Mizan -Tepi University Tepi Campus School of Computing and Informatics Department of Computer Science Tittle:MTU Tepi campus Financial Management System. Prepared By:Student Name ID No * 1)MERSHA ALEBACHEW_________________________________SCIR/254/11 * 2)YILKAL DAGNE_______________________________________SCIR/359/11 * 3)DEREJE LIRE_________________________________________SCIR/113/11 * 4)BILEN ATINAFE_______________________________________SCIR/076/11 * 5)LEUL FENTAHUN______________________________________SCIR/230/11 Group 3 Section one Submutted:Mr. Kiros 0 Acknowledgment First of all, we would like to thank God for giving us the courage to take up on this challenge and perform the best we can. Second we would like to express our deepest gratitude to our who has supported us from the start in making this project by giving their valuable comments and corrections. And also we would like to thank the staff of Tepi campus finance for showing us their cooperation in giving all the information and materials we needed in making the project and to our mutual friends who helps us in advising and different activities. Finally we appreciate the help and support from all persons who were directly or indirectly involved in our project. i Abstract Tepi campus financial management system provides payroll to the employees and record data’s of purchased materials. Our proposed system is automating the paper based work of the organization. Our proposed system will be giving services like calculating payroll, calculating the total hours that the employee works, calculate expenditure, purchased material data recording and income. This paper emphasis on what the project is, the problem on paper based system, the expected outcomes of the project, the scope of the project, and also what the project should do and will do, will be describe. ii Contents Declaration ..........................................................................................Ошибка! Закладка не определена. Acknowledgment ........................................................................................................................................... i Abstract ......................................................................................................................................................... ii CHAPTER ONE ................................................................................................................................................ 1 1.1 Introduction ............................................................................................................................................. 1 1.2 Background of the project........................................................................................................................ 1 1.3 Statement of the problem........................................................................................................................ 2 1.4 Objective .................................................................................................................................................. 2 1.4.1 General Objective.............................................................................................................................. 2 1.4.2 Specific objective .............................................................................................................................. 2 1.5 Significance of the proposed system .............................................................................................. 3 1.6 Scope and limitation of the project .......................................................................................................... 3 1.6.1 Scope of the project .......................................................................................................................... 3 1.6.2 Limitation of the project.................................................................................................................... 4 1.7 Methodologies ..................................................................................................................................... 4 1.7.1 Data gathering methodologies ...................................................................................................... 4 1.8 Feasibility Study ................................................................................................................................... 4 1.8.1 Technical feasibility ....................................................................................................................... 4 1.8.2 Economic feasibility....................................................................................................................... 5 1.8.3 Operational feasibility ................................................................................................................... 5 1.9 Cost budget to develop the new System .............................................................................................. 5 1.9.1 Tangible cost ................................................................................................................................. 5 1.9.2 Intangible ...................................................................................................................................... 6 1.10 Schedule to develop the project ....................................................................................................... 6 1.11 Benefits and beneficiaries of the project .......................................................................................... 7 1.11.1 Benefits of the project................................................................................................................. 7 iii 1.11.2 Beneficiaries of the project ......................................................................................................... 8 CHAPTER TWO .............................................................................................................................................. 9 ANALYSIS AND REQUIREMENT GATHERING ................................................................................................. 9 2.1 Introduction ........................................................................................................................................ 9 2.2 Description of the existing system ...................................................................................................... 9 2.3 Actors in the existing system .............................................................................................................. 9 2.4 Report generated in the existing system .......................................................................................... 10 2.5 Forms used in the existing system .................................................................................................... 10 2.5.1 Budget ledger Form ................................................................................................................... 10 2.5.2 Employee payroll form ............................................................................................................... 11 2.5.3 Material purchase form ............................................................................................................. 11 2.6 problem of the existing system......................................................................................................... 12 2.6.1 Performance............................................................................................................................... 12 2.6.2 Security and Controls ................................................................................................................. 12 2.6.3 Economics .................................................................................................................................. 12 2.6.4 Data storage problem ................................................................................................................ 12 2.7 Business rules .................................................................................................................................... 12 2.8 New system ....................................................................................................................................... 13 2.9 System Requirements of the new system ........................................................................................ 13 2.9.1 Functional requirements............................................................................................................ 13 2.9.2 Non-functional requirements .................................................................................................... 14 2.10 Hardware and software requirement ............................................................................................. 15 2.10.1 Hardware requirements........................................................................................................... 15 2.10.2 Software requirements ............................................................................................................ 15 CHAPTER THREE .......................................................................................................................................... 17 OBJECT ORIENTED ANALYSIS ...................................................................................................................... 17 3.1 Introduction ...................................................................................................................................... 17 3.2 System Requirement Specification ................................................................................................... 17 3.2.1 Actor identification .................................................................................................................... 17 3.2.2 Use case identification ............................................................................................................... 17 3.3 Overview of the use case diagram .................................................................................................... 18 iv 3.3.1 Use case diagram ....................................................................................................................... 19 3.3.2 Use case documentation............................................................................................................ 19 3.4 sequence diagram .............................................................................................................................. 28 3.4.1 Sequence diagram for Login ............................................................................................... 29 3.4.2 Sequence diagram for create account......................................................................................... 30 3.4.3 Sequence diagram for employee registration ........................................................................... 31 3.4.4 Sequence diagram for payroll .................................................................................................... 32 3.4.5 Sequence diagram for expenditure ........................................................................................... 33 3.4.6 Sequence diagram for generate report........................................................................................ 34 3.5 Activity diagrams............................................................................................................................... 34 3.5.1 Activity diagram for login ........................................................................................................... 35 3.5.2 Activity diagram for employee registration ............................................................................... 36 3.5.3 Activity diagram for create account........................................................................................... 37 3.5.4 Activity diagram for payroll........................................................................................................ 38 3.5.5 Activity diagram for expenditure ............................................................................................... 39 3.5.6 Activity diagram for generate report .......................................................................................... 40 3.6 Class diagram .................................................................................................................................... 40 CHAPTER FOUR....................................................................................................................................... 42 SYSTEM DESIGN ..................................................................................................................................... 42 4.1 Introduction ....................................................................................................................................... 42 4.2 Overview of the system design ......................................................................................................... 42 4.3 Design goals ...................................................................................................................................... 43 4.3.1 End user Criteria ........................................................................................................................ 43 4.3.2 Security Criteria ............................................................................................................................. 43 4.3.4 Maintenance Criteria ...................................................................................................................... 43 4.4 Class Type Architecture .................................................................................................................... 44 4.5.1 Component diagram ....................................................................................................................... 45 4.6 collaboration diagram ....................................................................................................................... 47 4.6.1 Collaboration diagram for login ..................................................................................................... 47 4.6.2 Collaboration diagram for payroll.................................................................................................. 47 4.7 user interface ..................................................................................................................................... 48 v 4.7.1 Login form ................................................................................................................................. 48 Sample code for login ......................................................................................................................... 48 4.7.2 Create account form ................................................................................................................... 50 4.8 Testing and implementation ....................................................................................................... 51 CHAPTER FIVE ........................................................................................................................................ 52 CONCLUSIONS AND RECOMMENDATION ........................................................................................ 52 5.1 Conclusions ....................................................................................................................................... 52 5.3 Reference .......................................................................................................................................... 53 vi CHAPTER ONE 1.1 Introduction A financial management system is a system and software that an organization uses to over see and govern its income, expenses, and assets with the objectives of ensuring sustainability. Finance Management system is used to provide an option to generate the salary automatically every month. This software also equipped with to enter the attendance of each employee in the organization, it help them to track each employee attendance, based on this the system can generate the salary. The system will develop to generate individual pay slip and summary of the payroll. Also it allows the employer to pay employees on time and accurately. Financial management system are keeping all payments and receivables transparent, amortizing prepaid expenses, depreciating assets according to accepted schedules, keeping track of employee data’s, Coordinating income statements, expense statements, and balance sheets, ensuring data integrity and security, keeping all records up to date, maintaining a complete and minimizing overall paperwork. 1.2 Background of the project As education plays an important role in the development of a country one of the objectives that the Ethiopian ministry of education targeted is quality education development. Mizan-Tepi University, one of the universities in Ethiopia is also working on quality education in order to attain its mission. So it is unquestionable to get better computerized based application in order to achieve this kind of objective. Mizan-Tepi University, a big academic institution having a large number of employees, still has a manual financial management system. So it is unable to serve the university employees effectively and efficiently in order to make them satisfied and facilitate the growth of the university. Having this fact in mind, we plan to develop computerized based desktop application that allows finance stakeholders to exchange employee information easily. 1 1.3 Statement of the problem Now a day’s Mizan -Tepi University is one of the universities in Ethiopia is also working on quality education in order to attain its mission. As we know Mizan-Tepi University still uses manual finance related activities. In this section we mention the desirable problems related to the current manual system and then put the desirable solutions to the indicated problems. Most of the finance section handed by manual system. Their file control mechanism is complicated and time consuming. Processing data collection for payroll takes long time, because it is being done manually, therefore it incurs overtime cost. More man power Most of the purchasing materials are recorded on paper lack of security of data consume large volume of paper work All the necessary records of the above management activities are kept manually on papers. Due to manual way of handling files error are occurs which lead to unnecessary rework. Those problems stated above may cause finding some specific data from the file in cabinets which resulted in slow retrieval of data; difficulty in updating information, encountered problem when report is generated and it is time consuming, the mechanism of data handling is unsecured may cause the loose of data by several kinds of problems like rats, theft by workers and others. 1.4 Objective 1.4.1 General Objective The main objective of this project is to develop a new system which solves the above mentioned problems with the existing system. This is achieved by designing software that will change the actual manual work to an automated environment. 1.4.2 Specific objective Specifically the project will addressed: To make the office works in simple and efficient way. 2 Reduce the time to generate the report of the work. To give the service to the employees in short period of time. To minimize the loss of records or data. To minimize the time consuming to search for records from the file and make it easy to search what we want. Increase the security of the data by authentication. 1.5 Significance of the proposed system The system is very simple in design and to implement. The system requires very low system resources.There is several other reasons why a finance management system is necessary for Mizan-Tepi University of Tepi campus. It has the following features. To give a fastest payment system. To use time effectively. To satisfy employee. To remove manual data handling Minimize manual data entry. Security of data Greater efficiency. Better service. User friendliness and interactive. 1.6 Scope and limitation of the project 1.6.1 Scope of the project The system will design for the enhancement or development of computerized financial management system for Mizan-Tepi University. The system performs operations in the finance management system includes: Employee registration Store employee information on database Calculating expenditure and incomes Calculating payroll with allowance Material purchasing 3 Add new employee Generate report Search mechanism Update employee information Delete employee 1.6.2 Limitation of the project The project does not work about holy day working times of the employee and also it works only for Tepi. As there will electric fluctuation Entry and Exit time attendance is not included under our project. 1.7 Methodologies The project kicked off to make possible was using different methodologies. In order to achieve the proposed system, the following methodologies are employed: 1.7.1 Data gathering methodologies Interview: - Interview is particularly useful for getting the history behind the participant’s experiences. We used interview to get information about the existing system for developing our project. The interview will be conducted on the staff member. Observation: - we have examined physical observations on how employees perform their jobs to analyze the existing condition. Questioner:-we conduct questioner for the finance management staff members to study the existing system and to develop the new system. 1.8 Feasibility Study Feasibility study is used to investigate the proposed system in multiple dimensions. It used to indicate whether the system is feasible or not. The proposed system can be seen according to the following literals. 1.8.1 Technical feasibility It is the process of accessing the developed system by the organization. Technical feasibility is the measure of practicality of the specific technical solution and the availability of technical resources and expertise. The proposed system can be easily maintained and repaired without requiring high Experts or technical assistants,this system is fully feasible technically because it 4 needs only to follow the link since it is desktop application. It does not need further expert people. 1.8.2 Economic feasibility The project that we are going to develop is economically feasible than the manual system that the Tepi campus finance management department used. The manual system use large amount of resources like paper, pen and also more human resource for Registration of employees and for the work of the department such as in generating reports of their work this implies that the department wastes large amount of resource so it is economically infeasible, our System changes this into computerized system so no wastage of resource. Generally, it is possible to get positive result by subtracting the cost break down of the current system from the previous system. Getting positive result informs the economic feasibility. Therefore, the system is economically feasible. 1.8.3 Operational feasibility We expect that the system which is in development is to be operational. That is once the system is developed, it can operate on any of the operating systems which have ultimate Microsoft visual studio 2010 framework installed. Therefore, the system will be designed to be operationally feasible which will operate in any kind of platforms without any mal functionalities. 1.9 Cost budget to develop the new System The whole budget of manipulating system required the following items with their corresponding price to use the laboratory computers so as to implement better software and present to the university.This much amount of money were estimated (required) for finishing the project. 1.9.1 Tangible cost A quantifiable cost related to an identifiable source or asset. Tangible costs represent expenses arising from such things as purchasing materials, paying employees or renting equipment. Table 1. Table for cost of implementation tangible way: - Tools Hardware Tools Item Quantity Estimated Unit Estimated Total cost in birr Cost in Birr Paper 60 packet 9000 45000 Pen 12 120 1440 Mobile card 40 25 1000 5 Tools Software Laminating 10 18 180 Flash 4 250 1000 computer 20 6,000 120,000 MS word Free 0 0 Visual basic 2010 Free 0 0 SQL server 2008 Free 0 0 168620 Total cost 1.9.2 Intangible Costs consequent from the design of an automated system that cannot be easily considered are: 1. Time requires for adapting new system 2. Train staffs who operates the new system. 1.10 Schedule to develop the project The schedule to develop the project is most important because time has more effect on project success/failure. Schedule of the project is the time provided for the purpose of doing the tasks on time. We expect that the project will be completed within the time frame stated. It determines the starting and finishing date for project activity. 1 Proposal 2 Requirement gathering and analysis 6 Jun2021 2021 May Apr2021 1 Mar202 Feb2021 Jan2021 Dec2020 phase Nov2020 Project Oct2020 No Sep2020 Gant chart that shows the duration to complete the project 3 Designing the system 4 Implementati on(coding) 5 Testing 6 Maintenance 1.11 Benefits and beneficiaries of the project 1.11.1 Benefits of the project As a project, this computerized financial management system will have the following tangible and intangible benefits. Tangible benefits:is a benefit that can easily be quantified. Our system will provide tangible benefits such as Increase speed of activities to the system. Easy to calculate payroll Decreases work load Increased efficiency & effectiveness of the information Problems & Error reduction Intangible Benefits: - : refers to items that cannot easily be measured in terms of money and with certainty. It cannot be determined the exact amount of money consumed. Intangible benefits are as follow: Improved user satisfaction Time saving Motivate employees Decision making based on quality information etc. 7 1.11.2 Beneficiaries of the project The main beneficiary of this system is the finance department in which the environment is changed to a computerized environment, which improves the quality of internal operations like accuracy, timeliness, reliable, secured, relevant and valuable data usage for the finance department. The other beneficiaries of the system are employees. Ones the new system is implemented, firstly employees are benefited from the system in such a way that the quality and performance of their work is improved, the time they spent for manual operation is significantly reduced and their management and control of their job is improved. In addition to this the employees efficiency became increased because of they take few time for some as they were using in manually. 8 CHAPTER TWO ANALYSIS AND REQUIREMENT GATHERING 2.1 Introduction System Analysis is the detailed study of the various operations performed by the system and their relationships within and outside the system. Analysis is the process of breaking something into its parts so that the whole may be understood. System analysis is concerned with becoming aware of the problem, identifying the relevant and most decisional variables, analyzing and synthesizing the various factors and determining an optimal or at least a satisfactory solution. During this a problem is identified, alternate system solutions are studied and recommendations are made about committing the resources used to design the system. The main objective of this part is to study the nature of the system in detail and identify the problem as well as to define the relevant way to design a new system for Tepi campus financial management system. When we were analyzing the existing system of Tepi campus financial management system, we have tried to study the detailed nature and procedure of the tasks and operations performed by the finance department regarding employee payroll. By having this analysis over the system we will try to explain the tasks performed: 2.2 Description of the existing system In the existing system the financial works are done manually and there are errors due to carelessness or oversight that may result in loss to the data and as to the organization. For an organization, time is very important factor. They works manually, unsatisfactory and very difficult to work because their current work system has many problems such as lack of security of data, needs manual calculations using paper, excel and calculator, no fast retrieval of data time, consume large volume of paper work and more man power, waste of too many hardware materials and loss of their files. All the necessary records of the above management activities are kept manually on papers and stored in file cabinet. 2.3 Actors in the existing system There are three actors that interacts with the system in the existing system. These are: - 9 Finance manager: - a user who control the overall activities of the finance staff and view all generate report of the system perform by purchaser, budget officer, chaser, payroll worker those are going to perform activities in the finance staff. Accountant: - is person who is responsible for calculating the salary of employees and calculating expenditures and incomes of the campus. Purchaser: - The only tasks for purchaser are taking costs from chaser and perform purchasing activities. 2.4 Report generated in the existing system In the existing system the report is generated as the requirement of the finance management system. The finance manager or the person who manages the office asks the responsible worker to provide report. As we observed and also interview the finance management system office the report generating mechanism is paper based, that is any kind of report is delivered by worker and then it will be transformed to whom it may concerns. 2.5 Forms used in the existing system 1 2 3 4 5 Total 10 Cred it Expenditure Still now Debi t Cred it Expenditure Debi t Commitment Adjusted budget Reduction budget Additional budget Approved budget Reference no No 2.5.1 Budget ledger Form 2.5.2 Employee payroll form n Emplo o yee name Bas Anu ic aliza sala tion ry Allow ance posit ion Gov’ t pensi on Gros s Paya ble 11% Pen sion 7% Inco me tax Other Total Net deduct deduct salary ion ion 1 2 3 3 5 Total 2.5.3 Material purchase form Applicant name…………………signature……………date……………… Budget owner name……………signature…………….date………………. Permission giver name……………signature………….date……………….. No Serial no type description number Single Total price Material price submit day Birr Cent Birr Cent 11 Finance manager ……………………….......... Name of approver……...................... Signature……………………… Date……………………… 2.6 problem of the existing system 2.6.1 Performance The performance of the existing system does not provide fast response time because it is difficult to access data from the stored document. And also, it is slow /time and energy consuming. 2.6.2 Security and Controls Every record of the existing financial management System is stored in the manual way, so, it is difficult to control and secure these manual records, since it doesn’t have any authentication and authorization system. 2.6.3 Economics Due to the operation that is done by the hand most of the activities are causes to high consumption of resources like papers, man power, time etc. This makes the existing system costs are too high. 2.6.4 Data storage problem Data are not easily accessible due to place in different location. Difficult to change and edit. Data redundancy that leads to inconsistency. 2.7 Business rules Finance office, serves as the back bone of, any education sector, and also true for Mizan Tepi university of Tepi campus by proving functions like making payroll and material Purchasing, generating reports, keeping and tracking employees’ information. Thus, to authenticate this all information we are having the following business rules are Specified in the system: 1. Each employee has a unique employee ID and a profile. The profile includes First name, Last name, sex, position, Date of Join, username, login password and also other necessary information in general it contains detail personal information. 12 2. Department must login with user name and password to enter to the system and take attendance of the employee. 3. A finance manager must login with user name and login password to the System to do over all activities of the finance department. 4. Accountant may login with username and password to the system to calculate net salary or retrieve all the employees’ available information. 2.8 New system The key solution to avoiding all the problems mentioned previously is to find a unified way to solve the problems mentioned earlier The proposed system of our project changes the existing manual process of the organization to new system. To eliminate drawback of the existing system, the only unified way is computerization. The new system gives full system functionality that is needed by system user to perform system functionality. The main aim of the proposed system is that Is to reduce human errors by providing user-friendly capabilities and record keeping. Reduce resources that that waste in the manual system. To store data into the database so, it can be easily received and used at any time. To provide highly security to data. To enable the finance staff to facilitate its day to day activity efficiently by using the new technology. 2.9 System Requirements of the new system The following are Functional and Nonfunctional requirements of the proposed new system that a project team have identified from requirement use cases associated with each actor and use case interactions. 2.9.1 Functional requirements Functional Requirements are those that refer to the functionality of the system, i.e., what services it will provide to the user. Statements of services the system should provide how the system should react to particular inputs and how the system should behave in particular situations. Our new system performs the following tasks. It Should Register employees and handle their details. 13 It Should Calculate for the expenses and income. It Must Generate reports. It Should Compute employee payroll. It Should Purchased material data recording 2.9.2 Non-functional requirements Non-functional requirements pertain to other information needed to produce the correct system and are detailed separately. Constraints on the services or functions offered by the system such as timing constraints, constraints on the development process, standards, etc. User interface: - The system will be implemented using the users interface. The users are familiar to the system easily. Hardware consideration: - the organization should have computers having typical storage capacity and processing speed. Error handling: - When the users of the system interact with the system errors may appear. To control these inaccuracies the system will generate different messages. Data errors which are entered in to the system may not be completely avoided but they can be minimized. To do this, most of the system execution buttons will be controlled according to the sequence which the user is expected to follow. Or this can be done by generating different system responses to the input of the users. Security: - the system should have a security privilege that secures the system. That means the system can only accessed by authorized persons and on their privileges. The administrator of the system monitor over all activity. Usability:-The system ability to provide search help is user friendly. Performance: -The system works in efficient manner. Supportability: - The system ability to make easily to install and maintenance. Modifiability or Extensibility: - The system ability to add future functionality. Compensability: - The system ability to compose systems from plug-and-play components Reusability: - The system ability to reuse in future system. 14 2.10 Hardware and software requirement 2.10.1 Hardware requirements Different hardware tools are used to develop our project. Computer: - used to install software’s that are necessary for our work like MS word, visual basic and to do other tasks related to our work. Printer: - for printing documentation Network cable: - we used twisted pair cable to get the internet access which is used us to get many information about our project. Flash disk and CD: - used for the movement of data from one machine to another Memory: Recommendation: 2GB RAM. Hard disk: to keep the permanent data. 2.10.2 Software requirements Different software tools are used to develop our project. Operating system: window 7 or window 8 is recommended MS word: -used to write the proposal of our project Microsoft Power point: - use to present the document in abstract forms. We use it to present our presentation in short and brief way. Microsoft Visio 2013: - for designing UML diagrams, user interface associated with the project. Microsoft Visual basic 2010: -used to write at the fore end because it has a powerful programming language and has a lot of tools to design easy to use user interface. Microsoft SQL server 2008:- for database at the back end since it is powerful database management system software and easily integrated with vb.net. Adobe photo shop cs4: -used to edit images used in our project Table 2.1 summary of hardware and software requirements Hardware Requirements Used for Computer To install different software’s Printer To print documentation 15 Software Network cable To get internet access Flash disk & CD To move data from one machine to another Memory To store data temporarily Hard disk To store permanent data Operating system Window 7, window 8 ,window 10 MS - word To write documentation of the project MS PowerPoint To present documentation Ms-Visio Drawing UML diagrams MS visual basic 2010 To develop vb.net codes Adobe photo shop cs4 To edit images used in the project MS- SQL server For database at the back end 16 CHAPTER THREE OBJECT ORIENTED ANALYSIS 3.1 Introduction The project development team used an object oriented system development methodology. Because the Object oriented system development approach gives easier way to break down problems into simple and small components so that it reduces the vague appearance of the big problem. The major activities covered in this chapter are constructing a use case model, documenting the use case course of events, constructing sequence and activity diagrams and class diagram about the proposed system. The new system changes the existing working system into new system and provide suitable graphical user interface. The main objectives of the OO system analysis are: Filter the problem from the current working system Find a solution for those potential problems. To clarify the design and implementation phase. It plays a major role in avoiding time wastage while designing. It helps to see the internal functions of the current system and the new proposed system clearly and completely. 3.2 System Requirement Specification 3.2.1 Actor identification An actor represents entities external to the system can play in using the system, rather than representing a particular individual. For our new systems actors that we identified are: Finance Manager Accountant Purchaser 3.2.2 Use case identification A use case is a particular purpose that a user actually uses the system to perform the activity takes place in the system. The following use cases have been identified from the system specification: Login Register 17 Create account Search material data Calculate expenditure Update employee record Calculate income Search employee record Calculate salary Delete employee record Add purchased material Generate report Delete material data 3.3 Overview of the use case diagram Use case diagram is a visualized depiction of the different scenarios of Interaction between system and users (actors). A use case is a functional description of system. An actor is an idealization of an external person or object process or thing that interacts with system, subsystem. 18 3.3.1 Use case diagram register employee calculate income create account calculate expenditure delete employee record Finance manager calculate salary search employee record search employee salary update employee record generate report Accountant login <<include>> add material data Exit Purchaser search material data update material data delete material data 3.3.2 Use case documentation The following consecutive tables show the use case documentation for each of the use cases that has identified in the above use case diagram. Each table contains the use case name, the actor which initiates and interacts with the use case, description of the use case and typical course of events that show the interaction between the actor and the use case which enable the team to easily depict the functions of the proposed system. 19 Table 3.1 Describing for a use case Login Name Login Use case number UC1 Description To login to the System Actors Finance manager, Accountant, Budget officer, Purchaser Flow of events 1. 2. 3. 4. 5. Alternative flow of events Post condition 1. The user first click the login button then the system asked to insert valid username and password. The user inserts username and password The System checks the username and password whether it is valid or invalid The System allows the user to login to the system, when the username and password is valid If the user wants to change the password the system allows changing it. If they entered invalid data, the system displays error message that they entered invalid data and attempts them to enter valid data. The user successfully enter to the System 20 Table 3.2 Describing for a use case register employees Name Register employees Use case number UC2 Description To register employees Actors Finance manager Pre-condition Flow of events Alternative flow of events Post condition 1. 2. 1. 2. 3. 4. 5. The user first login to the system There must be an employee to be registered The user clicks “register employee ”button to get registration form Fill registration Form The System checks the validity of the typed data The user clicks “save” button to be store in the database The system saves it to the database 1. The system displays error message that the user entered invalid data and allows them to enter valid data. The user successfully enter to the System Table 3.3 Describing for a use case create account Name Create account Use case number UC3 Description To create account to the user Actors Finance manager Pre-condition Flow of events Alternative flow of events 1. 2. 1. 2. 3. 4. 5. 1. The finance manager must have Username and Password There must be a user to be created for The finance Manager clicks “create account” button Fill the necessary data in the create account form The system checks the validity of the typed data The finance Manager clicks “Save” button The system stores the data in the database The system displays error message that the user entered invalid data and allows them to enter valid data. 21 Post condition The user successfully enter to the System Table 3.4 Describing for a use case calculate expenditure Name calculate expenditure Use case number UC4 Description To calculate expenditure Actors Accountant Pre-condition Flow of events Alternative flow of events Post condition 1. The accountant must have valid username and password 2. The accountant first must login to the system 1. The accountant clicks “calculate expenditure” button 2. Fill the information in the form provided 3. The system checks the correctness of the typed data 4. The accountant clicks “calculate ” button 5. The system computes the calculation and saves it in the database 1. The system displays error message that the user entered invalid data and allows them to enter valid data. The user successfully enter to the System Table 3.5 Describing for a use case calculate income Name calculate income Use case number UC5 Description To calculate income Actors Accountant Pre-condition Flow of events 1. 2. 1. 2. 3. 4. 5. The accountant must have valid username and password The accountant first must login to the system The accountant clicks “calculate income” button Fill the information in the form provided The system checks the correctness of the typed data The accountant clicks “calculate ” button The system computes the calculation and saves it in the database 22 Alternative flow of events 1. The system displays error message that the user entered invalid data and allows them to enter valid data. Post condition The user successfully enter to the System Table 3.6 Describing for a use case calculate salary Name calculate salary Use case number UC6 Description To calculate salary Actors Accountant Pre-condition Flow of events Alternative flow of events 1. 2. 1. 2. The accountant must have valid username and password The accountant first must login to the system The accountant clicks “search salary” button to get the employee salary The accountant inserts valid employee Id to search if it exist the system displays. 3. The accountant clicks “calculate salary” button to compute the net salary of employee 4. The system computes the net salary and saves it to the database 1. The system displays error message that the user entered invalid data and allows them to enter valid data. Post condition The user successfully enter to the System Table 3.7 Describing for a use case add material data Name add material data Use case number UC7 Description To add material data 23 Actors Precondition Flow of events Alternative flow of events Post condition Purchaser 1. 2. 1. 2. 3. 4. 5. 1. The purchaser must have valid username and password The purchaser first must login to the System The purchaser click “add material” button Fill the necessary material information in the form The system checks the correctness of the typed data The purchaser clicks “save” button The system stores the data in the database The system displays error message that the user entered invalid data and allows them to enter valid data. The user successfully enter to the System Table 3.8 Describing for a use case search material data Name Search material data Use case number UC8 Description To search material data Actors Purchaser Precondition Flow of events Alternative flow of events Post condition 1. 2. 1. 2. 3. The purchaser must have valid username and password The purchaser first must login to the System The purchaser click “Search material” button Enter the material Id in the Search text field clicks “Search” button The system checks and displays the material data if it exists in the database. 1. The system displays error message that the user entered invalid data and allows them to enter valid data. The user successfully enter to the System Table 3.9 Describing for a use case delete material data 24 Name Delete material data Use case number UC9 Description To delete material data Actors Purchaser 1. 2. 1. 2. 3. The purchaser must have valid username and password The purchaser first must login to the System The purchaser click “Search material” button Enter the material Id in the Search text field clicks “Search” button The system checks and displays the material data if it exists in the database. 4. The Purchaser clicks “Delete” button 5. The System removes the data from the database 1. The system displays error message that the user entered invalid data and allows them to enter valid data. Precondition Flow of events Alternative flow of events Post condition The user successfully enter to the System Table 3.10 Describing for a use case update employee record Name update employee record Use case number UC10 Description To update employee record Actors Finance manager Precondition Flow of events 1. 2. 1. 2. 3. The user must have valid username and password There must be an employee record in the database The finance manager clicks “update record” button The finance manager clicks “search record ” button The finance manager fills employee Id in the search text field 25 4. 5. 6. Alternative flow of events Post condition 1. The system generates the record if it exists in the database The Finance manager modify the record and clicks the “save ” button The system stores it to the database The system displays error message that the user entered invalid data and allows them to enter valid data. The user successfully enter to the System Table 3.11 Describing for a use case search employee record Name search employee record Use case number UC11 Description To search employee record Actors Finance manager, Accountant Precondition Flow of events Alternative flow of events Post condition 1. 2. 3. 1. 2. 3. 1. The user must have valid username and password There must be an employee record in the database The user first login to the system The user click “search employee record” button The user fills employee Id in the search text field The system generates the record if it exists in the database The system displays error message that the user entered invalid data and allows them to enter valid data. The user successfully enter to the System Table 3.12 Describing for a use case delete employee record Name delete employee record Use case number UC12 26 Description To delete employee record Actors Finance manager Precondition Flow of events 1. 2. 3. 1. 2. 3. 4. 5. Alternative flow of events Post condition 1. The user must have valid username and password There must be an employee record in the database The finance manager first login to the system The finance manager click “Search record” button Enter the Employee Id in the Search text field clicks “Search” button The system checks and displays the employee record if it exists in the database. The finance manager clicks “Delete” button The System removes the data from the database The system displays error message that the user entered invalid data and allows them to enter valid data. The user successfully enter to the System Table 3.13 Describing for a use case takes attendance Name Takes attendance Use case number UC12 Description To Takes attendance of employee Actors Department Precondition Flow of events Alternative flow of events Post condition 1. 2. 1. 2. 3. 4. 5. 1. The user must have valid username and password The Department first login to the system The department clicks “attendance” button The department officer puts the attendance of employee The system checks the validity of the typed data The department clicks the “save” button The system stores it to the database The system displays error message that the user entered invalid data and allows them to enter valid data. The user successfully enter to the System 27 Table 3.14 Describing for a use case generate report Name Generate report Use case number UC14 Description To generate report Actors Finance manager, accountant, purchaser and budget officer Precondition Flow of events Alternative flow of events Post condition 1. 2. 3. 1. 2. 1. The user must have valid username and password There must be record in the database to be generated The user first login to the system The user clicks “generate report” button The System generates the report The system displays error message that the user entered invalid data and allows them to enter valid data. The user successfully enter to the System 3.4 sequence diagram A UML sequence diagram showing the sequence of interactions among objects and used to represent or model the flow of messages, events and actions between the objects or components of a system. Sequence diagrams are also used primarily to design, document and validate the architecture and interfaces of the system by describing the sequence of actions that need to be performed to complete a task. 28 3.4.1 Sequence diagram for Login User menu Main menu Login form menu Database Insert account Initial validate account Click button Validate Successfully display information 3.4.1.1 Description of sequence diagram for login 1. The user first insert a valid account and click the login button. 2. The System checks the validity of the typed account from the database. 3. The System display the information successfully. 29 3.4.2 Sequence diagram for create account Finance manager Main account form Account form Controller Database Click on create account button Call create account form Insert account information Display create account form Click on create button check validation Check duplicate Success Save Response 3.4.2.1 Description of sequence diagram for create account 1. 2. 3. 4. 5. 6. The finance manager first click create account button. The system display create user account form. The finance manager types the necessary information in the form provided and click on the create button. The system checks the validity of the typed data. The database checks duplication of account. The finance manager clicks save button and the system generates response. 30 3.4.3 Sequence diagram for employee registration Finance manager Main menu Employye registration form Click on employee registration button Controller Call record form Fill all employee information Display employee registration form Click on save button check validation Store data display Success Exit 3.4.3.1 Description of sequence diagram for employee registration 1. 2. 3. 4. 5. 6. 7. The finance manager first click employee registration button. The system display employee registration form. The Finance manager fill employee information in the form. The finance manager clicks on save button. The system checks the validity of the typed data. The database stores the data. The finance manager exit from the main menu. 31 Database 3.4.4 Sequence diagram for payroll Accountat Payroll form Click on payroll Payroll control Payroll Database Call form Display form Check available search emp id Enter emp id validate response Fill the form Calculate Response 3.4.4.1 Description of sequence diagram for payroll 1. 2. 3. 4. 5. 6. 7. The accountant click on payroll button. The system displays payroll form. The accountant search the employee payroll by EmpId. The system checks availability of employee payroll and display the form. The accountant fill the necessary information in the form provided. The accountant clicks the calculate button The system generates the result. 32 3.4.5 Sequence diagram for expenditure Accountat Main menu Expenditur e form controller Database Click on expenditure button Call the form Fill the requirment Display form Click calculate button Check validation Validate Click on save button Response Store data Exit Success saved 3.4.5.1 Description of sequence diagram for expenditure 1. 2. 3. 4. 5. 6. 7. 8. The accountant click on expenditure button. The system displays the expenditure form. The accountant fill the requirements of the form. The system checks validity of the data. The accountant clicks the calculate button. The system generates the result. The accountant clicks the save button. The system stores the data and displays the message. 33 Response 3.4.6 Sequence diagram for generate report user Main menu Report form Controller Database Click generate report button Call report generate form Display report form show on click get all information Exit Return the information Display the report 3.4.6.1 Description of sequence diagram for generate report 1. 2. 3. 4. 5. The user click on expenditure button. The system displays generate report form. The user click the show button. The system gets the information from the database. The system displays the report 3.5 Activity diagrams Activity diagram is a special form of state chart diagram that is suitable for expressing the activity execution flow. Activity diagram is commonly used for expressing workflow and it is frequently used for objects like classes, packages and operations. 34 3.5.1 Activity diagram for login 35 3.5.2 Activity diagram for employee registration Employee registration Fill(username,passw ord) Send(data) Check(input) False Show error message True Successflly saved 36 ACTIVIT3.5.3 Activity diagram for create account Create account Fill(username,password) Send(data) Check(input) False Show error message True Successflly saved 37 3.5.4 Activity diagram for payroll Payroll system Search(empid) from emp db Show error message False True Enter(informat ion) Check(input) Return success message True 38 False Show error message 3.5.5 Activity diagram for expenditure Expenditure Fill(data) Send(data) Check(input) False display Error message True Successflly inserted in database 39 3.5.6 Activity diagram for generate report Report Search(data) from db No available available No data in db generate report 3.6 Class diagram The class diagram is the main building block of object oriented modeling. It is used both for general conceptual modeling of the systematic of the application, and for detailed modeling translating the models into programming code. Class diagrams can also be used for data modeling. The classes in a class diagram represent both the main objects, interactions in the application and the classes to be programmed. In the class diagram, classes are represented with boxes which contain three parts: The top part contains the name of the class The middle part contains the attributes of the class The bottom part gives the methods or operations the class can take or undertake 40 Finance Manager UserName:string Password:string +create acount():void +remove acount():void +Login():void Material MaterialNo:String Material_Name:string Amount:int description:String SinglePrice:float TotalPrice:float Material_submitDate:Date PurchaserName:string PurchaseFrom:string PurchaseDate:Date ReciverName:string +Purchase():void Employee Registration EmpId:string FirstName:string lastName:string Gender:char Age:int Salary:float Register():void update():Void Purchaser UserName:string Password:string +login():Void +Insert():void Employee Payroll EmpId:string Basic_salary:string Anualization:Float Position:float Allowance:float Gov't_Pension:float Gross_pay:float Retire_pension:float Tax:float Other_deduction:float Total_deduction:float Net_Salary:float Calculate():void Accountant UserName:string Password:string +login():void +Calculate():void Fig1 class diagram 41 Expenditure ExpenditureType:string ExpenditureTocash:Float ExpenditureTocheck:float TotalExpenditure:double Calculate():void showRes():void Income IncomeType:string IncomebyCash:float IncomebyCheck:float TotalIncome:double Calculate():void ShowRes():void CHAPTER FOUR SYSTEM DESIGN 4.1 Introduction Design is the first step in the development phase for any techniques and principles for the purpose of defining a device, a process or system in sufficient detail to permit its physical realization. Once the software requirements have been analyzed and specified the software design involves three technical activities design, coding, generation and testing that are required to build and verify the software. The design activities are of main importance in this phase, because in this activity, decisions ultimately affecting the success of the software implementation and its ease of maintenance are made. These decisions have the final bearing upon reliability and maintainability of the system. Design is the only way to accurately translate the customer’s requirements into finished software or a system. Design is the place where quality is fostered in development. Software design is a process through which requirements are translated into a representation of software. But during designing the project there is some design constraints i.e. Design constraint is a number of limitations on the conditions under which the development of a system takes place. It is used in systems design, and it focuses on forms, functions, the used technology, incorporated materials. 4.2 Overview of the system design This chapter describes the result of the design of the system design carried out during design phase of the Tepi Campus financial management system. The first section describes the desirable design goal that the system strives to achieve and describing the quality of the system that we shall use optimize derived from nonfunctional requirements. The design goal is stated clearly in such a way that making design decisions will be in light of these goals. The second section which is the most important one describes the system under development in terms of system decomposition, technology choices, deployment diagram, and persistence modeling for object oriented database system and access control. 42 4.3 Design goals The design goals represent the desired qualities that the system should have and provide a consistent set of criteria that would be taken into consideration when making design decisions. The following are outlined to be the design goals of Tepi Campus financial management system development. 4.3.1 End user Criteria 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, efficient. 4.3.2 Security Criteria To access the system, the user should have account. The system is highly secured by using UserName and Password. Unauthorized access to the system, by any means, should be restricted. Database security, to prohibit the database from an unauthorized access, should be implemented using security feature of Microsoft SQL Server. The database should only be accessed through the system. 4.3.3 Performance criteria The main users of the systems are finance manager, accountant and purchaser. The finance manager can register the employees and give account and manage those accounts and employees details. Accountants make employee payroll, calculate expense, income and generate report. Speed and space requirement:-The system needs a desktop computer having minimum of 256MB of RAM and minimum of 80GB hard disk capacity. And also a database server computer having more than 2GB of RAM size and high Storage capacity and processing speed. 4.3.4 Maintenance Criteria Modifiability: - The system is modifiable when the organization become large and its working style changed. Readability: - The code of the system is easily understood by only programmer which knows programming languages like Vb.net, and others. And by reading information inside comments of the code the system is easily understood. 43 4.4 Class Type Architecture The proposed system is expected to replace the existing manual system by an automated system. To implement an application client-server architecture is required. This system is designed based on a three-tier architecture used by many applications. Three-tier architecture includes a presentation layer, business rules/ logic layer, and the data layer. The three-tier architecture is shown in figure below. Interface (User Interface, System Interface) Process (Application, Controller) System (Infrastructure, Platform) Domain (Business) Persistence (Data) Data Sources 4.5 Functional decomposition Functional Decomposition is the process of starting at a high level and dividing entities into smaller and smaller related parts.The main purpose of functional decomposition is to break up a large or complex operation into smaller and more manageable modules. A large or complex function is more easily understood when broken down using functional decomposition. Functional decomposition is most commonly used during the analysis phase of a project to produce functional decomposition diagrams as part of the functional requirements document. A Functional Decomposition Diagram (FDD) shows a hierarchical organization of the business functions that comprise the business operation. 44 Fig 4.1 Decomposition diagram for Tepi campus financial management system Tepi Campus Financial Management System Employee Management Payroll Material Purchasing Expenditure&income Employee registration Search Employee salary Add new material Calculate expenditure Search employee data Update salary Search material data Calculate income User Management register user Update user Delete User Generate report Update employee data Calculate Salary Update material data Search User Delete employee data Generate report View Record Print employee salary Delete material data Print record View Record Generate report Login Print Record Print Record Exit 4.5.1 Component diagram A component is a container of logical elements and represents things that participate in the execution of a system. Components also use the services of other components through one of its interfaces. Components are typically used to visualize logical packages of source code, binary code (deployment components), or executable files (execution components). . 45 Employee registration Manage account Finance manager Generate report Accountant Security Employee Payroll TCFMS Database Calculate income Calculate expenditure Purchaser Purchased material data Delete material data 46 4.6 collaboration diagram 4.6.1 Collaboration diagram for login login Display User Main window Login form Enter username and password Validate Database Display Main page 4.6.2 Collaboration diagram for payroll Select payroll Display Accountant Main window Payroll form Enter required information validate Database 47 store 4.7 user interface 4.7.1 Login form This form used to check the security of a user to use the system safely by any means any one cannot access the system without authenticated authorities. Sample code for login PrivateSub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button1.Click username = TextBox1.Text password = TextBox2.Text role = ComboBox1.Text Dim objcon AsSqlConnection = Nothing Dim objcmd AsSqlCommand = Nothing Try 48 objcon = NewSqlConnection("Data Source=FANA;Initial Catalog=MTU;Integrated Security=True") objcon.Open() Dim stmt AsString = "select UserName,Password,Role from user1 where Username='"& TextBox1.Text &"'and Password='"& TextBox2.Text &"' and Role='"& ComboBox1.Text &"'" objcmd = NewSqlCommand(stmt, objcon) Dim reader AsSqlDataReader = objcmd.ExecuteReader If TextBox1.Text = ""Then Button1.Hide() EndIf If TextBox1.Text = NothingThen MsgBox("Username was empty! please enter your username", MsgBoxStyle.Information) EndIf If TextBox2.Text = NothingThen MsgBox("Password was empty!please enter your password", MsgBoxStyle.Information) EndIf If ComboBox1.Text = NothingThen MsgBox("Role was empty!please enter your role", MsgBoxStyle.Information) EndIf If IsNumeric(TextBox1.Text) Then MsgBox("User name can not be numeric!", MsgBoxStyle.Information) EndIf If IsNumeric(ComboBox1.Text) Then MsgBox("Role can not be numeric!", MsgBoxStyle.Information) EndIf If (reader.Read()) = TrueThen TextBox1.Text = (reader("UserName")) TextBox2.Text = (reader("Password")) ComboBox1.Text = (reader("Role")) Else MsgBox("username and password incorrect,please re-enter TextBox1.Text = "" TextBox2.Text = "" ComboBox1.Text = "" TextBox1.Focus() ComboBox1.Focus() TextBox2.Focus() EndIf If ComboBox1.Text = "Administrator"Then Me.Hide() admin.Show() ElseIf ComboBox1.Text = "Accountant"Then Form2.Show() ElseIf ComboBox1.Text = "Purchaser"Then MsgBox("wellcome") Material.Show() EndIf 49 ") Catch ex AsException MsgBox("MY SQL ERROR!", MsgBoxStyle.Information) EndTry TextBox1.Clear() TextBox1.Clear() TextBox2.Clear() EndSub 4.7.2 Create account form This form is used to create user accounts for the user to use the system in secured way. The system Should does not allow the user to access if not authenticated. 50 4.8 Testing and implementation To ensure the effectiveness of the system the following test case scenarios are taken. The system performs the functionalities well in window 7 and 8 operating systems No scenario Exception 1 Registering employee Display error image 2 Creating account Display error message 3 Login to the System a. An Authorized User tries to Display error message login b. Password and Username Display error message don’t much 4 Registered employee get salary 51 Display error message CHAPTER FIVE CONCLUSIONS AND RECOMMENDATION 5.1 Conclusions Tepi campus financial management system is one of the main management system found in Mizan-Tepi University. After we have completed the project we are sure the problems in the existing system would overcome. In general make the finance management system process made computerized is many advantage some of them are to design a user friendly system, reduce the human resource of the office, minimize the loss of records or data, minimize the time consuming to search for records from the file and make it easy to search what we want, to increase the security of the data by authentication and to increase to the work efficiency of the department. The problems, which existed in the earlier system, have been removed to a large extent. And it is expected that this project will go a long way in satisfying users’ requirements. Through various challenging, now we are coming to the end of this project. We face those different challenges made possible by the cooperation. In developing this project we contributed our full capability with maximum interest and get ways toward developing a project. Generally making computerized finance management system is very important to save our time, get reliable information. 5.2Recommendations The system we have developed is a desktop application it needs a skilled person to work with the system. So, we recommend the system should be entitled to the responsible and skilled person. We highly recommend the system should be kept in highly safe and favorable condition. 52 5.3 Reference The resources that we used in this project are listed below www.1000projects.com www.projectcode.com • Agile development for user interface prototyping diagram http://www.agilemodeling.com/artifacts/uiPrototype.htm • Agile development for class diagram http://www.agilemodeling.com/artifacts/classDiagram.htm • Agile development for component diagram http://www.agilemodeling.com/artifacts/componentDiagram.htm • Agile development for deployment diagram http://www.agilemodeling.com/artifacts/deploymentDiagram.htm • Agile development for sequence diagram http://www.agilemodeling.com/artifacts/sequenceDiagram.htm • Agile development for business rule http://www.agilemodeling.com/artifacts/businessRule.htm • Agile development for change cases http://www.agilemodeling.com/artifacts/changeCase.htm 53