Web based student registration system for Gondar university 2007

Contents
List of tables ................................................................................................................................................ III
List of figure................................................................................................................................................ III
Acronym......................................................................................................................................................IV
Declaration ................................................................................................................................................... V
Acknowledgment ........................................................................................................................................VI
Abstract ..................................................................................................................................................... VII
CHAPTER -ONE .......................................................................................................................................... 1
1.1 Introduction ................................................................................................................................... 1
1.2 Background of the study ............................................................................................................... 2
1.3 Statement of the problem .............................................................................................................. 3
1.4 Project objective ............................................................................................................................ 4
1.4.1 General objective................................................................................................................... 4
1.4.2 Specific objective .................................................................................................................. 4
1.5 Methodology and tools .................................................................................................................. 5
1.5.1 Data collection Methodology ................................................................................................ 5
1.5.2 Tools to use:- ......................................................................................................................... 5
Hardware requirement ............................................................................................................................... 6
1.6 System development approach ...................................................................................................... 7
1.7 Scope of the Project....................................................................................................................... 8
1.8 Constraints..................................................................................................................................... 8
1.9 Alternative solution ....................................................................................................................... 9
1.10 Feasibility study ............................................................................................................................ 9
1.10.1 Economical feasibility ........................................................................................................... 9
1.10.2 Technical feasibility ............................................................................................................ 10
1.10.3 Operational Feasibility ........................................................................................................ 10
1.10.4 Schedule feasibility ............................................................................................................. 10
1.11 Proposed solutions....................................................................................................................... 10
1.12 Significance of the project........................................................................................................... 10
1.13 Beneficiaries of the project ......................................................................................................... 11
1.14 Specification for hardware and software ..................................................................................... 11
1.14.1 Software Requirement Specification:- ................................................................................ 11
1.14.2 Hardware Requirement Specification:- ............................................................................... 11
1.15 Overall cost estimation ................................................................................................................ 12
CHAPTER -TWO ....................................................................................................................................... 14
2.1 Description of the existing system .................................................................................................... 14
2.2 Registration system ........................................................................................................................... 15

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Over view of the new system ...................................................................................................................... 17

2.3 Inputs & out puts of the system ......................................................................................................... 19
2.3.1 Input of the new system ............................................................................................................. 19
2.3.2Output .......................................................................................................................................... 19
2.4 Requirement analysis of the new system .......................................................................................... 20
2.4.1 Functional requirement .............................................................................................................. 20
2.4.2 Non functional requirement ....................................................................................................... 20
2.5 System architecture diagram ............................................................................................................. 21
logical design .......................................................................................................................................... 22
2.6 Identifying event and use case .......................................................................................................... 22
2.7System use case diagram .................................................................................................................... 23
2.9Activity diagram................................................................................................................................. 30
2.10 Sequence diagram ........................................................................................................................... 31
CHAPTER -THREE ................................................................................................................................... 33
Design ..................................................................................................................................................... 33
4.1 Collaboration diagram ................................................................................................................. 33
Persistent model .......................................................................................................................................... 35
3.2physical design ................................................................................................................................... 35
3.3Database tables ................................................................................................................................... 36
Deployment diagram ................................................................................................................................... 37
CHAPTER -FOUR...................................................................................................................................... 38
4.1 Implementation and testing ......................................................................................................... 38
4.2website interface................................................................................................................................. 38
4.3Programming or code ..................................................................................................................... 39
4.3.1Testing ......................................................................................................................................... 39
CHAPTER FIVE ......................................................................................................................................... 41
5.1 Conclusion......................................................................................................................................... 41
5.2 Recommendation and future improvement ................................................................................. 42
Reference: ................................................................................................................................................... 43
1.16 Appendix: .................................................................................................................................... 44

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List of tables
Table 1.1 hardware cost estimation ............................................................................................................. 12
Table 2.1 software cost estimation .............................................................................................................. 12
Table 3.1stationary cost estimation ............................................................................................................. 12
Table 4.1 Time Schedules ........................................................................................................................... 13
Table 5 .3 system registration information .................................................................................................. 36
Table 6.3 grade table ................................................................................................................................... 36
Table 7.3 course registration table .............................................................................................................. 36
Table 8.4 comment table ............................................................................................................................. 36
Table 9.3 announcement table.................................................................................................................... 36
Table 10.3 login table .................................................................................................................................. 36

List of figure
Figure 1-2 System architecture diagram ..................................................................................................... 21
Figure 2.2 use case diagram for online student’s registration system. ........................................................ 23
Figure 3.2 use case diagram for register to the system ............................................................................... 24
Figure 4.2 use case diagram for log in to the system .................................................................................. 25
Figure 5.2 use case diagram for submit grade ............................................................................................. 26
Figure 6.1 use case diagram for register for course .................................................................................... 26
Figure 7.2 use case diagram for check list .................................................................................................. 27
Figure 8.2 use case diagram for post announcement................................................................................... 28
Figure 9.2 use case diagram for add comment ............................................................................................ 29
Figure 10.2 activity diagrams for the registration system. .......................................................................... 30
Figure 11.2 sequence diagram sign up to the system. ................................................................................. 31
Figure 12.2 sequence diagram for sign up to the system. ........................................................................... 32
Figure 13.3 collaboration diagrams for sign up to the system .................................................................... 33
Figure 14.3 collaboration diagrams for sign in to the system ..................................................................... 34
Figure 15.3 class diagrams for the system .................................................................................................. 35
Figure 18.3 deployment diagrams for the system ....................................................................................... 37
Figure 20.4 website interfaces ..................................................................................................................... 38
Figure 21.4 System registration form .......................................................................................................... 39
Figure 22.4 system error handling............................................................................................................... 40
Figure 23.5 view course .............................................................................................................................. 44

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Acronym
ID=Identification Number

URL=Uniform Resource Locator

UOG=University Of Gondar

My SQL=Structure Query Language

PHP=Hypertext Pre-Processor

RAM=Random Access Memory

CD=Compact Disc

CD-R=Compact Disc Read

CD-W= Compact Disc Write

HTML=Hyper Text Mark-up Language

CMHS= College of Medicine Health Sciences

CBE= College of Business and Economics

CNCS= College of Natural and Computational Sciences

CSH= College of Social Sciences and Humanities

FVM= Faculty of Veterinary Medicine

FA= Faculty of Agriculture

SL=School of Law

ST = School of Technology

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Declaration
We declare that the project is our original work and which had not prepared by any other
university.

Name Sign

1. Betelehem Deresse ________________________

2. Selam Abatnhe ________________________
3. Alebachew Ayalew ________________________
4. Mekdelawit Mulugeta ________________________
5. Sherif Kedir ________________________

Date________________________

This project has been submitted for examination with our approval as university advisor

Name ________________________

Date ________________________

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Acknowledgment

We would like to thank all our project supporters for this success, it will not be successful
without those who scarified their time, share experience and support with idea next to God. We
also like to express our warmest blessing and appreciation to our advisor Instructor Tsehay
Washun for his patience, good humor and helpful comments, suggestion to finalize this project.
Secondly we would like to thank all individuals who help us by providing the necessary support
in the project by giving us the necessary information. Last but not least our deep gratitude goes
to our family who help us by giving moral, economical and materials support for this project.

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Abstract

The computer systems application allows people to quickly and easily browse and manage data
in the form of electronics. A web application is any application software that runs in a web
browser or is created to enable people to do their day to day activities where ever. University of
Gondar does not have its own web based student registration system. Due to that, it could not
provide fast and flexible service for its users.

Some of its problem is registration problem, information accessing problem, etc. So there must
be a system that can handle these and the like problems. The main purpose of this project was to
develop web based registration system for university of Gondar to change the manual system of
student registration, information announcement, commenting and so on to the web based system
by developing dynamic website application. To achieve the objective of this project, all the
required information for this project has been collected through different data collection such as
interview, questioner and observation.

In this project, we apply object oriented approach to express the overall frame work of the
system. The project has been implemented using now a day popular web technologies which are
PHP for programming server side, MYSQL for data management, java script for validating form
contents, HTML&CSS for formatting the interface.

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CHAPTER -ONE

Introduction

Background of the organization

University of Gondar (UOG) is one of the oldest universities in Ethiopia. Established in 1954 as
a Public Health College and Training Center, the University has steadily grown and evolved into
one of the top education institutions in the country today.

The UOG, until 2003 known as the Gondar College of Medical Sciences (GCMS), is the oldest
medical school in Ethiopia. Established as the Public Health College in 1954(reference
http://www.uog.edu.et), it is located in Gondar, the former capital of Ethiopia.

The UOG currently has five functioning campuses; Maraki, Aste Tewodros and Atse Fasil
campuses which are all located within our main site and Gondar College of Medicine and Health
Science (GCMHS) campus is located in Gondar town and the other campus which is recently
opened is Meles Zenawi campus which is located in the Tseda, 20 km south of Gondar town.

With a proud tradition spanning 6 decades, the University of Gondar remains dedicated to
contributing to the sustainable socio-economic development of the nation through the provision
of societal needs tailored education, undertaking problem based research and rendering relevant
community services.

The universities have 9 Academic Units spread across our 5 campuses. These are organized
under the College of Medicine and Health Sciences (CMHS), College of Business and
Economics (CBE), College of Natural and Computational Sciences (CNCS), College of Social
Sciences and Humanities (CSH), and Faculty of Veterinary Medicine (FVM) and Faculty of
Agriculture (FA), and three schools (School of Law (SL), School of Technology (ST) and
School of Education (SE).

Currently the university have undergraduate, postgraduate regular program in addition,

extension, summer and distance programs. Recently the university has launched three PhD
programs.

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Background of the study

The Gondar university web based student registration system is a web based portal developed
using Hypertext Pre-Processor (PHP), Java Script (JS), Visual Basic (VB) script, Hyper Text
Markup Language (HTML), MYSQL database, and web servers like apache (Window Apache
Mysql PHP (WAMP)). Online Registration System (ORS) will allow online submission of
student registration form, show announcement posts, and also for instructors it allows online
submission of grade.

A dynamic webpage is a page that changes based on the user input. It responds to the user's needs,
and provides relevant information to meet them, by accessing information in a connected
database. This type of webpage allows users to go beyond reading text and looking at graphics. It
allows for an interactive experience with the user.
In this system visitors input their requests via forms and see different information depending on
their input.
The information they inputs is stored on the database and it can be viewed when it needed by
someone who have the privilege to do this.
The administrator of the system write something and post it and the posted material is stored on
the database server, when users clicked on an icon to view posts the system fetches it and display
the requested information.

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Statement of the problem

As we observed from the current UOG registration system of students, Like most of other
universities of our country the registration process of UOG Is traditional and not comfortable to
students and registrar workers, the reasons why we say this is as follows;

1. Once the registration date specified by the university and registration process starts, there
is a lot of crudeness occurs in each windows of the registrar office of deferent
departments of the university since there is one person who gives service for those
students who need to register.
2. The students cannot get information easily during registration, or they need to attend
notice board to get information. If the papers on the notice board tier or lost and such like
things appears the probability of getting information is become low.
3. The other problem we see is the students sometimes submitted forms without filling
them.
4. In the current working condition of the UOG registrar system, if any student have
compliant he/she need to contact with any of the registrar office member that person may
or may not the exact person to replay the compliant.
5. And also in the existing registrar system there is no comfortable way for instructors to
submitting grade for the registrar as well as students to see their result.

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Project objective

General objective

The general objective of this project is to develop a web based student’s registration system for
university of Gondar.

Specific objective

All the activities we do for achieving our general objective are taken as specific objective, this
include;

 understand the current system & Identify problem of the system;

 Analysis the existing system;
 Identify requirements of the new system;
 Design the new system;
 Implement the system and
 Testing the system

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Methodology and tools

Data collection Methodology

In developing these project teams have been using the following standard information system
development methodologies:-

 Interview:-To determine the requirements of the new system we will have interview the
workers of the registrar.
 Document:-The teams will tries to observe different form papers that the system uses
during registering students.
 Observing the working environment: The team will observe the working environment to
assure those requests gathered using the interview and existing document stated above.

Tools to use:-
The development environment provides different software and hardware tools to this project. The team
chooses the following software and hardware tools by considering user requirement, the solution to meet
the user requirement web site development the availability of the technology and by considering the skill
of the project members.

Software tools-

A. Front end

o HTML
Used to design the user interface by creating forms to receive input from users

o PHP
Is server side scripting language used in order to collect information from the user interface,
storing it in a database, retrieving data from the database and displaying the data retrieved on the
user interface.

B. Back end
o MYSQL.
o It is the database management system tool that uses popular SQL for adding, accessing
and processing data in a database.
C. Web server.

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o APACHE.

It is an HTTP web server notable for playing a key role in the initial growth of the World Wide
Web and the most popular web server to host and handle HTTP request from client machines to
the web server.

D. Case Tools.
o Microsoft office Visio 2007: it is one of the appropriate tools for use case modeling.
Documentation tools:-
o MS-Word: - In order to document the project.
o MS-PowerPoint: For presentation.
Hardware requirement

 Personal computer which used to do any activity of the project. To develop this
project the team uses the following type of computer.
 Type:-dell, hp, Toshiba laptop.
 RAM: 4GB.
 Flash disk and CD’s which is used to store the data.
 Type of flash disk:- sand disk.
 Types of CD’s:-CD_R, CD_W.

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System development approach

The team use object oriented system development methodology to develop the new system. It is
an approach which bases on objects rather than data and process separately. Using object
oriented instead of the long-standing structured approach is due to the following potential
benefits:-[reference http://www.dbar-innovations.com]

 Object-oriented analysis combines data and the process that act on the data into objects
 Structured Analysis treats processes and data as separate components versus
 Increasing code reusability because of inheritance, polymorphism and Modularity.
 Enhance extensibility. In object oriented, classes have both data and functionality hence,
when adding new features team will only need to make changes in one place.
 Reduce maintenance burden due to modularized features of object oriented approach.
 Manages complexity.
 Models the real world more clearly than structured approach.
 Objects are reusable, hence reduces the time and cost of writing the software besides
incidence of error.
 Due to the above stated benefits, the team chooses the object oriented approach over
structured approach.

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Scope of the Project

Our project is done in the UOG and the system boundary includes the five campuses of the
university and it is applied to register students from second year up to graduate, regular program
students the reason for not including first year students is somehow first year student’s
registration is takes time and has process. The system also allows online submission of grade by
the instructors and enables students to view their grade.

Our newly developing system enables;

Students;

 To get information about the registration and make them to access it;
 To register for course online by just filling a forms and submit easily and
 To add their comments.

staff;

 To submit grades of students online;

 To see information posted online and
 To add their comments.
Registrar;

 To check registered student’s list easily;

 To post announcements easily and pass message to students and
 View comments of users easily.

Constraints

The team members of the project have faced the following constraints when doing this project:-

 Shortage of electric power.

 Shortage of personal computer.

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Alternative solution

The following are used as alternative solution to the existing system.

 Desktop application: - in this system, we can develop different forms to be filed by using the
visual basic application this helps the registrar worker to register students on the forms
developed, and can easily add students to the database, edit &view from the database.
 Developing web based application that enables students to be register online, by filling the
forms placed there.
 But if the university is unable to do one of the choices it can use the existing system with
some improvements like by giving training to workers about better record keeping,
improving the security of stored file,

Feasibility study

The team has done assessment to identify whether the project is feasible or not by considering
different aspects or perspectives.

 Economic Feasibility;
 Technical Feasibility;
 Operational Feasibility and
 Schedule Feasibility

Economical feasibility
The newly developing system is economically feasible since there is no much cost to spend,
Compared to how much benefits we get after developing the system. The expense of the newly
developing system includes, costs for buying the different hardware and software which helps to
reach to the desired solution of the problem. When we compare the current expense with the
newly developing system, the existing system spends a lot of money for materials, like for
papers, printer colors, copies, for notices etc. in each year and semesters. The new system also
uses this materials but the quantity is not the same as the existing so the new system is beneficial.

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Technical feasibility
The newly developing system technically feasible, since it uses materials which are hardware
software and computer technology which is available in the market and the system can be
develop with our level of knowledge.

Operational Feasibility
To determine the operational feasibility of the system the team should take into
consideration the awareness level of the users. This system is operational feasible since the users
are familiar with the technologies and hence there is no need to give more training to use system.

The system must respond to user requests as fast as possible and fully operational every
day for 24 hours.

Schedule feasibility
Concerning the project scheduling, it will be bound by proper timing so it must be delivered
within the time bound given over the table.

Proposed solutions
In this proposed solution we are going to address the major problems of the current working
condition, And In the newly developing system, we are going to develop web based registration
system for the university of Gondar, which is web based technology by using dynamic web page
concepts and following object oriented approach of system development, the reason We select
dynamic web page concepts and following object oriented approach to develop our system rather
than other choices is that it is suitable for solving the above mentioned problem and it go with
our level of knowledge, and also we can link it with different applications of the computer and
we can able to create an interface based solution for our listed problems.

Significance of the project

After the project finished and implemented, the organization get the following advantages

 The manual system changed in to computerized system.

 The newly developing system will Minimizing tiredness and time wastage of both
students and worker.
 The newly developing system will increase security of stored file.
 Make easy the communication between staff members and students.
 Students can easily see announcements and can give their comments or compliant.
 The administrator can easily view users comment and compliant.

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 Improving the system performance, by managing it’s time of response.

 Improve the time to search information about student.
 Help students to access what they need from the system easily such as, looking
announcements and add their comment or compliant so on.

Beneficiaries of the project

After the project finished and implemented it provides a lot of benefits

For the university;

Students of the university and
Registration office.

Specification for hardware and software

Software Requirement Specification:-

o HTML (NOTEPAD version 6.1 , MOZILLA FIREFOX version 10.0.2.4428 )

o PHP(version 5.3.0 )

o MYSQL (version 5.136 )

o APACHE(version 2.2.11)

o Microsoft office Visio 2007

o MS-Word (2007)

o MS-PowerPoint (2007)

Hardware Requirement Specification:-

o Personal computer (Type dell, hp)
o Toshiba laptop (RAM: 4GB).
o Flash disk(8GB sand disk)
o Types of CD’s:-CD_R, CD_W.

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Overall cost estimation

To bring up the system to a more effective system there is requirement for specific software and
hardware.

Table 1.1 hardware cost estimation

Item number Item list Quantity Estimated cost

1 Personal 2 Free
computer
2 Flash disk 8GB 1 200
3 Total 200

Table 2.1 software cost estimation

Item number Types of soft ware Quantity Estimate cost

1 Ms-word 1 Free.
3 web server 1 Free.
4 Mozilla Firefox 1 Free.

Table 3.1stationary cost estimation

Item number Materials Quantity Estimate cost

1 A4 size paper 30 7.50

2 Pen 3 9:00
3 Eraser 1 3:00
4 Total 19.50

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Table 4.1 Time Schedules

Activity Start date Duration in days End date

Project Proposal
Statement of the problem 20/02/07 2 days 22/02/07
Objective of the project 23/02/07 1 day 24/02/07
Methodology 25/02/07 2 days 27/02/07
Feasibility study 28/02/07 5 days 03/03/07
Scope of the project 04/03/07 5 days 09/03/07
Project planning 10/03/07 2 days 12/03/07
Analysis
Detail study of existing system 13 /03/07 8 days 21/03/07
Over view of new system 22/03/07 9 days 01/04/07
Requirement and analysis of 02/04/07 5 days 07/04/07
the new system
Process modeling 08/04/07 4 days 12/04/07
Design
Logical design 13/04/07 9 days 22/04/07
Physical design 01/05/07 8 days 09/05/07
Implementation and Installation
Form and web design 10/05/07 22 days 02/06/07
Coding 03/06/07 21 days 24/06/07
Report summery 25/06/07 10 days 05/07/07
Testing 06/07/07 18 days 24/07/07
Unit testing 25/07/07 15 days 10/08/07
Error handling 26/08/07 12 days 08/09/07
Installation 09/09/07 12 days 21/09/07
Conclusion and 22/09/07 5days 27/09/07
recommendation

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CHAPTER -TWO
2.1 Description of the existing system
This description of the existing system will focus on stating how the current information system
in the registrar is working.
In the registration there, is information about the student’s registration, student’s grade report
and the courses they have to add and drop student’s readmission applications if there are any
cases of it.
The existing system mainly uses manual system rather than computerized system. The registrar
system in the campus has many duties. These include;
 Receive grade from instructors and preparing students grade
report;
 Giving grade report for students;
 Registration of students;
 Suggesting courses to be added and to be dropped by the students
and
 Replay readmission requests.

The existing system uses different documents for fulfilling the above duties. They also need
forms to be filled with students in the time of registration and in the add and drop case. They also
use form papers in order to give out grade report of students. After doing and accomplishing the
above tasks the existing system will generate some outputs of its works.

These include:

 Registered students list;

 Grade report of students
 List of courses to be added and dropped by students and
 Respond readmission requests.

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2.2 Registration system

Registration in UOG is one and main duties of the registrar office which is carried out in every
semester and year. The main registrar office directly received list of students who are assigned to
UOG from the ministry of education. Then, it will select out into different categories and will
send it to each campus assistant registrar office.

This data will be further classified into a list of students in the same department and giving them
unique ID number will be sent to each department head office.

After fulfilling the requirements the registration process of students will be performed based on
the registration office schedule. But, when we say this we have to keep in mind the difference in
the registration process of regular, extension and summer program students.

Registration for regular and summer program students

The regular and summer student’s registration is carried out based on the term agreement for
educational expenses with the university .they fill out the cost sharing form of the university in
order to confirm that they are agreed with the terms of the rule and will be sure to share the cost
expenses. Like bed and food expenses of students.

Registration for extension program students

When we see the extension program students first they will apply for registration to the office
according to the specified requirements by the university. They are charged per credit hour of
each course for the semester.

Registration with penalty

Students who are unable to register in the regular registration schedule, there is an exceptional
case which is called registration with penalty. Students are asked to pay an extra payment to be
registered in this condition. This part of registration will end after two up to four days from the
dead line date of the regular registration program with increasing of the registration penalty cost.

Other applicants who are above this suspended date range should present some legal evidence to
the faculty head. If it did not work in that way they will be given readmission privilege to
continue during the next academic year.

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Grading systems

At the end of every semester instructors will evaluates students work and then it will be
submitted to the department head for approval. After the department head examines it, they will
give the recommended suggestions. Then the instructor will send it back to the registrar office
for acknowledgement. After the grade list of students from different instructors is collected, it
will be used to give a grade report for the students. And then the department head will confirm it
with sign. Finally students will receive their grade report from the department head office and
also will be delivered again to the main registrar office. At the time of graduation students will
receive or will be given the collected grade report of all semesters in one document.

Add and drop system

Students may fail to bring passing grade for a particular courses in a semester. Students like this
should add the course with other batches where the course is given at that time, student’s
application for add and drop will be handled by the department head. If students fulfill the
requirements they will be accepted and allowed to re-register for that course by the department.
The registrar office receiving the permission will again enforces other operational criteria to be
registered. For example,

Course fee payment: when regular program students are taking with extension program students
they are expected to pay fee for that particular course.

Dropping of courses may be needed before adding of some courses in order to balance the total
course to be taken. When the suitable time to take these dropped courses comes, students will
take the courses. This adding and dropping system helps students not to lag from their regular
graduation year.

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Over view of the new system

Our newly developing system is computerized integrated database system which interacts with
the user through user interfaces which enables users to connect to the database to perform the
required task. This allows changing the manual system of the existing system into computerized
system. The change allows by making the working system in the registrar very fast and clean and
also reliable. After the user input the required information in to the system it will ask to fill the
essential information in order to work the program correctly. It asks users name, id no,
department…. After the user finish giving the required entities the system will start working on
the registration of students in the campus.
As we mention the current registration system of the university has problem and to evaluate
these problem we are going to develop new system.

 In our newly developing system we are going to develop a dynamic web page which
enables students to register online;
 Show announcements, view grade, view courses and add comment if they have;
 Request readmission &add and drop forms online.
In order to develop our dynamic webpage we use Html, JavaScript& PHP as front end &
MYSQL as backend.

The user open browser then type the URL address of the website and the website displayed. in
order to use the system user need to register to the system after they registered they have their
own user name and password to login to the system.

The system website includes different web pages; and in the web pages there are different forms
which used in the registration process and need to be filled by the users. The form has different
textbox, labels & buttons, combo box, radio button, links.

We have equivalent number of fields in our database with the number of text boxes in the form,
to help us storing the values filled in the text boxes to be recorded. The system gives privilege
for the registrar, instructors and the students;

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The registrar after log in to the system using their own user name and password can do these
activities;

 View if there is comment or compliant from users;

 Check list of students who are registered for course;
 Check list of user who are registered to the system and
 Add announcements to be read by users.
Both staff and students can Show the announcements posted by the registrar office and can add
their comment before log in to the system.

The staffs after log in to the system using their own user name and password do these activities;

 Submit the grade of students;

 Add courses of the semester;
 View announcements and
 Add their comment.
Students login to the system by using their own user name and password do this activities;

 view their previous semester grade

 Fill registration forms and submit them
 View announcements and
 Add their comment.
In the web pages there are links to travel from one page to another page and help the user to get
necessary information during using the system. Our new system checks whether the students fill
the valid correct information on the provided space of the form or not, and also it checks if they
left the provided space empty or not in order to such validation we use the java script code.

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2.3 Inputs & out puts of the system

In order to make our system functional it requires input & according to the given input it
provides the output. The requirements we gather helps us to identity our input & output.

2.3.1 Input of the new system

 Registration request to the system;
 Login request to the system;
 Registration request for course;
 Request for add and drop course;
 Request for readmission;
 Adding comments and/or complaints;
 Request to view grade;
 Request to view announcement;
 Search values and

2.3.2Output
 Registration for system form displayed;
 Login form displayed;
 Registration for course form displayed;
 Comment and/or compliant receiving form displayed;
 Display grade;
 Display error message for incorrect entry;
 Display announcements and
 Display search results.
When we see the system that allows seeing the grade report of the students, students who are
willing to see the grade details of each individual courses will be enriched with what they want
to know after they finish filling the required information.

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2.4 Requirement analysis of the new system

2.4.1 Functional requirement
The online student registration system should be designed in order to

Validate customer: - when the user inserts user name and password to log in to the
system, the system will validate weather user name/password correct or not. If correct
open the next page else the system displays message to the user to insert username
and password again.
Provide a home page which lets the users to select student login, and administer login
and staff member login.
Provide registration form for users and let the user to create account (user name,
password)
Provide searching operation based on the user preference.
Provide reports like credit, schedule, grade report and registered courses for the user.
Let the instructors to submit grades of courses via grade submission form.
Delete user: the system should let the system administrator to delete user who are not
use the system for specified time length.
View user information.
Change password of the user.

2.4.2 Non functional requirement

Speed: - The speed of the new system is much higher the time needed to get any
required information as quickly as possible.
Cost:-The cost is very less as compared with its use.
Performance and Efficiency: - It has improved performance the system must respond
to user requests as fast as possible and fully operational every day for 24 hours.
Energy: - the new system reduces energy because it decreases paper work, saves
energy from moving here and there.
Error handling: - has error controlling mechanism reducing error rates due to
validation.
Security: - the system is more secured since it needs to enter user name and password.
User interface: - the application should have a user interface which is simple to use
and navigate through each page.

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2.5 System architecture diagram

In this system architecture diagram we try to show the overall system structure.

Grading system: Other system work in conjugation with our system for preparation of the
student’s grade

Student information system: Different system in the university that require student’s
involvement

Web server: helps to access the website.

Database server: help to store data and replay when requested.

Registration system: different registration tasks need to be performed.

Staff system: Other system work in conjugation with our system that involve in the grade
submission and different course focus activities

Figure 1-2 System architecture diagram

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Logical design

2.6 Identifying event and use case

Table 2.1 identification of event and use case.

No. Event use case

1 Registrar, staff, and students log in to the system Login
2 Users register to the system System Register
3 Staff add courses of the semester Add course
4 Staff submit student grade Submit grade
5 Students register for course Course registration
6 Registrar view registration record View registration record
7 Registrar post announcement post announcement
8 Staff and students view announcement view announcement
9 Users add their comment Add comment
10 Registrar view comment view comment

11 Registrar update registration record Update record

12 Registrar deletes registration record Delete record
13 Registrar, staff and student logout the system Logout

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2.7System use case diagram

Use case diagrams gives a graphic overview of the actors involved in a system, different
functions needed by those actors and how these different functions are interacted.

view
Grade
Add
announcement
Course
Registration

View comment
view
announcement <
< ni
In c View
c
lu l
u Recored
d d
es
<I > e
nc s
>
Student add comment lu
de
s>
<In
clu Update
s> de
record
System <Inc ludes
Registration > Delete
lu des Login
<Inc record
>
s>
de
Logout c lu
<In
>
es
ud
l
nc
<I
Staff Add
course

Registrar
Submit grade

Figure 2.2 use case diagram for online student’s registration system.

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2.8Use case narrative

In this use case narrative, we describe each use case in the use case diagram

Register
System Registration
User

Figure 3.2 use case diagram for register to the system

Use case: register to the system

Introduction: the user needs to register in the system database

Actor: registrar, students and staff.

Actor description: registrar is the office which is responsible for student's registration in the
university; staff is those departments of the university. Students who are learning in the
university:

Pre-condition: Need to be member of the university and have shared username and password.

Main flow of event:

1. The user open browser

2. Enter the URL address of the web site
3. The website home page displayed
4. Login to the system with shared username and password.
5. Click the System registration link.
6. System registration page display.
7. User fill the form and submit
Post condition: the user registered to the system and has their own username and password

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Log in
Login

User

Figure 4.2 use case diagram for log in to the system

Use case: Login

Introduction: after the user sign up to the system they need to login to the system to use system
applications.

Actor: registrar, staff and student

Actor description: registrar is the office which is responsible for student's registration in the
university, instructor are those who provide course to students in the departments of the
university, Students who are learning in the university.

Pre condition: the user must register to the system.

Main flow of event:

1. the user enter user name and password

2. Click on log in button
3. System checks the user name and the password
4. If the user name and password is correct the user can log in to the system.
Post condition: the user can log in to the system and gets personal page.

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Submit
Submit grade
staff

Figure 5.2 use case diagram for submit grade

Use case: Submit grade

Introduction: Staffs are different department submit students grade to the registrar office

Actor: assistant

Actor description: Instructors are those who teach students for different courses and give their
grade for students which they score.

Pre condition: need to log in to the system by instructors user name and password.

Main flow of event:

1. Instructors log in to the system

2. Click on grade submission link
3. Fill the form and submit
Post condition: the student's grade stored in the system database

Register
Course
Registration
Student

Figure 6.1 use case diagram for register for course

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Use case: course Register

Introduction: students need to register for course

Actor: student

Actor description: Student offer courses in the university

Pre condition: login to the system, and view grade of the previous semester

Main flow of event:

1. students login to the system

2. view their grade
3. if the grade allow to continue register for the course.
4. Click on register for course link
Post condition: students registered for course.

View registration
view
Record
Registrar

Figure 7.2 use case diagram for check list.

Use case: Registrar

Introduction: registrar checks students those are registered.

Actor: Registrar

Actor description: Registrar is the office which is responsible for student's registration in the
university.

Pre condition: login to the system with registrar use name and password

Main flow of event:

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1. the registrar login to the system

2. Click on view registration list.
Post condition: Registered students list

Post
Post
Announcement
Registrar
displayed.

Figure 8.2 use case diagram for post announcement

Use case: Post announcement

Introduction: after the registrar log in to the system, posts announcement for user

Actor: Registrar

Actor description: Registrar is the office which is responsible for student's registration in the
university.

Pre condition: log in to the system

Main flow of event:

1. registrar Login to the system

2. Click on add announcement button.
3. write and post announcement
Post condition: Announcement is posted.

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Add
Add comment
User

Figure 9.2 use case diagram for add comment

Use case: Add comment

Introduction: after user opens the website and homepage displayed they can add their comment.

Actor: User

Actor description: staffs are those departments of the university. Students are those who are
learning in the university.

Pre condition: open the website.

Main flow of event:

1. open the browser

2. type the URL address of the website
3. login to the system.
4. In the website home page click on add comment link.
Post condition: Comment is added in the database.

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2.9Activity diagram
Activity diagrams represent workflows in a graphical way. They can be used to describe business
workflow or the operational workflow of any component in a system.

Have user name and password

Enter user name and password

to log in to the system

Open browser Is correct

Initially open No Yes
The Internet

Incorrect User User personal page

name and password displayed
Registered to
the system

Use system
Logout
applications

Figure 10.2 activity diagrams for the registration system.

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2.10 Sequence diagram

Sequence diagrams in UML shows how object interact with each other and the order those
interactions occur. It’s important to note that they show the interactions for a particular scenario.
The processes are represented vertically and interactions are show as arrows.

: Sign up to the
; Homepage Registration form
System
User

Request
Display

Request system
Registration form
Display

Fill and Submit the Check and validate

form The registration
Process

Successfully
Registered

Figure 11.2 sequence diagram sign up to the system.

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: Log in to the
; Homepage Login form
System
User

Request
Display

Request login form

Display

Enter user name

And password Check user name
And password
Process
Correct user name The
Login
And password
Successfully
Login
To system

Figure 12.2 sequence diagram for sign up to the system.

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CHAPTER -THREE
Design

4.1 Collaboration diagram

A collaboration diagram describes interactions among objects in terms of sequenced messages.

Open web browser then type the

URL address of the website Home page
Displayed

2:display
1:Request
: User
: Home page

User register to the

system
4:form displayed
5:fill and submit form 3:request form

:Sign up to the :Registration

system form
6: Sign up to the system

Figure 13.3 collaboration diagrams for sign up to the system

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Open web browser then type the

URL address of the website Home page
Displayed

2: Display
1: Request
: User
:Home page

User log in to the

System
4: Form displayed
5 : fill and submit form 3: request form

Checking
: Login to the
system :Login form
6: Log in to the system

Figure 14.3 collaboration diagrams for sign in to the system

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Persistent model

3.2physical design
Class diagram

Class diagram it is the main building block of any object oriented solution. It shows the classes
in a system, attributes and operations of each class and the relationship between each class. In
most modeling tools a class has three parts, name at the top, attributes in the middle and
operations or methods at the bottom.

Student staff

Sname=VARCHAR Iname=VARCHAR
Sid=VARCHAR Sid=VARCHAR
Age=INT Profession=VARCHAR
Sex=CHAR Age=INT
Faculty=VARCHAR Sex=CHAR
1...* 1..* Faculty=VARCHAR
Department=VARCHAR
Year of study=INT HAS Department=VARCHAR
Course provide=VARCHAR

Register () Teaches ()

1... *
Course

Course name=VARCHAR C
o
OFFER Course number=VARCHAR n
ta
c
Credit=INT ts
1...* Prerequisite=VARCHAR
Postrequest=VARCHAR

Registrar

Registration date=DATE

Approve ()

Figure 15.3 class diagrams for the system

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3.3Database tables
Table 5 .3 system registration information
Attribute Id first last name password confirm password email Phone city
name
Type VARCAR VARCAR VARCAR VARCAR VARCAR VARCAR VARCAR VARCAR
Size 11 25 25 20 20 20 10 20

Table 6.3 grade table

Attribute Name ID faculty Departmen year semester Course Course grade
t name number
Type VARCA VARCAR VARCAR VARCAR INT INT VARCAR INT VARCAR
R
Size 25 25 30 30 1 1 30 10 11

Table 7.3 course registration table

Attribute first name last name college Department year semester Id
Type VARCAR VARCAR VARCAR VARCAR INT INT VARCAR
Size 25 25 30 30 1 1 11

Table 8.4 comment table

Attribute Name email date Comment file
Type VARCAR VARCAR DATE Text text
Size 25 25 10

Table 9.3 announcement table

Attribute Date announcement
Type DATE Text
Size 10

Table 10.3 login table

Attribute username password
Type VARCAR VARCAR
Size 25 25

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Deployment diagram
A deployment diagrams shows the hardware of your system and the software in those hardware.
Deployment diagrams are useful when your software solution is deployed across multiple
machines with each having a unique configuration.

Web server
There is user to
Access the
System Browsers

1: web site displayed

Web server
5: required information
Displayed
Apache
Server
4: send stored file when
There is fetching request
Database
Server 2: file send to the database
To be store

Mysqlconsol

Figure 16.3 deployment diagrams for the system

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CHAPTER -FOUR
4.1 Implementation and testing
Interface design

4.2website interface

Homepage of the website Log in options

Figure 17.4 website interfaces

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Figure 18.4 System registration form

4.3Programming or code

4.3.1Testing
Error handling

What will happen if unexpected input is encountered?

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Figure 19.4 system error handling.

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CHAPTER FIVE
5.1 Conclusion
Many universities and educational institutions have a wide range of courses, students and
faculty. Combine this with the need to conserve resources, and it makes sense to computerize the
registration process. Registering for classes online reduces paperwork, personnel, and costs.

Web based registration is easier and more efficient. Rather than holding a registration day in an
auditorium, with paper forms and manual filing, the on line system allows students to browse a
list of courses at an educational institution's web site. They can then choose and register for their
courses without having to appear in person.

In the current student registration system students submits hardcopy of filled application form to
the university, office staff enters all data into excel file and write same in manual register.
Students come to college for the specified date. Office staff check all the paper calculate results
and type all the details for taking printout and display it in college premises. Proposed online
student registration system will eliminate all the manual intervention and increase the speed of
whole process. System will allow student to fill the form online, system has inbuilt validation
system to validate the entered data. Student can login into system, fill and submit, register form
readmission form, add/drop form, cost sharing forms.
The web based registration process is quicker and your registration information is processed as
soon as you click "Submit," "Send" or any other button.

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5.2 Recommendation and future improvement

As we try to describe above the registration system we are developed only for regular program
student in the future it going will be improved to include different learning programs such as
extension program and post graduating and also the system we developed not include first year
students and in the future it will improved to include them .

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Reference:

[1] Derek Hitch.”Information search”. Internet: http://creately.com/blog/diagrams/uml-diagram-

types-examples/-incidents/, February 19, 2015[Mar 10, 2015].

[2] Mukeshkaran.”Informationsearch”.Internet:http://www.w3schools.com/php/default.asp

[3]DerekHitch.”Informationsearch”.Internethttp://www.freewebmasterhelp.com/tutorials/php-
incidents/, April 19, 2015[May 10, 2015].
[4] OMG (2008) OMG Unified modeling Language (OMG UML) Superstructure V2.1,p.485.

[5] System analysis and design 4th education by shelly cashman Flosenbalatt.

[6] Yang, G.I.M (1970). Feasibilility studies Appraisal Journal 38(3) 376-383.

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Appendix:
Reports generated from program

Figure 20.5 view course

Other information not listed in the above

Interview question

Sample of interview questions;

1. How the current system works?

2. What are the problems of the current system?
Questioner:-

We don’t use questioner instead we use interview.

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Sample of source code

<html>
<head>
<link href="st.css" rel="stylesheet" type="text/css"/>
<title>Home page</title>
<meta http-equiv="Content-Type" content="text/html; charset=utf-8">
<script type="text/javascript">
var image1 = new Image()
image1.src = "images/gon.jpg"
var image2 = new Image()
image2.src = "images/1.jpg"
var image3 = new Image()
image3.src = "images/g.jpg"
var image4 = new Image()
image4.src = "images/gg.jpg"

</script>
</head>

<body>
<div class="wrapper">
<div id="header">
</div>
<div id="navigation" align="center">
<ul>
</ul>
</div>
<div id="content">
<div id="maincolumn">
<p class="title"><h1></h1></p>
<div id="slides">
<p><img src="image/po.jpg" width="630" height="350" name="slide" /></p>
<script type="text/javascript">
var step=1;
function slideit()
{
document.images.slide.src = eval("image"+step+".src");
if(step<4)
step++;
else
step=1;
setTimeout("slideit()",2000);
}

slideit();
</script>
</div>
<p>
<h2>Gondar University </h2>
one of the oldest university in ethiopia, the university counts nearly 60
years and give course in a number of fields
.</p>
<h2>Gondar University Tewodros Campus Main Getway</h2>
<img src="images/map.jpg" width="600" height="450"/>
</div>
<aside>

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<div id="sidebar">
<div id="nav">
<p class="title"><h2>Quick Links</h2></p>
<ul>
<li><a href="reg.php">Sign up</a></li>
<li><a href="userlogin.php">Sign in</a></li>

</ul>
</div>
<form name="form1" method="POST" action="/srs/ho.php">
<p>
<label><h3>Admin login page</h3></label>
</p>

<p>
<label>User Name</label>
<label for="username"></label>
<input type="text" name="username" id="username">
&nbsp; </p>
<p>
<label>Password</label>
<label for="password"></label>&nbsp;
<input type="password" name="password" id="password">
</p>

<input type="submit" name="login" id="login" value="Login">

</form>

<form name="form2" method="post" action="searchresult.php">

<label>
<input type="text" name="textfield">
</label>
<input type="submit" name="search" value="Search">
</form>

<div id="photoflashes">
<h2>Promotion</h2>
<p>The dimond jublie of gondar university</p>
<img src="images/aaaa.jpg" width="260" height="400">
</div></div>
</aside>
<div id="fotter">
<div id="navfot">
<h3>Home</h3>
</div>
<div id="navfot">
<h3>About Us</h3>
<ul class="fot">
<li><a href="#">Mision</a></li><br>
<li><a href="#">Vision</a></li><br>
<li><a href="#">Location</a></li>
</ul>
</div>
<div id="navfot">
<h3>About the university</h3>
<ul class="fot">

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<li><a href="#">campuses</a></li><br>
<li><a href="#">colleges</a></li><br>
<li><a href="#">departements</a></li>
</ul>
</div>
<div id="navfot">
<h3>Links</h3>
<ul class="fot">
<li><a href="#">Yahoo</a></li><br>
<li><a href="#">Google</a></li><br>
<li><a href="#">MSN</a></li>
</ul>
</div>
<div id="navfot">
<h3>Announcement</h3>
<ul class="fot">
<li><a href="#">comment</a></li><br>
<li><a href="#">links</a></li>
</ul>
</div>
<div id="navfot">
<h3>Contact Us</h3>
<a href="contact us.html">Contact us</a><br>
<a href="http://www.facebook.com"><img src="images/facebook.jpg" width="30"
height="30"/></a>&nbsp;
<a href="http://www.twitter.com"><img src="images/twitter.jpg" width="30"
height="30"/></a>
</div>
<div id="copyright">
<address>University of Gondar, Department of Information
Technology,&copy;2015.</address>
</div>
</div></div>
</body>
</html>

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