CHAPTER ONE
1. INTRODUCTION
Traditionally dormitory management system uses physical paper for documentation and other
works. We want to make management system easier and comfortable for the user dormitory
system management.
The motivation of building the project has come from digitalization of dormitory management
system which has based on physical before and the system will be digitalized using on line web
based system.
The main objective of dormitory management system is to manage the detail information of old
and new students, distributing room’s to students and managing the dormitory programs using
web system.
1.1 Background of WKU
Wolkite University is one of the nine newly established as third generation university Ethiopia
and which is found in southern parts of Ethiopia that is located 165 km far from Addis Ababa at
the south west direction. It was started in 2003 etc. the university is located in the southern
nation nationalities regional state in gurage zone, at Gubriesite. The university command post
was stationed at wolkite town until September 2013 but moved to the main campus at Gubrie
site.
1.2. Background of Dormitory management system in WKU
Dormitory Management System is one of a system designed to enable the university to manage
all aspects of the dorm, efficiently, effectively and transparently. It is a system based on the
collection and analysis of basic information and the routine production of key performance
indicators that allow dormitory officers, administrators and all those who need to use dorm to
deliver services, to monitor dorm costs and performance, and to budget and plan for the future.
To perform activities, to monitor dorm systems, to deliver services to the student, the university
official mainly dormitory manager (proctor) use information. Currently the University gives
academic service, bedding, health care, dormitory and other services for the student’s .In the
University different management activities were performed. Among those the main service
which provides the university to the student is Students’ Dormitory Management can be taken as
an example. In this process there is a problem associated with the Dormitory Management. Sothe
project team members were initiated for this project to identify and analyze those problems and
to put possible solutions.
1.3 Statement of the problem
Currently, wolkite university dormitory management system uses manual approach. To process
the operation first the ministry of education sends all the information to the registrar office
1
of WKU and gives to the student affairs including dormitorydirector. After taking the list, they
assigned students to each block and room. At that time they face different problems during
performing their tasks. Working by manual system is not only affecting the management
members, but also affect student during gathering information about their system. Some of those
problems are:-
Require more human power to assign the students:-this implies that when we
assign dorm to student more people are required but if it is computerized less man power
is needed.
Management inflexibility:-whenthe proctor manages student, he/she used papers to
call student name, not used another method.
Problems of searching free dorm: -the dormitory manager devote or consume
much amount of time by searching free dorm.
Problem on managing the materials: - after student enter into the campus the
proctor give required material to student and record those materials manually on paper.
Due to these reason proctors consume much amount of time to check the material is
either return or not. These is too difficult to him.
Problem of work load on workers/employees: - these problems are raised more
frequently when the student enter into the campus or leaving the campus,including
writing clearance to student,arranging student in their dorm properly, giving materials to
them and checking the material either return or not.
Problems on generating report on student attendance:-the proctor should
control student by using attendance to know they are present in their own dorm or not
during these time the proctor go to each and every dorm to call the student and then
report the attendance to the higher manager or student dormitory manager. These way of
collecting go to every dorm is difficult to proctors.
Problem on giving clearance:-when students return back to his/her family the
proctor write attendance for every student. The key proctors are faces problem on to
deliver command, and other issue. This way of giving clearance to the student is difficult.
Data is stored repeatedly in different files formats – The same information is stored in
many copies repeatedly in different forms.
Data is not secured. Due to this, some secret information is opened for unauthorized
users or agents.
Economic problem: -Economic problem is mainly concerned with cost control and profit
issues. Manual handling of data is expensive as compared to automated system. In
general, cost in terms of time is very high. As the business entry increases, the existing
manual system will coasty to handle those requirements. As the number of employees to
handle the task of manual processing increases, the university will spend a lot of money
for its staff.
2
Difficulties on arranging student for the first time: - if students are entered to
the campus their name is record on paper and put on information board, due to this much
amount of time is wasted to write their name, block and dorm.
Problem of data redundant: -when student’s information are arranged or listed
manually, data can be recorded many times.
Problem on response time: -when someone wants something and ask the proctor,
the proctor is delaying giving answer to the question.
Delaying in producing different reports:-the proctor delay to report the
information of student to the higher official of dormitory management as a result of work
over loading or carelessness.
Economic, political and other problems: -these are problems lack of materials
that are required to the student such as water, mat, bed etc.Economic problem is mainly
concerned with cost control and profit issues. When data are recorded on manually much
amount of paper are required, due to these it is very expensive compered to automated
system.
1.3 Objective of the project
1.3.1General 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.
Specific Objectives
In order to achieve the main objective, we have the following specific objectives:
Planning for the new system.
Reviewing the current system.
Studying and analyzing the current dormitory management system limitation and
businessproblemssystem.
Suggest a solution to solve the system the problem.
Design the system
Develop system that facilitate activity.
Implementation of proposed system in efficiently.
Understand functional and non-functional requirements of the system.
3
Develop a system that facilitates fast report generation.
Increase to the work efficiency of the office.
Methodology
Our system development methodology is structural SAD which makes it easy when we do our
proposal. It is sequence of steps that are important for develop our final project. It consists of
technique and tools that are used to perform our project.
Data collection methodology
The main purpose of this project will be shift the dormitory management system from
traditional or manual to computerized .so to do this relevant data will be required and so the
relevant data were collected from different area by using different data collection
methods.There two types of data collection method. They are traditional and modern but for
simplicity our proposal information is collected by using traditional data collection
methodology. There are different types of traditional data collection methodology. Including
Direct observation
We will use these types of traditional data collection methodology to collect information about
our system by directly observing the organization.It helps us to get real information how the
organization performs its function and this helps to strength the data that gathered through
interview and document analysis.
Questioner
This method can be used to gather or collect information by distributing question paper for
student about the dormitory system.
Interviewing
we will uses this method to get the basic information by interviewing person who have
information about dormitory management system of Wolkite University.
4
4
5
By reading documents
We will apply this method to gather information by reading different books or documents that
are previously printed from Google or other sources.
System analyses and design methodology
In order to develop our project structural SAD methodology will be used which makes it
easy when we do our project.
It is sequence of steps that are important for develop our final system.
Programing development language and tool
Programing development language
Oracle for connecting to database.
Java,C# language use to user interface.
Tool
There are hardware and software tool that are used to develop our project.
Hard ware tools include: -
Flash: - used to store and movement data.
Personal computer: - to write and store the collected information.
Keyboard
mouse
5
Software tools
Microsoft word 2013: - uses to write the collected data and information in word.
Microsoft PowerPoint-uses to present the project.
Software process model
The software process model that our team will usewater model because of the following reasons:
This model is simple
Requirements are very well documented, clear .
There are no ambiguous requirements.
Easy to arrange task.
Process and result are well documented.
Cleary defined stage.
The project is short.
Scope and limitation of the proposal
Scope of the system
The scope of this project is to develop a new web based Dormitory Management system
which will avoid the problems associated with the manual processing. Including
Enable students view their dormitory information easily and quickly
Generate report efficiently.
Manage dormitory related information.
Online Registration: -The system registers all the information of the institution.
Placement process: the dormitory manager/director will place the student to their
respected block and dorm.
Manage the student profile: the respected proctors will manage the new student as well as
the existing ones.
Message: -the user like student, proctor and dormitory manager can communicate
with each other through this system.
The student enables to get bed service.
6
Limitation of the system
The new system always need internet connection
The system need skilled people.
Need of electricity.
5
Cannot focus on another university dormitory management system.
Lack of experience to develop the system.
We cannot get enough information each office when we question about the working
structure.
Feasibility Study
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.
Economic feasibility:-Our project takes some amount of costs that is for computers, papers, for
printing materials, for writing materials and so on. Finally when we compare the benefit that we
got with our cost our benefit is better so our project is economically feasible.
Generally the system that we developed, WKUDMS brought a number of tangible and
intangible benefits.
Tangible benefits:
1. Cost Reduction
2. Error Reduction
3. Increase Speed of activity
Intangible benefits:
1. Reduce Resource Consumption
2. Increase security
3. Increase Management flexibility
Technical feasibility: - This project will be developed by using c#, which is familiar with group
members and the group Members have the ability to develop this system. So the system will be
technically feasible or can be achieved easily from the perspective of technical need.
Operational feasibility:-The system will provide simple, accurate, active, secured service. To
achieve these goals we will try to use most available resource of the university that operates in
good manner.
7
Schedule feasibility
Concern potential time frame and completion dates for all major activities within a project meet
organizational deadlines. So the time we take to develop this system is expressed as follows.
No activity Date
planning 1 week
1
Problem identification and requirement analysis 2 week
2
System designing 2 week
3
Implementation of code 2week
4
Testing and validation 2 week
5
Political feasibility
The system to be developed is not conflict with any government directives, because it gives
services for the people effectively and efficiently, all the stakeholders also agreed before the
system developed. So the government is profitable and the system will be politically feasible.
Legal and constraint feasibility
Before start these project our project is announce to organization and also modify it by the
organization. Legality with current situation of the system is legal by comparing existing
situation. So our project fully legal with any aspect of current situation of the organization.
Because proposed system is not conflict with legal requirements.
Significanceand Beneficiaries of the project
The benefits of our project is todevelop online or web based system that are important for
dormitory management system.
Significance of the project
The new web based dormitory management system is important 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 easily.
Providing a well-organized record keeping system with minimum space.
8
Benefits of the project for different sectors
For the Dormitories management or proctors
They can easily manage or control students.
Important to control resource.
If they use web based system, can generate report easily for top manager.
The key dorm manager can deliver command to else dormitories.
To know which material is destroyed or not by student.
For the top manager of the dormitory system
Can easily get reports at anytime and anywhere.
Can get full information about students in the dormitory system.
For security purpose.
For students
To know their placement at anytime and anywhere after and before coming to campus
They can easily get clearance for a short period of time when they want to go out of the
campus.
There is no disturbance between students because the proctor can easily control them.
Project plan
Planning to do the project identifies business problem.
Analyzing the requirement of the system.
The first month to start the project was February performed mainly for requirement
gathering. This took off course 2 weeks and at the begin April completed requirement
analysis and write the documentation so Through the last two weeks of April and
part of May, we were able to begin designing, after design we began implementation
on may. Around the same time, testing began and continued throughout the
remainder of the project. Finally submit the project. This total date will be
completed 8 weeks (56 date).
9
Work breakdown structure and deliverable
NO Member Responsibility
1 biniam planning
2 Bayileyegne&eyasu Problem identification and requirement analysis
3 Nebyu System designing and implementation of code
4 Ermias Testing and validation
Communication plan and project organization
Project schedule
These title shows the time for performing activity.
No.
Activities Submission date
02\07\2011
17\08\2011
15\09\2011
19\07\2011
03\08\2011
01\09\2011
1 Select title
2 Show proposal
3 System analysis
4 System design
5 Implementation
6 Testing and
maintenance
Fig.1.3. time schedule of the project
CONCLUSION
10
In generalWolkite university Dormitory management System is one of the main Management
system found in the Universities Management. This system is a web based application to serve
students as well as the working group of the system in different direction. Students know their
dorm online and saving proctors time lost for assigning dorm for students, preparing report
while student leave from campus, etc.
Through various challenging, now the team members are coming to the end of this project.
Those different challenges made possible by the cooperation of all the group members. In
developing this project all group members contributed their full capability with maximum
interest and all group members get ways toward developing a project.
Ref
11
12
