AMBO UNIVERSITY

INSTITUTE OF TECHNOLOGY

DEPARTMENT OF INFORMATION TECHNOLOGY

INDUSTRIAL PROJECT PHASE-I

WEB BASED SCHOOL MANAGEMENT SYSTEM FOR AMBO SECONDARY

AND PREPARATORY SCHOOL

No Group Name Group Id

1 Tamirat Miju BRT/0380/09
2 Dejene Kuma BRT/0294/09
3 Bontu Mezgabu TBRT/0019/10
4 Melaku Tirago BRT/0354/09
5 Nazif Yusuf BRT/0368/09
6 Ahmedin Habib BRT/0273/09

AMBO, ETHIOPIA
Date, February, 2020

Declaration
This is to declare that the work of Ambo University IOT Campus Department of information
technology under graduate students under the supervision of Mr. Mamo Abebe with title Web-
AMBO UNIVERSITY DEP’T OF INFORMATION TECHNOLOGY

based School management system carried out in partial fulfillment of the requirements of
Bachelor of Information Technology in 2020, is the sole property of Ambo University and the
respective supervisor and is protected under the intellectual property right laws and conventions.
Authors:
No Group Name Group Id Sign
1 Tamirat Miju BRT/0380/09
2 Dejene Kuma BRT/0294/09
3 Bontu Mezgabu TBRT/0019/10
4 Melaku Tirago BRT/0354/09
5 Nazif Yusuf BRT/0368/09
6 Ahmedin Habib BRT/0273/09
TITLE: WEB BASED SCHOOL MANAGEMENT SYSTEM FOR SECONDARY AND
PREPARATORY SCHOOL
COURSE TITLE: INDUSTRIAL PROJECT PHASE-I

I have read this project and that in my opinion it is fully adequate, in scope and quality, as a
project for the course group project.

------------------------------------- ---------------------------------------------

Name of Advisor Signature

------------------------------------- ---------------------------------------------

Name of Co-Advisor Signature

Examining committee members Signature Date

1. Examiner 1 ------------------- -------------------

2. Examiner 2 ------------------- -------------------

3. Examiner 3 ------------------- -------------------

Acknowledgement
First of all, we would like to thank our almighty God, who gives us health, wisdom and patience
to walk through all the problems and obstacles during the period of our proposal preparation.

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Secondly, thanks to our Advisors Mr. Mamo and Mrs. Hawi who guide and comment us in the
development of our project. Thirdly we thanks Mr. Tashome Director of Ambo secondary
school who gave us full information about their schools.

Abstract
The system is Web based School management system for Ambo secondary and preparatory
school. The main idea of this project is to change manual based student information management
system to solve time taking, unqualified, costly and data redundancy of schools. The system we
have proposed is going through stage of life cycles: requirement gathering, requirement

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analyzing, system designing, implementing, testing and maintaining. For requirement gathering
we use interview, document analysis and observation. With the Unified Modeling Language
(UML) diagram such as use case, diagram and sequence diagram is drawn. The programming
language used to develop this project is PHP, CSS, JAVA SCRIPT, and HTML. Database
application is MYSQL. The proposed system provides many benefits for students, teachers,
extension workers and director. Finally the overall activity of this project work is about design
and implementation of web based school management system for Ambo secondary and
preparatory school.

Table of Contents Page

Declaration..................................................................................................................................ii
Acknowledgement......................................................................................................................iii
Abstract.......................................................................................................................................iv
List of Table................................................................................................................................vii
List of Figure.............................................................................................................................viii

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CHAPTER ONE...........................................................................................................................1
1.1. Introduction............................................................................................................................1
1.2 Background of Organization...................................................................................................1
1.3 Background of study...............................................................................................................3
1.4 Statement of the Problem........................................................................................................3
1.5 Project Objectives...................................................................................................................4
1.5.1. General objective of the project..........................................................................................4
1.5.2 Specific Objectives..............................................................................................................4
1.6 Methodology and Tools........................................................................................................4
1.6.1 Data Collection Techniques.................................................................................................5
1.6.2 System Development Approaches......................................................................................6
1.6.4 System Testing.....................................................................................................................7
1.6 Scope and Limitation of the Projects......................................................................................7
1.6.1 Scope of the project.............................................................................................................7
1.6.2 Limitations of the Project.....................................................................................................8
1.7 Feasibility Study.....................................................................................................................8
1.7.1 Economic feasibility............................................................................................................8
1.7.2 Operational feasibility........................................................................................................9
1.7.3 Technical feasibility............................................................................................................9
1.8 Significance of the Project..................................................................................................10
1.9 Target Beneficiary of the System.........................................................................................10
1.10 Tools Specification.............................................................................................................11
1.10.1 Hardware tools ...............................................................................................................11
1.10.2 Software tools ................................................................................................................11
1.11 Time Schedule of the Project..............................................................................................12
1.13 Cost Estimation for Our Project..........................................................................................12
CHAPTER 2...............................................................................................................................13
SYSTEM ANALYSIS................................................................................................................13
2.1. Introduction........................................................................................................................13
2.2 Description of the Existing System.......................................................................................13
2.2.1 Activities performed under the Existing system................................................................14

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2.2.3 The description and work flow of the existing system.....................................................15

2.2.3 Problem identified with the existing system.....................................................................16
2.3.3.1 Weakness and the strength of the existing system.........................................................17
2.2.4 Business rule.....................................................................................................................17
2.3 Description of the Proposed System.....................................................................................18
2.3.1 Functional Requirement....................................................................................................18
2.3.2 Non-Functional Requirement...........................................................................................19
2.3.3 System interfacing............................................................................................................19
2.4 System Modeling..................................................................................................................20
2.4.1 Scenario Analysis..............................................................................................................21
2.4.2 Actor and their Description of proposed system...............................................................22
2.5 Behavioral Diagram.............................................................................................................23
2.5.1 Essential Use Case Diagram and Their Description.........................................................23
2.5.2 System use case................................................................................................................25
2.5.2.1 System use case documentation.....................................................................................26
2.6 Dynamic Modeling...............................................................................................................32
2.6.1 Activity diagrams..............................................................................................................32
2.6.2 Sequence Diagram............................................................................................................38
2.7 Class Responsibility Collaboration Diagram (CRC)............................................................42
CHAPTER THREE....................................................................................................................44
SYSTEM AND OBJECT DESIGN............................................................................................44
3.1 Introduction...........................................................................................................................44
3.1.1 Purpose of the system and object design..........................................................................44
3.1.2 Design Goal and Objectives.............................................................................................45
3.2 Class Type Architecture (Layering)......................................................................................46
3.3 Conceptual Modeling............................................................................................................47
3.3.1 Class Diagram...................................................................................................................47
3.3.2.1 Class Diagram Documentation......................................................................................48
3.3.2 Class Diagram Documentation.........................................................................................49
3.4 Component diagram.............................................................................................................49
3.5 Deployment Diagram............................................................................................................50
3.5.1 Persistence (data) modeling..............................................................................................51
3.6 User Interface Design...........................................................................................................52

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3.6.1 User interface Documentation..........................................................................................55

Reference....................................................................................................................................56

List of Tabl

Table 1.1cost estimation of the project..........................................................................................12

Table 1.2 Cost estimation of the project........................................................................................12

Table 1.3 work breakdown and structure......................................................................................13

Table 2.1 Scenarios Analysis.........................................................................................................21

Table 2.2 Use Case Description for Login....................................................................................26

Table 2.3 Use Case Description for register students....................................................................27

Table 2.4 Use Case Description for prepare transcript..................................................................28

Table 2. 6 Use Case Description for Create User Account...........................................................29

Table 2.4 Use Case Description for update student mark.............................................................30

Table 2.6Use Case Description for Search....................................................................................31

Table 2.7Use Case Description for update....................................................................................32

Table 5 Class Diagram Documentation.........................................................................................49

Table 3.1: Table that shows detailed descriptions of major User Interfaces.................................55

List of Figure
Figure 2: Student use case Diagram..............................................................................................24

Figure 3: Teacher use case Diagram..............................................................................................24

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Figure 4: Record Office use case Diagram....................................................................................25

Figure 2.1 system use case diagram..............................................................................................26

Figure 2.2 shows activity diagram for login..................................................................................33

Figure 2.3 shows activity diagram for post information................................................................34

Figure 2.4 shows activity diagram for display transcript..............................................................35

Figure 2.5 shows activity diagram for registration........................................................................36

Figure 2.6 shows activity diagram for insert mark........................................................................37

Figure 2.7 sequence diagram for register student..........................................................................38

Figure 2.8 sequence diagram for register employee......................................................................39

Figure 2.9 sequence diagram for register subject..........................................................................40

Figure 2.10 sequence diagram for insert mark..............................................................................41

Figure 2.11 sequence diagram for generate report........................................................................42

Figure 2.12 shows that class responsibility collaboration diagram...............................................43

Figure 3.1 show class type Architecture (Layering)......................................................................46

Figure 3.3 component diagram......................................................................................................50

Figure 3.4 Deployment diagram....................................................................................................51

Figure 3.5 persistent diagram........................................................................................................52

Figure 3.6 User Interface Design...................................................................................................53

Figure 3.7 User Interface Design...................................................................................................54

Figure 3.8 User Interface Design...................................................................................................54

Definition of Abbreviations

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WBSMS: Web Based School Management System

MYSQL: My Structured Query Language

BR: Business Rule

SIMS: school information management system.

SQL: Structured Query Language

UC: Use Case

UML: Unified Modeling Language

PHP: Hypertext Preprocessor

JS: Java Script

OOD: Object Oriented Design

OOA: Object Oriented Analysis

HTML: Hypertext Mark Language

E.C: Ethiopian Calendar

MS: Microsoft

CSS: Cascading Style Sheet

CRC: Class Responsibility Collaboration

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CHAPTER ONE

1.1. Introduction
Education system forms the backbone of every nation. And hence it is important to provide a
strong educational foundation to the young generation to ensure the development of open-
minded global citizens securing the future for everyone. Advanced technology available today
can play a crucial role in streamlining education-related processes to promote solidarity among
students, teachers, parents and the school staff.

Education is central to development. It is one of the most powerful instruments for reducing
poverty and inequality and lays a foundation for sustained economic growth. Student evaluation,
submissions, teaching-learning process, education material distribution and availability, event
and information communication across to students, teachers and parents, and make them easily
accessible on the Internet. In order to facilitate and simplify these actions one of the major tool
is to have web based school management system.

Web based school management system is essential in the world. That is why now a day in the
world teaching of new generation progress increased in order to produce skillful and educated
people. As we know the technology growth further in the behavior of education. Automation is
the utilization of technology to replace manual work with a machine that can perform more
quickly and more continuously. So we are initiated to develop new web based automated system.
As a result the team member believed that the user will have the expected satisfaction of the
service provided by the system of Web based school management system for Ambo secondary
and preparatory.
1.2 Background of Organization

The Ambo secondary and preparatory school found in central part of Oromia Region in Ambo
town, which is a capital City of West Shoa Zone. The school established in 1889 E.C. It founded
with 1 class room,5 staffs such as director staff, vice director staff, natural science staff, social
science staff, language staff, record office staff, 1 library, 4 male teachers, 1 female teachers, 23
male students and 13 female students. This means 60 total numbers of students during the
foundation. The school does not have its own computerized management system.

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However, the school performs its daily activities with the manual system. The activities
performed in the school are registering students, registering new teachers (employees),
generating transcripts and all teaching and learning process. The current statistical data of
students and employees of the school is rapidly increased when compared with the past.
Currently the school has 450 students in grade nine and 540 students in grade ten. and also 1239
grade eleventh and 845 students in grade twelve.

The school has mission and vision in learning and teaching process

School mission

 Prepares students to understand, contribute to, and succeed in a rapidly changing society,
thus making the world a better and more just place.

 We will ensure that our students develop both the skills that a sound education provides
and the competencies essential for success and leadership in the emerging creative
economy.

 We will also lead in generating practical and theoretical knowledge that enables people to
better understand our world and improve conditions for local and global communities.

 To make the student ability to get more knowledge and make future hope for this country.
School Vision
 We will improve our student to sociable with the their society depend on getting knowledge
from this school and to solve problem.
 We are and will be a university where design and social research drive approaches to
studying issues of our time such as democracy ,urbanization, technological change, economic
empowerment, sustainability, migration , and globalization.
 We will ensure that our students develop both the skills that a sound education provides and
the competencies essential for success and leadership in the emerging creative economy.
 We will also lead in generating practical and theoretical knowledge that enables people to
better understand our world and improve conditions for local and global communities.
 Ensure the educational quality of our country in case developing new systems.
 Introduce new technology to students and teachers
 To build students academically and disciplinary

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1.3 Background of study

The web based school management system is very interest idea to enjoy with technology and to
replace manual system by automated system. No proposed system before this for Ambo
secondary and preparatory School. Which means no body tries to change Ambo secondary and
preparatory School management system from manual to automated system. This project is a new
system for the school. The web based management system is very important for the school and to
produce good management system.

To support the idea of this project, similar work on the area has been assessed. In October U.S.
department of education building an automated student record system. Since 2014, Nigeria
develops design and implementation of result processing system for public secondary school in
order to manage student information and assessments. By December 2013 heriot–Watt
University develop the student record management policy on campus (Edinburgh, Scottish
borders, Orkney, Dubai and Malaysia) students. And the other is in the year 2003 City
Government of Addis Ababa Education Bureau (CGAAEB) was very much interested to have
automated school management system to get uniform and quick access to the students’ data for
administrative purpose on promoting the students’ achievement and related issues. The bureau
has selected Wandered Preparatory School for pilot test. All the literatures mentioned above
contributed to this project.

This study comes with register course, add new course, assign teachers, create account, register
student, register employees, and post information. So it can solve some problem that affects the
activities of the school.

1.4 Statement of the Problem

The school applies manual way of recording student’s information, processing of any tasks. The
manual student information management system is time taking, unqualified, costly and not
satisfactory. Due to this reason the existing system has the following problems.
 Searching student file is difficult which means, one has to look through all file to get a single
student file. It takes a lot of time and may not be found.
 Student files can be lost or canceled by someone because files are found on the shelf and on
tables of the office, so it has a chance to be lost or canceled or modified.

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 The report card delivery system is inflexible and time consuming for parents that may have
time demanding jobs, thus making hard for them to control and assess their child’s progress.
 File control mechanism is not secured which means somebody can update and destroy the
student data.
 Teachers and students data is stored redundantly in multiple files.
 Academic material dispersion is to the minimum with limited number of books available,
thus first come first serve.
 The teaching-learning process is limited to the class room or inside the school ground to the
maximum.
 Time consuming: - wasting time occurs when scheduler arrange timetable using manual
system to minimize mistake probability

To overcome this problem the team proposed a new system for the school based on the existing
problems. The proposed system ready to solve the school problem as much as possible to
simplifying the activities performed with existing system.
1.5 Project Objectives
1.5.1. General objective of the project
 To develop web based school management system for Ambo Secondary and Preparatory
School
1.5.2 Specific Objectives
The specific objectives provided by the system in order to support this general objectives are:
 To generate student transcript.
 To register course
 To register Student
 To register Employees
 To generate student Attendance
 To update and search students and employees data.
 To insert and store student mark
 To implement the new system and change the manual work to easy modern system

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1.6 Methodology and Tools

In order to obtain data requirement for the project, the team collected data using different
methodology. Data collection plays an important role in any project.

1.6.1 Data Collection Techniques

We have gathered information in different ways: primary and secondary sources of data are used
to gather information.

Primary source of data

We are going to do a thorough research and inspection to gather the right amount of data needed
to develop this system either directly from the client or by research methods. Some specific
methods we will use to collect this data include:

Interviewing: This is one of data collection method that enables to gather information from the
organization directly in the form of asking question and getting answers for those questions. So,
our team use this method to gather information by asking the director, teachers and students of
ambo secondary and preparatory school some basic questions.
Question that we have asked: -
 How the teaching and learning process is going on?
 What requirement are needed for your school?
 How, when and why meeting is taken place between parents and teachers?
 How teachers proved information to students?
 During the teaching and learning process, is there any problems? If there is what are
they?
Observation: This is also another data collecting method. In fact we have also used this
observation method to gather data. This method enables us observing and understanding how the
teaching and learning process is done. In doing so; we have got some manual material from
school.
We will observe
 The current system.
 How the students are treat.
 Work overload on workers.

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 How to handle student’s data.

Secondary data
Secondary data can be collected from books, newspapers, journals, and electronic sources such
as website. In this study the secondary data collection method used for:-

 Document analysis:-the team analyzed the documented data in manual files to identify the
data redundantly recorded or not, to read the school mission and vision, and to understand
what are business rules of the school.

 Electronic sources (websites):- this method used to define terms, methodologies,

approaches, and etc...

1.6.2 System Development Approaches

System development approach refers to the framework that is used to structure, plan and control
the process of developing an information system. Many methodologies have been developed and
introduced in order to implement system but we use the object oriented system development
approaches because object oriented system development is more reusable than structural system
development.

Reusability:-
A major benefit of OOSAD is reusability and this is the most difficult promise to deliver on. For
really a reusable object more effort must be designing it.
The potential benefit of reusable is clear: increase reliability, reduce time and cost for
development, and improve consistence.

Object Oriented System Analysis and Design (OOSAD) Because of the following:
 These techniques enable to reduce the communication gap between user and designers.
 These techniques enable designers to model the real world accurately.

 These techniques have usability features (it allows to use codes repeatedly on other
system).
 Allows full exploitation of the power of object-based and object-oriented programming
languages.
This takes specific activities and represents them as separate object model such as requirements
specification system, testing, design, and implementation and soon.

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Object Oriented Design:-During this phase our team uses Microsoft visio refine the use case
model and UML model for designing the sequence collaboration, activity diagram

1.6.3. Development and Documentation tools

1. Development tools
 Notepad ++
 Xampp Server
 Sublime text 3
 PHP language 
 MySQL version 5.5.24 

2. Documentation tools
 Microsoft PowerPoint 2013
 Microsoft word 2013
 Microsoft Visio 2013
 Edraw Max Portable
1.6.4 System Testing
Functionality Testing - The below are some of the checks that are performed but not limited to
the below list:

 First check all the validations on each field.

 Wrong inputs to perform negative testing.
 Verify the workflow of the system.
 Verify the data integrity.
Usability testing: - To verify how the application is easy to use with.

 Test the navigation and controls.

 Content checking.
 Check for user intuition.
Interface testing: - Performed to verify the interface and the dataflow from one system to other.
Performance testing: -Performed to verify the server response time and throughput under
various load conditions.

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1.6 Scope and Limitation of the Projects

1.6.1 Scope of the project
The proposed system focuses to manage all information that is related to the Ambo
secondary and preparatory school. Our project in to account only selected activities are
going to be automated and implemented in this proposed.
 Generate transcript for student
 Record the student and employees.
 Update student information
 Record student mark
 The administrator assign class teacher to the student
 The systems give support for the student.
 Administrator post notice online to the user.
1.6.2 Limitations of the Project
The limitation of this project described as the following:
 The system doesn’t work if there is no light
 The system doesn’t support online test.
 The system does not support online teacher’s evaluating.
 There is no enough resource, in case of that student cannot get full information.
 The system only work through connection so, if no connection cannot get service.
1.7 Feasibility Study
Feasibility studies are an evaluation and analyzing of a proposed project .The main objective of
the feasibility study is to test the Technical, Operational and Economical feasibility for adding
new modules and debugging old running system. All system is feasible if they are unlimited
resources and infinite time. There are aspects in the feasibility study portion of the preliminary
investigation:
 Economic Feasibility
 Operation Feasibility
 Technical Feasibility

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1.7.1 Economic feasibility

The proposed system is economically feasible to the organization because when the team
compare the cost that need to develop and implement the proposed system is less expense than
the existing manual system or not require much more cost and material to implement the system.

Economic feasibility is a measure of how cost effective the proposed solution will be. It is
possible to develop the proposed system in minimum cost and also can be hosted in lower price.

I) Tangible Benefits: -it will be Benefits that are easily quantified from the conducted system
are:

 Fastest processing time and reduced processing error.

 Small response time And many services
 Easy and fast file management.
 Reduce cost for manual data management (Reduced expenses)
 Easy update & retrieval on stored records

II) Intangible Benefits: -Benefits from the system that areas will unquantifiable are;

 Better decision making

 Better service to the office
 Little job burden to administrator teacher
 Quantity of information
 Minimization of data redundancy

1.7.2 Operational feasibility

The new system can provide sufficient service for the students. The system is operationally
feasible as it very easy for the end users to operate it. The system must correct match with the
operation performed in existing system. Operational feasibility aspects of the project are to be
taken as an important part of the project implementation.
The project team members, proposed the system which we are developing to be operationally
feasible and the project will be:
 More efficient.
 User friendly.

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 Reduce information redundancy which is a major problem in existed system.

1.7.3 Technical feasibility

Technological feasibility measures the practicality of a specific technical solution to the
problem. It is also a measure of the availability of technical resources and expertise.
Technical feasibility is assessing the organization‘s ability to construct the system. Since
This online system for educational purpose need technical resources to implement, like
computer with network. We expect that, the system can be operated in simple way and all
users can access easily by giving some training for them.
Our system is technically feasible due to the following:-
 Stockholders can adapt the system easily.
 Have needed much more skill for the User.
 Developed with in the latest technology.
 Easily upgraded.
 Technical guarantees of accuracy, reliability, easy of accessible and data security.

1.8 Significance of the Project

The existing manual data processing system has a lot of drawbacks. When the team finished this
project, it will be gives benefits to facilitate student record keeping.
This study will significant to the owner in the following ways:
 Schools will be able to reach out to parents and students in a more flexible and simple
way.
 Web based School management also provide appropriate materials to their students
online,
 Improve the capability of the student, teacher and parent satisfaction.
 Improve utilization of manpower and material resource
 Provide more timely and update information.
 Reduce work load on the staffs
 Support record officer and teachers to updating student information.
 Reduce document missing, material wastage, time and redundancy of data.
 To develop how they communicate on the internet
 Used to accustom or to make familiar on the system

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1.9 Target Beneficiary of the System

The term refers to who can get benefit or profitable from this project. The beneficiaries of the
project are:-

School: Ambo secondary and preparatory school will be beneficial from our project by
minimizing time and number of students.

Student: benefited from the proposed system by reduce wastage of time, gains fast access, and
reduce expense of money for transportation and module.

Developers of the project:-It increases our knowledge and gained the skill how developing
website and the project team are gets mental satisfaction from the project we developed.

Record Officers:-The project reduces the time and to generate different reports

Teachers:-teacher can benefited by reduce time consuming which means when he wants
searching student marks and get more satisfaction.

1.10 Tools Specification

1.10.1 Hardware tools required are:
 Personal computer (PC): almost all tasks of our project are performed on computer.
 Flash disk: required for data movement to store & transfer data from one PC to
another PC.
 Disks (CD, DVD): necessary for the movement of relevant data and for backup and
recovery mechanism.
 Network cable: since our system is web based, it is very necessary requirement. It is
also help us to extract relevant information about our project from internet.
 Server: to store the data.
 Stationeries (pen, paper): for writing all necessary documentations associated with
the project.
 Note book: to take notes during data collection and for other document.

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1.10.2 Software tools required are:

 MS-Access: to create and design the database which used to store the information of
the customers & the employee of the organization. ?
 Windows 10 Operating system: will be used for the system since it is readily
available in laboratories.
 Browsers: -since our system is web based, it is very necessary requirement.
 PHP: -To design the graphical user interface and the whole application.
 MYSQL server 2005 :-for designing the database
 Microsoft office Word 2013:-for documenting the corresponding deliverables
associated with the project
 Adobe Photoshop (CS3): -for editing images.
 Macromedia Dreamweaver 8: For writing a code or program of the system.
 Xampp Server: - To test the system by running
 Wampserver:-To implementation the code and to design interface

1.11 Time Schedule of the Project

This project is expected to be completed in two semesters of 2019/2019 academic year. Some
parts of the project component to be completed in the first semester are up to design and the rest
of activities such as implementation, testing and maintenance would complete in the next
semester including other minor activities.

It is determining start and finish date for project activity.

Nov

20 Apr20
Dec

Mar
Oct

May

2020
Jan

Feb

No Project

Jun
phase
2019

2020
2019

2020
2019

2020

2020

1 Proposal
2 Requiremen
t gathering
and analysis
3 Designing
the system
4 Implementat
ion(coding)
5 Testing
Table 1.1cost estimation of the project

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1.13 Cost Estimation for Our Project

A cost estimate is a budget needed for the project. The budget allocated by group members to
complete the project is explained in following ways.
No. Tools Quantity Price in birr
1 USB flash 16GB 1 320 birr
2 White paper ½(packet) 100 birr
3 Pen 12 60 birr
5 Printing/covering - 600 birr
6 Mobile card - 50 birr
7 Transport - 50 birr
Total 1180 birr
Table 2.1 Cost estimation of the project

1.13 Work-breaks down structure (WBS), coordination and Deliverables

Tasks Responsible person Deliverables
PROJECT INITIATION AND PLANNING
Explanation of the existing Tamirat Miju
system Existing system
functions of existing system Tamirat and Melaku documentation
Functional requirement Bontu and Dejene User requirement
definition documentation
PROJECT ANALYSIS
Use case modelling Tamirat, Melaku and Bontu Use case diagram and
description
Sequence diagramming Ahmedin and Nazif Sequence diagram
Activity diagramming Melaku and Bontu Activity diagram
Class diagramming Tamirat and Ahmedin Class diagram
User interface prototyping Nazif ,Bontu and Tamirat User interface prototype
PROJECT DESIGN
Design class diagramming Bontu and Tamirat Class diagram
Collaboration diagramming Melaku and Nazif Collaboration diagram
Component diagramming Ahmedin and Dejene Component diagram
User interface diagramming Bontu, Melaku, User interface flow diagram
PROJECT IMPLEMENTATION
Coding All group members Project code
Prototyping All group members Project prototype
Testing All group members Checked the code and tested
the system
Table 1.3 work breakdown and structure

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CHAPTER 2
SYSTEM ANALYSIS
2.1. Introduction
This chapter review and identify concepts and related work about web based School
management system.

2.2 Description of the Existing System

The existing system focuses on registering of students, registering new employees, managing
students and teacher’s data, exchanging of reports between the offices of the school. In this
system we can create account for teachers, record office and director by Administrator.

At the beginning of each academic year which starts in September (Ethiopian New Year), the
students get registered and assigned rooms. Each class (section) of students is assigned to a fixed
room. There are two semesters per year. The first semester final examination is usually
administered during January, the second semester final examination is administered during the
end of June and consequently the results of each class of students is collected, organized, ranked
by the corresponding home room teacher and reported to each student. The teacher also records
attendance of each student on each school day which is later organized by the attendance officer.

Transcripts are generated by the record officer. A student may request transcript when he/she
wants to transfer to other school or when he/she has completed from the school and needs to join
higher education or for some other purpose.

These problems make the school to lead a poor management system are:- loosing of teachers and
students document, difficulty to generating transcripts of students, updating employee’s data.
Teachers may want to associate a student with his parent or emergency persons for disciplinary
measures which need searching of the students record in the record office. It has been difficult to
search a record from thousands of such records.

Generally, the existing system is not more developed. It is not better for workers and it can use
more effort from workers and time killing in their work, therefore the new system should solve
these problems.

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2.2.1 Activities performed under the Existing system

All activities of Ambo secondary and preparatory school are performed under manual based
system. The main functions of the school are:-

 Registering students at every beginning of academic year

 Registering employees.
 Generate student transcript.
 Generate student report
 Updating employees and students data.
 Search and insert student mark.
 Generate attendance
 Generate new vacancy
 All learning and teaching process activities are performing under existing system.

2.2.3 The description and work flow of the existing system

Actors are the persons who are external agents to the system. They have related interaction with
the system. These persons perform some actions such as registering students, Registering
teachers and employees, generating reports, generating students transcript, updating data from
the system. The actors of the system perform all activities by work division. The record officer
performs tasks related with human resource management, record student’s data’s, generate
transcript and reports. And also the Director or vice Director of the school access all
information’s of the school, i.e. view, search data of employees and students of the school.

Based on their responsibility and role the following are the basic actors of the existing system.

Actor
Description(Responsibility)
Administrator  Create account
 Manages user accounts
 Update user account
 Changes password
 View employee
 Post vacancies

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 Assign Room teacher

 Add class room
 Register course
 Changes password
 Add new block
 Post vacancy
 View student
 Register pass point
Record officer  Register students,
 Register parents
 Changes password
 Delete student
 View student
 Generate reports
 generate transcript
Teachers  Enter mark
 View student mark
 Update student mark
 Generate report
 Change password
 Take attendance
Students  View result.
 read information posted

Parent  view student mark and emergence contact

2.2.3 Problem identified with the existing system

The identified problems of the existing system can be classified into performance problem,
information problem, economic problem, efficiency problem and.
Performance problem

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 Delay time on searching information, because it is manually arranged.

 Difficulty in generating reports.
Information problem

 It takes long time to view the data’s of students and teachers.

 It is difficult for searching the documents.
 It is very difficult to memorize the exact shelf location of documents.
 It is not more enough to exchange information between school members quickly.

Economical problem
 The management is economically affected because it is manual based system. Due to
this it consumes a large space to store all documents; it needs a huge budget to paper,
pen, shelf and other materials.
Efficiency problem
 Takes time to find a specific and general information of the teachers and student

2.3.3.1 Weakness and the strength of the existing system

Weakness
The weaknesses of existing system can be summarized as:
 The collected data is not submitted to the school office in an appropriate time.
 Have less/poor information security.   
 The processes are being manually implemented, they need more man power.

Strength
In the current system there is no many strength looked on the result of the work means that any
activity done were come after a huge effort and time losing. Some strength of existing systems
are:-
 No need of internet access.
 No need of electric power because every activities work manually.

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2.2.4 Business rule

Business rule is an operating principle or policy of the school to perform its activity. It is the
guideline or rules that current system use to achieve its objective.
The following are rules that govern the current system to complete each task:-
 Rule 1.Office of the Ambo secondary and preparatory School is not expected to give
service on Saturday, Sunday and holy day.
 Rule 2.In case of leave or transfer to other schools, the student shall complete the
clearance.
 Rule 3.No students have similar id in the class and section
 Rule 4.If a student wants to take the school material like books, he/she has to return it
before the academic year closed.
 Rule 5.Sorting to student list is done independent to each class.
 Rule 6.Registration is allowed for students and employees.
 Rule 7.Students and teachers can member of the existing clubs.

2.3 Description of the Proposed System

The proposed system is the new system which is going to replace the manual or the existing
system. The proposed system is used to provide an efficient management system and to reduce
the system complexity. This can be accomplished by developing an automated system. The
proposed system is mainly deals with the all activities how the administrator, vice director,
students, teachers, and record officer of the school are work in their position. It is the same as
with the existing system, but the proposed system is a solution for existing system. The proposed
system must perform all functional and nonfunctional requirements. The new system is nothing it
is an implementation of the manual system by using new or automated system. It can do the all
activities performed under existing system.

 Registering students at every beginning of academic year

 Registering employees.
 Generate student transcript.
 Make vacancies
 Generate attendance
 Generate student report

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 Updating employees and students data.

 Search and insert student mark.
 All learning and teaching process activities are performing under existing system.

2.3.1 Functional Requirement

Functional requirements describe the interaction between the system and its environment
independent of its implementation. It describes what the system should do.
The functional requirements of the system are:-
 The system shall register student.
 The system shall register employee.
 The system shall create account
 The system shall register course.
 The system shall accept mark.
 The system shall create new vacancies
 The system shall generate transcript.
 The system shall search, update all the data recorded in the system
 The system shall display data that searched by the user

2.3.2 Non-Functional Requirement

As the name suggests, non-functional requirements are requirements that are not directly
concerned with the specific functions delivered by the system. These are constraints on the
services or functions offered by the system.
The non-functional requirements of the system are described as follows.
System Security:
 The system follow a role based security which means the access level and privilege for each
users are set by the system administrator.
 The system has authentication mechanism (username and password).
Physical Security:
 The server and the other devices in which student record management systems installed
should kept in a secured and air conditioned rooms.
Performance:

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 The accuracy and response time of the system should be very fast.

Efficiency:

 The response time should be very small i.e. not more than 5 seconds.
Reusability:
 The data and record that are saved shall be reused if needed that’s stored in backup.

2.3.3 System interfacing

This section describes how the software interfaces with other software products or users for input
or output.
User Interface
Application will be accessed through a Browser Interface. The interface would be viewed best
using 1024 x 768 and 800 x 600 pixels resolution setting. The software would be fully
compatible with Microsoft Internet Explorer for version 6 and above. No user would be able to
access any part of the application without logging on to the system.
Hardware Interfaces
Server Side:

 Operating System: Windows (window7/8/10)

 Processor: processor intel(R) core i3 or i5
 RAM: 2.0GB or more
 Hard Drive: 80 GB or more
Client side:

 Operating System: Windows (window7/8/10), MAC or UNIX.

 Processor: processor intel(R) core i3 or i5
 RAM: 2.0GB or more
Software Interfaces
 Client Side: HTML,PHP Console, Web Browser, Windows
7/8/10/vista
 Web Server: HTML, Windows 7/8/10/Vista, Apache server

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Communications Interfaces
The Customer must connect to the Internet to access the Website:

 Dialup Modem of 52 kbps

 Broadband Internet
 Dialup or Broadband Connection with a Internet Provider.
2.4 System Modeling
System modelling is the use of models to conceptualize and construct system in business and
information technology development. The project development team used an object oriented
system development methodology. Because the Object system development approach gives
easier and natural way to break down problems into simple, small and manageable components
so that it reduces the vague appearance of the big problem. Moreover, it is predominately used
and popular method in present software development trend.

2.4.1 Scenario Analysis

Scenario analysis is a process of analyzing possible future events by considering alternative
possible outcomes. It presents several alternative future developments. 

Scenarios

Construct Description Syntax

Use case A sequence of action including the
function that system can perform to Use case
interact with actor of the system name

Actor A coherent set of role that users of

then use case play when interacting
with these use case
Actor name

System Represents boundary between physical

boundary system and the actor who interact with
the physical system
Association The participation of actors in use case
that is instance of actor and instance of
use case communicate with each other
Extended The relationship from an extension use
case to base use case specify how the
behavior for extension use case can be <<extends>>
inserted into behavioral defined for the <

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base use case.

An extend relationship between two
use case indicates alternative behavior.
Use or include A relationship from use case to an
inclusion use case specifying how the
behaviors use case for the inclusion <<include>>
uses case inserted to the behavior for >
the base use case.
An include relationship between use
cases indicates where one use case
always includes the behavior of
another.
Generalizatio Taxonomic relationship between more
n general use case and more specific use
Table 2.1 Scenarios Analysis

2.4.2 Actor and their Description of proposed system

Actor identification

The purpose of actor analysis is to identify all of the actors that interact with the system. An
actor has a role in that interacting with the system. The actors that interact with the system are: -

 Administrator: - is the one who maintains and manages the overall system.
Main activities of Administrator
include: Manage user accounts
 Create account
 Activate account
 insert information
 Register course
 Assign Room teacher
 Change password
 Add new block
 View students
 Register pass point
 Teacher: -is a person who teaches students and manage the student activities.
 Enter mark
 Update student mark

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 Search student
 Take attendance
 Report student mark
 Student:- is a person who goes to school and is learning something
 View mark
 Record office:- is a person who enroll an reports different activities for one
organization.
 Register student
 Generate report
 Generate student transcript, etc
 Parent:- a family of student and whose their boy or girl are learning.
 View student
 Attendance analysis

2.5 Behavioral Diagram

Behavioral diagrams visualize, specify, construct, and document the dynamic aspects of a
system. The behavioral diagrams are categorized as: use case diagrams, deployment diagrams,
sequence diagrams, class diagrams, and activity diagrams.

2.5.1 Essential Use Case Diagram and Their Description

1. Admin
The Admin can do After Login process the following function as shown in figure1:
Add Teacher include (Modify/Delete).
Add Student include (Modify/Delete).
Add Employee include (Modify/Delete).
Post vacancy

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Figure 1: Admin use case Diagram

2 Student
The student can do After Login process the following function as shown in figure2:
View Personal Information.
View Courses Marks.
View Personal Details.

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Figure 2: Student use case Diagram

3 Teacher
The Teacher can do After Login process the following function as shown in figure3:
Add Attendance include (their Marks).
Student's Marks.
Modify or delete mark.

Figure 3: Teacher use case Diagram

4. Record Office
The Teacher can do After Login process the following function as shown in figure4:
Register student
Generate Report

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Generate Student Transcript

Figure 4: Record Office use case Diagram

2.5.2 System use case

Use case diagrams are usually referred to as behavior diagrams used to describe a set of actions
(use cases) that some system or systems (subject) should or can perform in collaboration with
one or more external users of the system (actors). A use case is a sequence of steps describing an
interaction between a user and a system. Use cases of the system are identified to be the diagram
descripted in Figure below shows the use case diagram of the system.

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update account

<<Extend>>

<<Extend>> deactivate account

Manage account <<include>>
register student

manage employee
generate report
<<include>>
Post Notice
<<include>>
<<include>> Record officer
register
<<include>>
employee
Admin assign teacher <<include>>
<<include>>
Login
<<include>>
<<include>> generate transcript
manage course
<<include>>

<<include>> <<include>>
personal information

<<include>> Student
<<include>>

<<include>>
view student view mark

<<include>>

record attendance view student

attendance

enter mark
Parent
manage student
<<extend>>

Teachear
Update mark
<<extend>>
manage mark

<<extend>>

search mark

Figure 2.1system use case diagram

2.5.2.1 System use case documentation

Table 2.2 Use Case Description for Login
Use case name: Log in
Use case Id: UC1
Actor: Record Officer, admin, director, student and teacher
Description: When Actors to access the system, they enter their user name and password
by opening the system application.
Precondition: Users must know his user name and password
Post condition The user use the new account

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Basic course of action Actor Action: System Response:

Step1: The users open the home Step3: The system displays the login
page. form.
Step2: The user click login link. Step5: The system check validates
Step4: The user inputs user name, the account and displays the page
password and click login
Step6: The users continue using the Step7: Use case ends
system.

Alternative course of If the login name or password is invalid

action  The system displays invalid user name or password
message.
 The system redirects to go to step 4.
 Use case ends.

Table 2.3 Use Case Description for register students

Use case name: Register Student
Use case Id: UC2
Actor: Record Officer
Description: Record Officer registers student’s data.
Precondition: It must be login in to the system.
Post condition Students’ data registered in data base.
Basic course of Actor Action: System
action Step1: Student wants to be registered at the school. Response:
Step2: Record officer check that the student is eligible.
Step3: Registration form given by record officers to the step7: system
checks validation
Student.
and register
Step4: The student completes the registration form that students.
contains student’s full name, address, parent name,
Step8: Use case
emergency person names and addresses and other detail
ends
Information.
Step5: Record Officer of the school checks whether the
Contents of the registration form are properly completed.
Step6: Record Officer fills and submits the form to the

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System.

Alternative course If a record officer made a mistake filling information.

of action  The system displays invalid message.
 The system redirects to go to step 4.
 Use case ends.

Table 2.4 Use Case Description for prepare transcript

Use case name: Prepare transcript
Use case Id: UC3
Actor: Record Officer
Description: Record officer can prepare transcript by receiving student result/ marks from
home room teachers
Precondition: A record officer should have a legal account.
Post condition Record officer successfully prepare transcript and send in to a system.
Basic course of Actor Action: System
action Step1, Record officer want to prepare Student transcript. Response:
Step2. Record officer login in to the system by his own user Step3, the system
name and password. checks validation
Step4: Record Officer prepare transcript. and display record
Step5, Post result for students officer page and a
record officer
click on transcript
link, then fill the
form correctly.
Step6: Use case
ends.
Alternative course If a record officer made a mistake filling information.
of action  The system displays invalid message.
 The system redirects to go to step 2.
 Use case ends.
Name: Create User Account
ID UCA4
Actors Admin
Description To create an account to the users.

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Name Create user Account

A student
Pre-condition
has to all users should have needed an account that provided for them to access the system.

Post condition All users have an account.

Basic Course of (1) User clicks on create user account link.
Action (2) Controller load.
(3) The users fill the form.
(4) The system Validate User Information with controller.
(5) The system acknowledges like that you are registered.
(6) Use case ends.

Alternate A: The system validates user information is not valid.

Course of A2: The error controller notify user via from dialog.
Action A3. Use case continues with basic course of action 3.
A4.The use case end.

Table 2. 1 Use Case Description for Create User Account

Table 2.2 Use Case Description for update student mark

Name: Update student mark

ID UCA5

Actors Teachers

Description The homeroom teacher updates the student marks.

Name Update

Pre-condition The homeroom teacher must be logged in and update information

Post condition The information is updated

Basic Course of 1. The Home room teacher is click on update link.

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Action 2. The controller load

3. The teacher fills the information via update student mark.

4. The system validates user information with controller.

5. The system displays output.

6. End of use case

Alternate A: The system update student mark information is not valid.

Course of Action

Table 2.3 Use Case Description for Search.

Name: Search
ID UCA6
Actors All actors
Description The Record officer searches student information based on search criteria. Like name
of student.

Name Search
Pre-condition
: There should be The Record officer wants to retrieve the student information from the data base
based on search criteria in order to record student information for each student.
Post condition Search from the database.
Basic Course of 1. The record officer click on search button.
Action 2. Controller loads the link.

3 The record officer searches based on student name.

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4. The record officer retrieves from data center.

5. The record officer checks the student data.

6. The system validates user information with controller.

7. use case end

Alternate A: The system validates user information is not valid.
A5. The error controller notify user via from dialog.
Course of Action
A6.Use case continue with basic course of action 3

A7. Use case ends

Table 2.4Use Case Description for update.

Name Update
ID UCA7
Actor All actors except students and parent
Description All actors except students and parent update information based on update criteria.
Like name, password, mark, account etc...
Name Update
Pre-condition The actor must be logged in and update information
Post condition The information is updated
Basic Course of 1. The actor is click on update link.
Action 2. The controller load
3. The actor fills the information via update information
4. The system validates user information with controller.
5. The system displays output.

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6. End of use case

Alternate A: The system update information is not valid.

A5. The controller notify user via from dialog.
Course of Action
A6. The use case continue with basic courses of action..3

A7.The use case continues from step 3.

2.6 Dynamic Modeling

A dynamic model represents the behavior of an object over time. It is used where the object's
behavior is best described as a set of states that occur in a defined sequence.

2.6.1 Activity diagrams

 Activity diagram is another important to describe the dynamic aspects of the system. Activity
diagram is basically a flowchart to represent the flow from one activity to another activity.
The activity can be described as an operation of the system. The activity diagrams are shown as
the following diagram.

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Figure 2.2 shows activity diagram for login

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Figure 2.3 shows activity diagram for post information

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Figure 2.4 shows activity diagram for display transcript

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Figure 2.5 shows activity diagram for registration

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Figure 2.6 shows activity diagram for insert mark

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2.6.2 Sequence Diagram

A sequence diagram shows object interactions arranged in time sequence. It depicts the objects
and classes involved in the scenario and the sequence of messages exchanged between the
objects needed to carry out the functionality of the scenario.

Sequence diagrams show the interaction between participating objects in a given use case. They
are helpful to identify the missing objects that are not identified in the analysis object model.
The following sequence diagram describes the identified use cases.

Figure 2.7 sequence diagram for register student

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Figure 2.8 sequence diagram for register employee

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Figure 2.9sequence diagram for register subject

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Figure 2.10 sequence diagram for insert mark

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Figure 2.11 sequence diagram for generate report

2.7 Class Responsibility Collaboration Diagram (CRC)

A collaboration diagram is a type of visual presentation that shows how various software objects
interact with each other within an overall architecture and how users can benefit from this
collaboration. The UML Collaboration diagram is used to model how objects involved in a
scenario interact, with each object instantiating a particular class in the system. Objects are
connected by links, each link representing an instance of an association between the respective
classes involved. The link shows messages sent between the objects, and the type of message
passed. Class Responsibility Collaborator (CRC) model is a collection of standard index cards

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that have been divided into three sections, those sections are, class: represents a collection of
similar objects, responsibility: is something that a class knows or does, and collaborator: is
another class that a class interacts with to fulfill its responsibilities.

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Figure 2.12 shows that class responsibility collaboration diagram

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CHAPTER THREE
SYSTEM AND OBJECT DESIGN
3.1 Introduction
System design is the transformation of the analysis model into a system design model. System
design is the first part to get into the solution domain in a software development. This chapter
focuses on transforming the analysis model into the design model that takes into account the
non-functional requirements and constraints described in the statement of problem and
requirement analysis sections discussed earlier.

3.1.1 Purpose of the system and object design

The purpose of designing is to show the direction how the system is built and to obtain clear and
enough information needed to drive the actual implementation of the system. It is based on
understanding of the model the software built on.
The major purpose that the new proposed system to provide the following:-
 Reduce the work load: -this system manage the information in the school
this reduce the work load in the schools. By using system we can easily
identify student file and teachers of schools.
 Improve the time wasting: -the users of the proposed system can use the
system using their electronic device this reduce the time wasting at the
school.
 Provide school vacancy: -by using proposed system the users can read
post vacancies and register online through this system.
 Performance:- The performance of the proposed system provides fast
response time because it is easy to access data from the stored document.

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 Economy:- when we apply web based school management System there

will be areas in which cost will be reduced. As a result of a new system the
payment of many employees will be reduced. Reduce cost of paper.
 Efficiency:- the web based system by itself is short and clear and in this
system there is no duplication of data through the new system so it is
powerful to manage things around school information. The new system
does not require more human labor, processing data with high speed and
short hand form.

3.1.2 Design Goal and Objectives

In this system development process system design part is very important so as to make the
implementation of the proposed system very easy. The different types of the system modeling
techniques that are used to make easy the implementation of the system such as deployment and
component modeling are show in detail.

Design goals describe the qualities of the system that the developers should consider.
 Modifiability:-The system should be modifiable for further modification and
enhancement of the application.
 Dependability:-The system should be robust (strong) i.e. it should be able to survive
invalid user inputs, fault tolerant, reliable and available. Since the system stores sensitive
data, high emphasis is given to security to withstand malicious attacks. The system
shouldn’t allow non-authorized users to access stored data or modify.
 Cost: The system should be developed, deployed, administered and maintained with
minimum cost possible.
 Understandability: - The system capability of being understood by the user. The
proposed system consists of different pages which are easy and understandable by the
user.
 End User Criteria: - The system should have simple and understandable graphical user
Interface such as forms and buttons, which have descriptive names. It should give reliable
response for each user request at least before the session expires. All the interfaces, forms
and buttons are written or designed in a simple language or common language so that the
user can access it without any difficult.

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 Usability: Usability is the extent to which a product can be used by specified users to
achieve specified goals with effectiveness, efficiency and satisfaction in a specified
context of use. From the end users’ perspective, the proposed system should be designed
in such a way that it is easy to learn and use, efficient and having few errors if any.
 Flexibility:- The proposed system is highly flexible since users can access
the components as they need.

3.2 Class Type Architecture (Layering)

The term architecture is used to describe the overall design and structure of a computer network
or system. It includes a wide range of physical devices, a method is required to organize and
connect these items together in a cohesive manner. System architecture is the conceptual model
that defines the structure, behavior, and more views of a system. There are three main
components to any system architecture of the system theses includes: storage, connectivity, and
user experience.
A layered architecture makes it easier to maintain or modify one part of the system without
affecting the others. For example, if the developer needs a modification on the User interface,
they could get it without affecting the rest of the system.

User interface layer

Controller/process layer
System layer

Business/Domain layer

Database

Figure 3.1 show class type Architecture (Layering)

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User Interface Layer: -This layer wraps access to the business layer of our system.  For
instance, in our system the User interface (UI) provides the user to access the system easily.

Business Layer: -The business layer implements all the functional requirements which
implements the concepts relevant to our business logic

Database: -The system will be using a relational database for its persistent data storage. The
layer at the bottom of architecture will be database system.

3.3 Conceptual Modeling

Conceptual modeling is the activity of deciding what to model and what not to model – ‘model
abstraction’. A conceptual model is ‘a non-software specific description of the computer
simulation model (that will be, is or has been developed), describing the objectives, inputs,
outputs, content, assumptions and simplifications of the model’ (Robinson, 2008). Conceptual
modeling here by allows us to model these concepts which later involve in to a complete class
models. A class is a set of objects that share a common structure and a common behavior (the
same attributes, operations, relationships and semantics).A class is an abstraction of real world
items. When these items exist in the real world they are instance of the class and are referred to
as objects and an object can be any person, place, and concepts or user interfaces. Classes are
represented by rectangles with three sections. These are:
 the top section is the name of the class
 The middle section contains the attributes which store information about an item
 The bottom section contains the methods which are what an object or class does.

3.3.1 Class Diagram

A class diagram gives an over view of a system by shows its class and the relationship among
them. Class diagram are static they display what they do interact. In class
Diagram class is represented as a rectangle, where three compartments, the first compartment
depicts the class name, the second depict its attribute of class and the third represent its
operations. The Form Diagram allows you to generate diagram automatically with user-defined
scope.

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Person

-Mname:string
-Fristname:string
-Lname:string
-Id no:int
-Username:string
-Password:string

Admin Record Officer

-Password string: T eacher -Sex char;
-username string: -name string;
-Sex char;
+register();
+create user(); has -st atus
1 * Register +update();
+update_user() -tage int; 1
Mana ge * +search();
+view_user(); -tsalar y double; +transcipt()
+delete_user() update mark(); 1
1 update();
* *
login();
* search mark();
Parent
Student 1
-mobile int;
-ssex char; has -job string;
-ssection char; * -woreda string;
* +View student
-saddress string;
-sage int; mark();

+receive transcript() *
+view mark()

Figure 3.2 show class diagram

3.3.2.1 Class Diagram Documentation

Class diagram of these project can show the classes and the relationships among classes that
remain constant over the time. Class diagram of the project can stores and manages information
in the system. In the phase of conceptual class modelling it is important to create classes and
their interrelationship. The class diagram shows a collection of classes, interfaces, associations,
collaborations and constraints. It is also known as a structural diagram. They are used to describe
the structure of the system in terms of classes. Class diagrams describe the system in terms of
objects, classes, attributes, operations, and their association.

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3.3.2 Class Diagram Documentation

Table 3.1 Class Diagram Documentation

Class name Attributes Operation or their Data type

function
Admin Fname,Mname,Lname,ID Create account for Varchar()for(Fname ,
Password all user and register Mname, Lname
them, view them )Stringor(ID,Password)

Teacher Fname, Mname, Lname, Insert mark Varchar()for(Fname ,

ID, sex and age View post Mname, Lname ,Sex
information ),String for(ID,int for
,age)
Parent Fname,Mname,Lname, View student mark Varchar()for(Fname ,
ID, sex age,phone no and view post Mname, Lname ,Sex
information )String for ID ,int for
,age and phone no
)
Student Sfname,smname,slname View mark and view Varchar()for(Fname ,
Sid,ssex,sage post information Mname, Lname ,Sex
)String for ID ,int
for,age )
Record officer Fname,Mname,Lname,ID Register Varchar() for all
,sex student,employees
Generate transcript

3.4 Component diagram

Component diagram is a special kind of diagram in UML. It does not describe the functionality
of the system but it describes the components used to make those functionalities.
Component diagrams can also be described as a static implementation view of a system. Static
implementation represents the organization of the components at a particular moment.
So the purpose of the component diagram can be summarized as:
Visualize the components of a system.
Construct executable by using forward and reverse engineering.
Describe the organization and relationships of the components

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Figure 3.3 component diagram

3.5 Deployment Diagram

The deployment diagram specifies a set of constructs that can be used to define the execution
architecture of systems that represent the assignment of software artifacts to nodes. Nodes are
connected through communication paths to create network systems of arbitrary complexity.
Nodes are typically defined in a nested manner, and represent either hardware devices or
software execution environments. Artifacts represent concrete elements in the physical world
that are the result of a development process. 

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Figure 3.4 Deployment diagram

This shows us deployment or usability of the system for the users of the system. In other word
the user interact with the client computer through the interfaces. Then the client computer
request the server which gives service, there for the user can access the main page and perform
an operation.

3.5.1 Persistence (data) modeling

Database is a collection data. So that any information is possible to drawn from the database,
thus contains a list of table which are interconnected each other by relation. So designing
database which shows the correct architecture and representing the overall actions done with in
specific tasks. Database design is the process of producing a detailed data model of a database. It
is, a collection of related data stored in one or more computerized files in a manner that can be
accessed by users or computer programs via a database management system (DBMS). It can
also describe the software units used to access or manipulate the data.

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Result
Result id->pk
Total
Average
Sid->pk

Figure 3.5 persistent diagram

3.6 User Interface Design

Application will be accessed through a Browser Interface. The software would be fully
compatible with Microsoft Internet Explorer, Mozilla Firefox, Google Chrome and Opera
Browser. Describe the logical characteristics of each interface between the system and the users.
This may include graphical user interface standards or product family style guides, screen layout
constraints and standard. The user interface will consists of a set of menus through which the
user can interact with data on the scheduling system database server. These menus will include

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home, about us, help menu will be linked to some page to perform a specified task. The user will
interact with these menus through the pressing menus.
The user interface of this application is shown below.

Manage Employee

Add Course

Register Passpoint
About Us Admin
Manage Course

Post Vacancy

Assign Class Teacher

Add class room

Displine case

View Courses
Login
View Profile
Record Register Student
Home
office
Generate Transcript

Change Password
Help
Register student

Teacher Enter mark

Take attendance
Feed back Update student mark

View Profile
Student
View mark

Vacancy View Student Profile

Check Student
attendance
Parent
Change Password

Figure 3.6 User Interface Design

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Figure 3.7 User Interface Design

Figure 3.8 User Interface Design

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3.6.1 User interface Documentation

UI-ID UI Name UI Description
UI-1 Home Page User interface part where main page of the WBSMS will be
viewed and link for related topics (websites).
UI- 2 Login Page It is a page which enables user of system log into system by
entering their user name and password.
UI-3 Schedule Page It is the page where the schedule of the exam will be displayed.
It does not need login information, everyone can use it.
UI-4 About Us Page It is the page that contains detailed information about the
website.
UI-5 Help Page The page that provide help information or guides for users
when they need help regarding to this system.
UI-6 Admin Page The system Admin Page is the page that enables the system
Administrator to manage account (delete, add, and change the
user account for users of the system), manage student, manage
employees, and manage courses, see inbox, assign teacher class
and manage rooms.
UI-7 Record office This page only allowed for record officers. The record office
Page can register student, generate transcript, generate report and etc.
UI-8 Teacher Page It is the page that provides access to teacher in order to enter
mark, take attendance, update student result and etc.
UI-9 Student Page This page is where student do every activities like seeing result
and changing password.
UI-10 Parent Page This page is allowed for parent and where student family see
result of their student and analysis attendance.
Table 3.2: Table that shows detailed descriptions of major User Interfaces

Reference

 J. G. Hedberget. al. (1992). Educational information system

 Grady Booch, in Object-Oriented Analysis and Design.
Rumbaugh, J., Jacobson, I., & Booch, G. (2003). The Unified Modeling Language.
 http://en.wikipedia.org/wiki/Sequence_diagram

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 http://whatis.techtarget.com/definition/use-case-diagram(Accessed)
 J. G. Hedberget. al. (1992). Educational information systems: Problems of the small
educational organization. Australian Journal of Educational Technology, 8(2), 132-160
 Document of Ambo secondary and preparatory school.
 W3school
 2013 heriot–Watt University develop the student record management policy on campus
(Edinburgh, Scottish borders, Orkney, Dubai and Malaysia) students.

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