Final Project
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Ambo University Online Dormitory Management System Industrial project I AmboU2014
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.
1.2 Statement of the problem
This dormitory management service currently uses manual system which creates thefollowing 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 systemwhich is difficult to search.
It creates wastages of material &time
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.
It’s difficult to communicate with the dormitory when there is no assigned
dorm for an individual student, because the existing system is notaccessible automatically.
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Ambo University Online Dormitory Management System Industrial project I AmboU2014
1.3 Objective of the Projects1.3.1 General objectives
The main objective of this project is to convert or change the manual system to computerizedsystem to
solve the above stated problems.
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 Scope and limitation of the project1.4.1 Scope of the project
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.
Our system used for undergraduate students.
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:
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).
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It serves only students who are Undergraduates in AmboU.
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).
Our system does not support to give a clearance to students.
1.4.3 Target groups and benefit of project
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 interviewing the dormitory manager of Ambo 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 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
Internet Explorer: As a web browser to launch the prototype.
SQL-server
Frame work NET
Microsoft word 2007 and 2010 to write all documents.
Microsoft Visio 2007 we used it for drawing all UML.
C# in ASP.NET programming language.
Web servers (IIS).
Window 2007(operating system).
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Ambo University Online Dormitory Management System Industrial project I AmboU2014
1.6 Feasibility of the project
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
Synthesizing (sound) machine. Therefore it is feasible.
Benefits after implementation:
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:
Having information about the AmboUDM any time.
Satisfies the AmboU students in the way that they trust the system is secure and accurateon giving
service.
Knowledge gain by project developer.
Increasing the competitiveness of the individual
Improved productivity
Improving the morale of our team.
Facilitating information processing of our team
Faster decision making on the team member.
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Ambo University Online Dormitory Management System Industrial project I AmboU2014
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.
1.7 Project plan activities
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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Ambo University Online Dormitory Management System Industrial project I AmboU2014
1.7.1 Work-Break down Structure, and coordination
WOR KBR EAK DOW NSTR UCTUR ESId TasksDurationPredecessor Responsible1 Project Initiation and
planning
Gathering Information2 weakAll2 Description of the projectIntroduction:
Background Information
Statement of the Problem
Objective of the problem
Scope & Limitation of the project
Methodology
Feasibility study
Project Plan Activity1.5 weak1 Selamawit3 Current system
Description of current system
practices to be preserved from theexisting system
Players in the existing system
Business Rules
Alternative Solution1 weak1,2 Meseret4 Proposed System
Functional Requirements
Non Functional Requirements
User Interface
Hardware or Software Requirement
Security and Safety procedure2 weak1,2,3 Melisew5 System Modeling
Use case diagram, and theredescription
Object Model
Dynamic model4 weak4 Hailu6 Implementation
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
Time duration regarding our project is scheduled follows:
Gant Chart
ID Task Name Start Finish Duration
Jun2014
May 2014
Mar 2014Jan 2014 Feb 2014Dec 2013 Apr 20145-114-6
4-1312-15 1-5 12-8 1-19 1-26 6-1
5-25 6-8
4-20 5-43-2 3-30 5-181-1212-29
2-23
2-2 3-9 3-2312-22 6-15 12-1 3-16 2-9 4-27 2-16
1w
05-Dec-1329-Nov-13Project Initiation andplanning 2
1w
12-Dec-1306-Dec-13Gathering Informatin3 1.5w24-Dec-1313-Dec-13
Descriptionof the projectIntroduction:BackgroundInformationStatement of the ProblemObjective of the
problemScope &Limitationof the projectMethodologyFeasibility studyProject PlanActivity
4 1w31-Dec-1325-Dec-13
Current System:Description of current systempracticesto bepreserved fromtheexisting systemPlayersin
theexisting systemBusinessRulesAlternativeSolution
5 2w15-Jan-1402-Jan-14
Proposed System:FunctionalRequirementsNon
FunctionalRequirementsUserInterfaceHardwareorSoftwareRequirementSecurityand Safetyprocedure
6 4w12-Feb-1416-Jan-14
System Modeling:Usecasediagram,and theredescriptionObject ModelDynamicmodel
6-22
7813w03-Jun-1405-Mar-14Implementation:DesigningCodingTesting.5w26-Jun-1424-Jun-14Final
submitting Date
Fig-1.1
Gant chart
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1.8 Project Organization
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.
Fig-1.2 Decentralized Organization
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Ambo University Online Dormitory Management System Industrial project I AmboU2014
CHAPTER TWO
2 Current SystemIntroduction
This project emphasize on Dormitory service management system in Ambo University.Therefore, we
give an overview of the management system of student dorm service in AmboUniversity.
The dormitory management gives service for all regular students in ambo 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 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:
Provide the required infrastructure to the students.
Protecting dormitory resources.
Posting dormitory information in each building.
Generation timely report.
Assessing discipline cases.
2.2.2- weakness of the existing system
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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Ambo University Online Dormitory Management System Industrial project I AmboU2014
In generally current system is a system that needs intensive human labor resource,consume time ,less
security ,lack of awareness and accurate available information .
2.3 Players in the existing system
Dormitory manager
He/she is responsible for control the overall activities.
He/she is a person who administer for each block of the Proctors.Proctor
He/she is a person who manages for each block of the students.
He/she Provides clearance for every student.
He/she generate report and sends to the dormitory manager.
Student
They are users who accesses service from AUDM system.
2.4 Business Rules
At this moment the dormitory management uses the new promotion policy of the dorm.
The student must be agreeing with their members 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.
Buildings should be arranged before the allocation.
The student must keep the dorm properly.
Two or more students never sleep in one bed.
One student should not steal others property.
Students never smoke cigarettes and chewing chat in the dorm.
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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Ambo University Online Dormitory Management System Industrial project I AmboU2014
2.5 Alternative Solution
There are many solutions for the existing system problems.These are:
Making the system fully manual
Making the system partially automated
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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Ambo University Online Dormitory Management System Industrial project I AmboU2014
CHAPTER THREE3 Proposed System3.1Overview of Proposed System
After observing the current manual system and identifying all the problems occurred duringevery
activity on the existing system, the project team has decided to design an automated onlineapplication
AmboUDMS for office and system that can be easily access and work at any timeand place.The proposed
system will use the major functionality of existing system and able to advancewith speed and response
of the system by applying the knowledge of OOP techniques in order toovercome the current problems
of the system.
More secure, because this system provides the users to have an account.
Fig-3.1 Architecture of the System
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