JIMMA UNIVERSITY
JIMMA INSTITUTE OF TECHNOLOGY
SOFTWARE ENGINEERING
PROGRAM
CBTP PHASE-II
Title: IFABULA KEBELE DATA MANAGEMENT
SYSTEM
May , 2025
JIMMA, Ethiopia
CBTP PHASE-II
IFABULA KEBELE DATA MANAGEMENT
SYSTEM
Declaration by Advisors
1. Mr MOHAMED
Member Participant
No Name ID
1 YARED MARU RU1070/16
2 YABSIRA GULILAT RR1952/15
3 YASMIN ALI RU1073/16
4 YOHANIS DESALIGN RU1093/16
5 WUBSHET ACHAME RR1917/15
6 WANDURAN JIREGNA RR1813/15
ACKNOWLEDGMENT
We would like to express our sincere gratitude to JIT Campus, particularly the
Community Based Training Program (CBTP) coordinators and the Faculty of
Computing and Informatics, for providing us with the opportunity to undertake this
CBTP project. This project has not only enabled us to address a significant
community problem but has also allowed us to apply our academic knowledge in a
practical and impactful manner, thereby bridging the gap between theory and real-
world application.
We extend our heartfelt thanks to our esteemed project advisors, Mr.
Mohamed. His unwavering guidance, insightful advice, and constant
encouragement were invaluable throughout every phase of the project. His
dedication to our development and his deep expertise in the field significantly
contributed to the success and quality of our work.
We are grateful for the opportunity to have been part of such a meaningful
project and for the invaluable lessons learned throughout this journey. The
experience gained will undoubtedly shape our future endeavors positively,
preparing us to tackle complex challenges with confidence and competence.
1. PROJECT OVERVIEW
1.1. Introduction
Kebele administrations in Ethiopia play a critical role in managing local civil
services, including maintaining records of residents, issuing certificates, and
organizing community data. However, most kebeles still rely on manual, paper-
based systems to handle vital information such as personal data, birth and death
records, and household details. These manual methods are slow, inefficient, and
often lead to data loss or errors.
In this project, we aim to address the major challenges faced by Ifa Bula Kebele in
managing resident and civil data. The current manual system makes it hard to find
accurate records quickly, delays service delivery, and increases the risk of losing
important documents.
To solve this, we propose the Ifa Bula Kebele Data Management System
(IBKDMS)—a computerized system designed to record, store, and manage the
kebele's data in a digital database. This system will make it easier for kebele
workers to register residents, track vital events like births and deaths, and issue
certificates efficiently.
By digitizing the recordkeeping process, the proposed system will reduce
paperwork, speed up services, protect data from loss, and make it easier to access
accurate information at any time.
1.2. Description of the System
The Ifa Bula Kebele Data Management System (IBKDMS) is a software system
developed to help Ifa Bula Kebele manage its administrative data more effectively.
The system includes a secure digital database that stores details such as:
Resident information (name, ID, gender, house number, etc.)
Birth and death registration
Certificate requests and issuance
Household and family information
The system provides kebele employees with a simple and clear interface to input,
update, search, and print resident data. It also allows the generation of reports and
statistics that can support planning and administrative tasks.
Some core features of the system include:
Resident Registration Module – for entering and updating resident
profiles.
Vital Events Module – to record births and deaths and generate the
corresponding certificates.
Search and Report Generator – to find records quickly and produce
reports for decision-making.
Login and Role Management – to ensure only authorized users can access
or modify data.
In addition, the system will provide real-time updates, backup functionality, and
ensure that all data is protected through security measures like password control
and user authentication.
1.3. Problem with the Existing System
Currently, Ifa Bula Kebele uses a manual, paper-based method to register and
manage resident data. This process has many issues that affect both kebele workers
and community members:
Inaccessibility: Residents often have to visit the office multiple times
because files are hard to find or officials are unavailable.
Inaccurate Data: Handwritten forms and inconsistent recordkeeping often
lead to errors or incomplete information.
Data Loss: Important documents can be easily damaged or lost due to
disasters like fire, water damage, or simple misplacement.
Lack of Standardization: Different clerks may record data in different
formats, making it hard to keep a consistent database.
High Workload and Costs: Manual filing takes a lot of time and effort,
especially when retrieving or updating information.
Service Delays: Residents often face long wait times for simple tasks like
getting a certificate or confirming their residency.
The proposed system is designed to solve these issues by introducing a faster, more
reliable, and more secure way to manage kebele records.
