Borana university

College of engineering and technology

Department of
Computer science
Course:research method
Course code:CoSc4123
Target group: group 2
final project proposal
title: online dormitory management system for BRU
PREPARED BY:-
1.Reta shibeshi
2.Surafel Emiru
3.Abduba Boru
4.Bamlak Abebayu

Instructor: HADHO D (MA)

Submission Date:30/5/2017
Yabello,Ethiopia
 Table of content

CHAPTER ONE .............................................................................................................................................................1

1.Introduction ................................................................................................................................................................. 1
2. Motivation .................................................................................................................................................................. 2
3. Statement Of The Problem ......................................................................................................................................... 2
4. Objectives of the project .............................................................................................................................................3
4.1 General Objectives ........................................................................................................................................... 3
4.2 Specific Objectives .......................................................................................................................................... 3
5. literature review ..........................................................................................................................................................4
5.1 An Overview .....................................................................................................................................................4
5.2 Challenges of Manual Dormitory Management ............................................................................................... 4
5.3 justification ....................................................................................................................................................... 4
6.Methodology ................................................................................................................................................................4
6.1 Data Collection Methods .................................................................................................................................. 4
6.2 System Development Models ...........................................................................................................................5
7. Development Tools .....................................................................................................................................................6
8. Scope and limitations of the project .......................................................................................................................... 6
8.1 Scope of the project ......................................................................................................................................... 6
8.2 Limitations of the project ................................................................................................................................ 7
9 . Significance of the project .........................................................................................................................................7
10.Duration and plan of action ....................................................................................................................................... 8
11.Costs schedule ........................................................................................................................................................... 9
12.References ............................................................................................................................................................... 10

i
 CHAPTER ONE

1.Introduction

Almost every element of human life is becoming impacted by technology. To

satisfy the demands of individuals, groups, businesses, etc., it is now better to employ new
technology for all jobs. Since the current world is full of organizations, each one needs to be
favorable, calculable, and able to work as fast as possible to satisfy user interests, among other
requirements; in other words, it needs to be able to facilitate its operations in a computerized way.

Numerous developing nations are well-positioned to take advantage of the technological

revolution and promote human development. New resources for enhancing communication are
made available by information and communication technology.

In actuality, the worldwide phenomenon of an information explosion has been witnessed

during the second half of the 20th century. Millions of individuals now have quick access to a
wide variety of information in multiple formats because to advancements in communication
technology. These days, computers and other electronic devices use a variety of networks,
including the internet, to connect and communicate directly with other devices. The internet
makes it possible for people and small businesses to communicate at a low cost.

Therefore, utilizing technology to construct a system has a significant impact on offices

and companies. In our instance, this system is the Borana University Online Dormitory
Management System (BRUODMS).

Currently, the system is manual based; due to this the students and proctors faces some
problems. Because of this, we are initiating to develop our project on dormitory system in order
to minimize the problem by using computerized system.

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 2. Motivation

Transitioning from a manual dormitory management system to an online system can significantly
improve efficiency, transparency, and user satisfaction. This project is not just a technological
upgrade but a step toward enhancing the university’s overall management and operational
effectiveness.
1. Growing Student Population
As the university grows, the number of students and dormitories increases, making manual
management more complex and unsustainable.
Scaling the current system to handle larger numbers will only exacerbate inefficiencies, making
an automated system essential.
2. Sustainability Goals
Moving from a paper-based system to an online platform reduces paper usage, aligning with
environmental sustainability goals.
3. Security and Data Backup
An online system provides a secure way to store and back up sensitive data related to students
and dormitories.
This reduces the risk of losing important records due to physical damage (e.g., fire, water, or
misplacement).
4. Competitive Advantage
As more universities move toward digitized systems, implementing an online dormitory
management system will enhance Borana University's reputation as a forward-thinking
institution.

3. Statement Of The Problem

The BRU dorm management system currently employs a manual method. The Ministry of
Education initially forwards all the information to the registrar bureau, which then forwards it to
the dining office and student affairs (dormitory) to complete the operation. Students were
assigned to each block and room after the list was taken. They encounter several issues when

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carrying out their duties at that time. Working with a paper-based, or manual, system affects not
just the management team but also the students when they see their dorm information. few of
these issues are:
 Time-Consuming Processes: Manual dormitory management often involves handling large
amounts of paperwork, which is slow and prone to delays.
 Error-Prone Data Handling: Manual record-keeping increases the likelihood of errors such
as incorrect room assignments, misplaced documents, or duplicate records.
 Lack of Real-Time Updates: With a manual system, it is difficult to track room availability
or student complaints in real-time, causing unnecessary confusion and mismanagement.
 Data duplication and Time consuming.
 Require more human power to assign the students.
 Management inflexibility

4. Objectives of the project

4.1 General Objectives

The main objective of this project is to develop Web Based Dormitory Management System .

4.2 Specific Objectives

In order to achieve the main objective, we have the following specific objectives:
 Developing user friendly interface.
 Automate Dormitory Assignment
 Enhance Record Management
 Monitor Occupancy and Availability.
 Facilitate Maintenance Requests
 Enhance Security
 Support Scalability

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 5. literature review

5.1 An Overview
Dormitory management systems are essential for universities and colleges that provide on-
campus housing to students. Efficient management of student accommodations ensures proper
room allocation, facility maintenance, fee management, and complaint resolution. Traditionally,
universities have relied on manual systems involving paperwork, which is time-consuming,
error-prone, and inefficient. The introduction of online dormitory management systems (ODMS)
has improved automation, accessibility, and efficiency in student housing management.

5.2 Challenges of Manual Dormitory Management

Several studies highlight the inefficiencies of manual dormitory management systems, including:
Paper-based record-keeping leads to data loss, duplication, and difficulty in retrieval.
Time-consuming room allocation often causes delays in student accommodation assignments.
Lack of real-time updates makes it hard to track room availability, leading to mismanagement.
Difficulty in handling maintenance issues results in slow responses to students’ complaints.
Poor communication between students and dormitory administration leads to frustration.

5.3 justification
This research and project aim to develop a customized Online Dormitory Management System
for Borana University that:
✅ Automates student room allocation for faster and fairer processes.
✅ Enables students to submit complaints online and track progress in real-time.
✅ Provides a web-based and mobile-friendly platform for easy access.

6.Methodology

6.1 Data Collection Methods

Accurate information on the current system and the needs for the new system was gathered
using data collecting tools. To gather user requirements, questionnaires and interviews were
conducted with stakeholders, including students, proctors, and the dormitory management officer.
To learn how the current system works, what issues have been encountered, and how the new

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computerized system can address them, an observation of the current system was conducted at
the Dormitory Management Office.
To get a precise data, the team member has used the following data collection techniques.
Those are: -
A. Interview: - to get the basic information and background information about the existing
management system, the team members has interviewed the proctors and some students
about the services that are given to them, and the problems associated with that
environment.
B. Direct observation: even though interview is very important to gather information,
direct observation is simple and we project team members physically observe information
that cannot maintain from the interview or others and also it is important if they are
unable to communicate with others because of the difficulties they have to the language.
C. Questionnaires: since proctors as well as higher officials of proctors have work load
they cannot able to answer/give information what we ask. So we prepare some sample
questions to get précised information.
D. Existing document: To get more information about the project we use earlier documents
that help us to develop the project. During the analysis of documents, we give a special
consideration to those documents which can bring more features to the project.

6.2 System Development Models

Because of the following benefits, we have chosen to analyze our project using the object-
oriented system analysis and design method, specifically the UML (Unified Modeling
Language/edraw-max) model:
 To make complicated programs easier to develop and implement.

 To facilitate the collaboration of design and programming teams on a single software project.

 To make it possible for software programs and designs to be highly reusable.

 To lower the price of software upkeep.

 Boost reusability.

 Lessen the strain on upkeep.

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 Enhanced coherence between the tasks of analysis, design, and programming.

 Better user, analysis, design, and programming communication.

7. Development Tools

to develop the project starting from the documentation to the implementation we use the
following case tools:
Activities Tools
Documentation MS word 2007,2010,WPS Office
Design Microsoft Visio 2007,Visual paradigm for
UML standard design
Editing Paint, Macro media flash 8

Script languages PHP, JavaScript, CSS, HTML

Web server Apache Xamp server
Data base Server Mysql database

Table 1.1 development tools

8. Scope and limitations of the project

8.1 Scope of the project

The goal of this project is to create and deploy a new web-based dormitory management system
that will eliminate the issues related to manual processing, as BRU dormitory management
currently handles its fundamental activities by hand.
The suggested system consists of:

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 Assign the dorm appropriately
 Give students quick and easy access to their dorm information; create reports;
 and oversee dorm related data

8.2 Limitations of the project

 internet Dependency
 Technical Expertise
 Maintenance Requirements
 Data Security and Privacy Concerns
 Failure of electric power and network connection

9 . Significance of the project

Reliable service for students, proctors, and administration will be greatly aided by the new
online dormitory management and allocation system, which is very dependable, simple, quick,
and consistent. The beneficiaries of the system are:
 Students: the students can view their dormitory information easily and timely.
 Proctors and other administrative officials: they can access dormitory and related
information easily.
 University: the university gets better audience.
 sit reduces the amount of time and effort required to complete activities.
 To simplify and streamline tasks in every way.
 To keep track of the students and building data.
 supplying a system for maintaining records that is guaranteed to be well-organized and
requires little space or work.
 To make it possible for the university to get acceptance from the general public.
fostering efficient communication between students and the university.

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 10.Duration and plan of action

Time

Jan 02-Jan30
Activities

Mar 20-

June 21-
June 22
Mar 17

Apr 20

Apr 21-
Feb 07-

Feb 25-

May 01
Feb 20
f
Project Proposal

Requirement Analysis
Design
Implementation & Coding

Testing
project Defense

Table 1.2 work break down

1. Project Proposal (Jan 02 - Feb 07)

This phase involves defining the project scope, objectives, problem statement, and expected
outcomes.
 A proposal document is prepared, detailing why the system is needed and how it will be
implemented.
 The project proposal is submitted for supervisors or departement.
2.Requirement Analysis (Feb 07 - Feb 20)
This phase focuses on gathering and analyzing user needs (both students and administrators).
 Functional and non-functional requirements are defined.
 Possible features, such as room allocation, complaint tracking are identified.
 The team may conduct surveys or interviews to ensure the system aligns with user needs.
3. Design (Feb 25 - Mar 17)
In this phase, the system architecture, database schema, and UI/UX design are created.
 The team works on wireframes, data flow diagrams (DFDs), and system modeling.

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 The goal is to have a clear blueprint before starting the actual coding.
4.Implementation & Coding (Mar 20 - Apr 20)
This is the main development phase, where the actual system is built.
 Database setup, backend development, and front-end integration take place.
 Different system modules (e.g., student registration, room management, complaint system)
are implemented.
 The team follows an agile approach (iterative coding and testing).
5. Testing (Apr 21 - May 01)
 The developed system is tested for bugs, performance, and security.
 User testing is conducted to ensure it meets the requirements.
 Any issues found are fixed before deployment.
6. Project Defense (June 21 - June 22)
 The final system is presented to the academic panel.
 A demonstration of key functionalities is provided.
 The team explains the design, implementation challenges, and how the system solves the
manual dormitory management issues.
 Feedback is received, and minor modifications may be made before final submission.

 Generally, our project follows a structured timeline, covering all critical phases from
proposal to defense. The breakdown ensures each step is properly planned and executed.
Keeping track of deadlines is crucial to complete the project successfully.

11.Costs schedule

No Material Amount Price per unit Total price

1 A4 size paper 200 sheets 1 Birr 200Birr
2 Pen 5 20 Birr 100Birr
3 Flash disk 2 300 Birr 600Birr
4. For Print 100 sheet 5 Birr 500Birr
Total 1,400.00 birr

Table 1.3 costs in the project

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 References

To do the system starting from the requirement analysis to the implementation the team members
are using the following materials:
Books
 Essentials of System analysis and design(in analysis and design phase)
 System analysis and Design methods(in analysis and design phase)
 A modern, modular approach to standards-compliant web design Craig Grannell
Foreword by Jon Hicks, Hicksdesign
 Andrew Curioso, Ronald Bradford, Patrick Galbraith
Join the discussion @ p2p.wrox.com Wrox Programmer to Programmer™
PHP and MySQL®

Websites
 www.tutorialspoint.com/index.html
 www.w3schools.com/index.php

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