Wollo University

Kombolcha Institute of Technology

College of Informatics

Department of Information Technology

Program: Summer

Project on: Web-based criminal record system for Kombolcha

police stations

Prepared by:
1. Toyba Hassen Abegaz
2. Shewalem Legesse
3. Yimer Mohammed
4. Obsa Tolemariam
5. Mohammed Belay
6. Aweta

Advisor’s name: Mr. Surafel G. (MSc)

Kombolcha, Wollo, Ethiopia

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 Acknowledgment
We have taken efforts in this project. However, it would not have been possible without the kind

support and help of many individuals and organizations. We would like extend our sincere

thanks all of them. First of all we would like to thanks for our God that keeps our life up to this

time and giving all strength for successful completion of this documentation. Secondly we would

like to thanks for our Advisor Surafel G. for his great contribution guidance, support and gives

us continuous initiation and encouragement from the beginning up to this. And we would like to

thanks for the department of computer science that contribute computer laboratory for the

success of the project..

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 Table of Contents
Acknowledgment.............................................................................................................................ii

List of Tables...................................................................................................................................v

Abstract.........................................................................................................................................vii

List of Acronyms..........................................................................................................................viii

Chapter One.....................................................................................................................................1

1. Introduction..............................................................................................................................1

1.1. Background of the project.................................................................................................1

1.2. Statement of the problem......................................................................................................2

1.3. Objectives of the project.......................................................................................................2

1.3.1 General objective.............................................................................................................2

1.3.2 Specific objectives...........................................................................................................2

1.4. Feasibility Analysis...............................................................................................................3

1.4.1. Operational feasibility....................................................................................................3

1.4.2. Technical feasibility.......................................................................................................3

1.4.3. Economic feasibility.......................................................................................................3

1.5. Scope and limitations of the project......................................................................................3

1.6. Methodology for the project.................................................................................................4

1.6.1. Data collection methods.................................................................................................4

1.6.2. System analysis and design method...............................................................................5

1.6.3. Development Methodology............................................................................................5

1.7. The Significance for the Librarians......................................................................................6

1.8. Work plan for the project......................................................................................................6

1.8.1. Time schedule.................................................................................................................7

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 1.9. Project Budget plan...............................................................................................................7

Chapter Two....................................................................................................................................9

2. Requirement Analysis..................................................................................................................9

2.1. Introduction to the existing system.......................................................................................9

2.1.1 Drawbacks of Existing System..................................................................................9

2.1.2 Business rule of the organization.............................................................................10

2.2 Players of the existing system.........................................................................................10

2.3 Report generated in the existing system..........................................................................11

2.4 Bottlenecks of the Existing System.................................................................................11

2.4.1 Performance.............................................................................................................11

2.4.2 Input (Inaccurate/redundant/flexible) and Output (Inaccurate)...............................11

2.4.3 Security and Controls...............................................................................................12

2.4.4 Efficiency.................................................................................................................12

.5 Proposed solution for the new system................................................................................12

.5.1 Purpose of the new system..........................................................................................12

.5.2 Functional requirement................................................................................................13

.5.3 . Non-Functional requirements....................................................................................14

.6 Modeling the Existing system.............................................................................................14

.6.1 Essential Use Case Modeling......................................................................................15

.6.2 . Essential user interface prototyping flow diagram....................................................15

2.9.4. Domain modeling with class responsibility collaborator (CRC).................................16

References.....................................................................................................................................18

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 List of Tables

Table 1. 1: Time Table Of The Project............................................................................................7

Table 1. 2:Cost Of The Project........................................................................................................8
Table 1. 3:Crc Table For Organization Police Head.....................................................................17

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 Abstract
This project is a part of the industrial project for the fulfillment of a bachelor's degree in
Information Technology. The project focuses on developing a web-based crime report
management system for the Kombolcha police station. In this paper, we try to describe how the
manual system will be changed to the new computerized system. The current manual system
faced numerous problems like missing to record the entire daily task, tedious paperwork, huge
storage space, and the like. The proposed system will be developed to overcome the problems of
the manual system and to bring a better working environment. It will provide a simple and
efficient way of investigating and preventing the criminal system in the Kombolcha police
station. The project team is an organization of three students; the project lasts almost 5 months.
We will use the iterative software development methodology and object-oriented approach to
conduct this project. The programming language we are going to use is PHP and HTML and the
data repository is MySQL server and also CSS for formatting the interface.

List of Acronyms
BR: Business Rule

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CSS: Cascading Style Sheet

DB: Database

HTML: Hypertext Markup Language

HTTP: Hyper Text Transfer Protocol

KIOT: Kombolcha Institute of Technology

OOP: Object Oriented Program

OOSAD: Object-oriented System Analysis and Design

PHP: Hyper Preprocessor

UC: Use Case

UML: Unified Modeling Language

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 Chapter One

1. Introduction
The main purpose of this project is to develop crime file management system for Kombolcha police
station. Kombolcha police station has established in order to prevent crimes and sustain peace in the
city and around the city. This station has mainly two functions. Those are preventing crimes before
happening and investigation on different crimes after happening. Currently Kombolcha police station
uses manual file handling system which is a very time-consuming activity and unsecured.
After completed this project the proposed system will help the police department to manage
investigation files and FIRs, to generate fast reports, and to retrieve criminal cases in efficient
manner. This system will also provide facility for reporting FIRs and missing persons online, and
show most wanted person details. Generally, the new system will change the existing manual system
in to computerized system

1.1. Background of the project

Kombolcha city is one of the most populated towns of Ethiopia cities. To sustain the peace and

security of citizens living in this city, establishing police stations in such cities is crucial. The

modern police station was established in Kombolcha during the dergu regime in 1974 to prevent

crimes and sustain peace in the city and around the city. Kombolcha police station has enough

manpower to manage crimes that act on citizens living within it. Crime management is possible

in a city even though it is not web based with current technology like computers. For their
achievement of basic need, the peoples need peace and security, peace and security is the key

concept in the living environment for any work that you help for your life. Governments and

peoples support peace and security for their sustainable development of their country. The main

purpose of this project is to develop a computerized crime information management system for

the Kombolcha police station. This station has mainly two functions. Those are preventing crimes
before happening and investigating different crimes after happening. Generally, the new

system will change the existing manual system into a computerized system. This system will

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provide a better perspective for the enhancement of the organization regarding quality and

transparency

1.2. Statement of the problem

Criminal reporting Management system in Kombolcha takes place manually with paper, sharing
information police and manager needs physical contact. There is no constant information and
requires a lot of man power since investigation reports and investigation files are manually operated.
Even an efficient officer may not be able to handle more than one case at a time. When complainer
and accuser’s needs to request their case and to get response they must attained to the station
physically. Many resources like paper will be lost. And also access to the criminal information is not
well controlled and there is no clear security on avoiding possible manipulation of information which
results in possible alteration by unauthorized users. Retrieving information from this type of system
can be tedious and time consuming especially when searching for information about their criminal
backgrounds of criminal from former years.

As the existing system uses manual system there are a lot of problems like:
 All criminal information’s are paper based which is cumbersome to maintain
 Time consuming
 Requires lots of manual work
 The existing system doesn’t have system security
 Retrieval of data in a desired way is so difficult
 Data redundancy and inconsistency
.
1.3. Objectives of the project
1.3.1 General objective
The general objective of the project is to develop crime file management system for Kombolcha
police station.
1.3.2 Specific objectives
To achieve our general objective, we will follow the following tasks:
 To collect data about the existing system
 To analyze the existing system
 To design the proposed system
 To implement the proposed system
 To test and deploy the proposed system
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1.4. Feasibility Analysis
A feasibility study is a preliminary study undertaken to determine and document project
practicality. The feasibility is to determine or measure how beneficial the development of an
information system would be to an organization. We say a proposed system is feasible when it
full fill all the requirements of good software which are economical, technical, and operational
feasibility.
1.4.1. Operational feasibility
Operational feasibility is the process of examining the possibility of the project will achieve its
desired objective. So, the proposed project will be operationally feasible and the project will be:
 Easy for users to operate the system
 User friendly
 Accepted by students, teachers, or workers because the proposed solution provides
economical and technical advantages
1.4.2. Technical feasibility
The programming languages and technologies to be used for developing the system are HTML,
CSS, JavaScript, PHP, and MySQL. These technologies are found in open source and our team
members have sufficient knowledge of the listed programming languages to develop and
implement the system. Therefore, we can say the project is going to be technically practical.
1.4.3. Economic feasibility
The purpose of economic feasibility study is to demonstrate the net benefit of a proposed project.
The system is expected to be economically feasible (cost-effective) for students, teachers, and
workers by:
 Making every process easier and time-saving
 The system will have a GUI interface and very less user-training is required to learn it.
 Minimizing effort of librarians
 Reduce paper and other material loss
1.5. Scope and limitations of the project
The project aims to develop online crime reporting management system. It includes register
employee by human resource management department, finding information about missing criminal
through online system from citizens, allow citizen give information, give and take the nomination,
Assigning the police to the concerned zone, and generating reports and takes backup.

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The above activities or subsystems are proposed system limitations because of the following reasons:
 Camera deployment will not available.
 Users receive notifications and nominations only with the system; SMS by phone is not
supported in this system.
 Our system will do not detect the exact location the place of crime created.
 There is no face detection method
1.6. Methodology for the project
In developing crime Management System, the following development methodologies and tools
are used:

1.6.1. Data collection methods

Data collection is one of the important tasks to analyze how activities are done in the existing
system and develop the new system. To develop this system, data is going to be obtained from
different sources. These data sources are system users and documents used in the office and
reports of the office. We will use two major fact-finding techniques, primary source, and
secondary source. In the primary source, we use an empirical approach such as interviews and
observation. In secondary sources, we obtain data from different documents. [1]

Fact-finding and analysis

The specific methods analysts use for collecting data about requirements are called fact-finding.
These include:

 Interviews

 Questionnaire
 Document analysis
Interviews
Our team use interviews to collect information from individuals and groups. The respondents
are generally current users of the existing system. These are:

 Police station manager

 Record officer
 Criminals

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Beginning with the basics, the team asked questions that describe and provide a background of
fundamental details about the system.

For example:

 What steps are performed to announce appointment of criminal’s date?

 Who performs that?
 Which information do the users need to give to the recorder officer?
 How long does the report generation process take?
Based on the above questions some respondents gave their own
Questionnaire
This method of data collection is quite popular, particularly in the case of big inquiries. It is
being adopted by private individuals, research workers, private organizations, public
organizations, and even governments. In this method, the questionnaire is sent to the persons
concerned with the request to answer the questions about different library information. A
questionnaire consists of several questions about library information printed or typed in a
definite order.

1.6.2. System analysis and design method

In this project, we choose Object-Oriented System Analysis and Design (OOSAD) to design the
system because it has so many best features than other approaches, financial benefits, inheritance
of code, quality, and is reusable. After gathering different information from stakeholders, we
will analyze requirements by using Unified Modeling Language models like use case diagram,
sequence diagram, and class diagram.

1.6.3. Development Methodology

These system development methodologies are big deal of our project:

Software Tools
 PHP
 WAMP
 MYSQL
 Microsoft office
 Microsoft PowerPoint

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  E-draw Max

Hardware Tools
 Computer
 Processor
 Hard disk
 Flash Driver
1.7. The Significance for the Librarians
This web-based crime management system will provide:

 For the organization

 Simplified process for managing crime information
 Facilitates fast and efficient retrieval of data.
 Reduce time consumption
 Reduce resource consumption
 Easy to manage activity takes place
 For citizen/customer of the system
 Create customer or complaint satisfaction by save time and resource needed to complete their
task.
 It enables citizens to give nomination easily without arriving in the station.
 Allow employee to complain of his crime anytime
 For users/member of the station
 Create satisfaction for police officer and staff members by minimizing workload, by sharing
information through online such as: request, response, and report and view information
without physical contact
1.8. Work plan for the project
The work plan for the project explains what we plan to do about the problem. What are our
overall goals? What project planning has already taken place? When will the project take place?
Where will the project take place?

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1.8.1. Time schedule
Time Table for Project Preparation

Working on this project is a multi‐step process that involves people working in various offices
and departments on campus. The most basic rule to keep in mind is to contact as early in the
process as possible, and as often as necessary during the various stages of preparation and
review.

Table 1. 1: Time table of the project

1.9. Project Budget plan

Intangible benefit
Intangible cost is a cost that can be identified but can not be quantified or easily estimated in
terms of money. Intangible costs of our project include:

 Giving better and more effective service

 Increasing security and efficiency
 Increasing satisfaction of the user
 Increasing communication speed

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Table 1. 2:Cost of the project

No Reason of cost Type Quantity Total price in Eth. Birr

1 PC Hp 1 25,000
2 Flash disk 32 GB san disk 1 450

3 Stationary
Paper A4 1 packet 450
Pen
BIC 5 75
Pencil (Fixer)
- 3 45

4 Personal cost
Transportation
- - -
Telephone
- - 200
Internet
- - 300
5 Printing Expenses - - 300

6 Indirect cost - - 300

7 Total price in Eth. Birr - - 27,120

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 Chapter Two

2. Requirement Analysis

2.1. Introduction to the existing system

In the existing system of the Kombolcha police station, the police department accepts FIRs in three
ways, by phone, by letter, and by face to face. For these purposes, there are police placed at the
station for 24 hours. After accepting FIRs, the police identify whether the FIR is a crime or not. If it
is not a crime or it is simple crime the police give response to the complainer, otherwise, the FIR will
be sent to the police officer and an investigation team will be organized and then the investigation
process starts. After completing the investigation process, the progress files are closed and recorded
by the person who is hired for this purpose. Kombolcha police station manages all FIRs and
investigation files by writing all information on the ledge. In the case of this manual system, the
Kombolcha police station can't accomplish its mission in a manner of efficiency. In Kombolcha
police station information management system, a lot of operations are accomplished manually like
generating reports of criminals weekly, monthly and yearly, recording the details of criminals, view
status, like collecting, storing, retrieving, monitoring, controlling and delivering information to
appropriate individuals in an operating organization, Keeping the security of the citizens, Managing
the entire police stations, Protecting the environment from any unlawful movement, Protecting
human and democratic rights of the society.

2.1.1 Drawbacks of Existing System

 The existing system is time consuming and not very user friendly.
 The existing system Consumes large volume of paper work
 The existing system doesn’t have system security
 Because of the large number of serious crimes, minor FIRs may be ignored.
 Retrieval of data in a desired way is difficult
 The existing system has work load for police department
 The existing system does not maintain most wanted criminals with respect to area wise and
age wise also.
 In the existing system generation of report is bulky activity

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  The existing system does not support online case registrations
To avoid all these limitations and make the working more accurately the systems needs to be
computerized.
2.1.2 Business rule of the organization
A business rule of existing system is successfully an operating standard or policies that will explain
for existing system of Kombolcha police station.
The existing system has many business rules or principles some of them are:

Br1: New crime reports (first information reports) have to received and organized by front line
police officer

Br2: FIRs should get fast response as much as possible if and only if the FIR is crime case

Br3: FIR crimes should be investigated by investigation officer.

Br4: The crime should be happened in Kombolcha city or around the city, in order to start
investigation process.

Br5: accused persons have been taken to court within 48 hours.

Br6: Victims had right to report any crime

Br7: Police staff cannot arrest by suspect without court’s permission

Br8: A national army staff military can’t asked by police for his crime.

Br9: Front line police officer should work for 24 hours to accept crime reports

Br10: In case of disagreements between husband and wife, the reports should be submitted by him or
herself in order to get response from police.

Br11: Investigation officer cannot use force and other illegal methods to do their investigation.

Br12: Victims should qualify whatever asked by officer In order to record their case

Br13: Closed criminal cases should be recorded, and should be ordered by name of investigator

2.2 Players of the existing system

Users are entities that interact with the system. Users those involved in the existing system are: - 
 Police Head
 Criminal preventive police
 Complainer
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  Investigative police
 HR manager
2.3 Report generated in the existing system
The report generated in the existing Criminal Management system is somewhat different. Those
concerning the number of Comminuting police and society are always generated annually once.
Corning criminals are generated weekly and investigating crimes are reported depends on
information like crime category, time and reported crime status. The reports in the existing
system are not computer based but are written by using paper, pen, as well pencil, and other
material used for drawing and writing.

2.4 Bottlenecks of the Existing System

2.4.1 Performance
 The performance of the existing system does not provide a fast response time because it is
manual and uses a lot of processing even for one task.
 When looking for misplaced criminal files on the shelf is difficult and time-consuming for
both staffs
 The police staff doesn’t surely know if the criminal file is present or not
 It could be overwhelming for the station staff especially if they have to deal with more than
one user at the time

2.4.2 Input (Inaccurate/redundant/flexible) and Output (Inaccurate)

Too much process and redundant activity and its input leads to
 Create confusion
 Workload on employees

 Loss of data

 Sometimes inaccurate output is occurred because the information is written by pen and on
paper manually
 Output is not precise and not on time because the processing of input takes too much time
 Unnecessary processes of borrowing books take the user’s (staff/ teacher) time
2.4.3 Security and Controls
Since the current system uses a manual system, it is easily exposed to security problems.

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  The existing system uses hard copy documents to store data and it may be stolen by
unauthorized users easily and it causes a serious problem.
 Redundantly stored data is inconsistent in different files
 The files are stored physically if they are damaged there is no backup.
2.4.4 Efficiency
We can say that the existing criminal management system is inefficient because the processes are
time and paper consuming, there is a wastage of resources, and has low utilization.

.5 Proposed solution for the new system

The existing system has its own problem and drawbacks. So that, the project team tries to develop a
system that is better than the existing system in terms of time and cost efficiency. The team tries to
make the existing system that improves system performance. The proposed system is capable of
provides high security of data, the capability of organizing all information in a single client-server
system, easy way of recording and accessing information by its well-organized user-friendly
interface. Generally, the proposed system will improve the performance of the existing system and
reduce these problems time wastage, bring data security, data inconsistency, Poor quality service
delivery, and reduces wastage of paper.

The proposed system includes the following features:

 Login for System admin, detective officer, and criminal preventive officers
 FIR registration
 Investigation file management
 FIR Management
 manage reports
 Manage list about most wanted criminals and missing persons

.5.1 Purpose of the new system

The proposed system will provide
 Greater efficiency for recording investigation files: Since the proposed system uses a
database system, registering investigation files, and updating progress files from the database
will be easy and also there will not be loose of data.
 Security: Since the proposed system requires verification of login forms, sensitive
information will not be accessed or modified by unauthorized users.

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  Better service: since the proposed system allows users to register FIR online without a need
of going to the police station, there will be a fast response for crimes. Users will also view all
posted information's from anywhere.
 Efficient retrieval of criminal files: since the proposed system record every criminal file on
the database, retrieval of criminal files from the database at any time will be a very easy
process.
 Efficient FIR management: in the proposed system polices can view and easily identify
whether the FIR is a crime and report FIR in an efficient and organized way.
 Increase Operational Efficiency: The proposed system should help in reducing the
repetitive paperwork/records and making the back-office functions more efficient

.5.2 Functional requirement

A functional requirement describes what a software system should do. The functional
requirements focus on the requirements of the proposed system. It deals with what the system
should do or provide for users.

The proposed system of criminal record system focus mainly those tasks, services or functions
that the system is required to work. The functional requirements highlight the specific functions
the system should be able to carry out. (Awedele, 2015 G.C) It is clear that the proposed system
has to work all the tasks done by the current system without changing the rules and regulation of
the current manual system in cost effective way.

The team project supposed to have the following three main process functional requirements.

 The system should allow system users to retrieve relevant data.

 The system should allow system administer to create account, activate user account and
deactivate user account.
 The system should allow detective police to register accuser and register witness.
 The system should allow detective police view registered criminals.
 The system should allow Human resource manager to register new employee.
 The system should allow sharing information between Employees of the station
 The system should allow preventive police view complaints
 The system should allow police head view report, View comment.
 The system should allow citizens send complain request, give nomination.

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 .5.3 . Non-Functional requirements
Non-Functional Requirements are the constraints or the requirements imposed on the system. They
specify the quality attribute of the system. Non-Functional Requirements deal with issues like
scalability, maintainability, performance, portability, security, reliability, and many more of the
system.

 Availability: The system should available anywhere, 24 hours a day and seven days a week.
 Security: The user accesses the system using valid user name and password. The system use md5
encryption security mechanism to secure password
 Efficiency: this system must ensure allocation and use of services being requested for the users
by minimum memory storage, cost and time.
 User Interface requirements: the system can easily be accessed by an authorized person. This
accessibility can be achieved by using a username and password. The dialogue with the system
will be easy to follow due to the user-friendly button which is very easy to communicate and
users can navigate their way through various screens. The system will have a graphical user
interface that is suitable for any kind of user by using easily used buttons and safe web colors
with more attractive content to stay on the website.
 Re-usability: The data and record that are saved to the database and shall be reused if needed.
Because we use object-oriented data database system to store criminals and crime information’s

.6 Modeling the Existing system

System modeling is the process of developing abstract models of a system, with each model
presenting a different view or perspective of that system. It is about representing a system using
some kind of graphical notation, which is now almost always based on notations in the Unified
Modeling Language (UML). It has been verified that the current model meets all of the explicit
requirements contained in the system model as well as the implicit requirements desired by the user.
It is performed by identifying actors and use cases. Under this topic, we use different kinds of UML
diagrams to model the functionality, structure, and Essential User Interface Prototyping flow
diagrams of the system.

.6.1 Essential Use Case Modeling

A use case is a set of scenarios tied together by a common user goal. A scenario is a sequence of
steps describing an interaction between a user and a system. A use case describes a sequence of

14
actions that provide a measurable value to an actor. A use case describes a function provided by
the system that yields a visible result for an actor.

The use case is a coherent unit of externally visible functionality provided by the system unit and
expressed by the sequence of messages exchanged by the system unit and one or more actors of
the system unit.

Figure 1. 1 :Essential Use Case Diagram for existing system

.6.2 . Essential user interface prototyping flow diagram

Workflow of the existing system means the work that already takes place in that organization and the
work that is already current in the organization. Workflow is the task that is followed from the person
who is in a position of authority to others who have the same position of authority and to other
persons who have the authority below them. Our system includes the following workflow of the
existing system that is listed below:

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Figure 1. 2:Essential User Interface Prototype flow diagrams
2.9.4. Domain modeling with class responsibility collaborator (CRC)

A class responsibility collaborator model is a collection of standard index cards that have been
divided into three sections, as depicted in. A class represents a collection of similar objects,
responsibility is something that a class knows or does, and a collaborator is another class that a
class interacts with to fulfill its responsibilities. [2]

 Class Name: The name, located at the top of the card, describes the class that the CRC card
represents.
 A responsibility is something that a class knows or does, represented along the left side of
the card.
 Collaborators: it is another class that a class interacts with to fulfill its responsibilities. It
will collaborate with one or more other classes to fulfill one or more Scenarios.
Collaborators are listed on the right-hand side of the CRC card, next to the responsibilities
that they are helping to realize. The following list of tables is examples of CRC modeling

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 Class name

Responsibility Collaborator

Table 1. 3:CRC table for Organization Police head

Police head

ID detective officer
Preventive officer,
Name
Customer
Gender
Phone Position
Assign placement for Criminal
preventive Police ()
View Criminal Report ()

References

[1] [Online]. Available: https://www.lotame.com/what-are-the-methods-of-data-collection/.

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[2] [Online]. Available:

https://www.visualparadigm.com/support/documents/vpuserguide/94/1289/6518_drawingcrcca.html.

[3] [Online]. Available: http://www.agilemodeling.com/artifacts/sequenceDiagram.html (to draw sequence

diagram)..

[4] "http://www.tutorialspoint.com/uml/uml_class_diagram.html (to draw class diagram).," [Online].

[5] Modern system analysis and design third edition by JEFFERY A.HOFFER, JOEY F.GEORGE, and JOSEPH
S.VALACLCH.

[6] Chichester, Chichester, W. (1993) An introduction to computer-based library systems 3rd edition..

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