Final Project Final Project (Autosaved).pdf

8/17/2019 Final Project Final Project (Autosaved).pdf

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1.

Introduction

Dormitory service and department placement are types of service that needs for the students. So

our project concerned about this dormitory and department placement service. Basically,

universities give dormitory and department placement service, During giving this service there is

a lot of problems occur in assigning dorm and place department manually and since Arsi

University is a new university we thought that the problem will be high comparing to old ones,

so in order to minimize (eliminate) this problem we are initiating to develop our project on

dormitory system for Arsi university by using computerized system.

2.

Background

Arsi University is one of the youngest higher education institutions in Ethiopia in Oromo

Regional State which is 150 km far from Addis Ababa and established in 2014 by council of

ministers. Before it become an independent university it was a branch campus of Adama science

and technology university with two schools previously known as school of health and hospital,and school of agriculture at Asella city. Both schools have history before they came together and

get legal personality as one institution.

Currently Arsi university has five colleges, one school, one institution and one academy: The

names of these colleges are stated as follow: college of business and economics, college of health

sciences, college of social of science and humanities, college of Agriculture and environment

science, college of educational management and behavioral science , school of law, Institute of

bio technology and sport Academy.

The above colleges and schools have their own programs and departments with their all details.The colleges are found within the four campuses of university located in different areas.

Accordingly two campuses found in Asella city, one in Bokoji town and the, other one is in

Adama City.

In the university there are different management activities were performed. Among two those the

main service which provides the university to the student is Student’s Dormitory Management

and Department Placement can be taken as an example .In this processes there is problem

associated with the dormitory management and department placement. So we the project team

members are initiated for this project to identify and analysis those problems and to put possible

solutions.

.


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3. Statement of the problem

Currently, Arsi university dormitory management and department placement system uses manual

approach. To process the operation first the ministry of education sends all the information to the

registrar bureau and gives to the student affairs (dormitory) and to the dinning office. After

taking the list, they assigned students to each block and room. At that time they face different problems during operating their tasks. Working by paper based i.e. manual system is not only

affecting the management members, rather it also for student during viewing of their dormitory

information and department placement. Some of those problems are:-

Data duplication and Time consuming.

Require more human power to assign the students the dorm and replace the department to

the student

Management inflexibility

4.

Objective of the Project

4.1.

General Objective

The main objective of this project is to develop a new Web Based Dormitory Management and

dorm placement System which solves the above mentioned problems with the existing system.

This is achieved by designing a web based application program that will change the actual

manual processing into a computerized environment.

4.2. Specific Objective

In order to achieve the main objective, we have the following specific objectives:

Developing user friendly interface.

To keep the overall records associated with the dormitory and student department

information in a permanent database.

To minimize the work load of the employees and students.

To assign the dorm and department placement to the students without any fault.

To develop effective and efficient file management system(database)

To apply the best possible security technique to achieve security service

5. Scope of the Project

Since Arsi University dormitory management and department placement performs its basic tasks

manually, the scope of this project is to develop and implement a new web based Dormitory

Management and department placement system which will avoid the problems associated with

the manual processing.

The proposed system includes:-

Create users

Tracing of records for update, delete, save and add

Generate report

Record confirmation on update and delete


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Department placement

Enable students view their dormitory and department information easily and

To overcome problem quickly in manual dormitory allocation of students and

department placement

Providing reliable and fast services for the system beneficiaries

Reducing the time delayed for services

Familiars the people with technology

Provid4e transparency in work flow

6. Significance of the project

The new online dormitory management and department allocation system is highly reliable, easy,

fast and consistent and will play a crucial role for reliable service for students, employees, and

for the management of the university. The significance of the system includes:

To minimize time and efforts needed to perform tasks.

To make tasks simple and efficient in every aspects.

To manage the students and building information.

To manage the department and student interaction information

Providing a well-organized and guaranteed record keeping system with minimum space and

effort need.

To enable the university to get acceptance in the outside community.

Developing students’ effective communication with the university.

After developing our project it will have great significance:

For the university: The university gets better audience and reduces:

Work load Time and

Cost

For Proctors, registrar, social services and other administrative officials: they can access

dormitory and department placement information easily.

For the students: The students can view their dormitory and department placement information

easily and timely

For the developers: We are developers of this project, so that from this project, we get enough

knowledge and experience how to develop such types of projects.


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7. Methodology

7.1.

Data gathering Technique

The data collection instruments used to gather accurate information about the existing system

and the requirements for the new system.

To get a precise data, the team member will use the following data collection techniques.

These are: -

Primary Data Collection Method

A. Interview: - to get the basic information and background information about the existing

management system, the team members will interview registrar, social services and some

students about the services, and the problems associated with that environment.

B. Direct observation: even though interview is very important to gather information,

direct observation is simple and the project team members physically observe

information that cannot maintain from the interview or others and also it is important if

they are unable to communicate with others because of the difficulties they have to thelanguage.

C. Questionnaires: since registrar office, social service have work load so, they cannot able

to answer/give information what we ask. So we will prepare some sample questions to

get precise information.

Secondary Data Collection Method

D. Existing document (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.

7.2.

System analysis and Design Methodology

We decide to use object-oriented methodology instead of procedural approach, because it is

more acceptable due to its great advantage of Polymorphism, Abstraction, Encapsulation,

inheritance, Hierarchy, etc. and it will;

Increased Extensibility

Increased Reusability

Improved Quality

have Lesser maintenance cost and burden

Have Less complexity

Increased chance of project success.

7.3.

System Development tools

We are going use a laptop as hardware requirements and as software requirements we will use

PHP programming language; Because PHP is more preferable to develop web based application.

7.3.1. Hardware requirements


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For the system software installation a Pentium 4 desktop with:

80 GB hard disk (HDD)

512 MB memory (RAM)

3.2 GHz processor

Compact disks (CDs) Network Interface Cards (NIC)

Uninterrupted power supply (UPS)

Flash

Key board

Mouse

Server

Printer

Computer with internet connection

Other necessary hardware7.3.2. Software requirements

The following software requirements will be needed to make the new system.

Window 2007

Notepad software

Internet browser

Microsoft office

WAMP or Xampp Software Other necessary software

7.4.

Testing Methodology

- Unit testing

- Integration testing

- System test

8. Timetable

Phases Activities Start and end date

Phase one Project proposal Nov 06 -19

Phase two Requirement analysis Nov 20 - Dec 30

Phase three Design Jan 25 - march 25

Phase four Implementation and coding April 1- 20


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Phase five Testing and maintenance April 25 – may 25

Phase six Project defense June

9. Budget Plan

No Material Amount Price per unit Total price

1 A4 size paper 3 Destin 95 Birr 200

2 Pen 4 5Birr 25

3 Flash disk 1 250 Birr 250

4. For Print 300 sheet 1 birr 300

5 CD 8 8 Birr 64

6 Mobile card 7 25 175

7 Total 1014

10. Key Personnel

The systems;

Client: - Student, registrar..

Sponsor: - we are developing this system for Arsi University

Project Manager: - Hussen ymam

Eden Abdu

Hanan Gutema

Fetiha Tsegaye

Project Advisor: - Instructor Bekalu

Team Members: - Hussen ymam

Eden Abdu

Hanan Gutema

Fetiha Tsegaye

11. Reference

We have used many technological websites.


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2. Requirement analyses description

2.1. Overview of the existing system

This chapter deals with analyzing the purpose, goals, objectives and function of the existing

system. It produces a broad outline of the proposed system that identifies the function to be performed and the technical aspects that the system must fulfill and briefly describe the existing

system functionality, problem of the existing system. It also deals with the functional and non-

functional requirements of the proposed system. During this phase, the analysis must become full

aware of the root problems and must develop enough knowledge about the existing system to

enable an effective solution to be proposed. The first activity is assembling of the formal

requirement for the proposed system.

The second activity is logical modeling that allows the analysis to view the current system by

focusing on what is does instead of how it does.

2.1.1.

Major Function Existing System

AU dormitory and department system service has its own power and functions these are:-

Accept the list of students from the registrar and record them

Distinguish the sex of students and recorded the name separately to assign the dorm and

department

Preparing and providing dorm and department for the student as they receive the list of

the student from the registrar. Preparing reports for the students’ dean about general observable fact of dormitory

services.

Giving property clearing form for the students

2.1.2.

Problems of the Existing system

Performance

Response time

Delay in producing different reports

Take too much time to find the students record

Information

Input

Inaccurate capture of data – Data is handled in a way that is not efficient for

retrieval or processing purpose

Output


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Inaccuracy in updating important information because of manual processing

Inconsistent result obtained from existing system

The student cannot make a direct online communications with the university

through the website.

Less flow of information among several employees

To provide information, it may take inevitably long time by searching the

necessary facts to which it is intended for.

Stored data

Data is stored repeatedly in different files – The same information is stored in

many copies repeatedly in different forms.

Data is not secured. Due to this, some secret information is opened for

unauthorized users or agents.

File mixed each other (misplaced):

Lose of students files during file transfer or data must be inconsistency.

Economics

Manual handling of data is expensive as compared to automated system. In

general, cost in terms of time is very high.

As the number of student increases, the existing manual system will incur cost

to handle those requirements.

As the number of employees to handle the task of manual processing increases,

the organization will spend a lot of money for its staff.

Control

High probability of losing important students documents due to manual system

Data is highly exposed to unauthorized access and update.

Since data is stored in different places, it leads to data inconsistency

Efficiency

Time wastage

Employees waste time due to manual:-

Data processing.

Data entry

Report generation.

Preparation of different forms.Communication between employees

Material wastage

The organization wastes many materials especially concerning stationery

materials, and file cabinets

Services


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Inaccurate result of the existing system – If what the system takes as an input

generates an error, then this error can affect all levels of divisions.

Inconsistent result of the existing system – Inconsistency in decision-making

with regard to dorm related matters of the employees

Being a manual system, the existing system is not easy to use, and rigid for

new situations and changes.

2.1.3. Practices to be preserved from the existing system

This project will come up with a solution that can minimize the above listed problems of the

system in the organization and enable the file management system (FMS) to be effective and

efficient by considering the limited resources and by considering the strengths of the existing

system.

2.1.3.1. Strength

The whole employee is very cooperative or eager for their duties performed even ifit is a tiresome work

The existing system gives all the facilities that are provided by the dormitory and

department services

2.1.3.2. Weaknesses

High inconsistency of data during registration

Lack of data integrity

High exposure to record error

Difficulty in managing data and poorly filing system

difficulty to get dormitory data easily as fast as possible

mixing of record and difficult to search

lose of available file from the file cabinet

2.1.4. Business Rules

A business rule is effectively an operating principle or policy the software must satisfy. It

often concerns to access control issues, and operating polices and principles of the new

developing system. Therefore, our new developing system has the following businessrules.

1. Authorize to the system: users must have a valid user name and password.

2. The system administrator should administer the system and give accesses (views) to those

employees as per their priority to the system and update the password.

3. Correct Information: the user checks the filled students’ information and the entered

information are correct.


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4. Validate the students dormitory and department

5. The users should fulfill the following requirements

Education

Experience

Other Skills

6. Approve Information: the site manager approves every information that is entered to the

system and generated report from the system.

2.2. Overview of the Proposed System

The general overview of our proposed system is designed to address the problems of the

existing manual system of dormitory services. The proposed system solves those entire

problems in the existing system. Because the system is very integrated; it control all the data

input and error which happen during data registration. It will provide online dorm

announcement for the student. The new system will be able to access and retrieve differentdata effectively and efficiently.

The proposed system will be able to:

Bring operational efficiency and effective manner

Minimize the burden of proctors and registrar

Increase state of satisfaction by alleviating tiredness

Reduce time wastage

Facilitate response time

Give data availability ,confidentiality and integrity

Achieve quality service delivery

Generate report

Assign students in their respective dorms and department

Retrieve the data from the database

Update and manipulate the database

Give easy access for the students and employees

Bring data security

Reduce data inconsistency

It is easy to use (user friendly)

Fast and reliable

Reduces wastage of copier ink


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Reduces wastage of man power

Reduces wastage of paper

2.2.1.

Functional requirement

The functional requirements focus on the main functions that the new application system will

provide. The major functional requirements of our proposed system should:

accept and record the data

assign the students in their dorm

accept student id and view student information

accept and record the block information

allow to update the necessary information

retrieve the students and the blocks information

check availability of block and dorm

allow the administrator to control the site

retrieve students data comment from user

generate report

Provide Online dorm show

2.2.2. Nonfunctional requirement

The nonfunctional requirements focus on the quality of the application systems needed to be

developed from different evaluations point of view. The nonfunctional requirements of our

proposed system includes:-

User friendlily/ system interface: the system interface that will be developed must beinteractive and easily understandable.

Response time: during the time accessing, the system response time will be short.

Updating: can update students, department and blocks information in the system: there will

be the way to know any kinds of problem during updating.

System modification: whenever modification necessary, the system should support such

process.

Physical environment: it is implemented using internet and store information on the central

database resides under the server.

Maintenance: the parts of the system answer the question that rose due to some kinds of the

problem.

Portable: portable for different platform

Providing error handling methods: Enable the user to confirm that details are correct before

creation, deletion or modification


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Security issue: Access control for data which require user authentication and authorization

Robustness: The system shall validate data entry and prompt the user when the invalid data

is entered

Documentation: At the completion of the project, every activity in the development process

will be documented for future reference.

2.2.3. Constraint and assumption Our system works only where there is network availability

Players in existing system

Students: - people who are getting services from the system.

High level manager: - the person who is responsible for managing and

coordinating the university

Registrar: one of the system that can associate with dormitory and Department

Replacement system

Employees:- they have main role in the system in order to accomplished their

tasks regarding to this system

Department:- one of the system that associate with Department placement System

Registrar: the one that places the department

4.2 Actor Identification

Actors are external factors that interact with the system. This may include people, external

system, and other organization. An actor initiates a use case and receives something of

value from the use case. Actors are always external to the system being modeled i.e. they

are not parts of the system.

One can use the following criteria to find actors: Who is using the system; who is affected

by & affects the system; what other system infract with this system; where does then

system get information; who install the system; who obtain information from this system

the like. Based on these criteria the following actors are identified.


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No Actors Description

1 Students Person who get service from the system.

2 Proctor He/she registers students, blocks, and assign the student in their dorm

3 Registrar He/she places the department to its students

4 Administrator The one who is responsible for managing the system

System Use Case Diagram

Use case diagrams are diagrams used for capturing for functional requirements of the system.

The notation of use case diagrams is developed to build an external view of a system. Each use

case diagram describes a behaviorally related sequence of transaction in a dialogue between the

user and the system. It captures the goal of the users and the responsibility the system to its

users. It is the functionality of the system or the service provided by the system.


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uc Use Case Model

Manage Record

update Department

Placement data

update Dorm

Assignment data

view

thedepartmenton

line

view the dorm on

line

Generate

Department

placement report

Generate Dorm

assignment report

Assign(Place)

Departmnet

Assign Dorm

Registrar

Proctor

Administrator

Login

Student

Create AccountAccess previlage

Logout

userv alidation

and

Authentication

Authorizatio

Summit Comment

Extend

«include» «include»


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Use Case Description

Use case Id UC1

Use case Name Login

Actors involved Administrator, proctors, and registrar

Description To authenticate the user

Precondition The user must have valid user name and password

Flow of action 1. User wants to login

2. Select the login link

3. Fill user name and password

4. Validate user name and password.

5.

The system displays the appropriate page.

6. Use case ends.

Alternate Flow of

action(If the username

and password or student

identification number is

incorrect)

If the username and password or student identification

number is incorrect

The system displays incorrect user name and

password message.

The system redirects to go Flow of action 3 i.e.to

enter the username and password

Use case ends.

Post condition The authenticated person gets the appropriate page.

Table 2.1 login table


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Use case IdUC2

Use case Name assign Dorm

Actors involved Proctors

Description The registrar accepts the student information fromregistrar

Precondition From the homepage, the registrar clicks on “Dorm

assignment” link.

Include Login

Flow of action

1. The proctor wants to assign students wants place the

department.

2. The proctor browses the website of the university.

3.

The system display the homepage4. The proctor click on “dorm assignment”

5. The system displays login form

6. The proctor enter his/her user name and password

7. The system displays form of dorm assignment

8. The proctor filling the student information which is

collected from registrar.

9. The system checked the inserted data or information

10. The system response the availability of information

11.

The proctor submit the information

12.

The end use case

Post condition the proctor assigned the students into the dorm

Table 2.2 assign Dorm table


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Use case Id UC3

Use case Name assign (place) Department

Actors involved Registrar

Description

The registrar accepts the student information from

Ministry of Education.

Precondition From the homepage, the registrar clicks on “Department

Placement” link.

Include Login

Flow of action

1. The registrar wants to assign (place) department to

student.

2. The registrar browses the website of the university.

3. The system display the homepage

4. The registrar click on “placement of Department”

5.

The system displays login form

6. The registrar enter his/her user name and password

7. The system displays the placement of department form

8. The registrar fills the student information which is

collected from Ministry of Education and registrars.

9. The system checked the inserted data or information

10. The system response the availability of information

11. The registrar submit the information

12. The end use case

Post condition The registrar assigns department to its students.

Table 2.3 assign (place) department table


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Use case Id UC4

Use case Name Generate Dorm assignment report

Actors involved Proctor

Description Generate a report specified.

Precondition Request general report

Include Login

Flow of action

1. The proctor browse/select website


3. The proctor select general report submenu on

homepage.

4. The system display login form

5.

The proctor enter his/her username and password

6. The system display general report form

7. The proctor select report type: monthly report, weekly

report, annual report

8. The system display report type form

9. The proctor fill the necessary information

10. The system check filled information

11. The system displays (generates) report.

12. The proctor submit to concerned body

13.

End of use case.

Post condition

Table 2.4 generate dorm assignment report table


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Use case Id UC5

Use case Name Generate Department placement report

Actors involved Registrar

Description Generate a report specified.

Precondition Request general report

Include Login

Flow of action

1. The registrar browse/select website


3. The registrar select general report submenu on

homepage.

4. The system display login form

5.

The registrar enter his/her username and password

6. The system display general report form

7. The registrar select report type: monthly report,

weekly report, annual report

8. The system display report type form

9. The registrar fill the necessary information

10. The system check filled information

11. The system displays (generates) report.

12. The registrar submit to concerned body

13.

End of use case.

Post condition

Table 2.5 generate department placement report table


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Use case Id UC6

Use case Nameview the dorm on line

Actors involved Student

Description The student can get available information from the view

data form and they know their dorm

Precondition The students want to see their dorm online

Include Login

Flow of action

1. The students enter into ASTU web site

2. The system display the home page

3. the students click “dorm menu” on homepage

4.

The system display login form5. For archive students fill their id and name, for fresh

students fill their admission card and name to view

their dorm.

6. The system display the information from the database

table

7. Use case end

Post condition

Table 2.6 view dorm online table


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Use case Id UC7

Use case Nameview the department online

Actors involved Student

Description The student can get available information from the view

data form and they know their department

Precondition The students want to see their department online

Include Login

Flow of action

1. The students enter into ASTU web site

2. The system display the home page

3. the students click “Department menu” on homepage

4.

The system display login form5. For archive students fill their id and name, for fresh

students fill their admission card and name to view their

Department.

6. The system display the information from the database

table

7. Use case end

Post condition

Table 2.7 view department online table


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Use case Id UC8

Use case Nameupdate Dorm Assignment data


Description The proctor updates the students’ information during the following

time:

1. When the students assigned wrongly and change intentionally

2. When the students are dismissed by academic and discipline case

3. When the students fill withdrawal

Precondition proctor select and identify the updated information

Include Login

Flow of action

1.

The proctor browse/select the web site


3. The proctor click update data on the homepage”

4. The system display the login form

5. The proctor and/or registrar fill his/her user name and passwords

6. The system validate the filled user name and password

7. The system display the update data form

8. The proctor fill the data that he/she wants to update

9. The proctor click the search button

10.

The system display the data that is going to update11. They proctor updated the necessary data

12. The proctor click update

13. The system display successfully updated message

14. Use case end

Post condition


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Table 2.8 update dorm assignment data table

Use case Id UC9

Use case Nameupdate Department Placement data


Description The registrar updates the students’ information during the following

time:

1. When the students assigned wrongly and change intentionally

2. When the students are dismissed by academic and discipline case

3. When the students fill withdrawal

Precondition Registrar select and identify the updated information

Include Login

Flow of action

1. The registrar browse/select the web site


3. The registrar click update data on the homepage”

4.

The system display the login form

5. The registrar fill his/her user name and passwords

6. The system validate the filled user name and password

7. The system display the update data form

8. The registrar fill the data that he/she wants to update

9.

The registrar click the search button

10. The system display the data that is going to update

11. They registrar updated the necessary data

12. The registrar click update

13. The system display successfully updated message

14. Use case end

Post condition

Table 2.9 update department placement data table


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Use case Id UC10

Use case Name Manage Record

Actors involved Administrator

Description The Administrator can manage records.

Precondition The administrator must log to his/her page.

Flow of action 1.The administrator log to his/her page.

2.The administrator clicks on Manage Record link.

3.The administrator selects one at a time from the given

options.

4.The administrator fills the form and click on buttons.5.The system will give the options like delete, update or

search record.

6.The system displays the available form.

7.The system performs the task.

8.Use case ends.

2.

Alternate Flow of

action

The system displays incorrect entered data message.

The system redirects to go Flow of action 4 i.e.to

fill the data again.

Use case ends

Post condition

Table 2.10 manage record table


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Use case Id UC11

Use case Name Create Account

Actors involved Administrator

Description Administrator assigns privilege to the proctors and proctor

manager.

Precondition The Administrator must log in to the system.

Flow of action 1.The administrator log to his/her page.

2.The administrator click on User Account link

3.The system displays the option as create account and

remove account.

4.The administrator click create account link.

5.

The system displays succeed information as the accountis created .

6. The administrator fills the form and submits it.

7.Use case ends.

Alternate Flow of

action

The system displays incorrect entered data message.

The system display error message that user is already

exist.

The system redirects to go to Flow of action 6.

Use case ends.

Post condition The account will be created.

Table 2.11 Create actor table


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Design Goals

The objectives of designing are to model a system with high quality. The ability of the

programmers to implement a high-quality, error-free system depends very much on the nature

of the design created by the designer; also, the ability of the maintenance programmers to

make changes to the system after it has been put into operation and to the expanded systemdepends on the quality of the system design.

The field of structured design contains a number of guidelines that help designer determine

which modules, and which interconnections between the modules will best implement the

requirements specified in the system analysis /Requirement gathering phase.

The first step in designing a process is to map the essential model of user requirements onto a

configuration of process. Then, within each process, the designer must decide how to allocate

processes and data to different tasks. Finally, we must organize the processes within each task

into a hierarchy of modules, using modeling tool.

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