Project Proposal (Repaired) 2

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

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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 DEPARTMENT OF INFORMATION SCIENCE

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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 Commented [B1]: Remove it

Ambassadors Distinguished Scholars on the current status of higher education in Ethiopia. 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 DEPARTMENT OF INFORMATION SCIENCE

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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 Commented [B2]: Remove it

the existing system does not create smooth work flow between proctors of the university.

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. DEPARTMENT OF INFORMATION SCIENCE

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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 Commented [B3]: No reference

SQL database to avoid database corruption.

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. DEPARTMENT OF INFORMATION SCIENCE

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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 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 DEPARTMENT OF INFORMATION SCIENCE

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Commented [B4]: What is this letter

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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 DEPARTMENT OF INFORMATION SCIENCE

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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, DEPARTMENT OF INFORMATION SCIENCE

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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. DEPARTMENT OF INFORMATION SCIENCE

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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

JAVA SCRIPT

To do validation of a web page

4 5

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

1

Flash disk

material

material

material

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

1

Data collection

2

Writing Proposal

3

Proposal

Oct

Nov

Dec

Jan

Feb

March

April

May

June

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. DEPARTMENT OF INFORMATION SCIENCE

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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?

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