Najid

Discovery Lodge
Accounts management and Hostelite database
Computerized database of the Hostelites and fee system of Discovery Lodge By: Arooj Fatima Atiq Bahria College Islamabad
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Acknowledgements
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System Analysis
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Introduction:
The Discovery Lodge Hostel was established in Islamabad on 16th September 1995.With the branching of various school systems, the hostel gradually started receiving a higher number of students from areas outlining Islamabad. Enjoying a prime location in the heart of Islamabad, Discovery Lodge is a four storey building with 10 bedrooms with attached bathrooms and a kitchen on each floor with a capacity of entertaining over 30 people. Discovery Lodge provides a variety of room types according to costumers financial comfort, basically classified as single-bed, two-bed and three bed rooms-category 1, category 2 and category 3 respectively. It had been started by the Rao family and they have since then provided a standard of comfort and security to the hostelites that may attend educational institutions in Islamabad and Rawalpindi area.
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Description of existing system Currently the organization runs a manual system for the registration of students and to manage the expenditure and the income of the institution. It is very inefficient and hard to search for the records of the hostelites. Since it is a family-owned business, the main managerial hierarchy constitutes of the Rae family members. Mr. Omar Rae is the owner and manages the hostel. The accounts of the institute are administered by Mrs. Rao and the hostelite database is managed by their son Ali Rao.
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Description of existing system

Hostelite registration Start
Hostelite wants to register
Tell the person that no room is available
Is room available?
Ask for personal information Room register
Enter personal information in register
Give keys
Stop
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Problem definition
The fee billing system of Discovery Lodge is manual. 1. Incorrect entries There can be invalid entries in the database and the fee system due to incorrect input of data and it can go without being checked. This has been observed a lot by the owner in the case of fee issuing. 2. Easy to administer the fee system and the total expenditure It can be quite difficult to keep a track of the fee and the total expenditure of the hostel as many of the calculations have to be done manually. 3. Wastage of paper All the work has to be done on paper and requires files and registers to be kept in. A lot of space is consumed and the data has to be repeatedly recorded. The hostel has to pay huge expenses on stationary, filing cabinets and paper. 4. Time consuming As the entire system is manual the fee system is managed by the manual input of the same general information for every fee with the issuing of every fee slip which requires a lot of time. 5. Difficult to search for data The previous records of the paid hostelite fee are difficult to look for in the piles of data written in ledgers. In addition to that the registration of hostelites is also kept in registers which is also difficult to search for. 6. Loss of data In case of a fire or natural catastrophe and misplacement of the manual
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records there can be loss of data. There is no backup kept for the data as that is tedious. Also the paper may be torn and damaged over time. 7. Difficult to update data Very often the data is old and unedited by the management on the account of the tiring work of finding the previously entered data. 8. Backup requires rewriting of data The data of the fee system and the hostelite registration can be easily kept safe through a backup that doesnt require re-entering data
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Investigation
Interview
1) When did you start your business? 2) What changes regarding to your business have you seen over the years? 3) How has the increase in student affected you? 4) What qualifications are required by the assistants that you hire? 5) What are the problems you have faced? 6) Are there any significant chances of human error in the system? 7) How are the fee slips issued? 8) Do you have any records of past fee bills? 9) Where are the registers kept? 10) Are you satisfied with the current system? 11) Do you think that a complicated management system would help? Observation: From the interview it is evaluated that when a customer wants to book a room the process is very time consuming. Also many of the times its been observed that rooms have been double-booked due to unorganized information system. The previous records of the fee bills of the hostelites are also misplaced and so there is no record of unpaid fee by any hostelite. With the introduction of a computerized system these errors can be avoided in addition to saving time.
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Evaluation of the existing system

Advantages of the existing system 1. Cheap and Easy to implement
The initial cost of the system is very low as compared to a computerized system. The machinery needed for the system to be computerized this would increase the initial cost.
2. No special training required

The input of hostelite information and the can be easily done by anyone with basic computing and comprehension
3. No loss of data due to technical difficulties

Some data might be loss at the time of entry due to power shortages and it can be access without dependency on electricity
Disadvantages of the current system

1.
Time consuming
The unorganized filing system takes long time to search for a particular record. Searching for a vacant room or writing the bill may also create delays, causing the customers to become impatient.
2.
Insecure data
Personal customer data in the registers kept at the counter that is accessible to anyone and anybody can easily tamper with it. Moreover, lack of backup makes it impossible to retrieve lost data.
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3.
Tedious to search
It is very difficult to search for hostelite information through the information stored in registers as they can easily be disorganized.
4.
Excessive paper usage

The current system uses a lot of paper for the storage of information of customer data, room state, billing register etc. For such registers, storage area and fear of misplacement are also problematic.
5.
Inaccurate data
There is no verification or validation check which makes the system open to errors. Moreover, human mistakes and cramped writing can also result in damaged data.
6.
More labor is required

In the manual system, a lot of tasks are carried out and therefore more labor is required.
7.
Making reports is a lengthy process
This clearly indicates that the disadvantages outweigh the advantages which necessitate the need for changing the present system.
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Objectives
Objectives related to the hostel Having an efficient system that requires less storage space To arrange data in an order so that searching for a file is easy. To have back-up copies of important files so that they can be used to recover lost data. To calculate the final fee bill efficiently and accurately for hostelites. To have well organized filing system which data can be accessed quickly and accurately. To reduce paper work and stationary Objectives related to the computerized system To make the data compact To make deletion and addition of records easy To make fee slips easy to issue through the help of reports To keep the data secure Calculations for the final fee can be made easy through automatic calculations with the help of codes and formulae. To create backup copies so that lost data can be recovered. E.g.: Master files To reduce errors made through manual entering of data by validation checks To display the required data easily for the user through tables in forms e.g.: room information
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To use a large database to store data in an effective manner: i) To create tables, queries, forms and reports to present data in a successful style. ii) To make changes to data in the database such as inserting, deleting, amending and sorting
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Description of possible solutions:

The possible solutions to improve the efficiency of the database and fee system are as follows 1. Improving the current system The current system can still be of use if the database is kept organized.
Evaluation:
Advantages There would be no need for training the workers] There would be high installation costs The workers would not have to face difficulty in adjusting to a new system. Disadvantages Searching for data would still be a tedious task as the worker would have to go through piles of data The data would be at danger of being lost or being outdated The registration and fee system would not see major changes as it would still be a tedious process for data entry The data errors would still be the same as no major improvements in checks for validation would be made
2. Proof reading The incorrect entry of data can be reduced if there is a lesser chance of errors through proof reading.
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Evaluation: Advantages There would be less chances of incorrect storage of hostelite information Disadvantages The search for a particular hostelites record would still be a tedious task The data would be insecure The data may not be updated timely and hence it would become incorrect 3. Computerizing the whole database using access In computerized database Microsoft access is used. It is a relational database management system which allows two tables to be linked. These relationships help in making reports as it combines information from two tables to be linked. These relationships help in making reports as it combines information from two tables and helps in creating bills for a system. It also manages records with the help of tables. Evaluation: Advantages The entry of data just has to be done once and can be referred to in any form, query or report. System is user friendly It has a higher degree of accuracy regarding errors and mistakes with the help of validation checks Data entry has been made extremely easy
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The suggested system is flexible as minor changes can be made according to the users requirements. Menus have been designed keeping in mind the individuality of each section Data is reliable and secure, less physical protection is necessary Modification and updating is easy Accessibility , all data can be easily viewed Reports can be easily made Disadvantages Training cost of workers Initial cost to computerize the system is high The system is dependent on electricity
4. Recording the whole data in Microsoft spreadsheet Microsoft spreadsheet can be used to manage the data and for different register different sheets can be used. Spreadsheet organizes the data in rows and columns form. Evaluation: Advantages Data can be stored in computer hard drives which occupies less space Data can be sorted in any manner which can enhance the utility of searching. Backups can easily be made Disadvantages
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Initial cost to computerize the system is high It does not have validation and primary which can result in wrong data entry and repetition It is not user friendly More training is required to learn spreadsheet 5. Ready-made software There is also availability of software off the counter. Evaluation Advantages It is available easily Instructions for its use are widely available Cheap User friendly Bugs free as it is well tested and well documentated Other software can be linked to it It may not be customized for a specific user Disadvantages It may contain irrelevant features Only the programmer may be able to provide the specific instructions for its use
Conclusion: I chose proposal number 3 of the database management

system as it meets all the requirements that can improve the efficiency of the system. This system was chosen on the basis of its various advantages and is the best solution to computerize the Discovery Lodge hostelite database and fee bill system.
Chosen solution
Discovery Lodge
Using a database in Microsoft Access turns out to be more beneficial. Whenever a new hostelite comes to register at the hostel the management may look up the available rooms just by the click of a button instead of looking up the available rooms manually in a register. Each time a hostelite is registered their information is stored digitally in order for easy recovering. Moreover the issuing of the fee bill for each hostelite will be made easier and any hostelites without having cleared the payment for the month will be easily monitored by the fee defaulter system. In addition to this the user may be able to administer all the expenditure and monthly income in a breeze. In conclusion the management of the hostels accounts and hostelite database would become much easier.
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Gantt chart
Activity Time
November December January February 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4

Problem Analysis Design Creating and coding Testing Debugging Evaluation Documentation
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Methodology
Bottom-up programming
Bottom-up programming is the opposite of top-down programming. It refers to a style of programming where an application is constructed starting with existing primitives of the programming language, and constructing gradually more and more complicated features, unit all of the application has been written. Advantages of bottom-up programming Bottom-up programming has several advantages over top-down programming Testing is simplified Pieces of programs written bottom-up tend to be more general, and thus more reusable than pieces of programs written topdown.
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Design
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Table design
Table name: Hostelite Description: To store information on the hostelites Primary key: Hostelite id Field name Hostelite id First name Last name Age NIC number Address Parent contact Admission Date Room id Attending Institution Data type Number Text Text Number Number Memo Number Date/time Number Text Description Store the hostelites assigned id Stores the first name of hostelite To store the last name of the hostelite To store the age of the hostelite To verify the nationality and distinguish a person Stores known address of the hostelite To contact the hostelites parents Stores hostelites room number Field size Long integer 255 255 Long integer Long integer
Long integer Long integer 255
Table name: month Description: Contains the names of the months with respective identification codes Primary key: Month id Field name Data type Month id Number Month name Text Fee paid room information Yes/no Table name: Description Contains the months assigned id Contains month name Checks if the monthly fee has been paid Description: contains the records of rooms available and occupied Field size Long integer 255
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Table name: Room Categories Description: To store description of the categories of rooms available and their facilities Primary key: Category id Field name Category id Category name Facilities Charges Data type Number Text Memo Number description To store the categorys assigned number To store the name of the rooms category type To list the facilities available in the respective category To state the charges of the hostelites room Field size Long integer 255
Long integer
Table name: Expenditure Description: To store the monthly expenditure breakdown Primary key: Expenditure id Field name Data type Description Expenditure id Number Stores the assigned id for the total expenditure in the month Table name: Expenditure Month id key: Expenditure Number id Contains the months assigned id Primary Electricity bill To store Number Contains the monthly electricity bill Description: the monthly expenditure breakdown Gas bill Number Contains the monthly gas bill Telephone bill Number Contains the monthly telephone bill Internet charges Number Contains the monthly internet charges Employee salary Number Contains the monthly employee salaries to be given Miscellaneous Number Contains the miscellaneous charges charges per month
Long integer Long integer Long integer Long integer Long integer Long integer Long integer Long integer Long integer
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Table name: Fee Description: To store information about the monthly fee bill form for a hostelite Primary key: Fee id Field name Data type Fee id Fee date Fee time Month id Monthly charges Extra charges Total fee Fee paid Number Hostelite id Number Description Stores the id for the respective fee bill Contains hostelites id number Validation rule Long integer Long integer
Date/time To store the issuing date of the fee bill Date/time To store the issuing time of the fee bill Number number Number Number Yes/no To store the issuing month of the fee bill Long integer
To store the predetermined charges of Long integer each of the utilities provided To store any extra charges besides the Long integer predetermined room charges To store the total fee charged to the Long integer hostelite To keep an account of the paid fee of the hostelite
Table name: Room Information Description: To store the information on hostel rooms and their occupancy Primary key: Room id Field name Data type description Field Size Room id Number Category id Number Table name: Warden primary id key: Number Status Floor Yes/no number Contains hostelites room number To store the name of the rooms category description: type To store the id of the rooms assigned warden Verifies a rooms occupancy status before another hostelite is assigned the room Contains rooms floor number Long integer Long integer Long integer
Long integer
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Entity Relationship Diagram Table 1

Hostelite ID First name Last name Age NIC Address Parent contact Room ID
Table 2
Fee id Hostelite id Fee date Fee time Month id Extra charges Total fee Fee paid
Table 3
Room ID Category ID Warden ID Status Floor
Table 4
Month ID Month name Fee paid
Table 5
Category id Category name Facilities charges
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Screen design
Main form
Hostel Logo
Welcome
Report Menu
Form Menu
Form menu
Hostel Logo
Form Menu
Hostelite
Fee
Expenditure
Room
Search Hostelite
Report Menu
Hostel Logo
Report Menu
Expenditure Hostelite Fee Log
Fee Hostelite
Unpaid Fee Monthly income
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Input Forms
Hostelite
Hostelite ID
Input Forms
First name Last name Age NIC number Address Parent contact Date of admission Room id
Attending institution
Main Menu
Form Menu
Add Record
Save Record
Delete Record
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Room Information
List Box
Room ID Category Id Floor Status

Main Menu Form Menu
Room ID Category ID
Status
Add Record
Save Record
Delete Record
Hostelite search Form

Main Menu Form Menu
Text0:
Search
Room Category
Category ID Category name Facilities Charges
Main Menu Form Menu
Add Record
Save Record
Delete Record
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Month
Month Id Month name Fee paid
Main Menu Form Menu
Add Record
Save Record
Delete Record
Output forms
Expenditure
Expenditure id Month id Electricity bill Gas bill Telephone bill Internet charges Employee salary Miscellaneous charges
Main Menu Form Menu
Add Record
Save Record
Delete Record
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Fee
Fee id Hostelite id Fee date Fee time Month id Monthly charges Extra charges Total fee Fee ID
Main Menu
Form Menu
Add Record
Save Record
Delete Record
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Queries
1) Hostelite Query: To facilitate the search for a specific hostelites
records
2)Hostelite Fee: To check for the hostelites fee payment history 3)Room Information: To check for the occupancy of a room
4) Student Fee: 5) Expenditure: To store information about the monthly expenditure of
the hostel
6) Search Query:
Reports
1) Hostelite Records
Hostelite id Hostelite name NIC number Address Parent Contact Room id
Category id
2) Monthly Fee Records

Month Name
Fee id Hostelite id First name Last name Room id Fee date Total fee
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3) Hostelite Fee History

Fee id Fee date Fee time Month id Total Fee
4) Fee Bill
Fee Bill
Fee id Hostelite id First name Last name Room id Category name Charges fee date fee time month id month name extra charges total fee
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5) Fee defaulter
Room id Hostelite id First name Last name Contact
6) Expenditure Expenditure
Month id: Month name: Expenditure id Electricity Gas Telephone Internet Employee Miscellaneous bill bill bill charges salary charges
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Project Flowcharts 1) Entering hostelite records

Start A new hostelite wants to register at the hostel
Open Microsoft Access and select the Main Form to open the Form menu. Open the hostelite form.
Is room available?
Ask for personal information
Enter personal information in hostelite form
Save changes to the database
Storage
Close Microsoft Access
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2)Printing fee bill

Start Hostelites have to be issued their monthly fee bills
Open Microsoft Access and select the Main Form to open the Report menu. Open fee report Enter fee id in dialogue box Select the printer icon with Print /l written beneath it in order for the report to be printed
Print document
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3)Searching for hostelite records

Start
A hostelites records have to be checked Open Microsoft Access and select the Main Form to open the Form menu.
Click search hostelite form button
Enter hostelite name in text box
Click search button Close Microsoft Access
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4) Search for unpaid hostelite fee
Start Monthly fee payment is checked for each hostelite Open Microsoft Access and select the Main Form to open the Report menu. Click unpaid fee button
Enter month id in the dialogue box
Select the printer icon with Print /l written beneath it in order for the report to be printed
Print hostelite names to issue notice of unpaid fee
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5)Monitor monthly expenditure

Start User needs to find out the monthly expenditure
Open Microsoft Access and select the Main Form to open the Report menu. Click Expenditure report button
Enter month id in the dialogue box
Select the printer icon with Print /l written beneath it in order for the report to be printed
Print the report
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Software requirements
Software type Software Price (in name dollars)
$100
Application
Without an operating system, one cant do anything on a computer
Reason for use

It is much easier to use than older versions
System software Microsoft (operating XP service system) pack 1 or 2
The program on
which this software is going to be executed works only in Microsoft 2007 Since this project has been created on Microsoft 2007, it is a requirement. It will not run on any other software It is one of the best antiviruses available in the market. It will help minimize harm to the computer from viruses.
It is widely
used
Application software
MS office 2007
$80
It will run and manage the database
Application software
MacAfee security suite
$53
Protects the data from corruption, caused by viruses and other security hazards
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Hardware requirements
Hardware type Price (in Reason for use dollars)
1. To process any data in a computer a processor is required 2. 1 Giga Hertz is required for fast processing 1. A computer does not work without RAM 2. At least 512 MB RAM is required for better and faster performance 1. A hard disk is required to store data in a computer 2. Above specified software need space to install 3. To store the record and back-up the database, a large memory hard disk is required 1. A monitor is required to produce the softcopy of the data for the user 2. A VGA monitor is required for the software to run which have a graphical user interface 1. To install the software, a CD drive is required 2. To backup data CD-ROM drive is required to copy information onto a hard drive 1. To enter data 2. Also used to select different options and give commands to the computer 1. It is used to give instructions to the computer by selecting objects on the screen 2. It is part of graphical user interface Used to provide a hard copy of data e.g. printing fee bills PC with 1 $80 GigaHertz or higher processor and motherboard 512 MB or more $50 RAM 40GB GB hard disk $48
SVGA monitor 800
$25
CD-ROM drive 52
$20
Keyboard
$4
Mouse
$3
Printer
$80
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Implementation
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Tables: Design view Hostelite table
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Month Table
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Room Category table

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Expenditure table
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Fee table
Room information
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Hostelite
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Month
Room Category
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Expenditure
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Fee
Room Information
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Entity Relationship Diagram
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Forms Main Menu
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Form Menu
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Report Menu
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Hostelite Form
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Room Information
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Search Form
Month Form
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Room Category
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Expenditure
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Fee
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Queries
Expenditure
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Fee defaulter
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Hostelite fee
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Monthly income
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Student fee
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REPORTS
Expediture
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Fee
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Fee defaulter
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Hostelite
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Discovery Lodge

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Description of existing system

Tell the person that no room is available

Ask for personal information Room register

Enter personal information in register

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Evaluation of the existing system

2. No special training required

3. No loss of data due to technical difficulties

Disadvantages of the current system

Arooj Fatima Atiq

Accounts management and Hostelite database

Excessive paper usage

More labor is required

Making reports is a lengthy process

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Description of possible solutions:

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Conclusion: I chose proposal number 3 of the database management

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

November December January February 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Long integer Long integer 255

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Arooj Fatima Atiq

Accounts management and Hostelite database

Entity Relationship Diagram Table 1