I. Section A: Hostel Allocation

HOSTEL ALLOCATION
CONTENTS
i. Section A
Introduction
Problem identification……………………………………………… 2
Sample documents…………………………………………… 5
(Questionnaires & interview questions)
Requirements specification…………………………………………. 8
Objectives…………………………………………………………… 9
Aims…………………………………………………………………. 9
ii. Section B
Alternative method ……………………………………………….. 10
Input Design ……………………………………………………….. 12
Output Design……………………………………………………… 18
Overall Plan………………………………………………………… 20
iii. Section C
Pseudocodes………………………………………………………... 22
Technical Documentation………………………………………….. 21
Program listing……………………………………………………… 26
User documentation………………………………………………… 37
iv. Section D
Testing & Evaluation
Testing……………………………………………………………… 40
Evaluation of System
Limitations………………………………………………………….. 50
Development………………………………………………………... 50
Appendices
Questionnaire........................................................................................ i
Screen Layouts.................................................................................. ii
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HOSTEL ALLOCATION
SECTION A
SELECTION, INVESTIGATION AND ANALYSIS
Hostel Allocation
Mount St Mary’s High School
BACKGROUND: MT ST MARY’S High School
Mt St Mary’s High School is geographically located in the district of Wedza, in Mashonaland

East province. It was established in 1956 by the Roman Catholic Church. It is under the
administration of the Archdiocese of Harare. The school is made up of 700 students, 33
teachers and 20 ancillary staff. The hierarchy on the organization structure of the school
includes the following names; Father Shambare (priest in charge), Father Kanyemba
(assistant priest), Mr Munetsi (headmaster), Mr Chidaushe (deputy headmaster), Mr Musiiwa
(senior master), Mrs Bhasvi (senior lady). There is also the female warden for the girls side
(Ms Chavhundura) and the male warden for the boys side (Mr Choruma). The school has
about 650 students.
Problem Identification
When allocating hostels they use the first come first served basis which means that students
are given dormitories randomly using a manual system .The problem arises when hostels are
full since there is no fixed number of students in each hostel. To add on, data is typically
accessible to anyone and therefore there is high risk of it being lost.
Investigation of current system

The analyst used research instruments which are
1. Interview
2. Observation
3. Questionnaire
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ORGANIZATIONAL STRUCTURE
PRIEST IN CHARGE
HEADMASTER
DEPUTY
HEADMASTER
SENIORS
HEAD OF DEPARTMENTS MALE AND FEMALE

WARDEN
MEMBERS OF STAFF
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Interview Guide
Questions about the current system they use
Q: How many dormitories do you have altogether?
Q: How do you give them to your students?
Q: How long does it take to finish allocating the hostels for example to Form Ones?
Q: Are your workers comfortable with this system of allocation?
Q: Are there any benefits from using this system?
Q: What are the problems which you have encountered when using this system?
Q: Have you and your staff device any solutions to this problem?
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Questionnaire for Adminstrators

(NB. Do not write your name on the questionnaire)
Please answer all the questions.

Give accurate details on all answers and be open to express your views.
Please tick where applicable.
Questions
Questions
1. What position do you hold in the Headmaster D/Headmaster

school?
2. How many years have been employed 5years and below Above 5 years
the company?
3. Are you impressed with the current Yes No

system?
4. If answer in question 2 is NO, explain

why?
5. What type of systems being used at the Manual Computerised
moment to allocate hostels?
6. How long has the current system being Less Than 5 years More than 5 years
used?
7. Do you have any computer hardware Yes No

and software?
8. Do you have any back up of the system? Yes No
9. If answer in question 8 is yes, state what

type of back up
Less than 5 years
10. For how long are the files being kept in
cabinet?
5 – 10 years
10 + years
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DESCRIPTION OF THE CURRENT SYSTEM

1. Student fees receipts are used for permission to enter hostels.
2. No particular sequence is followed.
3. Students enter whichever dormitory they select and then it is recorded.
4. System is not so accurate.
5. Female warden is responsible for monitoring the hostels and checking the number of
girls they have in total in the hostel area.
6. Information is stored in files for a very long time and then transferred to archives
hence it becomes boring to retrieve any needed information.
7. Records can easily get lost and they are difficult to retrieve.
8. Files are updated monthly and annually.
9. No way to tell whether there are any free dormitories left unoccupied.
PROBLEMS WITH CURRENT SYSTEM
1. Lack of notification if hotels are full.
2. Overcrowding of students in some dormitories.
3. Hostels which have been occupied remain unknown unless one moves to each and
every one of them.
4. Data is typically accessible to anyone hence it risks being lost.
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EXPECTATIONS IN NEW SYSTEM
1. Files must be computerised.
2. System must be able to allocate a dormitory if fees has been paid.
3. System must be able to notify when a dormitory is full.
4. System must be linked with all other departments in the school like accounts.
5. System must be able to automatically send student information to hostels department.
6. System must be less time consuming.
7. System must be able to secure each student a hostel without any problem.
Software Requirements
The proposed system has the following software requirements for its implementation.
 Windows7/8 or later versions

 Visual basic 12.0
 Microsoft Access
 Microsoft Word
Hardware Requirements
 PROCESSOR : Pentium IV processor or Greater

 RAM : 128 Mega Byte (MB) or Greater
 HARD DISK : 125 Giga Byte (GB) or Greater
 Keyboard & Mouse
 MONITOR : LCD Colour (For Best Result)
 Printer
Aims and Objectives
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Aims of the new system
• A system which is accurate and user friendly
• Timely data (instant update of data)
• A system with backup utilities
• A system which provides security to the school records
• Reducing duplication of data and maintenance of data integrity through the use of a
database
Objectives of the new system
A system which:
• Enables better allocation of hostels
• Enables free search of unoccupied dormitories
• Allows documents to be printed
• Allows a record to be deleted when an error has been made
• Creates forms
• Creates reports
• Saves edited or new records
• Allows protection of records by use of passwords
• Can search for records
Feasibility Study
 The system should be economically feasible thus it should not be costly to implement
such that the benefits of the new system should outweigh the estimated cost.
 Technically feasible in the sense that it should have adequate hardware components
required in order to produce an effective system.
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 This system should also be socially feasible such that it acts responsibly towards the
society, it should not be possessing problems or being a burden to the local rather it
should have positive impact to the society. Problems like increased paper works
which intern to cause pollution has also been reduced by this system as it will be
computerised.
 Legal feasibility this system wills not violet the legal requirement of the state for
instance laws outlined in the data protection act. This system also supports the data
protection act by providing security to data from unauthorized system.
SECTION B
Design Stage
Alternative Methods To Be Used
 The existing Manual System is upgraded

 Purchasing an Off the Shelf package
 Design a Tailor made software (Bespoke Software)
1. The existing Manual System is upgraded

 By upgrading the current system we will be; adding more employees on the hostels,
providing more room to store the files, employing more security guards,
ADVANTAGES
 There’s creation of jobs
 Cheaper than buying a new system
DISADVANTAGES
 Requires more room to store the files
 Time consuming
1. Purchasing an Off the Shelf Package
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The school might also purchase an off the shelf software that is designed for that particular
task.
Advantages
 Relatively cheap to buy

 Cheap to maintain
 Cheap to control and contains less bugs.
 Easy to install.
 No time will be dedicated in the developing process
Disadvantages
 Highly complex
 Software contains large sections which might not be used
CHOOSEN SOLUTION
2. Design a tailor-made software (Bespoke Software)
It is a customised software specifically designed to meet the demands of that particular school
using a programming language or software such as a database management system.
Advantages
 Specifically design for the intended purposes

 It has no unwanted feature hence it is flexible
 Can be designed to work exactly with the way the school operates
 It can be written to run on a specified software
 It is easier to use.
INPUT DESIGN
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Data capturing form
Student details
Student Number...................................................................................
Student Name...................................................................................................................................
Student Surname: ............................................................................................................................
Date of Birth:......../......./......./....
Gender:......................................
Religion:..................................................................
Home Address: ..........................................................
Form.................................................................
Room Details
Name............................................................................
Room Number...................................................................
Parent or Guardian ‘s details

Student Number..................................................................................................................
Parent/GuardianName: ..................................................................................................................................
Parent /guardian Surname:...............................................................................................................................
Home Address: .......................................................................................................................................................
........................................................................
Phone Number:...................................................................................................................................................
Email address: ....................................................................................................................................................
Qualification:...........................................................................................
Occupation.........................................................................................................
Fees Details
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MOUNT SAINT MARY’S HIGH SCHOOL

Student No
Receipt No
Date
Student Information
Studentname
……………………………………………………………………………………….
Dorm No
Class
Fees information
Total fees
Total paid
Amount due
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FILE DESIGN
File Name: Student Details
Storage Device: Hard Disk Drive, USB
Access Method: Random Access
Method of Updating: Updating in place
File Name Data Type Field Size Validation Example

Student Number Number 8 Range 15
Student Name Text 8 Presence Doug
Student surname Text 12 Presence Muzerengwa
Date of birth Date 8 Format 19/04/2004
Gender Text 7 Presence Male
Home address Text 11 Presence 2443 Bluffhill Westgate
Form Number 2 Range 1
Religion Text 9 Presence Christianity
Room Name Text 12 Presence States
Room Number Number 4 Range 12
FILE DESIGN
File Name: Parent/Guardian details
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File Name Data Type Field Size Validation Example

Parent/Guardian Text 9 Presence Rumbidzayi
Name
Parent/Guardian Text 12 Presence Kampira
Surname
Home Address Text 11 Presence 2443 Bluffhill Westgate
Phone Number Number 10 Range 0739 286 402
Email Address Text 12 Presence rkampira2@yahoo.com
Qualification Text 7 Presence Mother
Student Number Number 5 Range 21
Occupation Text 12 Presence Accountant
FILE DESIGN
File Name: Parent/Guardian details
HOSTEL FEES TABLE
FIELD NAME DATA TYPE FIELD SIZE VALIDATION EXAMPLE
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Student Number AutoNumber 3 Range 12
Date Date/time 6 Format 13/01/18
Receipt Number Text 3 Range 2
Student Name Text 10 Presence Malvin
Room Number Text 2 Range 6
Class Text 9 Presence One East
Total fees Currency 6 Range $457-00
Amount paid Currency 6 Range $457-00
Amount due Currency 6 Range $0-00
Relationship in database
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OUTPUT DESIGN
Forms design
Menu
shows
option
for
printin
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Button creates a
new record
Button saves records to

database
Button deletes records

from database
Button calculates
the amount due
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Option for
searching a
Reportsdesign record
Menu
shows
option
for
printin
g
Tables design
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OVERALL PLAn
HOSTEL ALLOCATION
ERROR PASSWORD
MAIN MENU Exit System
Forms Menu Reports Menu Tables Menu
Add
Add
Add
Save Save
Save
Delete Delete
Delete
Print Print Print
Next Next
Next
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Exit Exit Exit
HOSTEL ALLOCATION
Section c
Technical documentation
Password screen
START
INSERT PASSWORD
Yes
IS DISPLAY
PASSWOR WELCOME SCREEN
D =MUZE
No
DISPLAY ERROR
MESSAGE
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PSEUDOCODES
Main menu
Begin
Option:=form menu/table menu/report menu/close
If option=table menu then
Hide main menu
Display table menu
End if
Else
If option =form menu then
Hide main menu
Display form menu
End if
Else
If option =report menu then
Hide main menu
Display report menu
End if
Else
If option =close form then
Display welcome screen
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End if
End
Forms Menu
Begin
Option=Fees, Hostel, Parent Details, Student Details
Show forms menu
Accept option
If option=Fees table then
Hide forms menu
Display Fees table
End if 1
Else
If Option=Hostel table then
Hide forms menu
Display hostel table
End if
Else
If Option=Student details table
Hide forms menu
Display student details table
End if
Else
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If Option=Parent details table
Hide forms menu
Display parent details table
End
Else
If Option=Back then
Display form menu
End if
End
Else
If option=student registration form Then
Hide forms menu
Display student registration form
End if
Else
If option= close form Then
Hide forms menu
Display main menu
End if
End
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Report menu
Begin
Option=fees/hostel/parent details/student details/close form
Show report menu
Accept option
If option= fees report Then
Hide report menu
Display fees report
End if
Else
If option=hostel report Then
Hide report menu
Display hostel report
End if
Else
If option=parent details report Then
Hide report menu
Display parent details report
End if
Else
If option=student details report Then
Hide report menu
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Display student details report
End If
If option= close form Then
Hide report menu
Display main menu form
End if
End
PROGRAM LISTINGS (Codes)

Public Class Password_Screen
'code to input password and username
Private Sub btnLogin_Click(sender As Object, e As EventArgs) Handles
btnLogin.Click
End Sub
Private Sub btnExit_Click(sender As Object, e As EventArgs) Handles btnExit.Click

End
End Sub
End Class
'code to display Forms Menu
Public Class First_Menu
Private Sub Button1_Click(sender As Object, e As EventArgs) Handles Button1.Click

Me.Hide()
Forms Menu.Show()
End Sub

Me.Hide()
WelcomeScreen.Show()
End Sub

Me.Hide()
Reports.Show()
End Sub
End Class
Public Class Forms Menu

'code to display forms
Me.Hide()
Fees.Show()
End Sub

Me.Hide()
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Form2.Show()
End Sub

Me.Hide()
Student.Show()
End Sub
Private Sub Button4_Click_1(sender As Object, e As EventArgs) Handles

Button4.Click
Me.Hide()
First_Menu.Show()
End Sub

Me.Hide()
Hostel.Show()
End Sub
Private Sub Label6_Click(sender As Object, e As EventArgs) Handles Label6.Click
End Sub
End Class
FEES FORM
Public Class Fees
Private Sub FeesBindingNavigatorSaveItem_Click(sender As Object, e As EventArgs)

Handles FeesBindingNavigatorSaveItem.Click
Me.Validate()
Me.FeesBindingSource.EndEdit()
Me.TableAdapterManager.UpdateAll(Me.HostelsDataSet2)
End Sub
Private Sub Fees_Load(sender As Object, e As EventArgs) Handles MyBase.Load

'TODO: This line of code loads data into the 'HostelsDataSet2.Fees' table. You
can move, or remove it, as needed.
Me.FeesTableAdapter.Fill(Me.HostelsDataSet2.Fees)
End Sub
'code to calculate fees
Private Sub btnCalc_Click(sender As Object, e As EventArgs) Handles btnCalc.Click
Dim AmountPaid As Integer
Dim AmountDue As Integer
AmountPaid = txtAmountPaid.Text
AmountDue = (500 - AmountPaid)
txtAmountDue.Text = AmountDue
If AmountPaid < 500 Then
MsgBox("Error!!!Fees not complete,Cannot Allocate Hostel")
Me.Hide()
FormsMenu.Show()
ElseIf AmountDue = 0 Then
MsgBox("Please Proceed")
Me.Hide()
Hostel.Show()
End If
End Sub
'code to add a record
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FeesBindingSource.AddNew()
End Sub
'code to save a record
Try
FeesBindingSource.EndEdit()
TableAdapterManager.UpdateAll(HostelsDataSet2)
MsgBox("Success")
Catch ex As Exception
MsgBox("Error occur, please recheck the fields and try again")
End Try
End Sub
' code to delete a record
FeesBindingSource.RemoveCurrent()
MsgBox("Current record deleted")
End Sub
'code to exit fees form and show Forms menu
Me.Hide()
FormsMenu.Show()
End Sub
'code to search for a record
Private Sub txtSearch_Click(sender As Object, e As EventArgs) Handles
txtSearch.Click
Dim Search As String = InputBox("Name or Surname")
If Me.FeesTableAdapter.FillByName(Me.HostelsDataSet2.Fees, Search, Search)
Then
MsgBox("Record Found")
Else
MsgBox("No record Found")
End If
'code to print a record
Private Sub PrintToolStripMenuItem_Click(sender As Object, e As EventArgs) Handles
PrintToolStripMenuItem.Click
PF.Print()
End Sub
Private Sub PrintPreviewToolStripMenuItem_Click(sender As Object, e As EventArgs)

Handles PrintPreviewToolStripMenuItem.Click
PF.PrintAction = Printing.PrintAction.PrintToPreview
PF.Print()
End Sub
End Class
HOSTEL FORM
Public Class Hostel
Private Sub HostelBindingNavigatorSaveItem_Click(sender As Object, e As EventArgs)

Handles HostelBindingNavigatorSaveItem.Click
Me.Validate()
Me.HostelBindingSource.EndEdit()
Me.TableAdapterManager.UpdateAll(Me.HostelsDataSet3)
End Sub
Private Sub Hostel_Load(sender As Object, e As EventArgs) Handles MyBase.Load

'TODO: This line of code loads data into the 'HostelsDataSet3.Hostel' table.
You can move, or remove it, as needed.
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Me.HostelTableAdapter.Fill(Me.HostelsDataSet3.Hostel)
End Sub
'code to save record
Try
HostelBindingSource.EndEdit()
TableAdapterManager.UpdateAll(HostelsDataSet3)
MsgBox("Success")
End Try
End Sub
HostelBindingSource.AddNew()
End Sub
'code to delete a record
HostelBindingSource.RemoveCurrent()
End Sub
'code to allocate a hostel
Private Sub btnAllocate_Click(sender As Object, e As EventArgs) Handles
btnAllocate.Click
If rbtJamaica.Checked Then
MsgBox("Jamaica")
txtRoomname.Text = ("Jamaica")
ElseIf rbtAfrica.Checked Then
MsgBox("Africa")
txtRoomname.Text = ("Africa")
ElseIf rbtStates.Checked Then
MsgBox("States")
txtRoomname.Text = ("States")
ElseIf rbtMono.Checked Then
MsgBox("Mono")
txtRoomname.Text = ("Mono")
ElseIf rbtChaminuka.Checked Then
MsgBox("Chaminuka")
txtRoomname.Text = ("Chaminuka")
ElseIf rbtKaguvi.Checked Then
MsgBox("Kaguvi")
txtRoomname.Text = ("Kaguvi")
ElseIf rbtBerkinoff.Checked Then
MsgBox("Berkinoff")
txtRoomname.Text = ("Berkinoff")
ElseIf rbtEmmaculate.Checked Then
MsgBox("Emmaculate")
txtRoomname.Text = ("Emmaculate")
ElseIf rbtMarian.Checked Then
MsgBox("Marian")
txtRoomname.Text = ("Marian")
ElseIf rbtChichester.Checked Then
MsgBox("Chichester")
txtRoomname.Text = ("Chichester")
ElseIf rbtAssis.Checked Then
MsgBox("Assis")
txtRoomname.Text = ("Assis")
ElseIf rbtLoyola.Checked Then
MsgBox("Loyola")
txtRoomname.Text = ("Loyola")
ElseIf rbtPalace.Checked Then
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MsgBox("Palace")
txtRoomname.Text = ("Palace")
ElseIf rbtMary.Checked Then
MsgBox("Mary")
txtRoomname.Text = ("Mary")
ElseIf rbtNaija.Checked Then
MsgBox("Naija")
txtRoomname.Text = ("Naija")
ElseIf rbtNehanda.Checked Then
MsgBox("Nehanda")
txtRoomname.Text = ("Nehanda")
End If
End Sub
'code to search a record
Private Sub btnSearch_Click_1(sender As Object, e As EventArgs) Handles
btnSearch.Click
Dim Search As String = InputBox("Enter Name or Surname")
If Me.HostelTableAdapter.FillByNameSurname(Me.HostelsDataSet3.Hostel, Search,
Search) Then
Else
MsgBox("No record found")
End If
End Sub
'code to exit hostel form and show fees form
Me.Hide()
Fees.Show()
End Sub
PF.Print()
End Sub

PF.Print()
End Sub
End Class
PARENT DETAILS
Public Class Form2
Private Sub Parent_DetailsBindingNavigatorSaveItem_Click(sender As Object, e As

EventArgs) Handles Parent_DetailsBindingNavigatorSaveItem.Click
Me.Validate()
Me.Parent_DetailsBindingSource.EndEdit()
Me.TableAdapterManager.UpdateAll(Me.HostelsDataSet)
End Sub
Private Sub Form2_Load(sender As Object, e As EventArgs) Handles MyBase.Load

'TODO: This line of code loads data into the 'HostelsDataSet.Parent_Details'
table. You can move, or remove it, as needed.
Me.Parent_DetailsTableAdapter.Fill(Me.HostelsDataSet.Parent_Details)
End Sub
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Try
Parent_DetailsBindingSource.EndEdit()
TableAdapterManager.UpdateAll(HostelsDataSet)
MsgBox("Success")
End Try
End Sub
Parent_DetailsBindingSource.AddNew()
End Sub
Parent_DetailsBindingSource.RemoveCurrent()
End Sub
'code to exit form and show Forms Menu
Me.Close()
Forms Menu.Show()
Private Sub btnSearch_Click(sender As Object, e As EventArgs) Handles
btnSearch.Click
Dim search As String = InputBox(" Enter Qualification")
If
Me.Parent_DetailsTableAdapter.FillByQualification(Me.HostelsDataSet.Parent_Details,
search, search) Then
MsgBox("RecordFound")
Else
MsgBox("No Record Found")
End If
End Sub

PF.Print()
End Sub

PF.Print()
End Sub
End Class
STUDENT FORM
Public Class Student
Private Sub Student_DetailsBindingNavigatorSaveItem_Click(sender As Object, e As

EventArgs) Handles Student_DetailsBindingNavigatorSaveItem.Click
Me.Validate()
Me.Student_DetailsBindingSource.EndEdit()
End Sub
Private Sub Student_Load(sender As Object, e As EventArgs) Handles MyBase.Load
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'TODO: This line of code loads data into the 'HostelsDataSet.Student_Details'

Me.Student_DetailsTableAdapter.Fill(Me.HostelsDataSet.Student_Details)
End Sub
Try
Student_DetailsBindingSource.EndEdit()
TableAdapterManager.UpdateAll(HostelsDataSet)
MsgBox("Success")
MsgBox("Error occur,please recheck the fields and try again")
End Try
End Sub
Student_DetailsBindingSource.AddNew()
End Sub
Student_DetailsBindingSource.RemoveCurrent()
End Sub
'code to exit form and show Forms Menu
Me.Close()
Forms Menu.Show()
End Sub
btnSearch.Click
Dim search As String = InputBox("Enter Name or Surname")
If
Me.Student_DetailsTableAdapter.FillByNameSurname(Me.HostelsDataSet.Student_Details,
Else
End If
End Sub

PF.Print()
End Sub

PF.Print()
End Sub
End Class
REPORTS MENU
Public Class Reports

'code to display reports
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Me.Hide()
FeeDatagrid.Show()
End Sub

Me.Hide()
First_Menu.Show()
End Sub

Me.Hide()
DataGrid_View_Parents_Details.Show()
End Sub

Me.Hide()
Datagrid_view_Student_details.Show()
End Sub

Me.Hide()
Datagrid_view_Hostel_fees.Show()
End Sub
End Class
FEES REPORT
Imports System.Data.OleDb
Public Class FeeDatagrid
Dim connString As String = "Provider = Microsoft.ACE.OLEDB.12.0; Data source =
C:\Users\Hostels\Desktop.mdb"
Dim Myconn As OleDbConnection
Dim da As OleDbDataAdapter
Dim ds As DataSet
Dim table As DataTableCollection
Dim source1 As New BindingSource
Private Sub FeeDatagrid_Load(sender As Object, e As EventArgs) Handles MyBase.Load

'TODO: This line of code loads data into the 'HostelsDataSet2.Fees' table. You
can move, or remove it, as needed.
Me.FeesTableAdapter.Fill(Me.HostelsDataSet2.Fees)
End Sub
Private Sub DataGridView1_CellContentClick(sender As Object, e As

DataGridViewCellEventArgs) Handles DataGridView1.CellContentClick
End Sub

Myconn = New OleDbConnection
Myconn.ConnectionString = connString
ds = New DataSet
table = ds.Tables
da = New OleDbDataAdapter("Select * from [Fees]", Myconn)
da.Fill(ds, "items")
Dim View As DataView
View = source1.DataSource
DataGridView1.DataSource = View
End Sub
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Private Function View() As Object

Throw New NotImplementedException
End Function
'code to exit report and show reports Menu
Me.Hide()
Reports.Show()
End Sub
'code to print report
PF.Print()
End Sub

PF.Print()
End Sub
'code to search records
btnSearch.Click
Dim Search As String = txtSearch.Text
If Me.FeesTableAdapter.FillByName(Me.HostelsDataSet2.Fees, Search, Search)
Then
MsgBox("Record found")
Else
MsgBox("No record found")
End If
End Sub
End Class
HOSTEL FEES REPORT
Public Class Datagrid_view_Hostel_fees
Private Sub Hostel_FeesBindingNavigatorSaveItem_Click(sender As Object, e As

EventArgs)
Me.Validate()
Me.Hostel_FeesBindingSource.EndEdit()
End Sub
Private Sub Datagrid_view_Hostel_fees_Load(sender As Object, e As EventArgs)

Handles MyBase.Load
'TODO: This line of code loads data into the 'HostelsDataSet.Hostel_Fees'
Me.Hostel_FeesTableAdapter.Fill(Me.HostelsDataSet.Hostel_Fees)
End Sub
'code to print record
Private Sub PrintToolStripMenuItem1_Click(sender As Object, e As EventArgs)
Handles PrintToolStripMenuItem1.Click
PF.Print()
End Sub

PF.Print()
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End Sub
'code to exit report and show reports menu
Me.Hide()
Reports.Show()
End Sub
' code to search record
btnSearch.Click
Dim search As String = txtsearch.Text
If
Me.Hostel_FeesTableAdapter.FillByStudentNumber(Me.HostelsDataSet.Hostel_Fees, search,
search) Then
Else
End If
End Sub
End Class
PARENT DETAILS REPORT
Public Class DataGrid_View_Parents_Details
Private Sub Parent_DetailsBindingNavigatorSaveItem_Click(sender As Object, e As

EventArgs)
Me.Validate()
Me.Parent_DetailsBindingSource.EndEdit()
End Sub
Private Sub DataGrid_View_Parents_Details_Load(sender As Object, e As EventArgs)

Handles MyBase.Load
'TODO: This line of code loads data into the 'HostelsDataSet.Parent_Details'
Me.Parent_DetailsTableAdapter.Fill(Me.HostelsDataSet.Parent_Details)
End Sub
Me.Hide()
Reports.Show()
End Sub
btnSearch.Click
Dim search As String = txtSearch.Text
If
Me.Parent_DetailsTableAdapter.FillByQualification(Me.HostelsDataSet.Parent_Details,
Else
End If
End Sub
'code to print records
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PF.Print()
End Sub
Private Sub PrintPriviewToolStripMenuItem_Click(sender As Object, e As EventArgs)

Handles PrintPriviewToolStripMenuItem.Click
PF.Print()
STUDENT DETAILS REPORT
Public Class Datagrid_view_Student_details
Private Sub Student_DetailsBindingNavigatorSaveItem_Click(sender As Object, e As

EventArgs)
Me.Validate()
Me.Student_DetailsBindingSource.EndEdit()
End Sub
Private Sub Datagrid_view_Student_details_Load(sender As Object, e As EventArgs)

Handles MyBase.Load
'TODO: This line of code loads data into the 'HostelsDataSet.Student_Details'
Me.Student_DetailsTableAdapter.Fill(Me.HostelsDataSet.Student_Details)
End Sub
Me.Hide()
Reports.Show()
End Sub
Private Sub btnsearch_Click(sender As Object, e As EventArgs) Handles
btnsearch.Click
Dim search As String = txtsearch.Text
If
Me.Student_DetailsTableAdapter.FillByNameSurname(Me.HostelsDataSet.Student_Details,
Else
MsgBox("Record not found")
End If
End Sub
'code to print record
PF.Print()
End Sub

PF.Print()
End Sub
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HOSTEL ALLOCATION
USER DOCUMENTATION
INSTALLATION-To install the system on your computer, copy the system saved on the
provided disk and copy the contents to any folder in your computer. Then right click on the
folder labelled hostel allocation system and choose the option run to install the system. Then
click ok on the option written desktop icon. A message written successfully installed should
appear on your screen after the installation.
NAVIGATION OF THE SYSTEM

LOG IN MENU- enter the password and username so as to have access to the
system.
WELCOME SCREEN-when you reach the welcome screen, it displays a welcoming

massage. You have to select Main Menu to proceed.
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MAIN MENU-this displays various options from which you have to choose from. These are
forms, and reports. Click close form to go back to the welcome screen.
FORMS MENU-This displays all forms from the database and from which you have to
select which form to open and edit. To go back to main menu click exit.
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REPOR
TS MENU-This shows all report from which to select in the database and to close this form
click exit
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SECTION D
TESTING AND EVALUATION
User testing
Field Name Purpose Test Data Comments/Expected data
Password Valid Muze Accepted! It is the correct
password
Invalid Mukundwa Rejected! Password should be
Muze
Username Valid Bervally Valid username because it
should be Bervally
Invalid Panashe Rejected! Because it is incorrect

the username should be Bervally
Total fees Valid 500 Accepted! It is accepted because
amount should be equal to 500
Invalid 400 Rejected! the system must
reject because the value must
not be less than 500
Invalid 7 Rejected! Because it must
not be greater than 6
Valid 2 Accepted because it is within

the range
inVALID PASSWORD
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Valid password
INVALID USERNAME
Valid username
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Invalid fees
Valid fees
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InvalidGrade/form
Validfo
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rm/grade
SYSTEM TESTING
Ease of use
The system will be easy to use for the user by providing relevant data only for example
alerting the user at the time an error occurs ;
RELIABILITY AND EFFECTIVENESS
To prove to the users of this system that the system produce reliable results effectively, the
system is going to be tested for security reliability and effectiveness using the login form.
The user will only gain access to the system if and only the username and password are
correct. In the case of wrong username or password the user is provided with a pop up
message for notification.
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Below is a screen showing the login Form with a pop up message which is produced
when the user enters incorrect data;
 Message results above are produced with minimum delay
EVALUATION of the system

OBJECTIVE ACHIEVED REFERRENCE
To generate reports Yes See figure 1
To be able to create forms Yes See figure 2
To protect information by use of Yes See figure 3

passwords
To print records Yes See figure 4
To add records Yes See figure 5
To save records Yes See figure 6
Yes See figure 7

To delete records
To search for records Yes See figure 8
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Displays reports : Figure1
To create Forms:Figure2
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Protection by use of Passwords : Figure 3
Option to print records : Figure 4
Option to add records : Figure 5
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Option to save records : Figure 6
Option to delete a record : Figure 7
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Option to search for a record : Figure 8
Opportunities for future developments

The following developments are possible
 Automatic data capture

 Sound output
 Automatic sending of data
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Limitations of the system

Even though the analyst tried to overcome the constrains of the manual system the new
system also has its own constrains.
 Sitting on the computer typing students’ names for a long time might cause health
problems to the operator.
 The analyst also failed to establish automatic notification if hostel is full.
 Lastly the visual basic used cannot be used by computer illiterate individuals.

RECOMMENDATIONS
 In the fourth coming event that the system is upgraded or a new one is introduced the
analyst must use data entry method methods which are strain free to the operator for
example voice recognition method.
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I. Section A: Hostel Allocation

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I. Section A: Hostel Allocation

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HOSTEL ALLOCATION

Mt St Mary’s High School is geographically located in the district of Wedza, in Mashonaland

Investigation of current system

HEAD OF DEPARTMENTS MALE AND FEMALE

Q: How do you give them to your students?

Q: Are your workers comfortable with this system of allocation?

Q: Are there any benefits from using this system?

Questionnaire for Adminstrators

Please answer all the questions.

1. What position do you hold in the Headmaster D/Headmaster

3. Are you impressed with the current Yes No

4. If answer in question 2 is NO, explain

7. Do you have any computer hardware Yes No

8. Do you have any back up of the system? Yes No

9. If answer in question 8 is yes, state what

DESCRIPTION OF THE CURRENT SYSTEM

2. No particular sequence is followed.

3. Students enter whichever dormitory they select and then it is recorded.

4. System is not so accurate.

girls they have in total in the hostel area.

hence it becomes boring to retrieve any needed information.

8. Files are updated monthly and annually.

PROBLEMS WITH CURRENT SYSTEM

1. Lack of notification if hotels are full.

2. Overcrowding of students in some dormitories.

every one of them.

4. Data is typically accessible to anyone hence it risks being lost.

EXPECTATIONS IN NEW SYSTEM

1. Files must be computerised.

2. System must be able to allocate a dormitory if fees has been paid.

3. System must be able to notify when a dormitory is full.

5. System must be able to automatically send student information to hostels department.

6. System must be less time consuming.

 Windows7/8 or later versions

 PROCESSOR : Pentium IV processor or Greater

Aims and Objectives

Aims of the new system

• A system which is accurate and user friendly

• Timely data (instant update of data)

• A system with backup utilities

• A system which provides security to the school records

Objectives of the new system

• Enables better allocation of hostels

• Enables free search of unoccupied dormitories

• Allows documents to be printed

• Allows a record to be deleted when an error has been made

• Saves edited or new records

• Allows protection of records by use of passwords

• Can search for records

 The existing Manual System is upgraded

1. The existing Manual System is upgraded

1. Purchasing an Off the Shelf Package

 Relatively cheap to buy

2. Design a tailor-made software (Bespoke Software)

 Specifically design for the intended purposes

Data capturing form

Parent or Guardian ‘s details

MOUNT SAINT MARY’S HIGH SCHOOL

File Name: Student Details

Storage Device: Hard Disk Drive, USB

Access Method: Random Access

Method of Updating: Updating in place