HAWASSA UNIVERSITY

INSTITUTE OF TECHNOLOGY

FACULTY OF ELECTRICAL ENGINEERING

DEPARTMENT OF ELECTRICAL AND COMPUTER ENGINEERING,

COMPUTER STREAM

SOFTWARE ENGINEERING PROJECT

PROJECT TITLE: STUDENT CLEARANCE MANAGEMENT

SYSTEM

PREPARD BY:

1. Dagim Cherinet Tech/0482/10

SUBMITTED TO

Mr. ABETO ALEMU

DATE: 28/8/21

HAWASSA, ETHIOPIA
 ABSTRACT

Clearance management system is an online system that makes students able to get clearance from
Universities. The system is aimed at reducing the amount of time and effort wasted on student’s
clearance as well as cost spent on paper by the institution. In this system students can initiate and
monitor their clearance status from any location they are therefor they are not required to travel or be
physically present. It is also aimed at developing a system for making clearance process to be fast and
effective. The designed software will serve as a more reliable and effective means of undertaking
student’s clearance and remove all forms of delay and stress as well as how to do your clearance
online. This project work made use of data collected from the University, materials and journals from
various authors.
 TABLE OF CONTENTS
CHAPTER ONE...................................................................................................................................1
INTRODUCTION.................................................................................................................................1
1.1 OVERVIEW..........................................................................................................................1
1.2 BACKGROUND OF THE STUDY......................................................................................1
1.3 STATEMENT OF PROBLEM..............................................................................................1
1.4 OBJECTIVE OF THE PROJECT...............................................................................................2
1.4.1 GENERAL OBJECTIVE.....................................................................................................2
1.4.2 SPECIFIC OBJECTIVE.......................................................................................................2
1.4 SIGNIFICANCE OF THE PROJECT...................................................................................2
1.5 SCOPE OF THE PROJECT..................................................................................................2
CHAPTER TWO...................................................................................................................................3
METHODOLOGY USED TO DESIGN THIS SYSTEM AND SYSTEM ANALYSIS......................3
2.1 Introduction.................................................................................................................................3
2.2. Data Collection...........................................................................................................................3
2.2.1 OBSERVATION..................................................................................................................3
2.3 SYSTEM ANALYSIS.................................................................................................................4
2.3.1 HAWASSA UNIVERSITY, IOT EXISTING CLEARANCE SYSTEM DESCRIPTION...4
2.3.2 ACTORS OF THE EXISTING SYSTEM............................................................................4
2.3.3 THE EXISTING SYSTEM CLEARANCE FORM PREPARATION..................................4
2.3 REQUIREMENT SPECIFICATION..........................................................................................6
2.3.1 FUNCTIONAL REQURIEMENT.......................................................................................6
2.3.2 NONFUNCTIONAL REQURIEMENT...............................................................................7
2.3.3 SYSTEM REQURIEMENT.................................................................................................7
CHAPTER THREE...............................................................................................................................7
SYSTEM MODELING.........................................................................................................................7
3.1 ESSENTIAL MODELING..........................................................................................................7
3.2 USE CASE SELECTION............................................................................................................8
3.3 USE CASE DIAGRAM..............................................................................................................9
3.3.1 ESSENTIAL USE CASE DESCRIPTIONS.........................................................................9
3.4 SEQUENCE DIAGRAM..........................................................................................................13
3.5 CLASS DIAGRAM...................................................................................................................15
3.6 Activity Diagram.......................................................................................................................16
REFERENCE..................................................................................................................................18
 CHAPTER ONE

INTRODUCTION

1.1 OVERVIEW
It is mandatory for students of an educational institution to pass a year in orderly manner. The
students usually do this through the mandatory clearance process. The clearance must be carried out
in order to verify if the student do not own anything at the university that supposed to be returned to
the appropriate body of the university. The manual process is time-consuming and stressful as the
students have to move from place to place to get their clearance document endorsed. It has also been
found to be vulnerable to fraud and other vices. This study therefore proposes a system that
overcomes the issues with manual processing.

1.2 BACKGROUND OF THE STUDY

The scope of this project is Hawassa University, IOT campus. The school has more than 4000
students that are actively enrolled. As we are living in an era of information society, nothing is done
better without computerizing and automating process. Our university, as one of the governmental
higher education institute of Ethiopia is now in progress to computerize its most activities; however
the clearance process is still manual and based on paperwork.

1.3 STATEMENT OF PROBLEM

The existing system of clearance in Hawassa University IOT is still manual and students are required
to move from office to office to complete their clearances.

The existing system has the following drawbacks:

 Students has to appear physically to different offices

 There is no way of remote request/ no online access
 Difficult to easily manage students who don’t return the equipment that borrow from the
office.
 Students has to visit offices repeatedly when officers are not available
 Most of the activities are time consuming
 Since it’s based on paper work there is additional cost for paper
 Difficult to search, retrieve, update and delete the data about the borrower of the
materials
 The absence of electronic data storing mechanism it requires huge storage space.

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1.4 OBJECTIVE OF THE PROJECT

1.4.1 GENERAL OBJECTIVE

The main objective of this project is developing automated Student Clearance system for
Hawassa University, IOT when they complete each year.

1.4.2 SPECIFIC OBJECTIVE

 To alleviate the problems and stress of travelling and queuing up of
student during clearance.
 To study the existing system
 To Know about the existing System work flow
 To analysis the existing systems problem
 Find the solution for the problem found in existing system
 Develop design model to use in clearance system
 To effectively and efficiently process students clearance

1.4 SIGNIFICANCE OF THE PROJECT

o Avoids going around the school and staffs to sign clearance forms.
o Provide convenient away to use it right from the bedroom, office or anywhere in the campus.
o Information processing is very fast and delays can be avoided.
o Minimizes delaying registration date and pay fee due to loss of Clearance form.
o It saves a lot of time.
o It is inexpensive to student, employee and school management
o It helps to easily controls the resources which are borrow to student.
o It proved more security mechanism (unauthorized person cannot approve
the Clearance).
o Information processing is very fast and delays can be avoided

1.5 SCOPE OF THE PROJECT

The introducing system, Clearance management system, which is going to be implemented for
Hawassa University, IOT will automate the operation of clearance system of the University. The
material management system is to allow the officers to lend the material and return the material. The
clearance management system is to approve or reject the clearance process for the student. When the
student request for clearance signing their information checked in the central database and approved
or rejected by the system. When the student request for approval, the system display the cleared
clearance form then the student save the approved clearance form. The students go to registrar.
Registrar prints the approved clearance form and sign on it, and then the registrar officer put the sill of
the university to the clearance paper. The students take the approved clearance form.

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 CHAPTER TWO

METHODOLOGY USED TO DESIGN THIS SYSTEM AND SYSTEM

ANALYSIS
2.1 Introduction
This Chapter gives a brief description of the methodology used to develop the proposed system. The
main methodology involves feasibility study, data collection, system analysis and design, developing
and implementing Student Database Management System. The data considered necessary to build the
system were collected and analyzed. The methodology is very important to ensure that the new
system would give benefits to the proposed learning institution.

2.2. Data Collection

The data collection tools and techniques that were used are as follows:

 Through online resources

 Through observation
 And by asking peoples who has the experience in this topic

The collected data help to identify attributes, relationships, classes, entities/objects that describe,
relate and interact with the system.

2.2.1 OBSERVATION
While I have observed the existing system, there have been improper handling of files that are too
difficult to access it, and these make the decisions invalid. The teams know the way of signing
clearance form during the end of each year, at that time I understands how much the process is tedious
and require high human power to accomplish the process. What I understand from the observation
analysis and summarized in the following manners:

What should happen… What actually happen…

Standard Operating procedure Delays in working
Properly completed documents Missed steps, unauthorized body may
sign
Efficient and timely completion of work Absence of official make delays

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2.3 SYSTEM ANALYSIS
2.3.1 HAWASSA UNIVERSITY, IOT EXISTING CLEARANCE SYSTEM DESCRIPTION
Based on the data gathering the current clearance system of the Hawassa University, IOT is a manual
one. When the students of the university leaves the university the take clearance form from registrar
and go to different office to sign clearance form. The students may sign clearance form when they
want to fill withdrawal, to take ID card for the second time, during the end of each year and finally
when they graduate and leave the university. This makes the system so tedious and time consuming.
Here, students have to visit all the clearance offices with a form for them to sign. Once these forms
are signed, it proves that the student have been cleared and validate as they return the materials they
borrowed. This process takes a lot of time to be completed and possess a lot of stress for all staff and
students involved. Before sign in the clearance form each officer first check all the property borrowed
by the student whether return or not. If that is return he/she signs in to the clearance otherwise he/she
didn’t sign in to the clearance form. In order to control the list of students who borrow the property
from the office they use document paper which contain the information about borrower and borrowed
material like name of borrower, identification number of borrower , types of borrow material etc.

In the manual system, the clearance forms are documented in a file cabinet. Each time the clearance
form is needed, a search operation is conducted on the file cabinets to locate a particular student’s
clearance form.

2.3.2 ACTORS OF THE EXISTING SYSTEM

Players represent external entities that interact with the system. Due to this we will deal only with
persons involved on those services or persons who have responsible for this work. Here are the
players involved:

 Students:-people who are getting service from the system.

 Registrar:-are persons who cleared the students at the end and where the student submits the
cleared clearance form.
 Officers:-are office workers who sign clearance form for the customers. These includes
employee at sport master office, book store office, course coordinators, library, café,
Dormitory Proctors and different officers where the student of the university sign clearance
form. They may also be any employee who works in the university and who will sign
clearance form.

2.3.3 THE EXISTING SYSTEM CLEARANCE FORM PREPARATION

Clearance form is prepared to each program for the students of the university. Each Clearance
form consists of the following thing.

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 The purpose of clearances with three options:

1. Clearance Form:-it is seasonal for the students, because the process takes places at the end of
academic year. At the end of academic year each student gets clearance from various office of the
university.
2. Withdrawal Form:-it takes places at any time in the academic year. If one student wants to leave
the university for different purpose before the end of academic year so he/she get clearance from
various office of the university.

3. ID Form: - is takes places at any time when the student want to take ID card of the university.

 Information of student includes

1. Full name
2. Id number
3. School
4. level
5. Program
6. Class/year
7. Semester
8. Last date class attend
9. Reason for withdrawal it requires only if the purpose is for withdrawal
 List of signed office

In students’ clearance system based on program, the lists of offices are different. The following table
shows some of program within respective list of sign office.

Student List of sign offices

School head
Student service
Dormitory chief
Library chief
University book store keeper
Sport master
Course coordinator
Office of student academic service
Campus security officers

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 After the students sign in each office and cleared, they go to registrar and give one piece of signed
paper and take the remaining one. Then they are cleared from any responsibilities and can go to their
home.
During signing into the clearance form

The following condition must check before sign in to the clearance form

 Each officer check whether all property borrows by the student returns to the
offices or not. While students signing the clearance form, the clearance process is done by
the hierarchy. For example they must sign in different libraries and book
store office before they go to sign in to the main libraries.
 Based on hierarchy. Upper office must check whether the lower office sign or not.

2.3 REQUIREMENT SPECIFICATION

2.3.1 FUNCTIONAL REQURIEMENT
Functional requirements describe the interactions between the system and its environment. The
environment includes the user and any other external system with which the system interacts. Students
registered by Registrar when they are the member of the university. They get user name and password
to access the system, and then logged in to the system by using the username and password they
given. After the user logged in the user fill the clearance form and click the submit button and wait for
approving the clearance. After that the approved page is displayed to the students and then students
save the approved clearance form. Then the students take saved clearance form and go to registrar to
print and sign on the clearance form. The system will approve the clearance form by typing as
approve on the specified field and the date that they take the clearance. But reject the user if there is
an office which borrowed the material and do not return that material to the office by telling as they
have a responsibilities that they must have to be complete. Registrar sign and put the seal of
university. Students take the approved clearance and go.

The project will perform the following activities:

 The systems will have ID form page to allow the student to sign for ID card recovering.
 Our system will also have withdrawal form page, that allow students to sing for withdrawal
form
 The system will also have clearance form page that allow to sing the clearance when the
student leave the university

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2.3.2 NONFUNCTIONAL REQURIEMENT
Non-Functional requirements describe user visible aspects of the system that are not designated to
the functional behavior of the system. The requirement includes from user interface, documentation,
performance characteristics, error handling and extreme conditions, Security issues.

2.3.3 SYSTEM REQURIEMENT

System requirement means the minimum required resource for the proposed system to meet the
development goal or users functional requirement. This covers the material that will consume to
accomplish the system.

 Hardware specification Processor: Intel Pentium Processor Clock speed: 2.20 GHz
Monitor: 1024 * 768 Resolution Color
Keyboard: QWERTY RAM: 1 GB Input Output Console for
interaction
 Software specification SQL Server 2008 Operating system: Windows10

CHAPTER THREE

SYSTEM MODELING
3.1 ESSENTIAL MODELING
A use case is a set of scenarios tied together by a common user goal. A scenario is a sequence of steps
describing an interaction between a user and a system. A use case describes a sequence of actions that
provide a measurable value to an actor. A use case is particular purpose that a user actually uses a
system to accomplish. A use case describes a function provided by the system that yields a visible
result for an actor.

An actor is an idealization of the external person, process or the thing interacting with the system and
subsystem or a class. An actor characterizes the interaction that the outside user may have with the
system. From the analysis of the document and the interview we undergo and as well with the group
members discussion we have identified the current system’s actors as follows:

 Student
 Officer: are different office employees who sign clearance form. Like School head,
Dormitory chief , Student service, Library , chief of circulation, University book store keeper,
Sport master, Office of the student academic service, Student Council, Campus Security
Officer,
 Registrar: are officers who administer our system, manage student’s information and
approve the student clearance at the end and take a backup to student clearance form.

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Once we identify the system user [Actors], the next thing will be to specify the various types of
functionality that the system will offer to this actors and the various functionality that they initiate
from the system.

1. Student Actor
 Fill form
 Request a special need/ask for clearing
 Submit to registrar
2. Officer
 Borrow prosperities for the students and check whether they are return or not
 After that they sign on the form and cleared the students
3. College Dean
 Check whether the course coordinator sign to the clearance form and the sign to the
clearance form if the course coordinator signs.
 Check whether the students fill coast sharing form and complete their responsibilities
 Sign and cleared the students
4. Course Coordinator:
 Check whether the students fill coast sharing form and whether the instructors
complete their responsibilities such as submitting grade report.
 Sign and cleared the students and instructors
5. Registrar
 Prepare and Distribute student clearance form
 Cleared the student clearance and take backup
6. Students Services office
 Include café and dormitory service officers
 Check whether the students return the meal card and dormitory materials
 Sign and cleared the Students

3.2 USE CASE SELECTION

The following are the use cases that included in Hawassa University, IOT Clearance system
Manage student clearance:

 Request Clearance
 Fill clearance form
 Take clearance
 Manage User account

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  Manage Property
 Check status
 Clear student
 Manage Student Information
 Check the form filled by the student

3.3 USE CASE DIAGRAM

3.3.1 ESSENTIAL USE CASE DESCRIPTIONS

Table showing Login use case description

Use case name Login ID: 1

Participating actor All system user
Any user who wants to access the system’s functionality must be
description
Authenticated and Authorized and login to the system.
The user must be already register (the user must have user name,
Entry condition
password and account type)

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 1. The user open the system
2. The user click login link
3. The system display the login page
Flow of event 4. The user enter his/her identification (user type user name and
password)
5. The user click on login button
6. The system takes the user to his/her page.
Step 5, If the identification is not correct the system display
incorrect user type, user name and password try again message
Alternative Flow of event
and the system display the login page. The system give chance to
try again.
Exit condition The system user logged in to the system

Requesting for Clearance approval use case description

Use Case Name: Request for Clearance approval ID: 2

Participating Actor Students
Students click the submit button after they fill the required
Description
information to request for clearance approval.
Student Must fill the required information on the clearance form and
Entry condition
click the submit button
1. Student login into their own page
2. Students fill the required information on the clearance
Flow of event
form
3. Students click the submit button
Exit condition Students waiting until the system say some thing

Filing clearance form use case description use case description

Use Case Name: Fill Clearance form ID: 3

Participating Actor Students
Description Students fill the clearance form on their own page
Entry condition Students must be login in to the system

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 1. Student login into their own page
2. Students click the clearance form link
Flow of event
3. The system displays the clearance form
4. Students fill the required information on the clearance form

Exit condition The required information on Clearance form Filled

Take Cleared Clearance form use case description

Use Case Name: Take cleared clearance ID: 4

Participating Actor Student
Students of HU, IOT sign Clearance online and then they take the
Description
approved clearance form
Students must sign clearance and they must approved by the system
Entry condition
and Registrar officer.
1. Students wish to sign clearance
2. Students access our system
3. Student login to their page using user name and password
4. Students Click the clearance form link
5. The system display Clearance form
6. Students Fill the clearance form
Flow of event
7. The system checks the students information in the central database
8. The system displays the cleared clearance form
9. Student save the cleared clearance form
10. Student Go to Registrar
11. Registrar Print the cleared clearance form and approve the
student clearance form
Exit condition Student take the approved clearance form

Manage student information use case description

Use Case Name: Manage Student Information ID: 5

Participating Actor Registrar
Registrar upload the student information and give user name,
Description
password and privilege to the student
Entry condition Registrar users must be login to the system to their own page.

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 1. Click record student information link
2. The system display the record student information form
Flow of event 3. The user fill the required field and click add button
4. The system validated the user input and save the data
into the database

Exit condition Student information inserted to the student information table

Description for lend book management use case it is general use case for
Record lend book Information use case description

Use case name Record lend book. ID: 6

Participating actor Book keeper
description This use case helps for Officer, to record property.
Entry condition Officer user login to the system.
1. Officer select on upload book lend student information menu.
2. The system display record form.
Flow of event 3. Officer fills required information and click upload button.
4. The system displays an acknowledgement successfully record the
information.
Step 3. If Officer enters wrong information the system display message in
Alternative Flow of order to correct wrong information.
event Step 4. If Officer enters duplicate property information the system display
“information already exist” message.
Exit condition Book information record on the system

Approving Student Clearance use case description

Use Case Name: Approving student clearance ID: 7

Participating Actor System, Registrar
The system checks the name and ID of the student on the registrar
database and approve if not exist, Registrar take the approved
Description
clearance form from the student and approve the clearance form for
the last time by putting the seal of the university and their signature.
Entry condition The Student Must be Requesting for Approving clearance
Flow of event 1. The Registrar have a database of Student and the material they borrow
2. The students login in to the system
3. Student click clearance form link

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 4. The system display student clearance Form
5. The students fill the required information in students clearance form
6. The student click the approve button
7. The system checks the student information on the
registrar Database
8. The system clears the student and displays the cleared clearance
form.
9. The Student save and print the cleared clearance
10. Students go to Registrar and cleared at the end.

Exit condition The student get cleared

3.4 SEQUENCE DIAGRAM

Sequence diagram describes interaction among classes of the HU, IOT Student Clearance
management system such as Students, officers and Registrar administrator’s terms of signing
clearance form overtime. It models the behavior of these classes within a use case.

Figure showing- Login usecase sequence diagram

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Sequence Diagram for Signing Clearance Form Use case

This sequence diagram shows the steps how the students of HU, IOT follow to sign clearance online.
To sign clearance online the student of the university must be registered and later login based on the
previous registration. The user open the system and fill the login form field , click login button, then
the system display clearance form page. Students fill the required filed on their own page and click
the submit button. The users input validated by the system and creates clearance form controller
which allow executing the users input from the database. The systems database validates the query
and returns the result to clearance form controller. Then if the users input are valid in systems
database the system display the cleared and printable page and create print controller to execute the
users command. The system user clicks the print button and takes the cleared clearance form. But if
the user’s information

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3.5 CLASS DIAGRAM
Class diagram describe our system in terms of objects, attributes, operations and relationships.
To draw the class diagram, I followed the following steps
1. describing the system functionality shortly, this helps us to identify the class
2. preparation of class responsibility collaborators[CRC]
3. identify the abstraction or class
4. identify the responsibility of each class
5. translating the responsibility of each class in to its attribute and operations needed to
perform those responsibility
6. identify the relationship between class
7. finally draw the class diagram of the system based on the above information

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3.6 Activity Diagram

Activity diagram is another important diagram in UML to describe dynamic aspects of the system.
Activity diagram is basically a flow chart to represent the flow from one activity to another activity.
The activity can be described as an operation of the system.

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 REFERENCE
 Object Oriented Software Engineering using UML, Patterns and Java Second Edition by
Bernd Burgge and Allen H.DutoitS
 Design and Implementation of Student Clearance System (A Case Study of Caritas
University)
 STAN MAGEE, CCP and LEONARD L. TRIPP Guide to software engineering
standards and specifications PART II
 Alain Abran, École de technologiesupérieureJames W. Moore, The MITRE Corp. (2004
Version) Guide to software engineering body of knowledge 2004 Version

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