Title Simply Hostels

Centre Name:
National Institute Of Public Administration
Student Name: Clement Mulenga Sinyangwe

IMIS Membership Number:

341200
Supervisor Name:
Mr. Clifford Siatala
Topic Area: An Information system that will be used to record the details of the
students that have been allocated room in NIPA hostels.

Project Title: Simply Hostels

Introduction:
Simply Hostels
The problems faced by the colleges/universities using the current system are that
when new students are enrolled, it’s not easy for the institution staff to
establish the rooms and spaces available.

This comes about as a result of manual counting. On the part of the rooms it’s
difficult to point out which rooms should be reserved for the retaining students
and which ones to allocate to the new students. The institution staff is unable to
tell which students have over stayed hence reducing on space. The institutions
find it more difficult to update its management staff due to lack of reports on
the status of the hostels.

The aim of this project is to design and computerize these aspects of the current
system that will enable institutions manage the students accommodation properly.

Is a system that incorporates the following:

 Capture details of students accommodated in a particular Hostel.

 Number of rooms in the Hostel
 Number of bed spaces in the room
 Produce reports on the vacant rooms
 Produce a report on the students graduating and new entrants.
 Produce a report on room with faults and needs repairs.
Building of new Hostels in the event of expansion.

Justifications: The purpose for this project is to:

 Enable the students reduce on queues by ensuring that it meets their demands
in the shortest possible time.
 Enable the staff (college/university carry out its operations effectively
and efficiently.
 Enable me improve my problem solving skills.
 Enable me to put my Programming and Database Development Skills into
practice
 Save as a partial fulfillment for the award of the HIGHER DIPLOMA for the
MANAGEMENT INFORMATION SYSTEMS
Objectives:

Objective: To gather all the details concerning the current system and how
learning institutions operate and observe how students are allocated in and
cleared out of the rooms

Activities: Carry out a survey at a college for a few days and observe how it
operates using the current system

Deliverables: A report showing the operations of the college and the current
system.

 To enable hostel attendants be part of the modern IT development at the

College.
 Enable the College to track records of the Students easily.
 Enable the College update and manipulate the database effectively and
efficiently.
 Enable the College store records of graduated Students.

Who will use them and why:

This report will help me understand the operations of the College using the
current system

Objective:

To produce a requirements specification for the proposed system

Activities:
Whilst carrying out a survey, I will use the techniques of observation and
interviews to draw up a requirements specification

Deliverables: A detailed report of the required system

Who will use them and why:

This will explain to the College the proposed system. It will also be used during
the design stage.

Objective:
To design the proposed information system
Activities: To select a suitable methodology that will suit the proposed system and
then design a system meeting the user requirements. Implement a prototype covering
the most important aspect of the proposed information system.
Deliverables: A prototype for the proposed and a system design document.

Who will use them and why:

A prototype will be implemented to give the users a fill of how the system
will operate and if necessary propose some changes. A system design document will
show the blue print of the system and will help in the implementation of the
actual code.
Objective:
To build the proposed system

Activities:
Build the designed system using the proposed methodology and the system design
document in object 3.
Deliverables: A working newly built system.

Who will use them and why:

To build the newly proposed system that will be used by the College.

Objective:
Testing

Activities:
All developers and users to test the newly built system
Deliverables: Test plan, test results and an approved working system.

Who will use them and why:

To ensure that the newly built system is error free and meets users’ requirements.

Objective:
To produce User Documentation and Technical Documentation

Activities:
Come up with User Documentation and Technical Documentation
Deliverables: Copies of User Documentation and Technical Documentation

Who will use them and why:

Users will use the User Documentation to guide them on how to use the system. The
Technical Documentation will show the technical aspects of the system

Objective:
User Training

Activities:
Organize a workshop so as to train users how to use the developed system.

Deliverables:
Well trained users of the system

Who will use them and why:

To train users how to use the new system.

Resources Needed for Carrying out the Project:

Hardware:
Printer
A standard computer or laptop.
Scanner

Software:
Microsoft access
Visual Basic 6.0

Literature sources:
Access to the library for research.
Access to the internet for further research
Risks:

Type:
Inadequate computing facilities

Action to be taken if arise:

Borrow from my friend or my Lecturers.

Type:
Limited books in the library.

Action to be taken if arise: Visit other libraries with required books

Type:
Limited access to the internet in school
Action to be taken if arise: Visit internet cafes

Type: Lack of technical understanding of some aspects of the system.

Action to be taken if arise: Consult my lecturers.

Type: Limited with time.

Action to be taken if arise:

Work during the weekends and at night
Investigation Plan:

Steps to be taken: I will work hand in hand with the staff at the College in
order to get full understanding. I will also look for books and articles that
contain some information on Hostel systems. A further internet research will also
be carried out to gain a wide understanding.
GANTT CHART
Activities Duration February March April May
Feasibility Study 3 weeks

Requirements Analysis 1 month

Design 1 month

Development 1 month 3 weeks

Testing 2 months

Documentation 2 months 3 weeks

Change over 1 week

User Training 1 week

Supervisor’s Comments: The project selected by the student is very much suitable
for his partial fulfillment of the award of high diploma in the management of
information system (IMIS).

Reasons for comments: The project will enable the student develop a close to or
real life software, which is intended to handle some of the problems encountered
in real hostel and accommodation application environment by providing various
standard reports that are suitable for the managements immediate and long term
decision making processes.

Areas of concern:
The student is well skilled in the usage of the Visual Basic Programming language
but the only constraint would be the availability of software facilities such as
data report and in particular crystal reports.

Additional support required:

All necessary facilities such as computers, software’s, Library, internet and

other resources will be made available for the student to be able to successfully
complete his Project.

General guidance/comments:
All necessary facilities such as computers, software’s, Library, internet and
other resources will be made available for the student to be able to successfully
complete his Project

I recommend that the student be given an opportunity to demonstrate practically

the skills obtained with strong backing of the theories taught.

Letter of Agreement

Signature of Student:

Signature of Supervisor: