BAHIR DAR INSTITUTE OF TECHNOLOGY DORMITORY MANAGEMENT SYSTEM

BAHIR DAR UNIVERSITY

BAHIR DAR INSTITUTE OF TECHNOLOGY

SCHOOL OF COMPUTING AND ELECTRICAL ENGINEERING

INFORMATION TECHNOLOGY PROGRAM

PROJECT ON

TITLE: ONLINE DORMITORY SYSTEM FOR BAHIR DAR

UNIVERSITY BiT CAMPUS

SUBIMITTED

IN FULLFILMENT OF THE COURSE INDIVIDUAL PROJECT

BY

FASIKA LACHORE LABA

JUNE , 2014

BAHIR DAR, ETHIOPIA

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TITLE: ONLINE DORMITORY SYSTEM MANAGEMENT

FOR BAHIR DAR UNIVERSITY BiT CAMPUS

By
Fasika Lachore Laba

A PROJECT SUBMITTED TO SCHOOL OF COMPUTING AND

ELECTRICAL ENGINEERING OF BAHIRDAR UNIVERSITY
IN FULFILLMENT OF THE COURSE INDIVIDUAL PROJECT
ADVISOR: ALEMU KUMLACHEW

JUNE 2014

BAHIR DAR, ETHIOPIA

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Declaration
The Project is my own and has not been presented for a degree and/or course project in any other
university and all the sources of material used for the project have been duly acknowledged.

------------------------------------------------------------ -----------------------------------
Name Signature
School: School of Computing and Electrical Engineering
Program: INFORMATION TECHNOLOGY
Project subject: Online Dormitory system Management for Dahir Dar University BiT
campus
This is to certify that I have read this project and that in my opinion it is fully adequate, in scope
and quality, as a project for the course individual project.
------------------------------------------------------- -------------------------------
Name of Advisor Signature
Examining committee members signature Date
1. Examiner 1_ _ _ __ _ _ __ _ _ __ _ _ __ _ _ _ _ _ _ __ _ _ __ _ _ _ _ _ _ __ _ _ __ _

2. Examiner 2 _ _ _ __ _ _ __ _ _ __ _ _ __ _ _ _ _ _ _ __ _ _ __ _ _ _ _ _ _ __ _ _ __ _

It is approved that this project has been written in compliance with the formatting rules laid
down by the school of the university.

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Acknowledgment
I wish to thank several people. I would like to express the deepest appreciation to my advisor Mr
Alemu Kumlachew who has given his precious time to support me in my work. He continually
and persuasively tried to courage and to help me as much as I needed and an excitement in
regard to advising. Without his supporting and constant help this end of the project would not
have been possible.

In addition to this, I would like to thank Mr Eshetu who gave me his time to deal with the
system requirements and the basic business logic of the system. And also his contribution to this
project is endless, that he gave a nice to have an interview with him regarding to the system.

I would like to thank Mr. Worku Kelemwork for his help and for his direction with this project.

I would also like to thank my beloved aunt Sr Waje Yohanes, beloved father Ato Lachore
Laba and W/ro Teressa Yohanes my beloved mother, for their unending love and support
during the financial support regarding to this project. I would like to thank my parents for their.

Last but not least, I would like to thank Sr Ayelech, Sr Trufat, Sr Woynitu, Sr Yeshi my
mothers in Christ, Fr Iyasu, Fr Alemayehu, Fr Atakilt my fathers in Christ, and Mechal
Timotewos my beloved friend for their praying for the completion this project.

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Contents Page Numbers

CHAPTER ONE ........................................................................................................................... 1
INTRODUCTION ...................................................................................................................... 1
Background Information ......................................................................................................... 1
Mission of the Dormitory........................................................................................................ 1
Vision of the Dormitory .......................................................................................................... 1
Existing System Study ............................................................................................................ 1
Statement of the problem ........................................................................................................ 1
Proposed System ..................................................................................................................... 2
Objectives of the project ............................................................................................................. 2
General objective .................................................................................................................... 2
Specific objective .................................................................................................................... 2
Scope and Limitation of the project ............................................................................................ 3
Scope of the project ................................................................................................................ 3
Methodology for the project ....................................................................................................... 3
Data collection method ........................................................................................................... 3
Personal Interview .................................................................................................................. 3
Direct observation ................................................................................................................... 3
System Analysis and Design Methodology ................................................................................ 3
Case Tools ............................................................................................................................... 3
Significance of the project .......................................................................................................... 4
Beneficiaries of the system ......................................................................................................... 4
Limitation Of the project ............................................................................................................ 5
Feasibility Analysis ..................................................................................................................... 5
Operational feasibility............................................................................................................. 5
Technical Feasibility ............................................................................................................... 5
Organization of the Project ......................................................................................................... 6
CHAPTER TWO .......................................................................................................................... 7
SYSTEM FEATURES................................................................................................................ 7
Description of the existing system .............................................................................................. 7
Players in existing system ....................................................................................................... 7
Major functions of existing system with clear inputs, processes, and outputs ........................... 7
Business rules.............................................................................................................................. 8
Report generated in the existing system ..................................................................................... 8

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Documents used in existing system ............................................................................................ 9

Problems of existing system (using PIECES frame work) ............................................................. 9
Proposed System Description ................................................................................................... 10
System requirements of the new system ................................................................................... 11
Functional requirements........................................................................................................ 11
Interface requirements .......................................................................................................... 12
Logical requirements ............................................................................................................ 13
Non-functional requirements .................................................................................................... 13
System Requirements................................................................................................................ 14
Use Case Description ................................................................................................................ 16
Analysis Models........................................................................................................................ 21
Activity Diagram ...................................................................................................................... 22
Sequence Diagram .................................................................................................................... 30
CHAPTER THREE .................................................................................................................... 38
SYSTEM DESIGN ................................................................................................................... 38
Deployment Diagram ............................................................................................................ 38
Architectural Design ............................................................................................................. 38
Class diagram ........................................................................................................................ 38
User Interface Design ............................................................................................................... 42
Home Page User interface .................................................................................................... 42
Placement Page User interface.............................................................................................. 43
Contact Page User interface .................................................................................................. 44
Search Placement Page ......................................................................................................... 45
Background Page interface ................................................................................................... 46
Login Page user interface...................................................................................................... 47
Employee Registration Page ................................................................................................. 48
Student Registration Forms................................................................................................... 49
Material Registration Form ................................................................................................... 50
Data Structure Design ........................................................................................................... 50
Schema diagram .................................................................................................................... 52
Algorithm design ...................................................................................................................... 53
Login form Algorithm Design .............................................................................................. 53
Register form Algorithm Design .......................................................................................... 54
Student Algorithm Design .................................................................................................... 55

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View Algorithm design ......................................................................................................... 56

Allocate Algorithm Design ................................................................................................... 57
CHAPTER FOUR ....................................................................................................................... 59
Conclusions and Recommendations ......................................................................................... 59
Conclusions ........................................................................................................................... 59
Recommendations ................................................................................................................. 59
Appendix and Bibliography .......................................................................................................... 60
Bibliography ............................................................................................................................. 60
Books .................................................................................................................................... 60
Appendix ................................................................................................................................... 60
Some Questions that asked during requirement gathering by interview. ..................................... 62

LIST OF TABLES

Table 1: Intangible benefits ............................................................................................................ 5

Table 2: Tangible benefit ............................................................................................................... 6
Table 3: Login Use Case Description ........................................................................................... 16
Table 4: Register Use Case Description ....................................................................................... 17
Table 5: Update Use Case Description ......................................................................................... 18
Table 6: View Use Case Description ............................................................................................ 18
Table 7: Assign Use Case Description.......................................................................................... 19
Table 8: Allocate Use Case Description ....................................................................................... 20
Table 9: Control Use Case Description ........................................................................................ 20
Table 10: Generate Use Case Description .................................................................................... 21
Table 11: Employee Table ............................................................................................................ 52
Table 12: Material Registration Table ......................................................................................... 52
Table 13: Allocation Table ........................................................................................................... 52
Table 14: Dorm Registration Table .............................................................................................. 52
Table 15: Feed Back Table ........................................................................................................... 53
Table 16: Login form Algorithm Design Table ............................................................................ 53
Table 17: Register form Algorithm Design Table ........................................................................ 55
Table 18: Student form Algorithm Design Table ......................................................................... 56
Table 19: View Algorithm Design Table...................................................................................... 57
Table 20: Allocate Algorithm Design Table ................................................................................. 58

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LISTSOF FIGURES
Figure 1: Use case Diagram .......................................................................................................... 15
Figure 2: Login Activity Diagram ................................................................................................ 22
Figure 3: Register Activity Diagram……………………………………………………………..35
Figure 4: Update Activity Diagram .............................................................................................. 24
Figure 5: View Activity Diagram ................................................................................................. 25
Figure 6: Assign Activity Diagram ............................................................................................... 26
Figure 7: Allocate Activity Diagram ............................................................................................ 27
Figure 8: Control Activity Diagram ............................................................................................. 28
Figure 9: Generate Activity Diagram ........................................................................................... 29
Figure 10: Login Sequence Diagram ............................................................................................ 30
Figure 11: Register Sequence Diagram………………………………………………………….43
Figure 12: Update Sequence Diagram……………………………………………………….......44
Figure 13: View Sequence Diagram ............................................................................................. 33
Figure 14: Assign Sequence Diagram........................................................................................... 34
Figure 15: Allocate Sequence Diagram….………………………………………...…………………………47
Figure 16: Control Sequence Diagram ......................................................................................... 36
Figure 17: Control Sequence Diagram…………………………………………………………..49
Figure 18: Control Sequence Diagram…………………………………………………………..50
Figure 19: Class Diagram ............................................................................................................. 41
Figure 20: Home Page User interface ........................................................................................... 42
Figure 21: Placement Page............................................................................................................ 43
Figure 22: Contact Page User interface ........................................................................................ 44
Figure 23: Background Page interface .......................................................................................... 45
Figure 24: Background Page interface .......................................................................................... 46
Figure 25: Login Page user interface ............................................................................................ 47
Figure 26: Employee Registration Page ....................................................................................... 48
Figure 27: Student Registration Page ........................................................................................... 49
Figure 28: Student Registration Page ........................................................................................... 50
Figure 29: ER Diagram ................................................................................................................. 51

LIST OF SYMBOLS AND NOTATIONS

 BiT: Bahir Dar Institute of Technology

 UC: Use Case
 ER: Entity Relation ship
 BDU: Bahir Dar University
 DMS: Dormitory Management System
 HTML: Heper Text Markup Language
 FREQ: Functional Requirement
 IREQ: Interface Requirement
 LREQ: Logical Requirement
 NFREQ: Non Functional Requirement

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Acknowledgment
I wish to thank several people. I would like to express the deepest appreciation to my advisor Mr
Alemu Kumlachew who has given his precious time to support me in my work. He continually
and persuasively tried to courage and to help me as much as I needed and an excitement in
regard to advising. Without his supporting and constant help this end of the project would not
have been possible.

In addition to this, I would like to thank Mr Eshetu who gave me his time to deal with the
system requirements and the basic business logic of the system. And also his contribution to this
project is endless, that he gave a nice to have an interview with him regarding to the system.

I would like to thank Mr. Worku Kelemwork for his help and for his direction with this project.

I would also like to thank my beloved aunt Sr Waje Yohanes, beloved father Ato Lachore
Laba and W/ro Teressa Yohanes my beloved mother, for their unending love and support
during the financial support regarding to this project. I would like to thank my parents for their.

Last but not least, I would like to thank Sr Ayelech, Sr Trufat, Sr Woynitu, Sr Yeshi my
mothers in Christ, Fr Iyasu, Fr Alemayehu, Fr Atakilt my fathers in Christ, and Mechal
Timotewos my beloved friend for their praying for the completion this project.

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Abstract
This project document is divided into four chapters in order to provide a complete and
understandable perception about BiT dormitory management system.

First chapter is mostly about the introduction part of the project. This chapter also includes the
purpose of the project, scope of the project, objectives of the project, and also it studies the
feasibilities of the project, significance of the project, current system study, proposed system
study and problems of the system.

Second chapter describes the Description of the existing system, Players in existing system,
Business rules, Documents used in existing system, System requirements of the new system,
Functional requirements, Interface requirements, Logical requirements, Non-functional
requirements, System Requirements , Use case Diagram, Use Case Description

Third chapter describes the system design, Deployment Diagram, Architectural Design, Class
diagram, User Interface Design, Data Structure Design, Schema diagram, Algorithm design.

Fourth chapter describes the conclusion part of the project, reference for the project, appendix
interview questions, and forms.

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CHAPTER ONE
INTRODUCTION
Background Information
Bahir Dar University is one of the major universities in the country. The University gives
educational services for regular students as well as extension and distance programs for the
people who live in Bahir Dar town and neighboring cities. The University is also a research
institute for different areas of field of studies.
In the University there are different management activities that are performed. Among those
management activities of Bahir Dar University Students’ Dormitory System is one of the major
management activities which are performed to arrange and allocate dorms for students. In this
dormitory system, there are 12 blocks and 534 dorms. The total capacity to hold the students is
Female number 963 and Male number is 3458 and totally the number of students is 4512. But
now a time in BiT there are 952 female students and 3560 male students, totally there are 4421
students who are using dormitory services. In this process there is a potential problem associated
with the Dormitory System. So I initiated this project to identify and analyze those problems and
to put possible remedies (solutions).

Mission of the Dormitory

The mission of the system is giving a better and quality services to students based on their time
and also to provide all necessary requirements to the regarding dormitories services.
Vision of the Dormitory
The vision of the system is to be the first service providers to the students in their university
staying.
Existing System Study
Statement of the problem
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 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 is time consuming and has a significant impact on the Dormitory allocation System.

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Manual processing of management activities like: -

 Arranging buildings for the allocation,

 Assigning proctors for buildings and
 Rearranging students and dorms.

Since the total number of students and dormitories available in the campus is very large,
managing this huge number manually is very tedious and is prone to many problems.

Proposed System
The new proposed system is going to solve all the problems which I mentioned above. To solve
the problems I would use the modern objected oriented languages to design database, to design
website, to implement and to test the overall work. After this all the problems will be solved, the
online allocating of buildings, online assigning of proctors, online arranging of students and
dorms will be done.

Objectives of the project

General objective
The main objective of this project is to develop a new online Dormitory Management System
which solves the problems with the existing system.

Specific objective
Bahir Dar University Dormitory management system has the following specific objectives to
achieve the overall objectives.

 To study all relevant documents from the system

 To identify the potential problems of the system
 To study the existing system
 To propose a new solution
 To design and develop a new system
 To implement a new system
 To verify and test a new system

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Scope and Limitation of the project

Since Bahir Dar University dormitory System 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.
Scope of the project
The scope of the project is to:

 Designing and Implementing the Database,

 Designing and Implementing Graphical User interface including forms and reports.
 Registering and assigning (allocating) the blocks and dorms for the students
 Displaying the basic information to the student and to the other stockholders
Methodology for the project
Data collection method
To get a precise data from customers I used the following fact finding techniques. Those are: -

Personal Interview
To get the basic information and background information about the existing management system,
I interviewed the proctor managers and some students about the services that are given to them,
and the problems associated with that environment.

Direct observation
Here I used to revise some data entry forms and repots associated with the management process.

System Analysis and Design Methodology

In this project I used Object Oriented System Development methodology (OOSD). This has two
phases.

Object Oriented Analysis (OOA): During this phase I use to Model the functions of the system
(use case modeling), Find and identify the business objects, Organize the objects and identify the
relationship between them and finally model the behavior of the objects.

Object Oriented Design (OOD): During this phase I used to refine the use case model to reflect
the implementation environment, Model object interactions and behaviors that support the use
case scenario, and finally update object model to reflect the implementation environment.

Case Tools
In this project the following system development tools are used
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 PHP Server Side Script to design the graphical user interface and the whole
application
 Mysql WampServer: for designing the database.
 Microsoft VISIO2003: for designing UML diagrams associated with the project.
 Microsoft office 2010: for documenting the corresponding deliverables associated
with the project.
 HTML: for designing web interfaces

Significance of the project

The significances of this project are:

 Avoiding wastage of students time as well as management time

 Avoiding data loss because of improper data storage
 Avoiding improper dormitory allocation
 Avoiding improper resource consumption
 Manual processing is minimized and the quality of work and services
became improved.
 The environment is changed to a computerized environment, which
improves the quality of internal operations as well as services given to
students.
Beneficiaries of the system
There are different bodies that will be benefited from this system. The main beneficiaries of this
system are:-

 Proctors,  Proctor manager and

 Dean of Student  Students.

Ones the new system is implemented,

 Firstly proctors and proctor managers are benefited from the system in such a way that
the quality and performance of their work is improved, the time they spent for manual
operation is significantly reduced and their management and control of their job is
improved.

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 Secondly students are not expected to be in campus to know about their dormitory
allocation information. That is, once the allocation report is generated by the system, the
system will provide an interface which enables the students to know about their
dormitory allocation information, about academic calendar and some academic
announcements and finally they submit their personal information through the Internet.
 A proctor and a proctor manager will also be benefited from the system. These benefits
may be in saving time while arranging buildings, Dorms and Students, minimizing errors
while allocating students, and avoiding data loss.

Limitation Of the project

This project is limited only to those activities and operations related to the dormitory System
which I am intended to deal with. The project is limited to developing the online dormitory
system.
Feasibility Analysis
Operational feasibility
I, expect that the system which is in development is to be operational. That is once the system is
deployed, it can operate on any of the operating systems which have a .NET framework installed.
Therefore, the system will be designed to be operationally feasible that if it is deployed, the
system will operate in any kind of platforms without any mal functionalities.

Technical Feasibility
Here also I expected the system to be technically feasible. The system is going to be developed
by following the Object Oriented System Development technique. And I have the ability to
develop this system without any difficulty since I have studied the required methodologies and
tools. So the system will be technically feasible.
Intangible benefits: The following worksheet lists the intangible benefits associated with the
project.

Table 1: Intangible benefits

Intangible benefits for BiT Dormitory Management System.

1. Increase Employee Morale
2. Reduce Resource Consumption

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3. Increase Management flexibility

4. Provides More timely information

Table 2: Tangible benefit

Tangible benefits for BiT Dormitory Management System.

1. Total Number of proctors in existing system will decrease

2. Total amount of money paid for employee will decrease
3. The operational time requirement will decrease
4. Quality of the services given to students and other stockholders will increase

Organization of the Project

This project document is divided into four chapters in order to provide a complete and
understandable perception about BiT dormitory management system.

First chapter is mostly about the introduction part of the project. This chapter also includes the
purpose of the project, scope of the project, objectives of the project, and also it studies the
feasibilities of the project, significance of the project, current system study, proposed system
study and problems of the system.

Second chapter describes the Description of the existing system, Players in existing system,
Business rules, Documents used in existing system, System requirements of the new system,
Functional requirements, Interface requirements, Logical requirements, Non-functional
requirements, System Requirements , Use case Diagram, Use Case Description

Third chapter describes the system design, Deployment Diagram, Architectural Design, Class
diagram, User Interface Design, Data Structure Design, Schema diagram, Algorithm design.

Fourth chapter describes the conclusion part of the project, reference for the project, appendix
interview questions, and forms.

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CHAPTER TWO
SYSTEM FEATURES
Description of the existing system
Players in existing system
An existing system deals different players to carry out its job. Among those different actors
(players), the most commons are Dean of Student, this body provides the list of all students who
fulfilled every requirement for allocation to proctors, Students, they will be placed in their dorm
by proctors and assigned for the property they get from the proctor, Proctors, They involved
strongly in the existing system. Proctors collect students list from student dean. After they get all
these information’s from this body they will place those students according to their sex, Session,
academic year, department and faculty.

The major actors in the existing system are:

 Dean of Student  Proctor manager

 Students  System Administrator.
 Proctors and
Major functions of existing system with clear inputs, processes, and outputs
Even if the existing system is performs its activities manually, it has different major functions.

 Arranging buildings for the allocation: here the total no of building is determined with
its holding capacity
 Arranging students for allocation: here total no of students and their academic
information such as department, faculty, class year and session is received from registrar.
Students are then arranged based on their sex, class year, session and their department
and faculty for dormitory allocation.
 Dormitory allocation: based on the arrangement of students dorms are allocated for
students along with associated dormitory resources, like lockers, tables, chairs, beds and
the like.
 Generating allocation report: based the dormitory allocation the allocation report is
prepared and posted for student when they arrive at the campus after annual brake.

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 Managing and controlling dormitory materials: at the beginning and end of each
semester, dormitory materials are recorded and controlled whether they are functioning
properly or not, then appropriate measure is taken.

Business rules
The business rules associated with the existing system are as follows.

 Only one student is assigned for one dorm, and that student should live in the dorm which
belongs to him.
 Students should not change their dorm without the permission of the proctor with
sufficient reason.
 Students are allocated in such a way that male students are not allocated with female
students.
 Proctors should not assign one student in more than one dorm.
 Proctors should not use student’s personal information for other purposes.
 Buildings should be arranged before the allocation.
 Students should submit their personal information before they are assigned in a dorm.
 After the allocation reports should be prepared by proctors for students.

Report generated in the existing system

In an existing system there are different reports generated for different purposes. Those reports
include Student Dormitory allocation report, Student status report; Resource received report.

The dormitory allocation report contains the report related to student’s block number and dorm
number. Resource received report includes reports of materials that a student has taken from a
Proctor when he/she first assigned in to that dorm. The student status report is any report that
contains any up-to-date information about a student.

After checking those reports a proctor will clear the student that ensures that the student is free of
any resources while he/she was in dorm.

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Documents used in existing system

In the current system, they use different forms and reports to manipulate different records
associated with the different activities. From those forms some are student’s personal
information form, dormitory materials property form, and others. And the reports associated
with the existing system are dormitory allocation report, student status report, and other
reports associated with the system.

Problems of existing system (using PIECES frame work)

The manual dormitory management system is prone to various problems. These problems can be
seen from the following perspectives like performance, information, economic, control,
efficiency and services given by the existing system to the users, by using the PIECES
framework as follows.

The performance of any system is required to exhibit to meet the needs of users of that system.
The current system’s performance is weak. This is due to the following reasons: - first the
acceptable throughput rate is relatively high i.e. the time required from initiation to completion
of a particular task is relatively high. For example during arrangement of buildings for the
allocation it may take a week or more due to its manual operation. Second is the acceptable
response time for a particular task is large.

Information- the main input for the current system is student record and records of different
dormitory materials which enable the system to rearrange students and buildings for the
allocation. Based on this the system rearranges and allocates dorms for students at the beginning
each academic year and generates the allocation report which may be viewed by the students as
well as the management. After this the students are required to submit their personal information
which will be stored on papers to be viewed latter if it is necessary. The other data that is stored
is record of materials associated with the dormitory. The system manipulates and manages all of
these and other records manually on papers.

Economical- BiT DMS performs all of its tasks manually which requires much of the work to be
done by a man power, and it a huge amount of papers for the manual storage of data on papers,
which lead the manual system to spend much money for human resource and for purchasing
papers and other materials.

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Controlling- since all the records associated with the manual system are recorded and stored
manually the security that the system provide for the privacy of this records is not good. The
system shouldn’t provide sufficient protection for access and manipulation of the records
associated with the system.

Efficiency- due to the manual operation most of the activities are prone to wastage of resources
like papers, man power, time etc. to produce the corresponding outputs. This makes the current
system inefficient while utilizing resources. There should be a mechanism that reduce wastage of
resources and that make the system to be efficient.

Services- the main users of the current system are students and the management itself. The
services given to users are not flexible, reliable and expandable i.e. the users must there in the
campus to get the services given by the system. Those services given by the system are limited to
a particular area.

Proposed System Description

Even though an existing system provides different functions that are stated above, it is not to
mean that the functions are satisfactory. This is because all the processes (actions) are performed
manually. To overcome or improve this manual operation I come up with a new Dormitory
Management System entitled BiT-Dormitory Management System. This new system is a Web
based application that enables the users to access the services given by the system through the
Internet.

The proposed new system operates in the following manner. First it accepts all inputs from a
body which it concerns. For example in case of new student (first year) it takes input from dean
of students that is students list, in case of other students it take from dean of students and will be
feed to the system by proctors. This feeding of data will be performed based on their year,
department, faculty and gender. After all data were collected and given to the system, it will
rearrange students for the allocation. After doing this the system will generate the allocation
report which contains dormitory information like student’s name, id number, dorm number, and
block number. This report will be released online for the student so that they can access this
information by entering his name and registration number on the webpage provided by the
system just by sitting where ever they are.

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Once students get their dormitory information they will be expected to fill their personal
information on the form provided, to feed this data to the system. As they arrived, students will
be expected to fill the property form which specifies list of dormitory materials that the students
will use. All the corresponding records of the above activities other are recorded and stored in
the database.

So now everything is recorded and performed. The next thing to be performed is the
management of the property. Here a proctor will perform periodic checking for the dormitory
materials. If a proctor found any property crashed/damaged he will immediately record that
material, a person who did so by his name, id, dorm number, and block number. So the system
having this information will generate a report about a person’s status. In case a student wants any
clearance and contact the proctor, a proctor will recall the report that is generated above and
forces a student to charge what he crashed. The same but different approach will be performed in
case of discipline case report.

System requirements of the new system

The following are Functional and Nonfunctional requirements of the proposed new system that a
group member have identified from requirement use cases associated with each actor and use
case interaction.

Functional requirements
The following are the functional requirements of the new system.

 Functional requirements of the new system for the student dean

 FREQ-1: The system shall allow the student dean to register information.
 FREQ-2: The system shall allow the student dean to update the information.
 FREQ-3: The system shall allow the student dean to view information.
 FREQ-4: The system shall allow the student dean to assign proctors.
 Functional requirements of the new system for the proctor manager
 FREQ-5: The system shall allow the proctor manager to register information.
 FREQ-6: The system shall allow the proctor manager to update the information.
 FREQ-7: The system shall allow the proctor manager to view information.
 FREQ-8: The system shall allow the proctor manager to allocate proctor to the building.
 FREQ-9: The system shall allow the proctor manager to generate reports.

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 Functional requirements of the new system for the proctors

 FREQ-10: The system shall allow the proctors to register information.
 FREQ-11: The system shall allow the proctors to update the information.
 FREQ-12: The system shall allow the proctors to assign students.
 FREQ-13: The system shall allow the proctor to allocate rooms/dormitories.
 FREQ-14: The system shall allow the proctors to view information.
 FREQ-15: The system shall allow the proctor to control materials.
 FREQ-16: The system shall allow the proctors to generate report.
 Functional requirements of the new system for the students
 FREQ-16: The system shall allow the student to view information.
 FREQ-17: The system shall allow the student to generate comment.
 Functional requirements of the new system in general
 FREQ-18: The system shall be able to store all the data into a database.
 FREQ-19: The system shall be able to count the total number of the proctors.
 FREQ-20: The system shall be able to count the total number of the students in a block.

Interface requirements
 IREQ-1:The website should be able to contain the following pages, so that to give a full
requirements of the services
 Home Page  Login as Page
 Contact us Page  Placement Page
 About US Page  Feedback Page
 IREQ-2: The About us page shall be able to contain
 Background Page
 Location Page
 Staff Member Page
 IREQ-3: The Login as Page should be able to have, the members who have the privilege
to login in to the system. These are:-
 Proctor Login Page
 Proctor Manager Login Page
 Student Dean Login Page

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 IREQ-4:The Register Page should be able to have, the pages which register different
members:-
 Employee Information Register Page
 Student Information Register Page
 Block Information Register Page
 Dorm Information Register Page
 IREQ-5:The Website should have different stockholders page
 Student Dean Page which contains what the student dean works
 Proctor Page which contains what the proctor works
 Proctor Manager Page which contains what the proctor manager works

Logical requirements
 LREQ-1: The system shall have one database so that to manage the whole system
functionality.
 LREQ-2: The system’s database shall have eight tables to store all information of the
system. These tables are:-
 Employee  Allocate Table
Table  Material Table
 Student Table  Feedback
 Block Table Table
 Dorm Table
Non-functional requirements
The following are the nonfunctional requirements associated with the new system.

 NFREQ-1: The system shall be error free while operating with a huge set of data.
 NFREQ-1: The system shall be user friendly
 NFREQ-1: The system shall be able to communicate users at different location.
 NFREQ-1: The system shall have a good response time.
 NFREQ-1: The system shall be compatible with any environment.
 NFREQ-1: The load time for user interface screens shall take no longer time
(maximum within 2 seconds).
 NFREQ-1: The log in information shall be verified within 2 seconds.
 NFREQ-1: Queries shall return results within (maximum within 2 seconds).

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System Requirements
The main activities that are performed in this part are:
 Identifying actors and use cases,
 Constructing a use case diagram, and
 Documenting the use case course of events.
The first step is to identify Actors and use cases associated with the system. The following table
specifies the actors and use cases that I have identified with in the proposed new system. The
table also describes use case descriptions associated with the corresponding use cases.

 Log in  Assign proctors/dormitories

 Create Account  Allocate building
 Register information  Control materials
 Update information  Generate reports.
 View information

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Use Case Diagram for BiT Dormitory Management

Log in

Register

Student Dean Update Proctor

View

Assign

Allocate

Control

Generate

Proctor Manager Student

Figure 1: Use case Diagram

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Use Case Description

Use Case No UC1
Use case name Login
Actors Student dean, Proctor manager, proctor
Description This use case can allow the user to enter into the functional part of the
system
Precondition The user must be the member of the system
Post condition Desired users login to the system
Priority High
Basic course 1. User click on login link
events 2. System asks user to insert user name and password
3. Users enter his/her user name and password
4. Users click login button
5. System connects to database
6. Logged in page displayed.
7. The use case ends.

Alternative a. users can enter their user name and password wrongly
course action b. Error messages appears
c. Continue with step 1 in the basic course events.
d. An error may occur during the data base operation.
e. System shows error messages.
f. Continue with steep 2 in the basic course events.

Table 3: Login Use Case Description

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Use Case No UC2

Use case name Register
Actors Student dean, Proctor manager, proctor
Description This use case allows the desired user to register the data in to the database.
Precondition The user shall have the privilege to register data in to the database.
Post condition The user data should be recorded in to the database.
Priority High
Basic course 1. The user login to the system and clicks register button.
events 2. The registration form must be displayed.
3. The user inserts all the valid data in to the form.
4. The user clicks submit button.
5. The system validates the inputs.
6. The system saves the entries to database.
7. The use case ends.

Alternative a. The user may enter his/her entries wrongly.

course action b. Error message will appear
c. Then continue with step1 in the basic course of action.

Table 4: Register Use Case Description

Use Case No UC3

Use case name Update
Actors Student dean, proctor manager, proctor
Description This use case allows the user to update the previous data of the desired user.
Precondition The data to be updated should be present in the database of the system.
Post condition The updated data must be saved in the database of the system.
Priority High
Basic course 1. The desired user opens the page and clicks update button.
events 2. The system display the query button, so that to put entry in to the
form

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3. The user inserts the entries in to specified form.

4. The user clicks update button.
5. The system validates the entries and displays the previous
information’s of the user.
6. The user changes the data to be updated and clicks update button,
7. The system changes the previous values by the new value.
8. The system saves the changed data to the database.
9. The use case ends.

Alternative a. =================
course action
Table 5: Update Use Case Description

Use Case No UC4

Use case name View
Actors Student dean, proctor manager, proctor, student
Description This use case allows the desired user to search the data from the database.
Precondition The required data must be stored in the data base before search.
Post condition The desired user shall get what he/she searched.
Priority High
Basic course 1. The user login into the system and clicks view button.
events 2. The search query form displayed by asking searching index term.
3. The user inserts the search index term and click search button.
4. The system validates whether the index term is valid or not.
5. If valid it loads what are searched.
6. The user can work with displayed search result.
7. The use case ends.

Alternative a. The search index may be inserted wrongly

course action b. The system may display the wrong message.
c. From step 2, the steps will continue.

Table 6: View Use Case Description

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Use Case No UC5

Use case name Assign
Actors Proctor Manager, Proctor
Description This use case allows the user to assign proctors/dormitories
Precondition The proctors/dormitories to be assigned must exist.
Post condition The proctors/dormitories must be assigned to their position.
Priority High
Basic course 1. The user enters in to the system home page.
events 2. The user clicks the assign button.
3. The system displays the required page to the user.
4. The user inserts the inputs used to assign the proctors/dormitories.
5. The user clicks the submit button.
6. The system validates the user inputs.
7. The system saves the data in to database and assigns the
proctors/dormitories.
8. The use case ends.

Alternative a. The user may insert the incorrect entries to the system
course action b. The system will return the error messages.
c. The user will make correct and the steps continues.

Table 7: Assign Use Case Description

Use Case No UC6

Use case name Allocate
Actors Proctor manager, Proctor
Description This use case allows the user to allocate positions, to the desired ones.
Precondition There must free positions to be allocated.
Post condition The positions should be allocated to the desired user.
Priority High
Basic course 1. The user enters in to the system home page.

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events 2. The user clicks allocate button.

3. The system displays the registration form to allocate.
4. The user enters the important inputs into the provided form.
5. The user clicks submit button
6. The system validates the user inputs.
7. The system saves and allocates to the required position.
8. The use case ends.

Alternative a. The user may insert the incorrect entries to the system
course action b. The system will return the error messages.
c. The user will make correct and the steps continues.

Table 8: Allocate Use Case Description

Use Case No UC7

Use case name Control
Actors Proctor
Description This use case allows the proctor to control the materials in each dorm.
Precondition The material control page should have present before any action to be done.
Post condition The materials in each dorm should be controlled by the proctors.
Priority High
Basic course 1. The desired user enters in to the system home page.
events 2. The user clicks the control button.
3. The system displays the required page which contains forms.
4. The user fills the forms and clicks submit button
5. The system validates the entries and saves the data.
6. The use case ends.

Alternative a. The user may insert the incorrect entries to the system
course action b. The system will return the error messages.
c. The user will make correct and the steps continues.

Table 9: Control Use Case Description

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Use Case No UC8

Use case name Generate
Actors Proctor manager and proctor
Description This use case allows the user to create a report for the desired user.
Precondition The activity which will be reported must be done or takes place.
Post condition The report should be sent to the desired user.
Priority High
Basic course 1. The desired user must login in to the system before any activity.
events 2. The user clicks generate button.
3. The system displays the page to the user.
4. The user inserts the entries in to the forms and clicks submit button.
5. The system sends the report to the desired user and saves the back up
to the database.
6. The use cases ends.

Alternative a. ============
course action
Table 10: Generate Use Case Description

Analysis Models

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Activity Diagram
LogIn Actvity Diagram

Check BD Conn
Start Logiin

Enter User name and password

Is BD
[NO] Work?

[YES]
Click Login [YES]

LogIn into the System

Is Valid
Input?

[NO]

Figure 2: Login Activity Diagram

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Register Activity Diagram

Click Register Button

Fill Forms

[IFNO]
Is Valid? Display Wrong Message

[YES]

Save Data to BDMS

Displays Success report

Figure 3: Register Activity Diagram

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Update Activity Diagram

Click Update button

Insert inputs

[NO]

Is Valid?

[YES]

Displays Data Update data

[NO]

Is Valid?

[YES]

Save the changed data to database

Figure 4: Update Activity Diagram

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View Activivty Diagram

Click the View button

Fill the Forms [NO]

Is Valid? Display wrong message

Display the Page

Figure 5: View Activity Diagram

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Assign proctors/dormitories Activity Diagram

Click the Assign Button

Insert inputs

Click Submit button [IFNo]

Is Valid?

[IFYES]

Saves Data to DBMS

Assign proctors/dormitories

Figure 6: Assign Activity Diagram

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Allocate Activity Diagram

Click the allocate Button

Insert inputs

Click Submit button [IFNo]

Is Valid?

[IFYES]

Saves Data to DBMS

allocate the postion

Figure 7: Allocate Activity Diagram

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Control Activity Diagram

Click Control Button

Fill Forms

[IFNO]
Is Valid? Display Wrong Message

[YES]

Save Data to BDMS

Displays Success report

Figure 8: Control Activity Diagram

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Generate Activity Diagram

Click Generate Button

Fill Forms

[IFNO]
Is Valid? Display Wrong Message

[YES]

Save Data to BDMS

Displays Success report

Figure 9: Generate Activity Diagram

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Sequence Diagram

Login

<<Homepage>> <<Login>> LoginController BiTDBMS

Actors Opens Home Page

Click Login

Fill password and username then click loginbuttton

Check validation

ifempity
If Invalid

Welcome Message within Loggedin page displayed

Figure 10: Login Sequence Diagram

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Register Sequence Diagram

<<HomePage>> <<Login>> <<Register>> RegisterController BiTDBMS

Open Homepage
Login into System Click Register

Form display

Chech inputs
Fill user entries and click register button

Save into Database

Chech inputs

Succussful Message with registration report will displayed

Figure 11: Register Sequence Diagram

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Update Sequence Diagram

<<HomePage>> <<Login>> <<Update>> UpdateController BiTDBMS

Open Homepage
Login into System Click Update

Form display

Chech inputs
Fill user entries and click update button
Reuest to database

displays old data with new data entry forms

Fill the new data and click update button

Chech inputs
Result

Success result with Update report

Figure 12: Update Sequence Diagram

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View Sequence Diagram

<<HomePage>> <<Login>> <<View>> SearchController BiTDBMS

Open Homepage
Login into System Click View

Form display

Chech inputs
Fill user entries and click search button

Send request to Database

Search result

View result displayed with success report

Figure 13: View Sequence Diagram

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Assign Sequence Diagram

<<HomePage>> <<Login>> <<Assign>> SubmitController BiTDBMS

Open Homepage
Login into System Click Assign

Form display

Chech inputs
Fill user entries and click Submit button

Submit to database

Chech inputs

Success result with assigned report

Figure 14: Assign Sequence Diagram

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Allocate Sequence Diagram

<<HomePage>> <<Login>> <<Allocate>> SubmitController BiTDBMS

Open Homepage
Login into System Click Allocate

Form display

Chech inputs
Fill user entries and click submit button

Save into Database

Chech inputs

Figure 15: Allocate Sequence Diagram

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Control Sequence Diagram

<<HomePage>> <<Login>> <<Control>> SubmitController BiTDBMS

Open Homepage
Login into System Click Control

Form display

Chech inputs
Fill user entries and click submit button

Save into Database

Chech inputs

Figure 16: Control Sequence Diagram

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Generate Sequence Diagram

<<HomePage>> <<Login>> <<Generate>> SubmitController BiTDBMS

Open Homepage
Login into System Click Generate

Form display

Chech inputs
Fill user entries and click submit button

Save into Database

Chech inputs

Figure 17: Generate Sequence Diagram

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CHAPTER THREE
SYSTEM DESIGN
Deployment Diagram
Deployment modeling is used to show the hardware of the system, the software that is installed
in the hardware and also the middleware that is used to connect the disparate machines to one
and other. It also shows how the software and the hardware components work together.

Web Browse

:Client
Machine Mozilla Database Serve

Printer
Web Serve MySQL
Chrome
Wamp

Explorer

Figure 18: Deployment Diagram

Architectural Design
A software system is a set of communicating entities that collaborate to perform a task. The
Architectural Design is a top level design which shows these entities, their relationships and the
relationships.
Class diagram
Classes of the system
 Student dean:- has the attributes like
 Identity Number  Sex
 First name  Nationality
 Last name  Region

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 Zone  Home Number

 Woreda  Phone Number
 Kebele
 Proctor manager has :-
 Identity Number  Region
 First name  City
 Last name  Zone
 Sex  Woreda
 Age  Kebele
 Salary  Phone Number
 Nationality

 Proctor has :-
 Identity Number  Region
 First name  City
 Last name  Zone
 Sex  Woreda
 Age  Kebele
 Salary  Phone Number
 Nationality

 Student has :-
 Identity Number  Department
 First name  Block Name
 Last name  Block Number
 Middle name  Dorm Number
 Age  Academic Year
 Sex  Semester
 Faculty  Addres
 Block Identity
 Block has :-  Block Name

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 Block number
 Block capacity
 Dorm has :-
 Dorm Identity
 Dorm number
 Dorm capacity
 Material has :-
 Item Identity
 Item name
 Item quantity
 Block number
 Dorm number

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Employee
+ID : Char
«uses» +Fname : String «uses»
+Lname : String
+Sex : Char
Proctor
+Age : Integer
Student_Dean +Salary : Double -Nationality : String
-Region : String
-Nationality : String +Type : String
-Zone : String
-Region : String +Skill : String -Woreda : String
-Zone : String +Login() -Kebele : String 1
-Woreda : String +Reister() -HomeNo : Integer
-Kebele : String
+Update() -PhoneNo : long
-HomeNo : Integer
+View() 1 -Email : Integer 1
-PhoneNo : long «uses»
-Email : String #Assign()
#Allocate()
Proctor_Manger #Control()
1 1 -Nationality : String #Generate()
-Region : String
-Zone : String M
-Woreda : String 1
Student Material
-Kebele : String
+StudId : int -PhoneNo : long +MaterialId : Integer
+Fname : string -HomeNo : Integer +MateriaName : String
+Mname : string -Email : String +MateriaQauntity : Integer
+Lname : string -BlockName : String
#Allocate() M
+Sex : char -DormNo : Integer
#Generate()
+School : string -MaterialQuantity : Integer
+Department : string +getMaterial()
+AcademicYear : int M
+Semester : int M
-Nationality : String
-Region : String 1
-Zone : String Dorm
+DormNum : Integer Block
-Woreda : String
-Kebele : String +BlockName : Integer +BlockNum : Integer
-HomeNo : String -StudentNo : Integer +BlockName : Integer
-PhoneNo : String +getDorm() +DormQuantity : Integer
-Email : String -StudentNo : Integer
+View() 1 +getBlock() M
+Generate()
1
M M

Figure 19: Class Diagram

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User Interface Design

Home Page User interface

Figure 20: Home Page User interface

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Placement Page User interface

Figure 21: Placement Page

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Contact Page User interface

Figure 22: Contact Page User interface

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Search Placement Page

Figure 23: Background Page interface

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Background Page interface

Figure 24: Background Page interface

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Login Page user interface

Figure 25: Login Page user interface

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Employee Registration Page

Figure 26: Employee Registration Page

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Student Registration Forms

Figure 27: Student Registration Page

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Material Registration Form

Figure 28: Student Registration Page

Data Structure Design

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Skill EmpId
Lname Sex

Age
Fname Name
Salary
Employee
Type
Address

Stud_dean Proc_Manager Proctor

1
M
1 1 1
Controls Manages

Allocates
Assigns
BlockId
BlockName DormId
M M
DormNo
BlockNum
Block Capacity Dorm
Capacity
M M

s
Lives in es
All ddr
o A
ca
ted StudId
ItemId M
M Faculty
Name M M Student Dept
Quantity
Material Uses
Semester
e
m

AcedaYear
Na

e
x
Ag
Mn m e

Se
Fn ame
a
Ln

e
am

Figure 29: ER Diagram

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Schema diagram

Table 11: Employee Table

Table 12: Material Registration Table

Table 13: Allocation Table

Table 14: Dorm Registration Table

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Table 15: Feed Back Table

Algorithm design
Login form Algorithm Design

Method Name Login Form

Class Name Login

Input User Name, Password, Role type

Return type Void

Procedure Begin
enter user name
enter password
choose role
Retrieve user name from database
Retrieve password from database
Retrieve role type from database
If(entered user name, password and role don’t match retrieved user name,
password and role )
{
Display error message “Please check the inputs again”
enter user name, password and role again
}
Take user to appropriate interface page
End
Table 16: Login form Algorithm Design Table

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Register form Algorithm Design

Method name Register Form

Class Name Employee

Inputs  Identity Number, First name, Last name, Sex, Nationality, Region,
Zone , Woreda, Kebele, Home Number, Phone Number
Return type Void

Procedure Begin
 Enter Identity Number, Enter First name, Enter Last name,
 Enter Sex, Enter Nationality, Enter Region, Enter Zone
 Enter Woreda, Enter Kebele, Enter Home Number,
 Enter Phone Number `
If( fields are not filled){
Display error message “all fields should be filled”
Prompt the user the unfilled fields }
If (entered first name is numeric){
Display error message “name cannot be numeric value”
Prompt the user to enter first name again }
If (entered last name is numeric){
Display error message “name cannot be numeric value”
Prompt the user to enter last name again }
If (entered sex is numeric){
Display error message “sex must be numeric value”
Prompt the user to enter sex again }
If(E-mail format is not correct ) {
Display error message “E-mail format not correct”
Prompt the user to enter E-mail again }
If(password is not correct){
Display error message your password are not correct
Prompt the user to enter password }

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saves all fields into the database

End

Table 17: Register form Algorithm Design Table

Student Algorithm Design
Method name Student Form

Class Name Student

Inputs  Identity Number, First name, Last name,

 Middle name, Age, Sex, Faculty, Department,
 Block Name, Block Number, Dorm Number,
 Academic Year, Semester, Address
Return type Void

Procedure Begin
 Enter Identity Number, Enter First name,
 Enter Last name, Enter Middle name, Enter Age,
 Enter Sex, Enter Faculty, Enter Department,
 Enter Block Name, Enter Block Number,
 Enter Dorm Number, Enter Academic Year,
 Enter Semester, Enter Address
If( fields are not filled){
Display error message “all fields are not field” Prompt the user the
unfilled fields }
If (entered first name is numeric){
Display error message “name cannot be numeric value” Prompt the user to
enter first name again}
If (entered last name is numeric){
Display error message “name cannot be numeric value”
Prompt the user to enter last name again}
If (entered sex is numeric){
Display error message “sex must be not numeric value” Prompt the user to

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enter sex again}

If(Department format is not correct ) {
Display error message “is not numeric” Prompt the user to enter
Department again}
If(Sid not correct ) {
Display error message “Sid format not correct” Prompt the user to enter
Sid again}
If(Faculty is not correct){
Display error message your Faculty are not correct Prompt the user to
enter Faculty }
If(course is not correct){
Display error message your course are not correct Prompt the user to enter
course}
If(Evaluate is not correct){
Display error message your Evaluate are not correct Prompt the user to
enter Evaluate}
Saves all fields into the database
End
Table 18: Student form Algorithm Design Table
View Algorithm design
Method View Form
name
Class Name View
Input View type ID(primary key):

Return type Void

Procedure Begin
Enter Search :
ID(primary key):
If( fields are not filled)

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{
Display error message “all fields are not field” Prompt the user the unfilled
fields
}
If(ID(primary key):is not correct)
{
Display error message your search are not correct Prompt the user to enter
ID(primary key): again
}
End if
Table 19: View Algorithm Design Table
Allocate Algorithm Design
Method name Allocate

Class Name Employee, Proctor

Inputs  Student identity, first name, last name

 Department, Sex, Block Name
 Dorm, Block Number, Bed Number
Return type Void

Procedure Begin
 Enter Student identity, Enter first name, Enter last name
 Enter Department, Enter Sex, Enter Block Name
 Enter Dorm, Enter Block Number, Enter Bed Number
If( fields are not filled)
{
Display error message “all fields are not field”
Prompt the user the unfilled fields
}
If (entered first name is numeric)
{
Display error message “name cannot be numeric value”
Prompt the user to enter first name again
}
If (entered last name is numeric)
{

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Display error message “name cannot be numeric value”

Prompt the user to enter last name again
}
If (entered sex is numeric)
{
Display error message “sex must be not numeric value”
Prompt the user to enter sex again
}
If(Department format is not correct )
{
Display error message “is not numeric”
Prompt the user to enter Department again
}
Saves all fields into the database
End
Table 20: Allocate Algorithm Design Table

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CHAPTER FOUR
CONCLUSIONS AND RECOMMENDATIONS
CONCLUSIONS
Bahir Dar institute of Technology (BiT) Dormitory management System is one of the main
Management System found in the Universities Management. This system is web based
application to serve students as well as the working group of the system in different direction.
Previously there was a big challenge in service of dormitory, like Manual processing of
management activities like: -

 Arranging buildings for the allocation,

 Assigning proctors for buildings and
 Rearranging students and dorms.

After the design and implement of this project the above problems are avoided. Many stack
holder satisfied by this project. Specially, Students now made possible to know their dorm
allocation on line which overcomes extra expenditure of student’s time and resource.

Secondly saving proctors time which they are losing for assigning dorm for students, preparing
report while student leave from campus, by means of manually is completely avoided from now
the completion of this project. Through various challenging, now I am came to the end of this
project.

RECOMMENDATIONS
While doing this system I have faced different challenges. But by the help of many members and
an advisor I am able to reach to the final result. So now I strongly recommend the Information
Technology department concerned one’s to appreciate their commitment to help the student who
doubted with any challenges. And also the school prepared nice resources so that to complete the
project with not much challenges. In this I would like to forward my deepest heart bit, so that to
keep it up your facility of the resources to the students who come after me again.

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APPENDIX AND BIBLIOGRAPHY

BIBLIOGRAPHY
To do this system starting from the requirement analysis to the implementation I used the
following materials

Books
 Whitten Bentley Dittman , System Analysis and Design Methods, Tata McGraw Hill
Edition, 6th Edition

. Websites

 www.Google.com
 http://www.socialresearchmethods.net/kb/sampaper.php

APPENDIX
The Case tools and Soft wares used in the project
 PHP: To design the graphical user interface and the whole application
 OOSD: In this project I used Object Oriented System Development methodology.
 Mysql WampServer: for designing the database.
 Third chapter describes the system design, Deployment Diagram, Architectural Design,
Class diagram, User Interface Design, Data Structure Design, Schema diagram,
Algorithm design.
PIECES frame work: Problems of existing system

 Performance of any system is required to exhibit to meet the needs of users of that
system. The current system’s performance is weak.
 Information- the main input for the current system. is student record and records of
different dormitory materials which enable the system to rearrange students and buildings
for the allocation
 Economical- BiT DMS performs all of its tasks manually which requires much of the
work to be done by a man power, and it a huge amount of papers for the manual storage
of data on papers, which lead the manual system to spend much money for human
resource and for purchasing papers and other materials.

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 Controlling- since all the records associated with the manual system are recorded and
stored manually the security that the system provide for the privacy of this records is not
good. Efficiency- due to the manual operation most of the activities are prone to wastage
of resources like papers, man power, time etc. to produce the corresponding outputs.
 Services- the main users of the current system are students and the management itself.
The services given to users are not flexible, reliable and expandable i.e. the users must
there in the campus to get the services given by the system.

System Requirements

 Functional Requirement: is a service provided by the system to the customers so that

they can be served or accessed.
 Non Functional Requirements: is the quality of the system which is provided be the
system to its customers

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Some Questions that asked during requirement gathering by interview.

1. When the dormitory service is started in BiT?

2. What is the objective of this dormitory service?
3. What are the mission and the vision of dormitory service?
4. For whom is your system giving the services to?
5. Is the users of your dormitory service has category?
6. If yes what is the role of each categories?
7. How does the current system works?
a. Is it manual?
b. Is it computerized?
c. Is semi computerized?
8. What are the procedures or steps involved when students use the system?
9. What is rule or qualification that dormitory services expect from the students so that to
access the services?
10. How many blocks are here in BiT?
11. Totally how many dormitories are available for the services?
12. How many numbers of the students using dormitory in every year?
13. What is the related system to the dormitory system?
14. Who are the main stockholders of the system?
15. What is the business logic of the system?
16. Is there any constraint which can affect the random usage of the system?
17. If you need the online dormitory system, what would you except the requirements of the
students so that to access the services.
18. How many employees are in your system?
19. What is each and every activity assigned to each employee?
20. What are the services of your system to the customers?
21. What are the qualities of your system which the customers are gaining from the system?

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