Republic of the Philippines

ZAMBOANGA PENINSULA POLYTECHNIC STATE UNIVERSITY

Region IX, Zamboanga Peninsula
R.T. Lim Blvd., Zamboanga City
Tel. No. (062) 993-0023

COLLEGE OF INFORMATION AND COMPUTING STUDIES

Vision:ZCSPC as the leading provider of globally competitive Mission: Provide effective and efficient services through advanced
human resources. technological studies and researches for the empowerment of the
nation’s human resources.

Dormitory Management System

For
Esquire Dormitory

ITPC 106 - Software Engineering

Project Proposal

Proponents

Edwin L. Manila
Rachell Q. Aculbe

2022
 CHAPTER I

INTRODUCTION

Background of the Study

Running a business with technology today gives a huge advantage in doing transactions

with customers. Since the evolution and invention of the machine, technology plays an important

role in our society. We cannot deny the fact that technology is becoming more integrated with

our daily activities. It becomes a more relevant and in-demand factor, especially for our works

and businesses. Today, businesses that are equipped with computers are more accurate and fast

than those that are not.

Managing a small and large business requires an abundant effort to meet the customer’s

demand. In this case, Esquire Dormitory has three buildings with a lot of tenants, which should

enhance their way of managing. As there is a lot of information and transaction that is needed to

be computerized to provide accurate and secure management for their transactions. The

dormitory management system is a reliable computer system for their business. The system can

help the attendant and owner to manage tenants’ details information and payment transactions.

This study will provide Esquire Dormitory with a computerized and better management

system. It should enhance and facilitate transactions with the tenants and the management.

Statement of the Problem

Esquire Dormitory provides a home-like service to an individual who is looking for a

temporary shelter, it’s either a student or a worker. Because of its perfect location schools, work

and shopping malls are accessible, therefore many tenants are living in the dormitory. The

dormitory is dealing with sensitive information. And also it can be boarded by a large number of
tenants. While the management is still using the manual method it slows their processing and

transaction because their process is only paper bases. As a business located inside the city using

a computer system would benefit and enhance their transaction.

Objectives of the Study

The main objective of this study is to help Esquire Dormitory to enhance its management

by using an easy and manageable computer system that can handle dormitory transactions.

Specific objectives:

1. To design and develop a system recommended for dormitory

 A user-friendly system will be developed to avoid confusion with the

user.

2. To automate and computerize transactions with the tenants

 Payments and receipts will be automated.

3. To assess the reliability and importance of the system

 The proponents will be having a consultation and meeting with the

owner to explain the advantage of the computerized system on their

business.

4. To help the management familiarize the system

 The proponents will conduct an explanation and demonstration of how

the system works.

Significance of the Study

This study aims to improve and refine the ability of the Esquire Dormitory to manage

information and transactions as well as the importance of having a computer system in their
business. The system will help the management to view the specific information tenant’s profile

in a less hassle and automated process. It also helps to automate their tenant payments and

remove the transaction's manual processing. With this computerized management system, the

management can perform a better quality transaction with their costumer.

Owner - It can assist the owner in managing their business and keeping track of their profits.

Attendant/Manager - As it is a user-friendly interface, this can assist the dormitory in facilitating

faster and easier transactions for both boarders and workers.

Tenants - It can improve their experience in dormitory transactions more quickly and efficiently.

Future Researchers - This research will be beneficial to future researchers. It will provide them

with additional information to help them gain more expertise and receive some ideas for a

management study.

Scope and Limitation

Scope

This study will focus on developing a dormitory management system that is a user-

friendly system. The proponents will develop, evaluate, and integrate a dormitory management

system that would make managing dormitory operations and transactions easier.

Limitation

This system will be developed only for the Esquire Dormitory can only be used by the

owner and managers, and is meant only for tenants and dormitory rooms. The system is only for

dormitory management that adds and removes data it can also access tenants’ profiles, and
automate payments. The system can generate and print the receipt and report for future

references.

Definition of Terms
The proponents of this project chose critical key terms to help others grasp the problem

for better understanding and judgment of the study.

Automation - a term for technology applications where human input is minimized. It includes

business process automation, IT automation, personal applications such as home automation, and

more.

Management – is regulating and supervising the activity or works of the other, especially in

business.

Dormitory – a residence hall providing rooms for individuals or groups.

A tenant – is a person who occupies or has temporary possession of another's lands or tenements.

System - is a well-organized collection of pieces that work together to achieve a common aim.

Computer System - is a set of integrated devices that input, output, process, and store data and

information.
 CHAPTER II

REVIEW OF RELATED LITERATURE AND STUDIES

This chapter discusses the various associated literature and studies, it represents both

local and foreign that support the researchers' findings. It also helps to distinguish the ability of

the past study to help the proponents of what needs to be improved and mastered for the benefit

of both, the researchers and the client.

Related Literature
Management information systems (MIS) is a changing and challenging field. Modern

businesses can’t survive for long without using some sort of MIS to manage massive amounts of

data, and there are plenty of opportunities to study or work in the discipline. In business,

management information systems (or information management systems) are tools used to

support processes, operations, intelligence, and IT. MIS tools move data and manage

information. They are the core of the information management discipline and are often

considered the first systems of the information age (Marker, 2017, 2021).

According to Nicky LaMarco (2019), every business uses computers to carry out its

functions in one way or another. From generating reports to communicating with clients,

computers do a lot for the efficiency with which a business is run. The computer has brought the

business a long way from the age of pen and paper, and folders stored in dusty storage

compartments. The uses of a computer are simply endless. Not only do businesses use computers

to carry out different functions, but they also use many different types of computers to carry out

those functions. These functions include laptops, PCs, servers, and even smartphones. Because

of computers, concepts such as flexible working schedules and remote workforces have become
possible – enabling employees to work from wherever they want and at whatever times they

wish.

Local Studies

Royal Residence Condominium-Dormitory Registration and Billing System

A manual system of billing is very time-consuming, it is usually done and used

only by extremely small establishments. Fast and accurate invoices, credit notes, bought

orders, printing statements, and payroll records are all done automatically using a

computerized billing and accounting system. The billing system can provide the

organization and its clients with all of the information they require for billing-related

topics. Because records are clean, up-to-date, and correct, computerized accounting tools

save time and money for employees. The main benefit of having a billing system in place

is that it allows you to manage consumer payments efficiently (Adversalo, et al., 2014).

Figure 2.1: Royal Residence Condominium-Dormitory Registration and Billing System

House Rental Management System

 One of a person's most basic requirements is a place to call home. Individuals

who do not have a home can exist by paying rent to people who have more houses, which

is one of the four needs of human beings. There are no adequately allocated homes, and

the system is difficult to set up based on the user's preferences. Also, the home rental

administration system is virtually entirely manual (House Rental Management System,

2017).

Project Monitoring System

The involvement of technology breakthroughs and the application of Information

Technology and Information Systems in day-to-day work can help organizations enhance

their operations. A monitoring system is a program that monitors, supervises or regulates

the actions of other programs. Monitoring is the process of observing and recording

actions in a project or program regularly. This aids in the efficient and effective

management of time and costs and the improvement of performance and client

satisfaction, which is the major focus of any agency, business, or non-profit (Project

Monitoring System, 2014).

Foreign Studies

Dormitory Management System

The University provides educational services to the general public. Extension

programs for residents as well as students are available. Various managerial activities that

take place at the university are carried out. Arbaminch University Students' Dormitory

Management is one of the most important management operations that is carried out to
arrange and distribute dorms for students. There is a potential issue with Dormitory

Management in this method. As a result, the team started this project to identify and

assess those issues and alternative solutions. Because the total number of students and

dormitories on campus is so vast, manually managing such a high number is exceedingly

time-consuming and prone to various problems (Tesfaye, Kebebe, Yiheiyis, Yimer, &

Negassa, 2013).

Dormitory Management System for Wolkite University

Developing a system does indeed have a huge effect on organizations and

businesses, as the web-based dormitory management system at Wolkite University has

shown. Because of the manual processes, supervisors and other relevant officers had

various issues. New resource materials for extending communications are available

thanks to technological tools. Several more developing countries are well-positioned to

benefit from technological advancement to improve human development (Beyene,

Sheckle, Hussien, Asrat, & Fikadu, 2021).

Rental House Management System

The demand for a rental house management system arises from the fact that rental

house management has become an important aspect of modern life. Housing is one of the

most significant aspects of development in any country, and it plays a significant role in

reviving economic growth. Housing is critical to one's quality of life and has significant

economic, social, cultural, and personal implications. Developing rental properties has

numerous advantages, particularly for landlords who may enhance their earnings by

collecting rent from renters. The increased number of tenants and landlords complicates
 management, especially for landlords who lose a significant amount of money due to

tenants who do not pay their rent. Landlords and property managers have struggled for

years to keep track of their tenants and their records. Management has grown tough as a

result of concerns such as data growth, lack of computerized system, data security is not

assured, and no digital database to store information (Gommans, Njiru, & Owange,

2014).

ASU Dormitory Management Project

Technology is evolving in today's world. People want to be able to use these new

technologies, and they want to know how they function. Universities, in particular,

require these new emerging technologies for a variety of reasons; among these students,

dormitory systems require this technology. Some other issue is that all of the records

related to the general management process are kept on paper and maintained in a file

cabinet. Another major issue that the dormitories confront is the student signing book,

which they change every month, increasing the expense. This makes data management

and manipulation time intensive and has a negative influence on dormitory services

(Ahmed, et al., 2020).

Synthesis Table of the Study

Title A B C D E
Royal Residence Condominium-Dormitory ✓ ✓ ✓ ✓
Registration and Billing System
House Rental Management System ✓ ✓ ✓

Project Monitoring System ✓ ✓

Dormitory Management System ✓ ✓ ✓ ✓

Dormitory Management System for Wolkite ✓ ✓ ✓ ✓

University
 Rental House Management System ✓ ✓ ✓ ✓

ASU Dormitory Management Project ✓ ✓ ✓ ✓

Esquire Dormitory Management System ✓ ✓ ✓ ✓ ✓

Table 2.1: Synthesis Table

Legend:
A – Record information (add, edit, and remove)
B – Monitor status
C – Generate receipt
D – Generate report
E – Print receipt
 CHAPTER III

RESEARCH METHODOLOGY

In this chapter, the proponents will present, discuss, and define the scientific method and

technical requirements gathered and will be used in developing the proposed study. The

proponents carefully chose the scientific procedure to ensure that every decision and planning is

acceptable, well defined, and will be implemented following the professional standard for the

analysis of the data, problem, and solution.

For this study, the proponents choose the Agile Methodology for its software

development life cycle (SDLC) process that allows the proponents to thoroughly examine the

specifications of stages. The chosen method typically motivates a disciplined workflow that

encourages detailed inspection and adaptation, a led to significant improvements that

promote teamwork, self-organization, and accountability, a set of engineering best practices that

lead to faster implementation of high software, and a business strategy that aligns advancement

with consumer demands and organizational objectives.

Figure 3.1: Agile Methodology Life Cycle

 Requirements
The proponents gathered all requirements data and conducted a face-to-face

discussion with the clients. In this stage, the proponents also collect, review, and compile all

related and relevant articles and journals for the analysis and documentation needed for the

system's development

Design

After gathering all the necessary data and requirements. The proponents then

analyze and address the order in which functions should be introduced, as well as the tools that

are required for the development. Additionally, this phase also covers the system’s design,

features, and function.

Development

In this stage, upon collecting the necessary data and deciding the technology and

tools to be used. The proponents will now start to develop a web-based system for the

management of the dormitory. Many adjustments are likely to be made to the proposed prototype

to improve functioning and new features. Each cycle includes testing, and the finished product

must pass the final inspection.

Testing

Following the development phase of the system, the product becomes available to

the client. This stage will perform and carry out a set of tests to confirm that the software is

completely functional. The developers will instantly repair any potential problems or weaknesses

that are discovered. The proponents will also gather feedback from the client at this point.

Deployment

After conducting a thorough set of tests, bugs, and performance checking of the

system. Customers can now use the program because it is fully deployed. Throughout this phase,
the system developer will provide continuing assistance to ensure that the system runs well and

that any new defects are addressed. It is feasible to iterate on a current new product over time to

update it or add new features.

Review

In this final stage of the process, the proponents will continue to monitor the product to

ensure that the system is functioning properly according to its purpose. The proponents then will

analyze and evaluate the progress that has been made toward meeting the requirements, as well

as the high points and obstacles encountered along the process.

Research Design

This study uses a face to face interview method to obtain the needed data to provide

solution to the stated problem. This is to figure of what method the client currently using which

is necessary for managing customer through their information and how they handle the data

using the manual method. Additionally, this study will also use the Agile Methodology life cycle

which is widely used for software development, this cycle provides the necessary steps to

procure each phases with better results. Furthermore, agile methodology requires the attention

and care of a team that is versatile and flexible, using this method it can greatly enhance the

positive outcome of the study.

Research Locale

Esquire Dormitory is located at AN Drive, Don Navarro B. San Jose, Cawa-Cawa,

Zamboanga City. The location is surrounded by landmarks, offices, and businesses and is also

located near the public schools and university. A perfect location for college students, and

individuals who want to get near to their schools and work in the busy city.
 Figure 3.2: Research Locale

Population and Sampling

The proponents interview the client and were asked a lot of questions regarding the

method that they use in their dormitory management system. There is only one respondent in the

interview and we’re asked questions about how accurate, fast, and reliable their method of

processing and managing information or data of their tenants. The proponents then decide and

suggest to the client that leads the proposal of this study that will develop a computerized

dormitory management system that will help them to manage and to adopt the technology in

their business in a less hassle way.

Functional and Non-Functional Requirements

Functional Requirements

o Enable adding, updating, and editing data

o Enable storing in a digital database

o Enable monitoring status of tenant

o Enable automatic generation of receipt

 o Enable automatic generation of report

o Enable printing of the receipt

o Enable printing of the report

Non-Functional Requirements

Hardware Requirements

o Minimum processor speed

o 4GB installed RAM

o 200MB free space disk

o Monitor

o Compatible mouse and keyboard

o Printer

Software Requirements

o Any 64-bit operating system

o Web browser

o MySQL

o Windows driver
Flowchart
Figure 3.3: Flowchart