DEBRE MARKOS UNIVERSITY

INSTITUTE OF TECHNOLOGY
INFORMATION TECHNOLOGY ACADEMIC PROGRAM
PROJECT ON STUDENT INFORMATION REPORT MANAGEMENT
SYSTEM FOR WEST GOJJAM ZONE.

BY
1. Genanew Gezahegn Abebe--------------------097/10
2. Yishamush Geteye Agaje --------------------136/10
3. Haimanot daignachw bayh--------------------103/10
4. Tadesse Agaje Zeleke ------------------------123/10

Advisor: Tsehay
AUGUST, 2016

Debre Markos, Ethiopia

 Table of Contents
Chapter One................................................................................................................................................1
1. Introduction.............................................................................................................................................1
1.1 Background of the Study...................................................................................................................1
1.2 Statement of Problem.................................................................................................................2
1.3 Objective of the Study.................................................................................................................3
1.3.1 General Objective................................................................................................................3
1.3.2 Specific Objective.................................................................................................................3
1.4 Significance of the Study..............................................................................................................3
1.6 System Requirement.........................................................................................................................5
1.6.1 Hardware requirement...............................................................................................................5
1.6.2. Software requirement...............................................................................................................5
1.6.3. Programming language..............................................................................................................6
1.7. Data Collection.................................................................................................................................7
1.8 Feasibility study.................................................................................................................................8
1.8.1 Operational Feasibility................................................................................................................8
1.8.2 Technical Feasibility....................................................................................................................8
1.8.3 Economical Feasibility.................................................................................................................8
1.8.4 Legal feasibility...........................................................................................................................9
CHAPTER TWO...........................................................................................................................................10
2. System Analysis.....................................................................................................................................10
2.1 Overview of the existing system......................................................................................................10
2.1.1 Users of the Existing System.....................................................................................................11
2.2 Overview of the New Proposed System...........................................................................................12
2.3 Requirements specification.............................................................................................................14
2.3.1 Functional requirements...........................................................................................................15
2.3.2 Nonfunctional requirements....................................................................................................16
2.4 Requirement Analysis......................................................................................................................18
2.4.1 Use-Case Diagrams...................................................................................................................18
2.4.2. Sequence Diagram...................................................................................................................26
CHAPTER -THREE.......................................................................................................................................41
3. SYSTEM DESIGN.................................................................................................................................41

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 3.1. System design goal definition.........................................................................................................41
3.2. Design goal and objective...............................................................................................................41
3.2.1 Performance criteria.................................................................................................................41
3.2.2 Maintenance criteria................................................................................................................41
3.2.3 End user criteria........................................................................................................................42
3.2.4 Security Requirement...............................................................................................................42
3.3 Physical Data model.........................................................................................................................42
3.4 Design class diagram..................................................................................................................44
3.5 Deployment Diagram.......................................................................................................................45
3.6 User Interface/ Screen shoot...........................................................................................................46
3.7 Deployment diagram.................................................................................................................49
CHAPTER FIVE............................................................................................................................................55
5. Conclusion and Recommendations...................................................................................................55
5.1 Conclusion.......................................................................................................................................55
5.2 Recommendation and Future Enhancement.............................................................................55
Reference..................................................................................................................................................56

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 LIST OF TABLE
Table 1: Hardware requirement...................................................................................................................5
Table 2: Software requirement....................................................................................................................6
Table 3: Economical Feasibility..................................................................................................................8
Table 4: Essential use case description......................................................................................................20
Table 5: Login Use case Description..........................................................................................................21
Table 6: Name: View grade Report.....................................................................................................22
Table 7: Register student Information.......................................................................................................23
Table 8: Update student Information.......................................................................................................25
Table 9: View Report.................................................................................................................................25

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List of Figure

Figure 1: Use case Diagram.......................................................................................................................19

Figure 2: View course result sequence diagram........................................................................................27
Figure 3: View grade report sequence diagram.........................................................................................28
Figure 4: Register student information sequence diagram........................................................................29
Figure 5: Student register on course sequence diagram...........................................................................30
Figure 6: Submit grade sequence diagram................................................................................................31
Figure 7: View submitted grade sequence diagram...................................................................................32
Figure 8: View report sequence diagram...................................................................................................32
Figure 9: View log event sequence diagram..............................................................................................33
Figure 10: Manage account sequence diagram.........................................................................................34
Figure 11: update student information diagram.......................................................................................34
Figure 12: Class diagram............................................................................................................................35
Figure 13: View Grade Report Activity Diagram........................................................................................36
Figure 14: Submit Grade report Activity Diagram......................................................................................37
Figure 15: Enter course result Activity Diagram........................................................................................38
Figure 16: View course result Activity Diagram........................................................................................39
Figure 17: User management Activity Diagram.........................................................................................40
Figure 18: physical modeling.....................................................................................................................42
Figure 19: student table............................................................................................................................43
Figure 22: : design class diagram...............................................................................................................44
Figure 23: : students and member deployment diagram..........................................................................45
Figure 24: deployment diagram................................................................................................................46
Figure 25: user interface...........................................................................................................................46
Figure 26: user screen shoot.....................................................................................................................47
Figure 27: :deployment diagram...............................................................................................................49

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 Chapter One

1. Introduction
1.1 Background of the Study
Accessibility to basic educational attainment has been identified as collateral for economic
development in the 21st century. It has a fundamental role in moving Africa countries out
of its present tragic state of underdevelopment. This article examines the situation of basic
educational services in Amhara region of Ethiopia in terms of availability and accessibility
at both primary and secondary levels. It revealed that there is a gross inadequacy in the
provision of facilities and personnel to adequately prepare the youth for their future, in
Amhara region. It also revealed the inequality of accessibility to basic education services
among the eleven administrative zones in the region with antecedent impact on the
development levels among the zones and the region at large. It thus called for serious
intervention in the education sector of the region, if the goal of education for development
is to be realized, not only in the region but in the country at large.

In most developing countries of the world education attainment is the shortest way to escape
from poverty trap. However, getting access to a good quality education is far more difficult in
sub-Sahara Africa where there is relatively small number of schools and very high students /
teacher ratio.

Student information report management system designed to introduce a conducive and structured
information exchange environment for integrating students, parents, Departments and the
administration of registrar offices.

The project's solution allows for the online display of student grade reports, the detailed
registration of students, and the generation of reports. Based on the grades and credit hours for
the course that were received, the system provides a grade report.

Students can access grade reports online in a matter of seconds without wasting any time,
resources, or being restricted to a specific location. Additionally, Teachers can submit students'

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grade reports through this system from any location with a network connection within a
predetermined time frame.

1.2 Statement of Problem

The current system is manual. When someone requests for student information under the current
system, it can be challenging to locate student information quickly because student details are
kept in a manually operated paper-based system or utilizing Excel tools. Teachers manually
submit paper-based grade reports for their students. Therefore, neither students nor any other
members of the organization should use the current system.

Quick examination of delivery is not possible, and information retrieval about students takes a
long period.

There is no user interface that enables users (students and teachers) to access the system, which
means that information requires a lot of human effort. This means that students are unable to
access their information and that they are being denied their ability to access their own private
information.

Although all records, including information about students, departments, and teachers, are kept
in Ms. Access and Excel, there is no network that allows staff members to work on their
computers. This might result in monotonous work, reduce productivity, and render the system
inactive when the volume of information increased.

Security is another significant issue. As mentioned before, the data is kept in MS Access and
MS Excel, and each employee has access to alter the personal data of others. However, a highly
secure system is required to store student information in the registrar, and care must be taken to
prevent unauthorized access.

Except for technical students, the manual calculation of the student grade report using Excel
spreadsheets or other calculators is a laborious operation.

Except for students who are proficient in technology, there is currently no mechanism for pupils
to view grade reports online. The primary issue with the existing system is this.

There are currently no available methods for Teachers to submit student grade reports via
internet platforms.

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 1.3 Objective of the Study

1.3.1 General Objective

The general objective of this project is to develop web Student information report management
system for West Gojjam Zone.

1.3.2 Specific Objective

Specific Objective is objectives that aid in achieving the system's overall goals. These are the

project's specific goals:

 To Design a database system capable of data storage, manipulation, search, and retrieval.

 To Design simple and clear user interfaces for manipulating student records.

 To give fast access to factual information that they can trust.

 To Design a central database to adequately store student information.

 To Design a system for creating reports automatically.

 To Design effective security measures

 To Design a system that will let students see their grade reports.

 To Design a system that enables Teacher to send grades and assignments for students

 To Design a system that makes it possible to automatically generate student grade

reports.

1.4 Significance of the Study

The project's significance reveals or identifies the system's beneficiaries as well as the benefits
those beneficiaries receive.

This project provides amazing advantages to the regional education office community as a
whole, including staff, students, and teachers, Woreda Sectors, Zone Sectors to get full
information about the Student Status.

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Students can readily access their grade reports, submit assignments, see assignments, check
course information, using the internet whether seated at home or elsewhere and without having
to wait for too long.

Each school in Amhara Region connects with the system and sends the detail information of the
school like student status to the Woreda Sectors. And also these Woreda sectors collects detail
information about the student from each school of the Woreda and send to zone level. At last
zone level send the detail information what the Woreda sent the data to the regional level. Scope
of the Study

Student information report management system for Amhara region provides good service to the
overall education sectors in Amhara Region. This system shares student information from
different sectors from the school level to the top regional level. So the following are the scope of
the study.

 Student registration system.

 Grade report generating system.
 save student’s grade report
 Print grade reports.
 Search facilities.
 Generate report
 Send student detail information to the next level.
 Register student parent information.

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1.6 System Requirement
This requirement has main role for the development Student information report management system
for Amhara region. System requirement includes hardware requirement and software requirement.
Some hardware and software requirement listed on the next.

1.6.1 Hardware requirement

Hardware requirement used for Student information report management system for Amhara region is
listed below.
Material Quantity Description

Computer 1  CPU with

2.20GHZ
capacity

 8GB RAM

 Hard disk with

424GB

Printer 1
Laptop 1 Corei5 laptop
Flash 1 16GB

Table 1: Hardware requirement

1.6.2. Software requirement

Student information report management system for Amhara region Will be develop in PHP
programming language. This system used for the user to be access in easy user integration
format. The reason for choosing PHP is very important language to develop web based
application and the code is easy to edit and develop the system and also use MySQL database
server to access the data easily and to integrate PHP with MYSQL to easy

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 Activities Tools/programs

Client side coding PHP

Drawing Edraw max

Platform Window 7,8,10

Database server MySQL

Server side scripting Php

Browsers Firefox,baidu spark or chrome

Editors Notepad++

Documentation MS word

Table 2: Software requirement

1.6.3. Programming language

 Front end
Development Environment: PHP when choosing a programming framework to use, the most
important things are the benefits it brings, the support it offers and its reliability.
Advantage of PHP

 To be develop web based application and also to be power full user interaction by adding
CSS to the web page.

 Integrated with MYSQL database in order to use easy user interface and use easily and
also to import the database.

 It is a powerful, flexible, current standard compliant server

 It implements the latest protocols, including HTTP and is highly configurable and
extensible with third-party modules

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  Can be customized according to user needs to customize the pages and to interact the
system in better manner.

 It is free software which means using it incurs virtually no cost and is actively being
developed.

 Back End: - MYSQL

Because it provides a productive and intelligent data platform that enables the project team to
run our most demanding mission-critical applications, reduce time and cost of development
and management of applications.

1.7. Data Collection

The Methods and techniques that team uses to analyze the existing system and designing web
based system includes, interview, document analysis and practical observation. Those methods
which help us to gather the required data to analyze the project and those methods selected due
to time and organization’s willingness.

I Primary Techniques

i Interview

School directors and Woreda sector education center office manager gives information
about student information report management system what they currently used. The team asked
the way what they used to share student information from the lower level to the top regional
level.
ii Practical Observation

It helps to get real information how the organization performs its function and also helps to
strength the data that gathered through interview and document analysis.

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 II Secondary Techniques

i Document Analysis

This technique provides information on how the existing system works. There for documents
related to the existing system of the organization is assessed.

1.8 Feasibility study

1.8.1 Operational Feasibility
The proposed system will allow replacing manual system Student information report management
system for Amhara region system to the automated system. And solves the problem faced on the
manual system by changes the manual working strategy to computerized system in order to
operate all proposed tasks on Student information report management system for Amhara region

1.8.2 Technical Feasibility

For the technical implementation Student information report management system for Amhara region
service needs appropriate hardware/Software requirements to implement the proposed system.
Accordingly, there are enough number of computers, software and a network that easily enables
to implement the designed system. However, for the case of allocating skilled man power for the
system, there is still a need to include some considerations including the following questions to
the proposed proposal, these are how will train the members? How will involve the staff to the
new system? How will train the users? Etc. so this system is not technical impacts of the user in
order to use the system and use friendly.

1.8.3 Economical Feasibility

The proposed system is not expensive. I assume that the system is going to be implemented with
the available resources in the Region education sectors and believes the school will cover if there
is any cost.
Materials Quantity Unit price Total price

Computer 1 15,000.00 15,000.00

Hard disk 1 1800 1800.00 birr

paper 150 0.25 60.00 birr

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 Print 4(proposal, analysis, 150.00 birr
Design,
implementation)

Total 17,000.00 birr

Table 3: Economical Feasibility

1.8.4 Legal feasibility

Student information report management system for Amhara region System is not political impacts on
the country direct or indirectly. Student information report management system for Amhara region
system has no implication of the current or the previous political feature of the government, so it
implies on the Student information report management system.

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 CHAPTER TWO

2. System Analysis
2.1 Overview of the existing system
West Gojjam zone id one of the largest zone in Amhara region in Debre Markos town. The way
of handling student information management system what they currently used is manual way of
handling. This way of handling methods get different problem related to thee file dismissal.
Delete, update and difficult to view the detail information of each student in different levels of
the stakeholders like school director, Woreda level and zone level. The problems of the existing
manual based system are described using the PIECES from work. Where

 P is performance  I is information  E is economy  C is control,  E is efficiency and  S is

service.

 Performance: - It is time consuming and less performance since every task is done

manually and it has taking much time and to complete the task requires a long period of

time. Regarding on lack of speed the system generate output with slow speed.

 Information: - Redundancy data.

- Not accurately captured.

 Economy

 Costs

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The current system takes more costs (resources) to perform its tasks like calculator, pen, and
very huge amount of paper.

 Profit

The current system does not design at producing profit when it compares with the cost it
expenses.

 Control and security: - The current system does not much secure or controlled refers to the
data or information is not getting only for authorized people and also the data privacy rules and
regulation are being not respected.

 Efficiency: It operates over specified long period of time interval. Generally, the above

current system mentioned is inefficient.

 Service:-

It takes more time to give as well as get the services both the workers and users. The student
document is stored simply in the shelf so if its file damaged there is no way to recover the file.

2.1.1 Users of the Existing System

Users represent external entities that interact with the system. Here are the users involved in the
existing system:

Student:

The student does not interact with the computerized system rather he/she requests a service from
the record officers of the registrar or from the class head.

Teacher:

Teacher is participating in school from teaching the students and collect each subject result from
different teachers and document in to one and add to the store/ roaster based on the grade
category what he. / she allocated.

Director:

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Directors are the higher positioned employee in school to manage the overall activities of the
school. During this director did not get organized information about the student information like
grade level, cumulative rank and total marks of the student and the number of active and the
numbers of inactive records in the school and not send the detail report to the higher officials
about the current status of the school.

Supervisor:

In addition to school supervisors get detail information of the school student and provide the
direction to how to increase the numbers of student and decrease missing student by different
factors. data, ensuring its accuracy, completeness, and confidentiality. This involves working
closely with teachers, administrative staff, and IT personnel to establish and implement
standardized data management protocols, enabling the timely and reliable reporting of student
information to higher authorities.
Monitoring and evaluation are also key aspects of the supervisor's role. They closely track the
implementation of the student information and reporting system, regularly reviewing the data
collected and analyzing trends to identify areas for improvement. By evaluating the effectiveness
of the reporting system, the supervisor can ensure that it provides meaningful and actionable
insights about student performance and progress.
Woreda Education Office Officers
Woreda Education office officers get detail information of the school in the Woreda. So in
current level this positioned person get the information of the school in manual way of reporting
system by school directors of each school. So this person did not get the detail status of the
school about the information of the student.

2.2 Overview of the New Proposed System

In a comprehensive student information and reporting system, there are several key roles and
responsibilities that contribute to the effective management and utilization of student data. These
roles include the student, teacher, director, and higher-level positions.

The Student:

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At the core of the system, the student plays a vital role in the information reporting process.
Students are responsible for providing accurate and up-to-date personal information, such as
contact details, academic history, and any relevant medical or special needs data. Additionally,
students may be required to actively engage in self-reporting, reflecting on their own progress,
goals, and any challenges they face. This self-reporting data can provide valuable insights for
teachers and school administrators.

The Teacher:

Teachers are the primary data collectors and contributors within the student information and
reporting system. They are responsible for recording and maintaining detailed student data,
including attendance, grades, behavioral observations, and any other relevant academic and non-
academic information. Teachers play a crucial role in monitoring student progress, identifying
areas of concern, and providing timely feedback to students and parents. They may also be
involved in analyzing student data to inform their instructional practices and support individual
student needs.

The Director:

The school director or principal oversees the overall management and implementation of the
student information and reporting system. They are responsible for establishing policies,
procedures, and guidelines to ensure the integrity, security, and accessibility of student data. The
director serves as the primary decision-maker, utilizing student data to inform strategic planning,
resource allocation, and the development of school improvement initiatives. They also act as the
liaison between the school and higher-level educational authorities, ensuring compliance with
reporting requirements and data privacy regulations.

Zone

To get detail information about the student information in zone level of the system the zone get
detail information of the student in each school, Woreda based on the report of school directors
and finally reporting of the Woreda education office officers report.

The collaborative efforts of students, teachers, directors, and higher-level roles contribute to the
effective functioning of a comprehensive student information and reporting system, which is

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essential for monitoring student progress, identifying areas of need, and making informed
decisions to enhance the quality of education.

Registrar

This registrar play vital role of the student information management system by registering the
detail information and upload necessary information’s of the student. So the following points are
the detail tasks of the registrar in each school of the Woreda. Generating reports, transcripts, and
other student data outputs as required by the institution, accrediting bodies, or government
agencies.
Analyzing student data to identify trends, patterns, and areas for improvement, and providing
insights to school administrators and faculty.
 Maintaining the official student records, including enrollment, personal information,
academic transcripts, and academic history.
 Ensuring the accuracy, completeness, and security of student data, adhering to data
privacy and protection protocols.
 Updating and managing student records in a timely manner, reflecting changes in student
status, enrollment, and academic progress.

2.3 Requirements specification

In this section the project teams have kept the basic understanding of the requirements and
dependencies of the current system prior to any actual design or development work. A
requirement specification is used to prepare requirement specification before starting the actual
design. This enables the designer to have a clear idea about the structure and content of the
information system.

A well-designed, well-written SRS accomplishes four major goals:

 It provides feedback to the customer. A SRS is the customer's assurance that we have

understood the issues or problems to be solved and the software behavior necessary to

address those problems.

 It decomposes the problem into component parts. The simple act of writing down

software requirements in a well-designed format organizes information, places

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borders around the problem, solidifies ideas, and helps break down the problem into

its component parts in an orderly fashion.

 It serves as an input to the design specification. The SRS serves as the parent

document to subsequent documents, such as the software design specification and

statement of work. Therefore, the SRS must contain sufficient detail in the functional

system requirements so that a design solution can be devised.

This project is concerned in the functional requirements and non-functional requirements.

2.3.1 Functional requirements

A functional requirement describes what a software system should do. Functional requirements
are the intended behaviors of the system. This behavior may be expressed as services, tasks or
functions that the system is required to perform. The functional requirement is the study of what
a system should be able to do, the functions it should perform and describes the interactions
between the system and its environment. The system used to manage and process data according
to the rule & regulations of the organization. It also provides report generation facilities. The
new system provide services like modifying data (i.e. adding, updating and deleting data)
searching data of student, storing the data of student, generate grade reports of student and
others. The system implemented efficiently and effectively use of resources. The database of the
system provides the following functionality.

 Data entry: This is the functionality that data is entered to the systems. The system

serves different interface that can manage data entry mechanisms in the organization.

Like student registration form student grade result registration form

 Data processing :The system on input data provided the following data processing:

 Student registration

 Verify the requested information

 Validate student information

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 The system generates student grade report.

 The system has provision for the administrator, record officer and department

head to post notice.

 The system should allow students to submit their information.

 System provides the option for the student to send feedbacks to Department and

record officer.

 The System provides the option students to view grade reports online.

 Teachers able to submit students grade report, Post assignments online.

 Students able to view and post assignments.

2.3.2 Nonfunctional requirements

Non-functional requirement is a requirement that specifies criteria that can be used to judge the
operation of a system, rather than specific behaviors. Non-functional requirements are

often called qualities of a system. Other terms for non-functional requirements are "constraints",
"quality attributes", "quality goals" and "quality of service requirements". It is additional
qualities expected from the new student information system portal. Nonfunctional requirement
are not directly related with the functional requirement behavior of the system at all but
constraints on implementing the functional requirements defined in the use case model. This
project include the following system related nonfunctional requirements:-

 Security: - Student information system portal provides security for student

information database.

 Performance: - The new student information system portal has faster

response time and use a minimal space usage.

 Usability: - The student information system portal is easy and understandable

to use.

 Availability: - The student information system portal available for further use

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while needed.

 Reliability: - The student information system portal operates as expected over

specified time interval.

 Fault tolerance: - student information system portal should be tolerable of fault

in case of hardware and software failure.

2.3.2.1. Business Rule Identification

Business rules are statements about the enterprise’s way of doing business. They reflect business
polices. This part specifies and gives somewhat understanding of activities which are being done
in the existing system in terms of business rule.

 Name: -determine authentication to insert data

ID: -BR-1 Descriptions: -this business rule states that a person can insert data in to the data base
of the system if and only if that person is eligible to insert data and this is confirmed with
password.

 Name: -determine validity of data

ID: -BR-2 Description: -this business rule validates the input data according to validation rule set
to the Oracle 11gdatabase.

 Name: - determine eligibility to modify data

ID: -BR-3

Description: -this business rule states that to modify data a person should be a valid user and this
can be validated by username and password.

 Name: -determine eligibility to delete data

ID: -BR-4 Description: -this business rule states that to delete data from the database of the
system a person should be user of the system and this can be determined by use of user name and
password

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 Name: - determine eligibility to access the database

ID: -BR-5 Description: - this business rule states that a user can access the database if he/she has
a username and password to access the data

 Name: - determine eligibility to generate report

ID: -BR-6 Description: -this business rule states that a person should have a valid username and
password

 Name: -determine validity of user name and password

BR-7 Description: -this business rule states that both the password and username assigned to user
must not be occupied by another user before

 Name: - determine eligibility to create new user

ID: -BR-8 Description: - this business rule states that create the new user must be a system
administrator and this can be checked by his/her username and password

 Name: - determine eligibility to modify his/her username and password

ID: -BR-9 Description: -this business rule sates that the person who modify username and
password should be a user and this can be checked by his/her username and password

2.4 Requirement Analysis

2.4.1 Use-Case Diagrams
Use Case diagrams show the various activities the users can perform on the system. The System
is something that performs a function. They model the dynamic aspects of the system. A use case
diagram illustrates a set of use cases for a system, the actors of these use cases, the relations
between the actors and these use cases, and the relations among the use cases

 An oval represents a use case.

 A stick figure represents an actor.

 A line between an actor and a use case represents that the actor initiates and/or

participates in the process.

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Use cases A use case describes the sequence of events of some types of users, called Actors,
using some part of the system functionality to complete a process. Actors an actor represents a
type of users of the system or external systems that the system interacts with. An actor is a user
of the system playing a particular role:

The actors that interact with student information system web portal are: - System Admin,
Student, Teacher, Director, Woreda Education office, Zone, Record officer.

2.4.1.1 Essential Use Case Modeling

An essential use case is a simplified, abstract, generalized use case that captures the intentions of
a user. For this project the team designs the following Essential use case diagrams.

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Figure 1: Use case Diagram

2.4.1.2 Use case Description

diagram

Table 4: Essential use case description

Name: Add grade

ID UC10
Actors Teacher
Description Teacher submits students grade to registrar
Precondition Teacher must log onto the system

Post Teacher Easily submit students grade

condition

Includes Login
Basic User Action System Response 2.
Course of 1. Teacher The System displays
Action invoke on Grade the Grade Submission
submission page. Page 4. The System
3. Teacher displays Success
fills the message
necessary 5.Use Case Ends
information
and
Submit the

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 forms.
Alternative A: If the submitted form is not filled completely or
invalid.
course of
Action A4. The system displays “unsuccessful” message A5.
Teacher fills the missing information and corrects
invalid inputs. A6. The use case continues from step 3.

Name Log in
Actors: Student, Record Officer, Teacher, System
Administrator, Woreda,Zone.

Description Users are authenticated and taken to their own

user interface
Pre-condition Users must get an account from the system
administrator
Post-condition User is authenticated and taken to his/her own
user interface
Basic course User Action System Response
of action 1. The user opens the main 2.the system display other
page by writing the URL Main Home page
website. 4. The system n
3.The user inputs user validates the account
name a password and and displays the user
submits require information.
5.use case ends
Alternate A If the login name or password is invalid

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 Course of A 4.The system displays invalid user name or

Action password message

A 5.The user reenters the user name and
password
A 6.The use case continues from step 3

Table 5: Login Use case Description

Name: View grade Report

ID UC14
Actors Student
Description The student views grade reports
Pre-condition Student must have grades on registered courses and must log onto
the system
Post condition The student view grade reports and makes decisions
Includes Login
Basic Course of User Action System Response 2.The

Action 1.The student invoke on Grade System displays the Grade

report page report Page

3. The student fills the necessary 4.The System displays students

information and Submit the Grade report
forms. 5.Use Case Ends

Alternative course A: If the submitted form is not filled completely or invalid.

of Action A4.The system displays “unsuccessful” message

A5.The student fills the missing information and corrects invalid

inputs

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 A6.The use case continues from step 4

Table 6: Name: View grade Report

Name: Register student Information

ID UC33
Actors Record officer
Description The Record officer registers student with full information about
himself/herself and a list of other information.

Pre-condition The student provides full information that clearly identifies student’s
identity and record officer should log onto the system.
Post condition The student information is registered in the database of the new system.

Includes(uses) Login

Basic Course of User action System Response

Action 1. The Record officer invoke on 2.The System displays the student
the Register student Information Information Registration page
3.The Record officer fills the form 4. The System displays
and clicks on register button
“successful” message.

5. Use Case Ends

Alternate A: If the submitted form is not filled completely or invalid.

Course of A4. The system displays “unsuccessful” message

Action A5. The Record officer fills the missing information and corrects invalid

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 inputs
A6. The use case continues from step 4

Table 7: Register student Information

Name: Update student Information

ID UC34
Actors Record Officer
Description Student information needs updating.

Pre-condition The Record officer must login

Post Updated student information

condition

Includes Login

Basic Course User action System response

of Action 1.the record officer Updates un 2.the system display the updated
student information and information to the user other information
and submit 3.The use Case Ends

Name: Print report

ID UC30
Actors Record Officer, registrar manager
Description The record officer prints student’s grade report and other related reports.

24
Pre-condition The reports must be generated properly and users must be login to the
system

Post The record officer and registrar manager prints reports

condition

Uses Login

Basic Course User action System Response

of Action 1.The record officer and registrar 2.The system displays the record
manager logs to the system officer and registrar manager home
3.The record officer and registrar page
manager looks for fully validated 5.The Use Case Ends
reports
4.The record officer and manager
prints the report

Table 8: Update student Information

Name: View Report

ID UC29
Actors Registrar Manager
Description The manager views reports by generating from the system

Pre-condition The manager must log on to the system

Post condition The system displays a report

Includes Login

Basic Course 1.The system displays the manager home page

of Action 2.The Manger fills the report generation on the home page
and clicks on generate button 3. The system displays the
report
4.Use Case Ends

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Table 9: View Report

2.4.2. Sequence Diagram

A UML Sequence diagram showing the sequence of interactions among objects and used to
represent or model the flow of messages, events and actions between the objects or components
of a system. Sequence Diagrams are also used primarily to design, document and validate the
architecture and interfaces of the system by describing the sequence of actions that need to be
performed to complete a task or scenario. The elements we used on sequence diagrams are:
Destroy Element
Represents the destruction of a header element

Message
A simple message between header elements

Return Message
A return message between header elements

26
Figure 2: View course result sequence diagram

27
Figure 3: View grade report sequence diagram

28
Figure 4: Register student information sequence diagram

29
Figure 5: Student register on course sequence diagram

30
Figure 6: Submit grade sequence diagram

31
Figure 7: View submitted grade sequence diagram

Figure 8: View report sequence diagram

32
Figure 9: View log event sequence diagram

33
Figure 19 create account sequence diagram

Figure 10: Manage account sequence diagram

Figure 11: update student information diagram

34
2.4.3. Class diagram
A class diagram in the Unified Modeling Language (UML) is a type of static structure diagram
that describes the structure of a system by showing the system's classes, their attributes,
operations (or methods), and the relationships among objects (Ambler 2004).for this project
the project team develop the following class diagrams.

Figure 12: Class diagram

2.4.3. Activity Diagram

Activity diagrams are used to document the logic of a single operation/method, a single use case,
or the flow of a business process. Activity diagrams essentially a flowchart showing flow of
control from activity to activity. It includes modeling the sequential process. It also includes

35
modeling the flow of an object as object as it moves from one state to another state at different
points in the flow of control.

Figure 13: View Grade Report Activity Diagram

36
Figure 14: Submit Grade report Activity Diagram

37
Figure 15: Enter course result Activity Diagram

38
Figure 16: View course result Activity Diagram

39
Figure 17: User management Activity Diagram

40
CHAPTER -THREE

3. SYSTEM DESIGN

3.1. System design goal definition

The purpose of design is to determine how the system is going to build and to obtain the
information needed to drive the actual implementation of the system. It focuses on understanding
the model how the software will be built. System design is the detail investigation of system
elements from logical view.

3.2. Design goal and objective

The design goals represent the desired qualities of the system and provide a consistent set of
criteria that must be considered when making design decisions. Based on the nonfunctional
requirements and the information elicited from the users, the following design goals are
identified.

3.2.1 Performance criteria

The system will complete tasks quickly to allow easy input of large amounts of data and to
retrieve data from the server. This project will powerful to give a good service for the people
who will use it to facilitate their activities. The system will be accessible from any computer with
internet and will be accessible anytime a user would want to use the program.

3.2.2 Maintenance criteria

The system will require minimal upkeep and maintenance to stay working at optimal levels. The
system will better and will not highly suffered by damages therefore there is no need to think
about its maintenance features simply the database /system administer can maintain it if it fails in
some extent. It needs Administrators that will manage the database and system aspects. It does
not need expertise person instead it needs some professional person in using of computers who
can use database and internet very well. The system will require minimum maintenance to stay
working at optimal condition.

41
3.2.3 End user criteria
This system will have a well-defined and easily understood interface and the processes will be
easy to understand and useable by users at any level. Anyone who can read English can use the
system, because, to use the system only navigating through the system parts by clicking a button
is the only required thing from the system users.

3.2.4 Security Requirement

Since the system will hold an important information (data), the system will require strong
security features to protect that valuable information i.e. not allow other users or unauthorized
users to access data that has no the right to access it.

3.3 Physical Data model

Figure 18: physical modeling

42
student table

Figure 19: student table

43
3.4Design class diagram

Figure 20: : design class diagram

44
3.5 Deployment Diagram

Users/clients

admin web application

Create
account
database and security

student Print

Security

search

Staffs
view
Database
message

send
message

delete/update

Figure 21: : students and member deployment diagram

45
Figure 22: deployment diagram

3.6 User Interface/ Screen shoot

Figure 23: user interface

46
Figure 24: user screen shoot

47
Student Userinterface

48
 3.7Deployment diagram
In UML, deployment diagrams model the physical architecture of a system. Deployment diagrams show
the relationships between the software and hardware components in the system and the physical
distribution of the processing.

Deployment diagrams, which you typically prepare during the implementation phase of development,
show the physical arrangement of the nodes in a distributed system, the artifacts that are stored on each
node and the components and other elements that the artifacts implement. Nodes represent hardware
devices such as computers, sensors, and printers, as well as other devices that support the runtime
environment of a system. Communication paths and deploy relationships model the connections in the
system.

Figure 25: :deployment diagram

49
 Chapter Four
4. Implementation and Testing
Introduction
Implementation refers to the Coding of the all documents gathered starting from requirement
analysis to Design phase. So now the team is in a position of converting all documents gathered
and designed into the code so that the system will be implemented for the user to be used for the
purpose it developed. To implement it the user must have use website which have network.
The result of this phase consists of source code, together with documentation to make the code
more readable. This is what we call system implementation. The purpose of these activities is to
convert the final physical system specification into working model with reliable software and
hardware, document the work that has been done, and provide help for current and future users
and take care of the system.
Overview of the programming language used
php provides incomparable efficiency and usability when it is used for the development of
websites. It is compatible on all operating systems including Windows and UNIX- among other
systems. A website that has been developed using the java functions has fast features of data
processing. When compared with other scripting languages, php can be understood easily
because it has simple techniques and features. It is easy to integrate popular web applications
using this scripting language. Java based websites are affordable to develop develops, modify
and customize.
4.3 Sample Codes

<?php
include("connection.php");
if (isset($_POST['logs'])){
$user = $_POST['username'];
$pass = $_POST['password'];

$SQL = "SELECT * FROM user where username='$user' AND password='$pass'";

$result = mysql_query($SQL);
$db_field = mysql_fetch_array($result);
$a = $db_field['username'];
$b =$db_field['password'];
$pos = $db_field['level'];
$status=$db_field['status'];

if($pos == "admin")
{

if($status==1)
{
session_start();
session_start();
$_SESSION['username'] = $user;

50
 $_SESSION['user_id'] = $db_field['user_id'];
$_SESSION['admin'] = "log";
mysql_close($db_handle);
echo "<script>window.location='admin/admin.php';</script>";
}
else
{
echo'<p class="wrong">your account is not active contact the manager</p>';
echo' <meta content="3;login.php" http-equiv="refresh" />';
}

}
else if($pos == "teacher"){
if($status==1)
{
session_start();
$_SESSION['username'] = $user;

$_SESSION['user_id'] = $db_field['user_id'];
$_SESSION['teacher'] = "log";
mysql_close($db_handle);
echo "<script>window.location=' teacher/teacher.php';</script>";

}
else
{
echo'<p class="wrong">your account is not active contact the manager</p>';
echo' <meta content="3;login.php" http-equiv="refresh" />';
}
}

else if($pos == "recordofficer"){

if($status==1)
{
session_start();
$_SESSION['username'] = $user;

$_SESSION['user_id'] = $db_field['user_id'];
$_SESSION['recordofficer'] = "log";
mysql_close($db_handle);
echo "<script>window.location='
recordofficer/recordofficer.php';</script>";

}
else
{

51
 echo'<p class="wrong">your account is not active contact the manager</p>';
echo' <meta content="3;login.php" http-equiv="refresh" />';
}
}
//
else if($pos == "student"){
if($status==1)
{
session_start();
$_SESSION['username'] = $user;
$_SESSION['user_id'] = $db_field['user_id'];
$_SESSION['student'] = "log";
mysql_close($db_handle);
echo "<script>window.location=' student/student.php';</script>";

}
else
{
echo'<p class="wrong">your account is not active contact the manager</p>';
echo' <meta content="3;login.php" http-equiv="refresh" />';
}
}
//

else if($pos == "director")

{
if($status==1)
{
session_start();
$_SESSION['username'] = $user;
$_SESSION['user_id'] = $db_field['user_id'];
$_SESSION['director'] = "log";
mysql_close($db_handle);
echo "<script>window.location='director/director.php';</script>";

}
else
{
echo'<p class="wrong">your account is not active contact the
manager</p>';
echo' <meta content="3;login.php" http-equiv="refresh" />';

}
}

52
 else if($pos == "woreda")
{
if($status==1)
{
session_start();
$_SESSION['username'] = $user;
$_SESSION['user_id'] = $db_field['user_id'];
$_SESSION['woreda'] = "log";
mysql_close($db_handle);
echo "<script>window.location='woreda/woreda.php';</script>";

}
else
{
echo'<p class="wrong">your account is not active contact the
manager</p>';
echo' <meta content="3;login.php" http-equiv="refresh" />';

}
}

else if($pos == "zone")

{
if($status==1)
{
session_start();
$_SESSION['username'] = $user;
$_SESSION['user_id'] = $db_field['user_id'];
$_SESSION['zone'] = "log";
mysql_close($db_handle);
echo "<script>window.location='zone/zone.php';</script>";

}
else
{
echo'<p class="wrong">your account is not active contact the
manager</p>';
echo' <meta content="3;login.php" http-equiv="refresh" />';

}
}
else if($pos == "region")
{
if($status==1)

53
 {
session_start();
$_SESSION['username'] = $user;
$_SESSION['user_id'] = $db_field['user_id'];
$_SESSION['region'] = "log";
mysql_close($db_handle);
echo "<script>window.location='region/region.php';</script>";

}
else
{
echo'<p class="wrong">your account is not active contact the
manager</p>';
echo' <meta content="3;login.php" http-equiv="refresh" />';

}
}

else
{
echo' <p class="wrong">&nbsp;incorrect password and or
username!</p>';
echo' <meta content="2;login.php" http-equiv="refresh" />';

//echo'<script>alert("incorrect password and or username");</script>';

//echo"<script>window.location='login.php';</script>";
}
}
?>

<div class="login-block">
<h1><font style="color:rgb(51, 122, 183);">Login</font></h1>
<form method="post" action="login.php" name="loginform">
<input type="text" placeholder="Username" id="username" name="username"
autocomplete='off' required x-moz-errormessage="Fill Username." />
<input type="password" placeholder="Password" id="password" name="password" required
x-moz-errormessage="Fill Password." />
<button type="submit" name='logs'>Login</button>

</for

54
 CHAPTER FIVE

5. Conclusion and Recommendations

5.1 Conclusion
This day, the demand and supply for improving systems has become point for a successful business. With
this consideration, every one i.e. governmental and nongovernmental organizations needs this improved
automated system for executing their work in efficient and flexible manner in a short period of time by
reducing the problems being happened in the existing system, which are listed in the planning phase like,
data redundancy, data inconsistency and invalid output results. The inventory management and reporting
system is one of this which needs to involve the current technology system. As a result of this project is
changed the manual system of the inventory management and reporting system to somewhat automated
system.

5.2Recommendation and Future Enhancement

We recommend for the other programmer who can develop this inventory management and reporting
system in other time, the system that we develop has many limitations. So other programmer will develop
this system by adding additional feature and by solving all the problem of our project. Recommended
additional feature is:

 Change book in terms of cost

 Integrate with purchasing system to purchase the book online.

55
Reference
1. Citation:www.requirmentssolutions.com/bussinessareaanalysis JAD.html
2. Citation: www.softwere_development_methdology.org
3. Citation://www.object oriented analysis and design #object oriented analysisr.com.

 http://www.kash para.com
 http://www.wikipedia.com
 http://www.google.com
 http://www.code project .com
 http://www.w3schools
 http://www.java script .com

56