DILLA UNIVERSITY

DILLA UNIVERSTY
School of Mathematics and
Computer science

ProgramComputer Science
TITLE Dilla university
property administration

Practical Attachment
GROUP MEMBERS
No. Student’s name ID
1. Meron Teshome RCS 034/08
2. Tigist Korsa RCS 048/08
3. Zeyneba Ahmed RCS 055/08

Advisor: - Mr. Mesay.A (MSc.)

June 2012
Dilla, Ethiopia
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Contents page

1. Introduction ............................................................................................................................................... 1
1.1Back ground ......................................................................................................................................... 1
1.2 Activities of the organization .............................................................................................................. 2
1.3 Problem of the activity ........................................................................................................................ 3
1.4 Proposing solution for the problems ................................................................................................... 4
1.4 Feedback of the proposed solution...................................................................................................... 4
2. Activities done by the students during practical attachment ..................................................................... 4
3. Problem faced in practical attachment ...................................................................................................... 5
4. Opportunities............................................................................................................................................. 5
5. Conclusion and recommendation .............................................................................................................. 6
5.1. Conclusions ........................................................................................................................................ 6
5.2. Recommendation ............................................................................................................................... 6

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1. Introduction
1.1Back ground
Property Administration of Dilla university was established in October 28,
1989E.C by having mission of “properly managing and controlling every property
of the University to facilitate the education process run inside the University”.
During the establishment of this department properties were managed and all
activities were done by one person due tothis, it was difficult for controlling and
managing properties of the university, balancing inflow and outflow properties.
There was one store for storing non-exhausting and exhausting goods except
books. Even if there is change through time there is still problem. The system still
uses manual and partially Microsoft access.

As we mention in the above this department is found in Dilla University.

Dilla University is one of governmental higher educational institute in Ethiopia. It
is located in the Southern Nations Nationalities and Peoples Regional (SNNPR)
State in an area widely known by its coffee production called Gedio Zone in Dilla
town. It is about 369km far away from Addis Ababa to the southern direction and
about 98km far from Hawassa, the capital city of SNNPR state.

Dilla University was established in 1989e.c. it was first established as college

of teachers’ education and healthsciences. Then called Debub University after
joining with Hawassa College of Agriculture and Wondo Genet College of
Forestry. It work for five years with those colleges and became university called
Dilla University in 1999E.C.

Dilla University is also one of five Universities of Ethiopia which firstly

implement the Business Processing and Reengineering (BPR) policy to examine
the merits and demerits of this policy and today it fully implemented this policy in
its administrative system and academic curriculum.

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 1.2Activities of the organization
Dilla university property administration has a lot of services that it will give for the
members of the university. Activities like such as storing goods, registering inflow
and out flow goods, categorizing goods and assigning identification numbers,
calculating inflow and out flow balance, preparing user profile.

ACTIVITIES INPUT PROCESS OUTPUT

1 Purchasing Goods the store keeper received Goods received
goods goods from the purchaser

2 Storing goods Goods When the goods are inflow,
first they arrive at store
3 Registration of Inflow goods After the store keeper received
inflow goods goods from the purchaser and
stamp on the receipt, the
purchaser gives the receipt to
the recorder.
4 Registration of Outflow This is done during the user
outflow goods goods request for goods after he/she
fill all required things on model
20 and approved by the
department head then it will
present to the recorder.
Inflow and out flow
goods stored
Register the goods on
model 19.
If the goods are
available then he/she
register all information
about the goods on
model 22 and sign on
model 20 on the space
provided to him/her.
Finally the head of PA
approve the request and
the user receives the
requested properties or
goods from the store.

5 Categorizing Goods After the inflow goods are Writing the

good and registered on model 19 property identification number
assigning expert controller will and categorical number
identification categories the goods on their on the goods
numbers type

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6 Preparing user proposal property expert control collect Prepare user profile that
profile all record of each user is useful for ensuring
whether the user is clear
or not.
7 Calculating Goods Recorder and Store keeper record the amount of
inflow and calculate the difference goods left in the store
outflow between inflow and outflow
balance goods.

1.3 Problem of the activity

Dilla property administration is still using manualsystem. Due to this it
phasesdifferent problems. Among them there is

 Shortageof immediate information storage about different property

inside the university.
 Shortage of immediate generation of report about the property.
 Immediate data retrievals.
 Lack of data security.
 Updating record about the property.
 Difficulties of controlling the inflowthe property.
 Difficulties of controlling the outflow ofthe property.

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 1.4 Proposing solution for the problems
As we are computer science students we recognize them to use their system
automatically which is mean computerized rather than manual, to solve the
problems which are seen in manual system .to change their method of storing data.
Those are some solution we suggest to them

 Making the system secure

 Minimizing the time usage
 Minimizing man power requirement
 To make the system to update records

Those some lists will do only if the system changes from manual to automate
(from paper to computerize). Our group members propose automating the
system for better use and controlling property.

1.4Feedback of the proposed solution

Based on our proposed system we discussed with staff members and manager
of the organization about making the system computerized rather than manual
system.At the first time they are not accept our idea but we try to give awareness
about computerized system and software .Finallythey expressed their feeling about
our proposed system and their willingness to use the software in the future.
Because the proposed software will decrease the load of the organization such as to
store large number of data and to retrieve the required data, all problems we listed
above.

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2.Activities done by the students during practical attachment
Because the time given to us for practical attachment is to short and since we
have a lot of work loads we didn’t done as we want. But there is an activities done
by our group members like
 Installing antivirus.
 Formatting the computers.
 Installing software which we think will help them.
 Helping them by encoding data to access.
 Introducing them with sql query language to store the data rather than
access we try to push them to use it even if they don’t accept us to use
the language.

3. Problem faced in practical attachment

The major problem our group faced during practical attachment is time problem,
because the time allocated for practical attachment is to short we didn’t work on
organization which may help or introduce us from real world. The time we chose
to do the attachment mismatch with lab class even regular classes. Sometimes
staff members in the office are not available during the time we go. Currently the
office is not doing series sly because as they inform us they work hardly in the
summer because budget will allocate in summer, departments or other clients can
ask property’s and budget will assigned during summer this became one of the
problem for us to work in the office not only us but also the staff members. Those
were major problems during our practical attachment.

4. Opportunities
Even if the time to do the attachment is not enough, we get some kind of
opportunities from practical attachment like understanding how the real world is
working, how to work with peoples, how we will work after graduation related
with our filed, how we will solve problems. For sure we may get so many
opportunities if it was in summer time or when there was no such load on us.

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5. Conclusion and recommendation
5.1. Conclusions
Generally our group member has done installing software’s as major work and
helping them by encoding their data which were in manual form. The software’s
we install make their system to be fast a little bit;for sure it will be helpful if we
have much time to work with them. The proposed system will also minimize their
work load and make more secure.

Finally we conclude that the property administration system will be taken us a

means for property administration office to deliver efficient and effective report
generating and good record registration.

5.2. Recommendation
Our group members recommended it will be good if they change the way they
store data, the whole system to be computerized, to make the system centralized to
have

 More secured system

 To have immediate data retrieval
 To reduce human power
 To minimize time consumption
 To have more easy way of controlling goods
 Generating report