Authomated Clearance System

Topics: Login, User, Unified Modeling Language Pages: 12 (3064 words) Published: January 22, 2013
Chapter two

1. Introduction
1.1 Background
Wollega University is one of the public higher educational institutions established at Nekemte in 2007. It is located 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 spectacular view of mount Komto. At present, the University runs 47 undergraduate and 5 graduate programs in three different campuses at Nekemte, Gimbi and Shambu towns. WU is an innovative institution and a pioneer University to introduce continuous assessment, student centered & active learning in the teaching-learning arena to revolutionaries the traditional methods of teaching by promoting the communicative teaching approach and fully implementing the continues assessment technique. Today, WU is a comprehensive University engaged in the provision of all rounded education, research and community service.

In all campuses which are, Nekemt which is the main campus and shambu and Gimbi which are branch; Students should fulfill the proper clearance procedure at the end of each academic year or Kiremt session or upon graduation or when they withdraw or drop out. Every student must collect four copies of the Clearance Form from the Faculty/School Registrar Unit. After properly completing such forms and getting them signed by the appropriate offices, the student must submit two copies to the faculty/college registrar unit, and keep the third with him/her.

In university there are 9 offices which are responsible to check’s the status of a person(clear or not) from the university resource or services these offices are mentioned below:- Department, Libraries, Food service, student service, Store keeper, Dormitory, Finance, WU Police Station and Registrar office.

1.2 Purpose of the project
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.

1.3 Objective of the project

A. General Objective

The general objective of this project is to automate the existing manual system of clearance circulation for wollega university students.

B. Specific objectives

The specific objectives of this project are:
* To automate the manual registration of members.
* To automate generation reports about members.
* To automate works of clearance.
* To provide efficient renewal of clearance services
* To automate updating of clearance and members information .

1.4 Scope of the project
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.

2. Proposed System
2.1 Overview
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...
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