WERABE UNIVERSITY

INSTITUTE OF TECHNOLOGY

DEPARTMENT OF COMPUTER SCIENCE

ONLINE DORMITORY MANAGEMENT SYSTEM

SUBMITED TO DEPARTMENT OF COMPUTER SCIENCE

IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR
THE DEGREE OF BACHLER OF SCIENCE IN COMPUTER SCIENCE

BY

STUDENT NAME ID NUMBER

1. SHUMET WOLDIE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . NSR0752/12

2. LIYLETMANDEFRO. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . NSR0528/12

3. MELESYALEW. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . NSR0563/12

ADVISOR NAME SEID

WERABE, ETHIOPIA

JULY 10, 2023

This is to confirm that the project report entitled Online Dormitory Management System submitted to Werabe
University, Institute of Technology department of Computer Science in partial fulfilment of the requirement
for the award of the degree of Bachler of Science in Computer science is an original work carried out by
Shumet Woldie, Liylet Mandefro, and Meles Yalew under my guidance. The matter embodied in this project
is reliable and is genuine work done by the student and has not been submitted whether to this University or to
any other University /Institute for the fulfilment of the requirement of any study.

Student Team Approval Form

Student Name Student Signature

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Advisor and department head Approval Form

Advisor Name Advisor Signature

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Department Head Name Department Head Signature

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Examiner Approval Form

Examiner Name Examiner Signature

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Acknowledgement

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First of all we would like to thank for our advisor seid for his descriptions on how to write project
documentation from the beginning of problem formulation up to the completion of the project by providing
explanation and giving helpful guidance.

Contents

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Acknowledgement............................................................................................................................................................. ii
Acronyms and Abbreviations.............................................................................................................................................v
Abstract.............................................................................................................................................................................. v
1. Introduction................................................................................................................................................................ 1
1.1. Background of the organization..................................................................................................................................1
1.2. Motivation of the project.............................................................................................................................................2
1.3. Statements of the problem...........................................................................................................................................2
1.4. Objective of the project...............................................................................................................................................3
1.4.1. General Objective.................................................................................................................................................3
1.4.2. Specific Objective................................................................................................................................................3
1.5. Feasibility Analysis of the project...............................................................................................................................3
1.5.1. Needs of feasibility Analysis:.........................................................................................................................3
1.5.2. Operational feasibility....................................................................................................................................4
1.5.3. Technical Feasibility............................................................................................................................................4
1.5.4. Economical Feasibility.......................................................................................................................................4
1.5.5. Political feasibility................................................................................................................................................5
1.6. Scope and limitation of the project..............................................................................................................................5
1.6.1. Scope of the Project..............................................................................................................................................5
1.6.2. Limitations of the project.....................................................................................................................................5
1.7. Significance of the project...........................................................................................................................................5
1.7.1. Beneficiary of the new system..................................................................................................................................6
1.8. Methodology of the Project.........................................................................................................................................6
1.8.1. Data finding Techniques.......................................................................................................................................6
1.8.2. System analysis and design techniques.................................................................................................................7
1.8.3. Development Tools and Technologies..................................................................................................................7
1.8.3.1. Tools used......................................................................................................................................................7
1.9. Budget and time Schedule of the Project.....................................................................................................................7
1.9.1. Budget Schedule of the Project.............................................................................................................................7
1.9.2. Task and Time Scheduling...................................................................................................................................8
1.10. Team Organization....................................................................................................................................................9
1.11. Document organization.............................................................................................................................................9
Chapter Two..................................................................................................................................................................... 10
Description of the Existing System..................................................................................................................................10
2.1 Introduction................................................................................................................................................................ 10
2.2 Description of Existing System..................................................................................................................................10
2.3 Major Functions of Existing System..........................................................................................................................10
2.4. Player of the Existing System....................................................................................................................................11
2.5. Business Rules of the Existing System......................................................................................................................11

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2.6. Forms and Other Documents of the Existing Systems...............................................................................................12
2.7. Drawbacks of the Existing System............................................................................................................................13
Chapter Three................................................................................................................................................................... 13
The Proposed System.......................................................................................................................................................13
3.1 Functional Requirement.............................................................................................................................................13

Acronyms and Abbreviations

WRU- Werabe University

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DMS- Dormitory Management System

WRUODMS-Werabe University Online Dormitory Management System

PHP-Hypertext Pre-Processor

HTML-Hypertext Mark-up Language

JS-Java Script

CSS- Cascading Style Sheet

MS- Micro Soft

IDE- Integrated Development Environment

Abstract
The main aim of this project is to develop automated dormitory management system for Werabe University.
The existing system of dormitory management is manual based. This manual based dormitory management
system has limitations on the management process and it is difficult for employees to manage students; this is

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due to facing different problems like data redundancy, lack of security of data, losing of resource like paper,
and time.

The new system which is entitled web based dormitory management system for Werabe University fixes these
problems by reducing the required time of the management system, reduce the occurrence of errors that made
by the manager, change the manual storage of data in to computerized system and by providing fast, reliable,
flexible, efficient and secure services for the users. To do this proposal the group member used different
method of data collection like interview, direct observation, and existing document.to develop our project we
will use object oriented approach.

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 1. Introduction
Manually Dormitory management system use physical paper for Documentation and other works. As we
know technology has emerged its win across in almost human activities. Now a day it is good if every task is
done by using new technology in order to satisfy the need of human being, Organization etc. In 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; mean they should have facilitate their activities in computerized
way. So we want to make the management system easier and make the system comfortable for the user and
the Dormitory Authority.

1.1. Background of the organization

WRU is one of the 4th generation universities established in 2018. It is located 172 km south west of Addis
Ababa and 155 km away from Hawassa. The foundation stone was laid down on 29th November 2007 E.C by
the Prime Minister of Ethiopia his Excellency Hailemariyam Dessalegn. The construction process of the
university was started immediately and on a total land area of 137 hectares which was given by the
administration of werabe town [1].

WRU started the teaching, learning process on January 2010 E.C with enrolment of around 1270 students in
faculty of education with four Streams. Those are:-

1. Social Sciences and Humanities

2. Natural and Computational Science
3. Agricultural and Natural Resource
4. Business and Economics

In addition to the academic service the university provides the dining, health care, dormitory, community
service and other services for the students as well as the werabe town community.

Currently, the University has admitted over 4000 students in regular and irregular education programs in 24
departments under 6 Colleges, namely

1) Social Sciences and Humanities

2) Law and Governance and

3) Health Sciences

4) Natural and Computational Science

5) Agricultural and Natural Resource

6) Business and Economics

In the university there are many different management activities. Among those the one; Dormitory
Management system Service can be taken as an example. In this process there are problems that associated
with the Dormitory Management system.so our project team members are initiated for this project to identify
and analysis those problems and finally to put possible solutions.

1.2. Motivation of the project

The motivation to build the project has come from digitalization of Dormitory management system which
was based on manual approach and the system will be digitalized using online web based system.

Hence, developing the system using technology has an important effect for organizations and offices; which
is in our case the WRUODMS. 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.

1.3. Statements of the problem

Currently, Werabe University uses a manual approach to manage the students in the dormitory. To process
the operation first the ministry of education sends all the information to the registrar and then gives to the
dormitory and dining office. After taking the students list, the dormitory assigned students to each block and
rooms with without considering disability. During that time the proctors and disabled students faced
different problems to operate their tasks hence the working approach is manual.

The manual system is not only affecting the management members, it also affects the students during the
time of viewing their dormitory information. Some of these problems are:-

 Data duplication
 Time consuming
 Require more workers(proctors) to assign students
 Management inflexibility
 Assigning male to female room or female to male room
 Assigning students with without considering disability
 Assign students over room capacity

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 1.4. Objective of the project

1.4.1. General Objective

The main objective of this project is to develop a new web based Dormitory Management System to solve
the above mentioned problems with the existing system.

1.4.2. Specific Objective

To achieve our general objective we have identified following specific objectives.

 Requirement gathering: - By using different techniques of requirement gathering we will

collect feature of currently available management system and include them as a requirement
for these our new system.
 Review of existing system: - we will also review the existing system and try to identify viable
solution to the qualities and features these system have.
 Analysis: - the team will analyse the requirements and decide about the technologies and
things need to the new system functionality.
 Propose design:-in this section we will describe every subsystems that exist in the system. Its
persistent data management detailed class description and so on.
 Implement the proposed system:-we will implement dormitory management system based on
the proposed design. Develop a user friendly interface
 Evaluate and Test the System:-we will deploy the system to the student and proctors

1.5. Feasibility Analysis of the project

Feasibility analysis is essential to evaluate the benefits of the new system. On the basis of feasibility analysis
it helps to find all the possible solution of the study to determine either the new system is feasible or not.

1.5.1. Needs of feasibility Analysis:

The main need of feasibility analysis is not to solve the problem but to achieve the scope of project. In the
process of feasibility study cost and benefits are considered with greater accuracy. More over feasibility
analysis allow to focus on the new system in different way. It show us all the function of new system and the
potential for success by identifying obstacle and problems.

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 1.5.2. Operational feasibility
The project will be developed in such a way that it become very easy for users due to its user friendly
version. So there is not much training required for users to use and also compatible in different operating
systems and web browsers. Therefor the designed system is operational feasible.

1.5.3. Technical Feasibility

Technical feasibility analysis is focused on gaining an understanding of the present technical resources of the
organization and their applicability to the expected needs of the proposed system. The system to be
developed by using technologically system development techniques such as PHP, JavaScript, 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.

1.5.4. Economical Feasibility

The system that we are going to develop is economically feasible and the benefit is outweighing the cost.
Since this project will make computerizes the existing system, by now the reduction of cost for materials
used in manual operation becomes important to the organization.
Economic analysis is the most and frequently used method for comparing the cost with the benefit or income
that is expected from designed system. In the existing system, many workers are involved in the task
operation but in the designed system, number of worker will be reduced drastically. So the proposed system
is economic.

Tangible benefits:
1. Cost Reduction:-
The system will reduce the numbers of workers and working time. So the cost will be decreased as
compared with cost of existing system. Therefore we can say the system is economically feasible
because its expected income is greater than the cost.
2. Error Reduction:-
Avoids errors by removing data redundancy that leads to unwanted wastages of time.
3. Increase Speed of activity:-
Increase the speed of activity by reducing the duration time of the existing system by automating its
managing process like, allocation of students.
Intangible benefits:
1. Reduce Resource Consumption
2. Increase security
3. Increase Management flexibility

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 1.5.5. Political feasibility
The designed system will be implemented as one of governmental institutions; the system to be developed
has not conflict with any government regulations, rules and directives. So, the government will get profit and
the system will be politically feasible.

1.6. Scope and limitation of the project

1.6.1. Scope of the Project

The scope of this project is to develop and implement a new web based dormitory management system for
Werabe University which will avoid the problems that associated with the manual dormitory managing
system.

The designed system will include the following scopes:

 Manage building information like registration of building, bed, and campus.

 Assign the dorm to the student without any fault automatically.
 Remove from dorm, transfer from dorm to another dorm and assigning new placement
 Enable students to view their dormitory information easily.
 Generate report for tasks.
 Manage dormitory related information.

1.6.2. Limitations of the project

The following are our expected limitations to the project.

 The system will not operate without internet connection and electric power supply.
 The new system will not able to give clearance while students are living the campus.
 The system is language dependence hence it use only English language.

1.7. Significance of the project

The new online dormitory management and allocation system is highly reliable, easy, fast and consistent and
will play a great role for reliable service for students, proctors and for the management.

The significant of the new proposed system includes the following.

 Minimize the work load of proctors.

 Make students to see their dorm (room) easily and quickly.
 To minimize time and effort needed to perform tasks.

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  To make tasks efficient and easy in every aspect.
 To manage students and building information
 Provide a well-organized record keeping system with minimum space and cost need.

1.7.1. Beneficiary of the new system

This is all about who get benefit from the new system. The following are some beneficiaries in our system.

 Students : student can view their dormitory information easily and timely
 Proctors’ proctors work load also minimalized and make very simple.
 University: the university also get a better audience.

1.8. Methodology of the Project

1.8.1. Data finding Techniques

A data collection is a systematic approach to collect the accurate information about the existing system

To collect the precise information or data we interview students and stack holders like proctors and student’s
directory to collect user requirements.

Observation of the current existing system was done in the dormitory management office in order to find out
how the manual existing system gives functions. As mentioned above to collect the data we use requirement
gathering method like:-

1, Interviews:-to gather the essential information about the existing system and background our team
member has asked the proctors and few students about the service they get from it.

2, Direct observation:-direct observation is another method of gathering information and it is simple. Our
project team member observe physically information or data that cannot be get from the stake holders or
others they are associated to the interviews and it is essential if some students and stake holders have a
shortage of communications due to the lack of languages.

3, Existing document:-to get more information about project we use an earlier document that helps us to
collect the existing data and to develop the project.

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 1.8.2. System analysis and design techniques
To analysis our system we have used object oriented system analysis and design method specifically Unified
Modelling Language (UML) model. We have used this because of the following advantages:-
 To make the design and implementation of program simple.
 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.
 Increased consistency among analysis, design and programming activities.
 Increase communication among users, analysis, design and programming.

1.8.3. Development Tools and Technologies

1.8.3.1. Tools used
Different hardware’s were used to develop our project.
Hardware requirements:
 Computer: we will use a computer which is Window10 operating system.
 Flash disk: we will use flash disk when we move our data from one machine to another.
 Mouse, key board and monitor: will be used for inputting and outputting of data.
 External hard disk: will be used to store our project data.
Software requirements:
 Frond End: we will use HTML,CSS and JS for front end development,
 Operating system: window10
 Server side script : XAMPP
 Rational Rose :Visual paradigm,Edrow: will be used for UML standard design:
 Backend : we will use My SQL, PHP for back end development
 IDE : Sublime text editor/Bracket

1.9. Budget and time Schedule of the Project

1.9.1. Budget Schedule of the Project

No Material Amount Price per unit Total price
1 Flash disk 2 300 600
2 A4 size paper 1 500 500
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3 pen 6 20 120
4 For print 100 4 400
Total 0
Table 1: Budget schedule

1.9.2. Task and Time Scheduling

Tasks Time
Dec 11 - Dec 20

May 02-May 15
Mar 01-Apr 30
Dec 5 - Dec 10

Dec 24 - Jan 4

Jan 5-Feb 30

Data collection

Proposal writing
Design and analysis
documentation
Implementation and coding

Testing
Table 2: Task and Time schedule

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 1.10. Team Organization

Team Member Id No Email Address Tasks

1 Shumet NSR/0752/12 [email protected] All task

Woldie All task
2 Liylet NSR/0528/12 [email protected] All task
Mandefro

3 Meles Yalew NSR/0563/12 [email protected] All task

Table 3: Team organization

1.11. Document organization

This project is organized in seven chapters and each chapter include different contents to build the project
function.

Chapter one: - Describes all about project proposal

Chapter two: - Describes the description of the existing system

Chapter three: - Describes the proposed system

Chapter four: - Describes about the system analysis of the project

Chapter five: - Describes about system design

Chapter six: - Describes the implementation of project and testing

Chapter seven: - Describes about the conclusion and recommendation

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 Chapter Two

Description of the Existing System

2.1 Introduction
This chapter describe the existing system, major function of the existing system and users or players of the
existing system. The chapter also explain the business rule, forms and documentations as well as drawbacks
in the existing system.

2.2 Description of Existing System

The current system of WRU dormitory management system is manual. To arrange and assign students to
dorms, Proctors have to follow the record as it is arranged by WRU Registrar office and allocate Students
depending on department and the lists of the students’ arrangement. After getting the students list from the
registrar office, they allocate the students to each block and dorm. Due to the numbers of students, the
allocation method causes problems like assigning male students to female 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.

2.3 Major Functions of Existing System

Although the existing system uses manual approach to perform dormitory management activities, the system
has the following major functions.
 Arranging the building for assignation setup: the total number of buildings with their holding
capacity is counted
 Arranging students for allocation: the total number of students, and their collage, department, sex,
class and year information is received from registrar. Then students are arranged based on their sex,
year, department, and collage information for dormitory assignation.
 Dormitory allocation: based on the arrangement of student’s; dorms are assigned for students in
addition with associated dormitory resources, like table, locker, beds, chairs etc.
 Generating allocation report: based on the dormitory assignation the assignation report is prepared
and posted for student when they arrive to the campus after annual break.

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  Managing and controlling dormitory resource: at the starting and ending of each year, dormitory
resources are recorded and controlled whether they are functioning properly or not, then appropriate
measure is taken.
 Controlling student’s discipline: student’s discipline measures are controlled and recorded, whether
they use the dormitory resource properly or not, and whether they act and perform things as per the
dormitory rules and regulations.

2.4. Player of the Existing System

An existing system contains different players to carry out its function. Among those different actors,
the most common are Proctor manager, this player provides the list of all students’ information who satisfy
all requirement for allocation to proctors, Students, they will be assigned in to their dorm by proctors and
assigned for the material they get from the proctor, Proctors, who involved strongly in the existing system.
They collect students list from registrar. After they get all these information’s from this body they will place
the students according to their sex, class year, department and collage.
The major players or actors in the existing system are:
 Students
 Proctors
 Proctor manager

2.5. Business Rules of the Existing System

A business rule is effectively an operating principle that must be fulfilled and obligated in order the
system will function properly and effectively. The existing system have the following business rules.
BR1: Only one dorm is assigned for six students, and those students should live in the dorm which assigned
to him/her.
BR2: Students should not change their assigned dorm without the permission of the proctor with sufficient
reason.
BR3: Students are allocated in such a way that male students are not assigned with female students.
BR4: Proctors should not place one student in more than one dorm.
BR5: Proctors should not use student’s personal information for other purposes.
BR6: Buildings should be arranged before the allocation.
BR7: After the allocation reports should be prepared by proctors for posting
BR8: Only one student is assigned for one bed

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 2.6. Forms and Other Documents of the Existing Systems
In the existing system, proctors use different forms and reports to manipulate different records associated
with the different tasks. Among them Dormitory allocation form is one of the main paper documents used
in the existing system. The form is look like this:

2.7. Drawbacks of the Existing System

The manual dormitory management system is faced to different problems. These problems can be
seen from the following perspectives like, performance, economic, control, efficiency and services given by
the existing system to the users.
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  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 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
 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 given
services 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.

Chapter Three

The Proposed System

3.1 Functional Requirement

The functional requirement of a system is all about the basic task of the system which is going to be
develop; it answer the question what the system will perform after it’s deployed?
The proposed system have the following functional requirements.
 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.

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