Student name ID number

MIKIYAS 1269
ANBERBIR
ISAYAS TAMRU 1228
CHERA MEKONNEN 1159
TEKUAM SINSHAW 1325
ZEWDIE DESSIE 1369
ASNAKU CHANIE 1119

Submitted to Instructor: Abebaw degu

Date 05-04-2019
Acknowledgment .......................................................................................................................................... II
CHAPTER ONE ........................................................................................................................................... 3
1.1 Organizational Background ................................................................................................................ 3
1.2 Statement of the problem .................................................................................................................... 3
1.3 Objective of the project ....................................................................................................................... 4
1.3.1General Objectives ........................................................................................................................ 4
1.3.2 Specific Objectives ...................................................................................................................... 4
1.4 Significance of the project .................................................................................................................. 4
1.5 Beneficiaries of the new system.......................................................................................................... 4
1.6 Scope and limitations of the project .................................................................................................... 5
1.6.1 Scope of the project...................................................................................................................... 5
1.6.2 Limitations of the project ............................................................................................................. 5
1.7. Feasibility Study of the new System ...................................................................................................... 5
1.7.1 Operational Feasibility ................................................................................................................. 5
1.7.2 Economic Feasibility.................................................................................................................... 6
1.7.3 Political feasibility ....................................................................................................................... 6
1.8 Requirements ...................................................................................................................................... 6
1.8.1 Functional requirement ................................................................................................................ 6
1.8.2 Non-functional requirement ......................................................................................................... 7
1.9 Methodology ....................................................................................................................................... 7
1.9.1 Fact finding techniques ................................................................................................................ 7
1.9.2 System analysis and design techniques ........................................................................................ 8
1.9.3 Tools used in the project .............................................................................................................. 8
1.10 cost schedule ......................................................................................................................................... 9
1.10.1 Cost schedule ............................................................................................................................. 9
1.10.2 Project Team Organization ........................................................................................................ 9
Acknowledgment
First, we want to thank the God who made all things good. This project is a result of the support
of numbers of people who have contributed directly and indirectly. So, we could like to give
thank for those bodies.

Next, we would like to thank our project guide Mr Abebaw dagu. To give chance to do this
project for us.
Again, we would like to thanks to department of information sysyem to give permission to ask
information in finally we would like thanks debrebirhan campus dormitory Proctor Ms. Birhane
seyoum and debrebirhan campus students to give clear information and support debrebirhan
campus dormitory project development successfully.
CHAPTER ONE
Introduction
Technology is spreading its wing in almost every walk of human life activities. Now a
day it is better if every activity is done using new technologies to fulfill the need of human being,
Organization, Enterprise etc. In today’s world, there are many organizations and each
organization need to be preferable, computable and work on fastest way to satisfy users interest
etc. i.e. they should facilitate their activities in computerized way.
Many developing countries are in a good position to exploit the opportunity of technology
revolution and advance human development. The information and communication technology
provides new resource materials for expanding communication.
In fact, the second half of 20th century has wittiness the global phenomena of an information
explosion. The development in communication technology has made it possible for millions of
people to have fast access to vast information presented in several forms. Today computer and
other electronic device increasingly communicate and interact directly with other devices over a
variety of networks such as internet. The internet provides individuals and small business centers
for the ability to communicate inexpensively.
Hence, developing a system using technology has a tremendous effect for organizations and
offices; which is in our case the DBU Campus Online Dormitory Management System
(DBUODMS). Currently, the system is manual; which leads the students and proctors to faces
some problems. Because of this, we are initiating to develop our project on dormitory system to
minimize the problem by using computerized system.
1.1 Organizational Background
Debrebirhan University is in the North shewa part of Ethiopia, in Amhara regional state, in
debrebirhan city which is 130 Km far from Addis Ababa. DBU is one of the most well
established higher educational institutions in the country. It was established in early 1999 E.C.
In this project, we are going to focus on debrebirhan campus. This campus started giving service
since the year 1999 E.C.
Currently the enrollment of dbu is 5387 Students and have 86 employed proctors. In addition to
the academic service the campus provides dining, health care, dormitory, community service and
other services for the students.
In this Campus, there are different management activities being performed. Among those the
Student’s Dormitory Management can be taken as an example of one of the main services
provided. In this process there is a problem associated with the Dormitory Management. So we
the project team members were initiated for this project to identify and analyze those problems
and to find possible solution
1.2 Statement of the problem
Currently, dbu campus dormitory management system uses manual approach. To process the
operation first the ministry of education sends all the information to the registrar bureau. The
bureau then gives it to the student affairs (dormitory) and to the dinning office. After taking the
list, they assign students to each block and room. While operating their tasks they face different
problems. Working by paper based i.e. manual system is not only affecting the management
members, but also for students when viewing their dormitory information. Some of those
problems are:-
Data duplication and Unnecessary Time consumption.
Require more human power to assign the students.
Management inflexibility
1.3 Objective of the project
1.3.1General Objectives
The main objective of this project is to develop a new Web Based Dormitory Management
System which solves the above mentioned problems seen with in the existing system. This is
achieved by designing a web based application program that will change the actual manual
processing into a computerized environment.
1.3.2 Specific Objectives
In order to achieve the main objective, we have the following specific objectives:
 Developing user friendly interface.
o To keep the overall records associated with the dormitory and student information
in a permanent database.
 To minimize the work load of the employees (proctors).
 To assign the dorm to the students without any fault.
1.4 Significance of the project
The new online dormitory management and allocation system is highly reliable, easy, fast and
consistent and will play a crucial role for reliable service for students, proctors, and for the
management. The significance of the system includes:
 To minimize time and efforts needed to perform tasks.
 To make tasks simple and efficient in every aspect.
 To manage the students and building information.
 Providing a well-organized and guaranteed record keeping system with minimum space
and effort need.
 To enable the university to get acceptance in the outside community.
 Developing students’ effective communication with the university.
1.5 Beneficiaries of the new system
The beneficiaries of the system are:
Students: the students can view their dormitory information easily and timely.
Proctors and other administrative officials: they can access dormitory and related information
easily.
University: the university gets better audience.
1.6 Scope and limitations of the project
1.6.1 Scope of the project
Since dbu campus dormitory management performs its basic tasks manually the scope of this
project is to develop and implement a new web based Dormitory Management system which will
avoid the problems associated with the manual processing.
The proposed system includes: -
 Assign the dorm accordingly
 Enable students view their dormitory information easily and quickly
 Generate report.
 Manage dormitory related information.
1.6.2 Limitations of the project
Limitations are the problems we faced when we were trying to find out information about the
current system.
It’s difficult to know student’s information.
Time management problem: we will try to solve this problem by working cooperatively, divide
our time by schedule for each phase of the project and we try to use this schedule effectively.
The employees (proctors) of the student residence may not be voluntary to give detail
information about their operations. To solve this problem, we will try to ask any thing politely
and tell reason why we ask them.

1.7. Feasibility Study of the new System

Feasibility study is essential to evaluate the cost and benefits of the new system. Based on the
feasibility study decision is taken on whether to proceed or to cancel the project.
Need of the feasibility study:
 It determines the potential of the existing system.
 It is used to determine/finds out the problem of the existing system.
 To determine all goals of the new system.
 It finds all possible solutions of the problems of the existing system.
1.7.1 Operational Feasibility
The system to be developed will provide accurate, active, secured service and decreases labor of
workers and it is not limited to groups or body. And, it is plat form independent i.e. it runs in all
operating system.
1.7.2 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 that we are going to develop, DBUDMS brought many of tangible and
intangible benefits.
Tangible benefits:
 Cost Reduction
 Error Reduction
 Increase Speed of activity
The team members calculated the corresponding tangible benefits with sample monetary:
 Cost Reduction: - To calculate these following things will be considered.
Total Number of proctors in existing system= 86
Average Salary of each proctor per month = 1850.50 Br
Total money required for payment per year= 86*1850.50*12= 1,909,716Br
Average Number of proctors needed when the new system is deployed= 25
Average salary of each of them per month = 1850.50 Br
Total money required for payment per year=25*1850.50*12= 555,150 Br
Difference b/n the system used now and the new one payment Cost Reduction and Avoidance
=1,909,716 Br -555,150 Br = 1,354,566, Br
Intangible benefits:
 Reduce Resource Consumption
 Increase security
 Increase Management flexibility

1.7.3 Political feasibility

The system to be developed will not conflict with any Government directives, because it gives
services for the people effectively and efficiently, instead the Government will be beneficiary
because the University is part of it. The Government is profitable and the system will be
politically feasible.
1.8 Requirements
1.8.1 Functional requirement
The following are the functional requirements of the new system.
  The system accepts (reads) the uploaded record.
 The system should arrange the buildings for the allocation.
 The system should arrange students for the allocation.
 The system should assign dorms for students.
 The system should generate timely report about the allocation.
 The system should store all the data related with all the tasks performed into a database.

1.8.2 Non-functional requirement

User Interface

This works as an interface between the user and the system by properly guiding the user how to
use it and perform operations. Proctors can change the data in the DBUODMS based on their
privilege, whereas, students can only view their dorm information and they can give comments.
Any sort of training is not required for using the system. It is important that the system is easy to
learn. The input device is given to keyboard and the output is viewed on the monitor.
1. Quality Issue
Information in database should be as much as possible correct and updated in each
semester.
2. Security Issue
This system provides an access to an authorized user by giving account for every special
function. Students can view their dorm information by using their identification card
number and/or registration number, and give comment without any validation.
3. Error Handling
Our system will handle the errors in a very efficient manner. It can tolerate to wrong
inputs and prompts the users to correct the inputs. It gives notifications as and when
required, guiding the users to properly utilize it.
4. Performance characteristic
Performance requirements are concerned with quantifiable attributes of the system such
as System should quickly respond for user request that is system must immediately
display the needed service along with their allocation details after he/she insert the
information needed to view.
1.9 Methodology
1.9.1 Fact finding techniques
The data collection instruments are 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 to find out how the existing system functions, the problems encountered and how they can
be solved by the new computerized system.
To get a precise data, the team member has used the following data collection techniques.
Those are: -
 Interview: - to get the basic information and background information about the existing
management system, the team members have interviewed the proctors and some students
about the services that are given to them, and the problems associated with that
environment.
 Direct observation: even though interview is very important to gather information, direct
observation is simple and we project team members physically observed information that
couldn’t be maintained from the interview or others and it is important if they are unable to
communicate with others because of the difficulties they have with the English language.
 Questionnaires: since proctors as well as higher officials of proctors have work load they
were not able to answer/give information that we seek. So, we prepared some sample
questions to get precise information.
 Existing document: To get more information about the project we use earlier documents that
help us to develop the project. During the analysis of documents, we give a special
consideration to those documents which can bring more features to the project.
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. 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.
1.9.3 Tools used in the project
While developing, the project starting from the documentation to the implementation we will
assume to use the following case tools:
Activities Tools
Documentation MS word 2007,2016
Editing Paint, Adobe.Photoshop.CS4

Script languages JavaScript,

Data base Server MySQL database
Table 1.1 Tools used in the project

1.10 cost schedule

1.10.1Cost schedule
1.10.1.1 Hardware cost
No Material Amount Price per unit Total price
1 A4 size paper 1 115 Br 115 Br
2 Pen 7 5 Br 35 Br
3 Flash disk 2 240 Br 480 Br
4. For Print 100 sheet 1 Br 100 Br
5 CD 6 8 Br 48 Br
6 acer computer 1 19,500 Br 19,500 Br
Total 20,283.00 Birr
Table 1.3 Hardware cost in the project

1.10.1.2 Software cost

No Material Price per unit

1 Microsoft office 2007 Free
2 Microsoft office 2016 Free
3 Notepad Free
Total 00.00 Birr

Table 1.4 Software cost in the project

1.10.2 Project Team Organization

No Name ID NO. Responsibilities
1. Mikiyas Anberbir Dbur\1269\10 -Group coordinator
- Documentation
- Implementation
2. Isayas tamru Dbur\1228\10 -V/group Coordinator
- Data gathering
3. Chera mekonen Dbur\1159\10 -Testing
4. Tekuam sinshaw Dbur\1325\10 -Data gathering
5. Zewdie dessie Dbur\1369\10 -Data gathering
6. Asinaku chanie Dbur\1119\10 -Testing

Table 1.5 Project Team composition