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CHAPTER ONEINTRODUCTION
Ambo University Dormitory management system is one of the great service systemswhich found in our
campus .This service system needs computerized and modernize to givequality and brief service for
users or students .so; it is redesigned and analyzed in this Dormitoryservice management system. This
project contains and solves problems in Dormitory servicemanagement area step by step. In general
problem is raised and the solution overcomes the problem.
1.1 BACKGRUOND
Ambo university Dormitory management system is starting its service when Ambouniversity is
established in 1939 E.C at western Shewa .At the begging ,there were 2 blocks(Cambodia and
Holihude).It starts giving different service to student such as dorm, key ,clearances services form and
bed for regular students . This service is managed by dormitorymanager .Now a days the service gives
access around 10,000 students, 20 blocks and 32dormitories. Manual system creates complex &
complicated system when entering and clearingstudent to university. The problems that are identified
are discussed on the next tittles.
This dormitory management service currently uses manual system which creates thefollowing major
problems.
Data recording system is not centralized or not in the modern systemwhich is difficult to search.
Data redundancy &lose:-as mentioned above ,the manual searchingsystem of a required information is
very time consuming and sometimesmay lead to inability to find the information that already exists .
Thisresults in storing the same information again and again. And also the datamay disappear because of
some real world problems since it is stored on papers manually.
Space reservation problems: - the manual system is using papers forstoring information. As the number
of users is increasing and informationis stored redundantly, the space reserved for storing this
information ismore than required.
dorm for an individual student, because the existing system is notaccessible automatically.
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The main objective of this project is to convert or change the manual system to computerizedsystem to
solve the above stated problems.
Improved performance to announce students to which Dorm they have been placed.
Less cost.
Designing database to the system that can hold all the information
The scope of our project is providing the access for information about the dormitorymanagement to
students in AmboU. The scope of the project is that every studentwill know client side user name and
password to see their dorm where they areassigned.
Allowing the AmboU student to use the online system anywhere they are.
Every Proctor will use an account number and password as the main security of theDM system.
The System contains all the recorded information that can be handled by themanager and Proctors.
For new students who access the system for the first time, the DMS allow privilegeto access by their
Name and Registration number.
1.4.2 Limitation of the projectThe project we are developing has limitation on fields like:
It works for the one who understand English language (we have not used other language).
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Our system does not serve the students who are not regular students in Ambo University.
Our system does not serve the students who are not able to see (blind people).
The project focuses on the student how to access service from dormitory service andalso it enables the
dormitory service manager.
The project gives benefit to dormitory service manager to easily give service tostudent and too easily,
allocate dorm for the students when they entered to the campusand also de allocate student dorm
when student leaves the campus.
The student can get fast access and service from the dormitory service management.
The developers of this project Obtain knowledge and experience while they are doingthis project. They
also achieve popularity, money and confidentiality.
Generally the students of Ambo University and the Dormitory manager are more beneficial of this
system.
1.5 Methodology
Is the way or mechanism in which we gather information to develop the system.We have used the
following methods:
By observing how the system is performing its tasks using MS office excel 2007.
By seeing the forms that the existing system uses how students enter and take out their property from
the dorm.
Development life cycles, including specific models, tools, techniques and systemdevelopment life cycles.
Tools the prototype of the system is developing based in a web-based environment. Todevelop this
project used the following software tools.
Software Used
SQL-server
Web servers (IIS).
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Feasibility of the our project the aim to objectively and really uncover the strengthand weakness of the
existing business or proposed opportunities and threats as presented by the environment resource
required or materials and also any informationor experience to the management of Dormitory.
As much as the university communicates by English language, this project will work
in English language only. So we don’t have to use Cross Natural language and Speech
Economic Feasibility
The system to be developed is economically feasible and the benefit is outweighing thecost
Since this project already computerizes the existing system, by now the reductionof cost for materials
used in manual operation becomes beneficiary to the organization.
Generally the system we developed for Ambo University Online Dormitorymanagement and
announcement 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 differentwriting
materials.
Intangible benefits
The system we are developing has many in tangible benefits that revolve around mentalsatisfaction of
users. These where:
Satisfies the AmboU students in the way that they trust the system is secure and accurateon giving
service.
Increasing the competitiveness of the individual
Improved productivity
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Technical Feasibility:
The system developers understand the scope, objectives including specific objectives andlimitations of
the proposed system well and the users have technical capability to use this system.As a result they
develop the website for Ambo University successfully within proposed resources(budget, time, etc.), so
the project is technically feasible.
Schedule Feasibility:
Our project to prepare or completed in a given time of period property using somemethods like payback
period (I.e. is concerned method of analysis with seriouslimitations and qualification for its use.
Project team will develop the new system in the given period of time for theindustrial project.
Operational feasibility:
The system is operational in way that we have decided to work by effort and incollaboration with
AmboU ICT office. This includes giving training to users.
To develop the system our team has followed project plan precisely in order to makethe concerned
body get the system simple.
To prevent the work delay and to avoid the hindering things in developing oursoftware system , we have
structured tasks in order to do the task and whatresources (time, and human physical resource) are
needed to do tasks.
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WOR KBR EAK DOW NSTR UCTUR ESId TasksDurationPredecessor Responsible1 Project Initiation and
planning
Background Information
Methodology
Feasibility study
Business Rules
Functional Requirements
User Interface
Object Model
Designing
Coding
Testing13 weak3,4 AllTable-1 Work Break down Structure
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1. Resource plan
We used computer lab and the computers, laptop, disks (CD, flash), paper forlayout and properly using
them and protecting these resources from damage.
2. Communication plan
First communicating with every team member and then communicate with ouradvisors by respecting
time of our appointment.3
. Time schedule
Gant Chart
ID Task Name Start Finish Duration
Jun2014
May 2014
5-25 6-8
2-23
1w
1w
4 1w31-Dec-1325-Dec-13
5 2w15-Jan-1402-Jan-14
Proposed System:FunctionalRequirementsNon
FunctionalRequirementsUserInterfaceHardwareorSoftwareRequirementSecurityand Safetyprocedure
6 4w12-Feb-1416-Jan-14
6-22
7813w03-Jun-1405-Mar-14Implementation:DesigningCodingTesting.5w26-Jun-1424-Jun-14Final
submitting Date
Fig-1.1
Gant chart
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Our project organized in two main phases.The first phase of our project include chapter one of project
up to chapter four whichincludes introduction about the existing system, current system information,
proposedsystem information and Modeling using OO(Object Oriented)Paradigm for phase one
andDesign OO (Object Oriented paradigm) and system implementation for second phases.
Team organization
We have organized our self (team member) in a decentralized way that every teammember
communicates to each other and diagrammatically.
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CHAPTER TWO
2 Current SystemIntroduction
The dormitory management gives service for all regular students in ambo university
Decreases the amount of budget wasted for students since the dorm is not far.
Currently the AmboUDMS works in a traditional way that it’s impossible to say a
manual system (lack of necessary document) that is an organized to work and moretime consuming.
Including the present of AmboUDM and other leaders connect toeach other by phone , letter ,report
and every time concerning their works is paper based that to cost for writing materials .
2.2 practices to be preserved from the existing system2.2.1- Strength of the existing system
Even if the existing system is manual system as it has weakness it also has some strong side thatwe need
to be preserved are:
The existing system had many problems. For example, if the dormitory wants to clearone student from
the campus he/she first sees for the students name and file number.
Then he/she also searches for another document depending on the file number of thestudent. Because
they keep the students record separately based on their file number.Each student has their unique file
number.
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In generally current system is a system that needs intensive human labor resource,consume time ,less
security ,lack of awareness and accurate available information .
Dormitory manager
Student
At this moment the dormitory management uses the new promotion policy of the dorm.
Students are allocated in such a way that male students are not allocated with femalestudents.
Proctors should not assign one student in more than one dorm.
Students should not change their dorm without the permission of the proctor withsufficient reason.
If the students
don’t agree with their dorm members the dormitory gives advices.
If two or more students sleep in one bed for the first time the dormitory gives orallywarning.
If two or more students sleep in one bed for the second time the dormitory gives penalty.
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There are many solutions for the existing system problems.These are:
Making the system fully automatedFrom all the above alternatives solution, it is difficult to use the fully
manual system, because itrequire much cost, consume time, less accurate, prone to error and has other
related problems.Analyzing this problems our project team proposed the partially automated system to
solveand reduce this delaying problems in the existing system.
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12
More secure, because this system provides the users to have an account.
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