Haramaya University

College of Computing and Informatics

Department of Information TECHONOLOGY

Course: System Analysis and Design Project

Title –clearance system

GROUP MEMBERS ID

1.ABDI BEDILU 1872/14

2.ADANE SAMUEL 2052/14
3.KASSA HAILU 3221/14
4.NATHINAEL AKLILU 1341/14
5. SURA SOLOMOM 1601/14
6 TOLERA MELAKU 1750/14
7 FIREW HASENA 2952/14

Submitted to – Mr
NEBIYOUM. Submitted date
– May 27, 2024
Table of Contents pages
Chapter one

ANALYSIS

Introduction …………………………………………………………………………………………………….5

1.1 Statement of problem …………………………………….. . . . . .. . . . . . . . . . . . . . . . . . 5

1.2 General Objective .. . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 6

1.3 Feasibility Study . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

1.4 Data flow diagram . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . .. . . . . .. . . . . .. .7

1.5 Conceptual data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . .. . . …. . . 8

Chapter Two

DESIGN

2.1 Database design . . . . . . . . . . . . . . . . . . . . .. .. . . . . . . . . . . . . . . . . . . . . . . . . .13

2.2 Normalization . . . . . . . . . . . …… . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . .. . .. . 16

2.3 Conceptual ER data model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

Chapter Three

MODELING AND IMPLICATION

3.1 Purpose and Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

3.2 Object model diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

3.3 Internal objects(class) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

3.4 Behaviour of objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

3.5 How the objects interact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

3.6 User interface diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . .22

3.7 Use case diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . .30

3.8 Sequence diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

3.9 Activity diagram. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

3.10 Class diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . … . . . . . . . . . . . . . . … .43

3.11 Deployment diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

3.12 Perisistance diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . .46

 CHAPTER ONE

ANALAYSIS

Introduction

The implementation of an automated clearance system at Haramaya University aims to

modernize and streamline the process through the integration of technology. This system will
replace the traditional manual clearance process, which is often time-consuming, error-prone,
and inefficient. By automating the clearance process, the university seeks to enhance operational
efficiency, improve data accuracy, and provide a better experience for both students and
administrative staff.

The proposed system over comes one problem done by manual system. To reduce misuse of man
power, avoiding errors, to save time, to provide comfort clearance process for the students and to
provide insurance for the organization especially for workers who play role in the clearance
processing system.

1.1 Statement of problem

The process of clearing students of a named Haramaya university after the end of academic year
requires that the students must be cleared in their various departments. This clearance processing
system service currently uses manual system which creates problems. With the existing system
all the activities are performed manually to clarify the student using process oriented methods. In
order to clarify the student goes to each of the available office such as dormitory, cafeteria, book
store, library, faculty dean, department head, register and sport head.

The Student who want to left the university for many case like Year break, with drawls,
graduation and transfer to other university he/she have to get the clearance. When the student
filling his/her clearance and the offices giving the clearance verification the problem listed below
is facing by students and officers. Those problems are:
  There is no way to get clearance form in one office.
 Most of the activities are time consuming and stressful.
 Absence of some staff officers who sign Clearance form which leads to students
repeatedly visiting a particular office in order to sign his/her clearance form.
 Students travelling one office to the other and queuing in line to sign clearance form.
 When the Clearance form is lost it causes delaying of readmission date.
 Data redundancy &loss of data.

 Unauthorized body may sign Clearance form.

 Data recording system is not centralized or not in the modern system which is difficult.

 It takes more space because the data is stored in the form of written document.

 If the student is not clarified one of all work station or if the student is punished .The
student can clarify themselves by corruption.

1.2 General objective

The general objective of this project is to develop a web based clearance system for HU
students.

1.3 FEASIBILITY STUDY

The feasibility study of implementing an automated clearance system at Haramaya University into
economic, technical, operational, legal, and political feasibility:

1. Economic Feasibility:

- Cost-Benefit Analysis: Calculate the costs associated with developing, implementing, and maintaining
the automated clearance system versus the potential benefits, such as time savings, efficiency gains, and
reduced administrative overhead.

- Return on Investment (ROI): Determine the expected ROI over time by comparing the initial
investment with the projected savings and benefits generated by the system.
 - Budget Allocation: Assess whether the university has the financial resources to fund the development
and implementation of the system without compromising other essential projects or operations.

2. Technical Feasibility:

- System Requirements: Evaluate the technical requirements for developing and deploying the
automated clearance system, including hardware, software, networking infrastructure, and data security
measures.

- Compatibility: Ensure compatibility with existing university systems, such as student information
systems, databases, and authentication mechanisms.

- Scalability: Determine whether the system can accommodate future growth in student enrollment
and administrative workload without significant performance degradation or additional infrastructure
investments.

3. Operational Feasibility:

- User Acceptance: Assess the willingness of students, faculty, and administrative staff to adopt and
use the automated clearance system.

- Training Needs: Identify training requirements for users to effectively navigate and utilize the system.

- Change Management: Develop strategies to manage the transition from the manual clearance
process to the automated system, including communication plans, support mechanisms, and feedback
channels.

4. Legal Feasibility:

- Compliance: Ensure that the automated clearance system complies with relevant legal and regulatory
requirements, such as data protection laws, privacy regulations, and intellectual property rights.

- Contracts and Agreements: Review existing contracts and agreements with vendors or service
providers to ensure compatibility and compliance with the proposed system.

5. Political Feasibility:

- Stakeholder Support: Assess the level of support from key stakeholders, including university
administration, faculty, student representatives, and IT staff.

- Alignment with Strategic Goals: Determine whether the implementation of the automated clearance
system aligns with the university's strategic objectives and priorities.
 1.4 Data Flow Diagram (DFD)

Creating a Data Flow Diagram (DFD) and a conceptual data model for the automated clearance system
at Haramaya University involves visualizing how data flows through the system and how it's stored and
processed.

# Data Flow Diagram (DFD):

#Level 0 DFD:

- Process 1: Clearance System:This represents the entire clearance system.

- Inputs: Student information, clearance requirements.

- Outputs: Cleared status, notifications.

#Level 1 DFD:

- Process : Student Registration:

- Inputs: Student information.

- Outputs: Registered student data.

- Process : Clearance Processing:

- Inputs: Registered student data, clearance requirements.

- Outputs: Cleared status, notifications.

#Level 2 DFD (Decomposition):

- Process : Student Data Collection:

 - Inputs: Student details.

- Outputs: Registered student data.

- Process 1.2.1: Document Verification:

- Inputs: Registered student data, clearance requirements.

- Outputs: Verified documents.

- Process 1.2.2: Approval Workflow:

- Inputs: Verified documents, approval status.

- Outputs: Cleared status, notifications.

 1.5 conceptual data model
a conceptual data model refers to a representation of the underlying structure and
organization of data within a system, focusing on the entities, their attributes, and the
relationships between them.

Entities:

1. Student: Represents individual students enrolled in the university.

- Attributes: Student ID, Name, Email, Phone Number, Address

2. Course: Represents academic courses offered by the university.

- Attributes: Course ID, Course Name, Credits, Description

3. Department: Represents academic departments within the university.

- Attributes: Department ID, Department Name, Head of Department

4. Clearance: Represents the process of student clearance.

- Attributes: Clearance ID, Clearance Status (e.g., pending, cleared, denied), Clearance Date

5. Clearance Item: Represents individual items that need to be cleared by the student.

- Attributes: Item ID, Item Name, Description

Relationships:

1. Student Enrolls in Course: Many-to-Many relationship between Student and Course.

- A student can enroll in multiple courses, and a course can have multiple students enrolled.

2. Student Belongs to Department: Many-to-One relationship between Student and Department.

- Each student belongs to one department, but a department can have multiple students.

3. Course Belongs to Department: Many-to-One relationship between Course and Department.

 - Each course belongs to one department, but a department can offer multiple courses.

4. Student Has Clearance: One-to-One relationship between Student and Clearance.

- Each student has one clearance associated with them.

5. Clearance Contains Clearance Items: One-to-Many relationship between Clearance and Clearance
Item.

- Each clearance can have multiple clearance items associated with it.

CHAPTER TWO

DESIGN
2.1 Database Design
The following lists shows table of HUSCS database design:

 Student – used to store student information

 used to store every user account information including the admin

 Material – used to store material /property that is borrowed by students

 Lend – used to store lend material for student

 Clearance – used to store student clearance form

Name Data type Null Default Primary key Foreign key

First name Varchar No None

Last name Varchar No None

Id number Integer No None 

Sex Char No None

Age Integer No None

Department Varchar No None

Year Integer No none

Table : student

Name Data type Null Default Foreign key Primary key

Student id Integer No None 

Student name Varchar No None

Clearance ID Integer No None 

Reason Varchar No Clear

Semester Integer No None

Date Integer No None

Table : clearance

Name Data type Null Default Primary key Foreign key

First name Varchar No None

Last name Varchar No None

User name Varchar No None 

Password Varchar No None 

User type Varchar No Clear

Age Integer No None

Sex Char No None

Edu- status Varchar No None

Table : account

Name Data type Null Default Foreign key Primary key

Material name Varchar No None

Material ID Integer No None 

Material type Varchar No Clear 

Table : material

Name Data type Null Default Primary key Foreign key

Material name Varchar No None

Material ID Integer No None 

Student name Varchar No None

Student ID Integer No None 

Department Varchar No None

Year Integer No None

Table : lend material

2.2 NORMALIZATION
Primarily a tool to validate and improve a logical design so that it satisfies certain constraints that
avoid unnecessary duplication of data. The process for producing well-structured relations of
database we decompose relations. Normalization contains normal form techniques for analyzing
a table based on its primary key and functional dependency between its attributes. Nor
normalization could be 1NF, 2NF, and 3NF.
1NF: - it contains single atomic value.

No two row of the data contain repeating group of information i.e. each set of column must have
unique values, such that multiple column cannot be used to fetch the same row. Each row should
have to be organized into rows and each row should have a primary key that distinguish it
unique. In this normal form there is redundancy of data but each row as a whole is unique.

2NF -when there is a composite PK, all non-key depend on the entire PK. It means that for a
table that has concatenated primary key, each column in the table that is not part of the primary
key must depend upon the entire concatenated key for its existence. In this normal form PK in
the table must be unique.

1NF and 2NF normalization of student table

F-name S-name Sex Id number Dept School Class year

Kassa Hailu Male 3221 IT CCI 3rd

Abdi Bedilu Male 1872 IT CCI 3rd

Abu Edao Male 1775 IT CCI 3rd

Burte Tes Female 1777 IT CCI 3rd

F-name S-name Sex Id-number Dept School Class year

Ahmed Moh Male 1777 IT CCI 3rd

Alex Erij Male 1778 IT CCI 3rd

Abu Edao Male 1775 IT CCI 3rd

Table : student table following 1NF and 2NF

 2.3 ER Diagram

The object-oriented analysis and design (OOAD) perspective for the automated clearance
system at Haramaya University:

CHAPTER THREE
 MODELING AND IMPLICATION

3.1 Purpose and Goals:

Purpose: The system aims to streamline the clearance process for students at Haramaya
University, reducing manual effort and improving efficiency.

Goals:

- Automate the clearance process to eliminate manual paperwork.

- Provide a user-friendly interface for students and staff to interact with the system.

- Ensure data accuracy and security throughout the clearance process.

- Enable efficient tracking and monitoring of clearance statuses.

- Improve overall administrative efficiency and reduce processing time.

# Current Software Architecture:

The current architecture might involve a monolithic system where all components are tightly
coupled, making maintenance and scalability challenging.

# Proposed Software Architecture:

The proposed architecture could involve a modular approach, with separate components for
user interface, business logic, and data storage. This could be implemented using a micro
services architecture, allowing for easier maintenance, scalability, and flexibility.
 3.2 Object Diagram

Object diagram are also closely linked class diagrams, just as an object diagram could be viewed
as instance of a class. It could be viewed as instances of class diagram. Each object is
representing as a rectangle, which contains the name of the object and its class underline and
separated by a colon.

Figure :

3.3 Object Attributes (Class Internals):

- Student:

- Student_ID

- Name
 - Contact_Info

- Clearance Request:

- Request_ID

- Student_ID

- Requirement_ID

- Document:

- Document_ID

- Type

- Status

- Department:

- Department_ID

- Name

3.4. Object Behavior (Actions):

- Student:

- Submit Clearance Request()

- View Clearance Status()

- Clearance Request:

- Verify Documents()

- Approve Clearance()

- Document:
 - Update Status()

- Department:**

- Retrieve Requirements()

3.5 Object Interaction:

- *Student interacts with **Clearance Request** to initiate clearance process and track status.

- **Clearance Request** interacts with **Document** to verify and update document status.

- **Clearance Request** interacts with **Department** to retrieve clearance requirements.

This OO perspective provides a structured approach to understanding the system's purpose,

goals, architecture, object model, attributes, behavior, and interactions, aiding in its design and
development.

3.6 User Interface Design

User interface design is the specification of interaction between system users and a system. This
process involves input, output and navigation mechanism.

Form design

Form design is a business document that contains some predefined data and often includes some
areas where additional data are to be filled in.
Figure

Figure : login form design user interface design

Report design

Report design is a business document containing only predefined data; it is a passive document
used only for reading or viewing.
Figure :

Figure report form of user interface design

 Interface design

Figure :

Figure UI design for homepage of Haramaya university clearance management system

Figure :

Figure user interface design for University Admin login page

Figure

Figure 46: user interface design student login page

Figure

Figure : user interface design officers registration form

Figure :

Figure 48 Student registration user interface design form

Figure :

Figure lend materials user interface design form

Figure

Figure 50: recover forgotten password user interface design form

Figure :

Figure 51 fill clearance form user interface design for student

Figure :
 3.7 Use Case Diagram

- university clearance has more than eight actors, but we selected only six for showing use case
diagram.

3.8 Sequence Diagram

Sequence diagrams used to model the logic of usage scenario that describe the potential ways the
system are uses. These diagram models flow of logic within your system in a visual manner. The
boxes across the top of the diagram represent classifiers or their instance; typically use case,
objects, classes, or actors. Dashed lines handing from the boxes are called objects lifeline, which
represent the life span of the objects during scenario being modeled. Thin boxes on the lifelines
are indicating the process being performed. Messages are indicated by labeled arrows, the
cancel(X) sign represent the lifespan is end.

Sequence diagram login for student

Figure

Figure sequence diagram for login student

.
Figure

Figure : sequence diagram view student profile

Figure :

Figure sequence diagram create account

Figure :

Figure 18 sequence diagram for recover forgotten password

Figure

Figure : sequence diagram for register material

Figure :

Figure 20 sequence diagram for change password

Figure:

Figure sequence diagram for lend materials

Figure :

Figure sequence diagram for filling clearance form

Figure :

Figure sequence diagram for delete student lend material information

Figure :

3.9 Activity Diagrams

Activity diagrams are one of the UML diagrams that used to document the logic of single
operation/methods. Activity diagram is basically a flow chart to represent the flow from one
activity to another activity. Filled circle represents starting point of the activity and filled circle
with a border represent end point of the activity diagram. Rounded rectangles represent processes
that are performed. Diamonds are represents decision points, arrows represent transaction s
between activity. Text on the arrows represents condition that must be fulfilled to proceed along
transition.
Activity Diagram for create account

Figure

Figure Activity diagram for create account

Figure :

Figure login activity diagram

Figure :

Figure change password activity diagram

Figure :

Figure recover forgotten password activity diagram

Figure : register material activity diagram

Figure :

Figure lend material for student activity diagram

Figure :

Figure return material activity diagram

Figure fill clearance activity diagram

 3.10 Class diagram

Class diagram is static model that shows the classes and the relationships among classes that
remain constant over the time. Class is the main building block of class diagram, which stores
and manages information in the system. They contain:

 Layered type classes

 Association relationship

 Inheritance relationship

 Composition relationship

 Aggregation relationship

 Attribute and operation

Figure :

Figure class diagram

Attributes and methods

Attributes and methods are the main component of class modeling which describes information
stored about an object (or at least information temporarily maintained about an object), while
methods are things an objects or class does.
Student attributes: - First name, second name, Sex, Age, Id-number, Department, School,
Faculty, Class/Year, and Academic year.

Student Methods: - Create account (), Login (), Request Clearance Approval (), View profile (),
Recover forgotten password ().

Registrar attributes: - First name, second name, sex, age, job position, username, and password.

Registrar methods: - login (), forgotten password (), view profile (), update account (), delete
account (), generate report (), approve (), search ().

Librarian attributes: - first name, second name, sex, age, job position, id number, username, and
password.

Librarian methods: - login (), search (), view profile (), manage property (), record student lend
materials (), update recorded material (), upload new materials ().

Cafeteria attributes: - first name, second name, sex, age, job position, id number, username, and
password.

Cafeteria methods: - login (), search (), view profile (), manage property (), record student lend
materials (), update recorded material (), delete student return material ().

Book store attributes: - first name, second name, sex, age, job position, id number, username, and
password.

Book store methods: - login (), search (), view profile (), manage property (), record student lend
materials (), update stored material (), delete student return material (), upload new materials ().

Dormitory attributes:- first name, second name, sex, age, job position, id number, username,
password.

Dormitory methods: - :- login (), search (), view profile (), manage property (), record student
lend materials (), update recorded material (), .
Sport attributes: - first name, second name, sex, age, job position, id number, username, and
password.

Sport methods: - login (), search (), view profile (), manage property (), record student lend
materials (), update recorded material (),

Department attributes:- first name, second name, sex, age, job position, id number, username and
password.

Department methods: - login (), search (), view profile (), manage property (), record student
lend materials (), update recorded material (),

Deployment Diagram

Deployment diagram shows the software components, processes, and objects are deployed into
physical architecture of the system. It shows the configuration hardware units and how the
software is distributed across the units.
 3.12 Persistence modeling
Persistence of our object can be achieved by relational database since it used as machine to make
object persistent. It describes the persistent data aspect of software system. Our system includes
the basic table that handles the data of system implemented using MySQL server.