Wachemo University

College Of Engineering and Technology

Department of Information Technology
Web Based Dormitory System for Wachemo University

Prepared by HGHTFHT
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Contents
CHAPTER ONE ..................................................................................................................................................... 1

1.1 INTRODUCTION ............................................................................................................................................ 1

1.2 BACKGRUOND ........................................................................................................................................... 1

1.3 STATEMENT OF THE PROBLEM ....................................................................................................................... 1
1.4 OBJECTIVE OF THE PROJECTS ....................................................................................................................... 2
1.4.1 General objectives................................................................................................................................... 2
1.4.2 Specific objectives:.................................................................................................................................. 2
1.6 LITERATURE REVIEW AND RELATED WORK ........................................................................................................ 2
1.7.1 Scope of the project ................................................................................................................................ 2
1.7.2 Limitation of the project ......................................................................................................................... 3
1.8 METHODOLOGY AND TOOLS .................................................................................................................... 3

1.8.1 DEVELOPMENT SOFTWARE TOOLS ............................................................................................... 3

1.8.2 DEVELOPMENT HARDWARE TOOLS .............................................................................................. 3
1.8.1 Data source and Data collection methods .............................................................................................. 4
Data Source and Data Collection Methods ..................................................................................................... 4
System Analysis and Design ............................................................................................................................ 4
1.8.3 System implementation Methods and How to use methods .................................................................... 4
1.9 SIGNIFICANCE OF THE PROJECT .................................................................................................................... 4
1.10 BENEFICIARIES OF THE SYSTEM OR APPLICATION ....................................................................................... 5
1.11 FEASIBILITY STUDY...................................................................................................................................... 5
Technical Feasibility: ...................................................................................................................................... 5
1.11.2 Economic Feasibility ............................................................................................................................ 5
1.11.3 Operational Feasibility study ................................................................................................................ 6
1.11.4 Legal feasibility study ........................................................................................................................... 6

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.1.12 PROJECT PLAN ACTIVITIES ................................................................................................................... 6

1.12.2 BUDGET PLAN ........................................................................................................................................ 8

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 Chapter One

1.1 INTRODUCTION
Wachemo University Dormitory management system is one of the great service systems which
found in our campus .This service system needs computerized and modernize to give quality
and brief service for users or students .so; it is redesigned and analyzed in this Dormitory service
management system. This project contains and solves problems in Dormitory service
management area step by step. In general problem is raised and the solution overcomes the
problem.

1.2 BACKGRUOND
Wachemo university Dormitory management system is starting its service when Wachemo
university is established in 2004 E.C at Southern Ethiopia. At the begging, there were 10 blocks.
It starts giving different service to student such as dorm, key, clearances services form and bed
for regular students. This service is managed by dormitory manager .Now a days the service
gives access around 5000 students, 20 blocks and 32 dormitories. Manual system creates
complex & complicated system when entering and clearing student to university. The problems
that are identified are discussed on the next tittles.

1.3 Statement of the problem

WCU dormitory management system uses manual approach. To process the operation first the
ministry of education sends all the information to the registrar bureau and gives to the student
affairs (dormitory) and to the dinning office. After taking the list, they assigned students to each
block and room.
At that time they face different problems during operating their tasks
Working by paper based i.e. manual system is not only affecting the management members,
rather it also for student during viewing of their dormitory information. Some of those problems
are:-One student may assigned in more than one dorm currently
Time consuming: assigning students on paper takes much time.
Require more human power to assign the students. Difficult to generate report from paper or
there is a retrieval problem There is no way to view block and dorm number for students
anywhere Wastage of resources like paper.

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1.4 Objective of the Projects
1.4.1 General objectives
 The main objective of this project is to convert or change the manual system to
computerized system to solve the above stated problems.

1.4.2 Specific objectives:

In order to achieve the main objective, we have the following specific objectives:
 To Studying about problem of the existing system
 To identify the problem
 To Gathering required information for proposed system
 To Analyzing the gathered information
 To Perform the system analysis and modeling activities
 To Design the proposed system
 To Implementing the proposed
 To test and validate the system
 To deployment of the system.

1.5 Proposed System

After observing the current manual system and identifying all the problems occurred during
every activity on the existing system, the project team has decided to design an automated
online application WCUDMS for office and system that can be easily access and work at any
time and place.
The proposed system will use the major functionality of existing system and able to advance
with speed and response of the system by applying the knowledge of OOP techniques in order to
overcome the current problems of the system.

1.6 Literature Review and Related work

The purpose of this study was to help the company in their problems regarding with their
current system. The researcher conducted a research through interview according to the research
conducted, all employees encountered problems with the current system they’re using.
Examples of these were the complexity of the system and erroneous functions in the system.
Most of them preferred to have an accurate and dependable inventory system.
The proponent’s system was based on the System Requirements, the end-product of the
conducted research.
Having an accurate, complete, and functional Inventory System in the business meant security.
Recording date that the system accepts, stores and produce. Provided the Administrator and
Employees a good basis for decision making. The proponent’s system suited to the needs of the
company1.7 Scope and limitation of the project
1.7.1 Scope of the project
Since WCU dormitory management performs its basic tasks manually the scope of this project is
to develop and implement a new web based Dormitory Management system which will avoid
the problems associated with the manual processing
The proposed system includes:-

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  Assign the block of the student
 Assign the dorm accordingly
 Enable students view their dormitory information easily and quickly
 Generate report.
 Manage dormitory related information

1.7.2 Limitation of the project

The project we are developing has limitation on fields like:

 It works for the one who understand English language (we have not used other
language).
 It serves only students who are Undergraduates regular student in WCU.
 Our system does not support to give a clearance to students.

1.8 Methodology and tools

1.8.1 DEVELOPMENT SOFTWARE TOOLS
Tools/ programs
activities
Client side coding HTML

Client side scripting JaveScript

Platform Ms windows

Database server Mysql

Server side scripting Php

Operating system Window 10

1.8.2 DEVELOPMENT HARDWARE TOOLS

Component Tools/programs

Computer processor Core i3

Memory 4.0 GB

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 REQUIREMENT DESIGN EXECUTION
TESTING
RELEASE
Figure 1: modified waterfall model
1.8.1 Data source and Data collection methods

Data Source and Data Collection Methods

 The methods that will be used to collect information about tourism management system are:
Existed literatures and magazines will be referred different documentation to get information
about tourism.
 And also Interview and focus group decisions will be used to collect primary data.
 We have interviewed the Hosanna tourism Bureau to understand the working
environment of tourism system
System Analysis and Design
 To design the system the project team chooses Object Oriented Modeling techniques and
Unified modeling language tools.
 Because, modification of the object implementation is easy and understanding of the
structure is easy and also direct manipulation of architectural components is easy.
 It also manages and assembles objects that are implementing in our system, and the
composition of objects and interaction between objects on the system.
 This is categorized in to two phases. These phases are object oriented analysis and object
oriented design.

Is the way or mechanism in which we gather information to develop the system.

We have used the following methods:
 By interviewing the dormitory manager of Wachemo University directly.
 By observing how the system is performing its tasks using MS office excel 2007.
 By document the forms that the existing system uses how students enter and take out
their property from the dorm
1.8.3 System implementation Methods and How to use methods
Proposed system information and Modeling using OO(Object Oriented)Paradigm for phase one
and Design OO (Object Oriented paradigm) and system implementation for second phases.
 Windows 10 (operating system).

1.9 Significance of the project

The new online dormitory management and allocation system is highly reliable, easy, fast and
consistent and will play a crucial role for reliable service for students, proctors, and for the
management. The significance of the system includes
 To minimize time and efforts needed to perform tasks.
 To make tasks simple and efficient in every aspects.
 To manage the students and building information.
 Providing a well-organized and guaranteed record keeping system with minimum space and
effort need.
 To enable the university to get acceptance in the outside community.

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  Developing students’ effective communication with the university
 To minimize the work load of the employees (proctors)...
 To assign the dorm to the students without any fault.

1.10 Beneficiaries of the system or application

At this moment the dormitory management uses the new promotion policy of the dorm.
 The student must be agreeing with their members of the dorm.
 Students are allocated in such a way that male students are not allocated with
female students.
 Proctors should not assign one student in more than one dorm.
 Students should not change their dorm without the permission of the proctor with
sufficient reason.
 Buildings should be arranged before the allocation.
 The student must keep the dorm properly.
 Two or more students never sleep in one bed.
 One student should not steal others property.
 Students never smoke cigarettes and chewing chat in the dorm.
 If the students don’t agree with their dorm members the dormitory gives advices.
 If two or more students sleep in one bed for the first time the dormitory gives
orally warning.
 If two or more students sleep in one bed for the second time the dormitory gives
penalty.

1.11 Feasibility study

 Feasibility of the our project the aim to objectively and really uncover the strength and
weakness of the existing business or proposed opportunities and threats as presented by
the environment resource required or materials and also any information or experience
to the management of Dormitory.
 As much as the university communicates by English language, this project will work in
English language only. So we don’t have to use Cross Natural language and Speech
Synthesizing (sound) machine. Therefore it is feasible.
Technical Feasibility:
 The system developers understand the scope, objectives including specific objectives
and limitations of the proposed system well and the users have technical capability to use
this system. As a result they develop the website for Wachemo University successfully
within proposed resources (budget, time, etc.), so the project is technically feasible
1.11.2 Economic Feasibility
 The system to be developed is economically feasible and the benefit is outweighing the
cost. Since this project already computerizes the existing system, by now the reduction
of cost for materials used in manual operation becomes beneficiary to the organization.
 Generally the system we developed for Wachemo University Online Dormitory
management and announcement system brought a number of Tangible and intangible
benefits.

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1.11.3 Operational Feasibility study
The system is operational in way that we have decided to work by effort and in collaboration
with WCU ICT office. This includes giving training to users.
1.11.4 Legal feasibility study
 Our project to prepare or completed in a given time of period property using some
methods like payback period (I.e. is concerned method of analysis with serious
limitations and qualification for its use.
 Project team will develop the new system in the given period of time for the
industrial project.

.1.12 Project plan activities

 To develop the concerned system our team has followed project plan precisely in order
to make the body get the system simple.
 To prevent the work delay and to avoid the hindering things in developing our
software system , we have structured tasks in order to do the task and what
resources (time, and human physical resource) are needed to do tasks.

Work-Break down Structure, and coordination

Id Tasks Duration Predecessor Responsible
1 Project Initiation and planning 2 weak All
 Gathering Information
2 Description of the project 1.5 weak 1 Genet
Introduction:
W  Background Information
O  Statement of the Problem
R  Objective of the problem
K  Scope & Limitation of the project
B  Methodology
R  Feasibility study
E  Project Plan Activity
A
K 3 Current system 1 weak 1,2 ABRHAM
D  Description of current system
O  practices to be preserved from the
W existing system
N  Players in the existing system
S  Business Rules
T  Alternative Solution
R 4 Proposed System 2 weak 1,2,3 Mulatu
U  Functional Requirements
C  Non Functional Requirements
T  User Interface
U  Hardware or Software Requirement

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 R  Security and Safety procedure
E 5 System Modeling 4 weak 4 All
S  Use case diagram, and there
description
 Object Model
 Dynamic model
6 Implementation 13 weak 3,4 All
 Designing
 Coding
 Testing
Table-1 Work Break down Structure

1. Resource plan
 We used computer lab and the computers, laptop, disks (CD, flash), paper for
layout and properly using them and protecting these resources from damage.
2. Communication plan
 First communicating with every team member and then communicate with our
advisors by respecting time of our appointment.
3. Time schedule
Time duration regarding our project is scheduled follows:
Gant Chart
ID Task Name Start End Duration Decembe Janua Febru March Apr May
r ry ary il
1 Project initiation and planning 21- 28- 1W
Dec- Dec-21
21
2 Gathering information 3- 10-Jan- 1W
Jan- 22
22
3 Description of the project 15- 25-Jan- 1.5 W
Introduction: Jan- 22
- Background 22
information
- Statement of the
problem
- Objective of the
problem
- Scope and limitation
of the problem
- Methodology
- Feasibility study
- Project plan activity
4 Current system: 26- 3-Feb- 1W
- Description of Jan- 22
current system 22
- Practice to be
preserved from the

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 existing system
- Players in the
existing system
- Business rules
- Alternation solution

5 Proposed system: 7- 20-Feb- 2W

- Functional Feb- 22
requirements 22
- Nonfunctional
requirements
- User interface
- Hardware or
software requirement
- Security and safety
procedure

6 System modeling: 28- 28- 4W

- Use case diagram, Feb- March-
and there description 22 22
- Object model
- Dynamic model
7 Implementation: 4- 4-May- 8W
- Designing April- 22
- Coding 22
- Testing
8 Final submitting date 7- 23- 2W
May- May-22
22

1.12.2 BUDGET PLAN

Item Quantity of item Cost per item Total cost(in Birr)
Paper 200 1 200.00
Pen 10 15 150.00
Flash 2 250.00 500.00
Computer 1 7,000.00 7,000.00
Software 4 600 2400.00
Others Unknown 5,000.00 5,000.00
Total cost 15250.00