UNIVERSITY OF GONDAR

FACULITY OF INFORMATICS

DEPARTMENT OF COMPUTER SCIENCE

Project Title: - Dormitory Management and Cafeteria Allocation System
for University Of Gondar

GROUP MEMBERS ID_No

1, Mekedes Teshay GUE/ 6887/07

2, Yiwoinhareg Girma GUE/6952/07

3, Elsa Abay

4, Dejetenu Fenta

5, Amrech Bihonegn GUE/6779/07

 CHAPTER ONE

INTRODUCTION
Management is one of the difficult and complex works around the world. Every
organization needs talent management system to facilitate the work and achieve the
goals of that institute especially to manage resource and personal activities it needs to
use the computerized system as well, due to this UOG has its own management
system in student cafeteria and dormitory placement, both systems that the university
used currently is totally manual. So our objective from this proposed project we try to
improve these manual forms into automated system.

STATEMENT OF THE PROBLEM AND JUSTIFICATION

Currently dormitory and cafeteria allocation system uses manual approach. every
activity is done by the help of computerized system or automated system, even though
anything which is done anywhere that is already known by the genuine technology
rather UOG has no any automated system for dormitory placement and student
cafeteria menu it is totally manual system. Due to this the institute has face some
categorized problems.

 Time:
The existing system is totally done by manual system to place the student dorm and
announcing the cafeteria menu, so the system takes more time, tedious and
complicated to run it for the students and workers.

 Resource:
It needs high energy or human powers to do the activity around the student
management system in dormitory and cafeteria or to reduce the human power we
must be automate the system. In addition to this it requires much more resource like
paper and pen.

 Lose of Data
When the paper is lost all the data recorded on that paper is destroyed or loss. Finally
the students do not get relevant data. Generally the student files are fully risky
because it has not any computerized or moderate system to keep the data lost.

 Data duplication: data of students may be recorded many times,

  Allocation: some male students are assigned with female students’ and some
female students are also assigned with male students. This is the great problem
facing each year, and leads to unnecessary rework. All the records associated
with the overall management process are stored manually on papers. This
makes managing and manipulation of this data time consuming and has a
significant impact on the Dormitory and cafeteria allocation system. Some
students can be assigned both café and non-café as the same time. This leads
to economic problem.

 Require more human power to assign the students in each dorm and cafeteria.

OBJECTIVES OF THE PROJECT

General Objective

The general objective of our system is to develop and implement web based
dormitory and cafeteria allocation system for University of Gondar Atsetewodros
campus.

Specific objective

 Analyzes the existing dormitory and cafeteria allocation system.

 Register all the necessary information needed for student allocation, cafeteria,
building, and dorm and bed records.
 Develop the forms with functional buttons displayed on the webpage which is
the students are insert there profile and retrieve or access the wanted data.
 Develop application that displays student’s dorm placement.
 Develop dynamic webpage to display the student’s cafeteria menu in our web
based system.
 Designing a user interface about Dormitory and Cafeteria allocation system
for students.
 To build the students record on the database.
 Identify functional and nonfunctional requirement of the new system.
 Propose the new system.
 Implement the new system.
Scope and limitation of the Project
Scope of the Project
Since University of Gondar dormitory and cafeteria allocation system performs its
basic tasks manually, the scope of this project is to develop and implement a new web
based Dormitory and Cafeteria Allocation System, which will avoid the problems
associated with the manual processing. So currently this project is applicable for
Atsetewodros campus of University of Gondar. In general the system will have
different modules inside those module the following proposed system includes will be
done.
 Accept full information of student and allow searching their placement.
 Allow the administrator to update student’s information on the database. .
 Allow administrator to delete student information when they leave the
University.
 Allow the proctor to register dorm and also assign the dorm for the student.
 Student can access placement information online.
 Attendance system for proctor and student.

SYSTEM DEVELOPMENT METHODOLOGY

Software development begins with a certain human need which can be articulated as a
problem. We stated the statement of problem above then we develop complete
understanding on the topic. Next we had some idea to solve the problems and then we
formalize and change our idea to reality by producing software. This will be achieved
by software development, which involves eliciting system requirements specification,
system design, system implementation and finally system testing. In other words, we
also had to follow methodologies used in software engineering. We divide the project
into phases, with a simple implementation of a small set of the software requirements
and iteratively enhance the evolving versions until the complete system is
implemented and ready to be deployed. This indicates that our software development
methodology is iterative model.

Investigation (fact-finding) methods

Method and methodology we done in this project are to collect essential information
and requirements. Information is one of the major requirements to accomplish our
project. So, we went to use the student dormitory and cafeteria allocation system of
AC to collect information. As all of us know there are different mechanisms to gather
information. These are:

 Observation: As we are student of the university, we have dorm and we are

eating in the cafeteria, so we know it. We will be used in order to analyze the
conditions to which the current system is acting. It is useful to observe how
jobs are done. By being observing the way they used to perform the required
student dorm and cafeteria placement, we will acquire the information we
need. The team used to revise some data entry forms and reports associated
with the management process.
 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.
 Existing document: To get more information about the project we use earlier
documents that help us to develop our project. During the analysis of
documents, we give a special consideration to those documents which can
bring more features to the project.
SYSTEM DEVELOPMENT TOOLS
Software tool

Purpose
Software’s
WAMP SERVER Is used for running the software.

EdrawMax7.9 for drawing UML software diagrams

Sublime text editor For coding Java Script, PHP web language.

MS PowerPoint 2010 for presentation

HTML Hypertext Markup Language, a standardized system for

tagging text files to achieve font, color, graphic, and hyperlink
effects on World Wide Web pages.

HTTP. Connection

Cloud Storage and Gmail For back up files and for sending Proposals for our advisor.

MySQL for database

PHP PHP (recursive acronym for PHP: Hypertext Preprocessor) is a

widely-used open source general-purpose scripting language
that is especially suited for web development and can be
embedded into HTML.

JAVASCRIPT An object-oriented computer programming language commonly

used to create interactive effects within web browsers.

Hardware Tool
 Personal computer: it is a mandatory device which is used to organize the
project documentation and implementation.
 Printer: it a device that is used to print the document.
  Flash disk: It a device which is used to hold the document.
 Compact Disk (CD): It a device which is used to hold the document.

SIGNIFICANCE OF THE PROJECT

The new online dormitory management and cafeteria 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.
 To reduce data loss because of improper data storage.
 To reduce improper dormitory and cafeteria allocation.
 To enable students to view their dormitory and cafeteria placement on the
web.

 To 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.
 To Developing students’ effective communication with the university.
BENEFICIARIES OF THE NEW SYSTEM
The beneficiaries of the system are:
 Students: the students can view their dormitory information easily and timely.
 Proctors:-proctors are benefited from the system in such a way that the
quality and performance of their work is improved, save time while arranging
buildings, Dorms and students, minimizing errors while allocating students
and avoiding data loss.
 And other administrative officials: they can access dormitory and related
information easily.
 University: the university gets better audience.
 TIME SCHEDULE

Phase Task Date

I Proposal Dec15, 2018-Dec 24, 2018
II Requirement specification Dec 26, 2018-Jan 11, 2019
III System Analysis Jan 13, 2019-Jan 30, 2019
IV System design Feb 01, 2019- Feb 15, 2007