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Wollega University is one of the public greater instructional organizations developed at Nekemte in 2007. It lies 331 km West of Addis Ababa at the outskirt of Nekemte town on the 150 hectares of land surrounded by evergreen forest and natural scenery of landscape, and amazing view of install Komto. At present, the University runs 47 undergraduate and 5 graduate programs in 3 various schools at Nekemte, Gimbi and Shambu towns. WU is an innovative organization and a pioneer University to present constant assessment, student focused & & active learning in the teaching-learning arena to revolutionaries the conventional approaches of mentor by promoting the communicative mentor approach and totally carrying out the continues evaluation strategy.
Today, WU is an extensive University participated in the provision of all rounded education, research and neighborhood service.
In all schools which are, Nekemt which is the primary school and shambu and Gimbi which are branch; Students should meet the proper clearance treatment at the end of each academic year or Kiremt session or upon graduation or when they withdraw or leave.
Every trainee should gather four copies of the Clearance Type from the Faculty/School Registrar System. After correctly completing such forms and getting them signed by the proper offices, the trainee needs to submit two copies to the faculty/college registrar system, and keep the third with him/her.
In university there are 9 offices which are responsible to check’s the status of an individual(clear or not) from the university resource or services these offices are pointed out below:- Department, Libraries, Food service, student service, Store keeper, Dorm room, Financing, WU Cops Station and Registrar office.
The purpose of the project entitled “Automation of Clearance management System” is to study the current system and develop a windows application that automates the clearance circulation system. In view of the fact that the existing system is manual, which is paper based, charging and discharging of clearance, keeping records of eligible users, and collecting overdue fines is a tedious work and the circulation desk assistants are tired. Moreover, this manual system makes difficult for both the desk assistants and the registrar circulation head to prepare monthly and annual report since they have to go through each and every document manually to prepare the reports.
Therefore, taking the above situations into consideration the proposed system will solve the above problems by automating the clearance circulation system in a manner that is efficient and easy to use.
The general objective of this project is to automate the existing manual system of clearance circulation for wollega university students.
The specific objectives of this project are:
A very large number of students get Clearance for many purposes.
Wolega University is one such premier institute to give such services.
The system being proposed is an automated system where all the conditions are in compatibility to the real situations, which happen in performing the operations at the institute.
The project automates the workings of the institutes operations considering all the courses.
The proposed system will be a server based application which allows different employee of the register like manager head, registrar desk assistance and Technical Processing Unit to access its features. It helps also, library workers, dormitory workers and department head to access its features .Moreover, the system will have graphical user interfaces that enable the users to interact with the system easily and friendly. In addition to these, the system will have better performance and security features and let users know errors by displaying appropriate error message.
The proposed system gives the following functions:
The system has easily manageable and user friendly interface which help users to accomplish their tasks without difficulty and therefore:
№Description of Actors
Actors: Registrar, Polies, Dormitory, Department, Library workers Description: This use case allows the above actors to log in to the system Pre-condition: The above actors must have username and password Post-condition: If the username and password are correct, the user is logged into the system Flow of Events:
The user will not be logged in and “Incorrect username or password” message will be displayed.
The user is required to re-enter the username and password [go to step 3]
Description: This use case allows the protector to store information for members of the student information. Pre-condition: The protector must be logged in to the system Post-condition: If successful, the system updates students and materials information. Flow of Events:
Alternative3 [the protector enters invalid studid and/or material information. 3.1. The material is not be updated for the student and, “invalid studid and material information” message will be displayed 3.2. The protector is required to re-enter studid and material information [go to step 3]
Actor: library workers
Description: This use case allows the library workers to check the books returns. Pre-condition: The library workers must be logged in to the system Post-condition: If successful, the system updates the book and generates “successfully updated “message. Flow of Events:
“Invalid studid” message will be displayed
The library workers is required to re-enter studid [go to step 3] Alternative5: [the student has not returned the book on the due date]
“Overdue Information” message information will be displayed and the record will not be deleted.
The library workers is required to re-enter studid [go to step 3] Alternative6: [the student has not returned then book and pay penalty]
“Report to “store management” to pay book/money is transferred to finance database” message information will be displayed and the record will be deleted
3Use Case Name: Add student
Actor: registrar record office
Description: This use case allows the registrar record office to add students Pre-condition: The registrar record office must be logged in to the system Post-condition: If successful, the system records student information. Flow of Events:
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