Bahir Dar University

Bahir Dar Institute of Technology (BIT)

Faculty of Computing
CS/IS/IT/SE Program

Internship Report

Project Title: EIAR Caf Management System

Hosting Company: Ethiopian Institution of Agricultural

Research

By: Abenezer Deneke

0700862
Mentor: Marye Mengistu
Company Supervisor: Ms Hiwot Birhanu

Septamber 12, 2017

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Part One

Declaration
The project is my own and has not been presented for degree and/or course project in any
another university. I uniquely prepare report after completion of two months of work in
Ethiopian Institution of Agricultural Research.

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Name Signature

School: School of computing

Program: computer science

Project title: EIAR Caf Management System

This is to certify that i have read this project that in my understanding it is fully adequate, in
scope and quality, as a project for as internship project.

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Name of company supervisor signature

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Name of Advisor signature

Examining committee members signature date

1. Examiner 1------------------------------------ --------------------------------- ----------------

2. Examiner 2------------------------------------ --------------------------------- ----------------

It is approved that this project has been written in compliance with the formatting rules laid
down by the school of the university

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 Acknowledgement

On the occasion of presenting this internship project report, I wish to

express my deep and profound feelings of gratitude to a number of persons who have
contributed to the completion of this project.

First of all, I express my deep gratitude to Almighty God to help me and

be with me.

And also I am grateful to our respected university and Department (Bahir

Dar University and School of Computing) for providing all facilities for offering this
internship.

I also express my heartfelt gratitude to Ms Hiwot Birhanu Computer

Programmer of the EIAR ICT for rendering all possible help and support during my
stay and the development, implementation and presentation of the project.

I am extremely grateful to Mr. Marye Mengistu Ms mentor of our project

for his valuable guidance and encouragement throughout our humble endeavor.

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 Executive Summary

I have been in EIAR Main Office for two months due to internship participation. It was very
good time I enjoyed working with devoted staff members, gaining work practice and oriented
with the responsibility of the job.

I got devoted supervisor who follows day to day activities to succeed our assignment carefully
and to get good experience. So I had a good time, got good experience and learned a lot about
ICT system.

I also learned a lot about new life system in working area I were family dependent and i did not
face anywhere to work but in the given time I passed as full time worker in office, and that was
new for me and I enjoyed, for future it will not be new for me.

Finally, I completed my assignment successfully and happy for passing good time with good
staffs and performed my duties perfectly.

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Table of Content

Contents
Part One ........................................................................................................................................................ 2
Declaration .................................................................................................................................................... 2
Acknowledgement ........................................................................................................................................ 3
Table of Content ........................................................................................................................................... 5
List of table and figures ................................................................................................................................ 6
List of ACRONYMS .................................................................................................................................... 7
Part Two ........................................................................................................................................................ 8
2 Company Background: .............................................................................................................................. 8
2.1 EIAR in Brief .......................................................................................................................................... 8
2.2 Its Main Products and Services ............................................................................................................. 10
2.3 Its main customers or the end users of its products or services ............................................................ 11
2.4 Organizational Structure ....................................................................................................................... 12
2.5 Its Work Flow ...................................................................................................................................... 15
Part Three .................................................................................................................................................... 16
3 Internship Experience: ............................................................................................................................. 16
Part Four ..................................................................................................................................................... 21
4.1 Summary of the Project ........................................................................................................................ 21
4.2 Problem Statement & Justification ....................................................................................................... 21
4.3 NEED FOR THE SYSTEM.................................................................................................................. 22
4.4 Objective of the Project ........................................................................................................................ 22
4.5 Methodology ......................................................................................................................................... 23
4.5.3 User Interface ..................................................................................................................................... 24
4.6 Results and discussion .......................................................................................................................... 27
4.7 Conclusion and recommendation .......................................................................................................... 27
Part Five ...................................................................................................................................................... 27
5.1 General Conclusion and recommendation ........................................................................................ 27
References ................................................................................................................................................... 28

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List of table and figures pages

Fig 1.115
Table 2.117
Table 2.224

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List of ACRONYMS
EIAR
*Ethiopian Institution of agricultural Research
EARS
* Ethiopian Agricultural Research System
IAR
*Institute of Agricultural Research
RARIs
*Regional Agricultural Research Institutes
HLIs
* Higher Learning Institutions
EARO
*, Ethiopian Agricultural Research Organization
FTC
* Farmers Training Centers

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Part Two

2 Company Background:

2.1 EIAR in Brief

The Ethiopian Agricultural Research is one of the oldest and largest agricultural research
systems in Africa. EARS have evolved through several stages since its first initiation during the
late 1940s, following the establishment of agricultural and technical schools at Ambo and
Jimma. In 1955, a full-fledged agricultural experiment station was established at Debre Zeit
(now named Debre Zeit Agricultural Research Center) under the Imperial College of
Agricultural and mechanical Arts (now called Haramaya University) and had been continued as
the major research entity until the mid-1960s. In 1966, Institute of Agricultural Research (IAR)
was established as the first nationally coordinated agricultural research system in Ethiopia.
Institute of Agricultural Research (IAR) was established with a mission to formulate national
agricultural research guidelines, coordinate National Agricultural Research System, and
undertake research in its centers and sub-centers located in various agro ecological zones of
Ethiopia.

The EAR consists of Federal and Regional Agricultural Research Institutes (RARIs), and Higher
Learning Institutions (HLIs). EIAR is responsible for the running of federal research centers, and
RARIs are administered by the regional state governments. In addition to conducting research at
its federal centers, EIAR is charged with the responsibility for providing the overall coordination
of agricultural research countrywide, and advising Government on agricultural research policy
formulation.

Currently, the EIAR comprise 55 research centers and sites located across various agro-
ecological zones. The research centers vary in their experience, human, facility, and other
resources capacities. Some of the research centers and sites have one or more sub-centers and
testing sites.

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In Ethiopia, agricultural research underwent significant reform in the early 1990s following the
declaration of a decentralized political system of Government of the Federal Democratic
Republic of Ethiopia. The National Agricultural Research System has prearranged as including
the Federal Research Institute, the Regional Agricultural Research Institutes (RARIs) and
research undertakings of Higher Learning Institutions (HLIs). In 1993, numbers of IAR research
centers were transferred to the regional governments and become independent research centers.
During this time, Ethiopian Agricultural Research Organization (EARO) has established with
new set up in 1997 by Proclamation number 79/1997 and later it is renamed as the Ethiopian
Institute of Agricultural Research (EIAR) on 25th October 2005.

As per this Proclamation, its objectives are:

(1) To generate, develop and adapt agricultural technologies that focus on the needs of the
overall agricultural development and its beneficiaries;

(2) To coordinate technically the research activities of Ethiopian Agricultural Research System;
(3) build up a research capacity and establish a system that will make agricultural research
efficient, effective and based on development needs; and (4) popularize agricultural research
results.

Mission

EIARs mission is to conduct research that will provide market competitive agricultural
technologies that will contribute to increased agricultural productivity and nutrition quality,
sustainable food security, economic development, and conservation of the integrity of natural
resources and the environment.

Vision

EIAR aspires to see improved livelihood of all Ethiopians engaged in agriculture, agro-
pastoralism, and pastoralism through market competitive agricultural technologies.

Values
EIAR sustains the commitments included in the following set of core values:

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 Excellence
Effectiveness
Quality
Integrity and professionalism
Tolerance and mutual respect
Social and public responsibility

2.2 Its Main Products and Services

Adapt and develop appropriate technologies that enhance productivity and quality that
significantly contribute to:

Food security
Export
Raw material for industries and import
substitution
Supplementary income generation and
Sustainable production system

Demonstrate, popularize and catalyze, scale-up and scale-out improved technologies

Effective partnership with stakeholders,

Research-extension-farmer linkages,
Farmers Training Centers (FTCs), exporters, agro-processers, administrators, foreign buyers,
CGIAR Centers, NGOs, others

Strengthen natural resources

management for sustainable production

Soil fertility management
Combating soil acidity/salinity problems
Integrated soil and water conservation

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 Small scale irrigation management
Agro-forestry

Develop and promote commercialization of under-utilized and/or nontraditional resources

Vegetables and fruits

Natural products
Aromatics

Strengthen coordination and promote partnerships

Strengthen research centers based on their focused mission

Play a leading role in agricultural policy development
Form strategic alliance with sub-regional and international organizations

Build capacity for integrated agricultural research for development

Demand-driven, merit-based resource development and utilization

Institutional competency and associated infrastructure building
Human resource competency

Core Functions

Adaptation and generation of improved agricultural technologies,

Multiplication and provision of source technologies,
Demonstration and popularization of improved technologies,
Capacity building of research staff, and
Networking and partnership.

2.3 Its main customers or the end users of its products or services

Farmers

Pastoralists

Agro Pastoralists

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 Industries

Agro industries

Private investors

Unions related to Agriculture

Seed industries

2.4 Organizational Structure

Core research and technical directorates

Research directors are answerable to the DG and DDG, and carry out responsibilities assigned to
them. Core research and technical directors guide, coordinate and oversee research in their
respective disciplines. The followings are core research and technical of EIAR:

Crops
Livestock
Natural Resources
Agricultural Mechanization
Agricultural Economics
Technology Transfer and Commercialization
Agricultural Biotechnology
Climate and Geospatial
Agriculture and Nutrition Research Laboratory
Technology Multiplication and Seed Research

Technical Supportive

Public Communication and IPR

Planning, Monitoring and Evaluation
Knowledge Management

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Support processes

Support processes are answerable to DG and DDG and carry out responsibilities assigned to
them. Their major duties are related with administrative support for discharging effectively the
duties and responsibilities of the Institute. The following offices represent support directorates of
the Institute

Internal Audit
Engineering and Maintenance
Ethics and Anti-Corruption
Finance, Procurement and Property Management
Human Resources Development
Legal Affairs
Civil Service Reform
Vehicle, Farm Machinery Maintenance and Transport
Civil Service Reform
Information and Communication Technology

Major research results and achievements

During its formative periods, the Institute started agricultural trials in crops and livestock at some
selected research centers. Accordingly, the first crop variety was released in 1969 by the then
National Crop Improvement Committee. Since then, EIAR has made tremendous efforts to build
the national capacity of agricultural research, and to produce, and introduce improved
technologies, focusing on fostering agricultural growth and development in the country.

For the past five decades, EIAR has released over 3000 improved crop varieties and livestock
breeds, pest and disease control methods, crop production and livestock husbandry methods, pre-
and post-harvest technologies and recommendations by undertaking scientific research activities
on various areas in crop, livestock, land and water, biotechnology, climate, farm machineries and
agricultural economics.

Among the major achievements, the release of CBD resistant coffee varieties to in 1960s, the
supply of the first superior hybrid maize varieties in 1980s, and the release of yellow rust-

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resistant wheat varieties in 1990s can be mentioned. Regarding technology extension, it has been
able to improve an adoption level of 62-96% in wheat, 56-64% in maize, 76% in tef, 40% in
lentil, 26% in chickpea, and 100% in malt barley. In a nutshell, EIAR has served as a technology
power house by releasing over 1100 improved crop varieties applied in the national agricultural
sector. On account of this reason, the institution has got the National Science, Technology and
Innovation award in the past four consecutive years for its outstanding achievements on tef,
coffee, wheat, chickpea and lentil, potato, poultry, malt barley, disease control, medicinal and
spice research.

By advancing its scientific research capacity, creating technology capital and ensuring
technology security, the institute is working towards meeting the growing demand for
agricultural technologies created in different chapters of the journey to the countrys
renaissance.

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2.5 Its Work Flow

Fig 1.1

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Part Three

3 Internship Experience:
This internship experience was very valuable to me in so many ways. Theory without practice is
nothing. That`s the whole point of this internship.

In the internship period we (me and my friend) dealt with many projects which helped us
develop our skills. Our stay in the firm definitely had greater advantage in providing the lack of
practical exposure.

Section of the Company: -

Information and communication Technology (ICT) Directorate of Ethiopian Institute of

Agricultural Research (EIAR) was reorganized and established as a directorate in 2007 e.c. The
Directorate is mainly responsible to implement ICT infrastructure, services and systems such as
EIAR-NET, website, email, Video Conferencing, digital library (institutional repository of
research projects and publications), and business automations (ERP). In addition to these the
directorate is also responsible to provide troubleshooting, maintenance and support services to
EIAR community and carry out researches on ICT for Agriculture (e-Agriculture). This all
sections are present and being in work and organized by five peoples, they have their own teams.
And I had been working on website development team because I have more interest in website
development and also I propose to develop ma final year project on it so that I should get more
experience. And one of the benefits I had gained was the opportunity to work on web
development team which in the process made possible for me to see, learn and work practically.

The work task I have been executing is developing web system for EIAR employees. There is
cafeteria only for the employees which is very less cost according to the outside and gave service
for all office employees. And I have been developing caf management system.

System Development Tools and Techniques

System Development is the process of defining, designing, testing and implementing a software
application. We followed almost all the steps to develop our system. These are: -

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 Feasibility study
SRS document
Implementation

As our advisor guided us, we first prepared the feasibility study. This helped us to identify and
know the problems in detail.

The SRS document was very difficult to prepare because we didnt have much time to complete
both the SRS and the implementation. We focused more on the report writing and the
implementation.

We developed a web application. It only works in the companys network. We used the object
oriented approach to develop our system.

System Tool Techniques

Web system Php Adobe Dream Weaver
Html Xampp

Table 2.1

Problem and Challenges

we faced coding problems

There is no fast internet access
The teams are very busy on their works they didnt have much time for us
Shortage of internet ports
The company have rules that all employees should get and out with IDs but we have no
Id this is one of our challenge

The major challenge and problem I have been facing and identifying while performing my task is
as I try to say in the above the cafeteria that gave service for the EIAR employees use manual
system, loss of time and so much man power and am trying to solve this problem.
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Solutions for our problems and challenges

I propose as a solution for the above selected problem is to automate the current manual
system in to online system
We highly devote to work on coding when they show us something we exercise it
repeatedly
We didnt to force them to be with us, we just working on our selfs.
We use internet using switch. We connect the switch to the port and then we connect our
computer to the switch.
Practical Skills

As I am studying Computer science I gained theoretical knowledge from my teachers and

leading books about computer Science. Our university organized internship program after
completion of three years theoretical education in university. That is very good for students to
gain skill and knowledge in the field.

To be beneficial in given chance I have to search for best organization where modern Computer
System is practically on use. I got EIAR which is a modern system are practical and I start my
internship. To be honest I got so many things more than I expected. As I try to mention in the
above I were in web development team and when I was 3rd year in campus I take ip course and in
case I forget a little bit about how to develop web sites. And when I joined web development
team I start remembering in practical that I have learned in a class. I see how to develop different
kinds of webs using different kinds of web development softwares like adobe dream weaver and
xamp web server. I see a lot of web development techniques because the team has 5 members
and those all have different kinds of techniques to develop websites and that was a very best
advantage for me. Using these advantages, I try to solve one of major problem in the company
and most of the members didnt notice this problem because they were having so much work.

Theoretical Knowledge

In terms of upgrading my theoretical knowledge the taking part in the developing process of web
sites from a scratch, which was all new for me and has improved my practical skills in having
seen, experience and gaining a lot of guideline on how those tasks were executed. In addition to
these one of my team member task is to develop android application and I got theoretical
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knowledge on how to develop android application a little bit using eclipse software, phone gap
and html5 language to develop hybrid android application and then I myself start go forward to it
in just theoretical level.

Team Playing Skills

In terms of improving team playing skills its another benefit I had gained was how to be a team
player. A single project involves more than one person. Each person has an important role in the
project. In dealing with a few other people, being a team player is important for the success of a
project. it`s important to fit in with the team and understand each other and tolerate each other
for the sake of the job and overall environment.

we are used to working in teams in school, the difference is this was we (me and my friend) were
building a caf management System for the company that directly helps employees, hosts, the
caf manager and have a great impact on the development of effective and efficient work.

Leadership Skill

In terms of improving my leadership skill what i got is when someone takes a place of leadership
he/she should be punctual, reliable, be confident, and open minded. He/she should recognize the
value of team work, should committed to offer quality of service.

Working in this company helped my leadership skills in many ways. It increased my creativity; it
made me more trustworthy and more responsible in my work. I became more positive in
accepting feedbacks for our system.

Work Ethics

In terms of understanding work ethics, I have learned and read some things about work ethics
and related issues but now I had experienced those things and more in my internship. So being
able to have the opportunity to practically do the theories that i have learned is another
advantage. And most importantly the great advantage of all is that it was a great preparation for
the work life that is waiting for me ahead.

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 Entrepreneurship skills

I observed that Entrepreneurship is the capacity and willingness to develop, organize and manage
a business venture along with any of its risk in order to make a profit or the activity of setting up
a business or businesses, taking on financial risks in the hope of profit. Generally, as I observed
during my internship to be an entrepreneur i must have the following skills: -

Resiliency; - the ability to weather the ups and down of any business. This skill
enables me to keep going when the outlook is bleak i.e. see and evaluate business
opportunities.
Focus: - after setting a long term vision, i must know how to laser focus on the
very next step to get closer to the ultimate goal.
Find and manage people
Self-reflection: - I must allow downtime to reflect on the past and plan for the
future.
Must risk taker.
Do works that go along with in time.
Interpersonal Communication Skill

This internship has improved my interpersonal communication skill include: -

How to give and collect information for my work,

How to make a decision and solve problem?
How to express personal needs and understand the needs of other.
How to communicate with companys employee to support me to do my work.
It also improved my listening skill.
Enable me to work more effectively in groups and teams.

Recommendation and conclusion

While doing this internship program I have faced different challenges. But by the cooperation of
all the both of us and the advisor now we are able to reach to the final result. I.e. we all strongly
fight these challenges and take the turn to the front.

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Part Four

4 Project Work:

4.1 Summary of the Project

This project is about developing a digital EIAR cafe management system for the Employees of
EIAR. In order to change the current EIAR cafe management system to computer based system.
The EIAR cafe management system is developed in order to able to use the Cafe service without
loss of energy and time. And also to prevent hosts tired ness to give service for all office
employees which is more than 80 peoples.

The EIAR online caf management system is web based system which is easy and simple to use.
It consists to actors which access the system those are the caf manager and the employees.

4.2 Problem Statement & Justification

Presently, most of the functions in the EIAR cafs are done manually. Even though there are
LAN connections and an administrator system, an automated system is not introduced. The
owner records the details of the employees services written in book.

the current system is manual and tiresome

the employees didnt get what they need at a time
the caf hosts get so much tired due to come and go
due to a lot of office employees and 2 or 3 caf hosts there is no efficient service
at the time of breakfast and lunch the caf hosts go to all office employees to ask what
they need and take the fee, due to this reason it take so man power
And also at the time of tea time the caf hosts go again to all office employees to ask
what they need at the time of 4 Oclock and 8 Oclock.
there is wastage of time
there is no accuracy and satisfaction of service

Limitations in providing service

Manual recording consumes excess time
Chances of error

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 Prepared foods, soft drinks and hot drinks are not accurate because they dont know
how much of them need the service or not
Focusing on the drawbacks and inadequacies of the existing system, the new system is
designed which could well replace the existing system.

4.3 NEED FOR THE SYSTEM

In the present scenario the caf owner keeps a paper book to keep track of user details. Manual
processing of data is always time consuming and may commit more errors. There is much
difficulty in allocating hosts to the offices. Accuracy of such data makes the system unreliable
and inefficient. Obviously there is need of an efficient system. The proposed system rectifies the
demerits and defects of the existing system to a greater extend

4.4 Objective of the Project

The objective of the project is to automate EIAR caf. The new system is web based system
that provides a better way of management of EIAR cafe. Employees those who have an
account with the system are entertained. Creation of account is however very easy, thereby
enhances the reliability of the system. The new system provides the following features

Eliminate the limitations of existing system

Efficient storing of menus
Automatic allocation of service to the office
So much time saving
It saves hosts tired ness
Every employee gets what they need
Prepared menus are efficient
It shows how much of employees use caf because they create an account and
get access by login only

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4.5 Methodology
4.5.1 Fact finding techniques

The data collection instruments used to gather accurate information about the existing system
and the requirements for the new system. Interviews and questionnaires were administered to
Stakeholders like employees, hosts and caf manager to collect user requirements. Observation
of the current existing system was done at the cafe in order to find out how the existing system
functions, the problems encountered and how they can be solved by the new computerized
system.

To get a precise data, we used the following data collection techniques. Those are: -
A. Interview: - to get the basic information and background information about the existing
management system, me and my friend has interviewed the hosts and some employees
about the services that are given to them, and the problems associated with that
environment.
B. Direct observation: even though interview is very important to gather information,
direct observation is simple and I and my friend physically observe information that
cannot maintain from the interview or others and also it is important if they are unable to
communicate with others because of the difficulties they have to the language.
C. Questionnaires: since employees as well as hosts of EIAR cafe have work load they
cannot able to answer/give information what we ask. So we prepare some sample
questions to get prcised information.
D. Existing document: To get more information about the project we use earlier documents
that help us to develop the project. During the analysis of documents, we give a special
consideration to those documents which can bring more features to the project.

4.5.2 Tools used in the project

While developing the project starts from the documentation to the implementation we use the
following case tools:

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Activities Tools
Documentation MS word 2007,2010
Design Adobe Dream Weaver
Editing Paint, Macro media flash 8
Script languages PHP, JavaScript, CSS, HTML

Web server Apache, Xamp server

Data base Server Mysql database
Table 2.2

4.5.3 User Interface

Home Page

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Admin login page

Admin Page After login

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Employee Create Account Page

Employee Page after Login

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4.6 Results and discussion
Comparing to existing manual system, it performs at a faster pace.
System gives better feedback.
Timely and accurate services are available to the employees.
The system provides greater processing speed consistency.
Chances of errors are much low.
Provides high security the system and hence unauthorized user can be prevented.
Time taken for overall service is reduced.
Forms are very user friendly.
Ease of operation.

4.7 Conclusion and recommendation

EIAR caf management system is found in the EIAR Company. This system is a web based
application to serve employees as well as the working group of the system (caf manager and the
hosts) in different direction. Specially: -
1) Employees now can get their service during work with efficient and effective way
2) Saving service time for more than 25 offices
3) Hosts get satisfaction by their work because its so simple
4) It decreases hosts tired ness etc
Through various challenging, now me and my friend coming to the end of this project. Those
different challenges made possible by the cooperation of us. In developing this project, I and my
friend contributed our full capability with maximum interest and both of us get ways toward
developing a project.

Part Five

5.1 General Conclusion and recommendation

For a better internship program, it would be better if the students were assigned to places that are
capable of giving the interns in proper, enough practical knowledge they should get. We think it
would be better if the university was more involved in the program and makes sure that the

27
students get a good experience out of it. Finally, the company (EIAR) is a better place for future
students to get more skills and knowledge.

So now i strongly recommend that the department that gave the internship program for the
coming students, it has to provide them with better service than the present in better way, giving
orientations how to proceed, offering guest to provide them with more experienced work when
there is in campus, support morally, manually, forming good relation with students, giving
students description of each phases and so on. So that it will get what it expects from its students
and satisfy with them.

And finally I would like to thank my supervisor in every task we were given we asked for her
opinion and she was more than happy to help us in any way that she could. She was very
encouraging and supportive for the whole experience; she would show us ways to easily and
quickly get things done. We were more productive at work because she made it a friendly
environment.

We were always checked up on whether she was in the office or not. She was never hard on us
but she made sure we took our job seriously. We were not allowed to be reluctant with the
outcome of any task whether it`s big or small. Every task had to be executed with care. Every
task had to be completed within the given days. This helped us shape ourselves to be more
responsible and efficient.

References
I used different reference to do my project and for different purpose. Like
EIAR assessment manual.
EIAR Documentations
www.eiar.gov.et

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