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University of Gondar

Faculty of Informatics
Department of Information Science
Web Based Dormitory Management System for University of Gondar

By
1. Almaz Birhane
2. Aynalem Birhanu
3. Bezawit Tadesse
4. Habtamu Tesfaye
5. Meron Yizelkal
6. Tsion Endale

A Group Project Proposal


Submitted to the Department of Information Science, Faculty of Informatics, University of
Gondar, in meeting the preliminary project requirement for partial fulfillment for the award
of degree of Bachelor in Information Science

Gondar, Ethiopia
March, 2019
DORMITORY MANAGEMENT SYSTEM FOR UNIVERSITY OF GONDAR 03/20/2019

Approval Sheet
This Group Project Proposal en-titled “web based dormitory management system” has been
read and approved as meeting the preliminary project requirements of the Department of
Information Science in partial fulfillment for the award of the degree of Bachelor of Science
in Information Science, University of Gondar, Gondar, Ethiopia.

Advisors approval
_______________________________________________________________
Principal Advisor
_______________________________________________________________
Advisors
_________________________________________________________________
__________________________________________________________________
Name of advisor signature
Ins. Belay Telale
Ins. Tsehay Degese

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Acknowledgment
First of all we want to thank the almighty ‘GOD’ keep our safe, staying power and energy
starting from to get in to the friendship up to the day we have finished this Proposal
successfully. Secondly we would want to express out our deepest appreciation and gratitude
to our adviser Instructor Belay T. and Tsehay D. for their advice and constrictive commit in
our project proposal what we have to do timely and efficiently. And thirdly we would like to
thank UoG proctors and proctor managers.

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Contents
Approval Sheet................................................................................................................................. I
Acknowledgment ............................................................................................................................II
1. Introduction ................................................................................................................................. 2
1.2. Statement of the problem ..................................................................................................... 3
1.3. Objective of the project ........................................................................................................ 3
1.3.1. General Objectives ........................................................................................................ 4
1.3.2. Specific Objectives ........................................................................................................ 4
1.4. Scope of Project ................................................................................................................... 4
1.5. Delimitation of project ......................................................................................................... 5
1.6. Significance of the Study ..................................................................................................... 5
2. Literature review ......................................................................................................................... 6
2.1. Dormitory Management System .......................................................................................... 6
2.2. Web based record management system ............................................................................... 7
2.3 .Electronic record management system ............................................................................ 7
3. Methodology .............................................................................................................................. 7
System development approach .................................................................................................... 8
3.1. Data collection method......................................................................................................... 8
3.2. Existing System analysis ...................................................................................................... 9
3.2.1. Overview ....................................................................................................................... 9
3.3. Proposed system ................................................................................................................... 9
3.3.1. Overview ....................................................................................................................... 9
3.4. Requirement specification .................................................................................................. 10
3.4.1. Functional requirement ................................................................................................ 11
3.4.2. Non Functional requirement ........................................................................................ 11
3.5. System Development tools ................................................................................................. 12
3.5.1. Software Requirements................................................................................................ 12
3.5.2. Language Requirements .............................................................................................. 12
3.5.3. Hardware Requirements .............................................................................................. 13
3.6. System Design .................................................................................................................... 13
3.7. Implementation................................................................................................................... 14

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3.8. Testing (Evaluation) ........................................................................................................... 14


4. Budget plan .............................................................................................................................. 15
5. Schedule plan ............................................................................................................................ 15
6. Reference: ................................................................................................................................. 15
7. Appendix ................................................................................................................................... 16

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List of tables:

TABLE 1: SOFTWARE TOOLS ............................................................................................................ 12


TABLE 2: LANGUAGE REQUIREMENT............................................................................................... 13
TABLE 3: HARDWARE TOOLS .......................................................................................................... 13
TABLE 4: BUDGET PLAN .................................................................................................................. 15
TABLE 5: SCHEDULE PLAN .............................................................................................................. 15

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List of acronyms

CSS…………………………..Cascaded Style Sheet


EDRM………………………. Electronic Document and Records Management System
HTML………………………..Hyper Text Markup Language
MySQL………………………Structural Query Language
OOSAD……………………..object oriented system analysis and design
PHP……………………….....hypertext Preprocessing
UML…………………………Unified Model Language
UoG…………………………University of Gondar

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1. Introduction
Technology is spreading its wing in almost every walks of human life activities. Now a day it is
better if every activity is done using technology in order to fulfill the need of human being,
Organization, Enterprise. As 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. i.e.
they should have facilitate their activities in computerized way.
Many developing countries are in a good position to exploit the opportunity of
technology revolution and advance human development. The information and communication
technology provide resource materials for expanding communication.
In fact the second half of 20th century has wittiness the global phenomena of an
information explosion. The development in communication technology has made it possible for
millions of people to have fast access to vast information presented in several forms. Today
computer and other electronic device increasingly communicate and interact directly with other
devices over a variety of network such as internet. The internet provides individuals and small
business centers for the ability to communicate inexpensively.
Hence, developing the system using technology has a tremendous effect for organizations
and offices; which is in our case University of Gondar Online dormitory management system.
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.

1.1. Organizational background

University of Gondar, until 2003 known as the Gondar College of Medical Sciences, is the oldest
medical school in Ethiopia. Established as the Public Health College in 1954, it is located in
Gondar, the former capital of Ethiopia. In 2010, the university offered 42 undergraduate and 17
postgraduate programs. As of 2016, the University offers 56 undergraduate and 64 postgraduate.
These are organized under the College of Medicine and Health Sciences, College of Business
and Economics, College of Natural and Computational Sciences, College of Social Sciences and
Humanities, and Faculty of Veterinary Medicine and Faculty of Agriculture, and three schools
(School of Law, School of Technology and School of Education).The Public Health College was

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established following an agreement signed by the acting Ethiopian minister of public health,
Marsae Hazan Wolde Qiros, and the government of the United States in April, 1954. The
Ethiopian government signed a similar agreement with the World Health Organization
September of that year. These agreements specified that the College would consist of four parts:
a training school, a hospital, and awraja (regional district) and municipal health departments. As
a result, the College played a significant role in improving public health in Gondar over the next
few years. Dr. Desalegn Mengesha (President of the University of Gondar) speaking to
Ambassadors Distinguished Scholars on the current status of higher education in Ethiopia. Commented [B1]: Remove it

One of the results of signing a new treaty between the United States and Ethiopia in June 1960
was the upgrade of the Public Health College to full college status.. However, when Haile
Selassie University (since renamed Addis Ababa University) became a chartered institution, it
received the responsibility for all higher education in the country, and the Public Health College
was made a part of the University. Its innovative program is based on field work, and its work to
improve public health in Gondar and Begemder province were replaced by an emphasis on
academic coursework which led to a Bachelor of Science in Public Health.

1.2. Statement of the problem


The number of students is increasing year to year not only in university of Gondar but also in
other universities. In university of Gondar all operations regarding to students are processing in a
manual system. Due to these manually there are a lot of problems happen around the existing
system that initiates us. Some of the problems that initiates us are: During the arrangement of
students for the allocation, list of students is received from student dean some male students are
assigned dorm with female students and some female students also assigned with male students,
it creates wastages of material &time, There is data redundancy in all recording format and loss
of data, it needs more human power, Incomplete and inaccurate data records occur very
frequently, difficult to communicate with proctor, file control mechanism is very tedious
complicated and not secured, students files can be lost or cancelled by someone because files are
found on the shelf and on tables of the office, the manual dormitory management system can’t
satisfy students’ need, the current file documentation is simply record on paper which is difficult
to retrieve, it takes wide area to store the whole student’s profile and it is not protected from

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different damage a long period of time. There is no evidence of back-up system in case of lost or
damage of files. Data recording system is not centralized or not in the modern system which is
difficult to search. There is the problem of data confidentiality, redundancy of student’s files, and
the existing system does not create smooth work flow between proctors of the university. Commented [B2]: Remove it

1.3. Objective of the project


1.3.1. General Objectives
The general objective of this project is to develop Web Based Dormitory Management System
for UoG.
1.3.2. Specific Objectives
In order to achieve the main objective, we have the following specific objectives:
 Collecting and gathering data.
 Specifying functional and nonfunctional requirements.
 Designing interactive and user friendly interface
 Designing centralized data base.
 Designing model of the proposed system with appropriate modeling language.
 Implementing /coding/ ,testing and evaluating the system

1.4. Scope of Project


This project of web based Dormitory management system is limited geographically only to in
university of Gondar. University of Gondar dormitory management system requires a web based
system to perform most tasks efficiently. The dormitory management system has many tasks that
are solved through web based system. Our project concentrates on solving problems of the
existing manual dormitory management system of university of Gondar. The web based
dormitory management system can give many services.

The proposed system includes:- Enable students view their dormitory information easily and
quickly, Generate report, Registering and assigning (allocating) the blocks and dorms for the
students, Displaying the basic information to the student and to the other stockholders, Manage
dormitory related information like students attendance.

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1.5. Delimitation of project


Delimitation is choice made by the researcher which should be mentioned. They describe the
boundaries that you have set for the study. The delimitation is those characteristics that limit the
scope and define the boundaries of your study.

 It limited only to those activities and operations related to the dormitory management
activity
 No consideration for other system.

1.6. Significance of the Study


The significance of the system is to give highly reliable, easy, fast and consistent and will play a
crucial role for reliable service for students, proctors, and for the management.
For proctors and proctor managers

 Easily identify students’ information by searching their id number.


 Reduced work load.
 The time they spent for manual operation is significantly reduced, management and
control of their job is improved.
 Saving time while arranging buildings, Dorms and Students.
 Minimizing errors while allocating students, and avoiding data loss.
 Avoiding improper dormitory allocation.

For Students

 Developing students’ effective communication with the university.


 Students are not expected to be in campus to know about their dormitory allocation
information ( provide remote access of their dormitory allocation information).
 Save time to search the buildings, dorms that the student is allocated.

For developers:

 To develop the skill and knowledge to develop an industrial project.


Learn to do things in a group which is more advisable.
 Enables us how to respond to problems and design new improvement.

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 We can also have experience in developing systems.

2. Literature review

In recent years, along with the rapid development of higher vocational education in our country,
the higher vocational universities are doing a lot of enrollment expansion, new with this kind of
situation, the school dormitory management is becoming more and more heavy burden. School is
hard to come by every student dormitory, under the condition of more cannot be targeted to the
students' dormitory management and guidance [1]. And with the rapid development of computer
software technology and Internet technology, school of digital campus network gradually
thorough, the student dormitory management information system based on intelligent data
acquisition of construction has become a pressing need of high vocational colleges.
This design to study the student dormitory management work process, in order to improve the
student's dormitory management efficiency, improve students, dormitory administrators, and
school staff dormitory management satisfaction, through the analysis and research of the
student's dormitory management workflow, combined with the current school of digital campus
network advantages, based on the Android on the basis of the research and development of the
intelligent information management system of the student's dormitory. The whole system
including the administrator information management platform, students' dormitory information
management platform, the dormitory administrator information management platform of three
parts, each part respectively have their own different function [3].

The objective of this system is to develop an online dorm system for Improving Software Quality
and Reliability is useful for applications developed in an organization. This system can be used
for reduce problems of student against an application/module, assigning dorms to individuals and
solving problems of student.

2.1. Dormitory Management System

Dormitory Management System able to integrate with Access Control System to keep track of
entry and exit of dormitory tenants. With the controlled of using Access Control System, only
valid tenants are allowed to enter specific dormitory area, in which this can ensure the safety of

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every tenant in the dormitory area. Works well with biometrics devices like fingerprint or face
recognition devices, together with tripod or full height turnstile to make sure only authorized
person can be entered into the area and only one person per entry. Anti-pass back tripod and
turnstile can be used if ID card time clock device is connected as to make sure no card passing or
not authorized person can be entered to the specific dormitory area.
Dormitory Management System is a solution that allows users to manage tenant’s information.
Information such as their resident code, name, company, block, unit etc. It is specifically
designed to fully integrate with our customer’s dormitory system. We design the system to
import tenant information directly from our customer’s dormitory system. We use the latest MS
SQL database to avoid database corruption. Commented [B3]: No reference

2.2. Web based record management system


Technically, the term Web-Based system refers to those applications or services that are resident
on a server that is accessible using a Web browser and is therefore, accessible from anywhere in
the world via the Web. Web based system is a web application designed to manage structured
and reusable metadata about records and record systems. The software is a lightweight and
inexpensive tool used to survey employees; inventory records; and create, manage, and distribute
data [4].

2.3 .Electronic record management system


Electronic record is information captured through electronic means, and which may or may not
have a paper record to back it up. The most known electronic record management system is An
Electronic Document and Records Management System (EDRM) is a computer program (or set
of programs) used to track and store records. The term is distinguished from imaging and
document management systems that specialize in paper capture and document management
respectively. ERM systems commonly provide specialized security and auditing functionality
tailored to the needs of records managers [8].

3. Methodology
Methodology deals with a range of ways to make the most out of solving key research problems.
It is a composite of philosophies, ideals, and foundations that drive the actions, the methods that
will be used.

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Think of the method as the “instrument,” or “tool” that will be used to accomplish the goals of
the research. Think of the methodology as the systematic way in which those tools will be
employed. There is no use having a tool without having a process to use it most effectively. This
is the same basic gist with method (the tool) and methodology (the process, the guiding force)
[2].

To develop the system we have used different methodology approaches.

System development approach


The methodology that we used to develop the system is iterative model [6]. Because of:

 Requirements that we already used can be modified.


 It is more flexible, less costly to change the scope and requirement without
altering the entry requirement.
 It is not exposed for risk because risk pieces are identified and handled during its
iteration

3.1. Data collection method


The data collection instruments used to gather accurate information about the existing system
and the requirements for the system. Interviews were administered to Stakeholders like Students,
Proctors and Dormitory management officer to v collect user requirements. Observation of the Commented [B4]: What is this letter

current existing system was done at the Dormitory management office in order to find out how
the existing system functions, the problems encountered and how they can be solved by the
computerized system.
To get a precise data, the team member has used the following data collection techniques.
Those are: -
A. Interview: - to get the basic information and background information about the existing
management system, the team members has interviewed the proctors and some students
about the services that are given to them, and the problems associated with that
environment.
B. Direct observation: even though interview is very important to gather information,
direct observation is simple and we (project team members) physically observe
information that cannot maintain from the interview or others and also it is important if

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they are unable to communicate with others because of the difficulties they have to the
language.
C. Document analysis: To get more information about the project we use earlier documents
that help us to develop the project. During the analysis of documents, we give a special
consideration to those documents which can bring more features to the project.

3.2. Existing System analysis


3.2.1. Overview
The current system of UoG dormitory management system is manual. In order to arrange
and allocate students to dorms, they have to follow the record as it is arranged by UoG Registrar
office and allocate Students depending on department and the lists of the students’ arrangement.
After getting the list from the registrar office, the proctor allocates the students to each block and
dorm, provide materials to the students such as (bed, chair, table, florescent, locker). Monitoring
student’s attendance, give guidance and counseling service for the students. Since there are so
many students, the allocation method causes problems like assigning female students to males’
dorm and vice versa, assign one student more than one times 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.

3.3. Proposed system


We will aim to computerize the current existing system. The system shall give effective and
efficient service for those who use the system. The newly proposed system is efficient in
facilitating the different tasks, like arrange the buildings for the allocation, arrange students for
the allocation, assign dorms for students, generate timely report about the allocation, the system
should store all the data related with all the tasks performed into a database, avoid redundancy of
files.
3.3.1. Overview
Even though an existing system provides different functions that are stated above, it is not to
mean that the functions are satisfactory. This is because all the processes (actions) are performed

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manually. To overcome or improve this manual operation we come up with Dormitory


Management System entitled UoG-Dormitory Management System. This system is a Web based
application that enables the users to access the services given by the system through the Internet.

The proposed system operates in the following manner. First it accepts all inputs from a body
which it concerns. For example in case of new student (first year) it takes input from dean of
students that is students list (use students grade 12 admission number)., in case of other students
it take from dean of students and will be feed to the system by proctors. This feeding of data will
be performed based on their year, department, faculty and gender. After all data were collected
and given to the system, it will rearrange students for the allocation. After doing this the system
will generate the allocation report which contains dormitory information like student’s name, id
number, dorm number, bed number, and block number. This report will be released online for
the student so that they can access this information by entering his name and registration number
on the webpage provided by the system just by sitting where ever they are.

Once students get their dormitory information they will be expected to fill their personal
information on the form provided, to feed this data to the system. As they arrived, students will
be expected to fill the property form which specifies list of dormitory materials that the students
will use. All the corresponding records of the above activities other are recorded and stored in
the database.

The proposed system has the following benefits:


 Do not Requires lots of paper to store students file.

 System do not requires much manpower to manage the files.

 Does not occur Redundancy


 Users can interact with the organization without they are physically present.
 Manipulation of users’ data is very easy, because searching files of a particular
person from thousands of users file is easy to access.

3.4. Requirement specification


The purpose of the requirement specification in the study is to correctly identify the interface,

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functional and non-functional requirements for the new system. In general the user’s visible
aspects of the system will identify in this section.
3.4.1. Functional requirement
Functional requirements consist of a specification of a function that the system must support. In
this section we discuss what is our web based system is expect to do.

The following are the functional requirements of the system.


 The system accepts (read) the uploaded record.
 The system should arrange the buildings for the allocation. Commented [B5]: ????/

 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.
3.4.2. Non Functional requirement

In our study nonfunctional requirements are features of the system that has no direct
implementation on it, which will used to judge the operation of the system. The main are:

 Security:
 The system shall provide high level of security by blocking an authorised user to
view secured system page.
 The external security should be provided by giving login authentication.
 Performance:
 The system shall minimize errors and should display clear error message that guides
users.
 There shall be various ways of retrieving data and it shall take less time.
 Usability
 The end user shall be able to access any page fast according to the internet
connection speed.
 Correctness
 The results of the functions should be correct and accurate.

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 Maintainability
 After the deployment of the project if any error occurs then it should be easily
maintained by the software developer.
 Reusability
 The data and record that are saved shall be reused if needed.

3.5. System Development tools


3.5.1. Software Requirements

We will use the following tool for developing the new system with their function.

No. Types of software Purpose

1 XAMPP server To serve as local server


2 Macromedia dream weaver 6 and 8 To write code and to design interface
3 Microsoft word 2013 and PowerPoint To write the document, and to prepare presentation
slide respectively.

4 Notepad++ To write the code


5 Edraw max To design UML diagrams
6 MYSQL For database
Table 1: software tools

3.5.2. Language Requirements


No. Types of language Purpose
1 PHP To make dynamic and interactive web pages quickly
2 CSS For increase the attractiveness of the interface
HTML To describe web page
4

5 JAVA SCRIPT To do validation of a web page


Table 1.1: Language requirements

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3.5.3. Hardware Requirements


No Types of hardware Purpose
1 Desktop computer and laptop To perform all activities concerning to the project such
as writing code, design interface, saving files.
2 Flash To save and transfer files
3 Compact disk(CD) To backup purpose
4 Electronic camera Capture different images
5 Printer To print the document
Table 2: hardware tools

3.6. System Design


We will plan to design the system by the following designing methods in order to simplify the
complexity of the system, and easily understand the flow of the system.

 Use case diagram: represent the functionality of the system from a user point of view,
and they define the boundary of the system.
• In the proposed system a use case describes a sequence of action that
provides a measurable value to an actor and draw as a horizontal ellipse.
• An actor is a person in the proposed system that plays a role in one or more
interactions with the system.
 Class diagram: it shows the different objects, their relationships, their behaviors, and
attributes.
 Sequence diagram: it shows the interaction between the different objects in the system,
and between actors and the objects in a system.
 Activity diagram: it shows the flow of the data between the processes in the system.
 Component Diagram - Shows the organizations and dependencies among a set of
components.
 Deployment Diagram - Shows the configuration of run-time processing nodes and the
components that are part of them.

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3.7. Implementation
Implementation is defined as a specified set of activities designed to put into practice an activity
or program of known dimensions. According to this definition, implementation processes are
purposeful and are described in sufficient detail such that independent observers can detect the
presence and strength of the "specific set of activities.

To implement is to recognize and use an element of code or a programming resource that is


written into the program. We will use the following programming languages. Such as:

 PHP used to interact with XAMP server on our system to deliver instant content.
 Html that used to create web content so it can be displayed by a browser.
 Css for the formatting of the system.
 Java Script for animation purpose.

3.8. Testing (Evaluation)


System testing is the main activity of evaluating and executing a system with a view to find out
errors. It is the process where the system requirements and system components are exercised and
evaluated manually or by using automation tools to find out whether the system is satisfying the
expected requirements and the difference between expected and actual results are determined.

There are many type of system testing. Among those we will use for the proposed system are
program tests, system test, usability test, unit test and acceptance test.

1. System Test: after carrying out the program test for each of the programs of the system
and errors removed, system test will done. At this stage the complete system will execute
on the actual data and the results or output of the system will analyzed. But it may be
found that the outputs will not match the expected output of the system. In such case, the
errors in the particular programs will identify and fix further testes for the expected
output.
2. Acceptance testing: in our new develop system to verify if system meets the customer
specified requirements. User or customers will do this testing to determine whether to
accept the system.

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3. Unit testing: we will test the smallest testable parts of units, will individually and
independently scrutinized for proper operation.

4. Budget plan
No Material type Amount of Price of Each Total price of
material material material
1 Flash disk 2 160 320
2 Laptop 1 15000 15000
3 Pen /pencil 3 5 15
4 Binding 1 10 10
5 Printing 1 25 25
Total cost for project is=15423birr

Table 3: Budget plan

5. Schedule plan
No Activities Oct Nov Dec Jan Feb March April May June
1 Data collection
2 Writing Proposal
3 Proposal
presentation
4 System
Analysis and
Data Modeling
5 Design
6 Implementation
7 Presentation

Table 4: Schedule plan

6. Reference:
[1] WANG X, XU W. Design and Implementation of Construction Material Rental Leasing
Information Management System Based on Web Service[J]. Computer and Information
Technology, 2012, 3: 018.
[2] Y. TAO, Z. WU, D. TANG: Computer Engineering and Design, Vol. 4(2010), p.25.

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[3]T. Parsons, A. Mos, J. Murphy: IEE Proceedings-Software, Vol. 153(20011) No.4, p. 149
[4] K. Laufer: Computing in Science & Engineering, Vol. 7(2009) No.5, p. 80.
[5] Pan J, Jain R, Biswas P, et al. A framework for smart location-based automated energy
controls in a green building testbed[C]//Energytech, 2012 IEEE. IEEE, 2012: 1-6.. 7.

7. Appendixes
Interview questions which are used to collect information from UoG proctors and proctor
managers.

1. When the dormitory service is started in UOG?


2. What is the objective of this dormitory service?
3. For whom is your system giving the services to?
4. If yes what is the role of each categories?
5. How does the current system works?
6. What are the procedures or steps involved when students use the system?
7. What is rule or qualification that dormitory services expect from the students so that to
access the services?
8. How many blocks are here in UOG?
9. Totally how many dormitories are available for the services?

DEPARTMENT OF INFORMATION SCIENCE 16

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