ARSI UNIVERSITY

COLLEGE OF NATURAL AND COMPUTATIONAL

SCIENCE

DEPARTMENT OF COMPUTER SCIENCE

(INDUSTRIAL INTERNSHIP REPORT)

Duration: October-November 2021

Hosting Institution: Arsi University ICT Directorate
Submitted By: MILION NUGUSIE ALEMU
ID NUMBER:CCS/UR7747/11
Advisor: Dr. Dhasaratham Megavath(PhD)
Practical Supervisor: Mr. Abebe Sh.(E-learning Expert)
Mr. Regasa Alemu(ICT Directorate Director)

Submitted to Computer Science Department Submission Date: November 23/2021

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 Acknowledgment
First of all, I would like to Thanks my God to giving me spiritual fulfillment and moral strength to complete
this practical attachment.

Next I would like to thanks Arsi University College of Natural and Computational Science Department of
Computer Science head (Mr. Duressa Deksiso) to bring this opportunity and for his constructive criticism
throughout my internship.

I would like thanks the Arsi University ICT directorate Mr. Regassa Alemu (ICT Diretorate Director) who
facilitating my practical attachment and especially Mr. Abebe Shimelis (E-Learning Expert)and other
members of ICT Directorate Business Application Development and Administration Team with their
patience and openness they created an enjoyable working environment for the successful completion of this
attachment program.

Finally, I am extremely great full to my department staff members and friends who helped me in successful
completion of this internship.

I
 Abstract
Internship opportunity provides me a great chance to relate my theoretical knowledge with the competitive
and tough real job market environment. Moreover, if the internship period is within the bachelor program. I
consider myself timely to get chance to take a deep look to their development methodology, working
models, deals and industrial behavior. I intended to look into the software industry and how it looks like,
what are their rules, responsibility and environment. Obviously they work with almost every pslatform and
technologies. I worked with the part of Web Development team and generated ideas based on their
development technology.

The journey wasn’t that simple. There were many obstacles, new technologies that I have to handle with, yet
after overcoming each challenge I had discovered a new potential within myself. The skills that I have
gathered are precious to me and I cannot wait to apply those in the upcoming semesters. In addition to that,
some of the non-technical skills that I have procured, combined with those technical skills will certainly prove
handy in my future jobs.

II
Table of Contents
ACKNOWLEDGMENT................................................................................................................................................................... I

ABSTRACT............................................................................................................................................................................... II

LISTS OF FIGURES....................................................................................................................................................................... V

LISTS OF TABLES........................................................................................................................................................................ VI

PART ONE.............................................................................................................................................................................. - 1 -

1. ORGANIZATIONAL REPORT............................................................................................................................................ - 1 -

1.1 BACKGROUND OF ARSI UNIVERSITY............................................................................................................................................- 1 -

1.2CARDINAL ISSUES (MISSION, VISION, VALUE, AND OBJECTIVE OF THE ORGANIZATION).................................................................- 1 -
1.1.1 Vision of AU.......................................................................................................................................................................- 2 -
1.1.2 Mission of AU.....................................................................................................................................................................- 2 -
1.1.3 Value of AU........................................................................................................................................................................- 2 -
1.3 ORGANIZATIONAL STRUCTURE OF ARSI UNIVERSITY (ORGANOGRAM).................................................................................- 2 -
1.4 OVERVIEW OF AREA I PARTICIPATED IN AND THEIR RELEVANT INFORMATION ...........................................................................- 3 -
1.4.1 Background of ICT directorate...........................................................................................................................................- 3 -
1.4.2 Main Services and Products of Arsi UN. ICT Directorates..................................................................................................- 3 -
1.4.3 Facilities and Resources.....................................................................................................................................................- 4 -
1.4.4 Organizational Governance Structure of ICT Directorate.................................................................................................- 4 -
1.4.5 Cardinality Issues of ICT directorate..................................................................................................................................- 6 -
Mission..................................................................................................................................................................................................... - 6 -
Vision........................................................................................................................................................................................................ - 6 -
Objectives................................................................................................................................................................................................. - 6 -
1.5 THE PERFORMANCE OF THE ORGANIZATION IN RELATION TO ITS OBJECTIVE................................................................................- 6 -
1.6 SWOT ANALYSIS OF ICT DIRECTORATE.................................................................................................................................- 6 -
Strengths.....................................................................................................................................................................................- 6 -
Weakness....................................................................................................................................................................................- 6 -
Opportunity................................................................................................................................................................................- 6 -
Threat.........................................................................................................................................................................................- 7 -

PART TWO........................................................................................................................................................................... - 8 -

2. ATTACHMENT ACTIVITY REPORT................................................................................................................................. - 8 -

2.1 INTRODUCTION....................................................................................................................................................................... - 8 -
2.2 OBJECTIVES OF FIELD PRACTICE...............................................................................................................................................- 8 -
2.2.1 General Objectives.............................................................................................................................................................- 8 -
2.2.2 Specific objectives..............................................................................................................................................................- 8 -
2.3 SECTION OF COMPANY WE HAVE BEEN WORKING IN.................................................................................................................- 9 -
2.3.1 How does flow section works............................................................................................................................................- 9 -
2.4 WORK TASK I HAVE BEEN EXECUTING......................................................................................................................................- 9 -
2.5 PROCEDURE FOLLOWED BEFORE, DURING AND AFTER DEVELOPMENT OF SYSTEM .....................................................................- 10 -
2.5.1 Requirement analysis......................................................................................................................................................- 11 -
Existing System....................................................................................................................................................................................... - 11 -
Proposed System (Documentation Basis)...............................................................................................................................................- 12 -

III
 Actors on system and their description..................................................................................................................................................- 12 -
2.5.2 Hardware and Software Requirement Specification.......................................................................................................- 13 -
Hardware requirements......................................................................................................................................................................... - 13 -
Software requirements........................................................................................................................................................................... - 13 -
Technology and Language Used............................................................................................................................................................. - 13 -
2.5.3 Setting up Environments..................................................................................................................................................- 15 -
2.5.4 Starting Project................................................................................................................................................................- 15 -
2.5.5 My Contributions in the system.......................................................................................................................................- 16 -
2.5.6 Description of Use Cases I have developed..................................................................................................................- 16 -

PART 3................................................................................................................................................................................ - 19 -

3. ACHIEVEMENTS, RELEVANCE, AND CHALLENGES DURING INTERNSHIP ACTIVITY.................................................- 19 -

3.1 ACHIEVEMENTS AND RELEVANCE OF INTERNSHIP ACTIVITY.................................................................................................................- 19 -

3.1.1 Technical Skills................................................................................................................................................................- 19 -
3.1.2 Non-Technical Skills.........................................................................................................................................................- 19 -
3.1.2 Relevance and applicability of internship activity and class learning.............................................................................- 19 -
Relevance............................................................................................................................................................................................... - 19 -
Applicability of internship activity and class learning.............................................................................................................................- 19 -
3.2 CHALLENGES AND PROBLEMS I FACED DURING MY ACTIVITIES...........................................................................................................- 20 -
3.3 MEASURES I HAVE TAKEN TO OVERCOME THOSE CHALLENGES...................................................................................................- 20 -

PART FOUR........................................................................................................................................................................ - 21 -

4. CONCLUSION AND RECOMMENDATION....................................................................................................................... - 21 -

4.1 CONCLUSION......................................................................................................................................................................... - 21 -
4.2 RECOMMENDATIONS................................................................................................................................................................ - 21 -

REFERENCES......................................................................................................................................................................... - 23 -

APPENDIX............................................................................................................................................................................ - 24 -

IV
Lists of Figures
Figure 1 Arsi University Organizational workflow--------------------------------------------------------------------------------------- - 3 -
Figure 2Governance Structure of ICT Directorate--------------------------------------------------------------------------------------- - 5 -
Figure 3 Major two divisions of web development------------------------------------------------------------------------------------- 10 -
Figure 4 web development hierarchy---------------------------------------------------------------------------------------------------- - 10 -
Figure 5 User Interfaces of Proposed system------------------------------------------------------------------------------------------- - 13 -
Figure 6 USECASE DIAGRAM OF Dormitory management system------------------------------------------------------------------ 16 -

V
Lists of Tables
Table 1Projects Managed under ICT Directorate...........................................................................................................- 4 -
Table 2SWOT analysis of directorate.............................................................................................................................- 7 -
Table 3 Actors and Use cases of Proposed System......................................................................................................- 12 -
Table 4 System development Teammates and their role............................................................................................- 16 -

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Arsi University Computer Science Department Practical Attachment Report

PART ONE
1. Organizational Report
1.1 Background of Arsi University
Arsi University is one of the public institutions of higher learning in Ethiopia, established in 2014(2006 E.C)
by decree No.322/2014 of the Council of Ministers of the Federal Democratic Republic of Ethiopia. Arsi
University started with four Colleges and one School, namely; College of Agriculture and Environmental
Sciences, College of Health Sciences, College of Business and Economics and College of Humanities and
School of Law. As a higher education institution, Arsi University has set itself core responsibilities, with a
focus on regionally and nationally relevant teaching-learning programs, problem-solving research projects,
and community-based services.

In accordance with its core mission, that is, contributing to the economic development of Ethiopia, Arsi
University is committed to promoting practical research culture and dissemination of findings to end-users
and appropriate stakeholders. Within the context of academic institutions, it is evident that quality and
relevant research contributes significantly to the search for excellence and to the ongoing efforts to ensure
quality learning and teaching with the ultimate goal of cultivating and nurturing the new generation for the
future of Ethiopia. The significance of research for changing the lives of the immediate and wider
communities and improving their wellbeing is beyond doubt. Research projects initiated by universities can
often yield very useful findings with direct bearings on policy initiatives, generation of new development
insights, application of technologies and innovations, and ultimately on the quality of life of our citizens.

After Arsi university fall under Applied Science category of MOSHE by 2021, they have founded the fifth
college named College of Natural and Computational Science to handle all freshman students of Natural
Science stream and three departments namely Computer Science, Information Technology, and Statics.
University is aspires to be a pre-eminent African graduate and research University dedicated to excellence in
Learning-teaching, demand driven research and innovation and problem-solving community engagements.
To this end, the University recognizes ICT as a powerful enabling tool for institutional change and
transformation to achieve its strategic missions and vision. The office provides the primary management and
support of computing and technology infrastructures, services and systems within the University. The office
also manages the data network infrastructures, central service provisions such as website, email, video
conferencing system, total security systems, internet, bandwidth optimization and business automations.
The office also provides troubleshooting, maintaining, supporting services to streamline the University’s
operational business processes. The office is working on a number of projects to enhance and expand the
University’s ICT infrastructure, systems and services to enable the transformation of the University’s
administrative and academic business processes in line with its strategic plan.

1.2Cardinal Issues (mission, vision, value, and objective of the organization)

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Arsi University Computer Science Department Practical Attachment Report

1.1.1 Vision of AU
Arsi University aspires to be a leading university in Ethiopia, a center of excellence in the field of Agriculture
and Environmental Science, Health Science and Business and Economics competitive in the world by 2021
and also aspires to be among the leading east African universities and recognized university in the world by
2033.

1.1.2 Mission of AU
Arsi University has a mission of offering relevant and quality education and training, conducting demand
driven research and rendering accessible community service. Arsi University is committed to produce
competent & ethical graduate’s practical teaching, research, community engagement and innovation to the
sustainable development of the country.

1.1.3 Value of AU
 Customer Focused
 Quality first
 Innovation
 Respect diversity
 Environment friendly
 Efficiency & effectiveness
 Professional commitment
 Transparency
 Merit based
1.3 Organizational Structure of Arsi University (ORGANOGRAM)
Arsi University is one of third generation university in Ethiopia works to become one of the leading
Universities in east Africa. In accordance to their objective now also they are the second leading university in
Ethiopia by training skillful health professionals next to St. Paulo’s Medical College. This is one of major
achievement towards their mission.

As every Organization Arsi University have organizational work flow structure in order to achieve their
objectives. So the thing we were able to observe and learn was that the University organized in different
directorates, departments, and teams. There are different directorates in university and under those
directorates there are different departments. And under those departments there are many teams which
are assigned to different types of projects. Arsi University beside its own, works for goods and services of
community such as; CCTV Camera of Asella town is also under control of their ORGANOGRAM looks:

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Arsi University Computer Science Department Practical Attachment Report

Figure 1 Arsi University Organizational workflow

1.4 Overview of Area I participated in and their relevant information

From those directorates I have observed/ done my practical attachment on ICT Directorate.

1.4.1 Background of ICT directorate

ICT directorate was established, to support the main core university processes i.e. teaching and learning,
community services and research processes. They will have their own data center within few months. The
data center costs 60 million birr including equipment’s and its installation. After that they will provide full
services that are required from ICT. They have hired ICT professionals from Junior to seniors. They have
structured into five teams containing Thirty Three members. Those teams are ICT infrastructure
Administration Team, ICT Training and Consultancy Team, ICT Technical Support and Maintenance Team,
Application Development and E-learning Team. Although most members are assigned in the main campus,
all the other campuses of the university have their own ICT technicians.

1.4.2 Main Services and Products of Arsi UN. ICT Directorates

There are so many projects developed and ongoing Projects under ICT directorates. Those are:

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Arsi University Computer Science Department Practical Attachment Report

Completed systems Ongoing systems

Cloud based learning management system Digital library

Arsi University website Arsi university online catalog

Android based portal management system HRMS

File sharing system Document management system

Institutional Email Journal management system
Institutional repository Library management system
Table 1Projects Managed under ICT Directorate

1.4.3 Facilities and Resources

The office is poised to serve your needs with the following facilities and resources:
 Institutional emails
 Website services
 Video conferencing systems
 Bandwidth optimization solutions
 Virtual Desktop Cloud Computing Infrastructure Open Access Facilities
 Wireless LAN hotspots
 ICT Support and maintenance
 Total antivirus security solutions
1.4.4 Organizational Governance Structure of ICT Directorate
Information and Communication Technology Directorate reports to the Office of the President as it is
responsible for the provision of ICT infrastructure, services, and systems for the four operational
domains of the University: Learning- teaching, research and innovation, community engagements and
governance services. The directorate’s governance structure embodies five operational units:

 ICT Infrastructure and Services Unit

 Business Applications Development and Administration Unit
 Teaching-Learning Technologies Unit
 ICT Support and Maintenance Unit
 ICT Training and Consultancy Services Unit

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Arsi University Computer Science Department Practical Attachment Report

Figure 2Governance Structure of ICT Directorate

1) ICT infrastructure and service

 The Network Infrastructure team carried out verities of activities including the installation of both Wi Fi and
fiber network (broadband internet network infrastructure).
 The team is also responsible to maintain the previous network in case there are problems.
 Administer and upgrade the existing network and Internet infrastructure and provide relevant network-based
services.
 Ensures that the Arsi UN community has sufficient access to ICT Services.
2) Business application development and administration team
 The business System department is responsible for providing leadership, direction and management to
the delivery of consistently high quality IT service by the University.
 Plan, design, implement and/or consult the automation of different processes in the AU It is also
responsible to follow up existing applications.
 Student Service Management System
 Human resource management system (HRMS)
 Cloud based storage of data
 E-student
3) User support and maintenance
 This team is responsible to maintain desktops and laptops that have mild and severe problems
 Provide hardware/software maintenance, and User support services.
 Establish and enforce ICT use standards and policies in the nib international bank.
4) Teaching-Learning Technologies
 E-learning development and management
 Teaching Freshman students emerging technology course

5) ICT Training and Consultancy Services Unit

 Develop ICT strategic plan aiming at providing broad range services and advising the University management
on matters related to ICT.
 Provide research, consultancy, short term training and, outreach services to the all employees’
community.

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Arsi University Computer Science Department Practical Attachment Report

 Enhance local content that provide up-to-date information about public relations, academic research,
consultancy, and other social activities in University

1.4.5 Cardinality Issues of ICT directorate

Mission
Mission of ICT directorate is to provide, coordinate and facilitate use of ICT in all activities of university in
order to facilitate change

Vision
Vision of ICT directorate is to exploit to its full potential thereby assisting the university in elevating its
position to a center of academic excellence.
Objectives
The ICT directorate Office was established to meet the following objectives:

 To plan, develop and manage University-wide ICT infrastructure.

 To develop and acquire relevant applications.
 To manage Operations and Maintenance of ICT resources.
 To train end-users on computer literacy and offer end-user computing support.
 To promote staff development program to ensure that ICT staff continue to acquire the
necessary skills to provide high quality services support.
 To advice and consult the University management on acquisition of ICT resources related issues.
 To carry out researches in ICT.
1.5 The performance of the organization in relation to its objective
AU ICT is excellence in innovation to solve community problems.

The organization is the sectored structured in to departments to accomplish its vision and mission. In
additions the organization is equipped with man power and assigned best person in majority of
position. They are indicator of result on which man and possession was need development and
decreasing unemployment .Finally the organization that activity changed into moderated working
activities.

1.6 SWOT Analysis of ICT directorate

Strengths
Strengths are internal positive aspects that are under control and upon which you may capitalize in
planning. Accordingly, some of the strengths of ICT are follows: Since the company has good outlooks,
attitudes and respect for interns the intern suggest that the company must keep up as it deems
necessary for the interns.

Weakness
Weaknesses are internal positive aspects that are under your control and that you may plan to improve.
Opportunity
Opportunity is a positive external condition that you do not control but of which you can plan to take
advantage.

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Arsi University Computer Science Department Practical Attachment Report

Threat
Threats are negative external conditions that you do not control but the effect of which you may be able to
lessen.

Strengths Weakness Opportunity Threat

The directorate has Lack of well-formed Social life with the staff Economic condition of
enough Internet access Manuals and modules. member in work place. the country.
and learning aid
materials.
Contribution to the Technicians do not have I got information about Less decision making in
services of community. awareness about the work flow of system. all hierarchal level of
devices. management.

Technicians work Directorate work place is They have better Migration of skilled
together and ready to not suitable for interns. geographical location. human powers.
share their experience.
Technicians have good The directorate has no There is good flow of Lack of external
potentials to support transport access to information. support in terms of
internship program. travel from site. services and materials.

Table 2SWOT analysis of directorate

PART TWO
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Arsi University Computer Science Department Practical Attachment Report

2. Attachment Activity Report

2.1 Introduction
Practical attachment is something like a training to make better the performance of student and to
adapt the coming work environment easily. Therefore, a practical attachment is a necessary tool to
equip students with what exists in the real world of work and translate theoretical concepts in the
course of study to practice.

The practice attachment program is important to the students gain practical experience in relation to
the theoretical knowledge in different organization before graduation. Students must be making
practical attachments were at the end of year schedule for 30 days. During these time both practiced
students and organization are beneficiary.

2.2 Objectives of field practice

2.2.1 General Objectives
The student practical attachment objectives are to link theoretical knowledge with the real world
practice and to produce competitive, confidential, discipliners, willingness and ability to accept
comment, Punctual students for future graduation and to promote their field for different organization,
to become a good verbal and written communication skill of the students, to give practical course for
students with their related professions, share challenges of the work environment and enables students
should understand the work process of different information.

2.2.2 Specific objectives

The specific objectives of my field practice is try to answer the WH question which found outside world
which means what is done outside, how it is doing, who is doing, where it is done and how the things
are inter related with the courses and out sides.

Become familiar with the practice and terminology of Computer science.

Understand the role of Computer science in organizations and its impact on the integration of business
processes within an organization and among different organizations.

Understand the flow and integration of business processes in a typical business by carrying out
common business transactions.

Become familiar with the techniques necessary to access, structure, manipulate and present data that
might typically be found in a Computer science using a database management system.

Gain skills and comfort in exploring and using new software packages.

Develop collaboration skills by working together on group projects.

 To understand the working environment.

 To understand how to construct network infrastructure.
 To understand maintenance
 To obtain the deep knowledge.
 To understand how to be effective and efficient on the work.
 To provide experience that will enable to achieve a breadth of understanding that will form a frame
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Arsi University Computer Science Department Practical Attachment Report

work or agenda for final year of study.

 To enabling students to relate theoretical concept with practical situation.
2.3 Section Of Company we have been working in
From explanation we got from our supervisor, there are broadly three main work divisions provided for
students who come to work on their internship. These were:-
 ICT Infrastructure and Services Unit
 Business Applications Development and Administration Unit
 ICT Support and Maintenance Unit
Our interest was working on Software development so we chose the Business application development and
administration and started working in teams. Software development Team is responsible for different kinds
of software with their functions starting from collecting information and analysis to the final launching stage,
developing different web based applications for University, developing mobile applications and customizing
Journals. Under this division the following activities were holding:

 Analyze, Develop web applications

 Analyze, Design Information Systems
 Write Software Program
 Analyze, Develop Database systems
 Administer Database Systems
 Manage Web Content
 Manage E-business

2.3.1 How does flow section works

There are different sub division of sections like Architectural team, requirement analysis team, testing team,
assurance team, data collection and analyzing team and within these team also there is subsection with
their respective tasks that constitute to their sections and when everything done is integrated it to give us
the wholly functional system.
From that team we chose the architectural and development team because we wanted to work on
developing Arsi UN DMS as partial fulfillment of our practical attachment.
Architectural and development team is team for designing just what software is going to look like.
2.4 Work Task I have been executing
The work task I have been executed during my Internship was web-development. We have worked on
developing Arsi UN dormitory management system as partial fulfillment of our practical attachment. Web
development broadly refers to the tasks associated with developing websites for hosting via intranet or
internet. The web development process includes web design, web content development, client-side/server-
side scripting and network security configuration, among other tasks. Web development is also known as
website development. Web development is the coding or programming that enables website functionality,
per the owner's requirements. It mainly deals with the non-design aspect of building websites, which
includes coding and writing markup. Web development ranges from creating plain text pages to complex
web-based applications, social network applications and electronic business applications. Web
programming, also known as web development, is the creation of dynamic web applications. In fact, many
argue it’s the best form of coding for beginners to learn. It’s easy to set up, you get instant results and
there’s plenty of online training available.
There are two broad divisions of web development – front-end development (also called client- side
development) and back-end development (also called server-side development).

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Arsi University Computer Science Department Practical Attachment Report

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Figure 3 Major two divisions of web development

Front-end development refers to constructing what a user sees when they load a web application – the
content, design and how you interact with it. This is done with three Languages – HTML, CSS and JavaScript.

Back-end development controls what goes on behind the scenes of a web application. A backend often uses
a database to generate the front-end. This is done by coding with PHP.

The web development hierarchy is as follows:

• Client-side coding

• Server-side coding

• Database technology

Figure 4 web development hierarchy

2.5 Procedure Followed before, during and after development of System

After they ordered me and three of my classmate students to develop full Arsi UN Dormitory
Management system we met each other and decided to develop each parts of system
individually depends on guidelines (Documentation) they brought us and then after all system finished by
integrating those individual parts of system to get the final full system.

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Arsi University Computer Science Department Practical Attachment Report

Procedure followed for developments are nothing but conditions to be fulfilled in order to develop system
and the following are procedures for development:

 REQUIREMENT ANALYSIS: includes analyzing (strengths, weakness, and actors in) existing
system, analyzing overview of (Actors and Use cases on system, identification of system) proposed
system. Generally learning the system.
 HARDWARE AND SOFTWARE REQUIREMENTS FOR DEVELOPING SYSTEM: includes
software, Hardware, Technology (Programming languages and Markup languages) and tools used for
developing system. Generally identifying the required environments.
 Setting up Environments
2.5.1 Requirement analysis

Existing System
Currently the ArsiUDMS works in a traditional way that it’s impossible to say a manual system (lack of
necessary document) that is an organized to work and more time consuming. Including the present of
ArsiUDMS and other leaders connect to each other by phone , letter ,report and every time concerning
their works is paper based that to cost for writing materials .

A) Strength of the existing system

Even if the existing system is manual system as it has weakness it also has some strong side that we need to
be preserved are:

 Provide the required infrastructure to the students.

 Protecting dormitory resources.
 Posting dormitory information in each building.
 Generation timely report.
 Assessing discipline cases.
B) Weakness of the existing system
 The existing system had many problems. For example, if the dormitory wants to clear one student
from the campus he/she first sees for the students name and file number.
 Then he/she also searches for another document depending on the file number of the student. Because
they keep the students record separately based on their file number. Each student has their unique file
number.
In generally current system is a system that needs intensive human labor resource ,consume time ,less
security ,lack of awareness and accurate available information .
C) Actors in the existing system
Dormitory manager

 He/she is responsible for control the overall activities.

 He/she is a person who administer for each block of the Proctors.

Proctor

 He/she is a person who manages for each block of the students.

 He/she Provides clearance for every student.
 He/she generate report and sends to the dormitory manager.
Student

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Arsi University Computer Science Department Practical Attachment Report

 They are users who accesses service from AUDMS.

Proposed System (Documentation Basis)

After observing the current manual system and identifying all the problems occurred during every activity on
the existing system, then we have decided to design an automated online application ArsiUNDMS for office
and system that can be easily access and work at any time and place. The proposed system will use the
major functionality of existing system and able to advance with speed and response of the system by
applying the knowledge of OOP techniques in order to overcome the current problems of the system.

 More secure, because this system provides the users to have an account.

Actors on system and their description

The actors that interact with the system are the dormitory; administrator and student are users of the
system. They are described here in brief:-

1. Name: SYSTEM ADMIN

Description: Administrator is a person who is responsible for creating and modifying accounts for the
Procter.

2. Name: Procter (Dormitory)

Description: A Procter (Dormitory) is a person who is responsible for allocating and de allocating the dorm to
the students.

 He/she is a person who manages for each block of the students.

 He/she Provides clearance for every student.
 He/she generate report and sends to the dormitory manager.
3. Name: Student
Description: Student is a person who is responsible for view the dorm.
Actors Use Cases
SYSTEM ADMIN Create account, Update account, Delete Account
Proctor Allocate Dorm, Deallocate Dorm
Student View Dorm

Table 3 Actors and Use cases of Proposed System

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Arsi University Computer Science Department Practical Attachment Report

Figure 5 User Interfaces of Proposed system

2.5.2 Hardware and Software Requirement Specification

The software requirement specification can produce at the culmination of the analysis task. The function
and performance allocated to software as part of system engineering are refined by established a complete
information description, a detailed functional description, a representation of system behavior, and
indication of performance and design constrain, appropriate validate criteria, and other information
pertinent to requirements.

Hardware requirements
One computer help as both server and Client with the following precondition:

 500MB of RAM,
 2.97GHZ of Intel Pentium processor speed about 50GB hard disk size
 HP laser jet 4200 printer for printing
External Storage Devices Portable Flash disc 1-16 GB for data transportation.

Software requirements
 Window 11, 64 bit OS (Operating System) for Computer we have used either as Server or Client.
 Visual Studio Code for 64 bit OS window 11 version, For Writing Code.
 XAMPP Server for 64 bit OS window 11 version, for serving Local host.
 Internet Explorer for 64 bit OS window 11 version, For Testing and debugging our Code.

Technology and Language Used

HTML

Stands for Hypertext Markup Language and it is used for describing contents of websites It is not
programming language; instead it is markup language.

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It is Client side Scripting language.

Generally it is set of markup tags that used to define page content.

CSS

CSS stands for Cascading Style Sheet and defines how to display HTML elements; use a Style sheet to style,
control appearance and make look and feel of websites the same.

JAVASCRIPT

JAVASCRIPT is an interpreter; client-side, event-based, object oriented scripting language that you can use to
add dynamic interactivity to your web pages.

You can use JavaScript to achieve any of the following:

 Create special effects with images that give the impression that a button is either highlighted or
depressed whenever the mouse pointer is hovered over it.
 Validate information that users enter into your web forms
 Open pages in new windows, and customize the appearance of those new windows.
 Detect the capabilities of the user’s browser and alter your page’s content appropriately.
 Create custom pages “on the fly” without the need for a server-side language like PHP.
PHP
PHP stands for Hypertext Preprocessor and it is a server-side scripting language, which can be embedded in
HTML or used as a standalone binary. It connects to the database, passes user instructions to the database,
and returns the database response to user.

PHP works well for a database-driven Web site.

Major databases supported by PHP include the following:

 dBase
 Informix
 Ingres
 Microsoft SQL Server
 MySQL
 Oracle
 PostgreSQL
 Sybase
MySQL
MySQL is one of the most popular open source database systems available today, and it is used as the back-
end data storage device for many personal and corporate Web sites.

MySQL has the following core features:

 Scalability: Because of its modularity and its flexibility in configuration, MySQL can run in systems
varying in size from embedded systems to large multiprocessor.
 Access from other languages/systems: There are libraries and APIs for connecting to MySQL from
PHP,C++,java
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 Fine-grained security model: You can restrict users’ rights from an entire database down to the
column level based on login name, password, and the hostname that users are connecting from.
 Ease of use: MySQL is easy to install and administer. While other database systems require special
knowledge and training.
 Flexibility
NB. MySQL installed together with XAMPP server.

2.5.3 Setting up Environments

Environments needed for development of system are installing windows OS, setting up XAMPP server,
installing text editors and Internet explorer. Since Windows OS, text editor and Internet Explorer were
already installed on our PC the only thing we were dealt with is setting up XAMPP server.

Overview of XAMPP server

XAMPP is nothing but, it is cross platform stack of software that provides web solutions based on
Technologies like MariaDB, Apache server, Perl and PHP. Since it is cross platform it supported by a
number of Operating system like Windows, Mac OS, and Linux.

STEPS FOR INSTALLING XAMPP SERVER

STEP1 Downloading compatible XAMPP server from Apache Friends

STEP2 Run .EXE file

STEP3 Click the allow access or deactivate the windows firewall

STEP4 Disable UAC interruption

STEP5 Start XAMPP setup Wizard and click NEXT

STEP6 Select Components To install like MySQL, FileZilla, APPACHE, Perl, phpMyAdmin, Tomcat and
then click NEXT.

STEP7 Select Installation Location/ folder.

STEP8 After Successful installation of XAMPP setup on our PC click Finish.

2.5.4 Starting Project

As I have tried to depict before we have developed this system by group of four students and we have
partitioned the proposed system into four main parts and developed independently.

Based on that weight of use cases we have divided our system development into four parts with my
teammates as:

Name of developer Pages developed

Samrawit Teferi Home page, Login page and Help page
Milion Nugusie System Admin page
Tefera Kunbushu Proctor page
Faisal Fereja Student page and Report page
Table 4 System development Teammates and their role

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Figure 6 USECASE DIAGRAM OF Dormitory management system

2.5.5 My Contributions in the system and Description of Use Cases

I have done all features of system admin which includes the following course of action:

I. Create User account

II. Update User Account
III. Delete User Account
Use cases of Features I have Developed
UCI: UC1

Name: create account

Description: The Administrator creates the Procter username and password.

Actors: Administrator

Precondition: the Administrator doesn’t create user account.

Flow of Event:

1. The Administrator wants to create user account and password.

2. The system displays the create account Page.

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3. The Administrator enters all of the required information. [A]

4. The system checks that all of the required information was correct

5. The Administrator will be de created the user account and password.

Post condition: the Administrator already created user account.

Alternative flow of events

Alternative flow A: Missed required field/s or incorrect information

A1. The system displays data entry error messageA2. The system resumes at step 3.

UCI: UC2

Name: Update User Information

Description: The Administrator Update the User who forget his/her password.

Actors: Administrator

Precondition: the User forget password.

Flow of Event:

1. The Administrator wants to update the user.

2. The system displays the Update Page.

3. The Administrator enters all of the required information (User ID, New password, Confirm password and
Modification date). [A]

5. The system checks that all of the required information was correct

6. The Administrator will be Update the user Information.

Post condition: the User Information Updated

Alternative flow of events

Alternative flow A: Missed required field/s or incorrect information

A1. The system displays data entry error message

A2. The system resumes at step 3.

UCI: UC3

Name: Delete User

Description: The Administrator Delete the User who is not present any more.

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Actors: Administrator

Precondition: the User No more Exist.

Flow of Event:

1. The Administrator wants to delete the user.

2. The system displays the delete Page.

3. The Administrator enters all of the required information (User ID). [A]

5. The system checks that all of the required information was correct

6. The Administrator will be deleting the user from system.

Post condition: the User already deleted

Alternative flow of events

Alternative flow A: Missed required field/s or incorrect information

A1. The system displays data entry error message

A2. The system resumes at step 3.

PART 3
3. Achievements, Relevance, and Challenges during internship activity
3.1 Achievements and Relevance of Internship activity
In the internship period I have learned both technical and non-technical leanings and also faced some
problems.

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3.1.1 Technical Skills

 Real life Software development process in practically.
 Web development methodology
 Responsive web design
 User Experience & Security issues
 Implementation HTML5 & CSS3
 JavaScript
 PHP
 MySQL Database Management system
 Project management
3.1.2 Non-Technical Skills
 Knowledge about the technologies that are used in the software industries of today.
 Learning the professional attitude at work place
 Timely delivery of tasks, attending meetings on time and reporting to the supervisors for
any query.
 Importance of documentation of completed tasks for future improvement.
 Analyzing different available options to decide which one is best and most feasible given
the resources available.
 Development of respecting co-workers’ decisions, maintaining desirable relationships with
them and professional work attitude.
 Grow analytical concepts and problem solving confidence
 Team work in a professional environment
 Growing analytical ability & creativity
 Confidence & decision making
 Work under pressure

3.1.2 Relevance and applicability of internship activity and class learning

Relevance
Internship activity was relevant for my field of study, because all activities I did in organization helped me to
understand how theoretical class study is put in to real world practice.

The followings are what I have learned in class and I have exercised and observed during my internship:

1) First time I have entered the organization; I have observed their office layout and
arrangements of electronics devices, tables and seats. Generally” Ergonomics” which I
have learned in HCI course in class.
2) The second things I have learned was how they treat their customers, means work ethics
3) Another thing I have observed was how they manage files and documents.

Applicability of internship activity and class learning

Applicability of theories in practical environment was very interesting and important. In Computer Science
there are so many theories and concepts which are applicable on real world. Before This practical
attachment I have no knowledge about website development. Those theories and concepts I have observed
and practiced during my internship were:

 Database management system

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 File management system

 Website development
 Entrepreneurship
 Project management
 Software development life cycle (SDLC)
 Ergonomics
 Physical and logical arrangement of Work environment
3.2 Challenges and problems I faced during my activities
During the internship period I have faced several problems. There are many problem observed at current
time that affected the achievement of the organization objectives and mission. A few of them are as follows:

 Mismatch of planned activities and allocated budget.

 Some employees were not interested to give
 Shortage of time to cover my project
 Shortage of materials.
 Lack of deep knowledge about my field of practice.
 Lack of implementing some of the planned activities.
 Wi-Fi connection was some time un available
 I did not get enough time that I expected to complete my tasks
 Due to some it policy I did not get opportunity to work in a live project
 When I needed any software to install in my pc, I have to wait one or two days to configure
my pc.
 I didn’t get the admin privileges of my pc, so when I need to run a program by windows
authentication
 Sometimes, it was really very difficult for our supervisor to supervise
 Collecting requirements was very tedious
 First time real life development in a professional environment.
 While collecting data Proctors and stake holders haven’t awareness about their task.
 Absence of motivational reward system for outstanding performance.
3.3 Measures I have taken to overcome those Challenges

PART FOUR
4. Conclusion and Recommendation
4.1 Conclusion
It has been a tremendous opportunity for me to work as intern at the Arsi UN ICT directorate. The internship
program helped me gain important knowledge on how the IT sector shaping in the country. It has enabled
me to understand the technologies that are frequently used in the software industry. I am now become used

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to the professional company culture, thanks to my internship program. The program has helped me develop
good judgment, proceed on my own in new technological challenges, and develop better analytical skills.

Participating in team meeting with project manager and discussing on the threats of the projects helped me
attain the faith to develop a never give up attitude. At the same time it helped me learning the software life
cycle for a real life system. The projects in which I worked inspired me to be harder working, responsible and
confident.

The internship program has been a great helping the sense that it improved my teamwork capabilities. At
the ICT directorate it is important to function as a unit and respect the team mate’s ideas and suggestions.
Team discussions like brain storming sessions helped me identify and solve numerous problem issues which
would have been impossible to solve otherwise.

During the last few months, I have a clear idea about how the IT industry is shaping out to be a major driving
force in the country’s economy. It has enabled me to understand the technologies that are frequently used
in the software industry. This was only possible by participating in the internship program. Being part of the
Development team has helped me to realize the challenges that lay ahead in the IT sector.

I would like to convey my thanks to our department for providing me an opportunity to gain idea of the
competitive environment in the professional field. It has certainly lifted my software development skills in
terms of design and coding. I now look forward to facing the upcoming challenges of the world.

4.2 Recommendations
I was provided an opportunity to work as part of the Web development team at ICT directorate this was a
really nice place for learning and working. If Arsi UN computer Science department want they can send
interns in future but for the company need to select interns who are responsible, have the thirsty to learn
new thing and like to welcome challenges.

Recommendation for future interns

I recommend future intern before joining Arsi UN ICT directorate Application development team they must
know the following aspects:

 Should be more practical knowledge on web development technology.

 Gather early knowledge on the company of interest.
 Learn the technologies that are used before going to the internship so that less time is
spent in learning them.
 Work more on PHP framework
 Must know one of the Software development Methodology (SDLC)
 Practice documentation of the projects more thoroughly as it is an important aspect of the
software development.
 Try to implement software engineering principles at all steps of software lifecycle even at
the university projects as this practice will help to complete commercial projects quickly.
 For developing they can follow the different software modeling process
 Students should be responsible for the duties they assigned for and pay attention for the
practical work
Recommendation for Organization, department, and supervisors
 Organization should provide good environments for future interns. The material should be
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sufficient and functioning

 The supervisors should do research to solve the problems they face this helps them to it
helps interns to identify Weakness and strengths of organizations
 Organizations should put full information of their Organizational structure, cardinality
issues like: Their mission, vision, values, and objectives on their official websites. In case it
helps Interns to convey Information about Organization.
 Organization should have to purchase updated technologies which helps their Customers
and coworkers perform their tasks efficiently
 As per as their plan ICT directorate should have to construct their own data center
 ICT directorate employees must be punctual
 ICT directorate should have to hire Independent Supervisor for internship, because the
existing supervisors may be busy by their duties and not give so many training for interns.
 As ICT directorate is big departments and play crucial role in the university, University
should have to construct them Independent Building for ICT directorate and should also
have to facilitate them with updated technologies.
 ICT directorate should have to motivate Interns who did their duties smartly.
 Supervisors should have to train Interns before giving them duties.
 Supervisors should also have to motivate Interns in projects and Policies under
development.

REFERENCES
1. http://www.arsiun.edu.et/
2. http://www.ict.directorate@.arsiun.edu.et/
3. http://en.wikipedia.org/wiki/Internship
4. http://www.internshipprograms.com/
5. http://en.wikipedia.org/wiki/Data_collection
6. http://www.tutorialspoint.com/management_concepts/organizational_structures.htm
7. https://trello.com/

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Appendix

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