MIZAN TEPI UNIVERSITY TEPI CAMPUS

School of computing and informatics

Department of software Engineering
Mini Project proposal of court information
management system for sheka zone 1stinstant court
Group members

Name ID NO
1.Gebre slassie Dessie………………………....MTUUR /1440/14
2. Begna Leta…………………………………….. MTUUR/0629/14
3. Firomsa Dine…………………………………….MTUUR/1386/14

6/7/2016 E.C PREPARED BY GROUP SIX Submission date 06/07/2016 E.C 1

Chapter One
Introduction
The advancements of the 21st century have led to
an emergence of many disciplines with great
potential to solve existing problems.
One such potential field is Technology, which has
over the years been increasingly adopted in many
processes to avert the problems of ineffective and
inefficient service delivery.
One of the key areas of interest is automation of
the judicial processes.

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Background Of University
Mizan -Tepi University is one of high level
educations in Ethiopia.
Its location is south part of Ethiopia, which is 611km
far from Addis Ababa.
 It has two campus, one of them is Tepi Campus,
under this campus school of computing and
informatics is one of the collages with different
departments.
 Mizan-Tepi University has began to give services for
students in 1998

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Background of the organization
The court office was established during the "Derg"
regime.
Before this time disagreement and criminal cases were
solved in traditional way. Starting from that time it
passes many obstacles to reach today's position.
 The court office of Sheka zone 1st instant court
established in 1996 E.C started to serve the customer in
modern ways.
The organization is located around the Tepi town
administration on the right side and on the left side of
old police station in hibret kebele 02.

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 ….CONT…
 The purpose of the court is to provide legal decision
for those plaintiffs and defendants based on their
evidences as well as for those who commit crimes.
 We have seen some problems in data processing and
handling.
During the process there are many difficulties of
manual processing of files/data.
 Not only this but also giving comments for one court
is difficult because of distance.
Now we are going to develop software that can solve
problems of data processing, data handling and etc.

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Background of the project
During the process there may be many difficulties of
manual processing of files/data.
Not only this but also giving comment for one court
may be difficult because of distance.
This means there is no online giving comment service
before for the court found on the distance.
Now we are going to develop software that can
solve problems of data processing, data handling, give
appointment ,assign case ,registering case and view
assigned case etc.

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 ….CONT…

 The system based on the court information

management system that improves the manual data
processing.
Court Information Management System is document
management system or handling of data, dataflow
system, appointment and also concern with a
customers' comment.
 There are two major types of cases.
 Those are civil law and criminal law.
 Each of them contains their own sub branches.

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 ….CONT…
 The main purpose of doing this project is that to
save person's file from damage, store files forever,
secure files that must be secured, reduce costs and
time.
There will be data communication from one office to
the other.
There will be many advantages after the end of our
project.
The following things will be the result after the
implementation of the new proposed system we are
going to develop.

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 ….CONT…
protect the data from damaging
prevent the data from the thieves, robbers
Save the data in secure way if needed
Giving appointment for customer in simple way
 Dead files can be seen by a person who wants to see
it but active file is secure

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TeamS. Composition
Name ID NO phone Responsibili
No number ties

1 Gebreslassie MTUUR/1440/14 0902067211 Leader

Dessie

2 Begna Leta MTUUR/0629/14 0910867533 Member

3 Firomsa Dine MTUUR/1386/14 0976151414 Member

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Tasks and Schedule
Task and Schedule for court information
management System Project in Sheka zone first
instant court:
. Project Initiation (Week 1)
Define project scope, objectives, and
deliverables
Identify project team members and
stakeholders
Create a project charter and obtain approval.

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 ….CONT…

Requirements Gathering (Week 2)

Conduct interviews with court office and
management staff to understand current
processes and pain points
Document functional and non-functional
requirements for the digital system
Prioritize requirements based on business
needs.

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 ….CONT…
System Design (Week 3-7)
Develop system architecture and data flow
diagrams
Design user interface and user experience
Create wireframes and mockups for key system
functionalities
Development (Week 7)
 Build database structure and data models
 Develop core system functionalities such as
employee onboarding, performance
management, and reporting.
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 ….CONT…
 Conduct iterative testing and quality assurance
to ensure system reliability
. Implementation (week 8)
 Train court office and management staff on
using the new digital system
 Migrate data from legacy systems to the new
digital platform
 Roll out the system in phases to different
departments or locations.

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Statements of the
Court information problem
management system of sheka zone
1st instant court does on both criminal and civil case
type.
As mentioned above these major types contain so
many sub branches.
Criminal case is initiated when crime is committed,
then investigation held to collect information and
evidence about what is happened to determine who
committed the crime.

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 ….CONT…
After that the accused is charged with the crime
and taken into custody.
Based on evidence, then the judge determine
whether he/she guilty or not guilty.
At the end the decision is presented. This process
is done manually.
Also Civil court cases arise where an individual
or a business believe their rights have been
attacked in some way.
All these processes and documentation system is
takes place manually.
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 ….CONT…
 By this system the following problems are identified.
Difficulty of storing the documents neatly
Files may be stolen by thieves, robbers or internal
attackers.
Files may be fade because of long life
Files may be destroyed by natural disasters like fire , flood
Giving comment may be difficult for customers on
distance place
Difficulty of data store in secure way.
Difficulty of retrieving needed document timely.

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 ….CONT…
Difficult to giving appointments for customers.
Difficult to evaluate every judge decisions.
Difficult to assign cases to judges

Objective
General objective
Our main objective is to develop web based court
information management system for sheka zone 1 st
instant court office.

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Specific Objective
The specific of this project is to develop software
that controls court information Management
system
This system includes Specific Objective.
Analyze the existing system and design better
system for the organization
To store all data's of the accuser and accused
person into the database.
To design and developed a user friendly system to
handle data insertion, updating, deletion,
retrieving on the database.
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 ….CONT…
To develop a secured Data base system
To develop suitable system to give appointment and
assign cases.
To develop the court information management system.
To create an administrator page that will show
statistical analysis.

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Scope and Limitation of the Project

Scope
 Scope of the system identifies the problem to be
studied, analyzed, designed, constructed and
ultimately improved.
It is specifically concerned with what problem the
proposed system addresses.
 The project can cover the following activities:-
Register appointment dates that judges give for
customer.
Make the system high secure, efficient and effective

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 ….CONT…
 Generate reports based on customer queries
 avoiding the data redundancy of the system.
 Search the files in short times from many files.
 Update employee's information.
Accept comment that customers are writing for court
offices.

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Limitation of the project
The system does not send appeals to the high
court and Supreme Court because there is no
interconnected web-based system with zonal court
office.
Our system does not take online evidence from
the witness.need physical signature.
 It needs highly Experience
Our system rely on internet connectivity and
hardware devices.

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 ….CONT…
Our system has no online judgment or rendering
decision.
Our system has no court free or online payment.
Our system has no sound and video record.
The system does not include sector office like jail
and police.

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Significance of the project

After the implementation of this project, it provides

various benefits.
Benefits for society
Customer can access the information they need from the
web.
Save their time
Reduce the complexity.
Can save their financial budget.
Customers will give their comment online without going
there.
Customer can see some news on distance.
Customer informed appointments day and time remotely.

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 ….CONT…
Benefits for the law officer as follow
Easy to store all data of the accuser and accused
person documents neatly, files may be not stolen by
thieves, robbers or internal attackers.
files does not fade because of long life and files may
not be destroyed by natural disasters like fire flood,
generally no security problems.
 Adequate and fast communication with judge and
other coworker.
Accessing individual document is not bulky and no
consumes time with our system.

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 ….CONT…
Benefits of the judge officer.
 The judges find appointment date and time easily for
many case in short period of time.
 Recording examination, cross-examination, and
reexamination is easy while collecting evidence from
witnesses.
 Judge search appointed case and decide on it in
easily.

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 ….CONT…
Generally this project has its own significance for
the organization as follow:
Very fast and accurate.
May no need any extra manpower.
It doesn’t require any extra hardware materials like
paper, pen, pencil and etc.
It reduces the wastage of time during searching and
modifying employee

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 ….CONT…
 Information, and also reduces cost and data loss.
 Reduce cost paid for extra hardware materials like pen,
paper, and printing.
 Save time.
 It reduces the work load for workers.
 Decrease Error in filing the client document.
 Employers will have confidence on handling data.
 Searching documents when it is needed is easy.
 They can secure active files and dead file as they want.
 Information about court can be accessed any time from any
place based on given privilege.
 To know the appointment date is very easy.
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Methodology
In order to achieve our aim, we use different methods
to bring the system from imagination to realization.
 These methods include different models, techniques
and tools for our work.
Data collection
Data collection was one of the important tasks to
analyze how activities done in existing system and
developed the new system.
Data for developing this system obtained from
different sources.

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 ….CONT…
Interview Techniques:-
It is one of the primary ways analysts gather
information on information systems.
During interviewing the team will gather facts,
opinions, and speculation and observe body language,
emotions, and other signs of what people want and
how they assess current systems.

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 ….CONT…
 Direct Observation:-
 Observing current system users is a more direct way
of seeing how an existing system works.
 By watching what people do or by obtaining
relatively objective measures of how people behave in
work situation.
 The team can have firsthand and accurate
appreciation of what they really do or how they do it
observing work flow at the work place.

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 ….CONT…
Analysis of existing document:-
 To get more information about the existing system we
use earlier documents that are stored in the sheka zone
first instant court office.
 During the analysis of documents, we give special
consideration to those documents which can bring
more features to the project.

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 ….CONT…
Questionnaires:-
 This is another method that we were used to gather
information about the current system and how the
users satisfied with the system.

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System analysis and design
The team plan to use the Object Oriented Software
Development Methodology (OOSD) for the
development of the system among the different
methodologies.
 Because it is better way to construct, manage and
assemble objects that are implemented in our system.
We used OOSD because of the following important
features:

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 ….CONT…
Increase reusability:- the object oriented provides
opportunities for reuse through the concepts of
inheritance, polymorphism, encapsulation and
modularity.
Increased extensibility:-when you to need to add new
feature to the system you only need to make changes
in one part of the applicable class.
 Improved quality:- quality of our system must be on
time, on budget and meet our exceeded the expectation
of the users of our system, improved quality comes
from increased participation of users in the system
development.
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 ….CONT…
Financial benefits:- reusability, extensibility and
improved quality are all the financial benefits,
because they led to the business benefits of the
object- oriented from the point of view of the
users, the real benefits are we can built, system
faster and cheaper.
Reduced maintenance cost:- Software
organizations currently spend significant resources
maintain operating system so the object oriented
development methods helps us to overcome this
problem.
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Managed complexity:-
The object-oriented methods solve software
complexity in the following way, design your
software the expectation that it will need to be
modified and being able to respond quickly when
your environment changed. Object oriented
design methodology has two phases:-
Object Oriented Analysis(OOA):
During this phase the team will look at the
problem domain and with the aim of producing a
conceptual model of the information that exists in
the area which will be analyzed.

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 ….CONT…
And this model the functions of the system (use
case modeling), identifying the business objects,
organize the objects and also the relationship
between them and finally model the behavior of
the objects.
Object Oriented Design (OOD)
During this phase the model interactions and
behaviors that support the use case scenario, and
finally update object model to reflect the
implementation environment.

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 ….CONT…
 And also transforms the conceptual model produced
in object-oriented analysis to take account of the
constraints imposed to our system format, so that we
will use this phase to refine the use case model to
reflect the implementation environment.
 State chart diagram, component diagram and
deployment diagram to model our system.

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Implementation Methodology
For Front end programming we will use: CSS,
JavaScript, HTML
For Server-Side Scripting, we will use: PHP
For Backend (Data Storage) we will use MYSQL
Server.
Because it requires low computer resource
requirements and is easy to implement for web
systems.

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Development Environment and Programming
Tools
Our team uses the software and hardware tools for
developing the project.
Hardware tools
Computer with internet connection use to do project.
Secondary storage device like flash disk (16 GB) used
to backup data.
Projector used to present the project.
Hard disk

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 ….CONT…
Software tools
 MySQL: - to develop a database application
 Microsoft office word (2010):- for documentation.
 E-draw max: - for designing UML diagrams, a user
interface associated with the project.
 Sublime text: - we will use for writing the code of the
system
 PHP:- For server-side.
 HTML, JAVASCRIPT client-side coding:-For user
interface of the system

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Feasibility Study of the new System

A feasibility study is essential to evaluate the cost and

benefits of the new system.
Based on the feasibility study decision is taken on
whether to proceed or to cancel the project.
 Need of the feasibility study
It determines the potential of the existing system.
It is used to determine/find out the problem of the
existing system.
To determine all goals of the new system.
It finds all possible solutions to the problems of the
existing system

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 ….CONT…
Operational Feasibility
The system requires very little human power.
It provides a simple user interface in which the
employee of the office can access easily, and more
accurately.
Maintenance is less and easy.
 The system will have GUI and very little user training
is required to learn it.
The system is so simple to use, so no special skills will
be required to use the system.
So the system is operationally feasible.

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 ….CONT…
Technical Feasibility
 The system is to be developed by using technologically
system development techniques such as PHP, Java script,
CSS, and MySQL database without any problems and the
group members have enough capability to develop the
project.
 So the system will be technically feasible.
Behavioral /Political feasibility
 The political feasibility is a feasibility that makes sure the
system does not break law.
 Our system does not violent with any law, hence the
system is politically feasible.
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 ….CONT…
Economic Feasibility
The system to be developed is economically feasible
and the benefit is out weighing the cost.
 Since this project already computerizes the existing
system, now the reduction of cost for materials used
in manual operation becomes beneficial to the
organization.

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 ….CONT…
Generally, the system that we are going to
develop the Court information management
system brought several tangible and intangible
benefits.
Tangible Cost
This cost contains the various types of costs in
which you spent for the development of the
project or the University sponsors some of the
hardware, network services expenses.
 The following table is the different miscellanies
costs that have been used in the process of the
development of the system
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 NO Item Name Quantity Cost
….CONT…
Flash(16GB) 1 450.00 birr
1

2 Paper 10 20.00 birr

Personal computer 1 40000.00 birr

3

transportation 120.00 birr

4

communication 5 50.00 birr

5

40470.00 birr
Total

Table 2:Tangible Cost

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 ….CONT…
Tangible benefits:-
1. Cost Reduction
2. Error Reduction
3. Increase Speed of activity
Intangible Cost
 Intangible cost is uncountable cost that to be acquired
in developing the system.
It comprises stakeholder knowledge, skill and effort.
 The project team themselves knowledge and effort
apply to develop the system may not be measurable in
terms of money

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 ….CONT…
Intangible benefits:
 Increase security
 Increase management flexibility
 Accessibility and Transparency: By providing access
to case information, court schedules, and legal
documents online, these systems enhance
transparency and accessibility for all stakeholders.
 User Satisfaction

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 ….CONT…
Schedule Feasibility
Schedule feasibility defines the starting and ending
date of the project and manages the duration of
activities until the given project is finished.
Time evaluation is the most important consideration
in the development of project.
 The time schedule required for the developed of this
project is very important since more development
time effect machine time, cost and cause delay in the
development of other system.

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 ….CONT…
S. No Phases 1st quarter 2ndquarter 3rd quarter 4th quarter 5th quarter

Feb13-march March5-march1 March17-april April5-may May17-may

6/2016 5/2016 3/2016 15/2016 25/2016

1 Project proposal

Requirement analyze and

2
modeling

2 Documentation up to
Design

3 Implementation

4 Testing

table 3: Gantt chart for Schedule

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Conclusion
This project mainly focuses on the Web-Based
Information management system for sheka zone first
instant court Office.
It include basic function such as Case Registration,
Generate report, view information, record decision,
giving appointment, view appointment, assign case to
judge and advocator etc.
As stated in the various sections of the document. So
generally sheka zone court information management
system also improve manual problem that to satisfy
needs and priorities of the society.
 So our project tried to solve that problem in
computerized method.
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 ……….
N K YO U ………
TH A O N E
P T E R
F C H A
EN D O

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