ASSOSA UNIVERSITY

DEPARTMENT OF COMPUTER SINCE

DATABASE MANAGEMENT SYSTEM GROUP PROJECT

TITLE OF THE PROJECT

DATABASE FOR ASU DORMITORY MANAGMENET SYSTM

PREPARED BY GROUP FOUR

NO GROUP MEMEBERS ID NO
NAME

1 TADESE ASEFE RU2982/13

2 FEVEN NEGESTAT RU3264/13

3 SISAY KERIE RU0792/13

4 HANA AHMED RU4295/13

5 ARARSO FAYISA RU1522/13

6 HERMELA WENDMENEH RU0306/13

7 METI TEKALEGN RU2882/13

8 OLANA TERESSA RU0006/14

 INTRODUCTION
Assosa University Dormitory management system is one of the
greatest service systems which found in our campus. This service system
needs computerized and modernize to give quality and brief service for
users or students. So, it should be redesigned and analyzed in this
Dormitory service management system. This project contains and solves
problems in Dormitory service management area step by step. In general
problem is raised and the solution overcomes the problem.

In the University there are different management activities that are performed. Among
those management activities Assosa University Students’ Dormitory Management is one of
the major management activities which are performed to arrange and allocate dorms for
students. In this process there is a potential problem associated with the Dormitory
Management. So, the team initiated this project to identify and analyze those problems and to
put possible remedies (solutions).

1.1 BACKGRUOND
Assosa university Dormitory management system is starting its
service when Assosa university is established in 2004E.C at Benishangul
gumz region. It starts giving different service to student such as dorm, key,
clearances services form and bed for regular students. This service is
managed by dormitory manager. Now a days the service gives access
around 10,000 students, 40 blocks. Manual system creates complex &
complicated system when entering and clearing student to university. The
problems that are identified are discussed on the next tittles.

1.2 Statement of the problem

This dormitory management service currently uses manual system
which creates the following major problems.

 It is difficult to find which dorm (block) is allocated or de

allocated.
 Data recording system is not centralized or not in the modern
system which is difficult to search.
 It creates wastages of material &time
 Data redundancy &lose: -as mentioned above, the manual
searching system of a required information is very time consuming
and sometimes may lead to inability to find the information that
already exists. This results in storing the same information again
and again. And also, the data may disappear because of some real-
world problems since it is stored on papers manually.
 Space reservation problems: - the manual system is using papers
for storing information. As the number of users is increasing and
information is stored redundantly, the space reserved for storing
this information is more than required.
 It’s difficult to communicate with the dormitory when there is no
assigned dorm for an individual student, because the existing
system is not accessible automatically.

The major problems associated with the above-mentioned activities are the
following: During the arrangement of students for the allocation, list of
students is received from student dean and students are classified based on
their sex and level of education. During this process some male students are
assigned dorm with female students and some female students also
assigned with male students. This is a great problem facing each year, and
leads to unnecessary rework. The other problem is all the records
associated with the overall management process are stored manually on
papers and stored in a file cabinet. This makes, managing and manipulation
of this data time consuming and has a significant impact on the Dormitory
Management System.
 1.3 Objective of the Projects

1.3.1 General objectives

The main objective of this project is to convert or change the manual
system to computerized system to solve the above stated problems.

For this project we are going to develop database management system.

1.3.2 Specific objectives

The system should provide the following:
 Make the system automatic.
 Minimize human work effort.
 Improved performance to announce students to which Dorm they
have been placed.
 Efficient use of time.
 Fast data processing.
 Less cost.
 Designing the system architecture of the system
 Designing friendly user interface
 Designing database to the system that can hold all the information

 To improve the communication between the student with the

dormitory

1.4. Target groups and benefit of project

 The project focuses on the student how to access service from

dormitory service and also it enables the dormitory service
manager.
 The project gives benefit to dormitory service manager to easily
give service to student and too easily, allocate dorm for the students
when they entered to the campus and 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 doing this project. They also achieve popularity,
money and confidentiality.
 Generally, the students of Assosa University and the Dormitory
manager are more beneficial of this system.

1.4. Limitation of the project

 The project we are developing has limitation on fields like:

 Our system works when a server control services is available.

 It works for the one who understand English language (we have not
used other language).

 It serves only students who are Undergraduates in ASU.

 Our system does not serve the students who are not regular students
in Assosa University.
 Our system does not serve the students who are not able to see
(blind people).

 Our system does not support to give a clearance to students.

1.5 Methodology

Is the way or mechanism in which we gather information to develop the system.

We have used the following methods:
 By interviewing the dormitory manager of Assosa University
directly.
 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 system development life cycles.

To develop this project used the following software tools.

 Microsoft SQL-server 2014.

 Microsoft Office 2019 Professional Plus.
 Window 10(operating system).
 WondershareEdrawMax.
.

To develop this project used the following hardware tools.

 HP Laptop.
 DELL Desktop.
 2 Current System
Introduction

This project emphasizes on Dormitory service management system in

Assosa University. Therefore, we give an overview of the management
system of student dorm service in Assosa University.

 The dormitory management gives service for all regular

students in Assosa university
 Students does not pay money for dorm
 The dormitory can control the students in properly way
 Decreases the amount of budget wasted for students since the
dorm is not far.

2.1 Description of current system

 Currently the ASUDMS 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 more time
consuming. Including the present of ASUDM and other
leaders connect to each other by phone, letter, report and every
time concerning their works is paper based that to cost for
writing materials.

2.3 Players in the existing system

Actors in the existing system are:

- Dean of Student

- Students

- Proctors and

- Proctor manager

2.4 Finding and identifying potential business objects.

The main activity that is performed here is to identify the potential business
objects(entity’s) associated with the above description about dormitory management
system. This is done by selecting each noun or noun phrases in documentation and
checking whether they describe an object or entity in the scope of the problem domain.
The following are the main potential business objects(entity’s) associated with the above
use case scenarios.
They are:
- Building
 - Dorm
- Proctor
- Student
- Department

Organizing the Objects and Identifying

Association between them

In this step the team used to identify and establish the association between
the proposed business objects. The team used the following decision table
to perfectly identify the relationship between the objects. The table also
depicts the multiplicity of the association between each object

Table1. A decision table to identify r/ship b/n the objects.

Student Department Proctors Building Dorm
Dorm Have x Allocated by Contained by is
1-M 1-M M-1
Building x x Managed by is Contains
1-M 1-M
Proctors Assigns x is Manages Allocate
1-M 1-M 1-M
Student is Enrolls Assigned by Live in Live in
M-1 M-1 M-1 M-1
Department Contain is x x x
1-M

X: indicates that the objects have no direct relation with each other.

3.4 Analysis level class diagram (conceptual modeling)

Once the team has identified the association and the corresponding
multiplicity of association of the objects of the proposed new
system, the next step will be to draw the ER diagram. The next sub
topic shows the ER diagram of the dormitory management system.
o Entity type becomes a table.
In the given ER diagram Student, proctors, building, dorm and department forms
individual table.

o All single-valued attribute becomes a column for the table.

In the STUDENT entity, Student_name and Student_id form the column of

STUDENT table. Similarly, DepartmentName and DepartmentNo form the
column of Department table and so on.

o A key attribute of the entity type represented by the primary key.

In the given ER diagram, DepartmentNo, Student_id, BuildingNo, DormNo

and Proctorid are the key attribute of the entity.

o Composite attribute represented by components.

In the given ER diagram, student address is a composite attribute. It contains

City and Keble. In the STUDENT table, these attributes can merge as an
individual column.

Using these rules, you can convert the ER diagram to tables and columns and
assign the mapping between the tables. Table structure for the given ER
diagram is as below.First, we should convert our ER Diagram to Relational
schema.

First Normal Form (1NF)

o A relation will be 1NF if it contains an atomic value.
o It states that an attribute of a table cannot hold multiple values. It must hold only
single-valued attribute.
o First normal form disallows the multi-valued attribute, composite attribute, and
their combinations.

From the above ER diagram Student relation address of student is composite attribute
1NF doesn’t allow composite attribute.

Now, our table are in 1NF.

 Second Normal Form (2NF)
o In the 2NF, relational must be in 1NF.
o In the second normal form, all non-key attributes are fully functional dependent
on the primary key

So, we converted Student table to 1NF and all other table are in 1NF by defaults.

So, we convert all table to 2NF.

When we see all of our table each non-primary key on the table are functionally
dependent on primary key.

Student_i Fname Sname sex Age city keble DepartmentNo DormNo BuildingNo proctori
d d
1 Abel Wendm M 21 Jimma 04 Cs21 11 22 12p
 u
2 Ayeru Temsgen M 22 Adama 03 It22 12 24 14p
3 Bilal Idris M 19 Dessie 08 Is23 13 22 16p
4 Chala Germew M 22 Nekemt 07 Civil12 14 24 18p
5 Cheru Abera M 23 Gondor 05 Cs21 11 22 12p
6 Daniel Ayeru M 21 Assosa 01 It22 12 24 14p
7 Diriba Bayissa M 20 Amob 04 Is23 13 22 16p
8 Firaol Wegari M 21 Bahirdar 14 Civil12 14 24 18p
9 Getanh Alemu M 21 Kocha 04 Cs21 11 22 12p
10 Gemechu Debela M 23 Hossahn 06 It22 12 24 14p
a
11 Haile Worku M 24 Hawssa 02 Is23 13 22 16p
12 Kemal Ahemd M 22 Metu 01 Civil12 14 24 18p
13 Lema Girma M 21 Dilla 03 Cs21 11 22 12p
14 Moges Ketma M 22 Mekelle 07 It22 12 24 14p
15 Nure Abdela M 21 Axum 12 Is23 13 22 16p
16 Oliyad Sisay M 24 Burayu 05 Civil12 14 24 18p

Department(DepartmentNo, DepartmentName).

DepartmentNo DepartmentName
Cs21 Computer Scince
It22 Information Technology
Is23 Information Since
Civil12 Civil Engineering

Dorm(DormNo, Capacity, NoOfStudent).

DormNo Capacity NoOfStudent

11 4 4
12 4 4
13 4 4
14 4 4

Building(BuildingNo, BuildingName, TotalNoOfDorm).

BuildingNo BuildingName TotalNoOfStudent

22 Tsio 400
24 Hoha 400

Proctors(Proctorid, ProctorName, sex).

Proctorid ProctorName sex BuildingNo

12p Yimer M 22
14p Arega M 24
16p Mulunh M 22
18p Bezunh M 24

So we must make our table in 2NF form.

Studen Department Dorm Building Procto

tid No No No rid

Now our table is in 2NF, because of no partial dependency on the table.

When we see our table there is no transitivity property.so,bydefault our table is

3NF.

And we can create sql query for our relation.