AMBO UNIVERSITY WOLISO CAMPUS

SCHOOL OF INFORMATICS AND TECHNOLOGY

DEPARTEMENT OF INFORMATION TECHNOLOGY
AUWC ALUMNI SYSTEM
Submitted by
No. Name Id.
1. Asebe Teferi...………………RW-IT-012/10
2. Sisay Habtemariam……… RW-IT-052/10
3. Yadesa Abera…………….… RW-IT-059/10
4. Tsegaye Tadessa………….…. RW-IT-057/10
5. Yohannis Oljira………………. RW-IT-062/10

IV B.SC Information Technology

Under the guidance of Mr. Obisa
In partial fulfilment for the award of the degree of
BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

Woliso, Ethiopia
April 22, 2021
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Approval sheet

This Project document has been submitted for examination with my approval as campus advisor.

Advisor

Name Signature Date

______________________________ ________________ ___________

Department Head

Name Signature Date

____________________________ __________ ___________

Members of the Examining Board

Name Signature Date

___________________________ ____________ ___________

___________________________ ____________ ___________

___________________________ ____________ ___________

___________________________ ____________ ___________

___________________________ ____________ ___________

___________________________ ____________ ___________

___________________________ ____________ ___________

Chairman

Name___________________________Signature__________________Date_____________

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Declaration
We declare that the project report is our original work and has not been presented for a
degree in any other university.

Group Members:
1. Asebe Teferi signature__________ Date_________
2. Sisay Habtemariam signature__________ Date_________
3. Yadesa Abera signature___________ Date__________
4. Tsegaye Tadessa signature___________ Date__________
5. Yohannis Oljira signature___________ Date___________

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Acknowledgment
First of all we would like to express our special thanks to Almighty GOD who helped us
a lot in all our life. Secondly, our deepest thank goes to our Advisor Mr. Obisa for his guiding
and correcting various documents with a great attention and care. He has taken pain to go
through the project and made necessary correction as and when needed. Next we would like to
express our deepest gratitude to registrar office x for his all help and kind work in our project.

We would also like to thank all staffs in Information Technology department those who help
us in our project. Special thanks also to all our graduate friends, especially group members
Asebe Teferi, Sisay Habtemariam, Yadesa Abera, Tsegaye Tadessa, and Yohannis Oljira for
sharing the literature and valuable assistance. We would also like to convey thanks to the
Department of Information Technology for providing the computer laboratory facilities. We wish
to express our love and gratitude to our beloved families; for their confidentiality, understanding
& endless love, through the duration of our studies. Finally we want to thanks all people who
give necessary information and help us during information gathering.

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ABSTRACT
Forgery has long crept into our educational system and counterfeit certificate(s) and document(s)
have upper hand in various certificate and degrees awarding institution. Invalid studentship has
become greater than valid studentship. The need for student verification system has become
necessary to check mate and expunge invalid studentship, invalid document and invalid
certificate yielding for the authenticity of certificate and documents. This project titled “AUWC
Alumni System”. The proposed model is concerned with verifying certificates (graduate,
postgraduate) issued from Woliso Campus and processing several academic requests from the
graduated students in the future. Alumni System for Ambo University Woliso Campus
provides a comfortable communication among AUWC and outside organization(s) as nation’s
source for accurate degree data. Moreover, it will be a web based system where the users will be
provided with comfortable interfaces to interact with AUWC for their immediate requirements in
a trust worthy manner from anywhere. The system will have a great significance on the AUWC
as well as Ministry of Education in the future. This is an attempt from Ethiopians for the
Ethiopians to obliterate the counterfeit from the educational systems.

Keywords: -Alumni

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TABLE OF CONTENT Page

Declaration................................................................................................................ii
Acknowledgment.....................................................................................................iii
ABSTRACT.............................................................................................................iv
TABLE OF CONTENT Page..................v
List of Figures Page.....................................................................................vii
List of Tables Page......................................................................................viii
List of Acronyms......................................................................................................ix
CHAPTER ONE........................................................................................................1
1. Introduction...........................................................................................................1
1.1 Background of the project...................................................................................1
1.3 Statement of the problem.....................................................................................1
1.4 Objectives of the project......................................................................................3
1.4.1 General Objective...........................................................................................................................3
1.4.2 Specific Objective...........................................................................................................................3

1.5 Scope and Limitation...........................................................................................3

1.5.1 Scope of the project..........................................................................................3
1.5.2 Limitations of the project.................................................................................3
1.6 constraint.............................................................................................................4
1.7 Significance of the project...................................................................................4
1.8 Beneficiaries of the project..................................................................................4
1.9 Team Composition..............................................................................................5
1.10. Budget and activity schedule..........................................................................................................5
1.10.1 Budget schedule........................................................................................................................5
1.10.2 Activity schedule.....................................................................................................................6

CHAPTER TWO.......................................................................................................7
2. System Requirements Specification......................................................................7
2.1 Overview of the existing system.........................................................................7

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2.2 Major functions of the existing system...............................................................7

2.3 Business process of the existing system..............................................................8
2.4 Players in the existing system (Use cases and descriptions)...............................8
2.5 Business rules of existing system........................................................................9
2.6 Description of the existing system......................................................................9
2.7 SWOT Analysis of the existing system...............................................................9
2.8 Problems of the existing system.....................................................................10
2.9 Proposed system........................................................................................................................10
2.9.1 Description and purpose of the proposed system..........................................................................11

2.10 Methodology and tools...............................................................................11

2.10.1 Data collection method.................................................................................11
2.10 Hardware and software tools.........................................................................................................12
2.10.1 Hardware Tools......................................................................................................................12
2.10.2 Software Tools........................................................................................................................12

2.10.1 Functional requirements..........................................................................13

2.10.2 Non-functional requirements...................................................................14
2.11 Feasibility study..........................................................................................15
2.11.1 Technical feasibility.................................................................................15
2.11.2 Operational feasibility.............................................................................15
2.11.3 Economic feasibility................................................................................16
Chapter 3.................................................................................................................17
System Design.........................................................................................................17
3.1 Essential Use case..............................................................................................17
3.1.1 Actors Identification and Description...........................................................................................17
3.1.2 Essential Use Case Diagram and Identification............................................................................18
3.1.3 System Use Case Identification....................................................................................................19
3.1.4 System Use Case Diagram............................................................................................................20

3.2 Analysis Model..................................................................................................21

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3.2.1 System Use Case Description.......................................................................................................21

3.3 Sequence Diagram...........................................................................................................................29
3.4 Collaboration Diagram....................................................................................................................36
3.5 State Diagram..................................................................................................................................39
3.6 Conceptual Class Diagram...............................................................................................................43

3.7 Component Diagram.........................................................................................44

3.8 Deployment Class Diagram...............................................................................44

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List of Figures Page

Figure 1-Flow of activities in existing system.............................................................................................8
Figure 5-Essential Use Case Diagram.......................................................................................................20
Figure 6-System Use Case Diagram..........................................................................................................22
Figure 7-Sequence Diagram for Login......................................................................................................31
Figure 8-Sequence Diagram for Academic Service...................................................................................32
Figure 9-Sequence Diagram for approving service (for credentials from graduates).................................33
Figure 10-Sequence Diagram for verifying certificate...............................................................................34
Figure 11-Sequence Diagram for searching Graduates information from database...................................35
Figure 12-Sequence Diagram for creating account....................................................................................36
Figure 19-Collaboration diagram for login................................................................................................37
Figure 20-Collaboration Diagram for requesting service...........................................................................38
Figure 21-Collaboration Diagram for verifying certificate........................................................................39
Figure 23-State Chart Diagram for login...................................................................................................40
Figure 24-State chart Diagram for certificate verification.........................................................................41
Figure 25-State chart Diagram for request service.....................................................................................42
Figure 26-State chart Diagram for administrator page...............................................................................43
Figure 22-Conceptual Class Diagram........................................................................................................44
Figure 34-Component diagram..................................................................................................................45
Figure 35-Deployment class diagram........................................................................................................46

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List of Tables Page

Table 6-System Use Case Identification....................................................................................................21
Table 7-Description of login Use case with actor Administrator and Registrar.........................................23
Table 8-Description of Use case for Verifying request..............................................................................24
Table 9-Description of Use case for manage graduate information...........................................................25
Table 10- Description of Use case for approve verification service request..............................................27
Table 11-Description of Use case for create account.................................................................................28
Table 12-Description of Use case for change password............................................................................29
Table 13-Description of Use case for deactivate account..........................................................................30

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List of Acronyms
ACRONYM DEFINITION

AUWC Ambo University Woliso Campus

BR Business Rule
CD Compact Disk
CGPA Cumulative Grade Point Average

CSS Cascading Style Sheet

HTML Hyper Text Mark-Up Language

ID Identification Number
IT Information Technology
PC Personal Computer
PHP Hyper Text Pre-processor
SQL Structured Query Language
UC Use Case
UI User Interface
UML Unified Modelling Language
WWW World Wide Web

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CHAPTER ONE

1.1 Introduction
Alumni system is used to know whether or not the certificate provided is legal and rightly issued
for the student. In this context, it is also used to verify that a student belongs to an institution and
to confirm that he or she is properly registered in a particular department running any of the
institutions program and checking whether the student Credentials is correct even if their name is
registered and certificate is given for them. This Alumni system, is an electronic and
computerized means of verifying some ones claim of studentship or validating degree certificate
by an institution using an output clearly showing the truth or false of his or her claim.

1.2 Background of the project

Over the past decades, student document identification and verification has been a major
problem in large institutions as documents, certificate and studentship can be forged at a great
rate and easy way, using the computer negatively. Forgers fail to know that in this fast moving
world, the computer has equally served as an aid to decision making, verification and
authentication.

1.3 Statement of the problem

Now a day’s educational credential or certificate needs a verification or validation system.
But most of the organizations or companies depend on the manual system provided by the
educational institutions or Universities in order to verify their employee’s credentials. At this
time Ambo University Woliso campus does not have any computerized system to deal with
degree verification for bachelors as well as post graduate degree holders from here. Only thing is
the employer or whoever concerned needs to contact the office of registrar or academic record
office for such purposes can contact the registrar by phone call and then get the student
Credentials. Addition to this, the activity processed in existing system has drawn backs such as
taking verifying student document is manually by human. This is one of the great impacts on
Ambo University Woliso campus and also the country.

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This problem leads the system

Time consuming: - time is consumed in both organization and external user side.

Performance:-The accomplishment of a given task measured against pre-set known

standards of completeness, cost and speed.
Labor -In the existing system the number of staff required for completing the work.

On Accuracy -certificate may not precise due to human error, Load on checking
certificate.

Spending of resource-organization spends resource on material production and

distribution. It is very difficult to analyze the certificate manually therefore more staff is
required.

Exposed to different factors such as fraud certificate and corruption.

Difficulty of searching the graduated students file.

Increased illegal employee in the country.

Declined legal credentials values

Embarrassment and negative impact to the organization's reputation.

1.4 Objectives of the project

1.4.1 General Objective

The general objective of the project is to develop web based Alumni system for Ambo
University Woliso Campus.

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1.4.2 Specific Objective

The specific objectives of the project are:

1 To analysis the current existing manual system

2 To change existing manual system to web based system
3 To design alumni system
4 To test the system performance

1.5 Scope and Limitation

1.5.1 Scope of the project

The scope of this project focuses on alumni system for AUWC and authentication of documents
only for bachelor’s degree and post graduate degree.

Search the graduated students file(Save time )

check their credential of graduated(external user)
Activate organization report, manage account(administrator)
Manage graduates students information (registrar)
Verify Student File

1.5.2 Limitations of the project

Non-graduating students or any person cannot enter to the system.

If there is no power and internet connection the system is not available.

1.6 constraint
Sometimes the internet not available in the campus.

Availability of resources including software and hardware on time.

The developing tools increase cost or cost variation.

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1.7 Significance of the project

The proposed project is significant for community that Ambo University Woliso Campus and for
other another organization.The proposed project is useful for the AUWC to verify student
certificate in a simple way. After the system will complete, the organization will get the
significance from system are the following:-

Cost and time reduction.

Minimize faulty certificate.

Authenticating properly as per the privileges of the user.

Increased the speed of access or faster credential verifications.

Reduction in material usage.

Increased accuracy and availability.

Decrease time wastage.

1.8 Beneficiaries of the project

The newly proposed system has a benefit for the:

1. Any organization Staff members who need graduated student for work

2. University authorized members, especially for graduated students

1.9 Team Composition

Title: web based Alumni system for Ambo University Woliso campus

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Team composition
No. Responsibility Members Duration
1 1.Data Collection All members march 29,2021-April
8,2021
1.1 Understand project domain
1.2 methods and tools to be used
2 2.1.Requirement Analysis Sisay Habtemariam April 10,2021-
and Asebe Teferi April 18,2021
2.1.1functional requirements
2.1.2 non-functional requirements
3 System Design Sisay Habtemariam April 19,2021-April
30,2021
4 Implementation Asebe Teferi and May 10,2021-June
Sisay Habtemariam 20,2021

5 Testing All members June 21,2021-June

30,2021(may be it
depend on schedule)

Table 1- 1 Team composition for the project

1.10. Budget and activity schedule

1.10.1 Budget schedule

In order to develop this system, we need additional resources that are obtained from by our self.

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No. Resources Amount Unit/cost Price Remark

1. Laptop 1 15,000 15,000
2. Flash 16GB 450 450
3. Paper Packet 120 120
4. Printing - 200 200
5. Additional - - 100
6. Total 15,870

Table 1- 2 Budget schedule for the project

1.10.2 Activity schedule

We arrange program for finishing our task within the specified period of time. The predefined
tentative schedule that we try to specify is as shown below.

Activities March 2021

April

June
May

July
No.

1. Project proposal
2. Requirement analysis
3. System design and object design
4. Implementation and testing -

Table 1- 3 activity (work plan) schedule for the project

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CHAPTER TWO

2. System Requirements Specification

2.1 Overview of the existing system

Existing systems depend on the manual system provided by the educational institutions or
Universities in order to verify their employee’s credentials.

Any organization that need to hire Ambo University Woliso Campus graduates, they verify it
manually by checking the university logo, stamps in the credentials of Ambo University
Woliso Campus or check the letter of approve which was sent by Woliso campus registrar
through postal office. Sometimes they come in physically and check the credentials.
University still now has no verification system that can help essential for the graduated
students when they are hiring or hired in any organization. Also enrolment verification is
designed to fulfill the verification requirements of companies that offer products or services
requiring proof of a student's enrolment status. For accessing several academic documents
graduated students spends much time and cost and loose several good career opportunities in
their life.

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2.2 Major functions of the existing system

The major functions of the existing system that depend on manual can perform their activities
first, there is a form on which graduated students can be registered, after they registered the
registrar give them their credential or temporary, and if any company needs to contact the
office of registrar or academic record office for such purposes can contact the registrar by
phone call or postal service and then get the student Credentials.

Fig 2.1 Flowchart of existing system

2.3 Business process of the existing system

Business area can define and document business case for manual system including costs
and benefits, distribute to stakeholders within the organization. The main business areas of the
existing systems are:

Every student should have his/her Identifications number (ID No.)

Graduated student must write the application paper to verify certificate

Company call to registrar to verify certificate

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2.4 Players in the existing system (Use cases and descriptions)

The following are players/users or actors in the existing system:

1 Registrar:
Register new graduate student
Gave the student file to main campus for Preparation of temporarily certificate for the
students
Take temporarily certificate from main campus
Manage the record of the graduate students
Give necessary information to request body

2. Graduated Students:
 Takes certificate given by registrar
3. Company
Get the necessary data from registrars.

2.5 Business rules of existing system

A business rule is effectively an operating principle or policy the system must satisfy. It
often pertains to access control issues, business calculations, or operating polices and a
principle of the registrar.

2.6 Description of the existing system

The registrar makes a general report about credentials of students whenever the request
come from employers and at the end of the year generates the report. This report which
includes about graduate students’ report, about which students are, fulfilled their
responsibility to be graduated and how they give them their credential. And also for
accessing several academic documents graduated students or different companies must
come and contact the registrar.

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2.7 SWOT Analysis of the existing system

 Strength of the system

It is not spend the time.

Its work is very well.

No need of many power of human.

Eliminate man made error.

 Weakness of the system

Without internet the system is not available.

It need the knowledgeable people.

When connection is failed, until it come the system idle.

2.8 Problems of the existing system

More work carried on the hand of registrar

The system has no administrator

All things done by manually

More time it take to search the credentials

Consume time

Inefficient

None digitalized…etc.

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2.9 Proposed system

After careful observing the current manual system and identifying all the problems occurred
during over all activities of the existing system, the project team has decided to design automated
system for them. Since the automated system is fully flagged online at any time, it will solve the
problem and limitation of the current manual system of AUWC.
The proposed system will use the major functionality of the existing system and able to advance
in accordance with speed, performance and efficiency with respect to current system.

2.9.1 Description and purpose of the proposed

The current manual system and identifying all the problems occurred during over all
activities of the existing system. There are many participating groups as actors in the
system. These are:
External users (check their credential).

Administrator (activates organization report, manage account).

Registrar (To create, update, search, delete graduate student status, approve or
disprove organization requests) Therefore, in order to solve these problems we have
established a new system that would benefit the organization in doing so.

The major benefit that the new proposed system would provide is to simplify the
workload of graduates credential verification management system through online
process. That means:-

To reduce loss of data.

To Minimizes most paper based works.

To facilitate the working system of the off

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2.10 Methodology and tools

2.10.1 Data collection method

The data that we have to develop the new system are obtained from system users, forms and
documents in the AUWC main registrar.
To gather data from the different users and manager of the existing system project team used
the following techniques.
Interview: Different users of the existing system along with worker’s were involved to
have an understanding about how the system works, what are its different features,
factors, and any disadvantage as well as advantages so we obtain detail information from
them.
Direct Observation: We will observe various online verification systems and academic
request service providers on the internet. We will have also observed the existing
academic credentials request system to know how the process is going and to understand
the management features it provides.
Questionnaires: we will provide a questionnaire to intended respondents that we couldn’t
meet them in an interview for the purpose of gathering information.

Document Analysis: To get information about background of the system project team will
review necessary documents, books that support this project. To make this project more
feasible and structured the team are analyzing other thesis management websites from
universities other in our country and others, and internet for explanation about some word
definitions and for search books.

2.10 Hardware and software tools

2.10.1 Hardware Tools

No Purpose Hardware name

1 Training Papers

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2 Writing Something Pen

3 Writing Soft copy of Documentation Part Computer (Desktop or Laptop)

4 Printing Purpose Printer

5 Storing File CD
6 File Transferring Flash 8 GB
Table 2-1 Hardware tools for system development

2.10.2 Software Tools

No Purpose Programs Reason

1 Code Writing Dreamweaver, Notepad++ Easy to use

2 Database Server XAMP Server Database server for PHP

3 Web Server Apache (IIS) Web server for PHP

4 Server side Scripting PHP Understand by server, and it is

one of the programing language.
5 Client Side Coding HTML It works with PHP
6 Client Side Scripting JavaScript Easy way to validate form
7 Coding Language PHP Easy to writing code
8 Cascading Style Sheet CSS It works with HTML and PHP
9 Browsers IE, Mozilla Firefox, Google Better for displaying web pages
Chrome, Spark browser

10 Documentation MS Word 2016 Easy to use

11 User Training MS PowerPoint Best for presentation

12 Modeling and Scheduling Edraw,Visio2013,Visio2010 Easy to design diagrams

Table 2-2 Software tools for system developments

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2.10.1 Functional requirements

The functional requirements focus on the main functions that the new system will provide.
The functional requirements of the new system include information related to:
The system should be able to generate report.
The system should authenticate and authorize users according to user’s role.
Data redundancy is avoided, through the proper design of the database.

The system should register new applicant online

The system should provide application form, same as the existing system, for the
graduates to apply for academic credentials.

The system should give the facility to view detail information, add, edit, and delete
graduates information for the director of registrar.

The system must provide help for the user.

2.10.2 Non-functional requirements

Non-functional requirements describe user-visible aspects of the system that are not directly
related with the functional behavior of the system that are listed above. A non-functional
requirement is a statement of how a system must behave; it is a constraint upon the systems
behavior. They specify criteria that judge the operation of a system, rather than specific
behavior Non-functional requirements of the proposed systems are listed as follows:

Performance
The system shall perform its operations within a minimum amount of time. The system
shall be interactive and the user gets the expected result within few seconds. The system
will be accessed by many users inside or outside the university

Maintainability

The site’s maintainability will depend on clean, easy-to-read pages.

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Security

The system should provide a high level of security and integrity of the data held by the system,
only authorized personnel can gain access to the systems secured page on the system.

Availability

The site should be accessible to as many browsers as possible; including text browsers.

The system shall be available at any time.

Reliability

The reliability of the website depends on the web server it will be hosted on, and also on LOGIN
mechanisms.

Efficiency
The system shall process a request with a few seconds.
The system is very fast and has a capability of storing high data.
User friendly
The system is user friendly and easy to use.

Accuracy
Every activities performed by the system should be accurate and precise.

Usability
The system shall have a help support.

2.11 Feasibility study

Feasibility study evaluates the operational, technical, schedule and economic aspects of
the proposed project or new system. The objective of a feasibility study is to find out if the
project can be done and to suggest possible alternative solutions.
Projects are initiated for two broad reasons:
Problems that lend themselves to system solutions
Opportunities for improving through: upgrading systems, altering systems and
installing new systems.
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Once the team understands the problem found in the system, the next step is to conduct which
high level capsule version of the entered system and design process.

2.11.1 Technical feasibility

The system is going to be developed by following the php language, html, java script, MySQL
and other language and we have the ability to develop this system without any difficulty since
the team has studied the required methodologies and tools. So the system will be technically
feasible

2.11.2 Operational feasibility

The system to be developed will provide accurate, active, secured service. And also it is platform
independent i.e. it run’s in all operating system. Proposed projects are beneficial only if they can
be turned into information systems that will meet the organizations operating requirements. In the
existing manual system, the new system was considered to be operational feasible.

2.11.3 Economic feasibility

The computerized system takes care of the present existing system’s data flow and procedures
completely and should generate all the reports of the manual system besides a host of other
management reports. Depending on this we are going to determine benefits of this project by
dividing into two. Those are tangible and intangible benefits.

A) Tangible Benefits:

According to our determination the project we are going develop will provide the next
benefits as tangible benefits. Those are:

Cost reduction and avoidance

Error reduction

Increase speed of activity

B) Intangible benefits:
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The benefits that we have determined under economic feasibility as intangible benefits are:

Reduce Resource Consumption

Increase security

Chapter 3

System Design
The system design decides how the new system will operate. Many activities will be
involved as the development team develops the system requirements. System design is the
transformation of the analysis model into a system design model. It’s the first part to get into the
solution domain in a software development. This chapter provides an outline of those design
phase activities, which culminates in the creation of the system specification. And also focuses
on transforming the analysis model into the design model that takes into account the
nonfunctional requirements and constraints described in the problem statement and requirement
analysis sections discussed earlier.

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Figure 2 system architecture of existing system

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Figure 3 Data processing Architecture of the proposed system

3.1 Essential Use case

3.1.1 Actors Identification and Description

Actors – person or machine using the system in a particular role.
In AUWC Alumni System, there are three actors that participate and perform an activity in
our system. These are:

Administrator

Registrar

External user

Administrator
 Create Account
 Deactivate Account
 View Request
 View Feedback
 Delete requests.
Registrar:
 Insert graduated information
 Update graduated information
 Delete graduated information
 View graduated information
 Search graduated information
 Approve a request
 Verify a request
 Generate report
External users:
 Request certificate verification

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 View response

3.1.2 Essential Use Case Diagram and Identification

 Approve a request
 Generate report
 Insert graduated information
 Update graduated information
 Deactivate graduated information
 View graduated information
 Search graduated information
 Request certificate verification
 View response

Figure 1-Essential Use Case Diagram

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3.1.3 System Use Case Identification

Use Case ID Use Case Name Description

UC_01 Log In It describes the process of authenticating the user

Name & password before granting access to his or
her Alumni System account.

UC_02 Request Verify It describes the process of starting verifying the

Certificate graduated student’s credentials.

UC_03 Manage Graduate It describes the process of updating, inserting,

Information removing, searching data or files related to the
graduate’s credentials.
UC_04 Approve Service It describes the process of verifying & approving the
Request service requests of the organizations or companies
by the director of registrar.

UC_05 Create Accounts It describes the process of creating account for the
authorized users of the system like director of
registrar by Administrator of the system
UC_06 Change Password It describes process that the Administrator of the
system changes the password of user.
UC_07 Deactivate It describes process that the Administrator deletes
Account account.

UC_08 View Response This use case allows the companies to view their
request
UC_09 Register Employee It describe that the companies want to verify
certificate must register employee want to know
UC_10 Register Company It describe that the companies want to verify
certificate must register it self
UC_11 Log Out It describes the process of leaving the page

Table 1-System Use Case Identification

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3.1.4 System Use Case Diagram

It is used to describe the functionality of the system from an external point of view. The
use case model is one which is considered as a functional model. It summarizes who uses your
application or system, and what they can do with it. The following diagram depicts the use case
model.

Figure 2-System Use Case Diagram

3.2 Analysis Model

3.2.1 System Use Case Description

1. Description of login Use case with actor Administrator and Registrar

Use Case ID UC_01

Use Case Name Log in

Actor 1 Administrator
Actor 2 Registrar
Description It describes the process of authenticating the user name & password
before granting access to his or her GCVS account.
Extend Logout

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Trigger Administrator and Registrar need to login his or her account to use
this system.
Pre-Condition Administrator and Registrar login.

Basic Course Of Actor’s Action System Response

Action
 Step 1:  Step 2: The system displays
Administrator and the login page.
Registrar initiate to  Step 4: System controller
login. checks the authentication of
 Step3: username and password.
Administrator and  Step5. database validator
Registrar enter a validates whether user
valid user name & information exist in the
password. database or match
 Step 6: System displays their
corresponding user page.
Post condition Administrator, Registrar and Finance can do different activities
depending on the permission provided to them.

Alternative  Step 4: If the username and password is not valid, system

Course of Action displays error message and go to step 3.
 Step 5:
Table 2-Description of login Use case with actor Administrator and Registrar

2. Description of Use case for Verifying request

Use Case ID UC_02

Use Case Name Request Verify Certificates.

Actor External User.

Description It describes the process of requesting verify the graduate’s credentials.

Extend Register Employee, Register Company
Trigger External User want to request verify their credentials.

Pre-Condition Companies’ should register itself and graduates profiles.

Basic Course Of Actor’s Action System Response

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Action  Step 1: External  Step 2: The system displays

User initiates to the
requesting verification. Requesting form.
 Step 3:
 Step 4: Systems validate
External User
information submitted.
enters the
 Step 5: System sends the
organization
certificate verification link throw
details and
the email.
graduates
 Step 6: System store the user’s
profiles.
information and activity.
Post condition External user read Certificate Verification link
Alternative  Step 4: If entered information is not valid the system
Course of Action displays error message and go to step 2.

Table 3-Description of Use case for Verifying request

3. Description of Use case for manage graduate information

Use case ID UC_03

Use case name Manage Graduate student information.

Actor Registrar.
Include Login
Description It describes the process of updating, Searching, adding, removing data or
files related to the graduated students files or credentials.

Trigger Registrar wants to Searching, updating, delete, add information.

Precondition Administrator or Registrar has to be remembering user name and

password.

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Basic Course Actor’s Action (for update) System Response

Of Action
 Step 1: Admin or Registrar initiates  Step 2: System
for Searching information. displays Manages
 Step 3: User clicks Manages Graduates
Graduates information link. The user information link.
can update, search, delete, view, and  Step 5: System
insert their task. asks to enter the
student ID.
 Step 4: Here user clicks the search
 Step 7: System
option. displays the
 Step 6: User enters the student ID and searched
information about
clicks OK.
the student.
 Step 8: User View information
Searched.
Post condition User uses the searched information.
Alternative  Step 9: If ID entered violates the data entry rules, searching
Course of fails and informs the user.
Action
Table 4-Description of Use case for manage graduate information

4. Description of Use case for approve verification service request

Use Case ID UC_04

Use case name Approves Verification Service Request

Actor Registrar
Include Login
Description It describes the process of verifying & approving the Verification
service requests of the organization or companies by the director of
registrar.
Trigger User wants to check and approve Verification service requests of
Organization or companies.

Precondition User has to login.

Basic Course Actor’s Action System Response
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Of Action  Step 1: User  Step 2: System

Initiates for approving requests. displays the List for
 Step 3: User clicks the List for approval of service
approval of service request link. request link.
 Step 5: Users enter approved  Step 4: System
remark and clicks to generate displays the list of
report based on the request. Organization or
 Step 9: User views the report Companies requests
and enters his remark and clicks for different
save.
Verification services
 Step 6: System
updates the database,
with the user’s
remark.
 Step 7: System
generates requested
document.
 Step 8: System
displays the report for
the user
 Step 11: Systems
save the report to the
database and sends
credential verification
link to organization.
Post condition External user or organization views the certification Verification link.
Alternative  Step 5: If confirmation fails, user updates the database with
Course of rejected remark, followed by reason. Mail is send to the
Action requested External user or organization.

Table 5- Description of Use case for approve verification service request

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5. Description of Use case for create account

Use Case ID UC_05

Use Case Name Create Account

Actor Administrator
Include Change password, Delete account, Login
Description It describes the process of creating a new mail account for the users by
the administrator.
Trigger Administrator needs to create an account for the user to use the system.
Pre-Condition The Administrator who knows the administrator password should login
as and use the create account facility in the system.
Basic Course Of Actor’s Action System Response
Action
 Step 1: The  Step 2: The system displays
Administrator initiate to the login page.
login.  Step 4: System checks the
 Step 3: Administrator authentication of username
enters valid user name & and password.
password.  Step 5: System displays
 Step 6: From the admin admin page.
page Create Account  Step 7: System displays
Option is selected by the create account page.
Administrator.  Step 9System creates user
 Step 8: System account.
administrator enters user
information.
Post condition New user account is created which the user can use for different
activities.
Alternative  Step 4: If the username and password is not validated and
Course of Action verified, system displays error message and go to step 2.
 Step 8: If the user information is not validated and verified,
system display error message and go to step 7.
Table 6-Description of Use case for create account

6. Description of Use case for create account

Use Case ID UC_06

Use Case Name: Change password

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Actor Administrator
Description This use case allows the Administrator to change the password.
Trigger Administrator needs to change password of the user.

Basic Course Of Actor action System response

Action
Step1: This use case starts when
the administrator browse change
password.
Step2: The system displays the
change password form.
Step3: Then he/she fills the
necessary information to change
password. Step4: The system validates the
inserted information.
Step5: The system notify as the
password is changed.
Step6: Use case ends after the
confirmation is sent for the
administrator.
Alternative A4: The system determines the invalidation of the inserted
Course of Action information and notifies to re-insert information again.
Pre-condition The administrator login to the system and there should be account
with password to be changed.
Post condition The password with the given account will be changed.
Table 7-Description of Use case for change password

7. Description of Use case for deactivate account

Use Case ID UC_06

Use Case Name Deactivate Account

Actor Administrator

Trigger Administrator needs to delete account of the user.

Description This use case allows the Administrator to delete account.

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Basic Course Of Actor action System response

Action
Step1: This use case starts when the
administrator selects deactivate
account button.
Step2: The system displays the
deactivate account form.
Step3: Then the administrator fills
the necessary information.
Step4: The system validates
the inserted information.

Step5: The systems notify the

confirmation the account is
deactivated.

Step6: Use case ends after the

confirmation is sent for the
administrator.

Alternative Course A4: The system determines the invalidation of the inserted information
of Action and notifies to re-insert information again.

Pre-condition The administrator login to the system and there must be account to be
deleted/deactivated

Post condition The account deleted/deactivated.

Table 8-Description of Use case for deactivate account

3.3 Sequence Diagram

Sequence diagrams are used to model object interactions arranged in time sequence and to
distribute use case behavior to classes. They can also be used to illustrate all the paths a
particular use case can ultimately produce. The sequence diagram consists of Active
Objects, Messages represented as solid-line arrows, and Time represented as a vertical

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progression. It describes interaction among classes in terms of an exchange of message

overtime. One sequence diagram typically represents a single use case scenario or flow of
events. The diagram shows the flow of message from one object to another and as such
correspond to the method and event supported by a class or object.

1. Sequence Diagram for Login

Figure 3-Sequence Diagram for Login

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2. Sequence Diagram for Academic Service

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Figure 4-Sequence Diagram for Academic Service

3. Sequence Diagram for approving service (for credentials from graduates)

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Figure 5-Sequence Diagram for approving service (for credentials from graduates)

4. Sequence Diagram for verifying certificate

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Figure 6-Sequence Diagram for verifying certificate

5. Sequence Diagram for searching Graduates information from database

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Figure 7-Sequence Diagram for searching Graduates information from database

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6. Sequence Diagram for creating account

Figure 8-Sequence Diagram for creating account

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3.4 Collaboration Diagram

A collaboration diagram is an interaction diagram that emphasizes the structural organization of
the objects that participate in an interaction (send and receive messages). It shows the same
information with sequence diagram. And also it is an illustration of the relationships and
interactions among software objects in the Unified Modeling Language. Collaboration diagrams
are best suited to the representation of simple interactions among relatively small numbers of
objects. As the number of objects and messages grows, a collaboration diagram can become
difficult to read .It is used to show some data flows between objects and the interaction caused
between them.
1. Collaboration diagram for login

Figure 9-Collaboration diagram for login

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2. Collaboration Diagram for requesting service

Figure 10-Collaboration Diagram for requesting service

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3. Collaboration Diagram for verifying certificate

Figure 11-Collaboration Diagram for verifying certificate

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3.5 State Diagram

A state chart diagram shows the behavior of classes in response to external stimuli. This
diagram models the dynamic flow of control from state to state within a system. It is used to
show the sequence of states that an object goes through and the events that cause the
transition from one state to the other actions that result from a state change.
1. State Diagram for login

Figure 12-State Chart Diagram for login

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2. State Diagram for certificate verification

Figure 13-State chart Diagram for certificate verification

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3. State Diagram for request service

Figure 14-State chart Diagram for request service

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4. State Diagram for administrator page

Figure 15-State chart Diagram for administrator page

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3.6 Conceptual Class Diagram

Class diagrams show the static structure of the model, in particular, the things that exist
(such as classes and types), their internal structure, and their relationships to other things.
And also Classes are abstractions that specify the common structure and behavior of a set of
objects in the new system. A class diagram shows a set of classes, interfaces, and
collaborations and their relationships.

Figure 27-Conceptual Class Diagram

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3.7 Inheritance Class Diagram

Inheritance class diagram is class diagram that is inherited from design class diagram that
have common properties with each other. It is used to show the relation of two or more classes
that have common properties that are inherited from each other.

Figure 28-Inheritance class diagram

3.8 Component Diagram

Component diagrams show how the physical components of a system are organized. And
also shows which component or objects will be accessed by whom and what type of security
infrastructures it is using. It also shows the relation among the components, management of the

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system, database and operations performed on databases such security issue. The diagram is
simulated below.

Figure- 29-Component diagram

3.9 Deployment Class Diagram

The deployment diagram shows how a system has physically deployed (arranged) in the
hardware environment. Its purpose is to show where the different components of the system will
physically run and how they will communicate with each other. A node represents either a
physical machine or a virtual machine node (server). To model a node, simply draw a three-
dimensional cube with the name of the node at the top of the cube.

Generally it is environment view of system.

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Figure 30-Deployment class diagram

3.10 Persistence Modeling

Persistence modeling is the diagram that shows the relationship between the tables that
interrelated with each other. It also shows self-relation of the tables. It is only used for object
oriented database modeling; but for relational database modeling we use Entity Relationship
modeling instead of Persistence to show the relation of tables with each other.

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Figure 16-Persistance modeling

3.9 Access Control and Security

The user can’t open any other page without a valid login. If someone tries to open any page it is
redirected to the login page. Organization send student’s information to the University if the
student’s data is true the organization get message and organization can’t edit student’s
information. The students are controlled in id number that means no one can know the students
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id except the student and the organization. The organization can’t modify or change the
information of student because their data is registered in the system and save to database.

Administrator Registrar External User

Request certificate 

Verification
Manage Graduate  
Information
Create and Manage 
Account

Approve Request 

Employee 

Registration

Table 9-Access control and security

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