COLLEGE OF ARTS AND SCIENCES

SCHOOL OF COMPUTING
UNIVERSITI UTARA MALAYSIA

STID 3074
INFORMATION TECHNOLOGY PROJECT MANAGEMENT

BUSINESS CASE
UUM Hostel Management System

Checked By : Signature:
Mr. Mohd Rushdi

Verified By : Signature:
Universiti Utara Malaysia’s
Student Accommodation Centre

PREPARED BY :
THREE STAR TEAM

TEAM LEADER : Alfarizy M. Fadilah 276391

MEMBERS : - Muhammad Haikal 283950
- Kireina S. Hidayat 276436

DATE OF SUBMISSION :
16/11/2022
 Proposal-UUM Hostel Management System

TABLE OF CONTENT

1. INTRODUCTION/BACKGROUND ................................................... 3
2. BUSINESS OBJECTIVE................................................................ 3
3. CURRENT SITUATION AND PROBLEM/OPPORTUNITY STATEMENT ...... 4
4. CRITICAL ASSUMPTIONS AND CONSTRAINTS ................................ 4
5. ANALYSIS OF OPTIONS AND RECOMMENDATION............................ 5
6. PRELIMINARY PROJECT REQUIREMENTS ....................................... 6
7. BUDGET ESTIMATE AND FINANCIAL ANALYSIS .............................. 7
8. SCHEDULE ESTIMATE ................................................................ 8
9. POTENTIAL RISKS ................................................................... 12
10. EXHIBITS ............................................................................... 13
I. REFERENCES ............................................................................. 16
II. APPENDIX .............................................................................. 16

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Proposal-UUM Hostel Management System

1. INTRODUCTION/BACKGROUND

There are various types of automatic control systems in the market which provide
convenience to the people. Many technology businesses have joined the market to
develop automated systems to increase their profitability and be more organized.
Available automated systems such as face organized systems, payment verification
systems, data verification systems etc. This type of system is beneficial for companies
that are busy with transaction flow. The advantages of implementing an automated
system include providing more free time for service/goods provider companies,
increasing company productivity, and improving transaction quality. Companies are
willing to pay more for a system with a high level of security and quality. Based on
observing currents in the market, our organization seized the opportunity and decided
to create a new automation system based on the characteristics of our products.

The company created a system for hostel accommodation at universities,

especially UUM. Our company helps the management of student accommodation to
plot several students so they can stay and enjoy UUM hostel facilities. We took several
system experts to collaborate to make the system better and more responsive. There
are many UUM students who require the system to respond quickly and accurately.
Later this operating system will usually be used more when new students enter or old
students enter who return to campus. UUM strives for its students to experience
accommodation facilities on campus. Our company also makes systems that are not
only responsive but must be correct and have high security. and with a high degree of
accuracy. This system helps UUM employees to assist in serving their customers such
as students

2. BUSINESS OBJECTIVE

Our company has collected the pros and cons of the automated systems available
to the public at large for performing higher quality systems and applications. Within
the organization, we always communicate with each other to determine case criteria
and business plans for this system. This is the goal that our organization aims to
achieve at the end of the project.

1. To provide clients with systems that clients and customers can understand
easily and with targeted functions
2. To expand our network and scope of operations and corporate reputation.
Because the suction force moves into a comfortable style
3. In order to increase our employees' talents and preferences related to
technology, we will learn in the same and new environment. They will be
given the opportunity to ask experts in certain fields.

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 Proposal-UUM Hostel Management System

3. CURRENT SITUATION AND PROBLEM/OPPORTUNITY

STATEMENT
Currently, Malaysian education has a good reputation with education in Southeast
Asia. Lots of international students today are interested in continuing their education
in Malaysia. More and more students enroll at the university, the need for hostels or
accommodation on campus is increasing. Moreover, the university greatly facilitates
its students to live on campus to ensure comfort and safety. The covid 19 pandemic
has made learning turn online. However, after 2 years of running online, the Malaysian
Ministry of Education allowed universities to change online learning to hybrid. Many
students return from their respective regions and return to campus to carry out hybrid
learning. International students who return to campus are no exception. Due to the
large number of student requests to return, a strong and effective system is needed to
be able to serve in hostel management at the University. Moreover, all universities
have implemented full offline, so all students will return to campus, with the exception
of UUM. UUM accepts many students at the beginning of learning such as old students
and new students. To be effective the distribution of accommodation requires a good
system.
UUM has many student hostels that need a system that can have integrity and a
good network. The system connects several student lodgings which can find out how
many accommodations can be occupied and how many are ready. This needs to be
implemented because in order to do it one door. Therefore, we are here to present the
UUM hostel management system to help with this problem.

4. CRITICAL ASSUMPTIONS AND CONSTRAINTS

This business case focuses on the distribution of student rooms/hostels at UUM.
Our system is in the form of a website that is linked to the website portal and UUM
database. Those students who need it will immediately apply on their portal and
immediately enter our system and will be verified via the UUM database.

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 Proposal-UUM Hostel Management System

5. ANALYSIS OF OPTIONS AND RECOMMENDATION

i. Use current UUM Server and Database

For now we are still using the existing server but we are only rearranging the resources
we need to work on the server. We need 2 labor for front-end, 2 for backend labor , 1 for
User Interface labor, and 1 for Database Administrator labor. So in total we need 6
workers for the server.

ii. Hosting New Server and Databases

For now we are still using the existing server but we are only rearranging the resources
we need to work on the server. We need 2 labor for front-end, 2 for backend labor , 1 for
User Interface labor, and 1 for Database Administrator labor. So in total we need 6
workers for the server. We also buy new servers to increase server power, and improve
server quality.

Payback Period
Payback Period = Initial Investment
Net Cash Flow
= RM 30000000
RM 5000000
= 6 years

Break Even

Windows Server and SQL Server RM 2.350.980

2 Labor Front-end developer salary RM 21.000

2 Labor Backend developer salary RM 13.000

Database administrator salary RM 7.650

User Interface developer salary RM 9.150

Total Cost RM 2.401.780

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 Proposal-UUM Hostel Management System

iii. Modifying the existing system

Previously, the UUM server was created to assist students with hostel accommodations,
but the UUM server encountered numerous issues, particularly when students or users
used the server. Our company is here to assist and collaborate with UUM in providing
cutting-edge technology and customizing a special server to assist UUM students in
dormitory accommodation.

Payback Period = Initial Investment

Net Cash Flow
= RM 30000000.00
RM 7000000.00
= 4 years

Break Even

Hiring IT Software Developer Team RM 78500.00

Google Play Developer Account RM 399.00

Server Hosting RM 1000.00

Total Cost RM 79899.00

Return of Investment
ROI = total expected benefits – total expected costs
total expected costs
= RM 50000000.00 - RM 30000000.00
RM 30000000.00
= 66.67%

6. PRELIMINARY PROJECT REQUIREMENTS

Software
For the software developing kit, we will use JavaScript, CSS and HTML as programming
languages. JavaScript backend is an Application Programming Interface and CSS. HTML
is for the front end for User Interface. For the database, we are using MariaDB because
MariaDB doesn't have any problems if we are going to use an Ubuntu server.

Hardware
for hardware, we will only need a PC with high specifications for making applications and
also developing applications.

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Proposal-UUM Hostel Management System

7. BUDGET ESTIMATE AND FINANCIAL ANALYSIS

Budget Estimate

Project Management

Project Manager RM 9.250

Project Team Members: 2 RM 17.100

Software Developing Kits RM 2.500

Application Programming Interface RM 18.716.400

Hardware

PC RM 5.811

Windows Server and SQL Server RM 2.350.980

Modifying the existing system

UI Development RM 3.150

Upgrade Cost RM 2.500

Licensing fees RM 1.500

Per-seats cost RM 2.000

TOTAL RM 21.111.191

Financial Analysis

Use current UUM Server and Database

The required budget will be reduced if we use an existing UUM server. The
disadvantage is that the UUM server frequently dies, and the current database does not
run optimally, causing the server to crash more frequently.

Hosting New Server and Databases

It will be better for performance if we use external hosting. The database will be more
organized and easier to use, resulting in fewer server crashes and corruptions. The
disadvantage of using external hosting is that the costs are prohibitively expensive
when compared to using an existing server.

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 Proposal-UUM Hostel Management System

8. SCHEDULE ESTIMATE

For the project’s estimation we will be using the PERT (Program Evaluation and
Review Technique) to develop the schedule and by using the mentioned method it
would take 6 months to finish the project, below are the detailed list of activities and
calculation :

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 Proposal-UUM Hostel Management System

. UUM SAC’s Hostel Management

A. Conception and Initiation

B. Definition and Planning

C. Execution

C1. Analysis

C1-1. Client Survey

C1-2. User Survey

C1-3. Systems Requirement Specification document

preparation

C1-4. Milestone : Analysis completed

C2. Design

C3. Construction

C4. Testing

C4-1. Test Plan

C4-2. Test results report

C4-2.1. Review test plan with a client

C4-2.2. Carry out test plan

C4-2.3. Analyze results

C4-2.4. Prepare test results report and presentation

C4-2.5. Present test results to a client

C4-2.6. Address any software issues or problems

C4-2.7. Milestone : Client signs off on test results

C4-3. Milestone : Testing completed

C5. Implementation

C6. Phase close

D. Close project

E. Evaluate project success

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Proposal-UUM Hostel Management System

Activity Description Optimistic Most Pessimistic Expected

Estimates Likely Estimates Duration

(Days) Estimates (Days)

(Days)

A Conception and Initiation 2 3 5 3,2

B Definition and Planning 2 4 5 3,8

C Execution 77,8

C1 Analysis 14,7

C1-1 Client Survey 3 4 5 4,0

C1-2 User Survey 5 7 8 6,8

C1-3 Systems Requirement Specification 2 4 5 3,8

Document preparation

C2 Design 3 5 7 5,0

C3 Construction 7 10 12 9,8

C4 Testing 13,8

C4-1 Test Plan 1 1 2 1,2

C4-2 Test results report 2 2 3 2,2

C4-2.1 Review test plan with a client 1 1 1 1,0

C4-2.2 Carry out test plan 1 3 4 2,8

C4-2.3 Analyze result 2 2 3 2,2

C4-2.4 Prepare test results report and 1 2 4 2,2

presentation

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Proposal-UUM Hostel Management System

C4-2.5 Present test results to a client 1 1 2 1,2

C4-2.6 Address any software issues or 1 1 2 1,2

problems

C5 Implementation 4 6 8 6,0

D Close project 1 1 1 1,0

E Evaluate project success 1 1 2 1,2

Total Estimation (Days) 86,01

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 Proposal-UUM Hostel Management System

9. POTENTIAL RISKS

The integration of UUM’s Student Accommodation Center’s Hostel website is a very

essential idea for students itself to get reassurance towards the students on the provided
living space in the campus itself, generating more trust from the students and the
student’s parents itself and even to the point of gaining more positive reputation on the
public due to the application itself.

Nevertheless risks still exists, one of the risk that may occur in the development phase is
human error itself towards the development phase, to be exact it would be missing
deadlines, by missing deadlines the risk of the project to fail increases significantly, and
there are also the integration API’s that must be developed, which will cost more time
constraints due to the complexity of the existing UUM applications for example UUM
FIMS, UUM E-Pay and the UUM Portal itself.

Before the website gets deployed there is the drawback of it being a costly project due to
the database that we will be using from outside services as a consequence of the high
demand of UUM’s Student Accommodation Center’s Hostel which requires a high storage
space in the database’s server itself, and that’s not including the high back-up storage
server that will add in the budgeting, a high back-up storage server is needed to minimize
the risk of technical issues which are server crashes and server corruptions but not
eliminating them from the calculations aswell, once the website has been deployed the
budget of server’s runtime would be needing attention aswell, summing the budget all up
until the contract ends.

Next, there is also the issue of the server crashing due to the previously mentioned high
demand of UUM SAC’s Hostel and now with the addition of scheduled Hostel room
applications, Hostel room Registration, and also appeal which will require so much
performance to the point that a crash is inevitable at some point, but this risk can be
minimized by scheduling it per-batch numbers, where the seniors will get more priority
on getting a hostel room, and that is not considering the hostel room appeals that will
probably happen, which it requires more processing power on the server to remove a row
on the database.

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Proposal-UUM Hostel Management System

10. EXHIBITS

Figure 1 User application example

Figure 2 User application exhibit

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Proposal-UUM Hostel Management System

Figure 3 User application example on phone Figure 4 User application exhibit on phone

Figure 5 Admin application example

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Proposal-UUM Hostel Management System

Figure 6 Admin application exhibit

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 Proposal-UUM Hostel Management System

I. REFERENCES

I. How to write a business case: Template & examples | adobe workfront. (n.d.).
Retrieved December 10, 2022, from
https://business.adobe.com/blog/basics/business-case
II. Nizhebetskyi, D., About Dmytro NizhebetskyiMost project managers don't have
formal education. As a result, says, S. S. C., says, D. N., Says, B. T., Says, O. T.,
Says, S., says, M. J., says, A., says, S. T., & says, A. (2022, September 19). All
SDLC phases with examples and explanations. Your Software PM Mentor.
Retrieved December 10, 2022, from https://pmbasics101.com/software-
development-life-
cycle/#:~:text=Typical%20phases%20in%20the%20software,off%2C%20Closur
e%2C%20and%20Support.
III. ProjectManager. (2022, December 6). Project schedule. ProjectManager.
Retrieved December 10, 2022, from
https://www.projectmanager.com/guides/project-scheduling
IV. Eby, K. (2018, May 29). Demystifying the 5 phases of project management.
Smartsheet. Retrieved from https://www.smartsheet.com/blog/demystifying-5-
phases-project-management
V. Roseke, B., & Roseke, A. B. (2018, August 31). Learn. ProjectEngineer.
Retrieved from https://www.projectengineer.net/project-schedule-management-
according-to-the-pmbok/

II. APPENDIX

Project Presentation Video

https://drive.google.com/drive/folders/1ctRtIVeImwxq0AHP9Xr5oVQzBoCHU
jb_?usp=sharing

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