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CHAPTER ONE
1. Introduction This project with title “Haramaya University Finance Management System (HUFMS)” is developed with the aim of improving the quality of finance with regard to time efficiency, resource minimization, and also decreasing man power. The project we develop can completely and effectively replace the present system of the finance management system. This project contains the following: - introduction (background, problem identification, objective, scope and etc) and the proposed system (functional requirement, nonfunctional requirement, system models, interface and etc). It is obvious that, every computerized system should have a clearly described requirements specification in order to communicate with the user effectively and efficiently. The Document describes the system requirements for finance management system. And it is believed that this document will give a good look of the system being developed. For the propose of ease of tracing this document is divided into different chapters; so that one can refer to the chapter that he/she is looking for easily. Finally, the new project will be tested extensively to make it free from any kind of bugs. It is our hope that this project can effectively replace the present system. 1.1. Background
Haramaya University (HU) was established as an institute of higher education 1954, when the governments of Ethiopia and United States of America agree to jointly establish the Ale Maya College of Agriculture. It was aimed and designed to conduct institution, research and extension (demonstration, popularization) and other education activities that promote the development and use of agriculture. In 1985, the College was upgraded to an agricultural University and was renamed Ale Maya University of agriculture. In 1996 the university launched faculties of education and Health science and was promoted to a full-fledged in 1999, renamed Ale Maya University. Additional faculties including Faculty of Business and Economics and Faculty of Law, Faculty of veterinary Medicine and Faculty of technology was opened. HU runs both under graduate and post graduate (M. Sc and PHD) program in various fields of study. In 2006 Alemaya University was renamed HU. The HU Financial system was housed in administration building basement hall and Finance Management System of HU has the same age with HU. This finance management system was established for the primary purpose of improving finance management and accountability in the public sector. Currently this finance has many sections, such as payroll section, accountant room, cashier room and manager room. Manage are control over all activity of finance. 1.2. Problem definition Currently the finance is facing many problems due to the use of manual system in its day to day activity. The problems are: Loss of document. Problem in Organized Data. Problem of duplication of items i.e. it needs to manipulate all the items individually in all users client by transferring the items which need modification manually. 1.3. Objective of the Project 1.3.1. General Objective In general our project objective is to develop Haramaya University Finance Management System. 1.3.2. Specific Objective Included in the general objective, our project is also expected to fulfill or achieve the following specific objective.
To keep HU employees information in efficient, reliable and secured way.
To get HU employees information as quickly as possible when he or she comes to receive
money.
finance. They also told us the background of the finance. The other method that we are going to use for designing our system is the structured methodology. This designing method helps us to understand the system more easily. Under structured methodology we have other two methods. 1.6. Definition, Abbreviations, Acronym HU- Haramaya University. Id- Identification number HUFMS -Haramaya University Finance Management System
CHAPTER TWO
2. Proposed System 2 .1. Functional Requirements
In our newly developed system we need to include different features about the finance. We have so many functional requirements in our newly developed system but the main are as follows. The system store and display data about the employees. Payroll system. The system would be able to search, update and delete the information of employees. 2.2. Non-Functional Requirements Our newly developed system will provide the following functionalities: - Documentation: The system will provide information about how to use it and all the indispensable information about the system. Error handling: our system handles error by showing the message” invalid input” when the user enters invalid input. Performance: The system has high performance example accessing information and performance activities in a short period of time. Security: Except the concerned body any one cannot change, delete retrieve or append data. 2.3. System Models To produce a model of the system which is correct, complete and consistent we need to construct the analysis model which focuses on structuring and formalizing the requirements of the system. Analysis model contains three models: functional, object and dynamic models. The functional model can be described by use case diagrams. Class diagrams describe the object model. Dynamic model can also be described in terms of sequence, state chart and activity diagrams. For the purpose of this project we have described the analysis model in terms of the functional model and dynamic models using use case and sequence diagrams. 2.3.1. Use cases Use case defines set of interaction between actors and proposed system models considerations. It is a methodology used in system analysis to identify, clarify and organize all system activities that have significations to contain. Use cases of the system are identified as can be seen from the diagram each actor has access to different Use Case. Use cases of the system are identified to be create account, login, register, receive money, calculate payroll, search employee information, add employee information, update employee information, delete employee information and detail report. 3.2.1.1. Use case diagram The simplest possible class diagram of our proposed system is shown in Fig.1.
Use case description for login HUFMS Final Project Page 7 Use case name Create account Actor Administrator Description T Administrator needs to create an account and this enables further communication and other tasks in the forum. Precondition Clicks create account. Basic course action
- Clicks create administrator account menu.
- Fills the following details: User name password
- Saves the account information.
- Displays acknowledgment.
- Clicks close. Post condition Closes the window.
Use case description for receive money Use case description for calculate payroll HUFMS Final Project Page 8 Use case name Receive money Actor Employee Description Employee received money from cashier. Precondition Employee comes to get information about money. Basic course action
- Employee comes to get information about money.
- The employee receive money. Post condition Employee received money. Use case name Calculate payroll Actor Accountant Description Accountant calculate payroll. Pre condition he or she must login in to the home page login form and calculate payroll. Basic course action
- The administrator ordered to accountant to calculate payroll.
- The accountant accepts the employee information.
- Calculate payroll for all employee. Post condition The payroll will be calculated.
Use case description for search Use case description for update HUFMS Final Project Page 10 Use case name Search Employee Information Actor Administrator and Cashier Pre Condition he or she must login in to the home page and se search employee Information. Basic course action
- Open Search form from menu.
- Enter the ID of employee and Click search.
- Display the Search form. Post Condition Search is Successful Use case name Update employee Information Actor Administration Description Administration can update employee information. Pre Condition he or she must login in to the home page and update employee information. Basic course action
- Open Update Page form from menu.
- Fill the update form and Click Update.
- Display the Update page form. Post Condition Employee information is updated
Use case description for delete Use case description for detail report HUFMS Final Project Page 11 Use case name Delete employee Information Actor Administration Description Administration can delete employee information. Pre Condition he or she must login in to the home page and delete employee information Basic course action
- Open deleted Page form from menu
- Fill the delete form and Click delete.
- Display the delete page form
- Display delete successfully Post Condition Employee information is deleted. Use case name detail report Actor Accountant and cashier Description Manager needs detail report from accountant and c ashier. Precondition he or she must login in to the home page login form Administrator tells them to prepare the detail report. Basic course action 1. Administrator tells them to prepare the detail report
- They prepared their detail report.
- Finally they send to administrator. Post condition Administrator checks the detail report.
new proposed system boxes including three compartments because it is a standard convention depict classes and objects. The top compartment displays the name of the class or object. The center compartment displays its attributes, and the bottom compartment displays its operations. The attribute and operation compartment can be omitted for clarity. Object names are underlined to indicate that they are instances. The simplest possible class diagram of our proposed system is shown in Fig.2. +Create account() +Login() +Add() +Search() +Update() +Delete()
- Fname
- Lname
- Staff id
- Sex
- Age
- Phone no
- Room no Admin +Receive money()
- Fname
- Lname
- Emp id
- Sex
- Age
- Phone no Employee +Login() +Search() +Detail report()
- Fname
- Lname
- Staff id
- Sex
- Age
- Phone no
- Room no Cashier +Login() +Calculate payroll() +Detail report()
- Fname
- Lname
- Staff id
- Sex
- Age
- Phone no
- Room no Accountant 1 ..* 1 1 1 ..* 1 1 ..* 1 1 ..* 1 1 ..* Fig.2 class diagram 2.3.2. Sequence Diagrams The sequence diagram is used primarily to show the interactions between objects in the sequential order that those interactions occur. Much like the class diagram, typically think sequence diagrams were meant exclusively for them. Besides documenting an organization's current affairs, a business level sequence diagram can be used as a requirements document to
communicate requirements for a future system implementation. The simplest possible Sequence diagram of our proposed system is shown in Fig.3, Fig.4 and Fig.5.
- Click create account menu()
- Generate account form
- Display account form
- Click ok()
- Account form
- Validate account form
- Display error report
- Error report 11 .Acknowledgement
- Click close() 10 .Display acknowledgement
- Save account information Admin page Account form controller Admin Database Fig.3 Sequence Diagram for create account
Enter the ID of employee
Click Search button
Get Information
Display Information
Home page Database
Admin and cashier
Fig.5 Sequence Diagram for search 2.4. Interface
Interface is a device or program enabling a user to communicate with a computer, or for connecting two items of hardware or software. User interface design shows interfaces of this system how it interacts to its users. In the following section we are going to show the UI design we are going to use to our Web application system. In addition to hardware and software interfaces, an interface may refer to the means of communication between the computer and the user by means of peripheral devices such as a monitor or a keyboard and point of communication involving a computer. 2.4.1. Form The simplest possible form of our proposed system is shown in Fig.6 and Fig.7. Fig.6 Login form
2.4.2. Activity Diagram Activity diagram shows the conditional logic for the sequence of the system activities needed to accomplish a business process. It clearly shows parallel and alternative behaviors that can be used to show the logic the activities in the system. The simplest possible activity diagram of our proposed system is shown in Fig.8, Fig.9 and Fig.10. If password or user name don't much. Create account Select account type Fill detail Display error message Acknowldge Success Error Save Fig.8 Activity diagram for account create
Send
Save
Employee registration
Fill detail
Display error message
Acknowdlge
Select Employee type
Success Error Fig.9 Activity diagram for registration
