CHAPTER FOUR

SYSTEM DESIGN

4.1 Introduction

This chapter delves into the design phase of the hostel reservation and booking system for

Admiralty University students. Building upon the system analysis and research methodology

discussed in Chapter Three, the following sections analyse the structured approach taken to

translate these insights into a functional system. The design phase is important as it serves as the

blueprint for the development and implementation stages. It includes detailed descriptions of the

system's activities, layout, flowcharts, application modules, database architecture, hardware and

software requirements, input and output specifications, and the choice of programming language.

The chapter also states the changeover procedure to ensure a seamless transition to the new

system.

4.2 Activities of the System Design

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 Figure 4.1: Activities of the System Design

4.3 The System Layout/Block Diagram

The system layout/block diagram visually represents the structure and flow of the hostel

reservation and booking system. It illustrates how different components interact and how data

moves through the system.

Figure 4.2: System Layout/Block Diagram

Key Components

1. User Interface:
 Students: Access for booking and managing reservations.
 Administrators: Access for managing bookings, rooms, and student data.

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 2. Application Server:
 Booking Management: Handles booking requests and cancellations.
 User Authentication: Manages login and security protocols.
 Notification System: Sends booking confirmations and updates.
3. Database Server:
 Student Information: Stores student profiles and credentials.
 Room Information: Stores details of available rooms.
 Booking Records: Maintains records of all reservations.
4. Security Layer:
 Authentication: Verifies user identity.
 Authorization: Controls access to system functions.
 Encryption: Secures data in transit and at rest.
Data Flow
1. Student Login:
 Student logs in via the user interface.
 User authentication verifies credentials.
2. Room Selection:
 Student browses available rooms.
 System retrieves room data from the database server.
3. Booking Request:
 Student selects a room and submits a booking request.
 Booking management processes the request.
 Notification system sends a confirmation.
4. Administrator Actions:
 Admin logs in and manages bookings.
 Admin updates room availability and student information.
 Changes are saved to the database server.

This structured layout ensures a seamless flow of information and efficient handling of booking

operations, providing a robust foundation for the hostel reservation and booking system.

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4.4 The System Flowcharts

System flowcharts provide a visual representation of the workflows within the hostel reservation

and booking system. These diagrams illustrate how tasks are performed and how data flows

through the system, helping to identify the sequence of interactions between different

components.

4.4.1 User Login Flowchart

Figure 4.3: User Login Flowchart

 Start: User accesses the login page.

 Input Credentials: User enters username and password.
 Authenticate: System verifies credentials.
 Access Granted: User is granted access upon successful authentication.
 Access Denied: User is prompted to re-enter credentials if authentication fails.

4.4.2 Room Booking Flowchart

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 Figure 4.4: Room Booking Flowchart

 Start: User selects the room booking option.

 View Rooms: System displays available rooms.
 Select Room: User selects a desired room.
 Submit Request: User submits the booking request.
 Process Booking: System checks room availability and processes the booking.
 Confirmation: User receives booking confirmation.

4.4.3 Administrator Management Flowchart

Figure 4.5: Administrator Management Flowchart

 Start: Admin logs into the system.

 Manage Rooms: Admin adds, updates, or deletes room information.
 Manage Bookings: Admin reviews and modifies booking records.
 Manage Users: Admin updates student profiles and credentials.
 Log Out: Admin logs out of the system.

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Flowcharts simplify complex processes, making them easier to understand, identify potential

bottlenecks and optimize workflows, and enhance communication between developers,

stakeholders, and users.

4.5 Application Module

The application module section defines the functional units or modules that collectively enable

the hostel reservation and booking system to perform its tasks. Each module represents a specific

feature designed to fulfill distinct aspects of the system's requirements.

Figure 4.6: Application Module

These modules work collaboratively to ensure seamless operation of the hostel reservation and

booking system. They are integrated to exchange data and facilitate smooth workflows,

providing a comprehensive solution for managing hostel accommodations effectively.

4.6 Database Design

The database design for the hostel reservation and booking system is crucial for organizing and

managing data efficiently. It determines how information is stored, accessed, and maintained to

support seamless operations.

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 Key Components of the Database Design are

i. Tables: Define entities such as students, rooms, bookings, and administrative users within the

database schema.

ii. Relationships: Establish connections between tables using primary keys and foreign keys to

reflect real-world associations (e.g., each student may have multiple bookings).

iii. Constraints: Enforce rules to maintain data integrity, including unique constraints, default

values, and checks to ensure valid data entry.

iv. Indexing: Improve query performance by creating indexes on frequently searched columns,

facilitating faster data retrieval.

v. Normalization: Reduce data redundancy and dependency through normalization techniques

(e.g., 1NF, 2NF, 3NF), ensuring data consistency and minimizing update anomalies.

4.7 Hardware and Software Requirements

The hardware and software requirements for the hostel reservation and booking system are

essential to ensure optimal performance and functionality.

4.7.1 Hardware Requirements:

i. Server: A robust server capable of handling concurrent user requests and database

operations.

ii. Storage: Adequate storage capacity to accommodate data growth and system backups.

iii. Networking: Reliable network infrastructure to support seamless communication

between client devices and the server.

4.7.2 Software Requirements:

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 i. Operating System: Server-grade operating system (e.g., Windows Server, Linux) for

hosting the application and database.

ii. Database Management System (DBMS): A scalable and efficient DBMS (e.g., MySQL,

PostgreSQL) for managing data storage and retrieval.

iii. Web Server: Web server software (e.g., Apache, Nginx) to host and serve the application

to users.

iv. Programming Framework: If applicable, a framework (e.g., Django, Spring Boot) for

web application development.

4.8 Input and Output Requirements

The input and output requirements of the hostel reservation and booking system define how users

interact with the system and how the system responds to user actions.

4.8.1 Input Requirements:

i. User Input: Forms for student details, room preferences, and booking requests.

ii. Administrative Input: Interfaces for managing room availability, student records, and

booking modifications.

4.8.2 Output Requirements:

i. User Output: Confirmation messages, booking details, and room availability status.

ii. Administrative Output: Reports on occupancy rates, financial summaries, and booking

statistics.

4.9 Choice and Justification of Programming Language

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The choice of programming language for developing the hostel reservation and booking system

is necessary for ensuring efficient development, maintenance, and scalability. Python

Programming Language will be chosen for its versatility, readability, and extensive libraries

suitable for web development and data manipulation tasks required by the system. In terms of

versatility, Python supports both web development frameworks (e.g., Django, Flask) and data

processing libraries (e.g., Pandas), making it ideal for building the user interface and handling

backend data operations.

Python has a large developer community and robust ecosystem, ensuring continuous support and

availability of resources for development and troubleshooting. It also has Scalability. Python's

scalability allows for easy integration of additional features and modules as the system evolves.

4.10 Changeover Procedure

The changeover procedure for implementing the hostel reservation and booking system is an

attempt to ensure a smooth transition from the existing system to the new system. The following

are the procedure Steps:

i. Planning and Preparation: Assess current system capabilities and define objectives for

the new system. Establish a timeline and allocate resources.

ii. Testing and Validation: Conduct thorough testing of the new system to ensure

functionality, data integrity, and user acceptance. Address any issues identified during

testing.

iii. Training: Train users and administrators on the use of the new system, including booking

procedures, administrative functions, and system maintenance.

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iv. Data Migration: Transfer existing data from the old system to the new system, ensuring

accuracy and completeness of data migration processes.

v. Deployment: Deploy the new system in stages or all at once, depending on the scope and

scale of implementation. Monitor system performance and user feedback during initial

deployment.

vi. Evaluation and Adjustment: Evaluate system performance post-implementation, gather

user feedback, and make necessary adjustments to optimize system functionality and user

satisfaction.

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