Department of Computer science

Requirement Analysis Document (RAD)

For

Industrial Project on Resource waste control and Donation Application

GROUP MEMBER

NAME ID
Ermias Antigegn BDU105648
Hailegebreal Muche BDU135689
Amanuel Awulew BDU1305987
Daniel Mandie BDU1306073

Advisor: Temesgen W

20017 E.C.

Bahirdar University, Bahirdar Institute of Technology

 Declaration
This project entitled “Resource waste control and donation application” is our own and has not been presented a
degree in any other university and all the source of material used for the project have been dully acknowledged.

Advisor Name signature

Temesgen W ………………. .

Team member’s Signature

Ermias Antigegn …………….

Hailegebreal Muche …………….

Amanuel Awulew ……………

Daniel Mandie ……………

Faculty: Computing
Program: Degree
Project title: Resource Waste Control and Donation application

BAHIRDAR INTITUTE OF TECHNOLOGY Page i

 Roles and Responsibilities of Group Members

The following role assignment matrix and put a tick mark ( ) under each member in line with each task To
indicate who has participated in carrying out the activities to produce the draft deliverable for discussion to the
group so that they will discuss on the issue and come to consensus. Finally each group member will well
understand the entire work of the project by sharing experiences among The Colleagues.

List of tasks List of members

Ermias Hailegebreal Amanuel Daniel

Chapter 1: Background
Introduction Statement of the problem
Objectives
Requirement Gathering
Methodology Analysis and design
Methodology
Implementation Methodology
Feasibility
Beneficiaries of the project
Limitation of the project
Scope of the project
Organization of the project
Chapter 2: Existing System
System Proposed System
Features Functional Requirement
System Use case
Business rule documentation
User interface prototype
Requirement State chart diagram
Analysis Activity Diagram
Sequence Diagram
Analysis class model
Logical model
Activity diagram
Benefit of the project
Component diagram
Proposed system    

BAHIRDAR INTITUTE OF TECHNOLOGY Page ii

 Acknowledgement

We would like to extend our heartfelt gratitude to everyone who supported and guided us throughout
our project. First and foremost, we are profoundly thankful to God. We would like to offer a special thank
you to our advisor for his invaluable guidance, encouragement, and expertise. His insights and advice have
been instrumental in the successful completion of this project, and we are genuinely appreciative of his
mentorship and patience.

We would also like to express our gratitude to all the staff members and students of BiT for their
friendship support from idea to interviews and also their multi-dimensional support.

Lastly, we are grateful to our friends and family for their unwavering encouragement and support during
our journey. Thank you all for making this experience both rewarding and memorable.

BAHIRDAR INTITUTE OF TECHNOLOGY Page iii

 Abstract

The project entitled as Resource waste control and donation application aims to develop an integrated web
and mobile application focused on reducing resource waste and facilitating donations. The application
enables users to donate surplus resources, such as food, clothing, and household items, to local charities
and individuals in need. The platform incorporates features for efficient resource management, including
categorization, location-based matching, and real-time inventory tracking.

The web application is built using React.js, providing a robust and dynamic user experience, while the
mobile application is developed with Flutter, ensuring cross-platform compatibility and a seamless user
interface. By providing both web and mobile interfaces, the application ensures accessibility and
convenience for users across various devices. The project encompasses a comprehensive analysis of
current waste management practices, the design and development of the web and mobile applications, and
a usability study to evaluate their effectiveness. The anticipated outcome is a scalable and user-friendly
solution that fosters a culture of giving and environmental responsibility.

BAHIRDAR INTITUTE OF TECHNOLOGY Page iv

 ACRONYMS

HTML: Hyper Text Mark-up Language

RAM: Random Access Memory
UML: Unified Modeling Language
PC: Personal Computer
CSS: Cascading Style Sheet
OS: Operating System
MS: Microsoft
Admin: Administrator
HD: Hard Disk
MB: Megabyte
GB: Gigabyte
GHZ: Gigahertz
RWCDA: Resource Waste Control and Donation Application
JS JavaScript
UX User Experience
UI User Interface

BAHIRDAR INTITUTE OF TECHNOLOGY Page v

Contents
DECLARATION.............................................................................................................................................i
ROLES AND RESPONSIBILITIES OF THE GROUP MEMBERS...........................................................ii
ACKNOWLEDGMENT...............................................................................................................................iii
ABSTRACT..................................................................................................................................................iv
ACRONYMS.................................................................................................................................................v
List of Table..................................................................................................................................................ix
List of Figure..................................................................................................................................................x
CHAPTER ONE.............................................................................................................................................1
1.1. Background..............................................................................................................................................1
1.2. Statement of the problem.........................................................................................................................2
1.3. Objectives................................................................................................................................................2
1.3.1 General objective...............................................................................................................................2
1.3.2. Specific objectives............................................................................................................................2
1.4. Methodology............................................................................................................................................3
1.4.1. Requirement gathering methods.......................................................................................................3
1.5. Objective..................................................................................................................................................4
1.5.1. General Objective.................................................................................................................................4
1.5.2. Specific objective.................................................................................................................................4
1.6. Scope of the project.................................................................................................................................5
1.7. Limitation of the Project..........................................................................................................................5
1.8. Significant of the project.........................................................................................................................5
1.9. Constraint................................................................................................................................................6
1.10. Methodologies.......................................................................................................................................6
1.10.1. Data collection methodology..............................................................................................................7
1.10.1.1. Primary data collection....................................................................................................................7

BAHIRDAR INTITUTE OF TECHNOLOGY Page vi

 1.10.1.2. Secondary data collection............................................................................................................8
1.11. System development approach..............................................................................................................8
1.12. System Development Tools...................................................................................................................8
1.13. Specification for the project..................................................................................................................9
1.13.1. Hardware requirement specification...................................................................................................9
1.13.2. Software requirements specifications.................................................................................................9
1.14 Feasibility of the Project.....................................................................................................................9
1.14.1 Technical feasibility..........................................................................................................................10
1.14.2 Economic feasibility..........................................................................................................................10
1.14.3 Operational feasibility.......................................................................................................................12
1.14.4 Schedule feasibility...........................................................................................................................12
1.14.5 Project Schedule............................................................................................................................12
CHAPTER TWO..........................................................................................................................................13
2. SYSTEM FEATURE...............................................................................................................................13
2.1. Introduction In this chapter...................................................................................................................13
2.2. Overview of the existing system...........................................................................................................13
2.3. Overview of the proposed system.........................................................................................................14
2.4. Requirement specification.....................................................................................................................14
2.4.1. Functional Requirement.....................................................................................................................14
2.5. System use case.....................................................................................................................................17
2.5.1. Use Case Description.........................................................................................................................20
2.6. Business rule..........................................................................................................................................46
2.7 User interface prototype.........................................................................................................................46
2.8. Activity diagrams...............................................................................................................................48
2.9. Sequence diagram model...............................................................................................................57
2.10. Logic model.........................................................................................................................................69
2.11. Non-functional requirement................................................................................................................72
2.12. System Requirement........................................................................................................................73
2.12.1. Hardware requirements.................................................................................................................73
2.12.2. Software requirements..................................................................................................................74
CHAPTER THRE.....................................................................................................................................74

BAHIRDAR INTITUTE OF TECHNOLOGY Page vii

 3. SYSTEM DESIGN...............................................................................................................................74
3.1. Introduction........................................................................................................................................74
3.2. Architectural Design..........................................................................................................................74
3.2.1. Component model..............................................................................................................................75
3.2.2. Deployment Diagram.........................................................................................................................76
3.3. Class Design model...............................................................................................................................77
3.4. User Interface Design............................................................................................................................78
3.5 Entity Relationship diagram...................................................................................................................82
CHAPTER FOUR....................................................................................................................................85
4. CONCLUSION AND RECOMMENDATION...................................................................................85
4.1. Conclusion.............................................................................................................................................85
4.2. Recommendation...................................................................................................................................86
5. REFERENCE...........................................................................................................................................87
6. APPENDIX..............................................................................................................................................88

BAHIRDAR INTITUTE OF TECHNOLOGY Page viii

 List of Table
Table1.1: cost estimation..........................................................................................................................................11
Table 1.2: project schedule........................................................................................................................................12
Table2. 1 Selection of actors and use case................................................................................................................18
Table2. 2 Login Use Case Description........................................................................................................................20
Table 2.3 Manage account Use Case Description......................................................................................................21
Table2. 4 Description of Upload module use case.....................................................................................................22
Table2.5 Download module use case Description.....................................................................................................23
Table2. 6 download Assignment use case Description..............................................................................................24
Table 2.7 Upload assignment use case Description...................................................................................................25
Table2.8 Register student use case Description........................................................................................................26
Table2. 9 Register department use case Description...............................................................................................27
Table2.10 Register course use case Description........................................................................................................28
2.11 View comment use case Description.................................................................................................................29
Table2.12 Change Password use case description.....................................................................................................30
Table2. 13 Apply to Register use case description...................................................................................................31
Table2.14 Assign Instructor use case description......................................................................................................32
Table2. 15 post announcement use case description..............................................................................................33
Table2. 16 view report use case description............................................................................................................35
Table2. 17 Generate report use case description....................................................................................................36
Table2. 18 View Announcement use case description.............................................................................................37
Table2. 19 view grade use case description.............................................................................................................38
Table2. 20 Give Comment use case descriptions.....................................................................................................39
Table2. 21 Submit Result use case description..........................................................................................................40
Table2. 22 Add curriculum use case description.......................................................................................................41
Table2.23 Add/Drop Course use case description.....................................................................................................42
Table2.24 View Curriculum use case description......................................................................................................43
Table2.25 Approves result use case description........................................................................................................44
Table2. 26 view result use case description...............................................................................................................45

BAHIRDAR INTITUTE OF TECHNOLOGY Page ix

 List of Figure
Figure 2.1 Use case diagrams....................................................................................................................................19
Figure2. 2 user interface prototype...........................................................................................................................47
Figure2. 3 Login and Create account activity diagram...............................................................................................49
Figure2. 4 Activate, Deactivate and Update activity diagram....................................................................................50
Figure2. 5 Student registration and Assign Instructor activity diagram.....................................................................51
Figure2. 6 Download assignment Question and Solutions activity diagram..............................................................52
Figure2. 7 Upload and Download Module and Logout Activity Diagram...................................................................53
Figure2. 8 Generate report and View report Activity Diagram..................................................................................54
Figure2. 9 Post Announcement and Give Comment activity diagram.......................................................................55
Figure2. 10 Submit and View result activity diagram.................................................................................................56
2.11 sequence diagram for staff member login.........................................................................................................57
Figure2. 12 Sequence diagram for upload module....................................................................................................58
Figure2. 13 Sequence diagram for Download module...............................................................................................59
Figure2. 14 Sequence diagram for upload assignment..............................................................................................60
Figure2. 15 Sequence diagram for download assignment.........................................................................................61
Figure2. 16 Sequence diagram for Assign Instructor.................................................................................................62
Figure2. 17 Sequence diagram for generate report...................................................................................................63
Figure2. 18 Sequence diagram for student registration............................................................................................64
Figure2. 19 Sequence diagram for give comment.....................................................................................................65
Figure2. 20 Sequence diagram for post announcement............................................................................................66
Figure2. 21 Sequence diagram for register course....................................................................................................67
Figure2. 22 Sequence diagram for Submit result.......................................................................................................68
Figure3. 1 component model diagram......................................................................................................................75
Figure3. 2 Deployment Diagram................................................................................................................................76
Figure3. 3 Class diagram............................................................................................................................................78
Figure3. 4 Home page Graphical User interface of the system (UI-1)........................................................................79
Figure3. 5 login User Interface...................................................................................................................................80
Figure3. 6 Apply to Register User Interface of the System........................................................................................81
Figure3.7: Entity relationship diagram......................................................................................................................82

BAHIRDAR INTITUTE OF TECHNOLOGY Page x

BAHIRDAR INTITUTE OF TECHNOLOGY Page xi
 CHAPTER ONE

1.1. Background
The project focuses on addressing the critical issue of resource waste and inefficiency in donation
processes. Resource waste, particularly in the form of food, clothing, and household items, is a
prevalent problem that affects both urban and rural communities. The goal of this project is to develop
an integrated web and mobile application that facilitates the donation of surplus resources to charities
and individuals in need. By leveraging technology, the application aims to streamline the donation
process, reduce waste, and promote sustainability.

While this project is not being developed for a specific organization, it is designed to be adaptable and
usable by any organization that participates in donation activities. This includes non-profit
organizations, community groups, religious institutions, and government agencies. These organizations
often face challenges in managing donations efficiently, ensuring that resources reach the right
beneficiaries, and minimizing waste. The application will provide a comprehensive solution to these
challenges, enabling organizations to better serve their communities and maximize the impact of their
donation efforts.

The key business process to be automated by this project is the donation management process. This
process includes several critical steps:

 Resource Collection: Donors can list surplus resources they wish to donate, including details
such as type, quantity, and condition.
 Categorization: The application categorizes donated resources for easy organization and
management.
 Matching: The system matches donations with suitable recipients based on factors such as
location, needs, and availability.
 Inventory Management: Real-time tracking of available resources, ensuring that inventory
levels are accurate and up-to-date. Distribution: Coordinating the logistics of resource
distribution to ensure that donations reach their intended beneficiaries promptly and efficiently.
 Feedback and Reporting: Collecting feedback from both donors and recipients to improve the
donation process and generate reports on donation activities and impact.

The automation of these processes will lead to increased efficiency, reduced resource waste, and
enhanced transparency in donation activities. By providing an intuitive and user-friendly platform, the
application will encourage more individuals and organizations to participate in donation efforts,
ultimately fostering a culture of giving and environmental responsibility.

BAHIRDAR INTITUTE OF TECHNOLOGY Page 1

 1.2. Statement of the problem
Ethiopia, classified as a developing nation, grapples with significant food and other resource
insecurity, affecting a large segment of its population who suffer from hunger. This challenge is
compounded by pronounced wealth disparities among its citizens.

Despite the presence of affluent individuals and businesses, a considerable divide exists between the
wealthy and those in need, leading to ineffective resource distribution.

Consequently, excess resource including food is often wasted by restaurants, hotels, and events,
Governmental and other private sector organizations while many individuals and families struggle to
secure adequate nutrition.

The absence of a structured system for facilitating resource donations especially food further
exacerbates this dilemma, leaving both food waste and hunger unaddressed. The need for a solution to
this problem is critical. Resource waste including food not only represents a loss of valuable resources
but also contributes to environmental degradation and economic inefficiency.

 By implementing the “Resource Waste Control and Donation Application, “we can create a
platform that bridges the gap between resource donors and those in need.

1.3. Objectives

1.3.1 General objective

The general objective of your resource waste control and donation application is to minimize waste by
facilitating the redistribution of excess resources to those in need, thereby promoting sustainability and social
responsibility. It aims to streamline the donation process, ensuring that valuable items are utilized efficiently
rather than discarded. maintenance of the record is very difficult in the departments and as well as it’s
very difficult for the workers to check the record. The existing system is paper based, time consuming,
monotonous, less flexible and provides a very hectic working schedule and difficult to search a
document .

1.3.2. Specific objectives

The specific objectives of the web-based resource waste control and donation application are as
follows:
BAHIRDAR INTITUTE OF TECHNOLOGY Page 2
  Develop a User-Friendly System: Create a simple, efficient, and intuitive web application that
enables individuals to easily manage their resource waste and donate usable items to those in
need, thereby preventing unnecessary waste.
 Provide users with a user-friendly platform to track, control, and manage and their resource
waste.
 Create a system that facilitates the donation and redistribution of usable resources from those
who have excess to those in need, improving access to essential goods.
 Develop strategies to minimize the overall amount of resources that go to waste, contributing to
a more sustainable environment.
 Implement features that make it easy for users to connect with organizations or individuals who
can utilize the donated resources
 Develop specific functionalities to enable the donation of excess or unused food items to those
in need, preventing food waste.
 Encourage and incentivize users to adopt waste reduction practices, such as donating excess
resources.

1.4. Methodology

1.4.1. Requirement gathering methods

For the requirement gathering methodology of the resource waste control and donation application, a
combined approach of interviews and observations was employed. The interview technique involved
conducting structured conversations with key stakeholders, including potential users and street boys
experiencing food insecurity, to gather detailed insights into their needs, preferences, and expectations.

This qualitative data helped in understanding the functional and non-functional requirements of the
system. Additionally, the observation method was utilized to directly monitor and analyze the current
resource waste practices and donation processes. This allowed for the identification of inefficiencies
and gaps that the new system aims to address. By leveraging these complementary techniques, a
comprehensive set of requirements was formulated, ensuring the application is user-centric and
addresses real-world challenges effectively.

The gathered requirements were then structured using an Object-Oriented (OO) approach due to its
several advantages. The OO approach promotes modularity by breaking down the system into smaller,
manageable objects, each representing real-world entities. It enhances code reusability through
inheritance and polymorphism, making the system more scalable and easier to modify. Additionally,
the OO approach improves maintainability by encapsulating data and behavior within objects, reducing
dependencies and making it simpler to manage changes.

The system leverages a NoSQL database for efficient data management, React.js for the web-based
system, and Flutter with Dart programming for mobile app development. The Unified Modeling

BAHIRDAR INTITUTE OF TECHNOLOGY Page 3

Language (UML) was employed with Sigma to create visual representations of the system's
architecture, enhancing clarity and facilitating better communication among development team
members.

1.4.2 Analysis and design methodology

Our project leverages the Object-Oriented Analysis and Design (OOAD) methodology to create a
structured, maintainable, and scalable system. Through OOAD, we focus on identifying and modeling
the key objects within the system, their attributes, and behaviors. This enables a seamless transition
from requirements to implementation. We utilized the Unified Modeling Language (UML) as our
primary tool for analysis and design, encompassing use case diagrams, class diagrams, sequence
diagrams, and activity diagrams. These visual representations provide a clear understanding of the
system's structure and dynamics, facilitating effective communication among stakeholders. By adopting
OOAD, we ensure that the system is modular, promoting code reusability and ease of maintenance.

1.4.3 Implementation Methodology

Our implementation methodology for this project integrates a variety of tools and technologies to
streamline development, debugging, maintenance, and support. Here’s a clear and detailed paragraph
for your documentation:

Our project employs a comprehensive implementation methodology, leveraging modern tools and
technologies to ensure a robust and efficient development process. For the web-based system, we
utilize React.js along with various frameworks to create dynamic and responsive user interfaces.

For the mobile application, we rely on Flutter with Dart to deliver a seamless cross-platform
experience. The backend is powered by Firebase, providing a real-time database, authentication, and
cloud storage solutions. To enhance the user experience, we use Figma for UI/UX design, ensuring a
visually appealing and user-friendly interface.

Additionally, PowerPoint and Microsoft Word are utilized for thorough documentation and
presentation purposes. This combination of tools allows us to effectively create, debug, maintain, and
support our program and application, ensuring a high-quality and reliable end product.

1.5 Feasibility

1. Economic Feasibility

 Cost Analysis: Since all tools and resources are free, there are no direct financial costs
associated with the project.
 Funding Availability: Not applicable as there are no monetary costs.

BAHIRDAR INTITUTE OF TECHNOLOGY Page 4

  Return on Investment (ROI): While there are no financial investments, the project’s success
could be measured in terms of time saved, increased efficiency, or other non-monetary benefits.
 Market Demand: Ensure that the outcome of our project has a demand or solves a specific
problem for the users or stakeholders.
 May be: if we sell our project for organizations we will have some payments for cloud storage
for our database.

2. Technical Feasibility

 Technology Requirements: Free tools and resources have been identified and are available for
use.
 Expertise: The team possesses the required technical skills and knowledge to complete the
project.
 Scalability: We ensure that the project's design and infrastructure can accommodate future
growth if needed.
 Risk Assessment: We have identifying potential technical risks, such as limitations of free
tools, and prepare mitigation strategies.

We can finish our project with technically efficient.

3. Time Feasibility

 Timeline: we have create a detailed project timeline with key milestones and deadlines,
ensuring we account for potential delays.
 Resource Availability: We confirm that all necessary resources, such as personnel and
equipment, are available when needed.
 Project Management: We are going to implement a robust project management plan to track
progress and manage tasks efficiently.
 Contingency Planning: W will develop contingency plans to handle unforeseen events or
delays.

We can finish our project within the given time.

BAHIRDAR INTITUTE OF TECHNOLOGY Page 5

 1.6. Beneficiaries or significance of the project
The resource waste control and donation application project holds significant value for a wide range of
beneficiaries. Direct users, such as individuals and organizations seeking to reduce waste and donate
unused resources, will experience the practical benefits of streamlined resource management and
donation facilitation. Charitable organizations and community groups, as indirect beneficiaries, will
benefit from increased access to essential resources, enabling them to better serve their communities.
Moreover, the project presents opportunities for innovation and collaboration among team members,
fostering the growth and development of sustainable practices.

The significance of the project lies in its ability to address the pressing issue of resource waste,
promoting efficiency and environmental sustainability while enhancing user satisfaction. The positive
impact of the project will extend to the broader community, contributing to a more sustainable and
socially responsible society. By sharing knowledge and best practices, the project can inspire further
advancements and community engagement in the field of waste management and donation facilitation.

1.7. Limitation of the Project

Limitations of the Resource Waste Control and Donation Application

 No Cash Donation Feature: The application currently does not support monetary donations,
which could limit its appeal to users who prefer to donate cash. This may also reduce the overall
impact and resources available for donation, as cash can be used to purchase specific items
needed by charitable organizations.
 Delivery and Logistics Issues: Coordinating the delivery of donated items can be challenging.
There may be issues related to transportation, storage, and timely delivery of donations to the
intended recipients. These logistical challenges could lead to delays or complications in the
donation process, reducing the efficiency and effectiveness of the system providing tutorial
online
BAHIRDAR INTITUTE OF TECHNOLOGY Page 6
To mitigate these limitations, consider the following potential solutions:

 Integrate a Cash Donation Feature: Adding functionality for secure cash donations could
expand the range of contributions and enhance the impact of the application.
 Partnerships for Logistics: Collaborating with logistics companies or local delivery services
could help streamline the transportation and delivery of donated items, ensuring they reach the
intended recipients efficiently.

By addressing these limitations, the project can further improve its functionality, user satisfaction, and
overall impact on resource waste control and donation activities.

BAHIRDAR INTITUTE OF TECHNOLOGY Page 7

 1.8. Scope of the project
The scope of the resource waste control and donation application project encompasses several key
aspects. It aims to provide a user-friendly platform for individuals and organizations to manage and
reduce waste while facilitating the donation of unused resources. The application will include features
for listing and categorizing items for donation, connecting donors with charitable organizations, and
tracking donations. It will also offer tools for reporting and analyzing waste reduction efforts to
promote sustainability. The project will focus on ensuring data security and privacy for users,
scalability to accommodate future growth, and seamless integration with existing systems.

 Business Processes or Subsystems and Their Services

User Registration and Authentication: User account creation, login/logout, profile management,
password recovery.

Resource Listing and Categorization: Adding new items for donation, categorizing items (e.g.,
clothing, food, and electronics), updating and removing items.

Donation Matching: Matching donated items with suitable charitable organizations or individuals,
providing recommendations based on needs and location.

Communication and Notifications: Sending notifications to users about new donation opportunities,
updates on donation status, reminders for upcoming events, and communication between donors and
recipients.

Inventory Management: Tracking donated items, managing inventory levels, and generating reports
on donation activities and resource utilization.

Delivery and Logistics Coordination: Coordinating the pickup and delivery of donated items,
tracking delivery status, and managing logistics-related issues.

Reporting and Analytics: Generating reports on waste reduction, donation activities, and impact
analysis, providing insights into user behavior and application performance.

Data Security and Privacy: Ensuring secure storage and transmission of user data, implementing
privacy policies, and compliance with data protection regulations.

Scalability and Performance Optimization: Ensuring the application can handle increasing numbers
of users and donations, optimizing performance to provide a smooth user experience.

User Support and Help Desk: Providing support for user inquiries and issues, offering FAQs and
troubleshooting guides, and enabling users to contact support teams.

BAHIRDAR INTITUTE OF TECHNOLOGY Page 8

 1.9. Organization of the project
During the development of small or wide project there may be expected some problems/obstacles. We
face some problems starting from group arrangement to final during the development of the new system.
 Disagreement with the group arrangement
 Being confused to alter the project title
 Unavailability of data source (information gathering) and documents for references
on time
 May extend the project completion time
 Being let to start the project may lead us for shortage of Time
 When the student register at the first time to check the payments

1.10. Methodologies
Gathering data is a main thing to do or develop any system to solve existed problem the first thing is
collecting relevant data. So, we try to use different data collection methods: Interview, Observation,
Questionnaire and Internet are the main methods we use to collect information needed. For model
designing of proposed system we will use Unified Modeling Language (UML) and we are going to
develop user friendly system using PHP programming language at the back end.

1.10.1. Data collection methodology

The data collection process to conduct this project includes the qualitative data. This will be done
through the use of instruments such as observations, interviewing, questioner and Internet. From these
four data gathering tools, interview will be used to collect data from the office of the registrar and from
the instructors. Observation will also be used to oversee the required things in the College.

1.10.1.1. Primary data collection

Observation:-We observed the distance education College activities as the Students are serve at the
office and how the management carried out its managerial activities. We find out that the distance

BAHIRDAR INTITUTE OF TECHNOLOGY Page 9

Education College indeed is in a great need for automation of its activities to realize its maximum
potential. The Student’s files and courses files were not well managed by the current manual system,
hence; we came up with this system to clearly outline the management. We also observe that the
Student’s records are not well protecting from unauthorized access, this implies that it can easily access
by someone. From our observation we noted that the manual system is not properly managed the whole
activities of the distance education starting from Student records up to employee records.

Interview:-To get the basic information and background information about the existing management
system, before interview the team members we use a systematic sampling techniques. We select
Coordinator of the organization because of the Coordinator well knows about the organization work
follow and structures in detail. And also we interview Students because of the Students easily know the
problem of the Collage, and the problems associate with that environment.

Questionnaire:-we prepare question to get more information. Because when we use observation and
interview data gathering methodology we cannot get enough information about the Collage. So we
select the Collage Coordinator and give the Question. The condition occurs by question and answer
with the Finote birhan collage Coordinator.

1.10.1.2. Secondary data collection

Internet:-to get more information and other guide line of the distance learning management

1.11. System development approach

we use object oriented programming of system methodology to develop proposed system .choose OOP
approach from structured one is because of increase usability and also it supports inheritance,
encapsulation, abstraction and polymorphism.

 Is more secure as having data hiding feature.

 Provides more abstraction more flexibility.
 Models the real world more clearly.
 Object is reusable.

And next this system uses an Iterative model Approach, Because of selecting this approach from other
approaches its projects the development process in cyclic manner repeating every step after every cycle

BAHIRDAR INTITUTE OF TECHNOLOGY Page 10

of software development cycle. Therefore this model is used to discover errors easily. In this
development model the software is first developed on every small scale and all the steps are followed
which are taken consideration then added to the software. And this model is easier to manage and
perform the development process. It has also the ability to back up the system. This means the
developers got comment from users, friends and from ours until the team have finished the project.

1.12. System Development Tools

In developing this project we will use different software tools. Some of them are include HTML-which
is used to design the user interface for client side by creating forms to receive input from users and
display output. XAMP server and the programming languages PHP- which is a server side scripting
language used in order to collect information from the user interface storing in a data base and
retrieving data from the database and displaying the data retrieved on the user interface and used for
validation, MY-SQL server- a database management tool that uses popular SQL for adding, accessing
and processing data in a database.

1.13. Specification for the project

To develop or work on this system (project) as it is online, we need different tools .These development
tools are hardware tools and software tools both collaboratively work to achieve specific goals.
Hardware tools are all tools that we touch and help to work with the project. Software tools that give
instructions or programs for hardware that help us to simplify work. Here are some development tools
for both hardware and software:-

1.13.1. Hardware requirement specification

Computer: - RAM: at least 4GB

STORAGE: at least 500GB

Flash memory and other: - to store files

BAHIRDAR INTITUTE OF TECHNOLOGY Page 11

 1.13.2. Software requirements specifications
 Microsoft word :-to write documentation
 Microsoft power point - used to prepare presentation slid.
 Visual Studio code:- to write html, php code.
 Local validation( PHP):- check the validation of the user
 Server side language (PHP):- to connect html code into server side program.
 Database(My Sql):- for database
 Web Server( XAMP server):-to run php code
 Web Browser (Microsoft edge/ Chrome and others)
 Operating system (Server Side and Client Side) can be any Windows operating system.
 Client end language( HTML)
 UML to draw different Diagram

1.14 Feasibility of the Project

Feasibility study is used to investigate the proposed system in multiple dimensions. It is used
to indicate whether the system is feasible or not.

1.14.1 Technical feasibility

Technical feasibility is the measure of practicality of the specific technical support and the
availability of technical resources and expertise to use the system. The proposed system can
be easily maintained and repaired without requiring high Experts or technical supports,
because the system will be installed in adaptable environment and the employee of the
organization will be given training or guidelines on how the system works so the system is
technically feasible.

1.14.2 Economic feasibility

Economic feasibility is the process of identifying the financial benefits and costs associated with
the project being developed. So the project is economically feasible because the project reduces the
cost of the resources but Economic Feasibility is expressed as cost-benefit analysis. Costs our
system uses new technology and have centralized database cannot need more resources. It requires
minimum amount of cost. The estimate cost of resources that we use to develop this project
BAHIRDAR INTITUTE OF TECHNOLOGY Page 12
 Types of costs Tool name Quantity Unit price (in Total price (in
Birr)
Birr)

Hardware costs Computer 1 18000 18000

Flash(8 GB) 1 200 200

Paper 1 packet 100 100

Pen 1 15 15

Printing and binding 95 (pages) 3 285

Software costs Xamp server 1 Free Free

Microsoft office 2010 1 Free Free

Visual Studio code 1 Free Free

Windows 11 OS 1 Free Free

BAHIRDAR INTITUTE OF TECHNOLOGY Page 13

 Total
18600

Table1.1: cost estimation

BAHIRDAR INTITUTE OF TECHNOLOGY Page 14

 1.14.3 Operational feasibility
The system performs all operations to achieve the specified objective, User friendly and interactive
with the environment and the system will perform all operation that the organization runs and it
will not have any difficulty or procedures to perform the operation of the system. So the project is
operational feasible.

1.14.4 Schedule feasibility

The system after development may give efficient and effective services in short period of time. And also
the tasks may be scheduled for effective use of the system. The project will be finish at the schedule time.
So the project is Schedule feasible

1.14.5 Project Schedule

Task Month Nov2022 Dec2022 Jan2023

name
Week 1 234 1234 1 2 34

Project
Proposal

Require

meant
analysis

Design

Implem
Entation

Testing

Table 1.2: project schedule

BAHIRDAR INSTITUTE OF TECHNOLOGY Page 12

 CHAPTER TWO
2. SYSTEM FEATURE

2.1. Introduction In this chapter

We are going to describes Overview of the existing system and proposed system that are
forwarded by us to solve those problems by developing system, and its essential use case
diagrams, user interface prototype, activity and sequence diagram will be discussed. The existing
system that we have observed is faced a lot of problems, due to this reason we analyses those
problems to provide some alternative solutions.

2.2. Overview of the existing system

As we discussed in statement of problem and proposed solution section, the existing teaching
and learning system of Finote Birhan College distance Education is manual. It is different from
proposed system that we are going to develop and the existing system faced various problems. In
existing system distributing modules, allocating assignments and showing Student grade are
performed through hard copy of papers. Students to add and drop courses they are going to the
registrar and fill forms to announce by the college. Before the students are starting the class in
the College they must be register. To be register by the College the give request to the registrar,
the registrar office views their request and approves their request if the students full the rule of
the college. Registrar offices give ID for those students. The Student views the announcement
and other new information only through by going to the offices notice board. The Coordinator
administrators the college facilities and programs to be done.. Asks each department for
Instructors/Tutors and arrange tutorial classes according to the schedule. Production and
distribution materials like (modules, pen and Paper) exams, and any other needed material and
distributes those materials. This unit takes the number of Students from the Coordinator office
and duplicates the materials according to the number of students or takes the number of material
to be produced. Instructors selected from each department conduct the classes, exam, and correct
the exam, and submit result to registrar with hard copy. The registrar unit sends copy of the
grade to the Student.

BAHIRDAR INSTITUTE OF TECHNOLOGY Page 13

 2.3. Overview of the proposed system
After looking the existing system and identifying all the problems occurred during over all
activities of the College, the project team has decided to develop online distance education
management system for Finote Birhan College. The proposed system would solve the problem
and limitation of the existing system seen above. After developing the proposed system is online
at anytime and anywhere. The proposed system will use the major functionality of the existing
system and able to advance in accordance with speed, performance and efficiency with respect to
existing system using new technologies. It Minimize the extravagancy of the College’s resource,
Reduce the time taken and task required to perform a certain operation in the College, and also
improve speed, efficient, Flexibility and reliability of teaching and learning process , Reduce the
work load of employees in the College. The Student gets satisfaction of the speed provided by
the Instructor, Coordinator in material distributing, seeing course result, grade and submitting
assignment. And it improves the moral (motivation) of the users. The Instructors easily contact
with students anytime and anywhere they need. It helps give and see assignment of Students.
Can easily edit and distribute course materials.

2.4. Requirement specification

In requirement specification there are two main ideas defined or explained functional
requirement (what things are performed by the system that we developing) and non-functional
(what are system aspects). So, it consist two parts: - Functional Requirement and Non-functional
Requirement.

2.4.1. Functional Requirement

Functional requirement explains and describes what things are performed by the system.
Describe user tasks that the system needs to support. Generally it’s the interaction between the
system and the users or functionality we are going to get from this system. Functional
requirements also capture the intended behavior of the system. This behavior may be expressed
as services. The following are some functionality of proposed system:-
System Administrator

REQ-1: The system shall allow System Administrator to Create User Account

BAHIRDAR INSTITUTE OF TECHNOLOGY Page 14

REQ-2: The system shall allow System Administrator to Update User Account

REQ-3: The system shall allow System administrator to Deactivates User Account

REQ-4: The system shall allow System administrator to Activates User Account

REQ-5: The system shall allow System Administrator to change Password

Student

REQ-1: The system shall allow the Student to view announcement

REQ-2: The system shall allow Student to view comment.

REQ-3: The system shall allow Student to Apply to register

REQ-4: The system shall allow Student to view grade

REQ-5: The system shall allow Student to download assignment question

REQ-6: The system shall allow Student to upload assignment answer

REQ-7: The system shall allow Student to download Module

REQ-8: The system shall allow Student to give comment.

REQ-9: The system shall allow Student to add or drop course.

Registrar officer

REQ-1: The system shall allow the Registrar officer to Register Students

REQ-2: The system shall allow Registrar officer to register Department

REQ-3: The system shall allow Registrar officer to give comment

REQ-4: The system shall allow Registrar officer to register course

REQ-5: The system shall allow Registrar officer to Generate report

REQ-6: The system shall allow Registrar officer to view comment

BAHIRDAR INSTITUTE OF TECHNOLOGY Page 15

REQ-7: The system shall allow Registrar officer to grade report

REQ-8: The system shall allow Registrar officer to view curriculum

Coordinator

REQ-1: The system shall allow Coordinator to Assign Instructor

REQ-2: The system shall allow Coordinator to Post announcement

REQ-3: The system shall allow Coordinator to view comment

REQ-4: The system shall allow Coordinator to add curriculum

REQ-5: The system shall allow Coordinator to view report

REQ-6: The system shall allow Coordinator to give comment

REQ-7: The system shall allow Coordinator to manage course

REQ-8: The system shall allow Coordinator to upload module

Instructor

REQ-1: The system shall allow Instructor to upload assignment question

REQ-2: The system shall allow Instructor to download assignment Answer

REQ-3: The system shall allow Instructor to download Module

REQ-4: The system shall allow Instructor to give comment

REQ-5: The system shall allow Instructor to view comment

REQ-6: The system shall allow Instructor to view announcement

Department-Head

REQ-1: The system shall allow department head approve result

REQ-2: The system shall allow department head give comment

BAHIRDAR INSTITUTE OF TECHNOLOGY Page 16

REQ-3: The system shall allow department head to view curriculum

REQ-4: The system shall allow department head to view comment

2.5. System use case

A use case diagram is a summary of who uses the system and what they can do with it. It
describes the relationship among the requirements, users and the major components of the
system. Use case diagram shows the relationships between users (actors) and use cases with in a
system or applicant. They provide an overall view of how the systems are used and the various
roles and actions that take place within the system

BAHIRDAR INSTITUTE OF TECHNOLOGY Page 17

 Table2. 1 Selection of actors and use case

Actors Use case

• Administrator • Register • Apply to register
• Instructor • Login • Upload/Download
• Student • Logout assignment
• Registrar • View Grade • question/Answer
• Dep-Head • View Comment • Download/Upload module

• Coordinator • Submit Result Sublimit Result

•
• Update Account Approve Result
•
• Create Account View announcement
•
• Deactivate Account View Comment
•
Give Comment
• Activate Account
•
Register Student
• Add Curriculum
•
Register Department
• Post Announcement
• Register Course
• Add/drop course
• Assign Instructor
• View profile
• View Report
• Update password
• Generate report

BAHIRDAR INSTITUTE OF TECHNOLOGY Page 18

Figure 2.1 Use case diagrams

BAHIRDAR INSTITUTE OF TECHNOLOGY Page 19

 2.5.1. Use Case Description

Table2. 2 Login Use Case Description

Use Case Name Login
Identifier Uc1
Description All the actors must be login first before using the system by users own
account in order to perform their action.

Actor System admin, Coordinator, Registrar-officer, Instructor, student and

department head are actors of this System

Pre-condition The user who wants to login must have user name and password.
Post-condition The authenticated user gets the appropriate page.
User gets access to the system according to their predefined system privilege
and

Finally the user can logout or turn off the page.

Extends Logout
Include _______________________
Flow of events step 1. Select the login link
2. The system displays the login form
3. Fill user name and password
4. System validates user name and password.
5. The system displays the appropriate page.
Alternative flow If user name and password are incorrect return bake to step 2 in flow event

BAHIRDAR INSTITUTE OF TECHNOLOGY Page 20

 Table 2.3 Manage account Use Case Description

Use case name Manage account

Identifier Uc2
Description 1. System admin manages users’ account that extends update, create,
deactivate and activate accounts.
2. Admin Updates user account like changing user name and password.
3. Admin Creates new account for instructors, student, registrar,
Coordinator and Department head
4. Admin Deactivate User account
5. Admin Activate User account
Actor Admin
Pre-condition Account is created for all, Students to have account they must be registered
first
Admin should have to enter a valid user name and password in order to
create, update, activate and deactivate user account.

Post-condition 1. You update, create, deactivate and activate user account

successfully message will be displayed.
2. Finally logout from the page.
Extends Update, create, activate, deactivate account
Include Login
1. Admin should have to choose account item
Flow of event step 2. Then click on the selected account item.
3. Then Admin should have to update, create, deactivate and activate.
The user’s account.
Alternative flow Confirmation/rejection message will be displayed and the admin try again to
manage user account.

FINOTE BIRHAN COLLEGE Page 21

 Table2. 4 Description of Upload module use case
Use-case name Upload module
Identifier Uc3
Description The process will start by activating the system or the window or the home
page and click login link then form will be displayed.

Actor Coordinator
Pre-condition The Coordinator should prepare file to upload And Coordinator should have
to enter a valid user name and password.

Post-condition Upload module successfully.

Finally logout from the page
Extends _____________________
Include Login
1. The Coordinator should clicks on upload Module link.
Flow of event steps 2. Coordinator should have to click on browse the file button
3. browses where the file to be uploaded
4. Then click on upload button.
5. Display success full message
Alternative flow If the size or type of file to be uploaded is out of size, the Coordinator should
try to upload the file.

FINOTE BIRHAN COLLEGE Page 22

 Table2.5 Download module use case Description
Use-case name Download module
Identifier Uc4
Description The process will start the Student and Instructor by activating the system or the
window and the home page and click login link then form will be displayed.

Actor Student, Instructor

Pre-condition 1. There should be download module.
2. Student must insert his/her ID number as user name and password.
Post-condition 1. Download module material successfully
2. Finally logout from the page

Extends ____________________

Include Login

Flow of event step 1. The Student should click on download module link.
2. He/she enter module code and module name
3. Student click on download file button
Alternative flow if file not downloaded it shows No file message and the Student try to down
load the file

FINOTE BIRHAN COLLEGE Page 23

 Table2. 6 download Assignment use case Description
Use-case name Download assignment
Identifier Uc5
Description This process can be performed by Instructor as well as student.
1. An instructor can download assignment answers submitted by Student.
2. Student can download assignment questions that uploaded by Instructor.
Actor Instructor, Student
Pre-condition There should be uploaded assignment questions to Students and There should be
submitted assignment answer for Instructor.

Post-condition 1. The assignment was downloaded successfully.

2. Finally logout from the page
Extends _____________________
Include Login
1. The user click on download assignment link
Flow of event 2. User enters course code and course name.
step 3. Then user press on download button.

Alternative If no uploaded assignment no file message will be displayed

flow

Table 2.7 Upload assignment use case Description

FINOTE BIRHAN COLLEGE Page 24

Use-case name Upload assignment
Identifier Uc6
Description This process can be performed by instructor as well as Student.
1. An Instructor uploads assignment questions for Student.
2. Student uploads assignment solutions submit for Instructor.

Actors Instructor ,Student

Pre-condition 1: An Instructor must prepare assignment questions to upload.
2: Students must do their assignment to submit
Post-condition 1. The assignment was uploaded successfully.
2. Finally logout from the page
Extends _____________________
Include Login
Flow of event step 1. The user click on upload assignment link
2. User fills the form.
3. Then he/she press on upload button
4. The system should have to check the submission date.

If submission date has been passed the Student cannot upload the
Alternative flow assignment so, Student must submit on the provided date.

FINOTE BIRHAN COLLEGE Page 25

 Table2.8 Register student use case Description
Use case name Register student
Identifier Uc7
Description Registrar office registers Students who fulfill necessary criteria. Send information of
Student for Instructor, Academic dean

Actor Registrar officer

Pre-condition 1 Registrar officer enters valid user name and password to get Student registration
form.

Post-condition 1. Instructor can access the registered Student list

2. Finally logout from the page
Extends __________________
Include Login

1. The registrar officer fills the basic information of the Student.

Flow of event 2. After completion of filling the form he/she click on register button.
step 3. If ID repetition occurs the error message will be displayed

Alternative flow If the same id is present on the same academic year the system displays this Student
already registered message. So the registrar officer must give unique ID for each
Student on the same academic year.

Table2. 9 Register department use case Description

FINOTE BIRHAN COLLEGE Page 26

Use case name Register Department
Identifier Uc8
Description Registrar office registers Department which is add to the system by
Coordinator
Actor Registrar officer
Pre-condition 1 Registrar officer enters valid user name and password to get Department
registration form.

Post-condition 1. Registrar officer can access the registered Department list

2. Finally logout from the page
Extends ___________
Include Login
1. The registrar officer fills the basic information of the Department.
Flow of event step 2. After completion of filling the form he/she click on register button.
3. If Department ID repetition the error message will be displayed
Alternative flow If the same id is present on the same academic year the system displays
this course already registered message. So the registrar officer must give
unique ID for each course on the same academic year.

Table2.10 Register course use case Description

FINOTE BIRHAN COLLEGE Page 27

Use case name Register Course
Identifier Uc9
Description Registrar office registers course which is add to the system by Coordinator
Actor Registrar officer
Pre-condition 1 Registrar officer enters valid user name and password to get course
registration form.

Post-condition 1. Registrar officer can access the registered course list

2. Finally logout from the page
Extends ________________
Include Login
1. The registrar officer fills the basic information of the course.
Flow of event step 2. After completion of filling the form he/she click on register button.
3. If occurs ID repetition the error message will be displayed
Alternative flow If the same id is present on the same academic year the system displays this
course already registered message. So the registrar officer must give unique
ID for each course on the same academic year.

FINOTE BIRHAN COLLEGE Page 28

 2.11 View comment use case Description
Use case name View Comment
Identifier Uc10
Description Student, Admin, Coordinator, Registrar, Instructor and Department head can
view comment.

Actor Student, Admin, Coordinator, Registrar, Instructor and Department head

Pre-condition 1. There should be posted comment by Student, Admin, Coordinator,
Registrar, Instructor and Department head.
2. They should have to enter a valid user name and password in order to
view comment.

Post-condition 1. The system displays the comment of the staff.

2. Finally logout from the page.
Extends _____________
Include Login
1. They click on view comment link.
Flow of event step 2. The system display comment
3. Then staff clicks on view button.
Alternative flow If the comment giver fills incorrect user name and password try again.

FINOTE BIRHAN COLLEGE Page 29

 Table2.12 Change Password use case description
Use Case Name Change password
Identifier Uc11
Description To change the current password.
Actor System admin, Coordinator, Registrar-officer, Instructor, Department head
and Student.

Pre-condition The user should have an account and the users should know the current
password to change them.

Post-condition The system display password is changed successfully message.

Extends ________________
Include Login
Flow of events step 1. Select the change password link
2. The system displays the change password form
3. Fill current password and new password confirm password.
4. The system displays password is changed successful.
Alternative flow If current password and new password confirm password. Incorrect
Tri again

Table2. 13 Apply to Register use case description

FINOTE BIRHAN COLLEGE Page 30

Use case name Apply to register
Identifier Uc12
Description The Students send request to Register
Actor Student
Pre-condition 1 The system display home page and contains the apply links.
Post-condition 1. The system display request is sent successfully
Extends ___________
Include Login
1. Student clicks on apply link.
Flow of event step 2. Then he/she fills the form of the apply link.
3. Then he/she click on apply button.
Alternative flow If the Student fills incorrect apply the system display try again the apply
request.

Table2.14 Assign Instructor use case description

FINOTE BIRHAN COLLEGE Page 31

Use case name Assign instructor
Identifier Uc13
Description The Coordinator assign Instructor to the students

Actor Coordinator
Pre-condition To assign the instructor First the instructor present in the Collage
Post-condition 1. The Instructor assign successfully 2.
Finally logout from the page.

Extends __________________

Include Login

1. Coordinator clicks on assign Instructor link.

Flow of event step 2. Then Coordinator fills the form.
3. Then Coordinator clicks on assign instructor.
Alternative flow If the Coordinator fills incorrect form must check it.

Table2. 15 post announcement use case description

FINOTE BIRHAN COLLEGE Page 32

Use case Name post announcement

Identifier Uc14

Description The announcement should be posted by the Coordinator

Actor Coordinator

Pre-condition The announcement upload by Coordinator

Post condition Successfully add, successfully update and successfully delete

Extends _______________________

Include Login

Flow of events 1. Execute browser

2. open the home page
3. click on user menu for login
4. select user type as dean which is displayed in the page
5. Fill the login information
6. click on Submit button
7. hover on access menu and click on announcement
8. Access and manage the event and news module like add, update
and delete the event and news information

Alternative action Successfully add, successfully update and successfully delete

FINOTE BIRHAN COLLEGE Page 33

FINOTE BIRHAN COLLEGE Page 34
 Table2. 16 view report use case description
Use case name View report
Identifier Uc15
Description The report should be send by the registrar
Actor Coordinator
Pre-condition 1. The report sends by the registrar.
2. The Coordinator should insert valid user name and password to view the
report.

Post-condition 1. Coordinator views the report.

2. Finally logout from the page.
Extends ____________
Include Login
1. Coordinator clicks on view report link.
Flow of event step 2. Then he/she fills View report code.
3. Then he/she click on view button.
Alternative flow If the registrar fills incorrect Report he/she must check it.

FINOTE BIRHAN COLLEGE Page 35

 Table2. 17 Generate report use case description

Use case name Generate report

Identifier Uc16
Description From this use case the registrar generate report
Actor Registrar

Pre-condition 1. There should be generating report.

2. Registrar should have to enter a valid user name and
password in order to generate report.

Post-condition 1. The report is generate successfully 2.

Finally logout from the page.

Extends _______________
Include Login
1. Registrar clicks on generate report link.
Flow of event step 2. Then he/she fills generate report code.
3. Then he/she click on view button.
Alternative flow If the Registrar fills incorrect Report he/she must check it.

Table2. 18 View Announcement use case description

FINOTE BIRHAN COLLEGE Page 36

Use case name View Announcement
Identifier Uc17
Description The Student View announcement posted by Coordinator
Actor Student
Pre-condition 1. There should be posted announcement by Coordinator.
2. The Student should have to enter a valid user name and password in order
to View announcement.

Post-condition 1. The system displays the announcement of the Student.

2. Finally logout from the page.
Extends ___________________
Include Login

1. Student clicks on view announcement link.

Flow of event step 2. The system display announcement
3. Then Student clicks on view button.
Alternative flow If the Student fills incorrect view announcement system admin must check it.

Table2. 19 view grade use case description

FINOTE BIRHAN COLLEGE Page 37

Use case name View Grade
Identifier Uc18
Description Students need to view their grades
Actors Student
Pre-condition Enter Username and Password to login
Post-condition Grades are available for students.
Extends ______________
Include Login
1. A user selects the view grade option.
Flow of events 2. System request what the user needs.
3. The user selects the course grade to be displayed.
4. The system displays the request grade automatically.
5. The user views the grade.
6. Use case ends.
Alternative Flow of events: 1. The requested course grade is not complete to be viewed.
2. The system prompts the student the request grade is not
complete.
3. The system returns to step 2 of normal course.
4. Use case ends.

Table2. 20 Give Comment use case descriptions

FINOTE BIRHAN COLLEGE Page 38

Use case name Give Comment
Identifier Uc19
Description Student, Department Head, Instructor, Coordinator, Registrar Give
Comment to the staff members.

Actor Student, Department Head, Instructor, Coordinator, Registrar

Pre-condition 1. There should be posted Comment by Student, Department
Head, Instructor, Coordinator and
Registrar.
2. The Staff should have to enter a valid user name and
password in order to give Comment.

Post-condition 1. The system displays the Comment of the Staff.

2. Finally logout from the page.
Extends __________________
Include Login

1. Instructor clicks on Give Comment link.

Flow of event step 2. The system display Comment
3. Then Staff clicks on Give button.
Alternative flow If the Staff fills incorrect Give Comment system the system must
display pleas try again message.

Table2. 21 Submit Result use case description

FINOTE BIRHAN COLLEGE Page 39

Use case name Submit Result

Identifier Uc20
Description The Instructor insert the result of Students
Actors Instructor
Pre-condition 1. First Enter Username and password to login

Post-condition The Instructor the student results in to registrar.

Extends __________________
Include Login
1. Instructor selects the submit option. 2.
System displays submit result page.
3. Instructor selects which course result to be submit.
Flow of events 4. The system submit result Use case ends.

Alternative Flow of events 1. System check the data entered.

2. System inform to the Instructor, you enter incorrect data or
empty data and re-enter.
3. The system returns to step 2 of normal course.
3. Use case ends.

Table2. 22 Add curriculum use case description

FINOTE BIRHAN COLLEGE Page 40

Use case name Add curriculum

Identifier Uc21

Description To describe how the Coordinator add course curriculum in to

the system

Actors Coordinator
Pre-condition First Enter Username and password to login

Post-condition The Coordinator Add course curriculum into the system

Extends ____________________________

Include Login

1. The Coordinator selects the add course curriculum

option.
2. System displays add course curriculum page.
Flow of events 3. The Coordinator selects which course curriculum to be
posted in to the system.

Alternative Flow of events 1 System check the data entered.

2 System inform to the Coordinator, you enter incorrect
data or empty data and re-enter.
4. The system returns to step 2 of normal course.
5. Use case ends.

FINOTE BIRHAN COLLEGE Page 41

Table2.23 Add/Drop Course use case description
Use case name add/drop Course
Identifier Uc22
Actor Student
Description Actors To describe how the Student add/drop Course
Pre-condition First Enter Username and password to login in order to access the
system

Post-condition The Student performs the activities Add or Drop Courses.

Extends _______________________
Include Manage Course
1. The Student selects the add/drop form.
2. System displays add /drop course form.
3. Then Students fill the appropriate information to add/drop
Flow of events course.

Alternative Flow of events 1 System check the data entered.

2 System inform to the student, you enter incorrect data or
empty data and re-enter.

3 The system returns to step 2 of normal course.

4 Use case ends.

FINOTE BIRHAN COLLEGE Page 42

 Table2.24 View Curriculum use case description
Use case name View Curriculum
Identifier Uc23
Description To describe how the Department Head, Student and Registrar office view
the course Curriculum

Actor Department Head, Student and Registrar office

Pre-condition 1 The Curriculum view by them.
2 They should insert valid user name and password to view the Curriculum
Post-condition 1. Department Head, Student and Registrar office views the
Curriculum.
2. Finally logout from the page.
Extends ______________
Include Login
1. They clicks on view Curriculum link.
Flow of event step 2. Then they fill view Curriculum.
3. Then they click on view report button.
Alternative flow If they fills incorrect View Curriculum system admin must check it.

FINOTE BIRHAN COLLEGE Page 43

 Table2.25 Approves result use case description

Use case name Approve result

Identifier Uc24
Description To Describe how the Department Head approves the result which generated
by the registrar

Actor Department Head

Pre-condition Department Head enters valid user name and password to approve the result.
Post-condition 1. The Department Head can access the approve result form to perform
its action
2. Finally logout from the page
Extends ________________________
Login Login
1. The Department Head fills the basic information to approve result.
Flow of event step 2. After completion of filling the form he/she click on approve result
button.
3. If ID repetition occurs the error message will be displayed
Alternative flow If the Department Head fills incorrect approve result system admin must
check it.

FINOTE BIRHAN COLLEGE Page 44

Table2. 26 view result use case description

Use case name View result

Identifier Uc25
Description The Students can view the result of the course including assignments and
final exam posted by the Instructor.

Actor Student
Pre-condition 1. There should be posted result by instructor.
2. Instructor should have to enter a valid user name and password in
order to post course result.

Post-condition 1. The result of the course will be displayed successfully 2. .

Finally logout from the page.

Extends ___________________
Login Login
1. Student clicks on view course result link.
Flow of event step 2. Then he/she fills course code.
3. Then he/she click on view button.
Alternative flow If the Student fills incorrect course code he must check it.

FINOTE BIRHAN COLLEGE Page 45

 2.6. Business rule
This part specifies and gives understanding of activities which are being done the existing system in
terms of business rule. The office Determines registration date and clarify required criteria like Student
qualification before registration applicants who want to join Finote Birhan Collage must have:-
BR1: The collage full of documents and qualification of Ministry of education certificates.
BR2: Student should be registered on the specified registration date.
BR3: Each Student should have unique identification card to be identified.
BR4: To join Finote Birhan Collage distance education, to register for one field of study there must be
greater than 40 applicants for a single department.
BR5: Choice of field study is based on the applicant’s interest.
BR6: The student must pay education payment on time.
BR7: Finote Birhan Collage distance education office is the one who is responsible to Control the overall
teaching learning process.

2.7 User interface prototype

Prototype is simulation of real thing. It is also a model of system or subsystem under system. The
prototypes of the system can show in paper based or computer based. They can model the entire system
with real data or just a few screens with sample data. Prototyping is the process of developing prototype.
Is a one method of requirement analysis technique? The following prototype shows FBCDEMS system

FINOTE BIRHAN COLLEGE Page 46

Figure2. 2 user interface prototype

FINOTE BIRHAN COLLEGE Page 47

 2.8. Activity diagrams

Activity diagrams, which are related to program flow plans (flowcharts), are used to illustrate activities. In
the external view, we use activity diagrams for the description of those business processes that describe
the functionality of the business system. Contrary to use case diagrams, in activity diagrams it is obvious
whether actors can perform business use cases together or independently from one another. Activity
diagrams allow you to think functionally. Purists of the object-oriented approach probably dislike this fact.
On the other hand, regard this fact as a great advantage, since users of object-oriented methods, as well as
users of functional thinking patterns, find a common and familiar display format, which is a significant aid
for business-process modeling. Because it is possible to explicitly describe parallel events, the activity
diagram is well suited for the illustration of business processes, since business processes rarely occur in a
linear manner and often exhibit parallelisms. Activity diagrams can be developed in various degrees of detail.
They can be refined step by step. In the external view, activity diagrams, just like use case diagrams,
exclusively.

FINOTE BIRHAN COLLEGE Page 48

Figure2. 3 Login and Create account activity diagram

FINOTE BIRHAN COLLEGE Page 49

Figure2. 4 Activate, Deactivate and Update activity diagram

FINOTE BIRHAN COLLEGE Page 50

 Student registration and Assign Instructor activity diagram

Figure2. 5 Student registration and Assign Instructor activity diagram

FINOTE BIRHAN COLLEGE Page 51

Figure2. 6 Download assignment Question and Solutions activity diagram

FINOTE BIRHAN COLLEGE Page 52

Figure2. 7 Upload and Download Module and Logout Activity Diagram

FINOTE BIRHAN COLLEGE Page 53

Figure2. 8 Generate report and View report Activity Diagram

FINOTE BIRHAN COLLEGE Page 54

Figure2. 9 Post Announcement and Give Comment activity diagram

FINOTE BIRHAN COLLEGE Page 55

Figure2. 10 Submit and View result activity diagram

FINOTE BIRHAN COLLEGE Page 56

 2.9. Sequence diagram model

A sequence diagram links use case with objects. It shows the interaction between participating objects in a
given use case. It is helpful to identify the missing objects that are not identified in the analysis object model.
From the use case and the class diagrams shown in the previous section the sequence diagrams of the system is
shown as follows:

2.11 sequence diagram for staff member login

FINOTE BIRHAN COLLEGE Page 57

Figure2. 12 Sequence diagram for upload module

FINOTE BIRHAN COLLEGE Page 58

Figure2. 13 Sequence diagram for Download module

FINOTE BIRHAN COLLEGE Page 59

Figure2. 14 Sequence diagram for upload assignment

FINOTE BIRHAN COLLEGE Page 60

Figure2. 15 Sequence diagram for download assignment

FINOTE BIRHAN COLLEGE Page 61

Figure2. 16 Sequence diagram for Assign Instructor

FINOTE BIRHAN COLLEGE Page 62

Figure2. 17 Sequence diagram for generate report

FINOTE BIRHAN COLLEGE Page 63

Figure2. 18 Sequence diagram for student registration

FINOTE BIRHAN COLLEGE Page 64

Figure2. 19 Sequence diagram for give comment

FINOTE BIRHAN COLLEGE Page 65

Figure2. 20 Sequence diagram for post announcement

FINOTE BIRHAN COLLEGE Page 66

Figure2. 21 Sequence diagram for register course

FINOTE BIRHAN COLLEGE Page 67

Figure2. 22 Sequence diagram for Submit result

FINOTE BIRHAN COLLEGE Page 68

 2.10. Logic model

Algorithm/Pseudo code for some process

<<-------________Algorithm Design___------------. >>

_____pseudo code method for login () ______

Method name: login ()

Begin

Get username;

Get password;

If (username == entered username && password == entered password)

Begin

Then login successful;

End

Else

Begin

Login failed message;

Display again login form;

End

End
______pseudo code for method: register (); _________
Method name: register ();

Begin

Get: first name, Father’s name, Grandfather Name, age, sex, Region, Contact Name

Zone, Woreda, photo, nationality;

If (valid data)

FINOTE BIRHAN COLLEGE Page 69

 Begin

Store the information to the database.

End

Else ()

Begin

Show error message.

Then

Back to registration form to fill again

End of else

End

__________pseudo code for update () ___________

Method name update ()

Begin
Get: first name, father’s name, Position, Uid
search (first name, father’s name, Position,
uid);
If (found)

Begin

Display information;

Edit information to be changed;

Save the edited information;

End

Else ()

Begin

FINOTE BIRHAN COLLEGE Page 70

 Error message display;

End

End

______pseudo code for create account () _____

Method name: create account ()

Begin

Get id;

Check user id from database

If (true)

Begin

Get first Name, father’s name, username, password, email, role;

(Check input validity)

If (valid input is true)

Begin

Register account to user database

Show success message

End of if

Else if

Begin

Display message to enter valid account information

End of else if

Else

Display error message and ask to enter the correct id

FINOTE BIRHAN COLLEGE Page 71
 End of if

End

2.11. Non-functional requirement

Non-Functional requirement explains and describes the user visible aspects of the system. Constraints on
the services or functions offered by the system are constraints of timing, the development process;
standards, etc. are things we have to focus on developing new systems to achieve its functionality. Non-
functional requirements are requirements which specify criteria that can be used to judge the operation of a
system. This is contrasted with functional requirements that specify behavior or functions. The new online
distance education management system for Finote Birhan College of Teaching education has the following
Non-Functional Requirements to achieve its functionality:-

Usability

Usability mean the system is user-friendly which is easy to learn, use, input data interpret outputs of system
or component and operate. The User interface for this system will be simple and clear. The distance
education services are easy to gain and use i.e. the service doesn’t require expert. To say system is usable
or user friendly we need to develop:-

 Well-formed graphical user interfaces

 Well-structured user manuals

 Check for validation and display error messages

 Help facilities for users

Performance:-Performance is the ability of system to response quickly and optimal workload. Is how fast
(speed) of operation of a system. Which is mean:- How much the system can accomplish within a
specified amount of time. How quickly the system reacts to a user input. The system will give response to
the users in duration of 16 minute without delaying much time.

FINOTE BIRHAN COLLEGE Page 72

Availability:-The system available for service when requested by end-users. This system is available
in everywhere (where internet/intranet service reach) and at all time for those who have access to use
the system.

Security:-Security is how we protect the system from unauthorized access. Is identification of the system
user which part is allowed to access and who has permeation to access .So it needs to have:- We need to
have very strong user name and password in order to secure the system. It is designed to be very secure
by providing a login feature which authenticates the user by means of a user name and password. Which
user will be able to login to his/her respective pages and use the system?

Reliability:-The system is effective and consistent in that integrity of information is maintained and
supplied to the system. Is the ability of a system to perform its required functions under stated conditions
for a specific period of time?

Portability:-The system is machine and software system independent. It can run to different target
platforms. It not affected by type or required hardware or software
Documentation content:-The system contains the required documents needed to implement the project.
Accuracy: The level of accuracy in the proposed system will be better due to reduction of error. The
system should give correct output for the users when they want to get services.

Availability: the system will be available at any time for users regarding to the presence of
Internet/Intranet.

2.12. System Requirement

2.12.1. Hardware requirements

The following hardware’s are necessary to deploy our system

 Any computer (personal computer and desktop)

 CPU and 2GB RAM.

 Memory, Flash.

 Printer

FINOTE BIRHAN COLLEGE Page 73

 2.12.2. Software requirements

Software to be used is:

 Microsoft word 2010: used for documentation.

 E draw max and Microsoft Visio 2007: This is used to draw different UML (unified modeling
language) that are necessary to structure of the system.
 Wamp server 2.0: using for database connectivity.
 Php, html, JavaScript to develop user interface

CHAPTER THRE

3. SYSTEM 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 provides the design
part of the project is discussed. The system design is the building block of the system. It also transforms the
analysis model into system design model. The result of the system design is the model that includes the
clear description of software Architecture, deployment diagram, design class model, component diagram.
Generally the purpose of this design phases is to determine how to build the system and the information
needed to device the actual implementation of the project.

3.2. Architectural Design

In this project the team uses a three-tier architecture which has three layers. These three layers are the
Application or Presentation layer, the business layer and the data access layer. Application or presentation
layer is the form which provides the user interface to either programmer or end user. The business layer is
the class which the team uses to write the function which works as a mediator to transfer data from
application layer or presentation layer to data layer. This layer also has a property layer which is a class
where variables are declared corresponding to the fields of the database which can be required for the
application and make the properties so that the team can get or set the data using these properties into the
variables. The third tire is the data access layer which is also a class to get or set data to the database

FINOTE BIRHAN COLLEGE Page 74

queries back and forth. This layer only interacts with the database. The database queries or stored
procedures will be written here to access the data from the database or to perform any operation to the
database.

3.2.1. Component model

Components are generally units of computation or operation in the system. A component has a
name, which is generally chosen to represent the role of the component or the functions online
distance Education management system for Finote Birhan Collage in Dangila Branch. The
different components of a system are likely to interact while the system is in operation to provide
the services expected of the system. After all, components exist to provide parts of the services and
features of the system, and these must be combined to deliver the overall system functionality.

Figure3. 1 component model diagram

FINOTE BIRHAN COLLEGE Page 75

 3.2.2. Deployment Diagram

Deployment diagram shows the physical relationship between software and hardware components in the
delivered system and also it show the hardware in the organization will be connected and which component
of the software will be deployed in hardware

Figure3. 2 Deployment Diagram

FINOTE BIRHAN COLLEGE Page 76

 3.3. Class Design model

Class is a description of a set of objects that share the same attributes, operations, relationships, and
semantics. Graphically, a class diagram is drawn as a rectangle with three compartments holding the class
name, attributes, and operation.

Class Names: Every class must have a name that distinguishes it from other classes. A name is a textual
string. That name alone is known as a simple name; a qualified name is the class name prefixed by the
name of the package in which that class lives.

Attributes: An attribute is a named property of a class that describes a range of values that instances of
the property may hold. A class may have any number of attributes or no attributes at all. An attribute
represents some property of the thing you are modeling that is shared by all objects of that class.

Operations: An operation is the implementation of a service that can be requested from any object of the
class to affect behavior. In other words, an operation is an abstraction of something you can do to an object
that is shared by all objects of that class. A class may have any number of operations or no operations at all.

FINOTE BIRHAN COLLEGE Page 77

Figure3. 3 Class diagram

3.4. User Interface Design

User Interface (UI) Design focuses on anticipating what users might need to do and ensuring that the
interface has elements that are easy to access, understand, and use to facilitate that Automation of
online distance Education management system for Finote birhan Collage in Dangila Branch. The goal
of user interface design is to make the user's interaction as simple and efficient as possible, in terms of
accomplishing user goals

FINOTE BIRHAN COLLEGE Page 78

Graphical User interface of the system (UI-1)

Figure3. 4 Home page Graphical User interface of the system (UI-1)

FINOTE BIRHAN COLLEGE Page 79

Login page Interface of the system (UI-2)

Figure3. 5 login User Interface

FINOTE BIRHAN COLLEGE Page 80

Apply to Register User Interface of the System (UI-3)

Figure3. 6 Apply to Register User Interface of the System

FINOTE BIRHAN COLLEGE Page 81

 3.5 Entity Relationship diagram

The entity relationship diagram describes the relationship between entity with their cardinality and their attributes.

Figure3.7: Entity relationship diagram

FINOTE BIRHAN COLLEGE Page 82

 ER Mapping

1. Department Head

Dep head_id Fname Mname Lnaame Kebel Zone City Sex

e
2. Instructor

Inst_id Fname Mname Lname Kebele Zone City

3. Admin

Fname Mname Mname Lname Admin _id sex Kebele Zone City

4. Result

Result type Result_stud_id Result name

5. Coordinator

Fname Mname Lname Cor_id Kebele Zone City Phone

6. Student

Stud_id Fname Mname Lname Sex Phone Kebele Zone City

Entity Relationship Normalized

Normalization is the branch of relational theory that provides design insights. It is the process of determining how
much redundancy exists in the table. The goals of normalization are to:-

 Be able to characterize the level of redundancy in a relational schema

 Provide mechanisms for transferring schema in order to remove redundancy

FINOTE BIRHAN COLLEGE Page 83

 First normalized
In the first normal form, only single values are permitted at the intersection of each row and column; hence, there are
no repeating groups. To normalize a relation that contains a repeating group, remove the repeating group and form
two new relations.

1. Department Head

Dep head_id Fname Mname Lnaame Kebele Zone City Sex

1.1 Address

Dep_head-id Address

2. Instructor

Inst_id Fname Mname Lname Kebele Zone City

2.1 Address

Inst_id Address

3. Admin

Admin Name Admin _id Sex Kebele Zone City

4. Result

Result type Result_stud_id Result name

5. Coordinator

Fname Mname Lname Cor_id Kebele Zone City Phone

5.1 Coordinator Phone number

Cor_id Address Phone

FINOTE BIRHAN COLLEGE Page 84

6. Student

Stud_id Fname Mname Lname Sex Phone Kebele Zone City

6.1 Student phone number

Stud_id Phone Address

CHAPTER FOUR

4. CONCLUSION AND RECOMMENDATION

4.1. Conclusion

This project which has two phases; the first phase concerned with the analysis phase of the life cycle,
the design phase and the next phase is about implementation. As the end of the first phase, we need
to review that we have covered in accordance with what we have planned at the beginning. We
began our work by identifying the significance of automated system for the store and the overall
techniques to be used in the development process. This involved defining the system development
methodology, identifying process. This involved defining the system development methodology,
identifying resource and cost requirements, and setting the deliverable and scheduled for the project.

The analysis helps the team to well understand the major functional areas and processes of the system.
Through this method we evaluate the existing system weakness and strength. After that, we performed
requirements elicitation to discover user and system requirements. This phase consisted of drawing the
functional as well as non-functional requirements of the system. Then we have undertaken a major phase in
system development process: object oriented Analysis. Here, we tried to model the new system we
proposed using UML diagrams: Use case, sequence, and activity and class diagrams Also, we designed the
new system user interface prototype.

FINOTE BIRHAN COLLEGE Page 85

 4.2. Recommendation
The system that we have tried to Online is not the whole system of the distance education. Because of
time limitation and budget we should not develop all parts of the system, but we tried to automate some
sub systems and functionalities.
The following functionalities should not be automated because of the limitations that we have discussed
above.
 Providing tutorial online
 Online examination
 Online video learning
 Online payment
Therefore, others are interested individuals to develop on distance education can get some initial idea
about the system and no need of more data gathering process the only need will be improving the system.

FINOTE BIRHAN COLLEGE Page 86

 5. REFERENCE
1. Brueghel, Bernd (2000) Object oriented Software Engineering Conquering Complex and
Changing System. Upper Saddle River: Prentice Hall.
2. Books available in the library.

3. Baynton, M. (1992), “Dimensions of control in distance education: a factor analysis”, The

American Journal of Distance Education, Vol. 6 No. 2, pp. 17-31. .[April 10, 2016].

4. Demiray, U. and Isman, A. (1999), “History of distance learning”. [On-line]. Available at:
http://home.anadolu.edu.tr/, udemiray/&Histo.htm. [April 26, 2016].

FINOTE BIRHAN COLLEGE Page 87

 6. APPENDIX

Interview Question
1. When was your organization started?
2. What type of service your organizations give?
3. What type of works is performed in your organization?
4. How many employees are there in your organization?
5. What type of criteria is needed to register the students?
6. In what way the students are view there result?
7. In what type way of the Student get the module?
8. How to manage the employee?
9. How to protect your students file?
10. How many departments are found in your organization?

FINOTE BIRHAN COLLEGE Page 88