HARAMAYA

UNIVERSITY COLLAGE OF

COMPUTING AND INFORMATICS

DEPARTIMENT OF INFORMATION SYSTEM
nd
2 year first semester System analysis and Design Assignment

Group members name Id sign

1. Biruk Getachew-----------------------------------------0922/16 _______

2. Dagim Girmaye------------------------------------------0986/16
3. Nafyad Getachew---------------------------------------2135/16 _______
4. Merahik Takele----------------------------------------- _______
5. Nahom Bizuwork--------------------------------------- 2145/16 _______
6. Ifnan Mulatu---------------------------------------------1108/16 _______
7. Daniel Admasu------------------------------------------ _______
8. Abenezer Tadese---------------------------------------0534/16 _______
9. Yohanis Birhanu
10.Zerfu Zeleke----------------------------------------------2794/16

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Contents
Introduction.................................................................................................................................................3
How it is initiated.........................................................................................................................................3
1. Introduction of organization...............................................................................................................4
 Statement of the organization.............................................................................................................5
▪ The issue of material and maintenance are a big deal that can’t be answer in time. ....6
1.4 Objectives of the problem.....................................................................................................................6
 General objective........................................................................................................................6
Methodology for the project.......................................................................................................................6
Data collection method...............................................................................................................................6
Case Tools....................................................................................................................................................7
Requirements structuring and Data modeling tools..................................................................................8
Scope and Limitation of the project...........................................................................................................8
Feasibility Assessment.................................................................................................................................9
Economics feasibility...............................................................................................................................9
Technical feasibility...............................................................................................................................10
Operational feasibility...............................................................................................................................10
The entire team member, 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.............................10
Schedule Feasibility Analysis.....................................................................................................................10
,Management issues.................................................................................................................................13

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 Chapter one
Introduction
 How it is initiated?

This project is initiated to develop system as second year student

for system Analysis and project which initiated the team
to organize and develop web based dormitory system
which enables us to improve solving skill and analysis.
This project focuses on the analysis and design of a
comprehensive system aimed at addressing specific
organizational needs. The goal is to develop a solution that
enhances efficiency, improves user experience, and meets
the functional requirements of stakeholders.

The primary purpose of this project is to systematically

evaluate the current processes and identify areas for
improvement. By employing structured methodologies, the
project aims to design a system that not only resolves
existing issues but also anticipates future challenges.

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1. Introduction of organization
1.1.Background
Haramaya University is one of the major universities in the country. The
University gives educational services for regular students as well as extension
programs for the people who live in Haramaya town and neighboring cities. The
University is also are research institute for different areas of field of studies .In the
University there are different management activities that are performed. Among
those management activities Haramaya University Students’ Dormitory
Management is one of the major management activities which are performed to
arrange and allocate dorms for students. In this process there is a potential
problem associated with the Dormitory Management. So the team initiated this
project to identify and analyze those problems and to put possible remedies
(solutions).
A. Strength and weakness of the current system
Strength of the current System
 It gives sustainable Dormitory Services for Students-It provides
approximately proportional number of proctors for buildings-It provides
better control of dormitory materials
 Better safety and security for students.

Weakness of the current System

The weaknesses associated with the current system are as follows:
▪ Manual processing of management activities like: -arranging buildings for
the allocation, assigning proctors for Buildings and rearranging students
and dorms. Since the total no of students and dormitories available in the

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Team position
The team position is as follows

Job position Name

Project manager Nafyad Getachew
Ifnan Mulatu
System analysis Daniel Admasu
Merahik Takele
Programmer Biruk Getachew
Yohanis

Data collector Dagim Girmay

Abenezer Tadesse
Nahom Bizuwork
Zerfu Zeleke
▪ Campus is very large, managing this huge number manually is very tedious
and is prone to many problems.
▪ When problems arise in the dorms, reports are submitted in person, and
letters from the responsible person are delivered by paper and on foot,
which is time consuming and a huge waste
▪ All the necessary records of the above management activities are kept
manually on papers and stored in file cabinet.
▪ Due to manual processing, error occur which lead to unnecessary rework.

 Statement of the organization

The major problems associated with the above mentioned activities are the
following:
▪ During the arrangement of Students for the allocation, list of student is
received from student dean and students are classified based on
their sex and level of education.
▪ The issue of material and maintenance are a big deal that can’t be
answer in time.

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 ▪ The other problem is all the records associated with the overall management process
are stored manually on papers and stored in a file cabinet. This makes, managing and
manipulation of this data time consuming and has a significant impact
on the dormitory system management.

1.4 Objectives of the problem

 General objective
The main objective of this project is to develop a new web based dormitory
management system which solve the above mentioned problems with the
existing system. This is achieved by designing a web based application program
that will change the actual manual processing to a computerized environment.

 Specific objective
Haramaya university dormitory management system has the following
specific objective
To design a user friendly system
Design a user interface for the new dormitory management system.
To develop a database to keep the overall records associated with the
management process.
Enabling student to have all information about their dormitory information
before coming to campus, so that students may not face difficulties coming
there.
Every student data collected when a student get into dormitory life will be
stored In a data base so that there is no loose of student record.

Methodology for the project

Data collection method
To get a precise data from customers the team has used the following fact finding
techniques. Those are: -
Interview: -

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 To get the basic information and background information about the existing
management system, the team has interviewed the proctors and their head
manager (Mr. Shiberu) and some students about the services that are given
to them, and the problems associated with that environment.
On job observation: -
Here the team used to revise some data entry forms and repots associated
with the management process.
System Analysis and Design Methodology
In this project the team used Object Oriented System Development
methodology (OOSD). This has two phases.
Object Oriented Analysis (OOA):
During this phase the team used 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 the team 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 to.
▪ Microsoft visual studio 2008: To design the graphical user interface and the
whole application.
▪ Microsoft SQL server 2005: for designing the database.
▪ Microsoft VISIO2007: for designing UML diagrams associated with the
project.

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 ▪ Microsoft office2007: for documenting the corresponding deliverables
associated with the project.
▪ Macro Media Dreamweaver: for designing web interface System
Development Environment
▪ Xara web style :to design web interface of button, links and other web
controls (interface controls)
The team used Microsoft Visual studio 2008 for the whole system development
environment and SQL server 2005 for designing the database. And the team uses
Macro Media Dreamweaver & Xara Webstyle3.0 for designing web interfaces.

Requirements structuring and Data modeling tools

Since the team is being using an Object Oriented System Development
methodology, for structuring requirements and for modeling the data the
team used a Unified modeling language (UML). The team used UML- diagrams
for requirements structuring as well as data modeling.

Scope and Limitation of the project

Since Haramaya University dormitory management performs its basic tasks
manually the scope of this project is to develop and implement a new web based
Dormitory Management System which will avoid the problems associated with
the manual processing.
Scope of the project
 Designing and Implementing the Database,
 Designing and Implementing Graphical User interface including forms
and reports.
This project is limited only to those activities and operations related to the
dormitory management which the team is intended to deal with. The project is
limited to developing the web based dormitory management system .
Significance of the project
The significances of this project are:
 Avoiding wastage of students time as well as management time

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  Avoiding data loss because of improper data storage Avoiding improper
dormitory allocation
 Avoiding improper resource consumption

Feasibility Assessment
Economics feasibility
To identify the economic feasibility of the project the team has done cost-benefit
analyses which enable the team to specify the benefit and costs associated with
the project. As following
▪ Cost reduction and avoidance:- to calculate this following things
considered.
Total number of proctors in the current system=236.
Average salary of each proctor per month=1500 birr
Total money required for payment per month is.
1500*236 birr=354,000 birr
Total money required for payment per year is.
354,000 birr*12=4,240,000 birr
Average number of proctors needed when the new system is deployed
=118.
Average salary per month for each=1500 birr
Total money required for payment per month is.
1500 birr *118=177,000 birr
Total money required for payment per year is.
177,000 birr*12=2,124,000 birr

The difference between before and after deployment cost requirement is

Cost reduction and Avoidance=4,240,000 birr – 2,124,000 birr =2,116,000 birr

pg. 9
Technical feasibility
The entire group members are expected the system to be technically feasible. The
system is going to be developed by following the object oriented system
development technique. The materials needed is:
▪ Servers : to store datas that comes from machines
▪ Network provider: that can facilitate the flow of data
▪ A team of programmers : to design the system

Operational feasibility

The entire team member, 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.

Schedule Feasibility Analysis

From general perspective we can estimate the timeline.
Let's break down the schedule feasibility study into steps:
Step 1: Define Scope of Work
1. System Requirements Gathering
- Duration: 2 weeks
- Tasks: Conduct interviews with university administrators, gather requirements
from stakeholders
2. Design Phase
- Duration: 3 weeks
- Tasks: Create wireframes, mockups, and detailed design specifications
3. Development Phase

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 - Duration: 8 weeks
- Tasks: Develop front-end, back-end, and database components
4. Testing Phase
- Duration: 2 weeks
- Tasks: Unit testing, integration testing, user acceptance testing
5. Deployment and Training
- Duration: 1 week
- Tasks: Deploy the system, conduct training sessions for staff
Step 2: Identify Dependencies
- Development phase depends on design completion
- Testing phase depends on development completion
- Deployment and training depend on successful testing
Step 3: Estimate Task Durations
The durations provided above are estimates based on typical project timelines for
similar systems.
Step 4: Apply Constraints
1. Limited resources:
- Team size: 6 students
- Limited budget for software tools and hosting
2. External dependencies:
- University IT department approval for system integration
- Student participation in testing phase
Step 5: Develop High-Level Schedule
Based on the scope and dependencies, here's a high-level schedule:

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Weeks 1-2: Requirements Gathering
Weeks 3-5: Design Phase
Weeks 6-13: Development Phase
Weeks 14-15: Testing Phase
Weeks 16: Deployment and Training
Step 6: Analyze Feasibility
1. Timeline Analysis:
- Total project duration: 16 weeks (approximately 4 months)
- Feasibility: The timeline appears realistic considering the scope and complexity
of the project
2. Resource Analysis:
- Team size: 6 students
- Availability: Assuming students have regular class schedules and can dedicate
time outside classes
- Feasibility: The team size seems adequate but may face challenges if all
members have conflicting commitments
3. Risk Identification:
- Technical risks: Potential delays in development due to unforeseen
complexities
- Stakeholder risks: Possible resistance from staff to adopting new system
- Feasibility: These risks are manageable with proper planning and
communication
4. Technology and Tool Utilization:
- Front-end framework: React.js
- Back-end framework: Node.js with Express

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 - Database: MongoDB
- Deployment platform: Heroku
- Feasibility: These technologies are suitable for the project and widely
supported by the development team

Conclusion
Based on this schedule feasibility analysis, developing the web-based dormitory
management system for HU appears feasible within the proposed timeframe of
approximately 4 months. However, there are potential risks that need to be
monitored closely.

,Management issues
Based on the given criteria for management issues in project management, here
are some key examples:

Team Configuration and Management

- Project Manager Role: The project manager will oversee daily operations,
coordinate team activities, and ensure timely completion of milestones.
- Department Heads: Designate department heads or subject matter experts to
handle specific aspects like system design, development, testing, etc.
- External Collaborators: Identify and engage with external partners or
consultants who can provide specialized expertise if needed.

Communication Plan
- Frequency of Updates: Establish weekly progress meetings with stakeholders to
review project status.

- Communication Channels: Utilize a combination of methods including email

updates, project management software notifications, and face-to-face meetings
as needed.

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- Stakeholder Groups: Identify key stakeholder groups (e.g., team members,
sponsors, end-users) and tailor communication approaches for each group.

Change Management
- Change Request Process: Implement a formal process where all change requests
must be submitted to the project steering committee for evaluation before
implementation.
- Impact Assessment: Conduct thorough impact assessments for any proposed
changes to ensure they align with project goals and don't introduce unnecessary
risks.
- Rollout Strategy: Develop a phased rollout strategy for major changes to
minimize disruption and allow for adjustments based on feedback.

Reference
International journals
https://chatgpt.com/

Worked Assignment
https://www.youtube.com

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