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The document presents a research project focused on developing a Dormitory Management System to enhance the efficiency of student housing management by automating tasks like room assignments, occupancy tracking, and payment processing. It outlines the challenges of current manual methods, the system's objectives, key features, technical implementation, and benefits, while also addressing potential future improvements. The project aims to streamline operations, reduce errors, and improve user experience for both administrators and students.

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0% found this document useful (0 votes)
17 views

Vidie

The document presents a research project focused on developing a Dormitory Management System to enhance the efficiency of student housing management by automating tasks like room assignments, occupancy tracking, and payment processing. It outlines the challenges of current manual methods, the system's objectives, key features, technical implementation, and benefits, while also addressing potential future improvements. The project aims to streamline operations, reduce errors, and improve user experience for both administrators and students.

Uploaded by

peninahakumbi
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
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You are on page 1/ 43

HOSTELS MANAGEMENT SYSTEM

VIDIE OCHIENG

A RESEARCH PROJECT SUBMITTED TO THE DEPARTMENT OF INFORMATION


TECHNOLOGY IN THE SCHOOL OF COMPUTER INFORMATION TECHNOLOGY
IN PARTIAL FULFILLMENT OF THE REQUIREMENT FOR THE AWARD OF
DIPLOMA DEGREE IN INFORMATION TECHNOLOGY AT JOMO KENYATTA
UNIVERSITY OF AGRICULTURE AND TECHNOLOGY.

(January , 2025)
DECLARATION

This research project is my original work and has not been presented for a degree in this or any
other university.

SIGNATURE…………………. DATE………………………

VIDIE OCHIENG

HDBC0070150/2021

Approved by the supervisor

This research proposal has been submitted for examination with my approval as the University
supervisor

SIGNATURE…………………. DATE………………………....

MADAM CECILIA OKUMU

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ABSTRACT
This project focuses on developing a dormitory management system website to enhance the
efficiency of student housing management. The system addresses key challenges such as room
assignments, occupancy tracking, and payment processing, which are traditionally handled
through time-consuming and error-prone manual methods.
The first section introduces the challenges faced in dormitory management, including difficulties
in maintaining accurate occupancy records, managing room assignments, and processing
payments. It outlines the system’s objectives, such as automating administrative tasks, improving
transparency, and enhancing communication between students and administrators.
The second section details the system’s key features, including user registration and authentication,
room assignment management, payment processing, and real-time updates. These functionalities
aim to streamline dormitory operations, ensuring an organized and efficient housing system.
The third section describes the technical implementation, specifying the programming languages
and frameworks used in development. It highlights the rigorous testing and validation processes
performed to ensure reliability, usability, and security.
The fourth section discusses the benefits of the system, such as reducing paperwork, minimizing
administrative errors, and enhancing user experience through a structured and transparent process.
The final section explores potential areas for future improvement, including integration with
broader campus management systems and additional feature enhancements to further optimize
student housing management.
Overall, the dormitory management system website provides an innovative solution to common
housing management challenges, offering significant benefits to both administrators and students.

ii
DEDICATION
This project is dedicated to my mother, whose unwavering support and encouragement have been
my greatest source of strength. To my siblings, for their constant love and inspiration, pushing me
to strive for excellence. And to my teacher, whose guidance and wisdom have been invaluable
throughout this journey. Your belief in me has made this achievement possible, and I am
profoundly grateful for your unwavering faith and support. Thank you for being my pillars of
strength and my guiding lights.

iii
ACKNOWLEDGEMENT
I would like to express my deepest gratitude to everyone who has contributed to the completion of
this project. First and foremost, my heartfelt thanks to my mother for her endless support,
encouragement, and love. To my siblings, thank you for your constant inspiration and motivation.
I am profoundly grateful to my teacher, whose invaluable guidance, expertise, and patience have
been instrumental in the development and successful completion of this project. Your dedication
to teaching and mentoring has been a significant source of inspiration.
I would also like to extend my appreciation to my friends and classmates for their encouragement
and helpful discussions, which have enriched this project.
Finally, I am thankful to all the participants and contributors from Nyamira County who provided
essential data and insights, making this project a reality. Your cooperation and support have been
crucial to its success.

iv
CONTENTS
HOSTELS MANAGEMENT SYSTEM ......................................................................................1
DECLARATION ........................................................................................................................ i
ABSTRACT .............................................................................................................................. ii
DEDICATION .......................................................................................................................... iii
ACKNOWLEDGEMENT ......................................................................................................... iv
CHAPTER 1 ...............................................................................................................................1
1.0 PREAMBLE .....................................................................................................................1
1.1 PROBLEM DESCRIPTION ..............................................................................................1
1.1.1 Background of the problem .........................................................................................1
1.1.2 Problem statement ......................................................................................................2
1.2 PROJECT OBJECTIVE ....................................................................................................2
1.3 PROJECT SCOPE .............................................................................................................3
1.3.1 Scope ..........................................................................................................................3
1.3.2 Target User .................................................................................................................3
1.3.3 Specific Platform ........................................................................................................3
1.4 CONSTRAINTS ...............................................................................................................4
1.5 PROJECT STAGES ..........................................................................................................4
1.6 SIGNIFICANCE OF THE PROJECT................................................................................5
1.7 SUMMARY ......................................................................................................................5
CHAPTER 2 ...............................................................................................................................6
2.0 INTRODUCTION .............................................................................................................6
2.1 SYSTEM REVIEW ...........................................................................................................6
2.1.1 Existing Products ........................................................................................................6
2.2 SYSTEM ADAPTATION .................................................................................................9
CHAPTER 3 ............................................................................................................................. 10
3.0 INTRODUCTION ........................................................................................................... 10
3.1 DEVELOPMENT APPROACH ...................................................................................... 10
3.2 REQUIREMENT SPECIFICATION ............................................................................... 10
3.3 LOGICAL DESIGN ........................................................................................................ 11
3.4 DATABASE DESIGN .................................................................................................... 20
3.5 INTERFACE DESIGN.................................................................................................... 20
CHAPTER 4 ............................................................................................................................. 24
4.0 INTRODUCTION ........................................................................................................... 24
4.1 SYSTEM INTEGRATION.............................................................................................. 24
4.2 SYSTEM OUTPUT......................................................................................................... 24
4.2.1 Administrator............................................................................................................ 24
4.2.2 User .......................................................................................................................... 25
4.3 SYSTEM TESTING........................................................................................................ 28
4.3.1 Test Plan ................................................................................................................... 28
4.3.2 Enhancement ............................................................................................................ 28
CHAPTER 5 ............................................................................................................................. 29
5.0 SYSTEM REQUIREMENTS .......................................................................................... 29
5.1 SYSTEM CONSTRAINTS ............................................................................................. 30
5.2 FUTURE ENHANCEMENTS......................................................................................... 30
5.3 CONCLUSION ............................................................................................................... 31
CHAPTER 6 ............................................................................................................................. 32
CHAPTER 1
INTRODUCTION
1.0 PREAMBLE
Managing dormitory facilities efficiently is a critical aspect of student welfare in educational
institutions. As student enrollment increases, dormitory management becomes more complex,
requiring effective systems for room allocation, attendance tracking, fee management, and
maintenance requests.

Currently, many institutions rely on manual methods to manage dormitories, which often lead to
errors, inefficiencies, and delays in processing student accommodations and resolving
maintenance issues. This lack of automation results in mismanagement of records, delays in room
assignments, difficulty in tracking payments, and challenges in addressing student concerns
promptly.
To address these challenges, we are developing a Dormitory Management System that will
streamline the process of dormitory administration. This system will automate room allocation,
student attendance tracking, fee payment management, and maintenance requests, providing a
more structured and efficient approach to dormitory operations.
By implementing this system, institutions will enhance administrative efficiency, reduce errors,
and improve student living conditions, ensuring a well-organized and smoothly functioning
dormitory environment.
1.1 PROBLEM DESCRIPTION
1.1.1 Background of the problem

Dormitory management plays a crucial role in ensuring a well-organized and comfortable living
environment for students. However, many institutions still rely on manual methods to handle room
assignments, attendance tracking, fee management, and maintenance requests. This outdated
approach results in inefficiencies, errors, and delays that negatively impact both administrators
and students.
In many institutions, dormitory managers are responsible for overseeing all aspects of student
accommodation, including allocating rooms, tracking student attendance, handling fee payments,
and addressing maintenance requests. Without an automated system, these tasks require extensive
paperwork, frequent manual updates, and time-consuming record retrieval, making the entire
process inefficient.
Currently, dormitory records are managed manually, leading to:
i. Time-consuming processes for room allocation and updating student records.
ii. High risk of human errors in record-keeping, resulting in misplaced or incorrect data.

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iii. Difficulties in tracking payments, leading to delays and inconsistencies.
iv. Inefficient handling of maintenance requests, causing delayed responses to student
concerns.
The primary users of the system include dormitory administrators, who manage student
accommodations, and students, who rely on the system for room assignments, fee payments, and
maintenance requests. Without an efficient management system, administrators struggle with
increased workloads, while students experience delays in services and lack of transparency
regarding their dormitory status.
As student enrollment grows, the manual management of dormitories becomes increasingly
unsustainable. To address these challenges, we are developing a Dormitory Management System
that will automate record-keeping, improve operational efficiency, and ensure a seamless
experience for both administrators and students.
1.1.2 Problem statement
The dormitory management process in many institutions is plagued by inefficiencies due to its
reliance on manual record-keeping. Dormitory administrators are responsible for assigning rooms,
tracking attendance, handling payments, and processing maintenance requests, all of which are
currently managed using paper-based records or basic spreadsheets. This approach has significant
limitations that negatively impact both administrators and students.
First, manual record-keeping is time-consuming and labor-intensive. The process of registering
students, updating room allocations, tracking payments, and logging maintenance requests
requires extensive paperwork and frequent updates, which reduces efficiency and increases
administrative workload. As the number of students continues to grow, these tasks become even
more unsustainable.
Second, the likelihood of human error is high. Errors in room assignments, payment tracking, or
maintenance scheduling can lead to conflicts, missed payments, and unresolved student
complaints. These mistakes can disrupt dormitory operations and cause frustration among both
students and administrators.
Additionally, searching for specific records is cumbersome and inefficient. When administrators
need to retrieve student information, check payment history, or track maintenance requests, they
must sift through voluminous paper records or unorganized digital files. This process is slow,
error-prone, and highly inefficient.
The combination of these challenges—time-consuming manual data entry, error-prone record-
keeping, and inefficient search operations—highlights the urgent need for an automated Dormitory
Management System. Implementing such a system would streamline administrative tasks,
minimize errors, and improve data retrieval, ultimately enhancing overall efficiency and student
experience.
1.2 PROJECT OBJECTIVE
Main objective
To develop a Dormitory Management System that enhances efficiency in room allocation, student
record management, fee tracking, and maintenance request processing.

2
Specific objectives
1. To analyze the current manual dormitory management processes and identify key
inefficiencies, ensuring that the new system effectively addresses existing challenges and
meets the needs of administrators and students.
2. To design a user-friendly interface that simplifies student check-ins, room assignments,
and fee tracking, reducing administrative workload and minimizing errors.
3. To develop a secure data storage solution for maintaining records related to room
allocations, student profiles, payment history, and maintenance requests, ensuring data
integrity and easy access.
4. To implement automation in key processes, such as room assignment, fee reminders, and
maintenance request tracking, to minimize manual input and improve overall efficiency.
5. To integrate advanced search and filtering functionalities, enabling dormitory
administrators to quickly retrieve student records, room availability, and financial data
based on specific criteria.
6. To test the system extensively for functionality, usability, and reliability, ensuring it meets
operational requirements and performs efficiently in real-world dormitory management
scenarios.
7. To provide training and support for dormitory staff and administrators, ensuring a smooth
transition from manual processes and maximizing the benefits of the new system.
1.3 PROJECT SCOPE
1.3.1 Scope
The scope of this project is the Dormitory Management System designed to streamline room
allocation, student records management, fee tracking, and maintenance request handling for
dormitories in Nakuru.
1.3.2 Target User
The primary users of the system are dormitory administrators, staff and students.
1.3.3 Specific Platform
For the client’s application, the researcher is using C# with Visual Studio IDE to build a robust
desktop solution. For the students’ website, the researcher is employing HTML, CSS, and PHP,
with Visual Studio Code as the development environment.
Hardware requirements:
 Development Device and Test Device : Computer with Windows 10
Software requirements:
 Visual Studio Code - For developing the HTML, CSS, and PHP website.
 Microsoft SQL Server or MySQL - For database management and storage.
 Git - For version control and collaboration.
 Adobe Photoshop or GIMP - For designing and editing graphical elements.
 XAMPP or WampServer - For setting up a local PHP development environment.
 Postman - For API testing and development.

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1.4 CONSTRAINTS
Scalability Concerns
As the number of students in the dormitory grows, the system must be able to scale accordingly.
Designing a system that can accommodate future increases in data and user load without
performance degradation is a key constraint that needs to be addressed during development.
Infrastructure Limitations
The dormitory’s current IT infrastructure may be limited in terms of hardware and network
capabilities. This constraint could impact the performance and scalability of the new system,
potentially requiring upgrades to the existing infrastructure to support the application’s
requirements.
Data Security and Privacy
Ensuring the security and privacy of sensitive student and financial data is a critical constraint.
The system must incorporate strong authentication, encryption, and access control measures to
protect confidential records from unauthorized access or data breaches.
1.5 PROJECT STAGES

Figure 1.1 Gantt chart

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1.6 SIGNIFICANCE OF THE PROJECT
The Dormitory Management System will provide several key advantages, improving operational
efficiency and enhancing student accommodation management.
 Increased Efficiency: Automating manual dormitory management processes will
streamline tasks such as student check-ins, room assignments, and record updates, reducing
the administrative workload for staff.
 Reduced Errors: By minimizing manual data entry, the system will decrease the likelihood
of errors in room allocation, billing, and student records, ensuring more accurate and
reliable data.
 Improved Data Management: A centralized platform will organize all dormitory records,
including student profiles, payment statuses, and maintenance requests, making
information easily accessible.
 Enhanced Data Retrieval: Advanced search functionalities will enable quick and efficient
retrieval of records, significantly reducing the time spent locating specific student or room
information.
 Better Resource Allocation: Automation will allow dormitory staff to focus on more
critical tasks such as student welfare and facility management rather than spending
excessive time on paperwork.
 Scalability: The system will be designed to grow with the dormitory, handling increasing
numbers of students and records without compromising performance.
 Security and Privacy: The system will implement strict access controls and encryption
measures to protect sensitive student and financial data, ensuring confidentiality and
compliance with data protection regulations.
1.7 SUMMARY

Chapter one outlines the challenges faced by the dormitory management team due to the reliance
on manual record-keeping. The existing manual processes result in inefficiencies, frequent errors,
and difficulties in retrieving and managing student accommodation data. Additionally, constraints
such as infrastructure limitations, scalability concerns, and data security issues further complicate
the system’s implementation.

5
CHAPTER 2
LITERATURE REVIEW
2.0 INTRODUCTION
The Institute Management system is available in so many different countries on different platforms
where similar projects to some features are different in food share applications. Similar project are
JKUAT student portal, EduSec, Gusii Institute ERP etc.

2.1 SYSTEM REVIEW


2.1.1 Existing Products

1. SpaceBasic Hostel Management System


SpaceBasic offers a comprehensive hostel management system designed to streamline daily
operations such as room allocation, maintenance requests, student safety, and billing. The system
automates repetitive tasks, enhancing the campus living experience by providing real-time updates
and data-driven decision-making capabilities.

Figure 2.1 SpaceBasic Hostel screenshot

Advantage
1. Comprehensive Functionality: Automates various hostel operations, reducing manual
intervention and errors.
2. Data-Driven Insights: Utilizes AI-powered technologies to provide analytics that aid in
decision-making.
3. Scalability: Designed to accommodate institutions of varying sizes, from small colleges to
large universities.

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Disadvantages
1. Implementation Complexity: Integrating the system into existing infrastructures may
require significant time and resources.
2. Cost Considerations: The comprehensive features might come with higher costs, which
could be a barrier for institutions with limited budgets.
2. Genius Hostel Management System
The Genius Hostel Management System is an advanced software solution tailored for universities,
institutes, and colleges. It automates tasks such as room allocation, fee collection, and attendance
tracking, aiming to improve efficiency and reduce errors in hostel management.

Figure 2.2 Genius Hostel Management System screenshot

Advantages
1. Integrated Modules: Offers a wide range of features, including fee management and
attendance tracking, in a single platform.
2. User-Friendly Interface: Designed to be intuitive, reducing the learning curve for staff
and students.
3. Customizability: Allows institutions to tailor the system to their specific needs and
requirements.
Disadvantages:
1. Technical Support: Depending on the region, accessing timely technical support may
be challenging.
2. Initial Setup: The setup process might be complex, necessitating dedicated IT
resources during implementation.

7
3. Creatrix Campus Hostel Management System
Creatrix Campus provides a cloud-based hostel management system that enables higher education
institutions to create scalable and flexible hostel environments. The system aims to deliver better
services to students more efficiently than traditional manual processes.

Figure 2.3 Creatrix Campus screenshot

Advantages
1. Cloud-Based Accessibility: Allows for remote access and management, facilitating
flexibility for administrators.
2. Improved Service Delivery: Streamlines processes to enhance the student experience in
hostel accommodations.
3. Scalability: Easily adapts to the growing needs of institutions as student populations
increase.
Disadvantages:
1. Internet Dependency: Being cloud-based, the system requires a stable internet connection,
which might be a limitation in areas with connectivity issues.
2. Data Security Concerns: Storing data on the cloud necessitates robust security measures to
protect sensitive information.

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2.2 SYSTEM ADAPTATION
The Dormitory Management System is designed to enhance user experience and streamline
administrative operations at Mwangaza Institute. The system incorporates various functionalities
aimed at optimizing dormitory management, improving efficiency, and ensuring data accuracy.
1. User Authentication and Account Management
 Login and Registration: New users can register by providing their details and selecting
their role (student, staff, or administrator). Authenticated users gain access to relevant
system features, and re-login requires a proper logout.
 Forgot/Reset Password: Users can reset their passwords in case they forget them, both
before and after logging in. This feature ensures seamless account recovery while
maintaining security.
 Profile Management: Users can view and update their personal profiles, including contact
information and preferences, ensuring that records remain up to date.
 Account Deactivation: Users can permanently deactivate their accounts if they no longer
wish to use the system, providing flexibility in account management.
2. Student and Room Management
 Student Record Management: Administrators and authorized staff can efficiently manage
student records, including dormitory assignments, check-ins, and check-outs, reducing
manual data entry.
 View Student Details: Provides comprehensive information on each student, including
room allocation, emergency contact details, and dormitory status, ensuring efficient student
tracking.
 Room Allocation and Availability Tracking: Allows administrators to assign and reassign
rooms based on availability, ensuring efficient space utilization and proper student
accommodation.
3. Attendance and Payment Tracking
 Attendance Tracking: Facilitates marking and reviewing student dormitory attendance.
Administrators can add new records and access historical attendance data for monitoring
purposes.
 Payment Management: Enables recording and reviewing payment details, including
accommodation fees and other financial transactions, ensuring accurate financial records.
4. Reporting and Notifications
 Report Generation: Allows administrators to generate reports on dormitory occupancy,
student attendance, and financial transactions. This feature provides valuable insights for
decision-making and operational planning.
 Notification System: Users receive real-time notifications about important updates, such
as room assignments, upcoming payments, and maintenance schedules, ensuring timely
communication.

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CHAPTER 3
ANALYSIS AND DESIGN
3.0 INTRODUCTION
In this chapter includes diagrams which shows the current operational methods of the organization,
the proposed operations of the organization, and the blueprint for the new system and for its
components.
3.1 DEVELOPMENT APPROACH
To make the application as best as we can, we chose to follow the Waterfall model to guide us
through the Software Development Life Cycle. We chose this model because it helps us to go
through all the SDLC phases, phase by phase without compromising the quality of each stage

Figure 3.1 Classical Waterfall Model

3.2 REQUIREMENT SPECIFICATION


 Automated Data Entry and Management: Automates the process of entering and managing
student data, such as registrations, attendance, and payments, reducing manual entry,
minimizing errors, and saving time.

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 Centralized Record Storage: Establishes a centralized database to store all records,
including student information and financial transactions, ensuring data is organized in one
place for easy access and management.
 Advanced Search and Retrieval: Provides advanced search functionalities to quickly locate
specific records using various criteria, simplifying information retrieval and reducing the
time spent navigating through records.
 Real-Time Data Updates: Supports real-time updates to ensure any changes to student
records, attendance, or payments are immediately reflected across the system, maintaining
data accuracy and consistency.
 Secure Access and Data Protection: Implements robust security measures, including user
authentication, authorization controls, and encryption, to protect sensitive data and prevent
unauthorized access.
 User-Friendly Interface: Features an intuitive and accessible interface designed for ease of
use by both the manager and students, enhancing the overall user experience with clear
navigation and functionality.
3.3 LOGICAL DESIGN
a. DFD Diagram (Context Level)

Figure 3.2 DFD Diagram (Context Level)

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Figure 3.3 DFD Level 0

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Figure 3.3 DFD Level 1

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Figure 3.4 Use Case Diagram

14
Diagram of Activity
Student

Figure 3.5 Student Activity Diagram

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Admin

Figure 3.6 Admin Activity Diagram

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Sequence Diagram
Login Operation of Admin

Figure 3.7 Login Operation of Admin

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Figure 3.8 Admin Operation Process

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Student Operation Process

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3.4 DATABASE DESIGN

Figure 3.12 ER-Diagram

3.5 INTERFACE DESIGN


Login Page: Users enter their email and password to access the dormitory management system.
This page includes links to the Password Recovery Page for resetting passwords and the
Registration Page for new user sign-up.
Dashboard: Upon successful login, users are directed to the Dashboard, which provides an
overview of their activities. It includes sections such as Room Assignment, Payment Status,
Notifications, and Profile. Administrators have access to an Admin Panel with additional
functionalities.
Room Assignment Page: Users can view their current room allocation and request changes if
necessary. Administrators can assign and reassign rooms based on availability.

20
Payment Page: Users can manage and review their payment details, including billing statements,
pending dues, and transaction history. Administrators can process payments and generate financial
reports.
Admin Panel: Accessible only to administrators, this section allows for user management, room
occupancy tracking, payment monitoring, and report generation to ensure smooth dormitory
operations.
Profile Page: Users can view and update their personal information, such as contact details and
emergency contacts.
Notifications Page: Displays important messages, updates, and alerts related to room assignments,
payment deadlines, and system announcements.
Password Recovery Page: Allows users to reset their password by entering their registered email
to receive a password reset link.
Registration Page: New users can create an account by providing necessary details such as full
name, email, password, and student identification number.
Logout: Users can securely log out from any page, returning to the Login Page after signing out.
Time schedule
May 2024:
Week 1-2 (May 1-14): Project Initiation
 Define project scope and objectives.
 Form project team and assign roles.
Week 3-4 (May 15-31): Research and Requirements Gathering
 Research existing apps and platforms.
 Gather requirements from stakeholders (students, staff, administrators).
June 2024:
Week 1-2 (June 1-14): Concept Development
 Develop initial concept and user interface designs.
 Outline key features and functionality.
Week 3-4 (June 15-30): Proposal Refinement
 Refine project proposal based on feedback.
 Prepare budget estimates and resource allocation plan.

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July 2024:
Week 1-2 (July 1-14): Proposal Submission
 Submit project proposal to stakeholders and potential sponsors.
 Prepare for presentation and defend proposal if required.
Week 3-4 (July 15-31): Negotiation and Contracting
 Negotiate terms with sponsors or funding agencies.
 Finalize contractual agreements and partnerships.
August 2024:
Week 1-2 (August 1-14): Finalizing Proposal Details
 Address any remaining feedback or concerns.
 Prepare detailed project plan and timeline for implementation.
Budget

Item Description Estimated Cost (KSh)

High-performance laptop upgrade 12,000


printer for documentation 4,500
Development IDE and software subscription 3,000
Internet 2,000
External Storage 2,500
Office Supplies (Paper and Pens) 1,000
Power Backup 2,000
Contingency 3,500
Total 30,000

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CHAPTER 4
SYSTEM IMPLEMENTATION
4.0 INTRODUCTION
This chapter focuses on the implementation phase of the project, detailing the steps taken to
transform the proposed system from design to a fully functional product. It covers the setup,
configuration, and deployment of the system, ensuring it meets the specified requirements.
4.1 SYSTEM INTEGRATION

4.2 SYSTEM OUTPUT


4.2.1 Administrator

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4.2.2 User

25
26
27
4.3 SYSTEM TESTING
4.3.1 Test Plan

The test plan outlines the strategies and activities conducted to ensure the system functions as
intended. The testing phase involved various approaches, including unit testing, integration testing,
system testing, and user acceptance testing (UAT).
Testing Activities:
Unit Testing: Each module was tested individually to verify its functionality.
Integration Testing: The interaction between different modules was assessed to ensure seamless
communication.
The complete system was tested for performance, security, and reliability.
User Acceptance Testing (UAT): Selected end-users tested the system in real-world scenarios to
evaluate usability and effectiveness.
Conclusion and User Feedback:
The testing phase confirmed that the system met most functional requirements. However, some
minor issues, such as system response time and user interface navigation, were highlighted by
users. The feedback emphasized the need for enhanced usability and optimization of specific
features for better performance.
4.3.2 Enhancement

Based on user feedback and test results, the following areas were identified for improvement:
User Interface Enhancements: Improve navigation and layout for better user experience.
Performance Optimization: Reduce system response time for faster processing.
Error Handling & Validation: Strengthen input validation to minimize errors and improve data
integrity.
Reporting & Analytics: Enhance reporting modules to provide more detailed and customizable
reports.
Security Features: Implement additional authentication measures to improve data security.

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CHAPTER 5
CONCLUSION
5.0 SYSTEM REQUIREMENTS
The Dormitory Management System was developed to address the challenges associated with
managing student housing, such as room assignments, payment processing, and record-keeping.
The system was designed to streamline operations, reduce paperwork, improve transparency, and
enhance communication between students and administrators. By automating dormitory
management processes, the system ensures efficiency, accuracy, and ease of access to relevant
information. The following key requirements were met during the development of the system:
Satisfied Requirements:
User Registration and Authentication: The system provides a secure registration and login
feature that allows students and administrators to access the platform using unique credentials.
Authentication measures such as password encryption enhance data security.
Room Assignment Management: The system enables administrators to allocate rooms to
students based on availability and specific criteria. It also allows for easy reassignment of rooms
when necessary.
Payment Processing and Billing Management: Students can track their payment status, view
billing history, and receive notifications regarding upcoming or overdue payments. Administrators
can generate invoices and update payment records efficiently.
Occupancy Tracking: The system provides real-time information on room occupancy, ensuring
that administrators can monitor available and occupied spaces with ease.
Notifications and Alerts: The system includes a notification feature that keeps users informed
about important updates, such as payment deadlines, room changes, and general dormitory
announcements.
User Role Management: Different user roles (e.g., students and administrators) are assigned
specific privileges to ensure secure and efficient access to system functionalities.
Unmet Requirements:
Online Payment Integration: Initially, the system was designed to track payments manually.
However, towards the later stages of development, the need for direct integration with mobile
money platforms and bank payment services was identified. This feature remains a future
enhancement.
Real-Time Communication Module: A messaging feature that would allow students to
communicate directly with dormitory administrators and vice versa was suggested after initial
testing. However, this feature was not included in the current version of the system.

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Mobile App Support: The current system is web-based, limiting accessibility for users who
primarily rely on mobile devices. While the website is mobile-responsive, a dedicated mobile
application has yet to be developed for enhanced user experience
5.1 SYSTEM CONSTRAINTS
Despite its successful implementation, the system has the following limitations:
Internet Dependency: The system requires a stable internet connection to function effectively.
Users in areas with poor connectivity may experience difficulties accessing the platform.
Limited Offline Functionality: Since the system operates as a web-based application, features
such as payment tracking, room assignments, and notifications require an internet connection. An
offline mode is yet to be developed to allow users to perform certain tasks without an active
internet connection.
Hardware Requirements: The system is optimized for modern computing devices. Older
computers or mobile devices with outdated specifications may experience lag or reduced
performance.
Scalability Concerns: While the system currently accommodates the number of students and
administrators using it, future expansion may require additional server resources to handle
increased traffic and data storage needs.
User Training Needs: Some users, especially administrators, require training to fully utilize all
the functionalities of the system. While the interface is designed to be user-friendly, additional
training materials and sessions may be necessary for maximum adoption.
5.2 FUTURE ENHANCEMENTS
To enhance the usability and effectiveness of the Dormitory Management System, the following
improvements are recommended:
Mobile Application Development: A mobile application should be developed to allow students
and administrators to access system functionalities conveniently from their smartphones and
tablets. This would improve accessibility, especially for students who primarily use mobile
devices.
Online Payment Integration: The system should incorporate payment gateways that support
mobile money transfers and direct bank transactions. This will simplify the payment process for
students and reduce administrative workload related to fee collection and reconciliation.
Real-Time Notifications: Implementing SMS and email alerts will ensure that students receive
timely reminders about rent payments, room changes, and important dormitory announcements.
This feature would improve communication and prevent missed deadlines.
Offline Mode Support: Developing an offline functionality will enable users to perform essential
tasks without an internet connection. Once the device reconnects to the internet, the system can
synchronize data automatically.

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AI-Powered Assistance: An AI chatbot can be integrated into the system to provide instant
responses to common queries from students and administrators. This will enhance user
engagement and reduce the need for manual support from administrators.
Real-Time Communication Module: A built-in messaging feature should be added to facilitate
direct communication between students and dormitory staff. This would allow for quicker
resolution of issues and improved dormitory management.
Scalability Optimization: The system should be designed to accommodate future growth in the
number of users and data stored. Enhancements to the server infrastructure and database
management will be necessary to ensure seamless expansion.
Advanced Reporting and Analytics: Additional reporting features should be implemented to
provide insights into occupancy rates, payment trends, and overall dormitory performance. These
analytics can help administrators make data-driven decisions.
Multi-Language Support: Providing an option for multiple languages will enhance accessibility
for international students and users who may not be fluent in the default system language.
Enhanced Security Features: Implementing two-factor authentication (2FA) and encryption
upgrades will further strengthen system security and protect sensitive student and financial data.
5.3 CONCLUSION
The development and implementation of the Dormitory Management System have significantly
enhanced the efficiency and transparency of student housing operations. The system has
successfully automated key administrative tasks, reducing paperwork and improving record
accuracy. By streamlining room assignments, payment processing, and notifications, the system
has addressed critical challenges in dormitory management.
Despite its achievements, the system has some limitations that need to be addressed in future
updates. The absence of online payment integration, real-time communication, and offline
functionality presents opportunities for further improvement. With additional enhancements such
as mobile application development, AI-powered assistance, and scalability optimization, the
system can evolve into a more robust, user-friendly, and adaptable solution for dormitory
management.
In conclusion, the Dormitory Management System represents a significant step toward
modernizing student housing administration. As technology continues to advance, ongoing
updates and refinements will ensure that the system remains relevant and continues to provide
substantial benefits to both students and administrators. The implementation of recommended
future enhancements will further elevate the efficiency, accessibility, and overall effectiveness of
dormitory management in educational institutions.

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CHAPTER 6
SUMMARY
Limitations:
During the development and research phase of the Dormitory Management System for Mwangaza
College, several challenges were encountered that impacted the implementation process:
i. Time Constraints Time Constraints: The project had a strict timeline, which limited the
development of additional features such as real-time communication and mobile
application support.
ii. Financial Limitations: Budget constraints affected the integration of advanced
functionalities, such as AI-powered assistance and online payment processing, which
require third-party services and additional resources.
iii. User Resistance: Some students and administrators were initially hesitant to transition from
manual dormitory management to a digital system. This required additional training
sessions to encourage adoption and familiarize users with the system’s features.
iv. Data Collection Challenges: Gathering accurate and up-to-date information regarding
dormitory occupancy, fee structures, and student preferences was delayed due to
inconsistent record-keeping. This impacted the customization and optimization of the
system.
v. v. Internet Dependency: Since the system operates as a web-based platform, it requires a
stable internet connection for real-time updates and accessibility. Users in areas with
limited or unstable connectivity faced challenges in accessing the system.

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Conclusion:
The Dormitory Management System for Mwangaza College has significantly improved the
efficiency of student housing operations by streamlining room assignments, occupancy tracking,
and payment management. By automating these processes, the system enhances transparency,
reduces paperwork, and improves communication between administrators and students. It aligns
with modern dormitory management practices, ensuring better resource utilization and data
accuracy. Despite some limitations, such as internet dependency and the absence of real-time
communication features, the system provides a strong foundation for digital transformation in
dormitory administration. Future enhancements will further optimize its scalability, accessibility,
and overall user experience.
Recommendations:
To further enhance the system, the following recommendations are proposed:
i. Develop a Mobile Application: Enhancing accessibility for students and administrators by
allowing room bookings, payments, and notifications on mobile devices.
ii. Integrate Online Payment Systems: Implementing mobile money and banking options to
facilitate seamless dormitory fee payments and reduce the reliance on manual transactions.
iii. Implement Real-Time Notifications: Introducing SMS and email alerts for room
assignment updates, payment reminders, and dormitory announcements.
iv. Enhance Offline Functionality: Enabling offline access for critical features such as room
records and student data, with automatic synchronization when the system reconnects to
the internet.
v. Expand User Training Programs: Conducting comprehensive training sessions to ensure
students and staff fully understand and utilize all system functionalities, improving
adoption rates and efficiency.
Appendix
Organizational structure

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Instruments Reviewed
The following documents were analyzed to ensure the Dormitory Management System aligns with
institutional requirements and enhances administrative efficiency:
i. Student Housing Application Forms: Used to collect student information and room
preferences during the dormitory allocation process.
ii. Dormitory Fee Payment Records: Reviewed to track payment history, outstanding
balances, and financial compliance among students.
iii. Dormitory Rules and Regulations: Institutional policies governing student conduct, room
assignments, and disciplinary actions within dormitory facilities.
iv. Maintenance Request Logs: Examined to streamline the reporting and resolution of
dormitory maintenance issues.
v. Resident Attendance and Visitation Logs: Analyzed to monitor student occupancy, visitor
entries, and security compliance.
TECHNICAL GUIDE & USER MANUAL
System Setup
 Install XAMPP or WAMP server.
 Import the provided database script into MySQL.
 Configure config.php with database credentials.
 Run the system from localhost/mwangaza/.
The following steps guide users in navigating and operating the Dormitory Management System
efficiently:
Logging In
i. Enter your username and password on the login page.
ii. Click “Login” to access the system dashboard.
Registering a Student for Dormitory Allocation
i. Navigate to the “Students” module.
ii. Click “Add Student” and enter personal details, including room preferences.
iii. Save the record to complete the registration.
Assigning Dormitory Rooms
i. Go to the “Room Allocation” section.
ii. Select an available dormitory room.
iii. Assign the student to the room and save the changes.
Managing Dormitory Fees
i. Open the “Finance” module.
ii. Search for a student’s record.

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iii. View fee payment status and generate receipts.
Tracking Maintenance Requests
i. Navigate to the “Maintenance” section.
ii. Click “Report Issue” and enter details of the maintenance request.
iii. Submit the request for review and processing.
Monitoring Student Attendance
i. Open the “Attendance” module.
ii. Select the student’s name and mark their presence or absence.
iii. Save the record for tracking dormitory occupancy.

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