Borana university
College of engineering and technology
Department of
Computer science
final project proposal
title:
online dormitory management system for BRU
PREPARED BY:-
1.Reta shibeshi
2.Surafel Emiru
3.Abduba Boru
4.Bamlak Abebayu
ADVISOR: GUYITA G (MA)
Yabello,Ethiopia
Table of content
CHAPTER ONE
Introduction............................................................................................................ 1
1.1 Organizational background...........................................................................2
1.2 Statement Of The Problem And Justification...............................................2
1.3 Objective of the project................................................................................3
1.3.1 General Objectives...............................................................................3
1.3.2 Specific Objectives.............................................................................3
1.4 Methodology.................................................................................................3
1.4.1 Data Collection Methods......................................................................3
1.4.2 System Development Models...............................................................4
1.5 Development Tools.......................................................................................5
1.6 Scope and limitations of the project.............................................................5
1.6.1 Scope of the project.............................................................................5
1.6.2 Limitations of the project....................................................................6
1.7 Significance of the project...........................................................................6
1.8 Feasibility Study of the new System............................................................6
1.8.1 Operational Feasibility.........................................................................7
1.8.2 Technical Feasibility............................................................................7
1.8.3 Economic Feasibility............................................................................7
1.8.4 Political feasibility...............................................................................8
1.9 Risk Assessment...........................................................................................8
1.10 work break-down........................................................................................9
i
CHAPTER ONE
Introduction
Technology is becoming more and more prevalent in practically every aspect of
human life. These days, it is preferable to use new technology for all tasks in order to meet the
needs of people, organizations, enterprises, etc. Since there are many organizations in the
modern world, each one must be favored, calculable, and operate as quickly as possible to meet
user interests, etc.; in other words, they must be able to facilitate their operations in a
computerized manner.
Numerous developing nations are well-positioned to take advantage of the technological
revolution and promote human development. New resources for enhancing communication are
made available by information and communication technology.
In actuality, the worldwide phenomenon of an information explosion has been witnessed
during the second half of the 20th century. Millions of individuals now have quick access to a
wide variety of information in multiple formats because to advancements in communication
technology. These days, computers and other electronic devices use a variety of networks,
including the internet, to connect and communicate directly with other devices. The internet
makes it possible for people and small businesses to communicate at a low cost.
Therefore, utilizing technology to construct a system has a significant impact on offices
and companies. In our instance, this system is the Borana University Online Dormitory
Management System (BRUODMS).
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.
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1.1 Organizational background
BORANA UNIVERSITY (BRU) is one of the new Universities which was established in the
year 2009 E.C by the Ethiopian government (MOE). BRU is located in the southern part of
Ethiopia, in Oromia regional state, Borana Zone, in Yabello town. which is 575 kms far from
Addis Ababa to the South. The foundation of the University was laid down in May 2009 E.C.
BRU started the teaching, learning Process on may 26, 2013 E.C in the faculty of education with
two streams, namely social and natural science. Currently the University runs over 22
departments in first degree. In addition to the academic service the university provides dining,
health care, dormitory, community service and other services for the students and Yabello town
communities.
In the University there are different management activities were performed. Among those the
main service which provides the university to the student is Students’ Dormitory Management
can be taken as an example. In this process there is a problem associated with the Dormitory
Management. So we the project team members were initiated for this project to identify and
analyze those problems and to put possible solutions.
1.2 Statement Of The Problem And Justification
The BRU dorm management system currently employs a manual method. The Ministry of
Education initially forwards all the information to the registrar bureau, which then forwards it
to the dining office and student affairs (dormitory) to complete the operation. Students were
assigned to each block and room after the list was taken. They encounter several issues when
carrying out their duties at that time. Working with a paper-based, or manual, system affects
not just the management team but also the students when they see their dorm information.
few of these issues are:
Data duplication and Time consuming.
Require more human power to assign the students.
Management inflexibility
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1.3 Objectives of the project
1.3.1 General Objectives
The main objective of this project is to develop Web Based Dormitory Management System .
1.3.2 Specific Objectives
In order to achieve the main objective, we have the following specific objectives:
Developing user friendly interface.
Automate Dormitory Assignment
Enhance Record Management
Monitor Occupancy and Availability.
Facilitate Maintenance Requests
Enhance Security
Support Scalability
1.4 Methodology
1.4.1 Data Collection Methods
Accurate information on the current system and the needs for the new system was gathered
using data collecting tools. To gather user requirements, questionnaires and interviews were
conducted with stakeholders, including students, proctors, and the dormitory management
officer. To learn how the current system works, what issues have been encountered, and how the
new computerized system can address them, an observation of the current system was conducted
at the Dormitory Management Office.
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
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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 the language.
C. Questionnaires: since proctors as well as higher officials of proctors have work load
they cannot able to answer/give information what we ask. So we prepare some sample
questions to get précised information.
D. Existing document: 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.
1.4.2 System Development Models
Because of the following benefits, we have chosen to analyze our project using the object-
oriented system analysis and design method, specifically the UML (Unified Modeling Language)
model:
To make complicated programs easier to develop and implement.
To facilitate the collaboration of design and programming teams on a single software
project.
To make it possible for software programs and designs to be highly reusable.
To lower the price of software upkeep.
Boost reusability.
Lessen the strain on upkeep.
Enhanced coherence between the tasks of analysis, design, and programming.
Better user, analysis, design, and programming communication.
1.5 Development Tools
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While developing the project starts from the documentation to the implementation we use the
following case tools:
Activities Tools
Documentation MS word 2007,2010,WPS Office
Design Microsoft Visio 2007,Visual paradigm for
UML standard design
Editing Paint, Macro media flash 8
Script languages PHP, JavaScript, CSS, HTML
Web server Apache Xamp server
Data base Server Mysql database
Table 1.1 development tools
1.6 Scope and limitations of the project
1.6.1 Scope of the project
The goal of this project is to create and deploy a new web-based dormitory management system
that will eliminate the issues related to manual processing, as BRU dormitory management
currently handles its fundamental activities by hand.
The suggested system consists of:
Assign the dorm appropriately
Give students quick and easy access to their dorm information; create reports;
and oversee dorm related data
1.6.2 Limitations of the project
It’s difficult to know students information and give clearance while they are living the
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campus.
Failure of electric power and network connection
1.7 Significance of the project
The new online dormitory management and allocation system is highly reliable, easy, fast and
consistent and will play a crucial role for reliable service for students, proctors, and for the
management. 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.
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.
1.8 Feasibility Study of the new System
Feasibility study is essential to evaluate the cost and benefits of the new system. On the basis of
the feasibility study decision is taken on whether to proceed or to cancel the project.
Need of the feasibility study:
It determines the potential of the existing system.
It used to determine/finds out the problem of the existing system.
To determine all goals of the new system.
It finds all possible solutions of the problems of the existing system.
1.8.1 Operational Feasibility
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The system to be developed will provide accurate, active, secured service and decreases labor of
workers and also it is not limited to particular groups or body. And also it is plat form
independent i.e. it run’s in all operating system.
1.8.2 Technical Feasibility
The system to be developed by using technologically system development techniques such as
PHP, Javascript, css and Mysql database without any problems and the group members have
enough capability to develop the project. So the system will be technically feasible.
1.8.3 Economic Feasibility
The system to be developed is economically feasible and the benefit is outweighing the cost.
Since this project already computerizes the existing system, by now the reduction of cost for
materials used in manual operation becomes beneficiary to the organization.
Generally the system that we developed, BRUODMS brought a number of tangible and
intangible benefits.
Tangible benefits:
1. Cost Reduction
2. Error Reduction
3. Increase Speed of activity
Intangible benefits:
1. Reduce Resource Consumption
2. Increase security
3. Increase Management flexibility
1.8.4 Political feasibility
The system to be developed is not conflict with any government directives, because it gives
services for the people effectively and efficiently. So the government is profitable and the system
will be politically feasible.
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1.9 Risk Assessment
During the development of the project there may be different problems that we may face. These
are:
Time management problem: but we solve this problem by working cooperatively, divide
our time by schedule for each phase of the project and we try to use this schedule effectively
The employees (proctors) of the student residence may not be voluntary to give detail
information about their operations. To solve this problem we try to ask any thing politely
and tell reason why we ask them.
Failure of electric power and internet connectivity- we try to solve this by taking back up to
external storage devices.
1.10 work break-down
Time
Jan 02- feb 7
Mar 20-
Activities
June 21-
June 22
Mar 17
Apr 20
Apr 21-
Feb 07-
Feb 25-
May 01
Feb 20
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Project Proposal
Requirement Analysis
Design
Implementation & Coding
Testing
project Defense
Table 1.2 work break down
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