1 Introduction

1.1 Background of the study

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. From the major activities in
the university one is that clearing the students and employees in time of
leaving the school for higher level education, drop out of school, fired
from job. This process is called as clearance. Somebody without
clearance is not considered as was a university member. And as a result
he/she may face a problem regarding consideration.

WKU university started clearing its members as the university

started work since 2004 E.C. until now it is running manually having
money performance problems.

Now we as an information system graduate we are going to

automate this clearance system by developing web based application
which enables the job done in easier way, and short while anywhere in
the compass.

Abstract (project summary)

This paper presents a case study highlighting the practices for designing
and developing a web based clearance system. We are developing an
automated clearance system for Wolkite University. The system
requirements determined by interviewing and direct observation of
stakeholders. A formalized specification of the requirements employing
use case diagrams and will coded using asp.net.
2 Identifying Stakeholders and potential user
Stakeholders of the project
These project is significant for the whole organization by implementing efficient
web application. The following clients are the direct beneficial body.

I. Students and employees: these clients are the primary beneficiary body due
the system minimizes their time, power and cost to be cleared from the
university and creates fast, reliable and workless environment.
II. The university: since the system saves much more time and stationary
resources and creates paper and errorless environment the university is
beneficiary from our project.
III. The developer: we as a developer will get good grade and develop project
development skills and know how to solve real world problems.

Potential users of the project

Any system must have users to address its objectives. User is the main entity of
system as system is deliverable to users. There are money players/ actors in the
existing system having different roles for clearing those students and employees.
About 27 actors for employees and 10 actors for students having the same activity
to clear customers i.e. check and signing on the form. They are listed as follows

The employee
Guarantee
HRM head
Immediate boss
Circulation assistant one
Circulation assistant two
 Circulation assistant three
Library and informative directorate
Accountant
Cashier
Finance manager
Microfinance
Financial directorate
Store keeper one
Store keeper two
Store keeper three
Vice directorate
Students dean
Social service manager
Research directorate
ICT directorate
Vice academic president
Administrative nice manager
Auditor
Lawyer
HRM officer
HRM directorate
Student
Department head
College /academic dean
Cafeteria, chief
Library, chief of circulation
College bookstore keeper
Sport manager
Dormitory chief
Registrar

Stakeholders ideas
The one and we would not like to pass without writing is the
strength of the manual system is that they check the properties
they give in time of return to identify whether they are well or
damaged
As of manually processing the current clearance system has many
bottlenecks to get what clearance needs to be outputted. Some of the
deficiencies are described as follows:

Performance:
Long time for single clearance
Absence of some key officials
Unnecessary officials act us necessary.

Input:
Duplicated clearance form can be processed

Security and control:

No guaranty that one cannot sign for others.

Efficiency:
One clearance can take a time of three four clearances.

Recovery:
No mean to recover in time of lost

expectations/ gathering requirements of the project

The expected outcome of our system is that a clearance system in which
users can get their clearance at one place in short while without any
scarification.
To reduce man power for each staff to clear students and
employees.
To create paperless environment.
 Fast access of clients information
Avoiding clients to go each staff which need not to go.
To enable authorities, clear many clients at one time
To enable clients, print clearance at any time
To recover clearance in time of lost
To prepare report at time of needed
To keep track of clearance data. i.e. database

Questionnaire
Below are questions that will enable us a system for the
ease of student clearance system. Please fill with all
sanctity.
1. Sex
o Male
o Female
2. How long ago did you graduate from Wolkite
university?
o 1-5 Years Ago
o 6-10 Years Ago
o Other (please specify)
3. Rate The Present Clearance System On a Scale 1-10?
o 1
o 2
o 3
o 4
o 5
4. Do You Consider It Cumbersome and Time
Consuming?
o Yes
o No
5. How Long Did It Take You to Complete Your Clearance
Process?
o Hours
 o Few Days
o A Week
6. Did You Always Meet the Officials at Their Offices?
o Yes
o No
7. What Do You Think of an Online Implementation of
the Clearance Process?
o =================================
=================================
=================================
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8. Do You Think This System Will Eliminate Stress On
Students & Units Involved?
o Yes
o No
o Other (please specify)

Major tasks involved project

Input
Our system takes inputs as much as possible easily the user can use such as excel,
email, forms menus and dialogues.

Process
The proposed system processes the given input as expected to the desired output.
Some of the processes are:

Register users of the system

Process clearance
Accuse employees and students
Process reports
Process back up
Enable searching easier
 Output
The proposed system gives the desired output in an easy interacting way having
searchable, filterable and group able elements. Of them:

Enable students leaving the university without any paper

Enable the students to register the next year without their clearance paper.
Enable students and employees to see their status.
Customizable output for the registrar and the HRM heads

Storage
We will take care of the data and outputs to be stored on the database, on
a backup device and any other storage devices. Further to these our
system will have an auto recover system.
Allocating functions to the Tasks

Recording of design decisions

The proposed system will have authentication system for
different levels of user, but it is not including the students
Database shows the information of every student.
In the DATABASE information of every student is stored.
Allow user to request student clearance report.
Allow user to store students fault in the database.
 The proposed system will add data from different user of the
system to the DB
User can work on the system after login and entering the ID
and PASSWORD.
User is given a unique ID and PASSWORD.
Modify student data: modify the database if there is any
change in the student file.
The proposed system will search the student file from the
database during generating clearance report process.
The admin has the right to access all the student fault record
The proposed system will manage student fault record.
The proposed system will search item from the database.
The proposed system will notify which student is no clear
according to the clearance rule.
The proposed system will generate clearance report.
The system must perform the edit, update, delete and insert
operations in the database of student fault recorded on it.
The system must allow user to Search the students
information regarding with, there clearance.
The system must allow user to print the student clearance
report.
The system allow user to access database of different user
online.
Providing users guide manual how to work with the system
friendly.

Conforming the design

 Implementation
User Prototypes
User interface (navigation paths and screen mockups)

User interface diagram is used for how the user will interact with the system for
a particular scenario and also the paths from one menu to another form.
Home page
Login page
Student page
Search page
Admin page
Evaluation feedback
Conclusion
Research and development are continuing processes;
these is same for computer and software development
However the effectiveness and efficiency of this new
system provide room for further improvement. As early
mentioned some of the objectives of these project was
not actualized due to some limitations. So these objective
could be improved upon the outline clearance system
developed will offer greater opportunity in school
management. All transactions and payment with regards
to students clearance can be carried out online.

Reference