CHAPTER ONE

1 Introduction
Now days the world is in a rapid growth both in the way how problems have been solved
in a manner that doesn’t cost human labor and resource.
As computer science we believe that the basis for wining business competition is shifting
the day to day manual operation of the organization into computer based system but it is true
that the majority enterprises that is found in Ethiopia does not use computer base system as a
result we can be a witness for the problem occurred due to the manual system they use and
the time it take to perform the day to day operation.
When we take 04 kebele in Debre Birhan town, all its operation performed by manually
because of this, there is a problem on that 04 kebele.
Finally by observing this problem we are motivated to convert manual system in to
computerized system.

1.1 Organizational Background

Currently local government administration is organized in such a way that all public
services are efficiently handled at kebele level which is the lowest administrative organ.
Accordingly kebeles are empower to handle almost all service like record file ,preparation of ID
card, marriage certificate collection of land rent/taxes, land owner ship licensing and transfer
of property etc.
The establishment of Debre Birhan 04 kebele was around 1965 e.c in Debre Birhan
town. Debre Birhan 04 kebele is located 120 km north of Addis Abeba; started working at the
regime called “edget behbret zemecha”.It was established for the purpose of providing service
for the community. It was the governmental organization administered and supervised by
woreda. Employees of the kebele are elected by the community if they are actively participating
in kebele issues and meeting.
At present the main services provided by the kebele are solve the problem of the people
as a result society has benefited from such an arrangement as most services are brought a
closer to the community.

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 1.2 Organizational structure
The organizational structure describes the structure of kebele 04.

1.3 Statement of the Problem

There are a lot of problems around the existing system. That is why we are going to
develop the new automated system.
Some of the problems they faced are: problem of data collection, data storage integrity, high
space coverage of data, and loss of data because of data movement throughout the process
and the other thing is that customer is not satisfied with the service.
Let’s define some of the problem as we have been understood. Unorganized flow of
information mean’s that there is no confidentiality on the customer’s data to keep, distribute,
and rotate around the office.
Some customer’s lost their identification card which makes it difficult to search out the
customer’s data. As we have seen on site observation into put records (folders) of customer’s
takes a huge amount of place around one room is reserved to keep customer’s record this also
creates a problem to the kebele. Additionally 04 kebele have the following problems:
 Poor registration and documentation.
 Personal file of kebele residence are lost or misplaced.
 Recording system is exposed to damage.

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 1.4 Objective of the project

1.4.1 General Objective

The general objective of this project is to improve the recording system of 04 kebele
administration in order to provide fast and reliable service to the customer.

1.4.2 Specific objectives

For the purpose of achieving the above objective the following specific objectives are identified
Assess the present working system in the present record office system.
Study and analyze the existing system.
Identify problems of the existing system.
Suggest alternative solution to address the existing problem.
Design a database in order to address the problem related to recording system of the
kebele.
Identify and assess the major problems related to the service delivery mechanism at 04
kebele.
Make data transfer and communication fast.
Reduce customer’s up’s and down’s.
Prevent loss of data.
Provide advanced method of generating report.
Save cost, time and manpower

1.5 Feasibility study

Feasibility study is a preliminary study undertaken to determine and document a
project's practicality. We can say our project which is desk top application for kebele 04
is feasible because it can partially fulfill all the requirement of good software
development which are economic, technical and operational feasibility.

1.5.1 Economic Feasibility

The proposed system is economically feasible; its benefit should be observed later in
the long run of working environment.

1.5.2 Technical Feasibility

Based on the general study of the project the current technology motivates in order
to meet the proposed system objectives. Therefore it can be conclude that the system is
technically feasible.

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1.5.3 Operational Feasibility
The proposed system may take time to be fully operational and it requires
consistent support and training to the users of the proposed system.

1.5.4 Schedule Feasibility

Project phases Month

November December February March April May June
Proposal

Requirement
analysis
Design

Implementation

Presentation

1.5.5 Political Feasibility

The proposed systems that will be developed agree with government. The system is
free from any legal and contractual risks.

1.6 Significance of the Project

The significance of this project is primarily to improve the manual recording system into
computerized system. In order to solve the existing problems such as data recording, keeping
and data flow. In the current record keeping office of kebele 04 they have problem of on the
bulk storage loss of data, privacy and accuracy will be solved. The data transfer problem like
from one department to the other will be fast and accurate.
Generally, the project aims at improving the management and service provision at 04
Kebele. It helps kebele administrators to avoid delays in service delivery.

1.7 Motivation

The reason that we motivate to do this project is that by understanding the importance
of using computerized system for any organization. On the other hand, as graduating students
this kind of project that requires application of the courses that we studied from the beginning

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till now . This will helps us to know more about the courses and how they are practiced in the
real world. Therefore, we are going to develop this desktop application to kebele 04, by
observing and analyzing problems that are faced in the daily activities of the kebele 04.

1.8 Beneficiaries

The major beneficiaries of the proposed system can be seen in three aspects:
 Kebele 04– by having computerized system to facilitate the service. Also it will have a
secure system.
 Customers –users can get fast services. These will reduce the time and effort as well as
the outgoing of the customers.
 Developers – we will also be benefited from the project.

Some of the benefits are:

 We are exercising different ways of information gathering.
 We are having detailed information about how the kebele operates.
 We are experiencing how to communicate with community and
employee of the kebele as professional developer.
 We will also know that how to develop a software.

1.9 System Analysis and Design Techniques

During the analysis of the project the team has applied and used object oriented
analysis and object oriented design. Because object-oriented approach combines data and
processes to give a method into a single entity called object. The goal of object-oriented
approach is to make system elements more reusable .This improves quality and productivity of
system analysis and design.
To understand and express the essential and interesting features of an application in the
complex real world, an object-oriented model is built around objects. An object encapsulates
both data and behavior, implying that system analysts can use the object-oriented approach for
both data modeling and process modeling.
In the analysis phase, we uses use case diagram, sequence diagram, analysis level class
diagram, activity diagram and user interface prototype, in the design phase, the project team
uses design level class diagram collaboration diagram state chart diagram, deployment diagram
and component diagram.
The Unified Modeling Language (UML) is an object-oriented language for specifying,
constructing, and documenting the artifacts of software systems. Because UML uses simple,

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intuitive notation, non-programmers can also understand UML models. Developers and
customers can easily understand a UML diagram.
The UML notation is useful for graphically depicting object-oriented analysis and design
models.

1.10 Tools used in the project

In the analysis, design and implementation of the project, the team uses the following front end
and back end software which are used for developing the proposed system.
 Microsoft office
 UML
 Microsoft visual studio 2008(C#)
 Microsoft SQL server

1.11 Fact Finding Techniques

In those techniques we used to study the current system includes observation, interview
and document analysis. The main source of data for this project is office of Kebele 04.

1.11.1 Interviewing
It is the primary technique used to elicit the necessary information from chairman of
kebele 04 who takes the responsibility to manage kebele 04. A record keeper also gives us
valuable information about the overall activity they perform, concerning on registration, the
procedure that a customer follows to be registered, readmit and how to give information.

1.11.2 Observation
Site visiting was made to support the interview done with aim to understand the time
requirement in retrieving the customer record from shelves, the in and out movement of
record , to know the record arrangement and presentation and assess the whole working
process of the system and to identify problems in relation to the record management process.
The team member observes in the kebele 04 the method used to add (resister), update,
retrieve and store customer’s information in every office. In record keeping office the
arrangement of the customer’s file is arranged aphetically by name. Also customer’s file is
placed on shelf in alphabetical order.

1.11.3 Questionnaires
In the method of data gathering we prepared questionnaires for analyzing the kebele’s
working process so as to understand the current system architecture of the kebele. Some of
the questionnaires are the following:

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 How people or customers get resident registration?
How people get identification card?
What is the organizational structure

1.11.4 Document analysis

These are information containing material about the organization, working practice
the organization and so on. The method they are using currently has vital role to easily analyze
the existing system. Each office has forms used to accomplish the tasks that are intended to
work. In record keeping office the forms are used for registering readmitting, updating
customer’s information’s. The kebele uses different forms to provide the required service for
customers and each offices communication office.

1.12 Scope and Limitation of the Project

The scope the project is limited to solve kebele 04 .taking kebele 04 problem as a case,
our project attempts to address the problems associated. The member offered to design a
system that could be applicable to any kebele administration office.
The project focused in
 Retrieval of information from kebele’s database
 Registration of kebele 04 residents
 Preparation of identification card to residents of the kebele 04
 Preparation or generation report
 Preparation of clearance for resident when they need
 Scanning customer application storing into customers profile

The limitation of our project includes

 Registration of houses private house in the kebele and the generation or

assignment of house-numbers
 Land administration and tax collection
 Water and electricity
 Other manual works
 Collecting Kebele house rent

1.13 Tasks of the Team Members in the Project

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Name of the team members Task(s)

Abrah Requirement analysis and gathering

a Gebregzieabher
Kal Planning
kidan Zegeye
M Implementing
esay Aschalew
Sen Designing
ait Kiros
Solomo Requirement analysis and gathering
n Hailemichael
W Testing
eyni Fitsum

1.14 Project Team Organization

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 The project team consist six fourth year student in the department of computer
science Debre Birhan University working with an advice. The kebele 04 administrative
body, the kebele record office (clerks) and other advisory individuals (instructors)

CHAPTER TWO

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2 BUSINESS AREA ANALYSIS ANDREQUIREMENT DEFINITION

2.1 Introduction
This chapter describes the existing system. In this, it represents why it is important to
describe the existing system, players in the existing system general work flow in record office as
well as administrative staff. In addition to this the business rule is identified, practice to be
presented, document in the existing system, report generated in the existing system,
alternative solutions suggested to overcome existing system, the proposed system and user
interface prototype.

2.2 Description of the existing system

This helps in:-
Knowing the total number of residents.
Identifying the number of residents who need services.
Supporting Peoples affected with AIDS.
Helping poor families (by finance & material).
Supporting educational development in the kebele.
Organizing youth and women associations based on age.
Collecting house rent and land tax.

2.3 Activities Provided by the Existing System

2.3.1 Resident registration
 Applicants submit an application to kebele chairman.
 The chairman checks whether the application is valid or not.
 If the application is valid the chairman gives a form to fill.
 Then the chairman checks the form filled by the applicant.
 Finally the applicant is registered.

2.3.2 Giving identification card by filling the prepared form

 Applicant brings application.
 The chairman checks the validity of the application.
 Then the applicant will be assigned to record office
 Then the record office check whether the applicant is the member of the kebele
04 or not.
 If the applicant is resident the record officer gives a form to fill and the applicant
fill that form.
 Then the applicant pays to get identification card.

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  Finally the applicant gets the identification card from the kebele 04.

2.3.3 Preparing clearance for resident

Applicant brings application.

The chairman checks the identification card of the applicant.
The chairman will check is that person paid house rent, power rent and water
rent.
Then the applicant gets clearances if he paid.
The record officer takes identification card of person and attach into the profile.

2.3.4 Receiving rent price for kebele houses

 Announce to pay house rent price to the people.

 The cashier collect‘s rent price of the house.
 Then cashier gives receipt to the customer.
 Place the copy of receipt on the cabinet.

2.4 Major Functions of the Existing System

The existing system of kebele 04 has major functionalities namely:

 Resident registration
 Giving identification card
 Giving clearances
 Collecting rent price for kebele houses
 Report generation
 Solve conflicts between neighbors
 Registration of houses private house in the kebele and the generation or
assignment of house-numbers
 Land administration and tax collection
 Water and electricity rent collection
 Other manual works

2.5 Strength and Weakness of the Existing System

Strength:
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 The community is very cooperative or voluntary for their duties performed even if
it is a tiresome duty.
Weaknesses:
1) Time dalliance to offer service.
2) Lack of data integrity.
3) High exposure to record error.
4) Difficult to handle record and retrieve customer data.
5) Backwardness of Record keeping system.
6) Lack of skilled manpower.

2.6 Player of the Existing System

Player represents anything or anyone participates in the system. This may include
people, external system. In the existing kebele system there are different players namely:
 Record keeper
 Chair man
 Assistant
 Customer
 Cashier

2.7 Business Rule Identification

Business rule are principles, requirements and polices that must be fulfilled and
obligated in order the system will function properly and effectively. Kebele 04 has its own
businesses rule to inform the customers how it facilitates the service and the type of services
which are functional used by whom. The rules have included below:
Name: TO REGISTER RESIDENT
Description: Those customers who fulfill the required qualification to register
for resident of the kebele.
Related rules:
BR1.1: customers should bring their clearance from their home town.
BR1.2: the customer should come on time.

Name: TO PREPARE CLEARANCE

Description: The customer can ask for clearance to leave there kebele.

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 Related rules:
BR3.1 Validate clearance information of the customer
Name: PREPARATION OF IDENTIFICATION CARD
Description: Customers ask identification card to get service from the kebele
and other organization.
Related rules:
BR 4.1 when customers ask for identification card customers should bring their
application, photograph and money.

2.8 Paper Document in the Existing System

In the existing system there are profile of resident in the form of paper document is
called resident’s catalog and each catalogs arranged alphabetically.

2.9 Problem in the Existing System

Problem of the existing system means some failure in the existing system that, the
kebele 04 faces during operation of service and keeping security of data.

2.9.1 Functional problem

Functional problem are problem which are the kebele faced during operation of service
for the resident. Some of the functional problems are:
 Misplacement of resident profile
 High space coverage of data
 Duration of Service is long

2.9.2 Non-functional problem

 Exposure of resident profile to rat

2.10 Practice to be preserved

Practice to be preserved means an experience to be encouraged or the strong sides of
kebele 04 during operation of services. They are:
 Supplying different consumption goods Such as sugar, soap, cooking oil,
wheat etc.
 Keeping community hygiene by organizing the residents of the kebele 04.
 Keeping the security of the community
 Solving disputes on different issues

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 2.11 Alternative solution

If the existing system use computerize recording management system

 The data will be handle correctly
 Decrease high space coverage of data
 The computerized system will be decrease high space coverage of data
 The system will have secure data recording system.

2.12 The Proposed System

The proposed system is a new system that improves some functionalities of the existing
manual system into computerized system .So we believe that, this new system almost solves
the problem of the existing system. Some of the problems to be solved in the proposed system
will be data processing, handling, retrieving, and storing.

2.13 Functional Requirement of the New System

The functional requirement are functions or features that the system must include to
satisfy the system need and to be acceptable by the user. The functional requirements for the
new system that will replace the existing system include:

 When the employee or the database administrator comes to the

system, the system should be authenticating them perfectly.
 When a new customer comes to the kebele, the system should be able
to register all necessary about the new customer.
 When a specific customer record is necessary, then the system should
be able to search his information by using his identity card number or
house number.
 When the data of specific customer want to be updated, a system
should be able to do that updating.
 When an employee of the kebele leaves the job the system should be
able to update employee’s user name and password.
 The system should be able to prepare identification card.
 The system should provide user authentication.
 The system able to generate report.
 The system should scan and store application (personal cases) when
needed.

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 2.14 Non-functional requirement of the new system

User friendly/system interface: The system interface that will be developed must be
interactive and easily understandable.
Response time: During the time of accessing the system the response time will be short.
Reliable: The data or information which is retrieved from the system is accurate (required), in
deserved time.
Compatible: This enables the system to install wherever.
Database size: if the flow of customer increases in the kebele, has no significant effect on the
size of database.
Security: Adding deleting, retrieving and updating information of the customer is not allowed
for unauthorized users. Only certain activities are permitted for authorized once (Controlled) by
the system.
System modification: Whenever modification is necessary the system should support such
process.
Physical environment: We implement the system using networking and we can easily, insert,
delete, retrieve, update, store, central database reside under the server. Backup can be taken
through secondary storage.
Quality issue: The quality of our system is going to be determined from the output gained by
applying such kind of activity
Maintenance: This part of the system answers the questions that arise due to some kind of
problem. So the system should be easily maintainable.
Manageability: The system takes higher control in managing each and every activity
performed in it including generating report.

CHAPTER THREE

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3 ANALYSIS AND DELIVERABLES OF THE NEW SYSTEM

3.1 Introductions

Analysis is the separation and splitting of complex system to its different subsystem. The
purpose of analysis in system development process is to understand the problem that an
existing system currently faces, to understand the properties of the problem and the system
itself, to decide what the existing should do or should not do, to ascertain that the system
satisfies the needs and requirements of users etc. This chapter presents analysis and
deliverable of the new system using context diagram, use case diagram, sequence diagram,
analysis level diagram, and class and activity diagram and user interface prototype of a system.

3.2 Context Diagram of the System

Context diagram depicts the input and output between system and interaction of the
system with inside and outside the world.

3.3 Use Case Diagram of the System

3.3.1 Actors
Actors are external factors that interact with the system. Who is using the system,
affected by and affects the system. Groups are needed by the system to perform its function is
called actor. Based on this the following actors are identified:
 Record keeper
 Chair man
 Cashier
 System
 Administrator

3.3.2 System Use Case

A use case is an interaction between users and a system. It captures the goal of the
users and the responsibility the system to its users. It is the functionality of the system or the
service provided by the system. Based on the analysis made the following use cases are
identified for kebele 04 record system.

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 3.4 Description of Actors and Use case
Use case Name: Login
Use case ID: UC01
Description: Validates the user to enter to the system
Participating actor: Chair man, record keeper, cashier.
Precondition: The actor must have valid user name and password.
Flow of events:
1. The actor starts up the system.
2. The system displays the login dialog box.
3. The actor fills the username and password submits by click login
button.
4. The system checks the login information valid or not.
5. The system displays user window.
6. The use case ends.
Alternate actions:
1. The entered username and password is not valid.
2. The system display the invalidity of username and password

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 3. The system informs the user to reenter username and password up to
3 trials.
4. The use case resumes at step 3 of flow of events.
5. Use case ends.
Post condition: The user log in to the system.

Use case Name: Register Resident

Use case ID: UC02
Participating actor: Record keeper
Precondition: The record keeper is logged on the system and has an authorization for
registering a Resident. The Window currently displayed on screen
Flow of events:
1. The record keeper clicks on Resident register Tab on Window.
2. The system display Resident Register form.
3. The record keeper select type of registration is owner or person under
the owner
4. The record keeper inputs necessary data.
5. The system verifies that the entered data is correct.
6. The system verifies that the person is registered as resident in the Kebele.
7. The system insert or add person on Resident record
8. The use case ends

Alternative case:

Alternative case A:
1. If the person is resident
2. The system inform the person is already registered
3. The use case ends

Alternative case B:
1. The system verifies that the input data is incorrect
2. The system verifies “invalid input screen “displays
3. The use case continuous at step 4 of the basic course of action
Post condition: The person registered as resident

Use case Name: Generate report

Use case ID: UC03
Participant actor: record keeper, chair man, cashier

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 Precondition: The record keeper, chair man and cashier has log on the system and an
authorization for report generating to the required body
Flow of event:
1. Actor click on the report tab from window.
2. The system responds by displaying report generation form
3. The actor selects the report type as required and date
4. The system display sample of data on list view for the actor
5. Print by clicking make print button on the for
6. The use case ends
Post condition: Report is performed

Use case Name: Give clearance

Use case ID: UC04
Participating actor: Record keeper
Precondition: The Record keeper has logged on the system and has an authorization
for clearance.

Flow of events:
1. The record keeper click on clearance Tab from main window.
2. The system display clearance preparation Form.
3. The record keeper fills form by entering house number or id card number of
person
4. The system check the filled form for customer is legal or illegal
5. The record keeper click print button to print the clearance to the person.
6. The systems automatically insert profile of individual who took clearance to
clearance table by transferring from resident table.
7. The use case ends.
Alternative case:
1. The customer is illegal.
2. The system cannot perform clearance preparation.
3. The use case ends.
Post condition: The clearance is given

Use case Name: Give ID card

Use case ID: UC05
Participating actor: Record keeper
Precondition: The record keeper has logged on the system and has an authorization
for giving ID card

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 Flow of events:
1. The record keeper click on ID card Tab from main window.
2. The system displays ID card form.
3. The record keeper fills house number of person in displayed form.
4. The click display button or enter key on house number text box.
5. The system display family profile of that house number.
6. The record keeper verifies that the person is resident or not.
7. The record keeper selects the person from the displayed family profile.
8. Then system display record data to textbox.
9. The record keeper click print button.
10. The system generates ID card number and display success message.
11. The system update person profile from not given to Id number of person.
12. Then the ID card is printed out.
13. The record keeper tells the person to pay ID card preparation to cashier.
14. Then the record keeper gives ID card to the person and tells him to get sign
and stamp from the chair man.
15. The use case ends.

Alternative case:
Alternative case A:
1. If the person is not found inside the house number of the owner
2. The record keeper tell the person you are not inside this house
number of the owner
3. The use case ends.
Alternative case B:
1. If the person age is not valid.
2. The system display age is not valid
3. Id card cannot be given
Post condition: The ID card is prepared
Use case Name: Account Create for Employees
Use case ID: UC06
Participating actor: System administrator
Precondition: The system administrator log in to the system
Flow of events:
1. Chairman, cashier and record keeper need an account
2. System administrator create account for those employee
3. System administrator tell use name and password to them

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 4. The system save the account created
Post condition: Account created for the employee
Use case Name: Payment Collection
Use case ID: UC07
Participating actor: Cashier
Precondition: person came to pay for ID card payment
Flow of events:
1. The cashier click Payment Tab from main window
2. The cashier fill all necessary fields
3. The cashier receive money from person
4. Then the cashier print the receipt to the person
5. The system save receipt number and print the receipt
6. The use case end
Post condition: Payment collection for the customer
Use case Name: Personal Case
Use case ID: UC08

Participating actor: Chairman, Record keeper

Precondition: person came with application
Flow of events:
1. The chairman sees the application first if valid or not.
2. The chairman select accept case Tab from main window.
3. The chairman scans the application.
4. The chairman save the application based on the solution has made.
5. The applicant or person case sends by the chairman to record keeper.
6. The record keeper sees the case solution and gives service to person.
7. The system saves the type of service given by record keeper.
8. The use case end.
Alternative case:

1. If the person application is not valid

2. The chairman tells the person to validate
3. The use case resumes from step 2
4. The use case ends
Post condition: Personal case can get solution

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 3.5 Sequence Diagram

Sequence diagrams are used to model the logic of usage scenarios or the description
of the potential way the system used. Sequence diagrams are a great way to validate and flesh
out the logic of use case scenarios and to document the design of the system. Kebele 04
registry and filing system has the following sequence diagram.

3.5.1 Sequence Diagram for Resident Registration

3.5.2 Sequence Diagram for clearance preparation

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3.5.3 Sequence Diagram for Prepare ID card

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3.5.4 Sequence Diagram for personal cases

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3.5.5 Sequence Diagram for Report Generation

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3.5.6 Sequence diagram for Login Windows

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 3.6 Activity diagram

Activity diagram is used to document the logic of a single operation/method, a single

use case or the flow of logic of a business process. It is equivalent to flowchart and data flow
diagram from structured development.

3.6.1 Activity Diagram for Login Form

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3.6.2 Activity Diagram for Residence Registration

3.6.3 Activity Diagram for ID card Preparation

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3.7 User interface prototype of the new system

User interface flow diagram show the relationships between the major user
interface elements .User interface flow diagrams are typically used for two
purposes.
1. They are used to model interactions that users have interaction with
the software.
2. They enable us to gain high level over view of the user interface.

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 Chapter four
4 Design deliverable of the new system
4.1 Introduction
This chapter describes the overall content of the system to be delivered to
the organization by the group members.

4.2 Class diagram design

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 4.3 Collaboration Diagram
The main task of the kebele 04 with its instances, interrelationships and the message flow
between them has been identified. System structural objects that send and receive message
were included on it.

4.3.1 Collaboration diagram for Generate Report

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4.3.2 Collaboration diagram for create account for employee

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4.3.3 Collaboration diagram for Resident Registration

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4.3.4 Collaboration diagram for Giving Clearance

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4.3.5 Collaboration diagram for Giving Id Card

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 4.4 State chart diagram

In this part the team used to model the behaviors of the objects by drawing the state
diagram. The state diagram depicts the state of objects as their attributes change from state to
the other state. State chart modeling is used to show the sequence of states that an object goes
through, the cause the transition from one state to other and the action that result from a state
change.

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 4.5 Component diagram
In this Diagram components of the system will be wired showing that there is relation
among components, management of the system, database and operation preformed on
database such issue. This in some extent show which component or object will be accessed by
whom and what type of security infrastructures it is using.

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 4.6 Deployment diagram
Deployment diagram is used to show the hard ware of the system, the software that is
installed in the hard ware and also the middleware that used to connect disparate machines to
one and another. It also show how the software and the hard ware component work together

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 4.7 Persistence diagram
Persistence modeling I used to communicate the design of the database, usually the database
to both the users and the developers. It is also used to describe the persistence data aspect of
the system.

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 4.8 User Interface Design

In this system user will communicate with it through user interface.

4.8.1 Resident registration form

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4.8.2 Report preparation form of record keeper

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4.8.3 Id card preparation form

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4.8.4 Clearance preparation form

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4.8.5 Personal case form of record keeper

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4.8.6 Cashier payment collection form

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4.8.7 Report preparation form for cashier

4.8.8 Chairman personal case form

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4.8.9 Report preparation form for chairman

4.8.10 Account change form

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4.8.11 Receipt form

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4.8.12 Id card form

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4.8.13 Administrator form

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 Chapter Five
5 Prototype development
5.1 Login Windows

In this user interface use administrator table and each user enter their user name and
password then click login button to login the main window. For instance when chairman enters
his/her username and password, if the username and password is correct the chairman login to
the main window which is contains personal case and report form.

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 5.2 Chairman windows
This user interface uses resident’s profile and personal case table. The chairman scans personal
case and gives solution to the problem. Then stores the application based on its category in the
database and prepares report.

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 5.3 Record keeper
This user interface uses Resident profile table, ID table, clearance table and personal case
table. On this user interface the record keeper can perform resident registration, preparing ID
card for resident, preparing clearance for resident and looks personal case solution given by the
chairman and perform on the given solution and finally prepares report.

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 5.4 Cashier windows
This user interface use resident profile and payment table. The cashier can perform in this user
interface the following activities: giving receipt to resident, collect money from resident and
prepare report on the collected payment.

Chapter Six
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6 Conclusion and Recommendation
6.1 Conclusion

In general the software that the team developed will benefit the Debre Birhan
Kebele 04. Some of the benefits are:-
 Speed up the service given by the Kebele04
 Provide better service to the community
 Minimize the time required to perform task
 Reducing human power and cost that are spent on the manual system
 Provide sufficient security

While developing a computerized record management system for kebele 04 we

have gained more knowledge and experience about the different phases of the software
development life-cycle, c# and other programming languages. As a computer science student
we are working together and to solve a lot of problem from kebele 04.

6.2 Recommendation

 The group members recommend kebele management to use this computerized

record management
 The team members recommend employing experts who can operate the
computerized record management system
 If there is misconception about the functionality of the computerized system of 04
kebele the management should contact with developers

From the various facts that constitute the project, the following recommendations have come
to light:

 Attention should be given to the existing practice in the design,

development and utilization of the new system
 The staffing division should have adequate computer facilities for the
introduction of the new system
 There should be a network infrastructure in order to connect the
different computers in the department
Budget should be allocated to take specific measure:
- To avoid shortage of computer hardware equipment like printer,
scanner and other
- To have standardize database

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 6.3 Appendix
Reference
To do this system starting from the requirement analysis to the implementation the group uses
the following materials.
Books
 Microsoft visual studio 2008 help index.
 YouTube video tutorial.
 Object oriented in design phase.
Glossary
 SQL: Structural Query Language
 ID: Identification Card
 UML: Unified Modeling Language
 UI: User Interface
 C#: C-sharp

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