Woreda Management System: Acknowledgment
Woreda Management System: Acknowledgment
ACKNOWLEDGMENT
We would like to say thanks to almighty God for giving us opportunity to complete this
documentation. Then we would like to thank our advisor Yoseph Melkamu for his humbleness
constructive opinion and willingness to participate in each part of our project and his effective
direction, assistance and guidance for the accomplishing of this project documentation. We also
thank to woreda employees and management team, who gave us the required information about
the woreda 6 office.
Woreda Management system 2020
Table of content
CHAPTER ONE
1) Introduction .................................................................................................... 4
1.1) Background................................................................................................................................4
1.2) Statement of the problem............................................................................................................5
1.3) Objective ........................................................................................................................................9
1.3.1) General objective....................................................................................................................... 9
1.3.2) Specific objectives ..................................................................................................................... 9
1.4) Feasibility Study’s ..........................................................................................................................9
1.4.1)Technical feasibility......................................................................................................................9
1.4.2) Operational feasibility ..................................................................................................................9
1.4.3)Economic Feasibility .................................................................................................................. 10
1.4.3.1) Tangible benefits ................................................................................................................... 10
1.4.3.2) Intangible benefits ................................................................................................................. 10
1.5) Scope and limitation of the project ................................................................................................ 10
1.5.1) Scope of the project .................................................................................................................. 10
1.5.2) Limitation of the project .......................................................................................................... 11
1.6) Significance of the project ............................................................................................................ 11
1.7) Methodology ............................................................................................................................... 12
1.7.1) Data sources ............................................................................................................................. 12
1.7.2) Requirement gathering ............................................................................................................. 12
1.7.3) System Analysis and Design Techniques ................................................................................... 12
1.7.4) System development tools ........................................................................................................ 12
1.7.5) Back End Design tool ................................................................................................................ 13
1.7.6) Front End design tool ................................................................................................................. 13
1.8) schedule and Budget of the project .............................................................................................. 13
1.8.1) Schedule.................................................................................................................................. 13
1.8.2)Budget/cost ............................................................................................................................... 14
1.8.2.1) Tangible costs ....................................................................................................................... 14
1.8.2.2) Intangible costs ....................................................................................................................... 15
Woreda Management system 2020
CHAPTER ONE
1) Introduction
As there are many problems face human being throughout his/her life, it is obvious to solve these
problems using computers. This problem solving process using computer requires knowing
computer application, ability to develop software, having concept of program and applying
modern technology to solve problem.
The project we have prepared, Woreda management system (WMS) is also aimed to solve some
problems occurred in the Bole sub city of woreda 06 vital event registration. The office performs
most of its work manually (that means all it is existing tasks such as registering/recording, storing
and retrieving of data is based on paper and pen which consume so much time, resource and
requires much employee’s power. So, to reduce these we have developed a project called woreda
management system which is a web based and automate the existing system. After the automation
of this system both the residence and office are beneficial.
The systems that automate vital event/woreda management system in the woreda 06 will playe a
great roll in economize resource. That completely differs from the existing system in performance
and in security and efficiency aspect and also in overcoming other problem that we here
mentioned in the Statement of problem. By allowing easy communication between the
residences/customer requesting services to the woredas and accepting request and recording data
via the internet, that simplifies the process of recording, storing and retrieval data.
1.1) Background
Woreda 06 is among the fourteenth Woreda’s of bole sub city administrative organs of Addis
Ababa city government. Woreda 06 was established during the current government. This woreda
is found in Addis Ababa city (Around Megenagna) and give service for thousands of people. This
woreda has a guiding principlesandits own administration to manage the society. Each person in
the Woreda must follow the principle of the registration. A person who comes to register in the
Woreda office to get services should fulfill the following:-
A person must be resident or registered in the zone.
Woreda Management system 2020
A citizen must be participating during meeting and different job.
A person must be registering his or her family’s number, his /her house number and
location.
A person should pay tax if the house is his/her own otherwise he/she has to pay rent.
In addition, to get ID card, the following are required:
First that person must be resident and legal.
After the first time registration he/she must stay for 6 month.
If he/she is new comer, he /she should bring clearance from the Woreda /kebele where
he/she came from.
He/she should be above 18 years old
He/she should be neat from any terrorism/illegal activates.
Accordingly, vital event of woreda 06 is empowered to handle almost all services like,
Registering population
Registering house
Giving ID card for citizens
Giving marriage , birth and death certificate
House renting
Organizing peoples in small enterprise
Solving easy conflicts with lower court.
1.2) Statement of the problem
Recently after decentralization of power in the structure of government, the delivery of most
common public services has been channeled to the lower administrative levels of government
organization. Services like issuance of marriage/birth and death certificates, land rent/taxes, police
services, issuance of ID cards and birth certificates etc., makes differences from the past. That
means they are now decentralized to lower administrative levels, such as Woreda’s, which are
more numerous and closer to the society that needs these services. According to the recent
structuring, Addis Ababa city is administratively divided in to 107 woreda administrations, each
entrusted with the responsibility of delivering the services mentioned above in line with the basic
principle of decentralization. This has brought a number of benefits to the community. In
Woreda Management system 2020
particular, it has proved to be efficient under normal circumstances as it has shortened processes
and lengthy bureaucratic procedures of a centralized system of service delivery.
Despite its attractiveness and potential for improvement, however, decentralization is not without
problems. Bringing all such services mentioned above from few centralized and well-staffed or
well-organized administrative centers down to the numerous and relatively less-staffed woreda
centers had to come about at a real cost. Apart from the resulting financial implication due to the
personnel and running overheads of the Woreda offices, establishing an up-to-date filing,
documentation and data management system has been expensive and extremely difficult for most
part. This has led to serious problems and negative implications.
Among the problems in this regard has been the problem related woreda/kebele and private
houses management. The fact that woreda/kebele and private houses management system is
manual has led to several problems. Due to lack of well organized database of the woreda’s
residence and houses and private houses is often unknown. For instances, there are cases where a
particular residence can have two or more woreda/kebele houses. The main reason is inability on
the part of woreda/kebele officials to cross-check as to whether an individual has been offered
house/land in the past or not.
In addition, the filing system is not automated and doesn’t allow for such controls, consequently
creating injustice to a major part of the local community.
A closely related issue in relation to the above statement is the problem of tax/rent collection from
woreda-owned houses, Private-houses and land rent/lease. Woredas do not have a complete data
on the taxable sources and rented houses. The type and number of houses rented, the amount
taxes/rents paid and still outstanding is hardly known and documented. As a result, a lot of
revenue goes uncollected due to lack of accurate data as mentioned. Similarly, issuance of ID
cards poses tremendous difficulties due to loss and/or misplacement of Personal files. Moreover,
cross-checking and verification as to whether an individual is resident of the woreda and the
length of residency to check if the individual is eligible for ID issuance is difficult due to the poor
and disorganized filing system. In fact, there has not been much attempt in the past that sought to
explore the problems and challenges faced by Woreda offices in Addis Ababa city with regard to
information Services and management. “In all cases, the certification process is exposed to
falsification, for instance the case of birth is exposed to falsification of age, identity of the person
and their parents, and birth place.
Woreda Management system 2020
Even if churches, hospitals, and municipalities have issued birth and death certificates with
out a compulsory, permanent and continuous registration all the data have been registered
manually throughout the country. However, only the Addis Ababa City Administration
developed a local desktop application which is only deployed in the main municipaloffice to take
over the manual process.
Generally, the problems of service delivery at the Woreda administration offices in Addis Ababa
city could be put as follows:
The household registry system is inefficient and poorly organized, household registry is
fully manual.
Personal files of Woreda residences are lost or misplaced making issuance of ID cards/ birth
certificates lengthy and time taking.
Verification of whether an ID applicant fulfils the legal requirement of residing in the city for a
period of at least six months is painfully time taking and complicated. This in turn paves the way
for corruption.
The management system is Time consuming.
The population registration, house registration, ID card giving system, house Renting, land
administration and other Security Keeping mechanisms takes a lot of time.
The data handling and manipulation mechanism is not secured.
Security problem is the main problem of Woreda 6 management system. One customer can
register two times or more. Population handling system is based on the number of houses.
As a good approach a person who registered in Woreda 6 house no x cannot be registered
again by the same house number. But, if he changes location or house number, he may get
a chance for another ID .There is no cross sectional data validation mechanism. Simply, the
system uses eye witnesses to certificate the system. This situation may pave the way for
some illegal activities. The project can fill this gap by specifying some integrity rules on
the system data base.
The system is costly
The system takes a lot of hard copies and other instruments. To hold a profile of one customer the
current system consumes more than two papers. It is known that one paper costs more than 0.50
birr at the current situation and we can calculate how much the system costs to hold profile of
thousands of the people. The newly proposed system uses computers which are fast and less
Woreda Management system 2020
coasty.
In addition, some services (Which are previously customer’s task) will be added by using
computers in order to reduce cost.
Poor registration and documentation of rented and private houses
The number and type of revenue sources like rented Woreda-houses is not
well documented.
The amount of taxes from the private houses in the Woreda is not recorded
in an organized manner, i.e., the amount of taxes paid and outstanding at a particular date cannot
be easily retrieved.
In view of the fore-going discussion, the following questions deserve attention and
Immediate solution for the Woreda administration offices to be able to effectively address
the Problems mentioned.
How can the filing system in theWoreda offices be organized so that personal files can
easily be located there by avoiding misplacements or cases of lost files and the resulting
delays associated with issuance/replacement of ID cards and other similar services like
birth certificates, clearance papers, etc?
Can house rent collection be designed or automated in such a way that administrators can
easily retrieve information like number of tax/rent payers, taxes/rent payments due, total
collection, names of tax payers/renters, amount of outstanding taxes/rent payments, etc at
any particular date of a year?
How the ID card issuance system can validate customer profile in order to check the
validity of the person? This project would therefore try to get adequate responses to the
afore-mentioned questions and the problems cited here in.
Woreda Management system 2020
1.3) Objective
1.4.1)Technical feasibility
Usually new systems established in order to overcome the technical illness of the previous
system. In the same way, this system is technically big enough to be applied easily to the problem
identified in the existing system. In addition; the both hard ware and soft ware for this system are
highly available and can be owned with small cost. Therefore, it can be concluded that the system
is technically feasible.
The entire group members are expected the system to be technically feasible. The
system is going to be developed by technological development technique such as PHP,
java script, CSS. And the team has the ability to develop this system without any
difficulty since the team has studied the required methodologies and tools. So the system
will be technically feasible.
1.4.3)Economic Feasibility
1.4.3.1) Tangible benefits:benefits that are easily quantified from the conducted system are:
Fastest processing time and small amount of processing error.
Small response time And many services
Easy and fast file management.
Reduce cost for manual data management(Reduced expenses)
Easy update & retrieval on stored records
1.4.3.2) Intangible benefits: benefits from the system that area unquantifiable Are;
Better decision making
Better service to Woreda customers
Little job burden to employees of Woreda.
It helps Woreda administrators to avoid delays in service delivery, enhance service activities, and
avoid corruption and Conflicts etc. It also helps to avoid unsecure ID card giving systems and
lengthy bureaucratic procedures of ID card issuance.
The system allows the customer to get services with least cost by minimizing the amount
money waste to get the service.
The system enables the employee to perform many tasks with in a fraction of hours.
The system can give full satisfaction for customer.
Woreda Management system 2020
The system reduces data loss because of its recoverability and maintainability.
The system is fully available and reliable.
The system reduces cost by minimizing the number of employees.
1.7) Methodology
1.8.1) Schedule
Number Tasks Duration Starting day Ending day
Woreda Management system 2020
1 Requirement gathering and Analysis 15 days 15/5/2012 30/05/2012
2 Design 21 days 01/06/2012 22/06/2012
3 Implementation 16 days 23/06/2012 09/07/2012
Since the system is developed for educational purpose there is no hardware that we spent money
to buy. However, we cover all the hardware (Laptop) expenses.
Miscellaneous Cost:-
The following table lists the different miscellanies costs that we will spend in the process of the
development of the system.
Woreda Management system 2020
Material Amount price
Pen 6 30Birr
Paper 30 30 Birr
We are not spending money to by software for developing the proposed system. We
have got it from our colleagues and open sources.
Total cost
Tangible cost = hardware development cost + miscellaneous cost + software development cost
The Human knowledge that we spent to developthe system is defined in terms of money as
follows.
Therefore
CHAPTER TWO
2.) Description of the Existing System
In this section we briefly review the current system used by the Woreda administration followed
by a brief description of the problems associated with the current system and a proposed system
that aim to solve these problems. Currently, the Woreda has no automated system. In order to
register population and collect required data from the residents, officers of Woreda 06 divide the
Woreda into many segments in order to minimize the boundary they go through house to house.
The Woreda 06 assigns representative for each segment. Each segment representative has
anability and right to ask, collect, and submit the required information which is collected from the
society to the Woreda administration. The collected data have been compiled and filled in record
office of Woreda. Residence registration is the most important task and base for information to
make plan for the society. In advance, all this information gathers together helps to know the
statistical data as a whole and have contribution on the development program of the country.
Mostly, population registration helps:
To know total number of the residence.
Knowing the number of the residence has an advantage to give services
Such as:
vaccination (health service)
To safeguard the society
Aid for HIV positive people
To help poor families economically.
To know educational background of the residence
To form youth and women association based on age and sex
To collect house rent and land tax
This Woreda knows each and every member by their Identification card (ID), house number and
their segment. When a member comes to the Woreda office to get service or to attend meeting, or
any other job, he/she must be the member and he/she can register his/her name and house number
with their family member.
Woreda Management system 2020
2. 1) Activities handled by the Existing system
Providing ID card for resident whose age is 18 years or above and who lived more than 6
months.
Providing certificate by case when the resident needs and ask by writing a Paper.
Examples of cases asked by residents:
For marriage
For getting free health service from government hospitals and health Centers
For free court judgments
For land
For scholarship to foreign countries
Providing clearance for resident
In case of transfer from the Woreda to another area, the resident must
Take clearance in order to be registered
Providing /renting/ Woreda house for those who has no house
Court judgment.
Cooperating young man’s in vision of development (small micro finance model).
Facilitating professed thoughts giving system for the society.
If he/she is new comer, he /she should bring clearance from the Woreda /kebele where
he/she came from.
He/she should be above 18 years old
He/she should be neat from any terrorism/illegal activates.
CHAPTER THREE
3) PROPSED SYSTEM
The new system deals with automating the registry and datastoring system of Bole sub city
/Woreda 06. The newly proposed system is efficient in facilitating the different tasks, like register
residence, register house, give ID card, generate report and give certificate, Collect house rent and
clearance. The proposed system is also efficient in file handling system. The major thing in the
proposed system is authenticated users. Authorized users only access the system.
Unauthorized person is not allowed to access the system; they are prevented by user name and
password mechanism. In addition, the system includes inter communication mechanism. That
means, different members of the Woreda can communicate through the system through data base
based messaging mechanism.
The need to develop automated registrar system of the Woreda 06 is that the current activities of
the Woreda are time consuming due to manual system which results delay of the development of
the Woreda.
The system registers populations which are resident and new person in the Woreda. Here, after
registration for the first time the user takes temporary ID card for one year. During house
registration the proposed system identify the Woreda house and private house and give number
for ease of identification.
In an ID card issuance, the system identifies the member whether it is resident or new comer. If
the person is resident, the system asks the previous id number to give ID card. If the person is new
for the Woreda, the system registers and the person must stay at Least for 12 months to get ID
card.
The new system also gives certificate for the resident for the purpose they need. It might be birth
or marriage certificate. The system assures clearance for those who needs to transfer their
resident to another area.
The proposed system has computerized system to give automated service rather than manual
system.
Woreda Management system 2020
Registrar system incorporates: Population registering, house registering, identification
card giving, report generating, giving certificate and clearance and collecting house rent and
land tax.
The system facilitates each registration done by the Woreda.
In order to register each person, the system first checks if he/she resident. But manual help
needed.
The system gives accelerated service for all users.
The system can search required information.
The system control data of customer as needed
The system can save time for the user and customer.
It hold data base in organized manner.
It is easy to search, retrieve, update and delete.
It has security, because the user can only enter into the system by login.
In addition, the system uses session control method for more secured working environment. That
means, any person who knows the URL of a specific form cannot get it directly without login.
The system identifies the unauthorized user by the incorrect entered user name and password.
Any unauthorized person can't enter in to the system. Registrar system can manage all data base
of the Woreda. System uses back up method to handle data familiarity. System identifies
registered person and unregistered person. The system also identifies residents by their ID card.
3.2.3) Hardwareconsideration
The woreda should have desk top computers having typical storage capacity and processing
speed.
3.2.9 Documentation
The system composed of manual about how it work and maintenance guide for the default
occurred in operation.
Woreda Management system 2020
CHAPTER FOUR
4) SYSTEM MODEL
Alternative action 1. The system goes to stop after attempting more than three
times.
1. The data clerk click on register House button from main menu
2. The system displays register house form
3. The data clerk selects register kebele house
Flow of events 4. The data clerk enters necessary inputs.
5. The system updates house list
6. The system displays successfully saved message
7. The use case ends
AC1:
1. House is private owned
1.1 The Data clerk selects register private house
1.2 The clerk fills the form
1.3 The system updates house list
Alternative Case 1.4 The systems displays successful message
1.5 The use case ends..
Alternative action 1. The system display error message if guest has take clearance
Table 4.6 Use Cases for generate ID card.
6. Use case Name: Generate birth Certificate
UC6. Generate birth Certificate
Participating Actor Data clerk
Pre condition 1. The main menu form currently displayed on Screen. The Data
clerk has logged on the system and has an authorization for
searching required information
2.Register the guest residence if not
3. The guest should have been registered before
Woreda Management system 2020
4.The guest request for certificate
Flow of events 1. The Data clerk click on generate certificate button from main
menu.
2. The system displays generate certificate menu form
3. The system display to Data clerkto fill required information.
4. The system check resident or not.
5. The Data clerkprints out certificate.
6. The system saves data
7. The use case ends
Alternative cause of 1. The system forward page to register resident if not resident.
action
Post condition The certificate is generate
Table 4.7 Use Cases for generatebirth certificate
7. Use case Name: Assure Clearance
UC7. Assure Clearance
Participating Actor Data clerk
Pre condition 1.The main menu form currently displayed on Screen
The Data clerkhas logged on the system and has an authorization
for assuring clearance
2.The guest request for assuring clearance
Flow of events 1. The Data clerkclick on clearance button from main menu
2. The system responds clearance menu form
3. The Data clerkfills form
4. The system check and display
5. Data clerk prints out the field
6. The system mark on database not to assure again for the guest
7. The system saves the form
8 .The use case ends
Alternative cause of 1. The system goes to stop the resident is marked by system as
Woreda Management system 2020
action assured before.
Post condition The clearance is approved
Table 4.8 Use Cases for assure Clearance
8. Use case Name: collect house rent
user
invalid
Verify login
Attempt 3*
Display
warning
Fill data
Submit request
user
Save
user
Fill data
Check house
number
NO
YES
Save
Error message
Register resident
Fill form
Resident or not
Age<18
NO
NO Register resident
YES
Generate ID
card
Register
resident
Is resident
Or
not
NO
YES
Assured before ?
NO
Assure clearance
YES
Mark as assuured
Register house
Calculate fee
Generate receipt
Create form
Create report
Generate Report
Administrator Register
Database
Generate
Data clearck
Database