JIMMA UNIVERSITY
JIMMA INSTITUTE OF TECHNOLOGY
SOFTWARE ENGINEERING
COMMUNITY BASED TRAINING PROGRAM (CBTP) PHASE- II
FIELD LOCATION :- IFAA BULAA
KEBELE
CHAPTER ONE
INTRODUCTION
Vital registration is a critical system used by governments to record vital events such as births, marriages, deaths, and divorces. These records are essential for establishing and protecting
the civil rights of individuals, providing vital statistics, and ensuring the accuracy of demographic data. If a vital record is destroyed, it can have significant consequences for both the
government and the individual, including difficulties in accessing essential services and benefits.
, the manual method of obtaining a birth certificate is complex and impractical, especially with the increasing birth rate. The cost of obtaining a birth certificate, the risk and stress
of communicating with Vital Event Registration (VER) officials, and the loss of the certificate are some of the problems associated with the manual process.
, the manual method of obtaining a birth certificate is complex and impractical, especially with the increasing birth rate. The cost of obtaining a birth
certificate, the risk and stress of communicating with Vital Event Registration (VER) officials, and the loss of the certificate are some of the problems
associated with the manual process.
The automated birth certificate system will also provide a secure and tamper-proof way to store and manage birth registration data. This will ensure that the
data is protected from unauthorized access and tampering, and that the integrity of the data is maintained
1.1. Description of the System
The Birth Certificate Management System (BCMS) is a critical software that manages
birth records using a centralized database. It securely stores comprehensive birth details
and simplifies the registration process through an intuitive interface.
Verification and authentication are crucial components of BCMS, ensuring the validity of birth records through
cross-referencing with other databases and identity verification to prevent fraud, thereby maintaining data integrity
Once registered and verified, BCMS automates the issuance of birth certificates with unique
identifiers and robust security features, ensuring authenticity and facilitating efficient delivery
to individuals and entities needing official records.
1.2. Importance of Birth Certificate System
Ensures demographic data.
Supports comprehensive civil registration system.
Reduces cost and stress in obtaining certificates.
Lowers risk of certificate loss.
Speeds up the birth certificate issuance process.
• Ensures secure and tamper-proof data storage.
• Provides real-time updates to stakeholders.
• Facilitates access to essential services.
1.3. Objectives of the project
1.3.1 General Objective:
To develop a comprehensive and efficient Birth Certificate
Management System (BCMS) that manages birth records
within a specified jurisdiction.
1.3.2 Specific Objective:
Identify and analyze issues in the existing system
Design the proposed system.
Select appropriate design tools and methodologies
Develop comprehensive documentation and support systems.
Forms, provide information, and pay fees.
1.4. Problem with the Existing System
The current manual system for obtaining birth certificates is
inefficient and problematic for both applicants and
administrative staff. Applicants must visit the Kebele office,
complete forms, provide information, and pay fees.
Key issues include :
Limited accessibility, especially for vulnerable populations
lacking formal IDs.
Risk of inaccurate or incomplete data entry on birth
certificates.
Susceptibility to data loss due to natural and man-made
disasters.
Lack of standardization, causing confusion when transferring
records across jurisdictions.
High costs due to labor-intensive manual processing.
Excessive time consumption, leading to delays in obtaining
birth certificates.
1.5. Scope
This system aims to modernize birth registration, serving
citizens and government needs. It handles registration,
recording, and issuing of automated birth certificates, catering
to applicants and parents of infants. This system simplifies
digital birth documentation, ensuring easy access and
management of vital records for individuals and new parents
alike.
1.6. Methodology
• The requirement gathering process for the computerized
birth certificate system has been meticulously structured to
ensure comprehensive understanding and effective
implementation.
• The team conducted extensive observation and interviews
to gain insights into the current manual birth certificate
management process.
CHAPTER TWO
PROPOSED SOLUTION
2.1. Entity Relationship Diagram (ERD)
o ERD visually shows how different entities and data are connected
in a system. Using standardized symbols, it clarifies how entities
relate, giving a clear view of data structure and dependencies.
o The entities in this system include Person, Parent, Birth
Record, Hospital, Registrar, Birth Registration Office, and
Applications, each playing a distinct role in managing birth
registration and related processes.
The relationships among these entities are structured as
follows:
o Person has Birth Record.
o Birth Record has Parent.
o Hospital fills Birth Record.
o Registrar verifies Birth Record.
o Registrar works in Birth Registration Office.
o Person applies using online Applications
2.2. Birth Certificate Management System
ER Diagram
2.2. Normalization
• Normalization is systematic method used to sturucture data
in database .
• For our database design we perform normalization until 3rd
normalization form for each entity
• For example in Normalization of Birth Record Entity:
Un-normalized Table of Birth Record Entity:
Birth_Record_ Person_ID Hospital_ID Father_Full_Name Mother_Full_Name Issued_date
Birth Record Table in 1NF:
The table should contain atomic values. So we have to
create separate table for address and Father full name and
Mother full name.
Mother full Name Table
Mother_id FIRST_NAME Middle_Name Last_name
Father full Name Table
Father_id FIRST_NAME Middle_Name Last_name
Birth Record Table
Birth_Record_ID Person_ID Hospital_ID Mother_ID Father_ID Issued_date
Birth Record Table in 2NF:
There is no partial dependency.
Birth Record Table in 3NF:
There is no transitive dependency.
There is no any Non-key attribute that determine another
non-key attribute.
2.2.1. List of all Tables after Normalizations
List of All Person Table:
Place_of birth Table
Place_of_birth_ID Region Zone Kebele
Person Table
Person_ID Last_name First_name Middle_name Gender Place_of_birth_ID Age Date_of_birth
Age Table
Person_ID Age
List of All Birth Record Table:
Mother full Name Table
Mother_id FIRST_NAME Middle_Name Last_name
Father full Name Table
Father_id FIRST_NAME Middle_Name Last_name
Birth_Record_ID Person_ID Hospital_ID Mother_ID Father_ID Issued_date
List of All Parent Table:
Address Table
Address_id Region Zone Kebele
Phone Table
Parent Table
