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Dormitory Management System Documentation

Uploaded byTsegaye Andargie Date uploadedon May 13, 2013

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This document provides an overview of the Arbaminch University Dormitory Management System
project. It discusses the background and motivation for developing a new computerized system to
manage student dormitories more efficiently. The current manual system is prone to errors during
student allocation and record keeping. The new system aims to automate processes, store student
records digitally, and address current problems. It will benefit dormitory management, proctors, and
students by improving operations, reducing errors and time spent on manual tasks.
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Arbaminch University Department ofComputer Science &IT

Chapter One1.Introduction

1.1Background Information

Arbaminch University is one of the major universities in thecountry. The University gives educational
services for regularstudents as well as extension programs for the people who live inArbaminch town
and neighboring cities. The University is also aresearch institute for different areas of field of studies.In
the University there are different management activities thatare performed. Among those management
activities ArbaminchUniversity Students’ Dormitory Management is one of the majormanagement
activities which are performed to arrange and allocatedorms for students. In this process there is a
potential problemassociated with the Dormitory Management. So the team initiatedthis project to
identify and analyze those problems and to putpossible remedies (solutions).

1.1.1Strength and weakness of thecurrent system1.1.1.1Strength of the current System

-It gives sustainable Dormitory Services forStudents-It provides approximately proportional number
ofproctors for buildings-It provides better control of dormitory materials

1.1.1.2Weakness of the currentSystem

The weaknesses associated with the current system are as follows:

Manual processing of management activities like: -arranging buildings for the allocation, assigning
proctors forAMU-DMSPage

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Arbaminch University Department ofComputer Science &ITbuildings and rearranging students and
dorms. Since the total noof students and dormitories available in the campus is very large,managing this
huge number manually is very tedious and is proneto many problems.

All the necessary records of the above managementactivities are kept manually on papers and stored in
file cabinet.

Due to manual processing, error occur which lead tounnecessary rework.

1.2Background of the project

1.2.1How it is initiated?

This project is initiated to develop system, as a final yearproject for completing a study of B.Sc. Degree
in ComputerScience and IT. The team is organized to develop a web basedDormitory Management
System which will enable the project teamto get B.Sc. Degree in Computer Science and IT.

1.2.2Team composition

The team composition for this project is as follows:

1.3Statement of the problem

AMU-DMSPage

Job positionName

Project managerBiniam TesfayeSystem analystTadele KebebeFrezer YiheiyisSystem designerSuleyman

YimerProgrammerNegeri Negassa

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Arbaminch University Department ofComputer Science &IT The major problems associated with the
above mentionedactivities are the following: During the arrangement of students forthe allocation, list
of students is received from student dean andstudents are classified based on their sex and level of
education.During this process some male students are assigned dorm withfemale students and some
female students also assigned with malestudents. This is a great problem facing each year, and leads
tounnecessary rework. The other problem is all the records associatedwith the overall management
process are stored manually on papersand stored in a file cabinet. This makes, managing and
manipulationof this data time consuming and has a significant impact on theDormitory Management
System.

1.4Objectives of the project

General objective

The main objective of this project is to develop a new WebBased Dormitory Management System which
solves the abovementioned problems with the existing system. This is achieved bydesigning a web based
application program that will change theactual manual processing to a computerized environment.

Specific objective

ARBAMINCH UNIVERSITY DORMITARY MANEGEMENNT SYSTEM(

AMU-DMS

has the following specific objectives

To design a user friendly systemAMU-DMSPage

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Arbaminch University Department ofComputer Science &IT

Designing a user interface for the new DormitoryManagement System.

To develop a database to keep the overall recordsassociated with the management process.

Enabling students to have all information about theirdormitory information before coming to campus,
so thatstudents may not face difficulties after coming there.

Every student’s data collected when a student get intodormitory life will be stored in a data base so that
thereis no loose of student record.

1.5Feasibility Analysis1.5.1Operational feasibility

The entire team member, expect that the system which is indevelopment is to be operational. That is
once the system isdeployed, it can operate on any of the operating systems whichhave a .NET
framework installed. Therefore, the system will bedesigned to be operationally feasible that if it is
deployed, thesystem will operate in any kind of platforms without any malfunctionalities.

1.5.2Technical Feasibility

The entire group members are expected the system to betechnically feasible. The system is going to be
developed byfollowing the Object Oriented System Development technique.And the team has the ability
to develop this system without anyAMU-DMSPage

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Arbaminch University Department ofComputer Science &ITdifficulty since the team has studied the
required methodologiesand tools. So the system will be technically feasible.
1.5.3Economic feasibility

To identify the economic feasibility of the project the teamhas done cost-benefit analyses which enable
the team to specifythe benefits and costs associated with the project. The followingwork sheets specify
the costs as well as benefits associated withthe project.

Intangible benefits:

The following worksheet lists theintangible benefits associated with the project.

Tangible benefits:

he team calculated the correspondingtangible benefits based on the technique called the Time Value
ofMoney (TVM).

1.

Cost

Reduction

and

Avoidance

: - To calculate thesefollowing things will be considered. Total Number of proctors in existing system=

27

Average Salary of each proctor per month =

600.00Birr

AMU-DMSPage

INTANGIBLE BENEFITS WORKSHEETAMU Dormitory Management System

1.Increase Employee Morale2.Reduce Resource Consumption3.Increase Management

flexibility4.Provides More timely information
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Arbaminch University Department ofComputer Science &IT Total money required for payment per year=

27*600*12=194,400Birr

Average Number of proctors needed when the new system isdeployed=

10

Average salary of each of them per month =

600.00Birr

Total money required for payment per year= 10*600*12=

72,000.00Birr

Difference b/n before and after deployment money required forpaymentCost Reduction and Avoidance=

194,400.00Birr-72,000.00Birr= 122,400.00Birr

Error

Reduction

:- to calculate the things to be considerare followingAverage error occurred =

10%

Money needed for error payment per year=

194,400.00Birr/10=19,440.00Birr

Increase Speed of activity

:- Increased speed calculatedas followsEspecially in allocation:-Average Days required for allocation=

15 days

Average proctor salary per day=

20.00birr

Average Days required for allocation in terms ofmoney=27*20*15=

8,100.00Birr

Average days required for the system= 1 dayAverage Days required for allocation in terms
ofmoney=10*20*1=

200.00Birr

AMU-DMSPage

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