COLLEGES OF COMPUTONG AND INFORMATICS

DEPARTMENT OF INFORMATION SYSTEM

SYSTEM ANALAYSIS AND DESIGN
SECTION A
GROUP 5
MEMBER ID
1. Nebyu kelemu CIR/139/10
2. Ermiyas Bogale CIR/110/10
3. Bayleyegne Alamir CIR/089 /10
4. Biniam Shiferaw CIR/096/10
5. Eyasu Aynekulu CIR/111/10

SUBMITED TO MR.GETU
Table of Contents page
CHAPTER ONE......................................................................................................1
1.1 . Introduction................................................................................................1
1.2. Background of WKU......................................................................................1
1.3. Dormitory management system in wku........................................................1
1.4. Objective of the project................................................................................1
1.4.2. General Objectives.....................................................................................1
1.4.2. Specific Objectives.....................................................................................1
1.5. Statement of the problem............................................................................2
1.5.1. Problems in the existing system.................................................................2
1.5.2. Solution preserved from existing system...................................................3
1.6. The proposed system....................................................................................3
1.6.1. Functional requirement.............................................................................3
1.6.2 Non-functional requirement.......................................................................3
1.7 Importance of the project for different sectors..............................................4
1.8 Scope and limitations of the project..............................................................5
1.9 Methodology................................................................................................5
1.10 Tools and techniques used in the project.....................................................5
1.11 Feasibility Study of the new System.............................................................6
CONCLUSION.......................................................................................................8
 CHAPTER ONE
1.1 . Introduction
1.2. 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 e.c the university is located in the
southern nation nationalities regional state in garage zone, at Gubrie site.The university
command post was stationed at wolkite town until September 2013 but moved to the main
campus at Gubrie site.

1.3. Dormitory management system in wku

Dormitory Management System is one of a system designed to enable the university to
manage all aspects of their 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
academic service, dining, 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. So
we the project team members were initiated for this project to identify and analyze those
problems and to put possible solutions.

1.4. Objective of the project

1.4.2. 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.

1.4.2. Specific Objectives

 In order to achieve the main objective, we have the following specific objectives:
 Developing user friendly interface.
 To keep the overall records associated with the dormitory and student information in a
permanent database.

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  To minimize the work load of the employees (proctors).
 To assign the dorm to the students without any fault.

1.5. Statement of the problem

1.5.1. Problems in the existing system
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 bureau of wku and gives to the student affairs including
dormitory and dinning office .After taking the list, they assigned students to each
block and room. 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:-when the 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.

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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.

1.5.2. Solution 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.

1.6. The proposed system

1.6.1. Functional requirement
 The following are the functional requirements of the new system.
 The system should identify the location.
 The system should arrange students for location.
 The system should assign dorms for students.
 The system should generate timely report about the location.
 The system should store all the data related with all the tasks performed into a database.

1.6.2 Non-functional requirement

User Interface

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This show that the user interact with the system properly and guiding them to perform their task
according to the system. Proctor change data from the database where as student see the
information only but cannot change the information from the database.

Quality Issue
Information in database should be as much as possible correct and updated in each semester.

Security Issue
This system provides the data in the dormitory system should be accessible only for an
authorized user. Students can view their dorm information by using their identification card
number and/or registration number.

Performance characteristics
The 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.

Efficiency
These statement shows that the response time should be small.

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.
 Providing a well-organized record keeping system with minimum space.

1.7 Importance 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.

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 
 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.

1.8 Scope and limitations of the project

Scope of the project
 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.
 The proposed system includes:-
 Assign the dorm accordingly
 Enable students view their dormitory information easily and quickly
 Generate report.
 Manage dormitory related information.

Limitations of the project

 It’s difficult to know students information and give clearance while they are living the
campus.
 Failure of electric power and network connection.
 It is resource limited to prepare the proposal.
 Lack of time due to the overlapping of another project.
 When we print the document it requires much amount of money.

1.9 Methodology
 Our system development methodology is structural SAD which makes it easy when we
do our project.
 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.

1.10 Tools and techniques used in the project

Tools used in the project
In order to perform our project in effective and efficient manner we use the following tools.

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  Paper
 Desktop
 Pen
 Flash

Techniques used for fact gathering

This tittle show that the way that are important to gather information to perform our project.
From the techniques
 Direct observation
 Questioner
 By interviewing the top management.
 By reading documents

Direct observation
This method shows gathering of information by observing the system before during writing
clearance or other report.

Questioner
This method can be used to gather or collect information by distributing question paper for
knowledgeable person (person) about the dormitory system.

By interviewing the top management

This method of data collection also used to collect data that are important to do our projects by
interviewing top manager of the dormitory management.

By reading documents
This tittle is all about gathering information by reading different books or documents that are
previously printed from Google or other sources

1.11 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.

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.

Technical Feasibility

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The system to be developed by using technologically system development techniques and the
group members have enough capability to develop the project.This project is used to understand
all the possible technical target including size, complexity and the group experience with similar
system.

Economic Feasibility
 The system to be developed is economically feasible and the benefit is outweighing the
cost
 To complete our project, the required material used are
 Flash
 paper
 time
 paper
 80 birr
 Generally the system that we developed, DBUODMS brought a number of tangible and
intangible benefits.

Tangible benefits:
o Cost Reduction
o Error Reduction
o Increase Speed of activity

Intangible benefits:
 Reduce Resource Consumption
 Increase security
 Increase Management flexibility

Political feasibility
The system to be developed is not conflict with any government directives, because it gives
services for the people effectively.

SCHEDULE
 This statement is used to assess the degree of all the required times that are needed to
complete all major activities in the project including data gathering, requirement
gathering, analyzing requirement’s and testing etc.
 The time required to plan project the project is three days.
 The time required to gather information from different source is two weeks.
 The amount of time required to Reviewing the current system is four days.

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 
 The total time required to Gathering requirement is two weeks.
 The total amount of time required to analyzing the requirement is one week and also the
amount of time required to implementing the requirements is one week.
 The time required for testing the project is one week.

CONCLUSION
In general Wolkite 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.