness of interview, patience in answering to our
numerous questions, giving documents and reading materials that help us to
precede our project.

Finally, the last but not the least, even if it is usual the group members would
like to thank each other. The main contributors to do this document project are
teamwork, friendship and the belief that we may achieve something we set out to
do. We also hope that this project and documentation may be testaments to our
continued friendship and better work. Without helps of the particular that
mentioned above, we would face many difficulties while doing this.

DEPARTMENT OF COMPUTER SCIENCE i

Abstract
Online clearance system is a project work that will help to build an effective
information management for the Ambo University. It is aimed at developing a
system for making clearance for the students. The designed software will serve
as more reliable and effective means of understanding student’s clearance remove
all to delay and stress as well as enable the user of the system to understand the
procedures involved and how to do their clearance online. This project will be
done by collecting the data from the University. The project is aimed to achieve
effective and efficient clearance process system for the students of Ambo
University. Moreover, the design and implementation will be carried out using
HTML, CSS, PHP, JAVASCRIPT, APACHE Server, and MYSQL for data base.

Keywords: - Implementation, Clearance, Software, Design, Information, Procedure.

DEPARTMENT OF COMPUTER SCIENCE ii

 Table of Contents
Acknowledgment ....................................................................................................................... i
Abstract ..................................................................................................................................... ii
List of Figures........................................................................................................................... v
List of Tables ............................................................................................................................ v
Abbreviations .......................................................................................................................... vi
Chapter One ............................................................................................................................. 1
1.1 Introduction .................................................................................................................... 1
1.2 Background of the organization ................................................................................... 2
1.2.1 Vision ........................................................................................................................ 2
1.2.2 Mission ...................................................................................................................... 2
1.3 Background of the project............................................................................................. 3
1.4 Statement of the problem .............................................................................................. 3
1.5 Team compositions......................................................................................................... 4
1.6 Objective of the project ................................................................................................. 4
1.6.1 General Objective ..................................................................................................... 4
1.6.2 Specific Object .......................................................................................................... 5
1.7 Feasibility Analysis ........................................................................................................ 5
1.7.1 Operational Feasibility ............................................................................................. 5
1.7.2 Technical Feasibility ................................................................................................. 6
1.7.3 Economic Feasibility ................................................................................................ 6
1.7.4 Behavioural/Political Feasibility .............................................................................. 7
1.7.5 Schedule Feasibility .................................................................................................. 7
1.8 Scope of the project ........................................................................................................ 8
1.9 Significance of the project ............................................................................................. 9
1.10 Target beneficiaries of the system .............................................................................. 9
1.11 Methodology for the project ..................................................................................... 10
1.11.1 Data source ........................................................................................................... 10
1.11.2 Fact Finding Techniques ...................................................................................... 10
1.12 System Analysis and Design ...................................................................................... 10
1.13 Development Tools ..................................................................................................... 11
1.14 Testing Procedures..................................................................................................... 11
1.15 Implementation .......................................................................................................... 12
1.16 Limitation of the project ........................................................................................... 12
1.17 Risks and Contingencies ............................................................................................ 12
1.18 Assumptions and Constraints ................................................................................... 12

DEPARTMENT OF COMPUTER SCIENCE iii

Chapter Two: Description of the Existing System .............................................................. 13
2.1 Introduction of the Existing System ........................................................................... 13
2.2 Players in the Existing System .................................................................................... 13
2.3 Major functions/activities in the existing system ...................................................... 13
2.3.1 Input Analysis.......................................................................................................... 13
2.3.2 Process Analysis ..................................................................................................... 13
2.3.3 Output Analysis ....................................................................................................... 14
2.4 Business Rules .............................................................................................................. 14
2.5 Report generated in the existing system .................................................................... 14
2.6 Forms and Other Documents of the Existing System ............................................... 15
2.7 Bottlenecks of the Existing System ............................................................................. 16
2.7.1 Performance (Response time) ................................................................................. 16
2.7.2 Input (Inaccurate/redundant/flexible) and Output.................................................. 16
2.7.3 Security and Controls ............................................................................................. 16
2.7.4 Efficiency................................................................................................................. 16
2.8 Practices to the Preserved ............................................................................................. 16
2.9 Proposed Solution for the new System that address problems of the Existing System ..... 17
2.10 Requirements of the Proposed System..................................................................... 17
2.10.1 Functional requirements ....................................................................................... 17
2.10.2 Non-functional requirements ................................................................................ 18
Chapter Three: System Analysis .......................................................................................... 19
3.1 Introduction .................................................................................................................. 19
3.2 System Requirement Specification (SRS) .................................................................. 19
3.2.1 Use case diagram .................................................................................................... 19
3.2.2 Use case descriptions .............................................................................................. 20
3.2.3 Sequence Diagram .................................................................................................. 24
3.2.4 Activity Diagram ..................................................................................................... 32
3.2.5 Analysis Level Class Diagram ................................................................................ 40
3.2.6 User Interface Prototyping ..................................................................................... 41

DEPARTMENT OF COMPUTER SCIENCE iv

List of Figures
Figure 1.1 Schedule Feasibility........................................................................................... 7
Figure 2.1 Students Clearance Form ................................................................................. 15
Figure 3.1 Use case Diagram ............................................................................................ 19
Figure 3.2 Sequence Diagram for Login........................................................................... 24
Figure 3.3 Sequence Diagram for Registration................................................................. 25
Figure 3.4 Sequence Diagram for Update......................................................................... 26
Figure 3.5 Sequence Diagram for View Profile................................................................ 27
Figure 3.6 Sequence Diagram for Search ......................................................................... 28
Figure 3.7 Sequence Diagram for Delete .......................................................................... 29
Figure 3.8 Sequence Diagram for Submit......................................................................... 30
Figure 3.9 Sequence Diagram for Generate Report .......................................................... 31
Figure 3.10 Activity Diagram for Login ........................................................................... 32
Figure 3.11 Activity Diagram for Registration ................................................................. 33
Figure 3.12 Activity Diagram for Delete .......................................................................... 34
Figure 3.13 Activity Diagram for Update ......................................................................... 35
Figure 3.14 Activity Diagram for View Profile ................................................................ 36
Figure 3.15 Activity Diagram for Search ......................................................................... 37
Figure 3.16 Activity Diagram for Submit ......................................................................... 38
Figure 3.17 Activity Diagram for Generate Report .......................................................... 39
Figure 3.18 Analysis Level Class Diagram ...................................................................... 40
Figure 3.19 User interface Prototyping ............................................................................. 42
List of Tables
Table 1.1 Team Composition.............................................................................................. 4
Table 1.2 Hardware Requirement Cost ............................................................................... 8
Table 1.3 Software Requirement Cost ................................................................................ 8
Table 1.4 Development Tools ........................................................................................... 11
Table 3.1 Use case description for Login ......................................................................... 20
Table 3.2 Use case description for Registration ............................................................... 20
Table 3.3 Use case description for Delete ........................................................................ 21
Table 3.4 Use case description for Update ....................................................................... 21
Table 3.5 Use case description for View Profile .............................................................. 22
Table 3.6 Use case description for Search ........................................................................ 22
Table 3.7 Use case description for Submit ....................................................................... 23
Table 3.8 Use case description for Generate Report......................................................... 23

DEPARTMENT OF COMPUTER SCIENCE v

Abbreviations
UC: Use case
UCID: Use case ID
DB: Data Base
CD-ROM: Compact Disk Read only Memory
PHP: Pre-processor Hypertext Protocol
MYSQL: My Structured Query Language
CSS: Cascading Style Sheet
HTML: Hypertext Mark-up Language
UI: User Interface
UML: Unified Modelling Language
OOD: Object Oriented Design
OOA: Object Oriented Analysis
OOSAD: Object Oriented System Analysis and Design
E.C: Ethiopian Calendar
SRS: System Requirement Specifications

DEPARTMENT OF COMPUTER SCIENCE vi