Assosa University

College of Computing and Informatics

Department of Computer Science
A Project Proposal for

Web-based Citizen Identification Information Management System for

Ethiopia

A Project Proposal Submitted to the Department of Computer Science of Assosa

University in Partial Fulfillment of Requirements for the Degree of Bachelor of

Science in Computer Science

Prepared by:

Aster Godefa, Ayantu Tesfaye, Zinet Gashaw

Advisor Name: Mr. Gebreigziabher A.

June, 2019

Assosa, Ethiopia
 Proposal for Citizen Identification Information Management system for Ethiopia

Approval Sheet

This is certified that the project entitled on Citizen Identification Information Management
System for Ethiopia developed and submitted by

1. Aster Godefa

2. Ayantu Tesfaye

3. Zinet Gashaw

A Project Proposal Submitted to the Department of Computer Science of Assosa University in

Partial Fulfillment of the Requirement for the Degree of Bachelor of Science in Computer
Science

Advisor Name Signature Date

1. _____________________________________ __________ _________
2 ______________________________________ __________ _________

Approved By:

Examining Board Signature Date

1. ______________________________________ ____________ ___________
2. ______________________________________ ____________ ___________
3.______________________________________ _____________

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 Proposal for Citizen Identification Information Management system for Ethiopia

Acknowledgement

We wish to express our sincerely gratitude to the department of computing technology, for
providing opportunity to do Final year project on “web-Based citizen identification information
management system”. We sincerely thank our advisor Mr. Gebreigziabher A.for his diligence in
advising and guiding us through the right path and gives necessary comments until the completion
of the documentation.

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 Proposal for Citizen Identification Information Management system for Ethiopia

Abbreviation
CII Citizen Identification Information
CIIMS Citizen Identification Information Management System
ID Identification Card

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 Proposal for Citizen Identification Information Management system for Ethiopia

Table of Contents
Acknowledgement .......................................................................................................................... ii

Abbreviation .................................................................................................................................. iii

List of Tables ................................................................................................................................. vi

List of Figures ............................................................................................................................... vii

1. Introduction ................................................................................................................................. 1

2.Statement of problem ................................................................................................................... 2

3. Alternative Solution and Proposed Solution ............................................................................... 2

3.1 Alternative Solutions ............................................................................................................. 2

3.1Proposed Solution .................................................................................................................. 3

4.Objective of the Project ............................................................................................................... 3

4.1 General Objective .................................................................................................................. 3

4.2 Specific Objectives ................................................................................................................ 3

5.Project Summary.......................................................................................................................... 4

5.1 Motivation ............................................................................................................................. 4

5.2 Project Deliverables .............................................................................................................. 4

5.3 Methodology ......................................................................................................................... 4

5.3.1 Data Gathering Methods ................................................................................................. 4

5.3.2 Development Methodology ............................................................................................ 5

5.3.3 Development Approach .................................................................................................. 5

5.3.4 Testing Methodology...................................................................................................... 7

5.3.5 Development Tools......................................................................................................... 8

5.4 Scope of the Project............................................................................................................... 9

6. Expected Benefits and Beneficiaries .......................................................................................... 9

7. Project Schedule and Preliminary Budget ................................................................................ 10

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 Proposal for Citizen Identification Information Management system for Ethiopia

7.1 Project Schedule .................................................................................................................. 10

7.2 Preliminary Project Budget ................................................................................................. 10

8. Staffing Requirement ................................................................................................................ 12

8.1 Core Project Team Roster ................................................................................................... 12

8.2 Supporting Subjects Matter Experts .................................................................................... 12

9.Risk Assessment ........................................................................................................................ 13

10. Feasibility Study ..................................................................................................................... 14

10.1 Economic Feasibility ......................................................................................................... 14

10.2 Technical Feasibility ......................................................................................................... 15

10.3 Operational Feasibility ...................................................................................................... 15

10.4 Political Feasibility............................................................................................................ 15

11. Conclusion .............................................................................................................................. 16

Reference ...................................................................................................................................... 17

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List of Tables

Table 1 hard ware specification ...................................................................................................... 8

Table 2 Software Specification ....................................................................................................... 8
Table 3 Expected Benefits and Beneficiaries ................................................................................. 9
Table 4 Time Schedule for The Project ........................................................................................ 10
Table 5 Budget of Proposed System ............................................................................................. 10
Table 6 Core Project Team Composition Rosters......................................................................... 12
Table 7 Supporting Subjects Matter Experts ................................................................................ 12
Table 8 Risk Assessments ............................................................................................................. 13

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 Proposal for Citizen Identification Information Management system for Ethiopia

List of Figures

Figure 1 The-iterative-development-model ................................................................................... 6

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 Proposal for Citizen Identification Information Management system for Ethiopia

1. Introduction

Project name: Citizen Identification Information System for Ethiopia

Project Start Date: Nov,2018 Project End Date: June,2019

In many situations citizen’s information is a primary asset in any country and keeping that asset
safe, organized and accessible is the basic one. The demand for acquiring, processing and
distributing data is growing enormously. With this growing demand, the need for secure, reliable,
faster, accessible and efficient storage that result in higher productivity and efficiency is required
as well. The largest growth in most economies is coming from 'information' industries. The success
of such knowledge-based organizations lies in their information systems. It is important to develop
the web based national citizen’s identification and information management system in which the
government identifies and manipulates its citizen’s information easily. Having uniquely identified
mechanism for citizens is very essential and important in one country. Most of the time citizens
made many of problem and take fraud processes for their needs in different governmental sectors
in order to get benefit for them. Such in treading process and other governmental issues related
with frauding of their identity card. In order to minimize this problem, we have to be set and find
a solution to overcome the problems .so to solve this problem we think to design web based
Citizens Identification Information System to make available and manage citizen’s information all
over the country that can only be seen and managed by an authorized CII employee and sectors.

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2. Statement of problem
In our country there is little information and communication Technology (ICT) service and there
is no enough use of technology and servant in the user.as we know our country manual ID system
is issued at the public administration level to the purpose of citizen identification.in the case of
giving the id there is so many problems citizens to get their ID. the process of identifying and
managing citizens information is difficult which requires plenty of processes such as getting
information and validate the identity of the individual manually, Time consuming to identify the
citizen record and it is not secure, when citizen want to get their ID you must provide approve
paper that checks they are resident of that place or country, and at that time they consume much
more time, cost and there is no secured information about the citizens information, and it is
accessed by anyone who gets in the office, and there is no valid unique identification for citizens.

3. Alternative Solution and Proposed Solution

3.1 Alternative Solutions

The alternative solution to solving the above problem we consider different choices or applications
such like android applications, web based, desk top applications.

Desktop Application: this software is the most usable application around information retrieve and
accessing area. It allows the user to access or retrieve the information which is permitted to the
user.

Distributed Application:

Distributed applications (distributed apps) are applications or software that runs on multiple
computers within a network at the same time and can be stored on servers or with cloud computing.
Unlike traditional applications that run on a single system, distributed applications run on multiple
systems simultaneously for a single task or job. Distributed apps can communicate with multiple
servers or devices on the same network from any geographical location. The distributed nature of
the applications refers to data being spread out over more than one computer in a network.

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 Proposal for Citizen Identification Information Management system for Ethiopia

Mobile-based Application: Mobile applications (also known as mobile apps) are software
programs developed for mobile devices such as smartphones and tablets [1].

Web-based Application: A web-based application is any program that is accessed over a network
connection using HTTPS so the current manual giving identification card for citizens on case
Ethiopia system can be replaced by Web-based Application.

Web based application is the most usable application around information retrieve and accessing
area. [2] It allows the user to access or retrieve the information which is permitted to the user.

3.1 Proposed Solution

Our system is works in web-based system to allow the users of the system to use effectively and
to save their resources. The system has different forms, databases and also has strong security
mechanism.
The new system provides several significances:

• Improve gaining ID service to the citizens through fast, timely and convenient manner.

• This system requires less number of staff during giving card.

4. Objective of the Project

4.1 General Objective

The general objective of this project is to develop a system for Citizen Identification
Information Management System for Ethiopia

4.2 Specific Objectives

To achieve the major objective of the proposed project, the following specific objectives are set.

• To gather requirements relevant to development of the project from existing system

• To analyze the requirement of the system under development

• To design the system based on specified requirements in the analysis phase

• To implement the system based on the system design

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 Proposal for Citizen Identification Information Management system for Ethiopia

• To test the system with various testing metrics to verify the system is implemented with all
the required functionalities
• To deploy the system in the working environment

5. Project Summary

5.1 Motivation

The main morally idea to develop the new system that Citizen Identification Information
Management System for Ethiopia is as the whole processes of the world activity is based on the
electronics part to reduce the time, cost, human labor we take part in developing this system in our
country. When develop this system we forced to exist special use of service for citizens in our
country based on technological perspectives. And Hence, developing the system using technology
has a tremendous effect for organizations and offices; which is in our case our country Currently,
the system is manual based; due to this Citizen’s, public administrators have so worked ineffective
manner. Because of this some problems, we are initiated to develop our system Web based Citizen
Identification Information Management System in order to minimize the problem by using
computerized system.

5.2 Project Deliverables

The deliverables of this project are Project Proposal, Software Requirements Specification,
Software Design Description, Software Product/App, User Manual (which dictates users step by
step in performing various operations in the system), a Programmer Manual that helps system
maintainers in understanding how the software works so that a required modification can be done)
and Training Program (training for end users).

5.3 Methodology

5.3.1 Data Gathering Methods

Data collection is one of the most important tasks which must be carried out to gather requirements
(user needs) from the existing system so as to develop any software. The data used for the purpose
of developing the system will be obtained from different sources. In gathering data and information

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needed from the development of the system, two major fact-finding techniques will be used in this
project work: Primary and Secondary Sources.

a. Primary Sources: Interview and questionnaires will be employed as source of collecting

original data in which the developers made use of empirical approach.

Interview: we interview some public administration employees and some other residents by
asking the process generally how citizens get their residence ID card as the residents says they get
their id first we proof they are resident of that place and gain the proof paper from their kebele and
after they gain the approval paper they go to public administration to gain the id card

Observation: Other than interview we have used observation techniques, how citizens get their
ID card from the Public administration. And we see many process when their id gained.

Secondary Sources: The secondary data will be obtained from document analysis and the Internet.

Document Analysis: Manually gathered files will be analyzed for collecting and specifying user
requirements. The analysis of information available from published literatures on the Internet will
be more appropriate to gather user requirements.

5.3.2 Development Methodology

Among the different development methodologies available, we are using object-oriented

methodologies for the analysis and design of our system. Object oriented methodology enables us
to represent complex relations among different objects and represent data and process with
consistent notation throughout the system. An important feature such as inheritance,
polymorphism, data hiding and encapsulation suits the design very well.

5.3.3 Development Approach

To develop this system, Iterative Model development approach is employed. In the Iterative model,
the iterative process starts with a simple implementation of a small set of the software requirements
and iteratively enhances the evolving versions until the complete system is implemented and ready
to be deployed. [3] An iterative life cycle model does not attempt to start with a full specification
of requirements.

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 Proposal for Citizen Identification Information Management system for Ethiopia

• A parallel development can be planned.

• Less costly to change the scope/requirements.

• Testing and debugging during smaller iteration are easy.

• Risks are identified and resolved during iteration; and each iteration is an easily managed
milestone.
• It supports changing requirements.

• During the life cycle, software is produced early which facilitates customer evaluation and
feedback.

Figure 1 The-iterative-development-model

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 Proposal for Citizen Identification Information Management system for Ethiopia

5.3.4 Testing Methodology

In order to make sure that the systems functional; testing methodology must be used at different
stages of the system. The project is tested based on different testing constraints using many test
cases such black box testing and white box testing. We select both black box testing and white box
testing to be sure all the functionality of the system to be done [4]
Black Box Testing

Black box testing is the software testing method which is used to test the software without knowing
the internal structure of the code or the program. The main aim of this testing is to check on what
functionality of the system under testing. Black box testing required less time to test the system
since it is tested by end users.

The reason why we select this type of testing methodology is to remove error that occur in our
system which is not visible to us but during black box testing the end user or engineer may observe
that error.

White Box Testing

White box testing is the software testing method in which internal structure is being known to
tester who is going to test the software. This type of testing is carried out by developers. White
box testing is the detailed investigation of internal logic and structure of the code. It can easily be
test and manage if the errors occur in the system since it is tested by the developer himself. The
designer (developer) in white box testing can perform both the functionality of the system and the
implementation due to this the system may not expose for failure. [3]

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 Proposal for Citizen Identification Information Management system for Ethiopia

5.3.5 Development Tools

Hardware Specification

Provide the minimum requirement of hardware specification used to develop the new system.

Table 1 hard ware specification

Hardware Specification

Specification Server Computer Client Computer

RAM size 8GB 4GB

Processor/CPU Speed 5GHz 3 GHz
Hard Disk Size 1 TB 400 GB
Software Specification
Provide specification of the software tools used to develop the proposed system.

Table 2 Software Specification

Software Tools Version Function

XAMPP Server 7.1.11 To implementation application

(MySQL)
EDraw Max 7.8 For designing UML diagrams for the project
Net Beans IDE 8.2 For writing code
Notepad++ 7.5.1

Microsoft office 2013 15.0.4420.1017 To write the entire document

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 Proposal for Citizen Identification Information Management system for Ethiopia

5.4 Scope of the Project

In Scope

The proposed system is expected to work different activates such as Manage citizens such as
Register citizens, and view information about citizen, Manage sectors which is manage the 4
sectors such as immigration, police station, health, and education sectors, Manage employee:
managing of employees who work in Citizen Identification Information Management System
(CIIMS), Manage information about citizens ,Managing the accounts of employee by admins in
every level, such as National, regional, zone, Weredas and Kebele level Create, Activate and
Deactivate ,Manage places, Notify citizens to renew their ID. ID management: such as renew,
issue new ID, and lost ID management.

Out Scope

The proposed system will not include other services which are related with governmental issues
such as

6. Expected Benefits and Beneficiaries

Table 3 Expected Benefits and Beneficiaries

The beneficiaries and How the system benefits

No Project benefits Government Citizens
1 Saving time to get an It gives satisfaction for its Citizens can fastly use their
identification card. citizens want

2 Saving time to get citizens' Automatically and correct When citizens want to show
information. information can gain in short information, we can access
period of time freely in short time.
3 Improve the security of the It can access data securely and Citizens can protect and
country. give service for citizens correctly keeps their right.

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7. Project Schedule and Preliminary Budget

7.1 Project Schedule

Table 4 Time Schedule for the Project

Phase Tasks to be included Begin date End date Duration of time

1st Phase Requirement gathering Nov 25 2018 Des 7 2018 13 days

2nd Phase SRS Nov 8 2010 Des 15 2018 8 days

3rd Phase Software Design Description Dec 16 2018 Dec 30 2018 15 days

5th
Phase Implementation Jun 10 2019 Apr 27 2019 107 days

5th Phase Unit and system testing Apr 28 2019 June 6 2019 5 days

7.2 Preliminary Project Budget

Any software development project has three major types of costs: the hardware, the software and
the human resource costs.

Table 5 Budget of Proposed System

A. Infrastructure Cost

Description Quantity Per Unit Cost Total Cost

1. Computer 2 10,000 20000ETB

2. Internet Connection hired for testing - 200 200 ETB

Total Infrastructure 20,200 ETB

B. Software And Operating System Licenses

Description Quantity Per Unit Cost Total Cost

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Proposal for Citizen Identification Information Management system for Ethiopia

1. Licensed Windows 7 or 8 Operating

System Free Free Free

2. XAMPP Bundled software Free Free Free

3. Net Beans IDE & Notepad++ Free Free Free

Total Software and Operating System Licenses Free

C. Other Project Costs

Description Quantity Per Unit Cost Total Cost

1. Paper 1 dozen - 100ETB

2. Pens 1 dozen - 100ETB

3. USB Flash 2(8GB) 210 420ETB

Total Other Project Costs 620ETB

Total Project Estimated Cost Less Contingency 420ETB

Contingency (25%) 3500ETB

Total Project Estimated Cost Including Contingency 6455ETB

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8. Staffing Requirement

8.1 Core Project Team Roster

Table 6 Core Project Team Composition Rosters

Role Qty Position/Required Name of first Name of alternate

Skill choice(s) choice(s)

1.Proposal 2 Have an awareness how Aster Godefa Ayantu Tesfaye

to do existing system Zinet Gashew
1.System requirement 3 Software Requirement Aster Godefa Zinet Gashew
specification Engineering
2.system analysis 2 You know very well Ayantu Tesfaye Zinet Gashew
how-to analyze
3 system design 3 Object oriented system Aster Godefa Ayantu Tesfaye
analysis and design
4.coding or 4 html, CSS, java script Aster Godefa Zinet Gashew

implementation Ayantu Tesfaye

5.Testing 4 Software project Aster Godefa Ayantu Tesfaye
management

8.2 Supporting Subjects Matter Experts

Table 7 Supporting Subjects Matter Experts

Role Qty Position/Required skill Name of first choice

Give necessary 1 General awareness and Mr. Gebreigziabher A.

information about this knowledge about the
proposal documentation accesses

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9. Risk Assessment

Table 8 Risk Assessments

Problem Preventive Actions Contingency Actions

1. Windows Failure ✓ Using licensed windows ✓  Repairing the window to

Store file in flash as backup restore the files

 formatting only the disk

containing operating system
2. Virus attack ✓ Using licensed antivirus ✓ Fixing or moving the infected
file.

3. Hard disk damage ✓ Keeping hard disk safety ✓ Changing the hard disk

4. Project theft ✓ Report to the coordinator and

✓ Using folder lock and strong continuing to do the project

passwords from the flash

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 Proposal for Citizen Identification Information Management system for Ethiopia

10. Feasibility Study

Feasibility study is essential to evaluate the cost and benefits of the new system. On the basis of
the feasibility study decision is taken on whether to proceed or to cancel the project.

10.1 Economic Feasibility

Economic analysis is most often used technique for evaluating the effectiveness of a proposed
system commonly known as Cost-Benefit Analysis (CBA), the procedure is to determine the
benefits and savings that are expected from a proposed system and compare them with costs. If
benefit outweighs costs, a decision is taken to design and implement the system otherwise; further
justification or alternative in the proposed system will have to be made if it is to have a change of
being approved. This is ongoing effort that improves in accuracy at each phase of the system life
cycle.

The proposed system is intended to reduce the time needed to perform certain actions such as the
tiresome process of identifying and recognizing citizens, man-power, paper used in the existing
manual system. Based on this, we divide the economic feasibility in to two parts. These are
intangible and tangible benefits. Tangible and intangible benefit specifies the benefits and costs
associated with the project.

Tangible Benefits: -

The tangible benefits associated with the project are reduced cost for material that used for manual
operation, saves time and make comfortable working environment for the users, increased service
and reduces extra resource, reduced the number of manpower, reduced processing error and
decrease response time.

Intangible Benefits: -

The intangible benefits associated with the project are improved customer good will, improved
employee morale, better services to community and increase management flexibility, increase
information accuracy and increase information processing efficiency. Hence, the project is
economically feasible.

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 Proposal for Citizen Identification Information Management system for Ethiopia

10.2 Technical Feasibility

The development of proposed system is feasible because the technical resources needed to develop,
install and to operate can be done by the project team. It is planned to implement the proposed
system using PHP Platform, MySQL as backend database and Windows 10 Operating Systems. It
is evident that the necessary hardware and software are available for development of the proposed
system. The system can also be easily maintained and repaired without requiring high experts or
technical assistants. It can also be easily upgraded to provide the necessary information for the
users. Therefore, the proposed solution is technically feasible.

10.3 Operational Feasibility

The proposed system can be operated easily as it has a user-friendly interface. The users of the
system can be trained easily because of the simplicity of the system. Hence, the system is
operationally feasible. And also, it is platform independent i.e. it run’s in all operating system.

10.4 Political Feasibility

The system to be developed does not conflict with any government directives, because its purpose
is only to provide services for the citizens effectively and efficiently, all the stakeholders will be
also agreed before the development of the project is began. Therefore, the system politically
feasible.

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11. Conclusion

Finally, our project has a big contribute in giving essential service for citizens’ .as we know there
is fast growth in the world in technological modulation so our project is focusing based on
technological way to reduce various problems such like time wastage, cost human labor and others
for best improvement in our country.

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Reference

[1] E. Mawad, System Analaysis and Design, Clifornia: IEEE, 1997.

[2] G. J. Hofer J, Moderen System Analaysis, Londo: IEEE, 2008.

[3] G. Hof, Project Managment Instuitue, London: IEEE, 2004.

[4] Jorge, System Design Analaysis, California: IEEE, 20003.

[5] H. Man, Project Manajement System, London: IEEE, 2004.

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