AMBO UNIVERSITY

INSTITUTE OF TECHNOLOGY
DEPARTMENT OF COMPUTER SCIENCE

TITLE: WEB BASED MICRO AND SMALL ENTERPRISE

MANAGEMENT SYSTEM
In partial Fulfillment of the Requirements for the Bachelor of Degree in
Computer Science

Members of Group 18

Name ID Number

1. Hawi Keba Jebesa …………. BRT/2147/08

2. Hana Mengistu Bedacho………….... BRT/2124/08
3. Dungule Gololcha Gobana…………. BRT/2143/08
4. Tizita Tesfaye Wogayehu………….. BRT/2173/08
5. Remadan Mohammed Usman……… BRT/2312/08
6. Amanuel Tilahun Atomsa …………. BRT/2123/08
7. Tekalign Nigatu Tigineh……………. BRT/2319/08

Advisor: Mr. Naol Bekele

February 2019
Computer Science Department
Ambo, Ethiopia
Web based Micro and Small Enterprise Management System, Ambo University

Approval Page
This project is our own project and has not been analyzed, designed, developed or
presented for a degree program or in any other aspects of education. With these
functionalities in hand and all material used for this project/thesis have been
acknowledged. Below, there is name and signature of our group member, who greatly
contributed for this document analysis and design of the system.

Name Signature

1. Hawi Keba Jebesa ……………………………..

2. Hana Mengistu Bedacho ……………………………..
3. Dungule Gololcha Gobana ……………………………..
4. Tizita Tesfaye Wogayehu ……………………………..
5. Remadan Mohammed Usman ……………………………..
6. Amanuel Tilahun Atomsa ……………………………...
7. Tekalign Nigatu Tigineh ……………………………...

This is to certify that we have read this project and that in our opinion it is fully adequate,
in scope and quality, as a project for the degree of Bachelor of Science.

Name of Advisor Signature

Mr. Naol Bekele ……………………………………..

I certify that this project satisfies all requirements as a project for the degree of Bachelor
of Science.

Name of program coordinator ……………………………Signature…………………

Examining committee members signature Date

Chairman

Examiner 1

Examiner 2

It is approved that this project has been written in compliance with the formatting rules
laid down by the college of the university

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Web based Micro and Small Enterprise Management System, Ambo University

Acknowledgement
First and foremost, praises and thanks to the God the Almighty for his blessings
throughout our project work to complete the project successfully. For the successful
completion of this project many people were in contact, perhaps without their
cooperation it would not be possible for us to realize the project. First the group members
would like to express greatest gratitude to our honorable advisor Instructor Mr. Naol for
his continuous comments in every steps of the project that he forwards throughout the
semester. We are extremely grateful for what he has offered us. Additionally, we also
thank Mr. Senthil, coordinator and all the staff members of department of computer
science for their wonderful support and attentions given to us. We are also very grateful
and would like to extend our sincere thanks to Ambo Town Micro and Small Enterprise
Office employees for their grate supports in sharing their ideas, experiences and supports
to us. Finally, we really want to say thank you for all who helped us.

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Web based Micro and Small Enterprise Management System, Ambo University

Abbreviations and Acronyms

 RAM ………………………………... Random Access Memory
 HTML ……………………………… Hyper Text Markup Language
 PHP …………………………………. Hypertext Preprocessor
 MSE ………………………………… Micro and Small Enterprise
 OOD ………………………………… Object Oriented Design
 OOA ………………………………… Object Oriented Analysis
 UML ………………………………… Unified Modeling Language
 CSS ………………………………….. Cascading Style Sheet
 BR …………………………………… Business Rule
 GB …………………………………… Giga Byte
 HD ……………………………………. Hard Disk
 CPU …………………………………… Central Processing Unit
 Mgmt. ………………………………….. Management
 TIN ……………………………………. Task Identification Number

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Table of Contents
Approval Page...................................................................................................................i
Acknowledgement...........................................................................................................ii
Abbreviations and Acronyms.........................................................................................iii
List of Figures.................................................................................................................vi
List of Tables................................................................................................................viii
Abstract...........................................................................................................................ix
CHAPTER ONE..................................................................................................................1
INTRODUCTION...............................................................................................................1
1.1 Introduction...........................................................................................................1
1.2 Background of the Organization...........................................................................2
1.3 Statement of the Problem......................................................................................3
1.4 Objective of the Project.........................................................................................3
1.4.1 General Objective..........................................................................................3
1.4.2 Specific Objective..........................................................................................3
1.5 Scope of the project...............................................................................................4
1.6 Significance of the project....................................................................................4
1.6.1 Target beneficiaries of the system.................................................................5
1.7 Methodology of the project...................................................................................6
1.7.1 Data Source....................................................................................................6
1.7.2 Fact Finding Techniques................................................................................7
1.7.3 Systems Analysis and Design (Approach)....................................................8
1.7.4 Development Tools........................................................................................9
1.7.5 Testing procedures.........................................................................................9
1.7.6 Proposed Implementation method...............................................................10
1.8 Limitation of the project.....................................................................................10
1.9 Risks and contingencies......................................................................................11
1.10 Assumptions and Constraints..............................................................................11
1.10.1 Assumptions................................................................................................11
1.10.2 Constraints...................................................................................................11

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1.11 Scheduling...........................................................................................................12
1.12 References..................................................................Error! Bookmark not defined.
CHAPTER TWO...............................................................................................................14
DESCRIPTION OF EXISTING AND PROPOSED SYSTEM........................................14
2.1 Introduction of Existing System.........................................................................14
2.1.1 Players in the existing system......................................................................14
2.1.2 Functions in the existing system..................................................................15
2.1.3 Business rules..............................................................................................18
2.1.4 Report generated in the existing system......................................................19
2.1.5 Forms and other documents of existing system...........................................19
2.1.6 Bottlenecks of the existing system..............................................................21
2.2 Practices to be preserved.....................................................................................22
2.3 Proposed System.................................................................................................22
2.3.1 Team composition.......................................................................................23
2.3.2 Feasibility analysis.......................................................................................24
2.3.3 Requirements of the proposed system.........................................................26
CHAPTER THREE...........................................................................................................29
SYSTEM ANALYSIS AND MODELING.......................................................................29
3.1 Introduction..............................................................................................................29
3.2 System Requirement Specifications.........................................................................29
3.2.1 Use case model..................................................................................................29
3.2.2 Object model.....................................................................................................46
3.2.3 Dynamic model.................................................................................................48
3.2.4 User interface model.........................................................................................71

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List of Figures
Figure 1 Gant Chart...........................................................................................................13
Figure 2 Existing form for registering applicants..............................................................20
Figure 3 Form in existing system for established enterprise.............................................20
Figure 4 Form in existing system for registering enterprises on work..............................21
Figure 5 Team member communications..........................................................................24
Figure 6 use case for MSE mgmt system..........................................................................30
Figure 7 Class diagram representing the system...............................................................47
Figure 8 Sequence diagram for login.................................................................................48
Figure 9 sequence diagram for register applicant.............................................................49
Figure 10 sequence diagram for view report.....................................................................50
Figure 11 sequence diagram for profile.............................................................................50
Figure 12 sequence diagram for view applicant................................................................51
Figure 13 sequence diagram for contact MSE Offices......................................................52
Figure 14 sequence diagram for Meet MSE office............................................................53
Figure 15 sequence diagram for manage MSE office.......................................................54
Figure 16 sequence diagram for manage employee..........................................................55
Figure 17 sequence diagram for manage enterprise..........................................................56
Figure 18 activity diagram for login..................................................................................57
Figure 19 activity diagram for register applicant..............................................................58
Figure 20 activity diagram for view report........................................................................59
Figure 21 activity diagram for contact MSE office...........................................................60
Figure 22 activity diagram for manage employee.............................................................61
Figure 23 activity diagram for manage enterprise.............................................................62
Figure 24 activity diagram for manage MSE office..........................................................63
Figure 25 activity diagram for meet MSE office...............................................................64
Figure 26 activity diagram for profile...............................................................................64
Figure 27 activity diagram for view applicant...................................................................65
Figure 28 state chart for login............................................................................................66
Figure 29 state chart for manage employee.......................................................................67

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Figure 30 state chart for manage enterprise.......................................................................68

Figure 31 state chart for manage MSE office....................................................................69
Figure 32 state chart for register applicant........................................................................70
Figure 33 User Interface....................................................................................................71

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Web based Micro and Small Enterprise Management System, Ambo University

List of Tables
Table 1 applicant registration and request for establishing enterprise..............................15
Table 2 Request for establishing enterprise.......................................................................16
Table 3 establishing enterprise..........................................................................................16
Table 4 Canceling enterprise establishment request..........................................................17
Table 5 Generating reports and statistics...........................................................................17
Table 6 Updating or modifying enterprise.........................................................................18
Table 7 Project budget plan...............................................................................................26
Table 8 Use case description for viewing profile..............................................................31
Table 9 Use case description for Meet MSE Office..........................................................32
Table 10 use case description for register applicant..........................................................33
Table 11 use case description for view applicant..............................................................34
Table 12 use case description for manage enterprise........................................................35
Table 13 use case description for manage employees.......................................................36
Table 14 use case description for contact other MSEs......................................................37
Table 16 use case description for view report...................................................................38
Table 17 use case description for managing MSE.............................................................39
Table 18 Scenario for login...............................................................................................40
Table 19 Scenario for profile.............................................................................................41
Table 20 Scenario for register applicants..........................................................................41
Table 21 to meet MSE and view contact list of applicant.................................................42
Table 22 Scenario for view applicant................................................................................42
Table 23 Scenario for contact other MSEs........................................................................43
Table 24 Scenario for manage MSE offices......................................................................44
Table 25 Scenario for view report.....................................................................................44
Table 26 Scenario for manage employee...........................................................................45
Table 27 Scenario for manage enterprise..........................................................................46

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Abstract
Our project, Micro and Small Enterprise Management System, problem solving system
and innovation, is increasingly used to manage MSE in efficient way and gives a reliable
security. Currently, the system is running or operating on manual system. So, our new
system can handle the problem happen in manual system. Among such problems are:
wastage of time, man power, cost, loss of satisfaction, and many others are our primary
reason for developing new system to reduce the problems happened. We develop this
software the team members will collect reliable data about the Micro and Small
Enterprise system from the office of Ambo town branch and other sub branch. Computer
science department conduct the procedures starting from planning, and justification of the
system. This project objective is to develop a system that manage the micro and small
enterprise online, which allows to work 24/7 and anytime anywhere access to the system.
To develop this system, we use the method for system analysis and design is object
oriented system analysis and design.

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CHAPTER ONE

INTRODUCTION

1.1 Introduction
Our country Ethiopia has mostly known by poverty for several years as the history. This
is due to unemployment and lack of creativity in the country. The Ethiopian government
credit to Micro and Small Enterprise to decrease unemployment and lack of creativity in
the country. In Ethiopia, Micro and Small Enterprise (MSE) is prioritized as important
means of economic diversification, job creation, income generation and equity
distribution as indispensable poverty reduction sector since 2006.[ CITATION Yar17 \l
1033 ] The overall aim of MSEs Strategy is to decrease unemployment rate by engaging
those unemployed peoples to create job for themselves.

MSE has no universally accepted definition.[ CITATION Yar17 \l 1033 ] Different

conceptual frameworks and measures of sizes have been used to define at a national and
international level. The importance of the micro and small enterprises sector in Ethiopia,
particularly for the low-income, poor and women groups, is evident from their relatively
large presence, share in employment and small capital requirement. These are sufficient
reason for governments and other stakeholders in development to be interested in micro
and small enterprises. However, in the context of many developing countries, countries in
transition in particular including Ethiopia, MSEs are also seen as an emerging private
sector, forming the basis for private-sector-led growth.[ CITATION Geb06 \l 1033 ] In
Ethiopia, at the level of strategy and policy, these roles of MSEs have received
recognition. They are seen as means of providing employment, alleviating poverty,
ensuring food security, and private sector development.

Currently, the MSE office establishes many enterprises and working with many people
young people of the country, since many of persons person participated on MSE were
young peoples. However, working manual micro and small enterprise management
system is time consuming, costly; create data redundancies, not secure, not flexible for

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working with, and not satisfactory for applicants and other customers. So, we are going to
design and develop new web based micro and small enterprise management system for
the MSE bureau.

1.2 Background of the Organization

Micro and Small Enterprise development program in Ethiopia meaningfully has been
given due attention by government since 2004/2005.[ CITATION Kon \l 1033 ] Of
course, in 1996/97 National Micro and Small Enterprise strategy was developed by the
government. However, the degree of recognition to the sector with regards to job creation
and the alleviation of abject poverty among impoverished youth and women were not
sufficient.

Until 2004/2005, the national strategy was implemented by Federal MSEs Development
Agency organized only at national level. Because of this, it was very difficult to make the
strategy practical specially in delivering business development service for MSE
operators.

Thus, by considering critical role of the sector and the constrained faced by MSE
operators since 2004/2005 the government of Ethiopia decides to establish MSEs
coordinating body at regional level.

Accordingly, MSEs Development agencies are set up in all regions, even sub branch
offices at zone/district level. The system helps to support a lot of MSEs and thereby to
create job opportunities for unemployed youth and women.

Currently the government amends MSEs Strategy with the objective of that in addition
that the sector play alleviating poverty and reducing unemployment, to help out the sector
to play its pivotal role as a base to medium and large scale industry. The strategy is
implemented all over the country.

In amending the strategy a lot of experiences had took from different countries especially
from India, Japan and Malaysia.

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1.3 Statement of the Problem

The Micro and Small Enterprise bureau currently operates on manual system of recording
applicant’s information, processing of tasks, which is cabinet. So it doesn’t have any
system developed for it. The manual micro and small enterprise management system is
time taking, costly, and not satisfactory. Generally, the manual system has the following
noticeable problems:

 The MSE management side users cannot get information correctly.

 Searching applicants file is difficult. Someone who has authority over these has to
look through all file to get a single applicants file. It is very boring and time
consuming.
 Applicant files can be lost because there are no softcopy of these files in the
cloud.
 Modification of applicant information cannot be done at once which might cause
data redundancy.
 File control mechanism is very tedious, complicated and not secured.
 Transparency is very difficult since the finding data of applicant is difficult.
 Physical accident can make the data lost entirely.
 Security of system is very low. Applicant can go everywhere and make other
group to take money from other one stop service provider after receiving money
from other one stop service provider since there is no security in the manual
system.

1.4 Objective of the Project

1.4.1 General Objective

The main objective of the project is to develop web based micro and small enterprise
management system.

1.4.2 Specific Objective

To achieve the general objectives of the project, the proposed system consists of the
following specific objectives:-

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Web based Micro and Small Enterprise Management System, Ambo University

 To analysis the existing system

 To specify the problem in the existing system
 To design new MSE management system
 To develop new system that might solve current problem
 To implement and test the system

1.5 Scope of the project

The Micro and Small Enterprise offices has several tasks and operations to be
accomplished and done among its all one stop service, town, district, zone, region and
federal offices as Ethiopia. However, our proposed new system scope is on West Shewa
Zone but it can also work perfectly and efficiently in all over the country. So, it is going
to automate the following subsystem. These are:

 New applicants registration

 Check availability of applicant in the database
 Stores group or enterprise group names
 System checks every time the user login
 Manage account
 Register one stop service center
 Register zone
 Manage report

1.6 Significance of the project

As per the scope of the project, the outcome will include the following:

 Better MSE management

 Provide better data store in the system
 Minimize the cost wasted
 Facilitate anywhere anytime access
 Decrease data loss caused by physical damage
 Increase applicant satisfaction
 Decrease time consumed

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 Minimize the work load on the employee

 Enhance the better controlling method
 Avoid error occurred
 Enhance security mechanisms
 Better data transferring between offices

1.6.1 Target beneficiaries of the system

A. MSE One Stop Service Office
The system highly benefits the officers or employers of the MSE office in the
following way:
 Avoiding data loss because of improper data storage
 Increase security mechanism to protect data
 Data retrieval is automatic and not even comparable
 Modification of records done very easily
 Enable access from anywhere at anytime
 Enables running of the system without error
 Decrease wastage of time, labor and etc.
B. MSE applicants
The proposed system benefits the applicants of the MSE office in many different
ways. These are:
 Decrease data loss so that they’re not resubmit their records
 Data retrieval is automatic
 Time consuming during operations of the office is highly decreased
 Faster and assured response from MSE offices
 Increase applicant satisfaction
C. MSE employers
The system is benefits the employers of MSE at the level of town, district, and
zone, regional and federal level by many ways. Among that:
 Facilitate fast retrieval of data
 Enhance data accuracy
 Enhance security of MSE system very highly
 Centralize MSE system as the whole country

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 Simplified method for tracking the one stop service center or the lower
offices
D. To system developers
The system we have proposed benefits us as a software developer in many
aspects. These are:
 To have good understanding of current manual system
 Gives opportunity to develop software
 Having knowledge of how bureaucracy of MSE goes
 To acquire skills and knowledge in developing software
 To believe that we can do more and better
E. Government
This new system can make the government of the country to be beneficial in
many ways. Some of them are:
 The government can get information easily like statistics, reports and etc.
 The budget for MSE would be in consider with what is done before and
based on evidence
F. Nongovernment Organization
It is also helpful for nongovernmental organizations to get every reports, statistics,
of the MSE organization office and the system. Since the information from this
automated system is very accurate and reliable, nongovernmental organizations
can raise their hand for aid and support for the organization and the country.

1.7 Methodology of the project

1.7.1 Data Source

To starting the document analysis, we need to gather information about current manual
system from the stakeholders of the system. So we have been using data gathering
mechanism to gather information about the system from few of our data sources. Our
data sources are listed below. These are:

 Ambo Town MSE Office

 1st service center of Ambo Town MSE Office, near future generation school
 Ato Zewdu, MSE office employee
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1.7.2 Fact Finding Techniques

We have used document analysis in order to obtain the information about the operation or
process of MSE manual system which gives idea to new proposed automated system. In
addition we have interviewed the authorized person even MSE office and also we have
also observed that how records in MSE system is managed. Let see these one by one.

Document analysis: The team reviewed documents such as books, references and related
previously done projects and research which are very important to develop our new
proposed system. During the analysis of documents, we give a special consideration to
those documents which can bring more features to our system.

Interview: This is one of the data collection methods that enable to gather information
from the organization directly in the form asking question in person and getting answer
for those questions. Also by making questionnaire that contains many different questions
and taking answer and detailed explanation about the manual system. So, we have used
these methods to gather information by asking the manager and vice manager of the MSE
ambo branch office. Some basic questions have been asked regarding to our manual
system. Some of them are:

 What is Micro and Small Enterprise (MSE)?

 Why we need MSE?
 What is the background of MSE office as a whole?
 What are the objectives of MSE?
 How is the current system in MSE works?
 What is the challenge in the current system?
 What are the criteria to make a group in the system?
 How is the document and files handled in the current manual system?
 How many actors or stakeholders are there in the current manual system?
 What is their role in the current system?
 In there anything you want us to make the system simple and easy for you?

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Observation: This is also another data collecting method. We have used this method of
collecting data to gather information from the applicants. This method enables us
observing and understanding the how the system of MSE has been going on.

1.7.3 Systems Analysis and Design (Approach)

In this project, our team will use object oriented system development methodology for
the design. It has many different phases. Some of them are:

I. Object Oriented Analysis (OOA)

During this phase the team has going to do modeling the function of the system
(use case modeling), find and identify the business objects, organize the objects
and identify the relationship between them and finally model the behavior of the
objects in detail.

II. Object Oriented Design (OOD)

During this phase our team uses Microsoft Visio software to refine the use case
model and rational rose for designing the sequence, collaboration, activity
diagrams and to model object interactions and behavior that support the use case
scenario.

The reason why we have selected object oriented system analysis and design
method specifically UML model is because of the following advantages:

 To simplify the design and implementation of complex program

 To make it easier for teams to work in a single software project
 To enable a high degree of reusability of designs
 To decrease the cost of software maintenance
 Reduce maintenance burden
 Increased consistency among analysis, design and programming activities
 Improved communication among users, analysis, design and programming

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1.7.4 Development Tools

Developing MSE management system needs a number of tools that makes the process
easy and fast. So, we use different kind of development tools to write documentation and
develop the system as the whole. These development tools are hardware tools and
software tools both collaboratively work to achieve specific goals. Hardware tools are all
tools that we touch and feel and help to work with the project. Software tools are
programs or instructions that help us to simplify work. Here are some development
tools:-

Hardware Tools

 HP Desktop Computer
 ASUS laptop computer
 SanDisk flash drive
 IBM Preferred Pro USB Fingerprint Keyboard
 Arduino Uno
 Fingerprint Sensor

Software Tools

 XAMPP server
 Microsoft Visio
 Microsoft Office 2013
 Sublime Text, Atom, Bracket and Notepad++ IDEs
 And many others.

1.7.5 Testing procedures

Testing procedure is the way to know the system functionality weather it is working
according to the specification, behavioral and performance requirements. To find out type
of error which occur during implementation time we will conduct this types of testing
procedures.

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Web based Micro and Small Enterprise Management System, Ambo University

 Component testing: used for testing of individual program components. We will

user this type of testing to test functions in a class and to test a single class and
how they behave.
 Unit testing: in this testing scheme we are going to separately test each
components of our system against the functionality. This type of testing is
performed by developers before the setup is handed over to the testing team to
formally execute the test cases. Unit testing is performed by the respective
developers on the individual unites of source code assigned areas. The goal of unit
testing is to isolate each part of the program and show that individual parts are
correct in terms of requirements and functionality.
 System testing: to test the complete project.

1.7.6 Proposed Implementation method

In this the team discusses how the proposed system changes the environment of the
existing system, i.e. identifying whether it is rapid installation or parallel installation.

The proposed system will functions parallel with the existing system so there is no
complete change or replacement of the existing system. Because of some part of the
services should be done manually.

1.8 Limitation of the project

Due to the shortage of time and other mini and large projects in hand; the activities or
operations listed below will not be included to be automated in the proposed system. It is
better to inform others who are interested to do on this project. So the limitations of our
project are:

 Time: The system is takes time to take the data or records undergone before the
new system was developed. Since many multiple were processed in the current
manual system, large data or records may consume some time to be inserted.
 The system doesn’t include any financial transaction.

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1.9 Risks and contingencies

Risk and contingencies mean the challenge that can be occurring during the system
development. The project may be cannot be develop as it is initially planned. This is due
to the fact that risk may happen in the process of project development. Among that
challenge that may happen during this system development are:

 Shortage of enough time to develop the system

 Power failure, at the time of system development
 Files may be deleted accidentally.
 Lack of references and internet connection.
 The unavailability of data source on time and unavailability of reliable data from
data source during information gathering.

To solve the above and related challenges, the team members decided to the following
activities:

 Use mobile data when internet connection get lost using Ethernet
 Create backup by using flash disk and by uploading files on cloud
 Using laptop during power failure
 Accessing or gathering information from many difference source to get reliable
information

1.10 Assumptions and Constraints

1.10.1 Assumptions
In order to use this web based system, we assume that every user have basic skills of how
to use computer and some knowledge to access internet. To access the Micro and Small
Enterprise Management System, there must be an infrastructure with full of network
access and internet connection.

1.10.2 Constraints
There are many constraints that this system would have. The major constraints of the new
proposed system are:

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Web based Micro and Small Enterprise Management System, Ambo University

 Computers
 Fingerprint reader, driver
 Internet
 Electric Power

The new proposed system is depending on the above constraints. From the above
constraints fingerprint reader and driver is the most constraints with which the system
uses for making the system security. We have assumed that there is internet access and
electric power and also needs computers. So electric power and internet connection are
must requirements for the system to work on making the system automate and with
enough efficiency and reliably as intended.

1.11 Scheduling
The full project is expected to be completed in two semester or two phases for this
academic year. Some parts of the project component is to be completed in this first which
are up to design and the rest of activities such as implementation, testing and
maintenance would completed in the next semester including other minor activities. So,
for now the department gave us calendar for our phase one (documentation part) of
project according to the following table.

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Figure 1 Gant Chart

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Web based Micro and Small Enterprise Management System, Ambo University

CHAPTER TWO

DESCRIPTION OF EXISTING AND PROPOSED SYSTEM

II.1 Introduction of Existing System

The current system micro and small enterprise management uses a manual system to
manage and control the enterprise in micro and small level. The existing system working
on the process that has no speed and not gives timely information for another level of
micro and small enterprise employers and officers. The office gives different services to
costumer and other employers of the system. It supports in services such as giving
modifying costumers again, reviewing information, and reporting the number of
opportunity created, number of groups formed, and also their looking after they work for
high level of micro and small enterprise system.

II.1.1 Players in the existing system

MSE Applicant: the main players in the existing system are the MSE applicants. They
are a group of unemployed persons. When they decided to be in group to work together,
the MSE office helps them to be in in group and get some funds to start job in their field
of education or experience. Tasks they do or benefits they get in the existing system are:

 Get advice of how they can improve their profits

 Creating micro or small enterprise when they registered to the MSE offices or one
stop service of MSE offices.
 Starting working together with the group of person and sharing their profit gained.
 Getting funds for startup and enough budgets for buying resources. The budget
mainly depends on the plan and the services to be provided by the new formed
group

Generally, changing their life from unemployment person to employed person and living
the better life if they’re succeeded in their job. There are grouped in 6-30 people.

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Web based Micro and Small Enterprise Management System, Ambo University

MSE Employers: they are persons who work in the office whose responsibility is
registering applicants for making enterprise and gives information about applicants as
well as transfer information and requests to the manager. These employers will work on
different areas of the organization.

MSE Managers: is the person who have a complete control of the organization and
responsible for managing every sector of the MSE organization. A manager can get
information of the applicants and he is the highest person to validate the requests of the
applicants to make an enterprise if their plan was correct and legal. And also he is
responsible for retrieving all the performed and taken place action and transfers it to the
highest level of the authorized personnel in MSE organization for reports.

II.1.2 Functions in the existing system

The main functions of the current or existing system are as the following:

 Applicant registration
 Requesting for making enterprise
 Making or creating or forming enterprise
 Canceling requests
 Generating Report and Statistics
 Updating or Modifying Enterprise

The descriptions of above functions are described in the following tables as input, process
and output form.

Applicant registration and request for making enterprise

Input Applicant registration form
The applicant must come with kebele id card and unemployment
id card which is given by social service office that is found nearby.
Process Beside this, there are many requirements to be fulfilled to the
registering for making enterprise.

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Web based Micro and Small Enterprise Management System, Ambo University

The manager and officers check if all the requirements are fulfilled
Output to make a group for an enterprise. This will include if sufficient
information about applicants are submitted.

Table 1 applicant registration and request for establishing enterprise

Requesting for establishing an enterprise

The applicants registered to the MSE one stop service office and
Input bring a business plan of their project or job field, which contains
enough description about their working area and around.
This group of applicants goes to MSE one stop service and
registered. To register users must meet every criteria listed and give
enough information about themselves as their numbers. The main
Process things here belongs registering is that the business plan. It is the
document which influences the request of making enterprise to be
accepted by the employers of the MSE.
After registering there, the requests for establishment of enterprise
Output tends to be pending. After a while the user is informed.
Table 2 Request for establishing enterprise

Making or forming the enterprise

After the request is submitted and accepted by the officers or
employers of the MSE office, the next step to be done is making
Input enterprise.
First, to make or create an enterprise in micro or small, the
requests must be accepted by seeing and evaluating the business
Process plan and also by making a research on the area of their
workaround. After making enterprise is decided to be done, name
of enterprise and other important information is needed to be
retrieved and brought.
The result of these processes will be establishing enterprise in 1 to
5 or indicated persons based their plan of work. And the enterprise
Output is legally established.
Table 3 establishing enterprise

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Cancel enterprise establishment request

Input The business plan and other information about the new job and
enterprise are needed to be gathered and evaluated.

After reviewing the business plan of the applicants, and if the

business plan is not accepted or enough to be decided,
Process automatically the business plan and the establishment of the
enterprise for a while or permanently. This is not only because of
business plan but also due to personal records and dedication and
interests of the applicants.
After reviewing the entire business plan and documentation and
Output other part of evaluation mechanism, if fails the enterprise
establishment request is cancelled.

Table 4 Canceling enterprise establishment request

Generating reports and statistics

Input The number of enterprise established and the number of
unemployed persons who got enough work is counted and
submitted.
Process
After establishment new enterprise group, the number of all
registered applicants and the number of established enterprise are
counted. After all number of enterprise and applicants number is
gathered, the statistics and reports will be generated. This will help
the employers and applicants of the MSE office to understand and
rank the MSE office that is found nearby.

Output
The reports and statistics are generated and published or posted.
So, it gives the better understandability of MSE office level at that
time.

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Web based Micro and Small Enterprise Management System, Ambo University

Table 5 Generating reports and statistics

Updating or modifying enterprise

Input After establishment of enterprise and sometime of work, if

modification is needed, update will be take place.

After the establishment of enterprise and sometime of work has

been done, and if the modifying the information given before is
Process needed, the applicants come in person to the office of MSE and
appeal to be modified. So, if the modification is legal and cannot
interfere with other applicants information and it will be decided
to modify.

The modification and information update will be made to change

Output the information inserted before during registration and formation
or establishment of the enterprise.

Table 6 Updating or modifying enterprise

II.1.3 Business rules

A business rule is policies (rules) that users must fulfill to get service in that organization.
The organization has the following principles in the existing system which includes:

#BR1: Applicants must have kebele identification card.

#BR2: Applicants must have unemployment identification card.

#BR3: Applicants must assigned enterprise name together with appropriate or authorized
office

#BR4: The assigned name of enterprise must be different from the rest of name of
enterprise that founds inside all over the country otherwise the name will be rejected.

#BR5: After the name of enterprise is assigned, an applicant must come with or bring
TIN number given from the revenues authority.

#BR6: Applicants must accept license and agreement of the organization.

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#BR7: Applicants must be starting working on the field of their educated on or have
experienced on

#BR8: Applicants must have interest to work on group or establish enterprise to grow
and change together

#BR9: Applicants must have valid bank account

#BR10: Applicants must not have any credit records on them

#BR11: Applicants must not take any funds or budget or money from any other MSE
offices, one stop services office

These business rules also work for proposed system.

II.1.4 Report generated in the existing system

In an existing manual system there are different reports generated for different purposes.
Those reports include number of established enterprise, number of unemployed persons
who establish enterprise, number of cancelled requests for establishing enterprise, no of
requests on hand, no of employers of MSE offices.

Generally, the employers generate or prepare reports daily, weekly, monthly, and
annually to show and review what activities are performed and performing.

II.1.5 Forms and other documents of existing system

Currently the organization uses different kinds of forms of carrying out a number of
activities. These forms are used for the following purposes:

 For registering applicants

 For registering established enterprise
 For registering enterprises on work

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Figure 2 Existing form for registering applicants

Figure 3 Form in existing system for established enterprise

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Web based Micro and Small Enterprise Management System, Ambo University

Figure 4 Form in existing system for registering enterprises on work

II.1.6 Bottlenecks of the existing system

Performance
The existing system does not provide fast response time because it is difficult to access
data from the document and misallocation of applicant information in cabinet. The
applicants wait for a long times to get services because it is impossible to serve more
applicants at a time.

Input (Inaccurate/redundant/flexible) and Output

The existing system takes the input in the form of hard copy or in the form of paper
document. The users request for the service in the current manual system is considered as
input. The output of this system is the response for the user’s request and any service
given to the users. Since this all thing is done by manual method, there is inaccuracy
because validity is not properly checked and there may be the redundancy of data. And
also when inputs are inserted to the office and it is easily changed.

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Security and Controls

The existing manual system has less security and there is no data backup if the users data
lost or damaged.
 Data can be changed easily.
 Damage of document due to fire or rain incident and others.
 Take a lot of time to retrieve a applicant information
 Applicants can simply go to other place and take money from MSE office after
taking another budget from another MSE office

Efficiency
Because of the manual operation most of the activities are prone to damage and wastage
of resources like manpower, time, etc. to produce corresponding outputs. This makes the
existing system inefficient while utilizing resources.

II.2 Practices to be preserved

Even if the existing system has a lot of problems, there are a number of activities that
need to be preserved. Those are:-

 Almost all policies and the business rules discussed and explained above are
should be preserved.
 Applicants registration and establishment of enterprise
 Modification of applicants information
 Cancel establishment of enterprise

II.3 Proposed System

As described above the current system faces some problems and the problems are
resulted from the manual system activities and the team put an alternative and appropriate
solution to the problems that are described in the above (problem that are identified in the
existing system section). These alternative options are changing the manual system into a
computerized system that works on web based environments. So, it can be accessed
anywhere anytime.

The proposed system has server, database and client. The server used to fetch data from
the database and store data into the database according to the instruction and requests of

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the user. Database used to store the information of clients or applicants. The client is
display the pages to the user and after the user insert input, the client send the request to
the server and also display the response of a server to the user. It is designed to be used
online thereby relieving both the applicants and the employers of the organization from
such time consuming work, stress as experienced and known in the manual system.

In general, the proposed system has the following importance:

 Fast rate of operation and excellent response time

 The system is flexible i.e. it can be accessed anytime anywhere
 Minimizes the wastage of resources
 Makes the task easy and interactive
 It provides easy data storage and management
 Secure the system greatly as the whole country
 Makes records to be correct and accurate
 Create a reliable environment

II.3.1 Team composition

Team composition means the way the project developer or system developer
communicates with each other in the case to exchange or share information.

Among the three team organization types we selected the decentralized team organization
to develop our project.

The reason to select this team organization is:-

 Our member are all on the same level and we can review each other
 Suitable for less understood, more complicated problem to working together
 Higher moral positivity among team members
 No leader no follower nobody leads as a leader (all of us are equally participated)
 Encourage to share and review others work

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The communication and overall works of the members can be described by the following
diagram

Figure 5 Team member communications

II.3.2 Feasibility analysis

This section helps our proposed project to objectively decide whether to proceed or not.
This means answering the following question:

 Is it really possible to develop the proposed system

It enables the system to determine whether or not the project can be developed, evaluates
and identifies the newly developed system. Therefore, the feasibility analysis of proposed
system involves the following feasibility:

Operation feasibility
Operational feasibility refers to whether the proposed system can be implemented and
operated with the intended users. If the system is developed, will it be used?

Measure how much the proposed system solves the existing system problems. This
project is surely operationally feasible because of the proposed system (the project) is a

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good solution maker of the problem or specific solution will work in the existing system
and create a good environment towards the users of this application. Some factors to be
operational feasible are:-

 It is simple and easy to use

 It is user friendly interface
 It increases applicants satisfaction
 Solves the problems like time consuming, human labor, costly, and many others.

Therefore it is operationally feasible.

Technical feasibility
Technical feasibility is the measure of the practicality of a specific technical solution and
the availability of technical resources. The new system does not require new professional
person that process the implemented web based because the does not need special
computer skill. As much as possible the system is easily understandable and user
friendly. So, users can easily access without any confusion. In addition, the new system is
going to build based on technologies that stakeholders and developers have experiences
with it.

Economic feasibility
Economic feasibility involves comparing the costs of proposed development project with
the benefits of the proposed system. One of the major influences to the new system is to
minimize resources that are needed in the existing system. The newly being developed
system will improves the speed of services, saves resources; this saves the user’s labor
and money required it the existing system. For our system the benefit that we can get
after the proposed system completed is, greater than the cost that we expend to develop
this project. So that our project is economically feasible and it is possible to develop it.

The followings are costs related to development of the proposed system. These
specifications are a minimum requirement.

Desktop or laptop computer with 4 GB 12000 birr

RAM, 465 GB HD and 2.0 GHz CPU

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speed or higher
8 GB or higher flash disk to transfer files 200 birr
and to keep backups
Contingency 10 % of total=1220 birr

Total 13420 birr

Table 7 Project budget plan

Also there are operational costs such as cost of purchasing server, website domain and
class computers if there isn’t.

Behavioral/Political feasibility
The system to be developed is not conflict with any government directives, because it is
services for the people effectively and efficiently, and also it doesn’t affect any individual
or group rights of the peoples. Even the government is profitable, so the system be will be
politically feasible.

Schedule feasibility
Concerning the project scheduling, it bounded by strict and separated by timing, so it
must be delivered within the time bound given in the schedule of project and activity with
in a project meet deadlines. Our intention is to finalize wit hopefully before June 2019.
Therefore, our project satisfies schedule feasible.

II.3.3 Requirements of the proposed system

In this section we stated the requirements that are needed in the proposed system which
address the problems of the existing system. We have identified the two types of
requirements. Those are functional and nonfunctional requirements.

Functional requirements
It describes the interactions between the system and its environment. The environment
includes the user and any other external system that interact with the system. Functional
requirements may be technical details, data manipulation and processing and other
specific functionality that define what a system is supposed to accomplish. Generally,
functional requirements are expressed in the form system must do (requirement).

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After completion the proposed system must do the following tasks:

 Validate data and store data without error

 Register the applicant and establish the enterprise as needed
 The system should manage applicant accounts
 The system should perform process of creating and forming enterprise
 The system should perform the security of the system and organization highly
 The system should perform the process of cancelling the establishment of new
enterprise
 The system should generate reports and statistics based on records saved


Nonfunctional requirements
Nonfunctional requirement concern with user visible aspects of the system not directly
related to functional behavior of the system. In general, nonfunctional requirements are
those requirements that have nothing to do with the functionality of the system but they
determine the performance of the whole system.

Performance
The system should have a quick response time for a single request made. It is expected
that the software would perform functionally all the requirements that are specified by the
organization and it support multiple users at a time.

User Interface
The proposed system has interactive and user-friendly interfaces with the following
features to help users easily interact with the system.

 Menus and submenus containing options and selections facilities

 Command buttons that enable to shift from one state to another
 Interface with title and level of that describe their intended users.

Security and access permissions

Security requirements are important factors in this system as classified data will be stored
in the database. Because of each user have its own account, user validation will be done

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during login to insure that the user is valid and that the user only can access to his or her
permitted data only. The username and password of users also encrypted when inserting
to database. And also this is the main part which makes the system different. It highly
secured to log in the system and also for establishing new enterprise.

Backup and recovery

The system includes a secondary database which is a copy of the original database used
for a backup purpose that is used for recovery if a problem is occurred with the original
database.

Resources: the system needs little number of resources which can be longed last if no
damages happen. So, it only costs one time and first time costs for buying the resources.
Usability: the system is easy to learn and operate. The user interface for this system will
be simple and clear. So, it requires the basic computer skill only.
Availability: due to the system is integrated to an online server or hosted on online
server; it is available at any desired time if the user has an internet connection.
Reliability: the system is effective and reliable and also consistent in integrity of
information is maintained and supplied or provided to the system.
Error Handling: the system should display error message if the user input invalid
information.
Maintainability: after the deployment of the project if any error occurs then it should be
easily maintained by the software developer.
Portability: the system software shall work properly in any browser and any device.

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CHAPTER THREE

SYSTEM ANALYSIS AND MODELING

3.1 Introduction
In this section the proposed system will be decomposed into component pieces for the
purpose of studying how well those component parts work and interact to accomplish
their purpose. And the proposed system will be modeled by UML modeling which is a
language of visualizing, specifying, constructing and documenting the artifacts of
software system.

3.2 System Requirement Specifications

3.2.1 Use case model

A use case diagram is a representation of actor interaction with the system and depicting
the specification of a use case. Below there is a table that identifies and describes the
actors which are interacting with the system.

Table 3.1: Actors of the proposed system

Actor Name Description

Applicant Applicant is any person, user, groups of people or person

who need services from the organization

Employee Employee is a person who works in the organization and

who gives a services

Manager Manager is a person who is responsible for managing,

controlling the all operations and tasks in specific MSE
office
Administrator Administrator is a person who has authority in managing
MSE, and administering the whole system.

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Below is the use case diagram for web based micro and small enterprise management
system

Profile

Meet MSE
Manage MSE Office
Office
<<include>>
Adminisrator
Applicant
<<include>> <<include>>

Login <<include>>
Register
<<include>> Applicant
Manage
enterprise <<include>> <<include>>

Manage <<include>>
View Applicant
Employees
<<extend>>
Employee
<<include>>

Contact Other
MSEs

Manager
Logout

View Report

Figure 6 use case for MSE mgmt. system

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Use case description

This section describes the use cases that are identified in the above.

Use Case Profile

Precondition The user must browse the website of organization
The user must have username and password
Actors Administrator, Manager, Employee, Applicant
Description Used to control their information
Flow of Events Actor action System response
1. Presses the login
button on the
homepage
2. Displays a login form
3. Enters username
and password then
click login button
4. Verifies using login Information
5. Displays user’s main page
6. The user click profile button
7. Displays the profile page
8. End use case
Alternation If the user enters an incorrect username and password
action 5. The system displays an error message
6. The use case returns to step 2

Post condition The user will have access to his/her page

Table 8 Use case description for viewing profile

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Use Case Meet MSE Office

Precondition The user must browse the website of organization
The user must have username and password
Actors Applicant
Description Used to get MSE office information everywhere
Flow of Events Actor action System response
1. Presses the login
button on the
homepage
2. Displays a login form
3. Enters username
and password then
click login button
4. Verifies using login Information
5. Displays user’s main page
6. The user click Meet MSE
button
7. Displays the information about MSE Office
8. End use case
Alternation If the user enters an incorrect username and password
action 5. The system displays an error message
6. The use case returns to step 2

Post condition The users will have access to communicate with the office MSE in
which they belongs.

Table 9 Use case description for Meet MSE Office

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Web based Micro and Small Enterprise Management System, Ambo University

Use Case Register Applicant

Precondition The employer must browse the website of organization
The employer must have username and password
Actors Employee
Description Used to registering new applicant
Flow of Actor action System response
Events 1. Presses the login button on the
homepage
2. Displays a login form
3. Enters username and password then
click login button
4. Verifies using login Information
5. Displays user’s main page
6. The user click register applicant button
7. Displays the register applicant page
8. Employer fill the applicant
Information
9. Validates all the information
10. Return back to home page and
displays success message
11. End Use.
Alternation If the user enters an incorrect username and password
action 5. The system displays an error message
6. The use case returns to step 2
If the employer enters invalid information
7. displays register applicant page
8. displays an error message
Post The employer of the MSE is responsible for registering new applicant
condition into the organization by taking his information

Table 10 use case description for register applicant

Table 3.7: use case description for view applicant

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Web based Micro and Small Enterprise Management System, Ambo University

Use Case View Applicant

Precondition The user must browse the website of organization

The user must have username and password

Actors Manager, Employee

Description Used to authenticate(verify) the user

Flow of Actor action System response

Events 1. Presses the login
button on the
homepage
2. Displays a login form
3. Enters username
and password then
click login button
4. Verifies using login Information
5. Displays user’s main page
6. The user click view applicant
button
7. Displays the view applicant page
8. End use case
Alternation If the user enters an incorrect username and password
action 5. The system displays an error message
6. The use case returns to step 2

Post The user will have access to information about applicant

condition

Table 11 use case description for view applicant

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 Web based Micro and Small Enterprise Management System, Ambo University

Use Case Manage enterprise

Precondition The user must browse the website of organization
The user must have username and password
Actors Manager
Description Used to manage enterprise(view, edit, remove, add)
Flow of Actor action System response
Events 1. Presses the login
button on the
homepage
2. Displays a login form
3. Enters username
and password then
click login button
4. Verifies using login Information
5. Displays user’s main page
6. The user click manage enterprise
button
7. Displays the manage enterprise page
8. End use case
Alternation If the user enters an incorrect username and password
action 5. The system displays an error message
6. The use case returns to step 2

Post The manager manages the enterprise that already established and other
condition enterprise to be established.

Table 12 use case description for manage enterprise

Use Case Manage Employee

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 Web based Micro and Small Enterprise Management System, Ambo University

Precondition The user must browse the website of organization

The user must have username and password
Actors Manager
Description Used to manage employers of MSE(view, edit, remove, add)
Flow of Actor action System response
Events 1. Presses the login
button on the
homepage
2. Displays a login form
3. Enters username
and password then
click login button
4. Verifies using login Information
5. Displays user’s main page
6. The user click manage employers button
7. Displays the manage employee page
8. End use case
Alternation If the user enters an incorrect username and password
action 5. The system displays an error message
6. The use case returns to step 2

Post The manager manages information of employee in his side.

condition

Table 13 use case description for manage employees

Use Case Contact other MSEs

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Web based Micro and Small Enterprise Management System, Ambo University

Precondition The user must browse the website of organization

The user must have username and password

Actors Manager
Description Used to information or contact address of other MSE offices
Flow of Actor action System response
Events 1. Presses the login
button on the
homepage
2. Displays a login form
3. Enters username
and password then
click login button
4. Verifies using login Information
5. Displays user’s main page
6. The user click contact other MSE
button
7. Displays the contact MSE page
8. End use case
Alternation If the user enters an incorrect username and password
action 5. The system displays an error message
6. The use case returns to step 2

Post The manager can get list of another MSE Offices and get their
condition information or contact address etc.

Table 14 use case description for contact other MSEs

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Use Case View Report

Precondition The administrator must log into the system first to access the page.

Actors Manager
Description Used to report work done of the organization in particular time and also
to know the statistics of the applicants in organization.
Flow of Actor action System response
Events 1. Presses the login
button on the
homepage
2. Displays a login form
3. Enters username
and password then
click login button
4. Verifies using login Information
5. Displays user’s main page
6. The user click view report button
7. Displays the report page
8. End use case
Alternation If the user enters an incorrect username and password
action 5. The system displays an error message
6. The use case returns to step 2

Post The manager gets the reports of worked and ongoing works.
condition

Table 15 use case description for view report

Use Case Manage MSE Offices

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 Web based Micro and Small Enterprise Management System, Ambo University

Precondition The user must browse the website of organization

The user must have username and password
Actors Administrator
Description Used to manage MSE(view, edit, remove, add)
Flow of Actor action System response
Events 1. 1. Presses the login
button on the
homepage
2. Displays a login form
3. 3. Enters username
and password then
click login button
4. Verifies using login Information
5. Displays user’s main page
6. 6. The user click manage MSE Office button
7. Displays the manage MSE office page
8. End use case
Alternation If the user enters an incorrect username and password
action 5. The system displays an error message
6. The use case returns to step 2
Post The administrator manages the whole MSE office and can do or apply the
condition operation like register, modify, remove, display)

Table 16 use case description for managing MSE

Scenarios
A scenario is a concrete, informal description of a single feature of the system from the
viewpoint of a single actor.

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Web based Micro and Small Enterprise Management System, Ambo University

Scenario for login

Scenario for login

Brief description: this use case describes how a user log in into the system

Actor: Administrator, Manager, Employee, Applicant

Flow of Events: this use case starts with when the actor wishes to log in into the
system. The actor enters his/her/their username and password. The system validates the
entered username and password and logs in the actor into the system.

Table 17 Scenario for login

Scenario for profile

Scenario for profile

Brief description: this use case describes how a user manages their profile

Actor: Administrator, Manager, Employee, Applicant

Flow of Events: this use case starts with when the actor logged in into the system.
After the user logged in into the system, there is profile button which is going to be
clicked to trigger an event. After clicking on the profile, the users can have authority to
manage his/her profile.
Table 18 Scenario for profile

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Web based Micro and Small Enterprise Management System, Ambo University

Scenario for register applicant

Scenario for register applicant

Brief description: this use case explains how an applicant is registered to the system

Actor: Employee

Flow of Events: it starts with when employee logged in into the system and the
applicant is come to the office. After logging in to the system, employee is needed to
click on the register applicant button. After that, the registration form to be filled is
displayed to insert information about the user. After filling the information and
employee clicks on register button, the system starts validating the input. If the input is
invalid, the system shows error message and return back to register form. An
alternative option to this is, if the input is valid, the system displays registration is
successful message and sends back to the main page of the employee.
Table 19 Scenario for register applicants

Scenario for meet MSE office

Scenario for meet MSE office

Brief Description: the use case shows how an applicant can meet MSE office online

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Actor: Applicant

Flow of Events: it starts after the applicant logged in to the system. After logging to
the system and be in main page, the applicant clicks on the meet MSE button so the
meet MSE office page is shown. After the meet MSE office page is shown, the
applicant can get their MSE office information.

Table 20 to meet MSE and view contact list of applicant

Scenario for view applicant

Scenario for view applicant

Brief Description: the use case shows how an employee can display user and its
information

Actor: Employee

Flow of Events: it starts after the user logged in to the system. After logging to the
system and be in main page, the employee clicks on the view applicant button so the
view applicant page is shown. After the view applicant page is shown, if there is any
applicant has been registered yet, it will display in list or displays you have not
registered any applicant yet.

Table 21 Scenario for view applicant

Scenario for contact other MSEs

Scenario for contact other MSEs

Brief Description: the use case describes how a manager of one MSE branch can
communicate with other MSE

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Web based Micro and Small Enterprise Management System, Ambo University

Actor: Manager

Flow of Events: it starts after the manager logged in to the system. After logging to
the system and be in main page, the manager clicks on the contact other MSEs button
so the contact other MSEs page is shown. After the contact other MSEs page is shown,
if there is any MSE has been created yet, it will display in list or displays other MSE
branch has not been created yet. If there is and after listing the name, the manager can
click on the one who he/she wants and get their information to quickly get them.
Table 22 Scenario for contact other MSEs

Scenario for manage MSE offices

Scenario for manage MSE offices

Brief Description: the use case describes how an administrator manages MSE offices

Actor: Administrator
Flow of Events: it starts after the administrator logged in to the system. After logging
to the system and be in main page, the administrator clicks on the manage MSEs
button so the manage MSEs page is shown. After the manage MSEs page is displayed,
if there is any MSE has been created yet, it will display the list of MSEs with action to
be taken or displays no MSE branch has not been created yet. And when the
administrator presses create new MSE office, the page which has the form to fill
information about the MSE office is displayed, so the information will be filled. Then
clicks create button and if all the inputs are valid, the created successful message is
sent or if all or some are invalid, displays the error message.
Table 23 Scenario for manage MSE offices

Scenario for view report

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Scenario for view report

Brief Description: the use case describes how a manager views a report

Actor: Manager

Flow of Events: it starts with when a manager logged in to the system. After logging
in into the system, the manager clicks on view report button. After clicking the view
report button, view report type is listed which is going to be selected to see the full
report. After selecting the type of report, the report is displayed fully.

Table 24 Scenario for view report

Scenario for manage employee

Scenario for manage employee

Brief Description: the use case describes how a manager manages employees

Actor: Manager

Flow of Events: it starts after the manager logged in to the system. After logging to
the system and be in main page, the manager clicks on the manage employee button so
the manage employee page is shown. After the manage employee page is displayed, if
there is any employee has been registered yet, it will display the list of employee
information with action to be taken or displays no employee has been registered yet.

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And when the manager clicks on register new applicant, the page which has the form
to fill information about the employee is displayed, so the information will be filled.
Then clicks register button and if all the inputs are valid, the register successful
message is sent or if all or some are invalid, displays the error message.
Table 25 Scenario for manage employee

Scenario for manage enterprise

Scenario for manage enterprise

Brief Description: the use case describes how an administrator manages enterprise

Actor: Manager

Flow of Events: it starts after the manager logged in to the system. After logging to
the system and be in main page, the manager clicks on the manage enterprise button so
the manage enterprise page is shown. After the manage enterprise page is displayed, if
there is any enterprise has been created yet, it will display the list of enterprise with
action to be taken or displays enterprise has not been established yet. And when the
manager clicks on create new enterprise the list of register applicant but not established
as enterprise is shown. If they group of people are going to be in one enterprise, the
manager click on establish enterprise button and so the enterprise is established. If
there is no register applicant, it displays no applicant is registered to establish
enterprise.
Table 26 Scenario for manage enterprise

3.2.2 Object model

This design level introduces changes to analysis class model based on implementation
technologies. It focused on the solution domain instead of the problem domain. It is used
both for general conceptual modeling of the systematic of the application and for detailed
modeling translating the models into programming code.

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Class Diagram
Class diagram used to represent the structure of system in terms of objects, their
attributes and relationships. Class models show the classes of the system, their
interrelationship and the operations and attributes of the classes. A class is an abstraction
in that it emphasizes relevant characteristics and suppresses other characteristics.

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Figure 7 Class diagram representing the system

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3.2.3 Dynamic model

Sequence Diagram
In this section we try to describe patterns of communication among a set of interacting
objects using a sequence diagram. Sequence diagram give us an idea about how an object
interacts with another object by sending messages and it also shows the behavior of a
single use case shown and described previously. Below there are some of major sequence
diagrams of the proposed system.

Figure 8 Sequence diagram for login

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Figure 9 sequence diagram for register applicant

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Figure 10 sequence diagram for view report

Figure 11 sequence diagram for profile

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Figure 12 sequence diagram for view applicant

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Figure 13 sequence diagram for contact MSE Offices

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Figure 14 sequence diagram for Meet MSE office

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Figure 15 sequence diagram for manage MSE office

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Figure 16 sequence diagram for manage employee

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Figure 17 sequence diagram for manage enterprise

Activity Diagram
An activity diagrams is essentially a flowchart, showing flow of control from activity to
activity. Below there are some major activity diagrams of the proposed system. The
purpose of the activity diagram is to model the procedural flow of actions that are part of
a larger activity.

The most important shape types used in activity diagrams are:

 Rounded rectangles represent activities

 Diamonds represent decisions
 A single circle represents the start (initial state) of the work-flow

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 A double circled circle represents the end (final state)

Figure 18: activity diagram for login

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Figure 19: activity diagram for register applicant

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Figure 20: activity diagram for view report

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Figure 21: activity diagram for contact MSE office

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Figure 22 activity diagram for manage employee

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Figure 23 activity diagram for manage enterprise

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Figure 24 activity diagram for manage MSE office

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Figure 25: activity diagram for meet MSE office

Figure 26: activity diagram for profile

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Figure 27: activity diagram for view applicant

State chart Diagram

A state chart diagram models the behavior of a single object, specifying the sequence of
events that an object goes through during its lifetime in response to events. The state
diagram depicts the state of objects as their attributes change from one state to the other
state. The following figures show the state of the objects of the corresponding to use
cases.

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Figure 28: state chart for login

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Figure 29 state chart for manage employee

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Figure 30 state chart for manage enterprise

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Figure 31 state chart for manage MSE office

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Figure 32 state chart for register applicant

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3.2.4 User interface model

The proposed system provides a good and interactive user interface which is simple for
traders and for organization. User interface shows the relationships between the major
user interface elements (screens, reports, and so forth) that compose our application. User
interfaces are used for two purposes. First, they are used to model the interactions that
users have with our software, as defined in a single use case. Second, they enable us to
gain a high level overview of the user interface for our application.

Figure 33 User Interface

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CHAPTER FOUR

PROPOSED SYSTEM DESIGN

4.1 Introduction
The purpose of design is the determine how to build the system and to obtain information
needed rather than on the problem obtain.

System design is the transformation of analysis model into a system design model. It
describes the system in terms of its architecture, such as its subsystem decomposition and
persistency management. The functional specification produced during system
requirement analysis is transformed into a physical architecture. System components are
distributed among physical architecture, usable interfaces are designed and prototyped
and technical specification is created for application developers, enabling them to build
and test the system.

4.2 The Purpose of Proposed System

The system is designed to implement the solution to an application domain which
consists of Micro and Small Enterprise Bureau. This system is web based system
software that can be accessed anywhere anytime with the connection to internet and helps
to manage MSE offices and its operations.

The main purpose of the proposed system is to improve some activities in the
organization through computerized way that simplifies the workload of the existing
system and speed up the operation of the system.

We all know the importance of automation. The application areas for computerization are
selected on the basis of the following purposes:

 There will be more data integrity and security

 Minimum time needed for various operations
 To reduce manual efforts in activities that involved repetitive work
 Updating and deleting such huge amount of data will become much easier
 Minimizing the manual records kept at different locations

4.3 Design Goals

The goal of the system is to satisfy the functional and nonfunctional requirements as
specified in the requirement specification document.

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We generally grouped the design goals as the following categories. These are:
Performance criteria, Dependability criteria, Cost criteria, Maintainability criteria, End
User criteria and so on.

Performance: The system should respond fast with high throughput.

Dependability: The office needs the system to be highly dependable. The system should
be robust (forceful) i.e. It should be able to carry on invalid user inputs, fault tolerant,
reliable and available. The system shouldn’t allow non-authorized users to access
employee’s data, site and other secured data or modify.

Cost: The system should be developed, deployed, administered and maintained with
minimum cost possible.

Maintenance: The system should be easily extensible to modify the uploading

information, add new functionality, portable to different platforms. The code for the
system should be easily readable, understandable and should be easily mapped to specific
requirements.

End User Criteria: The system should have simple and understandable graphical user
interface such as forms and buttons which have descriptive names. It should give reliable
response for each user request at least before the session expires.

Usability: Usability is the extent to which a product can be used by specified users to
achieve specified goals with effectiveness, efficiency and satisfaction in a specified
context of use. From the end users’ perspective, the system should be designed in such a
way that it is easy to learn and use and efficient.

Reliability: System should be reliable to increase user’s confidence.

Security: The System should be secured, i.e., not allow other users or unauthorized users
to access data that has no the right to access it.

Modifiability: The system should be modifiable for further modification and

enhancement of the application.

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4.4 Current Software Architecture

Currently, Micro and Small Enterprise office or bureau uses manual system. So that
manual system does not have any software architecture.

4.5 Proposed Software Architecture

4.5.1 Overview
The proposed system is expected to work parallel with manual system in which the
software architecture used for the system is Repository Architecture, because the
subsystems modify and access from single data structure which is called central
repository. This allows different user of the system to access data from central database
server. The central repository of the proposed system is MYSQL database server where
every data related to system is stored in.

4.5.2 Subsystem Decomposition

The system will be built on layer architecture. A layered architecture makes it easier to
maintain or modify one part of the system without affecting the others.

4.5.3 Hardware and Software Mapping

Hardware/Software mapping deals with which components would be part in which
hardware and software. The new system consists of web based system. So the web based
part is expected to run on a networked environment on different operating platforms. The
client/server architecture of the system enables different clients to connect to the server.

 Hardware Mapping
The hardware used for Micro and Small Enterprise Management System and
other system include in this project is personal computer, computer server, flash,
paper etc.
 Software Mapping
Software mapping is defined as the use of software in the system at the time of
development. The system uses Microsoft Windows Operating System. The
proposed system uses the programming language like HTML, PHP, JS, and CSS
to develop the system. Whereas, Microsoft Office 2013 for documentation
purpose. The system uses XAMPP Server and MYSQL database to store data into
database.

4.5.4 Persistence Data Management

Persistence data modeling is a model that is used to communicate the designer of
database, usually a relational database, to both user of the system and another developer.
Also it enables to design the schema of the database.

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 Persistence Layer
Persistence layer encapsulate the capacity to store, retrieve, and delete
objects/data permanently without revealing details of underlying storage
technology. In the database system we have used different tables as objects and
each object is related to each other and enforced by referential integrity by the use
of foreign key and primary key. This schema enables as data manipulation
activities such as select, insert, create, update, search, delete on the database.

4.5.5 Access Control and Security

Many access and security control is the way to protect sensitive document and files from
unauthorized users. Depending up on the access level of the each user, they only use the
files that are appropriate for their security access level. Generally, all users have their
own user names and passwords to control security access levels and document sensitivity
level.

4.5.6 Global Software Control

The Micro and Small Enterprise management system has an explicit, centralized software
control. The system’s dynamic control is distributed among different controllers such that
each object delegates some responsibility to other objects. The request initiations are
event-driven.

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