CHAPTER ONE: INTRODUCTION

1.1. Background
Since the coming to power of the EPRDF led government, there have been several
reforms, economic or otherwise. One of such reforms is decentralization of power,
which has also shaped the nature of governance and hierarchical distribution of power
among the different levels of the government in general. More importantly, the delivery
of services has been fully decentralized, with lower levels of administration like Kebeles
assuming more powers in administration and delivery of public services.

Currently local government administration is organized in such a way that all public
services are efficiently handled at Kebele level, the lowest administrative organ.
Accordingly, Kebeles are empowered to handle almost all services like land
administration, issuance of ID cards, marriage certificates and birth certificates, policing
services, collection of land rents/taxes, land ownership licensing and transfer of
properties, etc.

As a result, society has benefited from such an arrangement as most services are
brought closer to the community, thereby avoiding lengthy bureaucratic procedures
delays that have been the order of the days during the old system of the past. Despite
the potential benefits of such a decentralized approach of service delivery, however,
there are serious problems prevailing. One of these problems is related the poor filing
system, which is seriously affecting the amount and quality of service delivery to the
society.

Due to poorly organized filing and recording/archiving system, the issuance of ID cards
have become problematic, i.e., personal files are lost or misplaced and hence cannot be
easily located if applicants want to get replacements for lost IDs. Moreover, individuals
can illegally obtain IDs due to lack of adequate information on past history and
family/household particulars and population dynamics (in/out migration). The same is
true for issuance of birth certificates. There is also lack of organized and up-to-date data

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on the number of kebele-owned houses rented to local residents and businesses, which
has led to a huge loss of revenues.

Similar problems prevail in the area of land administration due to problems of data
organization and storage. There is lack of well organized data on the available land by
amount/land size, land-use patterns, land ownership status and geographical
distribution etc. As a result, some obtain more land illegally while others don’t leading to
illegal land market and unlawful benefits. In the process also, investors and legal
personalities are discouraged ultimately affecting the long-term growth opportunity of
the town.

Much of the problems mentioned above could easily be avoided through maintaining a
good filing system and data management practices. There is, therefore, urgency in
designing a better filing system, improved data storing and retrieval mechanism to solve
these and other related problems.

1.2. Statement of the problem

Following the implementation decentralization in recent years, the delivery of the most
common public services has been channeled to the lower administrative levels of
government organization. Unlike in the past, services like issuance of marriage/birth
certificates, land rent/taxes, police services, issuance of ID cards and birth certificates
etc, are now decentralized to lower administrative levels, such as Kebeles, which are
more numerous and closer to the society that needs these services.

According to the recent structuring, Jimma town is organized into 13 Kebele

administrations, each entrusted with the responsibility of delivering the services
mentioned above, in line with the basic principle of decentralization. This has brought a
number of benefits to the community. In particular, it has proved efficient under normal
circumstances as it has shortened processes and lengthy bureaucratic procedures of a
centralized system of service delivery.

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Despite its attractiveness and potential for improvement, however, decentralization is
not without problems. Bringing all such services mentioned above from few centralized
and well-staffed or well-organized administrative centers down to the numerous and
relatively less-staffed kebele centers had to come about at a real cost. Apart from the
resulting financial implication due to the personnel and running overheads of the Kebele
offices, establishing an up-to-date filing, documentation and data management system
has been expensive and extremely difficult for most part. This has led to serious
problems and negative implications.

One of the problems in this regard has been the problem related to land management.
The fact that the land administration is manual has led to several problems as far as the
towns overall investment and economic activities is concerned in general and the towns
land management in particular. Due to lack of well organized database of the land use
pattern in the kebeles, the amount of available land (used land by type of land-use and
free land for investment as well as residence) is often unknown. For instance, there are
cases where a particular residential plot is allocated for two or more individuals leading
disputes and at times loss of lives.

On the other hand, there are cases where an individual is allotted more than one plot of
land for constructing house. In some cases, individuals illegally obtain up to 6 plots of
lands, while others are obliged to buy from these illegal land owners as they difficulty
getting land through legal means. The main reason is inability on the part of kebele
officials to cross-check as to whether an individual has been offered land in the past or
not. The filing system is not automated and doesn’t allow for such controls,
consequently creating injustice to a major part of the local community.

A closely related issue is the problem of tax/rent collection from kebele-owned houses,
private-houses and land rent/lease. Kebeles do not have a complete data on the taxable
sources and rented houses. The type and number of houses rented, the amount
taxes/rents paid and still outstanding is hardly known and documented. As a result, a lot
of revenue goes uncollected due to lack of accurate data as mentioned. Similarly,

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issuance of ID cards poses tremendous difficulties due to loss and/or misplacement of
personal files. Moreover, cross-checking and verification as to whether an individual is
resident of the kebele and the length of residency to check if the individual is eligible for
ID issuance is difficult due to the poor and disorganized filing system.

In fact there has not been much attempt in the past that sought to explore the problems
and challenges faced by Kebele offices in Jimma town with regard to information
services and management.

In summary, the problems of service delivery at the Kebele admin offices in Jimma town
could be put as follows:
 The recording and management of land administration at Kebele offices is not
well organized to meet the objective of fair and efficient managements of the
scarce land resources
o Land preparation and allocation for investment and other purposes is
inefficient and time consuming resulting in delays and frustration
especially for investors. This discourages investment activities in the town,
eventually hampering the development of the city.
o Land distribution for housing is inequitable, some getting excess plots
while others are denied due to difficulty of manually cross-checking
previous land allocation to individuals
o allocation of a given piece of land to more than one applicant/owner
leading to conflicts
 The household registry system is inefficient and poorly organized, household
registry is fully manual
o Personal files of kebele residences are lost or misplaced making issuance
of ID cards/ birth certificates lengthy and time taking
o Verification of whether an ID applicant fulfills the legal requirement of
residing in the village for a period of at least six months is painfully time
taking and complicated
o This in turn paves the way for corruption

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  Poor registration and documentation of rented and private houses
o The number and type of revenue sources like rented kebele-houses is not
well documented
o The amount of taxes from the private houses in the kebele is not recorded
in an organized manner, i.e., the amount of taxes paid and outstanding at
a particular date, cannot be easily retrieved

In view of the fore-going discussion, the following questions deserve attention and
immediate solution for the kebele admin offices to be able to effectively address the
problems mentioned.
 How can the filing system in the kebele offices be organized so that personal files
can easily be located thereby avoiding misplacements or cases of lost files and
the resulting delays associated with issuance/replacement of ID cards and other
similar services like birth certificates, clearance papers, etc?
 Can house rent collection be designed or automated in such a way that
administrators can easily retrieve information like number of tax/rent payers,
taxes/rent payments due, total collection, names of tax payers/renters, amount of
outstanding taxes/rent payments, etc at any particular date of a year?
 Can the land distribution and land administration activity of the Kebeles be
automated by maintaining detailed data base on the land available by type of
land-use (business area, residential area, forested, road, green area, schooling,
real estate, urban agriculture, etc), status of land-use (housing, investment,
leased-out, free/unused land, public owned, etc), status of ownership (name of
owner), size, etc?
This project would therefore try to get adequate responses to the afore-mentioned
questions and the problems cited herein.

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 1.3. Objectives of the study
1.3.1. General objective
The general objective of this project is to assess the registry and filing system of Ginjo-
Guduru Kebele office with the aim of identifying and solving the major problems of
service delivery and data management through designing a database to address these
problems.

1.3.2. Specific objectives

 To identify and assess the major problems related to the service delivery
mechanisms at Ginjo-Guduru Kebele
 To analyze the existing system
 To propose alternative solution & select the best solution
 To recommend additional projects if any
 To design an efficient database for efficiently addressing the problems related
to land administration and house-rent collection in Ginjo-Guduru Kebele
1.4. Significance of the project
The project aims at improving the overall management and service provision at Ginjo-
Guduru Kebele. Given that land is a scarce resource that should be managed with care
and given the crucial role it plays in the economy, efficient and careful administration is
required to make the best of it. In this regard, the project contributes to the achievement
of such a noble goal. The project is also instrumental in alleviating the major problems
of service delivery in any kebele administration in urban areas of Jimma Zone operating
under a similar situation as that of Ginjo-Guduru Kebele. It helps kebele administrators
to avoid delays in service delivery, enhance investment activities, avoid corruption and
conflicts through equitable land distribution, etc. It helps avoid the lengthy bureaucratic
procedures of ID issuance.
1.5. Scope and limitations of the project
The project aimed at solving the major problems of service delivery at kebele offices in
Jimma town. Taking Ginjo Guduru Kebele Administration as a case, the project
attempts to assess the problems associated with the documentation or archives and
record office, tax and house-rent sections of the kebele. Based on such assessments, it

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tries to design a system that could be applicable to any kebele administration office in
Jimma. However, only one kebele in Jimma town shall be considered making the scope
a bit narrower. However, owing to the similarity of the nature and extent of the problems
among kebele organs throughout the town, the solutions of the project would no doubt
be applicable to most of the kebele administration structure in Jimma.

On the other hand, according to a preliminary assessment we made at the Ginjo-

Guduru kebele, issues of land and tax collection are largely handled at municipality
level. In this regard, the role of the kebeles is limited to recording of the individuals who
are allotted land within the kebele. Hence, in view of this reality, there is very little that
can be done in terms of assessing problems related to land administration and
subsequently proposing a solution. That is, the issue of land and tax administration
would be out of the scope of this project due to the constraint mentioned above.
Therefore, the scope of our project is limited to designing and automating the registry
and filing/documentation of kebele residents and houses in Ginjo Guduru Kebele.
Specifically, the project focused on
 Registration of houses (kebele-owned or private houses) in the kebele
and the generation or assignment of house-numbers.
 Retrieval of information like amount of rent for kebele houses and land
taxes for private houses, which is paid or unpaid by time, name of
owner, address, type of house, etc
 Registration of kebele residents/population
 Issuance of identification card to residents of the kebele.

 Preparation/generation of reports.
 Issuance of clearance and birth certificate for whoever needs them in

cases of transfer to other places

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 1.6. Methodology
1.6.1. Data sources
The main data source for this project was the office of Ginjo guduru kebele.
Since the registration and filing system in the kebele is not structured and well-
organized, we used interview method to gather information from representatives
of the kebele. In particular, we interviewed the chairman of the kebele to obtain
crucial information we needed for the project.

1.6.2. Data collection method

We have used different methods to collect data. Data collection is the most
important part of our project to find the main requirement of the system and to
understand how the system does. Among the methods, we used the following:

 Observation: to analyze the organization work processes

 Document analysis: to get information about background of the

organization.
 Interviews: we used interview to gather direct information from users
and administrators regarding the procedures of residents’ registration
and filing system, issuance of ID and birth certificates, clearances, etc.
1.6.3. System analysis design
We aimed to use Object Oriented approach for analysis of the proposed system.
The main reason behind this was the fact that the use of object oriented
approach gives advantages of reusability of codes through inheritance.

1.6.4. Tools to use

The tools we used for analysis in our project were:-

 Microsoft office

 Star UML

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Testing procedure:

• During Implementation, we used:

 Microsoft visual basic 6.0 for front end

 Microsoft Access for back end
 C#
 Microsoft SQL 2005

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 CHAPTER TWO: SYSTEM ANALSIS
2.1. Current system
In this section we briefly review the current system used by the kebele administration
followed by a brief description of the problems associated with the current system and a
proposed system that aim to solve these problems.

Currently the kebele has no automated system. In order to register population and
collect required data from the residents, they divide the kebele into four zones to
minimize the boundary they go through house to house.
The kebele assign representative for each zone. Each zone representative has an
ability and right to ask, collect, and submit the required information which is collected
from the society to the kebele administration.

The collected data have been compiled and filled in record office.

Registration is the most important task and base for information to make plan for the
society. In advance all this information gathers together helps to know the statistical
data as a whole and have contribution on the development program of the country.

Mostly the kebele registration helps to:

 To know total number of the residence.

 Knowing the number of the residence have an advantage to give service
such as:
 Vaccination (health service)
 Aid for HIV positive people
 To help poor families economically.
 To know educational background of the residence
 To form youth and women association based on age and sex
 To collect house rent and land tax
 To safeguard the society
The kebele knows each and every members by Identification card, house number and
zone.

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When a member come to the kebele office to get service or to attend meeting, or any
other job, he/she must be the member and he/she can register his/her name and house
number with their family member.

2.1.1. Activities provided by the existing system

 Providing ID card for resident whose age is 18 years and above.
 Providing certificate by case when the resident needs and ask by writing a
paper. Examples of cases asked by residents:
o For marriage
o For getting free health service from government hospitals and health
centers.
o For free court judgments
o For land
 Providing clearance for resident
o In case of transfer from the kebele to another area, the resident must
take clearance in order to be registered
 Providing /renting/ kebele house for those who has no house
2.1.2. Guiding principles of the kebele
The kebele has its own administration to manage the society. Each person in the kebele
must follow the principle of the registration.

A person who come to register in the kebele office to get services should fulfill the
following:

 He /she must be resident and register in the zone

 He /she must be participating during meeting and different job.
 He /she must be register his families number and his /her house
 He /she must be pay tax if the house is private, or pay rent if the house is
under kebele administration.
In addition, to get ID card, the following are required:

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  First that person must be resident
 After registration must be stay for 6 month.
 If he/she is new comer, he /she should bring clearance
 He/she should be above 18 years old

2.2. Over view of the proposed system

The new system we proposed deals with automating the registry system of Ginjo
Guduru kebele. The new system uses efficient in facilitating the different tasks, like
register population, register house, give ID card, generate report, and give certificate
collectHouse rent and clearance.

The proposed system is also efficient in file handling system. The major thing in the
proposed system is authenticated users. Authorized users only access the system.
Unauthorized person is not allowed to access the system, they are prevented by user
name and password mechanism.

The need to develop automating registrar system of the Ginjo Guduru kebeles is that
current activities of the kebele are time consuming due to manual system which results
delay of the development of the kebele.

The system registers populations which are resident and new person in the kebele.
During house registration the proposed system identify the kebele house and private
house and give number for ease identify.

During ID card giving service, the system identify the member whether is it resident or
new comer. If the person is resident, the system asks the house number to give ID card.

If the person is new for the kebele, the system registers and the person must stay at
least for 6 months to get ID card.

The new system also gives certificate for the resident for the purpose they need. The
system assures clearance for those who needs to transfer their resident to another
area.

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The proposed system has computerized system to give accelerated service rather than
manual system

 Registrar system incorporates- Population registering, House registering,

Identification card giving, Report generating, Giving certificate and clearance
and collecting house rent and land tax..
 The system facilitates each registration done by the kebele.
 In order to register each person, the system identify if he/she is a resident or
not.
 The system gives fast accelerated service for all users.
 The system can search required information.
 The system control data of customer as needed
 The system can save time for the user and customer.
 It hold data base in organized manner.
 It is easy to search, retrieve, update and delete.
 It has security, because the user can only enter into the system by login.

The system identifies the unauthorized user by the incorrect entered user name and
password. Any unauthorized person can't enter in to the system. Registrar system can
manage all data base of the kebele. System uses back up method to handle data
familiarity.

System identifies registered person and unregistered person. The system identifies
residents by their ID card.

2.3. Functional requirement

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:

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  Data storage and retrieval: All the customer file record information’s should
kept properly in well organized data base so that retrieving these files will
easy and faster.
 The system will register population and house
 The system should provide password change facility
 The system should provide user authentication.
 The system should be able to generate report.
 Searching, updating and deleting records.
 To get statistical data of population and house whenever required

2.4. Non functional requirement

User interface:

The system provides desktop application user interfaces that are compatible with
window platforms.

Hardware consideration
The kebele should have desk top computers having typical storage capacity and
processing speed.

Performance characteristics:
The system is accessible by one actor in the kebele. It should be given more
emphasis for the speed to access it.

Error handling:
This system handles error done by the user giving error message when the user
enters wrong inputs.

System security:
This system provides an access to privilege to an authorized user by giving account
for each and every special function.

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 Quality issue
Information in database should be accurate and update.

The system modifications

The system should be easily modifiable.

2.5. Use case diagram

R e g ist e rPo p ula t io n R e g is t e rNe w p e rs o n

< < ex tend> >

R e g is t e rH o u s e < < ex tend> >

R e g is t e rKe b e le H o u s e
< < include > >
D a t a c le rk
c o lle c t H o u s e re n t < < include > >

< < include > >

G e n e ra t e R e p o rt < <include> >

Va lid a te U s e r
< < include > >
Ch a irm a n
A s u r e C le a ra n ce < < include> >

< < in clude> >

G iv e C e rt ifica t e

G iv e I d c a rd

2.6 Use case in detail

1. Use case Name: Register Population

Participating actor Data clerk

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 The main menu form currently displayed on

Screen

Precondition The Data clerk is logged on the system and

has an authorization for registering a person

Flow of events 1. The Data clerk click on register population

button from main menu

2. The system responds by presenting Register

population for

3. The Data clerk inputs necessary data

4. The system verifies that the entered data is

correct registration form

5. The data clerk verifies that the person is

resident in the Kebele.

6. The system updates member list

Save message

7. The system updates population record

8. The use case ends

Alternative case

Alternative case A: A: the member is new person in the kebele

A.5. The Data clerk verifies that the person is

new in the kebele.

A.6. The system updates member list

A .7 .The use case ends

Alternative case B: B .4 .The system verifies that

the entered data is incorrect

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 B .5 .The system verifies “invalid input screen “

displays

B .6 .The use case continuous at step 3 of the

basic course of action

Post condition The population already registered

2. Use case Name: Register house

Participating actor Data clerk

The main menu form currently displayed on

Screen

Precondition The data clerk has logged on the system and

has an authorization for registering house

Flow of events 1. The data clerk click on register House

button from main menu

2. The system displays register house

Form

3. The data clerk selects register kebele

house

4. The data clerk enter necessary inputs

5. The system updates house list

6. The system displays successfully saved

message

7. The use case ends

Alternative case

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Alternative case: A: House is private owned

A.3. The Data clerk selects register private

House

A.4. The clerk fills the form

A .5 .The system updates house list

A .6 .The system displays successful message

A .7 .The use case ends

Post condition House already registered

3. Use case Name: Generate report

Participating actor Data clerk

Precondition The Data clerk has logged on the system and

Has an authorization for report generating to the

required body

Flow of event 1. The Data clerk activates the <<report generate>>

functional

2. The system responds by presenting a form. The

form includes a report type menu which done in

that office including Registration type

3. The data clerk selects the report type as

required

4. The system generates the report

5. The use case ends

Post condition Report is submitted

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 4. Use case Name: Give Certificate

Participating actor Chair man

The main menu form currently displayed on

Screen

Precondition The chair man has logged on the system and

Has an authorization for searching required

information

Flow of events 1. The chair man click on give certificate

Button from main menu

2. The system displays give certificate menu

Form

3. The chair man selects of certificate

4. The system display to chair man to fill

required information.

5. The system check resident or not

6. The chair man prints out field.

7. The system saves

8. The use case ends

Post condition The certificate is given

5. Use case Name: Give clearance

Participating actor chair man

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 The main menu form currently displayed on

Screen

Precondition The chair man has logged on the system and

has an authorization for clearance

Flow of events 1. The chair man click on giving clearance

button from main menu

2. The system responds give clearance menu

Form

3. The chair man fills form

4. The system check and display

5. The chair man prints out the field

6. The system saves the form

7 .The use case ends

Post condition The clearance is given

6. Use case Name: collect house rent

Participating actor Data clerk

The main menu form currently displayed on

Screen

Precondition The Data clerk has logged on the system and

has an authorization for collecting payment

Flow of events 1. The Data clerk click on collect house rent

menu button from main menu

2. The system responds collect house menu

Form

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 3. The data clerk select kebele house and click

on it

4. The Data clerk ask for house number from the

Customer

5. The system check whether the person has paid

or not.

6. The system displays message paid.

7. The Data clerk fills form and collects money

8. The data clerk gives receipt for person

Post condition The payment is collected

7. Use case Name: Give ID card

Participating actor chair man

The main menu form currently displayed on

Screen

Precondition The chair man has logged on the system and

has an authorization for giving id card

Flow of events 1. The Data clerk click on give ID card menu

form

2. The system displays the form of give ID card

form including rules and regulation of the kebele

3. The chair man fills required information in

displayed menu which confirm the person

who need Id card .

4. The system verify the entered is correct

5. The chair man verify that person is resident .

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 6. The system update list

7. The use case ends

Post condition The id card is given

2.7 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.
Gungu Guduru Kebele registry and filing system has the following sequence diagrams

Actor Menu form Controller Login form Data base

1 : Click login form()

2 : Initiate()
3 : Call login()

4 : display login form()

5 : insert account()

6 : Submit()

7 : Validate()

8 : Save()

9 : Try to onpen()

10 : Main menu display()

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Fig. 2.7.1 Sequence diagram for login form

actor menu form controller RegisterPopulation DB

1 : click RegisterPopulation()
2 : activate()
3 : create Register form()

4 : display form()

5 : Fill form()

6 : Submit()

7 : validate()
8 : if not valide()

9 : Reload() 10 : put data()

11 : save()

12 : confirmuser()

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 Fig.2.7.2 Sequence diagram for registration of population

actor menu form controller RegisterHouse DB

1 : click RegisterHouse()
2 : activate()
3 : create form()

4 : display form()

5 : fill form()

6 : click submit()

7 : validate()

8 : save()

9 : confirmuser()

10 : exit()

Fig.2.7.3 Sequence diagram for registration of house

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 actor ReportButton Reportcontroller
Report form Report
ManageRepoort

1 : Press()
2 : Create()
3 : Create()

4 : Fill contents()

5 : Submit()

6 : SubmitReport()

7 : Create()

8 : SubmitReport to Require()

Fig. 2.7.4 Sequence diagram for Report generate

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actor menu form controller form certificate
DB

1 : click Certificate form()

2 : activate()

3 : create certificate form()

4 : display certificate form()

5 : fill form()

6 : submit()

7 : valide()

8 : put data()

9 : save()

10 : confirmuser()

Fig.2.7.5 Sequence diagram for giving birth certificate

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 actor
menu form controller clearance form DB

1 : click clearance form()

2 : activate()
3 : create clearance form()

4 : display form()

5 : Fill form()

6 : submit()

7 : validate()
8 : put data()

9 : save()

10 : confirm()

Fig.2.7.6 Sequence diagram for giving clearance

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 actor menu form controller form CollectHouseRent customer DB

1 : click collect house rent()

2 : activate()
3 : create form()

4 : display collect form()

5 : insert account customer()

6 : submit()

7 : request()

8 : Response()

9 : insert id()

10
11 : validate()

12 : if not validate()

13 : put data()
14 : display id()

15 : ask paymente()

17 : paid()16 : paid()

19 : give reciept() 18 : save()

20 : exit()

Fig.2.7.7 Sequence diagram for collecting house rent

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actor menu form controller GiveIdcard DB

1 : click GiveIdcard()
2 : activate()
3 : create form()

4 : display form()

5 : fill form()

6 : click submit()

7 : validate()

8 : save()

9 : confirmuser()

10 : exit()

Fig.2.7.8 Sequence diagram for giving ID card

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 2.8 State chart diagram
State chart diagram is used for modeling the dynamic aspects of systems. It is similar to activity
diagram. Both activity and chart diagrams are useful in modeling the lifetime of an object.
However, activity diagram shows flow of control from activity to activity; whereas state diagram
shows flow of control from state to state. State chart modeling is dynamic modeling technique,
one that focuses on identifying the behavior within our system, behavior specified to the
instances of a single class

user wanted login in to system

Login Form
click Ok

Type user name and password

Error Message Login Control

login control message cancel to login in to system

dispay

Main menu

Fig. 2.8.1State chart diagram for Login

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 user wanted to register customers Registration population form

click Ok
fill registration formand click submit

Error message
database check control message
database check control

database check control message

cancel registration

file already exist message

click Ok

Fig.2.8.2 State chart diagram for the registration of population

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 user wa RegisterHouse Form

click Ok
fill registerHouse form

database check control message

error message database check control

control registration

database check control message

fill already exist message

click Ok

Fig. 2.8.3 State chart diagram for registration of the House

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 user wanted to give id card Give Id card

click Ok
fill Id card formand click submit

database check control message database check control

error message

cancel Id card

database check control message

fill already exist meaage

click Ok

Fig.2.8.4 State chart diagram for giving ID card

33
 user wanted to give certificate customers givingcertifcate

click Ok
fill certificate form

Error message
database check control message
database check control

database check control message

cancel certificate

file already exist message

click Ok

Fig.2.8.5 State chart diagram for giving birth certificate

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 user wanted to give clearance customers givingcllearance

click Ok
fill clearance form

Error message
database check control message
database check control

database check control message

cancel clearance

file already exist message

click Ok

Fig.2.8.6 State chart diagram for giving clearance

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user wanted report to generatecustomers Generate report

create report

update on database

database check control message

cancel report

save

click Ok

Fig.2.8.7 State chart diagram for Report generate

36
 user wanted to collect house rent collect house rent

click Ok

fill form

database check control message

error message database check control

cancel collect house rent

database check control message

fill already exist message

click Ok

Fig.2.8.8 State chart diagram for collecting house rent

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 CHAPTER THREE: SYSTEM DESIGN
3.1 Purpose of the system
Our project automated Gingo-Guduru Kebele registry and filing system. The repository
architecture sub system access and modify data from a single data stricture which
called central repository. The repository architecture is typical for data base design
system. The central location of data makes it easier to deal with concurrency and
integrity issue between sub systems. Due to the above criteria we select repository
architecture.

3.2 Design Goals

There is some design goals inferred from nonfunctional requirements like:

 End user criteria

Our system is compatible with window and UNIX plat forms. Because we get

Easily and the user have a chance to use and learn more about the software.

 Dependability criteria
• Fault tolerance
The system has an ability to detect invalid input by responding “wrong

Input” message.

• Security
The system provides privileges to authorized user by giving account. And

other preventing mechanism to with strand malicious attacker.

 Performance Criteria
The system needs a Desk top computer having good capacity hard disk and

RAM size.

 Maintenance Criteria
• Modifiability
The system is modifiable when the Kebele become large and it’s working

style changes.

• Portability

The system design for many plat forms. We can port from window plat

38
 form in to other plat forms easily

• Readability

The code of the system is easily understood by only programmer.

3.3 Current soft ware architecture

Around us there is no current architecture for similar system. In our assumption the
new system address many tasks related to the Registrar system of the Ginjo Guduru
Kebele. It helps the Kebele office to register population and house. The Kebele
administration body easily makes decision and record will arrange in proper way and in
proper place

3.4 Proposed software architecture

3.4.1Sub system Decomposition
A large system is usually decomposed into sub system layer and partition. In partition
the system vertically divided into several implement or waylays coupled sub system that
provided service on the same level of the abstraction whereas, layers is a sub system
that provided system service to higher (level abstraction)

1. Registration sub system

 population
 house
2. Giving service

 Id card
 Certificate
 Clearance
 Report

39
 RegistrarSystem

RegistrationSubSystem
GivingService

GenrateReport

GiveCertificate

House

I dcard
GivingClearance
Population

Fig.3.4.1 Initial sub system decomposition for the system

3.5 Hard ware / Soft ware Mapping

3.5.1 Hardware Mapping
The hardware that is used on the new system is client computer (personal
computer) for registration system of the Ginjo-Guduru Kebele.

40
 3.5.2 Physical and logical connectivity
Our Proposed system has no physical connectivity, because, our proposed
system is to manage a file into database system.

3.5.3Software Mapping
The system uses Microsoft Windows Professional Operating System

The proposed system uses VB 6.0 to develop the system.

The proposed system uses Microsoft office and it use Microsoft access to store
record or data.

3.6 Access Control and security

In our system actors have access to different functionality and data. For example
data clerk register population, register house, collect house rent, and generate
report. And also chair man gives ID card, give certificate and assure clearance
for resident.

To protect unauthorized access we used to encryption and to secure the data

taking backup daily preferable.

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3.7 Global Software
In our system we use event driven control. Because in it operations waits input from
user when over they need. And the implementations of the system will be on procedural
programming language.

Menu item
Register
cmd
Menu
Execute()

Register
Registratio Validation Insert Unnamed cmd
n form cmd
Username () Execute()
Execute()
Password()

Binds
Fill form cmd Save cmd

Execute() Execute()

Binds

Database

Id No

House No

Fig 3.7.1Encapsulation of control command pattern for registering sub

system

42
 Login form cmd
Menu Menu
item
Execute()

Validation
Insert Username cmd Inset password
Give services cmd Username
()
Execute()
Password () Execute() Execute()

Binds

Clearance
Id card
Certificate
Execute()
Execute() Execute ()

Generate Report

Fig.3.7.2 Give service sub system

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 3.8 Identifying Boundary condition
Previously we mentioned the system data clerk and chair man access on the system.
The system is started, initialized and shut down by data clerk .And also responsible for
failure, such as data corruption, soft ware error, and power outage maintain by him /her.

Object actor Class Method

Data clerk Population Register()

Update()

Delete
House Register()

Add()

New person Register()

Kebele House Register()
Chair man ID card Renew ID ()

Issuer ID ()
Certificate

Assure ()
Clearance Assure ()

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 <<extend>>

RegisterPopulation New person

<<extend>>
RegisterHouse
Data clerk
KebeleHouse

CollectingHouserent

generateReport

GiveIdcard

ChairMan

GiveCretificate

GiveClearance

45
 3.9 Sub system Service
In our system each sub system has their own services. Registration sub system
serves for all registration of the residential of the Kebele and House registration
in the Kebele

Giving service sub system uses for the residential of the Kebele and the
administration body of the Kebele. Giving service includes certificate, clearance,
Report and ID card.

In the certificate it will given for different purpose like:

 To get free health service from hospital

 To get free court decision
 To marriage
 To asking land from the of the town
Clearance given for those who need to transfer to another place

ID card serves for the Residential of the Kebele . And report generate uses the
those who need information from the Kebele .

3.10 Object design trade offs

i) Memory space vs. response time
In order to access data or information with in short time we must

have to add memory space.

ii) To add memory use to storage capability, we must have or buy

additional Hard disk.
iii) Use of data backups by quality storage medium.
iv) Use of UPS(uninterrupted power supply)

3.11 Guide lines and conventions

 Naming convections
i) use of proper character if case is “Name”
ii) If case is number /induce “Numeric value”
iii) If Case is combination of number and character, use “Alpha Numeric
value”.

46
 Boundary Case
In this system we have two actors.

1 .Data clerk: The data clerk manage registration of the population,

registration house, collect house rent and generate report.

2. Chair man: The chair man serve for the resident by giving ID card, giving

certificate and assure clearance.

3.12 Packages
Packages is a general purpose mechanisms for organization modeling elements
into group packages deal with conceptual grouping of elements of model. In this
system the project have different element that can be grouped together some of
them are:

 Population
 House
 Id card

Population
Giving service
resident
ID card

Certificate

New person
Clearance

Report

House

Private

Kebele

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Fig. 3.12.1 Packages diagram

3.13 User interface Layer

The system with the process of concerns conciliating the interface description in
to a single interface description of software system contained in the requirement
document.

Graphical user interface design /user interface design and software interface
design.

The interface design contains different forms that the user interfaces with the
system.

Graphics
User user
interface

Process Respons
e

System

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3.14 Control process layer
The layer provides information on how the project was organized.

The requirement that used for the project who and when it done and how the
project inform the future. Control layer decide in order towards the goals to be
processed.

Request

Process
request

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3.15 Class diagram.
The class diagram of the proposed system of Automating registry and filing system of
the Ginjo Guduru Kebele depicted below:

• Extracting entity classes

• Entity classes

Entity class model information that is long lived in the Kebele. The following classes:

 Population
 House
 Certificate
 Clearance
 Give ID card

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 Population
House
-Name
Certificate
-Age -House No
-Sex -Owner -Name of person
-Date of registration -Date of registration -Date
-Address -Case of service
+Register()
-Register() +Save() +Assure()
+Save() +Add()
+Update()
+Delete()

KebeleHouse Clearance

New Person -Rental fee -Name of person

-House state -Date
-Clearance -Date -Address
+Register() +Register() +Assure()
+Save() +Save()
+Update()

Id card
-Name of person
-Id No
-Living period
-Date of assurance

+Renew id()
+Issue id()

Fig.3.15.1Class Diagram

51
3.15.1 Method used in the class diagram
• Register method: This method use for registration

• Save method: This method store registered information on the data base

• Add method: This method use when new registration added to the database.

• Update method: This method is used to modify the previous record on the

data base.

• Delete method: This method is used to delete or clear the record from the

database.

• Renew method: This method is used for renewing the outdated ID card.

• Issue method: This method is used for giving new ID card

• Assure method: This method is used to check for clearance and certificate

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 New person House Clerance

-Name -House No. -Name of person

-Address -Owner -Date
-Data of registration -Date of registeration -Address
-Clearance * 1 +Register() +Assure()
+Register() +Save()
+Save() +Add new()
+Operation1() 1
* Certeficate
1 * -Name of person
-Date
-Case of service
-Address
1 +Save()
* +Assure()
1
ID carde *
Population
-Name of person 1
-ID No. -Name
-Liveing Period -Age KebeleHouse
-Sex 1
-Date of assurance
1 -Date of registration -House No
+Renew ID() 1 -Address -Rental fee
+Issue ID() -Hause state
+Register() *
* -Date
+Save()
+Update() +Register()
+Delete() +Save()
+Update()

Fig.3.15.2 Class Association Diagram

53
 Population House

-Name -House No
-Age -Owner
-Sex -Date of registration
-Date of registration
-Address +Register()
+Add()
+Register() +Save()
+Save()
+Update()
+Delete()

New person KebeleHouse

-Name -House No
-Age -Date
-Sex -Rentalfee
-Date of registration -House state
-Clearance +Register()
+Register() +Update()
+Save() +Save()

Fig.3.15.2 Class Decomposition

54
3.16 Conclusion

In this project, we proposed an efficient system that automates residents’ registry and
improves file handling system. The major thing in the proposed system is authenticated
users. Authorized users only will access the system. Unauthorized person won’t be
allowed to access the system; they are prevented through verification of user name and
password mechanism.

The need to develop automating registry and filing system of the Ginjo-Guduru Kebele
is that current activities of the Kebele are time consuming due to manual system which
results delay of the development of the Kebele.

3.17 Recommendation

We can recommend automated registrar system for facilitating every registration and
filing system in Ginjo Guduru kebele.

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