02-01-2013, 04:08 PM
FACULTY OF INFORMATICS
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Introduction
Background of the Study
Kebele 03 of Cheleleki sub city is among the smallest administrative organs of EPRDF. Kebele 03 was established during the regime of DERGE. This kebele is found in East Wollega zone of Nekemte town (328 kilo meter far from Addis Ababa). This kebele has thousands of peoples. Accordingly, Kebele 03 is empowered to handle almost all services like land administration, issuance of ID cards, marriage certificates and birth certificates, policing services, collection of land rents/taxes, collection of house rents, land ownership licensing and transfer of properties, etc…
As a result, society of kebele 03 has benefited from such an arrangement as most services are brought closer to the community; there by avoiding lengthy bureaucratic procedures delays that makes the number of days large to perform a job during the old system. One of these problems is related to the poor filing system, which is seriously affecting the amount and quality of service delivery to the Society at any level of kebele 03.
Statement of the problem
After the decentralization of power in recent, the delivery of the most common public services has been channelled to the lower administrative levels of government organization. Services like issuance of marriage/birth certificates, land rent/taxes, police services, issuance of ID cards and birth certificates etc., makes differences from the past.
That means they are now decentralized to lower administrative levels, such as Kebele’s, which are more numerous and closer to the society that needs these services. According to the recent structuring, Nekemte town is administratively divided in to 9 Kebele administrations, each entrusted with the responsibility of delivering the services mentioned above in line with the basic principle of decentralization. This has brought a number of benefits to the community. In particular, it has proved to be efficient under normal circumstances as it has shortened processes and lengthy bureaucratic procedures of a centralized system of service delivery.
Despite its attractiveness and potential for improvement, however, decentralization is
not without problems. Bringing all such services mentioned above from few centralized and well-staffed or well-organized administrative centres down to the numerous and relatively less-staffed kebele centres had to come about at a real cost. Apart from the resulting financial implication due to the personnel and running overheads of the Kebele offices, establishing an up-to-date filing, documentation and data management system has been expensive and extremely difficult for most part. This has led to serious problems and negative implications.
Technical feasibility
Usually new systems established in order to overcome the technical illness of the previous system. In the same way, this system is technically big enough to be applied easily to the problem identified in the existing system. In addition; the both hard wares and soft waresfor this system are highly available and can be owned with small cost. Therefore, it can be concluded that the system is technically feasible.
Significance of the project
The proposed project aimed to improve the overall management systems of Cheleleki sub city/kebele 03.Since the system deals with population registration (which is the base for every developmental activate), house registration (which is the best way to handle citizens based on house number for security purpose) and on the land( which is a scarce resource that should be managed with care and given the crucial role it plays in the economy).Therefore, efficient and careful administration is required to make the best of them. In this regard, the project contributes to the achievement of such a noble goal. The project is also instrumental in alleviating the major problems of service delivery in any kebele administration in other areas of Nekemte Zone as it is operating as that of Cheleleki Kebele. It helps kebele administrators to avoid delays in service delivery, enhance investment activities, avoid corruption and Conflicts through equitable land distribution, etc. It also helps to avoid unsecure ID card giving systems and lengthy bureaucratic procedures of ID card issuance.
Scope and limitations of the project
The project is aimed at solving the major problems of service delivery and data management at kebele offices in Nekemte town. Taking Kebele 03 administration as a case, the project attempts to assess the problems associated with the documentation or archives and record office, house-rent sections of the kebele. Based on such assessments, it tries to design a system that could be applicable to any kebele administration office in Nekemte. However, only one kebele in Nekemte town shall be considered making the scope a bit narrower. However, the solutions of the project would no doubt be applicable to most of the kebele administration structuresof Nekemte till enough amount of supply allotted.
Overview of the existing system
In this section we briefly review the current system used by the kebele administration followed by a brief description of the problems associated with the current system and a proposed system that aim to solve these problems. Currently, the kebele has no automated system. In order to register population and collect required data from the residents, officers of kebele 03 divide the kebele into many segments in order to minimize the boundary they go through house to house.
Proposed System
over view of the proposed system
The new system deals with automating the registry system of Cheleleki/Kebele 03. The newly proposed system is efficient in facilitating the different tasks, like register population, register house, give ID card, generate report and give certificate, Collect house rent and clearance. The proposed system is also efficient in file handling system. The major thing in the proposed system is authenticated users. Authorized users only access the system. Unauthorized person is not allowed to access the system; they are prevented by user name and password mechanism. In addition, the system includes inter communication mechanism. That means, different members of the kebele can communicate through the system through data base based messaging mechanism.
The need to develop automated registrar system of the kebele 03 is that the current activities of the kebele are time consuming due to manual system which results delay of the development of the kebele.
The system registers populations which are resident and new person in the kebele. Here, after registration for the first time the user takes temporary ID card for one year. During house registration the proposed system identify the kebele house and private house and give number for ease of identification.
Conclusion
Kebele 03 is a very old aged small governmental institution. This kebele has many services as it was mentioned in chapter one of this research. How ever, when we compare this governmental management system to that of other countries kebele system it is manual and very poor. This is the main reason to be initiated to develop software for this governmental institution by designing project.