DEBRE BERHAN UNIVERSITY

College Of Computing
Department Of Software Engineering
DATABASE GROUP ASSIGNMENT

GROUP 3

STUDENT_NAME STUDENT_ID
1. FASILEDES SHIMELIS
2. HASSEN MUHAMED
3. YEWOYNE HAREG
4. EYOB CHIKS
5. EYERUSALE FIKADU
6. KHADER MUHAMED
7. FASIKA
8. FIRDIWEK SISAY 1510/13

SUBMITTED TO MARTA GETACHEWU Msc.

SUBMISSION DATE 18-05-2015

1. Introduction

1.1.Background

1.2.Purpose of the system

1.3.Statements of the problem

1.4.Scope of the project

1.5.Objective of the project

1.5.1. General objective

1.5.2. Specific objectives

1.6.Database Development Methodology

1.6.1. Data Sources and Collection Methods

1.6.2. Analysis and Design Methods

1.6.3. Development Tools

2. Existing System Analysis

2.1.Overview of the existing system

2.2.Problems in the existing system

2.3.The proposed systems

2.4.Functional requirements

2.5.Non –functional requirements

2.6.Feasibility analysis (budget and schedule)

12

3. Database Design

3.1.Conceptual database design of the new system

3.1.1. Entities with their description

3.1.2. Attributes with their description

3.1.3. Relationships between the entities

3.1.4. E-R diagram

3.2.Logical Database Design

3.2.1. ER-Relation Mapping

3.2.2. Validating model with Normalization

3.2.2.1.

First Normal Form (1NF)

3.2.2.2.

Second Normal form (2NF)

3.2.2.3.

Third Normal Form (3NF)

3.2.3. Relational Schema with referential Integrity after normalization

3.3.Physical database design

3.3.1. Physical design strategy

3.3.2. Database deployment details

4. Implementation and testing

4.1.1. SQL script for creating the database

4.1.2. SQL Scripts for creating the tables, view, and indexes

4.1.3. Testing

5. Reference
Introduction
Clearance is a status granted individuals, typically members of the military, university
graduates and employees of governments and their contractors, allowing them access to
classified information, i.e. state secrets. The term “clearance” is also sometimes used in
private organizations that have a formal process to vet employees for access to sensitive
information. A clearance by itself normally not sufficient to gain access; the organization
must determine that the cleared individual has a “need to know” the information. No one is
supposed to be granted access to classified information only because of rank or position, but
once a clearance is obtained, access to certain information or gain of freedom will be
granted. Debre birhan University higher educational institution that consists of many manual
and automated processes. Student Clearance (SC) is a one of the manual system with the
purpose of clearing the student from their material and infrastructures usages. Since, the SCS
is processed manually. The manual system has seven main work flow divisions such as, Book
store, Library, Faculty advisers, Faculty dean, Cafeteria, Dormitory and registrar. This works
manual which is not computerized so; we are going to develop Database for a computerized
system/the automated system called Online Student Clearance Management System
(OSCMS) for the university to solve the manual problems.

Purpose of the System

The proposed system over comes one problem done by manual system. To reduce misuse of
manpower, avoiding errors, to save time, to provide comfort clearance process for the
students and to provide insurance for the organization especially for workers who play role in
the clearance processing system.

Statements of the problem

The process of clearing students of a named Debre birhan university after the end of
academic year requires that the students must be cleared in their various departments. This
clearance processing system service currently uses manual system which creates problems.
With the existing system all the activities are performed manually to clarify the student using
process oriented methods. In order to clarify the student goes to each of the available office
such as dormitory, cafeteria, book store, library, faculty dean, department head and register.
DORMITORY: checks students building block room number; full name, ID number and
whether student return material (foam, pillow, bed) or not manually.

Cafeteria: checks student meal card with photograph and ID number.

Book store: checks student return learning material, book and modules by identifying the
student ID number manually.
Library: checks student returning borrowed books by identifying pocket ID number of the
student manually.

College dean: accept the student in the department under that college manually.

Department head: checks whether the student is the member of the department or not.

Register: checks the student whether they finished all of the other signed or not

due to this the following problems are faced:-

v There is no way to get clearance form in one office.

v Most of the activities are time consuming and stressful.

v Absence of some staff officers who sign Clearance form which leads to students
repeatedly visiting a particular office in order to sign his/her clearance form.
v Students travelling one office to the other and queuing in line to sign clearance form.
v When the Clearance form is lost it causes delaying of readmission date.
v Data redundancy &loss of data.
v Unauthorized body may sign Clearance form.
v Data recording system is not centralized or not in the modern system which is difficult.
v It takes more space because the data is stored in the form of written document.
v If the student is not clarified one of all work station or if the student is punished .The
student can clarify themselves by corruption.
v after the student finishes the clearance the student return the student clearance form to
register after time being then the register worker adjust the clearance with The student
file and sends to college .In this method  there are problem of searching.
v If the students want to clarify in the purpose of withdrawal due to health problem.  The
system does not give immediate response for a student.
Generally the above problem led the overall Clearance process let and boring Due to this it
becomes necessary for an automated clearance system to eradicate the bottle neck of the
manual system in place.

Scope of the project

This project is limited for Debre birhan University students. Currently the university
performs clearance system manually or paper based processing system. Generally the scope
of this project includes:-
 ü Our system used for DBU students.
ü The System contains all the recorded information that can be handled by
the registrar and other offices.
ü Manage students who are free from any of the university’s property and
check it that they are fulfilled the matters which the university needs from
them.
The scope of the project includes the tasks performed by the following units (as of the new
organizational structure):-
o register

o dormitory

o Librarian

o Bookstore

o Cafeteria

Clearance System for students. This is belongs to the students who needs their clearance
form. And these students may be:
– Year break
– with drawls
– graduation
– transfer to other university

Objective of the project

General objective
The general objective of this project is to develop Database for a web based clearance system
for DBU students.

Specific objectives

The specific objective of this project includes:-

ü Check students from the data base.
ü Fast data processing.
ü To  avoid the problems and stress of travel and crowding up of student during
clearance
ü To create database for reliable clearance system.
ü To create database that avoid redundancy, and inconsistency.
 ü To keep personal feelings and interest.
ü To study the existing system  and get solution for it.

Database Development Methodology

There are different methods of data collection. Among them we should use interview and
observation methods of data collections.
Data Sources and Collection Methods
· Observation: this data is collected from that we are facing problems when we
are clearance. This type of data is mainly collected from us means members of
the group.
· Interview: It’s a fact finding technique whereby we should use to collect further
information from employees through face-to-face interaction. This method
will help us to get clear, timely, and verified information in greater depth.
However interviewing employees was time consuming, and it depends on the
will of employees
· Questionnaires: t
· Document analysis: we have used document analysis data gathering method to
collect the documented information about job registration in dbu.
Analysis and Design Methods
Development Tools

Existing System Analysis

Overview of the existing system
The current clearance processing system is the manual system that needs intensive human
labor, resource, consume time, less security. Here, the student to visit all the clearance offices
with a form for them to fill and get sign by the respected offices. Once these forms are
signed, it proves that the users have been cleared. Each time the clearance form is needed, a
search operation conducted on the file cabinets to locate a particular user’s clearance form.
This manual clearance form is very boring and time consuming because for the every student
of the campus use only one registrar and the other offices that clarify the students are uses for
all student of the campus so the time for signing the clearance form is too long. This manual
clearance form is sometimes working with error as a result of some department file cabinet is
loosed from the collected cabinet, or it may be burned for some result as this time the
property of the university was not returned properly. The process of manual clearance system
is proposed as the student that take materials from the offices must be returned to clarify the
student or students are not filling the form and get sign of the registrar. Students take the form
and go to offices like librarian and book store lend book or modules for the student by taking
pocket in this pocket there is the form to filled such as student name, ID number and books
name and ID number, cafeteria also give materials for student like meal card for taking
service from university cafeteria or by taking the money for student and make them non-
cafeteria, so student should return the meal card at each semester. Dormitory service also
gives the one of essential human needs for the student like bead for taking rest and other
materials. In this manual system student should have to appear and fill the form from all
offices and take the cleared form from registrar at the end of academic year of educations.

Problems in the existing system

The proposed systems

Our system model is consists of the following individual models. These are
· The functional model: represented by use case and Scenario,

· The system object model: represented by classes and objects diagrams and

· The dynamic model:  represented by state chart, collaboration diagram and sequence
diagram based on this our new proposed system.

Functional requirements
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.
Output related requirements: - The system takes in an input to perform or to process some
function in order to produce an output based on the given input.
Storage related requirements: - The system developed by using MySQL database server
which used to store all the students information like cleared students and the current available
students information to be cleared.

In generally the functional requirements of the system are:

v Clear students with his or her necessary information.

v Search student’s information by using his or her id

 v Handle Material lend student information.

v Handle property information

Non –functional requirements

They are a set of specifications that describe the system’s operation capabilities and
constraints and attempt to improve its functionality. These are basically the requirements that
outline how well it will operate including things like
·Performance
·Security

·Efficiency

·Service

·Robustness

·Usability

·consistency

·Security control

Database Design
Conceptual database design of the new system
Entities with their description
Attributes with their description
Relationships between the entities
E-R diagram
Feasibility analysis (budget and schedule)