COLLAGE OF INFORMATICS

DEPARTMENT INFORMATION SYSTEMS

WEB AND ANDROID BASED DORMITORY MANAGEMENT SYSTEM FOR WOLAITA

SODO AGRICULTURAL TVET COLLEGE

A project Proposal submitted to the Department of Information Systems in

Partial Fulfillment of the Requirements for the Bachelor Degree of Information

Systems.

Prepared by:

Name ID No

Wondiye Yeshitila SOI/R/125/11

Numeri Jemal SOI/R/111/11

Abenezer Afework SOI/R/073/11

Amanuel Zergaw SOI/R/076/11

Main Advisor: - Mr. Mersi T.(M.Sc)

Co-Advisor:- Hanna

Submission date 25/04/2014 E.C

Wolaita Sodo, Ethiopia

APPROVAL SHEET
This is certified that the project entitled on web and android based dormitory management
system for Wolaita Sodo Agricultural Tvet College.

Submitted by:

Wondiye Yeshitila

Numeri Jemal

Abenezer Afework

Amanuel Zergaw

Project proposal Submitted to the Department of Information Systems of Wolaita Sodo University
in a Partial Fulfillment of Requirement for Bachelor Degree in Information Systems.

Advisor’ Name Signature Date

1. Mr Mersi T. ______________ ______________

2. ___________________ ________________ _____________

APPROVED BY

Examining Board Signature Date

1. _____________________ ___________ ________

2. _____________________ ___________ _________
Table of Contents
CHAPTER ONE..............................................................................................................................................1
1.1. Introduction.................................................................................................................................1
1.2. Background of the Organization..................................................................................................1
1.3. Description of existing system.....................................................................................................2
1.4. Statement of the problem...........................................................................................................2
1.4. Objective of the project....................................................................................................................3
1.4.1. General Objectives.....................................................................................................................3
1.4.2. Specific objectives......................................................................................................................3
1.5. Scope of the project.....................................................................................................................3
1.6. Limitation of the project..........................................................................................................4
1.7. Target beneficiary of the system.................................................................................................4
1.8. Feasibility Study of the new System............................................................................................4
1.9. Methodology...............................................................................................................................6
1.9.1 Fact finding techniques...............................................................................................................6
1.9.2 Data source.................................................................................................................................6
1.9.3 System analysis and design techniques......................................................................................6
1.10. Project plan activities...............................................................................................................7
1.10.1. Work-Break down Structure, and coordination.......................................................................7
1.10.2. Budget plan..........................................................................................................................8
1.11. Tools used in the project.........................................................................................................9
1. 12. Conclusion...................................................................................................................................10
1.13. Reference...............................................................................................................................10

List of tables
Table 1-Work breakdown structure............................................................................................................7
Table 2-Hardware cost................................................................................................................................8
Table 3-Software cost..................................................................................................................................8
Table 4-Tools used in project.......................................................................................................................9
 CHAPTER ONE
1.1. 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 new technology in order to fulfill the need of human being,
like Organization. Those technologies should have facilitate their activities in computerized way.
Currently, wolaita sodo agricultural college perform dormitory related activities in
manual based way; 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.
Dormitory management system service system needs computerized and modernize to give

quality and brief service for users or students .so; it is redesigned and analyzed in this Dormitory

service management system. This project contains and solves problems in Dormitory service

management area step by step. In general problem is raised and the solution overcomes the

problem.

1.2. Background of the Organization

Wolaita Sodo Agricultural TVET College is one of the agricultural TVEL colleges in the

country .It is found in Wolaita Zone, Sodo town of SNNPR which is 165km west of Hawassa

and 390km south west of Addis Ababa. The college was established in 2001 having all the

resources and equipment’s from the Wolaita Agricultural Development Unit (WADU) project

which had been sponsored by World Bank since 1970 up to 1982. Currently the college has a

total coverage of 65 hectare of land which enabled it to have the capacity of training more than

5000 trainees in Animal Science, Plan Science and Natural Resource s at a time with 26 hectare

adjacent land received for practical purposes. Apart from the preliminary training programs, the

college is hosting and coordinating different regional and zonal term trainings such as Artificial

inseminations, Entrepreneurship and Water hatching technology Basic computer skills.

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Vision: To see all students of the college are beneficiary and satisfactory with dormitory management
system in short period of time.

Mission: Establish an efficient and effective dormitory management system that administer dormitory
members, and ensure that all college students see there dormitory related information without any time
delay in a sustainable way.

1.3. Description of existing system

The current system of WSAC 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 college
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. Since there are so many students, the allocation method causes problems
like assigning female students to males’ dorm and vice versa 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.

1.4. Statement of the problem

Student affairs (dormitory) and to the dinning office, 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. We knew that what problems ware
happened during viewing the block and dorm number because we are students, there may be
rejected by irresponsible students before all students view there corresponding placements
because everything related to dormitory information is handled by papers.
Due to this reason current manual system which creates the following major problems.
 It is difficult to find which dorm or block is allocated or de allocated.
 Data recording system is not centralized or not in the modern system which is difficult to
search.
 It creates wastages of material &time
 Data redundancy &lose
 It’s difficult to communicate with the dormitory when there is no assigned dorm for an
individual student, because the existing system is not accessible automatically.

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  Require more human power to assign the students.
 The existing system is mostly costly.
 Extra expenditure of student’s time and resource.

1.4. Objective of the project

1.4.1. General Objectives
Designing a web based Dormitory management system for wolaita sodo agricultural college that
will change the actual manual processing into a computerized environment.

1.4.2. Specific objectives

In order to achieve the above main objective, we have the following specific objectives, those are
below listed.
 Gathering user requirements from the end users.
 Minimize human work load.
 Developing user friendly interface.
 To assign the dorm to the students without any fault.
 Designing the system architecture of the system
 To improve the communication between the student with the dormitory.
 To design new system based on the requirement analysis of the existing system.
 To develop and implementing the new system.
 To develop flexible and easily accessible system.
 To deploy the system after the system is tested.

1.5. Scope of the project

 Generate report.
 Manage dormitory related information.

 Allowing the students to use the online system anywhere they are.

 The System contains all the recorded information that can be handled by the manager
and Proctors.
 The system supports announcement or notes related to students.
 Create allows create user account, update and delete.
 The system supports feedback.

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 1.6. Limitation of the project
The project we are developing has limitation on fields like:

 Our system works when a server control services is available.

 It works for the one who understand English language (we have not used other language).

 Our system does not serve the students who are not able to see (blind people).

 Our system does not support to give a clearance to students.

1.7. Target beneficiary of the system

a) The students:

Students access their block and dorm in easiest way by interring there ID
number.

Students view some notes related to student information.

Allows easily make a request when the problem happened.

Can get fast access and service from the dormitory service management.

b) Dormitory service manager:

Easily give service to student and too easily,

Allocate dorm for the students when they entered to the campus and also de
allocate student dorm when student leaves the campus.

c) The college it self

Reduce time of preparing block and dorm placement.

Reduce error, man power and cost.

Make the college more competitive to other colleges.

Get greater audience.

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 1.8. Feasibility Study of the new System
Feasibility study is essential to evaluate the cost and benefits of the new system.
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 we developed Wolaita Sodo Agricultural College Online
Dormitory management system brought a number of Tangible and intangible benefits.
Tangible benefits
Our system reduces any costs like on cost of paper for documentation, cost for different
writing materials.
Intangible benefits
The system we are developing has many intangible benefits that revolve around mental
satisfaction of users. These where:
 Having information about the Wolaita sodo agricultural college at any time.

 Satisfies the Wolaita sodo agricultural college students in the way that they trust the
system is secure and accurate on giving service.

 Knowledge gain by project developer.

 Increasing the competitiveness of the individual.
 Improved Information flow.
 Improving the morale of our team.
 Facilitating information processing of our team.
 Faster decision making on the team member.

Political feasibility:
The system to be developed is not conflict with any government directives, because it gives
services for the people effectively and efficiently, all the stakeholders also agreed before the
system developed. So the government is profitable and the system will be politically feasible.
Schedule feasibility:
If the system will deploy well it gives efficient and effective services in short period of time
without wastage of time to perform an activity. As shown below, (Table-1 Work Break down
Structure).

Technical Feasibility:

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 The system developers understand the scope, objectives including specific objectives and
limitations of the proposed system well and the users have technical capability to use this system.
As a result they develop the website for Wolaita sodo agricultural college successfully within
proposed resources (budget, time, etc.), so the project is technically feasible.

Operational Feasibility:
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

1.9. Methodology
1.9.1 Fact finding techniques
The data collection instruments used to gather accurate information about the existing system
and the requirements for the new system. Interviews and questionnaires were administered to
Stakeholders like Students, Proctors and Dormitory management officer to 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 new computerized system.

1.9.2.1 Data source

The main source of our data is primary source that got from interview and observation. Also as a
secondary source we use manually prepared dormitory placement paper and document analysis.
Methods of Data collection
A) Document analysis: To get more information about the project we use earlier documents
that help us to develop the project.
B) Interview: This is one of data collection method that enables to gather information from
the organization directly in the form of asking question and getting answers for those
questions. So, we have used this method to gather information by asking the proctor and
some students.
C) Direct observation: 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 they are unable to communicate with others because of the difficulties
they have to the language.

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 1.9.2 System analysis and design techniques
Here for the analysis of our project we have selected object oriented system analysis and design
method specifically UML (Unified Modeling Language) model. We have selected this because
of the following advantages:-
 To simplify the design and implementation of complex program.
 To make it easier for teams of designers and programmers to work in a single software
project.
 To enable a high degree of reusability of designs and of software codes.
 To decrease the cost of software maintenance.
 Increase reusability.
 Reduce maintenance burden.
 Increased consistency among analysis, design and programming activities.
Improved communication among users, analysis, design and programming

1.10. Project plan activities

 To develop the system our team has followed project plan precisely in order to make
the concerned body get the system simple.
 To prevent the work delay and to avoid the hindering things in developing our
software system , we have structured tasks in order to do the task and what
resources (time, and human physical resource) are needed to do tasks.

1.10.1. Work-Break down Structure, and coordination

Table 1-Work breakdown structure

Id Tasks Duration Predecessor Responsible

1 Project Initiation and planning 2 weak All
 Gathering Information
2 Description of the project 1.5 weak 1 Numeri
Introduction:
W  Background Information
O  Statement of the Problem
 Objective of the problem
R
 Scope & Limitation of the project
K  Methodology
B  Feasibility study
R  Project Plan Activity
E
A 3 Current system 1 weak 1,2 Abenezer

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 K  Description of current system
D  practices to be preserved from the
O existing system
 Players in the existing system
W
 Business Rules
N  Alternative Solution
S 4 Proposed System 2 weak 1,2,3 Wondiye
T  Functional Requirements
R  Non Functional Requirements
U  User Interface
C  Hardware or Software Requirement
T  Security and Safety procedure
U 5 System Modeling 4 weak 4 Amanuel
R  Use case diagram, and there
description
E  Object Model
S  Dynamic model
6 Implementation 13 weak 3,4 All
 Designing
 Coding
 Testing

Table-1 Work Break down Structure

1. Resource plan
 We used computer lab and the computers, laptop, disks (CD, flash), paper for
layout and properly using them and protecting these resources from damage.
2. Communication plan
 First communicating with every team member and then communicate with our
advisors by respecting time of our appointment.

1.10. Tools used in the project

While developing the project starts from the documentation to the implementation we use the
following case tools:
Back-end: The back end of this project used MYSQL, Apache and PHP because:

 It is more reliable.
 It is easy to use.
 It supports many operating systems

Front end: The Front end of this project used HTML, CSS and JavaScript because:-

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  They can make effective design easily and understudy.
 They can be easily updated or changed.

I. Hardware tools
This project used the following hardware tools.
hp computer: - used to develop the system
Flash disk: -used to store and secure data as backup
Network cable:-It helps us to extract relevant information about project from
internet.
II. Software tools
Windows 10 operating system.
XAMP Server :- to run the project and to create database
Mozilla Firefox, chrome and internet explorer:- browser to open and run the project
Sublime text3 and notepad++: - for editing purpose
Microsoft office word 2013:- used to write the document parts of the projects
Edraw Max and Microsoft Visio 2013:- used to design the diagram of system and
projects
Paint and Adobe Photoshop:- used to edit photo

III. Programming tools

HTML:- to display the web page and design the user interface for the clients
PHP :- to implement the project
CSS: - for the formatting of the web site or decorating.
JavaScript ;- used for validation

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 1.10.2. Budget plan
The following Table shows the estimated cost for our project.
Hardware cost
Table 2-Hardware cost

No Material Amount Price per unit Total price

1 A4 size paper 2 Destin 100 Birr 200Birr
2 Pen 10 15Birr 150Birr
3 Flash disk 2 (16GB each) 400Birr 800Birr
4. For Print 100 sheet 1 Birr 100Birr
5 hp computer 1 (4RAM) 14,000 Birr 14,000 Birr
6 Network cable 3 meter 100 Birr 300
Total 15,550.00 birr

Software cost
Table 3-Software cost

No Material Price per unit

1 Microsoft office 2013 Free
2 Microsoft office 2013 Free
3 Apache Xampp server Free
4 Sublime Text3 Free
5 Notepad++ Free
6 Edrow Max and Microsoft Visio 2013 Free
7 Paint and Adobe Photoshop Free
Total 00.00 Birr

1. 12. Conclusion
Finally, our project has a big contribute in giving essential service for students’ .as we know there is fast
growth in the world in technological modulation so our project is focusing based on technological way to
reduce various problems such like time wastage, cost of human labor and money.

1.13.Reference
[1]. System analysis and Design methods (in analysis and design phase)

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[2]. A modern, modular approach to standards-compliant web design Craig Grannell
Foreword by Jon Hicks, Hicksdesign

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