DORMITARY MANAGEMENT SYSTEM

(For DebreMarkos University)

A Project Proposal

Submitted by:

Name ID
1. MegbarYibltal-------------------------------------TES/176/08
2. AsegedBelayneh----------------------------------TES/152/08
3. ZemenuYitayih-----------------------------------TES/208/08
4. AlmazGetachew----------------------------------TES/009/08
5. Yasab Addis---------------------------------------TES/061/08
6. NitsuhMihretie------------------------------------TES/186/08

IN PARTIAL FULFILMENT FOR THE AWARD OF THE DEGREE OF

BACHLER OF SCIENCE INFORMATION TECHNOLOGY IN

UNDER THE GUIDANCE OF

GaramuT. (MSC)----------------------------
ADVISOR SIGNATURE

DEPARTMENT OF INFORMATION TECHNOLOGY

COLLEGE OF TECHNOLOGY

DEBRE MARKOS UNIVERSITY

DEBRE MARKOS

Oct, 2012 E.C

1
Table of Contents
CHAPTER ONE..............................................................................................................................................3
1. Introduction.........................................................................................................................................3
1.1. Organizational background..........................................................................................................3
1.2. Statement of the problem...........................................................................................................4
1.3. Objective of the project...............................................................................................................4
1.3.1. General Objectives...............................................................................................................4
1.1.1. Specific Objectives...............................................................................................................5
1.4. Significance of the project...........................................................................................................5
1.5. Beneficiaries of the new system..................................................................................................6
1.6. Scope and limitations of the project............................................................................................6
1.6.1. Scope of the project.............................................................................................................6
1.7. Feasibility Study of the new System............................................................................................6
1.7.1. Operational Feasibility.........................................................................................................6
1.7.2. Technical Feasibility.............................................................................................................7
1.7.3. Economic Feasibility.............................................................................................................7
1.7.4. Political feasibility................................................................................................................8
1.8. Methodology...............................................................................................................................8
1.8.1. Fact finding techniques........................................................................................................8
1.8.2. System analysis and design techniques...............................................................................9
1.8.3. Tools used in the project......................................................................................................9
 CHAPTER ONE

1. Introduction
Technology is spreading its wing in almost every walks of human life activities. Now a day
it is better if every activity is done using new technology in order to fulfill the need of human
being, Organization, Enterprise etc. As today’s world there are many organizations and each
organizations needs to be preferable, computable and work on fastest way in order to satisfy
users interest etc. i.e. they should have facilitate their activities in computerized way.
Many developing countries are in a good position to exploit the opportunity of
technology revolution and advance human development. The information and communication
technology provide new resource materials for expanding communication.
In fact the second half of 20th century has wittiness the global phenomena of an
information explosion. The development in communication technology has made it possible for
millions of people to have fast access to vast information presented in several forms. Today
computer and other electronic device increasingly communicate and interact directly with other
devices over a variety of network such as internet. The internet provides individuals and small
business centers for the ability to communicate inexpensively.
Hence, developing the system using technology has a tremendous effect for organizations
and offices; which is in our case the DebreMarkos University Online dormitory management
system (DMUODMS). Currently, the system is manual based; due to this the students and
proctors faces some problems Because of this, we are initiating to develop our project on
dormitory system in order to minimize the problem by using computerized system.

1.1. Organizational background

DEBRE MARKOSUNIVERSITY (DMU) is one of the thirteen new Universities which were
established in the year 1997 E.C by the Ethiopian government. DMU is located in Amhara
regional state, East Gojjam Zone, in DebreMarkos town which is 299kms far from Addis Ababa.

DMU started the teaching, learning Process on 1999 E.C (2008 G.C) with enrollment of 760
students. After 12 consecutive year’s i.e. 2012 E.C enrollment of DMU were above 28,000
Students. Currently the University runs many departments in first degree and postgraduate
studies in regular, extension and summer programs. In addition to the academic service the
university provides dining, health care, dormitory, community service and other services for the
students and DebreMarkos town communities.

In DMU there are different management activities were performed. Among those the main
service which provides by university is the Students’ Dormitory Management system can be
taken as an example. In this process there is a problem associated with the Dormitory
Management. So we the project team members were initiated for this project to identify and
analyze those problems and to put possible solutions.

1.2. Statement of the problem

Currently, DMU dormitory management system uses manualapproach. 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
 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 any where
 Wastage of resources like paper

1.3. Objective of the project

1.3.1. General Objectives

The main objective of this project is to develop a new Web Based Dormitory Management
System which solves the above mentioned problems with the existing system. This is achieved
by designing a web based application program that will change the actual manual processing into
a computerized environment.
 1.1.1. Specific Objectives
In order to achieve the main objective, we have the following specific objectives:
 Studying about problem of the existing system
 Gathering required information for proposed system
 Analyzing the gathered information
 Perform the system analysis and modeling activities
 Design the proposed system
 To test and validate the system
 Implementing and deployment of the system

1.4. 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.
 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.

1.5. Beneficiaries of the new system

The beneficiaries of the system are:
 Students: the students can view their dormitory information easily and timely.
 Proctors and other administrative officials: they can access dormitory and related
information easily.
 University: the university getsbetter satisfaction and reliable data.
 1.6. Scope of the project

Since DMU 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:-
 Assign the dorm accordingly
 Enable students view their dormitory information easily and quickly
 Generate report.
 Manage dormitory related information.

1.7. Feasibility Study of the new System

Feasibility study is essential to evaluate the cost and benefits of the new system. On the basis of
the feasibility study decision is taken on whether to proceed or to cancel the project.
Need of the feasibility study:
 It determines the potential of the existing system.
 It used to determine/finds out the problem of the existing system.
 To determine all goals of the new system.
 It finds all possible solutions of the problems of the existing system.

1.7.1. Operational Feasibility

The system to be developed will provide accurate, active, secured service and decreases labor of
workers and also it is not limited to particular groups or body. And also it is plat form
independent i.e. it run’s in all operating system.

1.7.2. Technical Feasibility

The system to be developed by using technologically system development techniques such as
PHP, Java script, CSS and MYSQL database without any problems and the group members have
enough capability to develop the project. So the system will be technically feasible.

1.7.3. Economic Feasibility

The system to be developedis 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 that we developed, DMUODMS brought a number of tangible and
intangible benefits.
Tangible benefits:
1. Cost Reduction
2. Error Reduction
3. Increase Speed of activity
The team member calculated the corresponding the tangible benefits with sample monetary:
1. CostReduction: - To calculate these following things will be considered.
Total Number of proctors in existing system= 50
Average Salary of each proctor per month = 2298.00Birr
Total money required for payment per year= 50*2298*12= 1,378,800Birr
Average Number of proctors needed when the new system is deployed= 30
Average salary of each of them per month = 2298.00Birr
Total money required for payment per year= 30*2298*12= 827,280.00Birr
Difference b/n before and after deployment money required for payment
Cost Reduction and Avoidance= 1,200,000Birr -720,000.00Birr
= 551,520.00Birr

2. Increase Speed of activity: - Increased speed calculated as follows

Especially in allocation:-
Average Days required for allocation= 15 days
Average proctor salary per day=20birr
Average Days required for allocation in terms of money=50*20*15= 15,000 Birr
Average days required for the system= 7 day
Average Days required for allocation in terms of money=30*20*7=4,200 Birr
Difference = 15,000Birr-4,200Birr=10,800 Birr
Intangible benefits:
1. Reduce Resource Consumption
2. Increase security
3. Increase Management flexibility
 1.7.4. Political feasibility
The system to be developed is not conflict with any university directives, because it gives
services for the people effectively and efficiently, all the stakeholders also agreed before the
system developed. So the university is profitable and the system will be politically feasible.

1.8. Methodology
1.8.1. 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 Students, Proctors and Dormitory management officer to collect user
requirements. Observation of the current existing system was done at the Dormitory management
office 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, the team member has used the following data collection techniques.
Those are: -
A. Interview: - to get the basic information and background information about the existing
management system, the team members has interviewed the proctors and some students
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 we project team members 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. 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.

1.8.2. System analysis and design techniques

Here for the analysis of our project we have selected object oriented system analysis and design
method specifically UML (Unified Modeling Language) model. We have selected this because
of the following advantages:-
  To simplify the design and implementation of complex program.
 To make it easier for teams of designers and programmers to work in a single software
project.
 To enable a high degree of reusability of designs and of software codes.
 To decrease the cost of software maintenance.
 Increase reusability.
 Reduce maintenance burden.
 Increased consistency among analysis, design and programming activities.
 Improved communication among users, analysis, design and programming.

1.8.3. Tools used in the project

While developing the project starts from the documentation to the implementation we use the
following case tools:
Activities Tools
Documentation MS word 2007,2010
Analysis and Design EdrawMax for UML standard design
Editing Paint
Script languages PHP, JavaScript, CSS, HTML
Web server Apache Wamp, Bitnami server
Database Server Mysql database

Table 1.1 Tools used in the project

1.9. Time and cost schedule

 1.9.1 Time schedule
Time

Nov 02-

Aug 16-
Nov 20-

Dec 25-

Mar17-

July 6-
Activities

Aug 15
Nov 16

Dec 20

Aug20
July 5
Feb 17
Project Proposal

System Analysis
SystemDesign
Implementation & Coding

Testing
project Defense

Table 1.2Time schedule

1.9.2Cost schedule
1.9.2.1 Hardware cost

No Material Amount Price per unit Total price

1 A4 size paper 2 Destin 100 Birr 200Birr
2 Pen 7 4 Birr 28Birr
3 Flash disk 2 240 Birr 480Birr
4. For Print 100 sheet 1 Birr 100Birr
5 CD 6 8 Birr 48 Birr
6 Dell computer 1 12,500 Birr 12,500 Birr
Total 13,356.00 birr

Table 1.3Hardware cost in the project

1.9.2.2 Software cost

No Material Price per unit

1 Microsoft office 2007 Free
2 Microsoft office 2010 Free
3 Rational rose Free
4 Apache Wamp server Free
5 Notepad, Notepad++ Free
Total 00.00 Birr
Table 1.4Software costin the project
 CHAPTER TWO

2. SYSTEM ANALYSIS

2.1. Introduction
This chapter describes the existing system, players in the existing system general work flow of
DMU dormitory management. In addition to this the business rule is identified, report generated
in the existing system, alternative solutions suggested to overcome existing system, finally the
proposed system (functional and non-functional requirement).

2.2. Description of existing system

The current system of DMU dormitory management system is manual (partial). In order
to arrange and allocate students to dorms, they have to follow the record as it is arranged by
DMU Registrar office and allocate Students depending on department and the lists of the
students’ arrangement. After getting the list from the registrar office, the proctor allocates the
students to each block and dorm based on their department. Since there are so many students, the
allocation method causes problems like assigning female students to males’ dorm and vice versa
and also assigning students more than the capacity of the dorm. In addition to these problems,
during assignation there is no consideration of disable students.
----After you wrote these things what is your justification? Write next to this paragraph

2.3. Major functions of existing system

Even if the existing system is performs its activities manually (partial), it has different major
functions.

2.3.1. Player of the existing system

An existing system compromises different players to carry out its job. Among those
different actors (players), the most common are Coordinators, this body provides the list of all
students who fulfilled every requirement for allocation to proctors, Students, they will be placed
in their dorm by proctors and assigned for the property they get from the proctor, Proctors, They
involved strongly in the existing system. Proctors collect students list from registrar. After they
get all these information’s from this body they will place those students according to their sex,
class year, department and faculty.
The major actors in the existing system are:
 Students
 Proctors and
 Coordinators
 Director
 Registrar

2.3.2. Business Rules in the existing system

A business rule is effectively an operating principle or polices that must be fulfilled and
obligated in order the system will function properly and effectively. It often pertain to access
control issues, business calculations, or operating polices and principles of the organization.
BR1: Only one dorm is assigned for six students, and those students should live in the dorm
which belongs to him/her.
BR2:Students are allocated in such a way that male students are not allocated with female
students.
BR3:system should not assign one student in more than one dorm.
BR4:systemshould not use student’s personal information for other purposes.

2.3.3. Paper document in the existing system

In the existing system, they use different forms and reports to manipulate different records
associated with the different activities. Among them Dormitory allocation form is one of the
main paper document used in the existing system.
 2.3.4. Problems in the existing system
The manual (partial) dormitory management system is disposed to various problems.
These problems can be seen from the following perspectives like performance, information,
economic, control, efficiency and services given by the existing system to the users.

 The performance of any system is required to show to meet the needs of users of that
system. The current system’s performance is weak. This is due to the following reasons: -
first the acceptable quantity rate is relatively high i.e. the time required from initiation to
completion of a particular task is relatively high. For example during arrangement of
buildings for the allocation it may take a week or more due to its manual operation. Second is
the acceptable response time for a particular task is large.

 Information- the main input for the current system is student record and records of different
dormitory materials which enable the system to rearrange students and buildings for the
allocation. Based on this the system rearranges and allocates dorms for students at the
beginning each academic year and generates the allocation report which may be viewed by
the students as well as the management. The other data that is stored is record of materials
associated with the dormitory. The system manipulates and manages all of these and other
records manually on papers.

 Controlling- since all the records associated with the manual system are recorded and
stored manually the security that the system provide for the privacy of this records is not
good. The system shouldn’t provide sufficient protection for access and manipulation of the
records associated with the system.

 Services- the main users of the current system are students and the management itself. The
services given to users are not flexible, reliable and expandable i.e. the users must there in
the campus to get the services given by the system. Those services given by the system are
limited to a particular area.
 2.3.5. Practices to be preserved from existing system
Even if the existing system is manual system as it has weakness it also has some strong side that
we need to be preserved are:

 Provide the required infrastructure to the students.

 Protecting dormitory resources.
 Posting dormitory information in each building.
 Generation timely report.
 Assessing discipline cases.

2.4. Alternative solutions

In order to overcome the current system problems that exist in the functioning of DMUDMS, our
project team members have put down alternative options. These are:
 Change manual system in to computerized system (online) without affecting the structure
of the existing system.
 Fetching records from excel sheet (.CSV)

2.5. The proposed system

2.5.1. Functional requirement
The following are the functional requirements of the new system.
 The system accepts (read) the uploaded record.
 The system should arrange the buildings for the allocation.
 The system should arrange students for the allocation.
 The system should assign dorms for students.
 The system should generate timely report about the allocation.
 The system should store all the data related with all the tasks performed into a
database.
 2.5.2. Non-functional requirement
i. User Interface
This works as an interface between the user and the system by properly guiding the user how
to use it and perform operations. Proctors can change the data in the DMUODMS based on their
privilege, whereas, students can only view their dorm information and they can give comment.
Any sort of training is not required for using the system. It is important that the system is easy to
learn. The input device is given to keyboard and the output is viewed on the monitor.
ii. Quality Issue
Information in database should be as much as possible correct and updated in each semester.
iii. Security Issue
This system provides an access to an authorized user by giving account for each and every
special function. Students can view their dorm information by using their identification card
number and/or registration number, and give comment without any validation.
iv. Error Handling
Our system handles the errors in a very efficient manner. It can tolerate to wrong inputs and
prompts the users to correct the inputs. It gives notifications as and when required, guiding the
users to properly utilize it.
v. Performance characteristic
Performance requirements are concerned with quantifiable attributes of the system such as
System should quickly respond for user request that is system must immediately display the
needed service along with their allocation details after he/she insert needed information to view.

As we mentioned in the above section, in this project, the team members used an object oriented
system development methodology which incorporates two principal phases. In this chapter, what
the team will do is the object oriented analysis (OOA).
During Object Oriented Analysis the major activity is:
 Modeling the Functions of the system (Use Case Modeling)
The main activities that are performed in this part will be:
 Identifying if there is any additional actors and use cases,
 Constructing a use case model, and
 Documenting the use case course of events.
 2.6. Use case diagram
Use Case represents interaction between a user (human or machine) and the system.
Use case components:
 Actor: is a person, or external system that plays a role in one or more interaction with the
system. And represented with:

 Use case: describes a sequence of actions that provides something of measurable value to
an actor and is drawn as a horizontal ellipse.

 System boundary: indicates the scope of the system project. Anything within the box
represent functionalities in side in scope.
System

2.6.1. Actor identification

In the use cases an actor interact with the system to perform a piece of meaningful work
that helps them to achieve a goal and has access to define their overall role in the system and the
scope of their action. Depending on the above explanation actors in this system are the
following:
 Student: The students view his/ her dormitory information online and submit comment.
 Proctor: The proctor can assign student and generate report.
 Coordinators: search, generate report and allocate proctors.
 Administrator: The administrator managesthe overall system.

2.6.2. Use case identification

Each Use Case describes the functionality to be built in the proposed system, which can
include another Use Case's functionality or extend another Use Case with its own behavior. The
most important and basic use cases of this system are the following:-
 Login
 Allocate Student
 Create account
 View dorm
 Submit comment
 View comment
 Register block (Allocate Proctor)
 Register room
 View Student Info
 Generate report

Fig 3.1 Use case diagram for the proposed system

 2.6.3. Use case Description
Use case name: Login
Use case Id: UC01
Description:To authenticate the user
Actor: Administrator, proctor manager, proctor, Director.
Precondition: The user must be registered on the system
Flow of action:
Actor action
Step1: Go to login form
Step2: Fill user name and password
System response
Step3: Validate user name and password.
Step4:The system displays the appropriate page.
Step5: Use case ends.
Alternative course of action(If the username and password)
The system displays incorrect user name and password message.
 The system redirects to go step 2 i.e.to enter the username and password
 Use case ends.
Post condition: The authenticated person gets the appropriate page.

Use Case Name: Create Account

Use case Id: UC02
Description: Administrator assigns privilege to the proctors and proctor manager.
Actors: Administrator
Precondition: The Administrator must log in to the system.
Flow of action:
Actor Action:
Step1:The administrator log to his/her page.
Step2:The administrator click on User Account link.
Step4:The administrator click create account link.
 Step6:The administrator fills the form and submits it.
System Response:
Step3:The system displays the option as create account and remove account.
Step5:The system displays the registration form.
Step7:The system displays succeed information as the account is created.
Step8: Use case ends.
Alternative course of action: (if the account is already exist)
 The system display error message that user is already exist.
 The system redirects to go to step 6.
 Use case ends.
Post condition: the account will be created.

Use Case Name: Submit Comment

Use case Id: UC03
Description: User can give comment.
Actors: Student, proctor.
Precondition: The Student and proctor must have valid Email address.
Flow of event:
Actor action:
Step1: The user initiates to give comment.
Step2: The user click on the comment link.
Step4: The user fills all the required fields.
System response:
Step3: The system displays the form.
Step5:The system validates the entered information.
Step6:The system display as your comments has been sent
Step7: Use case ends.
Alternative course of action:(if user fills wrong/incorrect information)
 The system display error message and give a chance to retype.
 Go to step 4
 Use case ends.
Post condition: The user sends comment to the system.

Use Case Name: View Dorm Info

Use case Id: UC04
Description: The user can view his/her dormitory information.
Actors: Student.
Precondition: The Student must have valid Identification number.
Flow of action:
Actor action:
Step1: The student wants to see his/her dorm.
Step2: The student click on view dorm link.
Step4: the student fills his/her identification number.
System response
Step3: the system displays the login form.
Step5: the system validates the entered data.
Step6: the system displays the dormitory information.
Step7: Use case ends.
Alternative course of action: (if student identification number is not existing)
 The system display error messages that student identification is not exist.
 Go to step 4
Post condition: The system displays the detailed information.

Use Case Name: view Comment

Use case Id: UC05
Description: Proctor manager can see the comments that are submitted from the user (student,
proctor).
Actors: Proctor manager.
Precondition: The Proctor manager must have a full privilege to read the comments.
Flow of action:
Actor action:
Step1:Proctor manager log to his/her page.
 Step2:Proctor manager click on view comment link.
Step4: Proctor manager starts to view the comments.
System response:
Step3: The system reorders the comments according to the time of delivery
Step5:Use case ends
Post condition: The proctor manager views the submitted comments.

Use Case Name: Manage Record

Use case Id: UC06
Description:The Administrator can manage records.
Actors:Administrator.
Precondition:The administrator must log to his/her page.
Flow of action:
Actor action:
Step1:The administrator log to his/her page.
Step2:The administrator clickson Manage Record link.
Step4:The administrator selects one at a time from the given options.
Step6: The administrator fills the form and click on buttons.
System response
Step3: The system will give the options like delete, update or search record.
Step5: The system displays the available form.
Step7:The system performs the task.
Step8:Use case ends.
Alternative course of action (The system validate the entered data is not correct)
The system displays incorrect entered data message.
 The system redirects to go step 6 i.e.to fill the data again.
 Use case ends
Post condition: The administrator manages the record.
Use Case Name: Register Block
Use case Id: UC07
Description: The user can register blocks information (including proctors) into the data base
Actor: Proctor manager

Precondition: Proctor manager must have full privilege to do this task.

Flow of action:

Actor action:
Step1:The proctor manager log to his/her page.
Step2:The proctor manager selects the register block link.
Step4:The proctor manager fills the required fields.
System response
Step3: The system will display the registration form.
Step5: The system validates the input data.
Step6:The system displays the successful notification.
Step7:Use case ends.
Alternative course of action (the system validate the entered data if it is not correct)
The system displays incorrect entered data message.
 The system redirects to go step 4 i.e.to fill the data again.
 Use case ends
Post condition: The block registered.

Use Case Name: Register Room

Use case Id: UC08
Description: The user can register room information into the data base

Actor: Proctor

Precondition: Proctor must have full privilege to do this task.

Flow of action:

Actor action:
Step1:The proctor log to his/her page.
Step2:The proctor selects the register room link.
 Step4:The proctor fills the required fields.
System response
Step3: The system will display the registration form.
Step5: The system validates the input data.
Step6:The system displays the successful notification.
Step7:Use case ends.
Post condition: The room registered.
Alternative course of action (the system validate the entered data is not correct)
The system displays incorrect entered data message.
 The system redirects to go step 4 i.e.to fill the data again.
 Use case ends.

Use Case Name: View Student Info

Use case Id: UC09
Description: the user can view the detail information about the dorm as well as the student.
Actors: Proctor manager, proctor.
Precondition: The user must have a full privilege to access the information.
Flow of action:
Actor action
Step1: The user log to his/her page.
Step2:User click on view student Information link.
Step4: User selects and fills the required fields.
System response
Step3: The system displays the form to select and to enter the criteria’s.
Step5: The system displays the detail information about the student.
Step6:Use case end
Alternative course of action: (if input values are incorrect)
 The system display error messages that the input values are incorrect.
 Go to step 4
 Use case end
Post condition: The user gets the information.
Use Case Name: Generate Report
Use case Id: UC010
Description: generate timely report
Actor: proctor manager, proctor
Precondition: The actor must have full privilege.
Flow of action:
Actor action:
Step1:The user must log to his/her page
Step2: The user select generate report link
Step4:The user selects the criteria from the given options and clicks on Display button.
System response:
Step3:the system displays the options (criteria)
Step5: The system displays the information to the user
Step6: Use case ends
Alternative course of action: (the system verify information is not correctly)
 The system displays error message as invalid selection
 Go to step4
 Use case ends
Post condition: the report will be generated.

Use Case Name: Allocate Student

Use case Id: UC011
Description: Assign students in their room.
Actor: Proctor
Precondition: The proctor must have full privilege to the task.
Flow of action:
Actor action:
Step1:The proctor must log to his/her page
Step2: The proctor select Allocate student link
 Step4:The proctor selects and fills the required fields and clicks on save button.
System response:
Step3:The system displays the form with the options such as block no, room no.
Step5: The system validates the entered values.
Step6: Use case ends
Post condition: The Student will be assigned.
Alternative course of action: (the system verify information is not correctly)
 The system displays error message as invalid value
 Go to step4

2.6.4. Subsystem Decomposition

To reduce the complexity of the solution domain, we decompose a system into simpler parts,
called subsystems, which are made of a number of solution domain classes. In the case of
complex subsystems, we recursively apply this principle and decompose a sub- system into
simpler subsystems. Decomposition Results large systems in to a set of loosely dependent parts
which make up the system. The main need of this portion is to design the external part of the
system. Sub-System Decomposition is the way that helps us to distinguish the part of the
operations that takes place under the organization.

In this project, there are five sub system decompositions. These are:

1. Assignation Subsystem
 Assign Student
2. Report Subsystem
 Assignation report
 Block and Room report
 Comment report
3. Comment and Information Subsystem
 Give comment and Message of current issues (may be for the system).
 View student dorm information
4. Fetch record
 Fetch record from centralized database
5. User Account Subsystem
  Create Account
 Remove Account

2.7. Sequence diagram

The sequence diagram is used primarily to show the interactions between objects in the
sequential order that those interactions occur. However, an organization's business staff can find
sequence diagrams useful to communicate how the business currently works by showing how
various business objects interact. Besides documenting an organization's current affairs, a
business-level sequence diagram can be used as a requirements document to communicate
requirements for a future system implementation. During the requirements phase of a project,
analysts can take use cases to the next level by providing a more formal level of refinement.
When that occurs, use cases are often refined into one or more sequence diagrams.

The main purpose of a sequence diagram is to define event sequences that result in some desired
outcome. The focus is less on messages themselves and more on the order in which messages
occur; nevertheless, most sequence diagrams will communicate what messages are sent between
a system's objects as well as the order in which they occur.
Sequence
Diagram For
Login Use Case Home Page Login Link Login Form Validator Database
: User

1.User Visit home page ()

User Action:
(Admin,student,proct
2.Select Login Link()
or and proctor
Manager)
1.User initiate to login
2.Select the login link
4.Fill usename and 3.Display The Login Form()
password and submit
System Response: 4.Fill The Username and Password()
3.Display the login
form.
5.Validate username
and password. 5.Submit()
6.Display the 6.Validate()
appropriate page, if
not display the error 7.Try again()
message
8.Continue()
9.Check()

10.Display The Target Page()

Fig 3.3 Sequence diagram for login

Sequence
Diagram for View
Dorm Use case View DormInfo View DormInfo Validator Database
: Student
Link Form
User(Student)
Action: 1.Select View Dorm link()
1.Select view
Dorm link.
3.Fill his or her 2.Display the form()
identification
number or
registration 3.Fill Student Id or Registration number()
number.
System
Response: 4.Submit()
2.The system 5.Validate()
displays the
form.
4.The system
6.Retype()
validate the
entered data. 7.Continue()
5.If the 8.Check()
identification or
registration
number is exist
display the dorm
information, if
not display 9.Display dorm information()
as"The number
is not exist".

Fig 3.4 Sequence diagram for View DormInfo

Fig 3.5 Sequence diagram for Register block
Sequence
Diagram For Administrator User Account Create Account Create Account Controller Database
: Administrator
Create Account Page Link Form Link
Use case
1.Login to admin page()
User
(Administrator)
Action: 2.Select link()
1.User Login to 3.Select the link()
admin page.
2.Select user
account link. 4.Display the account form()
3.select create
account link. 5.Fill the form()
5.Fill the account
form
System Response: 6.Create Account()
4.Display the 7.Validate()
account form.
6.Validate the
entered data.
7.Display response 8.Try again()

9.Continue()
10.Check()

11.Display Response()

Fig 3.6 Sequence diagram for Create account

Sequence
Diagram For Administrator User Account Remove Account Remove Controller Database
Remove : Administrator
Page Link Link Account Form
Account Use
case
User 1.Login to admin page()
(Administrator)
Action: 2.Select link()
1.User Login to
admin page.
3.Select the link()
2.Select user
account link.
3.select remove 4.Display the account form()
account link.
5.Fill the account
form 5.Fill the form()
System Response:
4.Display the
account form. 6.Remove Account()
7.Validate()
6.Validate the
entered data.
7.Display response 8.Try again()

10.Check()
9.Continue()

11.Display Response()

Fig 3.7 Sequence diagram for Remove account

Sequence
Diagram for AdminPage Search Link Search Form Search Database
search record : Administrator
Validator
1.Log to the page()
User(Proctor
Manager) 2.Select the link()
Action:
1.Log to the
proctor 3.Display the Search Form()
manager.
2.Select the 4.Fill the form()
link.
4.Fill the search
form. 5.Submit()
System 6.Validate()
Response:
3.Display the
search form.
5.Validate the 7.Try again()
input data.
6.If the input 8.Continue()
data is exist in 9.Check()
the database
diplay the result
if not Display as
Doesn't exist
10.Display Response()

Fig 3.8 Sequence diagram for Search Record

Sequence
Diagram for Admin Update Update Update Database
: Administrator
Upda... Page Record Link Record Form Validator

User(Proctor 1.Log to the page()

Manager)
Action:
1.Log to the 2.Select the link()
proctor
manager.
2.Select the 3.Display update record form()
link.
4.Fill the 4.Fill the update record form()
Update form.
System
Response: 5.Submit()
3.Display the 6.Validate()
Update form.
5.Validate the
input data.
6.If the input 7.Try again()
data is correct 8.Continue()
check and 9.Check()
save it if not
display
message as
Try again
10.Try again()

11.Save Changes()

Fig 3.9 Sequence diagram for Update Record

Sequence
View StudentInfo View Studentnfo Validator Database
Diagram for : Proctor, Proctor
Link Form
View Manager
StudentInfo
Use case 1.Select View Student Info link()

User(Proctor,
Proctor
Manager) 2.Display the form()
Action:
1.Select view
Student Info 3.Fill the required criteria()
link.
3.Fill all the
required fields
to view 4.Submit()
5.Validate()

System
Response:
2.The system
6.Retype()
displays the
7.Continue()
form.
4.The system 8.Check()
validates the
entered value.
5.If the input
value is corect 10.Display detail dorm information()
display the the
detailed
information if
not diplay error
message to
reenter

Fig 3.10 Sequence diagram for View student information

Proctor,
Proctor
: Proctor,Proctor Proctor,Proctor Report Link Report Form Validator Database
manager
Manager manager Page
Proctor, 1.Log to the page()
proctor
manager 2.Select report link()
Action:
1.Log to the
page.
2.select 3.Display report form()
report link
4.The user fill
the required 4.The user fill the required fields()
fields

System 5.Submit()
Response: 6.Validate()
3.Display
report form.
5.Validate the
input values 7.Try again()
6.If the input 8.Continue()
value correct 9.Check()
display the
response
unless display
error
10.Display Response()
message

Fig 3.11 Sequence diagram for Generate Report

 2.8. Activity diagram

Activity diagram is another important diagram in UML to describe dynamic aspects of the
system. Activity diagram is basically a flow chart to represent the flow form one activity to
another activity. The activity can be described as an operation of the system. So the control flow
is drawn from one operation to another. This flow can be sequential, branched or concurrent.
Activity diagrams deals with all type of flow control by using different elements like fork, join
etc.

The purposes of activity diagram can be described as:

 Draw the activity flow of a system.

 Describe the sequence from one activity to another.

 Describe the parallel, branched and concurrent flow of the system.

User(Administrator,Proctor Manager,Proctor)

Enter Username And

Password

Incorrect

Correct Display Available

Validate Page

Fig 3.12 Activity diagram for Login

 Student

Enter ID
no/Registration no

No

Yes Display dorm

Found ? information

Fig 3.13 Activity diagram for View DormInfo

 Administrator

Log Admin Page

Select Search
Record Link

Fill the search form

No
Display Searched
Yes
Found ? Information

Fig 3.14 Activity diagram for Search Record

 Administrator

Log Admin Page

Select Update
Record Link

Fill the Update form

Invalid

Save Changes
Valid
Validate

Fig 3.15 Activity diagram for Update Record

 Proctor,Proctor Manager

Log to the
page

Select the
report link

Fill the report

fields

No

Yes Display
Found? Response

Fig 3.16 Activity diagram for Generate Report

2.9. Analysis level of Class diagram

Class diagram is static model that shows the classes and the relationships among classes that
remain constant over the time. Class is the main building block of class diagram, which stores
and manages information in the system. In the phase of conceptual class modeling we just create
or classes ad their interrelationship.
Fig 3.2 Analysis level of Class Diagram