AMBO UNIVERSITY WOLISO CAMPUS

SCHOOL OF TECHNOLOGY AND INFORMATICS

DEPARTMENT OF INFORMATION TECHNOLOGY

Project proposal for: -AUWC Web based Computer laboratory monitoring and management
system

Project Proposal Submitted to Department of Information Technology of Ambo University

Woliso Campus in Partially Fulfillment of the Requirement for Degree of Bachelor of Science in
Information Technology.

Prepared by: -
1. Tolosa Tafese
2. Kitessa Tena
3. Kalkidan Bekele
4. Misgana Mulata
5. Tahir Aliyi
6. Ifa Kebede
Advisors’ Name:
Advisor: -

WOLISO, ETHIOPIA ()
June 14/06/2019 E.C
APPROVAL SHEET
This is certified that the Project Entitled on AUWC Web based Computer laboratory monitoring
and management system Developed and Submitted by:

1. Tolosa Tafese
2. Kitessa Tena
3. Kalkidan Bekele
4. Misgana Mulata
5. Tahir Aliyi
6. Ifa Kebede
Project proposal Submitted to the Department of Information Technology of Ambo
University Woliso Campus in a Partial Fulfillment of Requirement for Bachelor Degree in
Information Technology
Advisor’ Name Signature Date

1. ________________ ______________ ______________

2. ___________________ ________________ _____________

APPROVED BY

Examining Board Signature Date

1. _____________________ ___________ ________

2. _____________________ ___________ _________

3. _____________________ ___________ __________

Project Proposal for AUWC Web based Computer laboratory monitoring and management
system

Acknowledgement
Primarily we would like to thank Almighty God for his help in the process of starting and
completing the documentation of the project . The project group would like to express our
gratitude and appreciation to all those who gave us the possibility to complete this project
documentation. Secondly, special thanks to Ambo University Woliso Campus specifically
information technology department to encourage us to develop this final year project.

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Contents
Acknowledgement......................................................................................................................................ii
List of table..................................................................................................................................................v
1. Introduction.......................................................................................................................................1
1.1 Organizational Background................................................................................................................1
2. Statement of the Problem......................................................................................................................2
3. Objective of The Project.......................................................................................................................2
3.1 General Objective............................................................................................................................2
3.2 Specific Objective............................................................................................................................2
4. Scope and Limitation of the Project.............................................................................................3
4.1 Scope.............................................................................................................................................3
5. Risk Assessment.................................................................................................................................3
6. Significance of the project.................................................................................................................4
7.3 Estimate Budget...............................................................................................................................5
8. Methodology and Tools.................................................................................................................6
8.1 Data sources.................................................................................................................................6
8.2 Data Collection Method..................................................................................................................6
8.3 Development Tools.......................................................................................................................7
8.3.1 Hardware Tools:.......................................................................................................................7
8.3.2 Software Tools...........................................................................................................................7
9. Requirement Analysis...........................................................................................................................7
9.1 Functional requirement...............................................................................................................7
9.2 Non-Functional Requirement Specification...............................................................................8
10. Feasibility Analysis........................................................................................................................9
10.1 Economic Feasibility..........................................................................................................................9
10.2 Technical Feasibility......................................................................................................................9
10.3 Operational feasibility.................................................................................................................10
11. Conclusion....................................................................................................................................10

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Project Proposal for AUWC Web based Computer laboratory monitoring and management
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List of table

Table 1: Risk Assessment................................................................................................................3

Table 2:Team Composition.............................................................................................................4
Table 3:Schedule.............................................................................................................................5
Table 4:Estimated Budget................................................................................................................5
Table 5:Software Tools....................................................................................................................7

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Project Proposal for AUWC Web based Computer laboratory monitoring and management
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List of acronyms
AUWC--------------------------------------Ambo University Woliso Campus
CLMMS------------------------------------Computer Lab Monitoring and Management System
PHP------------------------------------------Hypertext Preprocessor
MYSQL-------------------------------------My structural query language
CSS------------------------------------------Cascading Style Sheet
HTML------------------------------------------Hypertext Markup Language
GB ---------------- --------------------------Giga bit
CD--------------------------------------------Compact Disk
ETB ------------------------------------------Ethiopia birr
USB------------------------------------------Universal serial bus

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Project Proposal for AUWC Web based Computer laboratory monitoring and management
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1. Introduction
Computer laboratory monitoring and management system is still requiring more development of
information technology solutions and applications to improve the management system of the
school and legal documents of the laboratory. Web based computer laboratory monitoring and
management systems to help the school of Technology and Informatics staffs and managers to
perform their tasks like informing damaged computers to managers ,managing lab attendants and
other services etc. The main purpose of web based laboratory management system is to reduce
the effort of the candidate and create smooth working environment for school of informatics.

1.1 Organizational Background

Woliso campus is located at Woliso town, the capital of South West Shewa Zone. The campus
currently runs 19 undergraduate programs and seven postgraduate (Masters) programs on
regular, evening, weekend and summer programs in multiple disciplines. School of Technology
and informatics is one of the schools in AUWC.

In coping with the globalization of information technology, computer had played an important
role in an organization or company. Most of the organization used computerized system in
handling all their activities regarding with data processing in Order to make the organization
operation more efficient. All the manual activities are now can be done using computerized
system. Although computerized system had been implemented within an organization, the
manual system can still be used as guidance.

School of Technology and Informatics have computer and computer laboratory rooms.
Accordingly, Laboratory monitoring and management system is empowered to handle many
services like managing computers and reporting the availability of the computers to Technology
and Informatics school etc.

As the result, the Technology and Informatics school has benefited from such arrangement as
most services are brought closer to the community there by avoiding lengthy bureaucratic
procedures delays that make the number of day large to perform a job during old systems. One of
these problems is related to poor filling system, which is seriously affecting the amount and
quality of services delivery to departments to at school.

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Project Proposal for AUWC Web based Computer laboratory monitoring and management
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2. Statement of the Problem

2.1 Problem in Existing System

School of Technology and Informatics laboratory management system use manual system to
monitoring and manage computer laboratory.
As the research project observed when dealing the existing manual system research project have
the following problems:-
 Resource consumption:-it needs resources like manpower, coast, and time, documents to
fill users or customer’s information and others.
 Data redundancy:-some data’s are duplicated because of the system is manual.
 Lack of effective and efficient service for the monitoring and management system
 The system is coasty; the system takes a lot of hard copies and other instruments.
 There is a wastage time during fixed asset transfer.
 The existing system does not create smooth work flow between staff of school.
 The data handling and manipulation mechanism is not secured
 Poor organizational and record keeping problems that systems from the manual service

2.2 Proposed Solution

After the project is fully completed, the computer laboratory uses the online management system

to transfer the fixed assets and to manage the computers and users. Our project solves the
redundancy of data and use effective monitoring and management system for the future

3. Objective of The Project

3.1 General Objective
The general objectives of this project to develop web based monitoring and
management systems for computer laboratory.

3.2 Specific Objective

In order to achieve the above general objective we have the following specific objectives:-
 The specific objectives this project includes
 Identify the problems of existing system
 Design database application that will store laboratory data.

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 To make interactive and user friendly system

 To minimize the load of work in the management.
 In order to change paper |manual work into online management system

4. Scope and Limitation of the Project

4.1 Scope
 Reporting the damaged computer to the laboratory manager
 Registration of students who is uses the computer laboratory
 Managing the laboratory attendants
 Registrations of computers in the database with its model

4.2 Limitation

However, the existing monitoring and management system performs various activities, due to the
time and budget allotted to this project as well lack of technological materials like business card
the following activities are not going to be automated.

 The system by itself does not check the damaged computers

 Not digital Signature processing
 Not work without internet

5. Risk Assessment
Table 1:- Risk Assessment

Preventive action Contingency action

Potential problem
1. Hard disk damage Keeping hard disk safety, such Using or restoring the file from
external storage device changing
as USB flash and/or
the hard disk by purchasing the
DVD as a file backup from newer one.
various and warms and
damaged

2. Windows failure Using purchased /licensed Repairing the window to restore

windows, partition the hard the files and soft wares.
disk. Using external disks for
protection and others

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 Project Proposal for AUWC Web based Computer laboratory monitoring and management
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3. Virus attach Using licensed antivirus Fixing or moving

4.project theft Having the project on the USB Report this occurrence to the
coordinator and continuing to do
flash and/or DVD
the project from the flash
using file security system and
use strong password
5.deliberate computer theft Keeping the computer where it Reporting to the concerned body
cannot be stolen, taking care of and attempt to get the computer
any part of the computer again if possible or buying new
computer

6. Significance of the project

The project is aimed at improving the management and service in School of Technology and
informatics laboratory. It solved the major problems of service delivery system in the
management systems in computer laboratory.

The main significant of this project is to help the Computer laboratory worker to perform
their work: - Faster, Efficiently, Accurately, Secure and with wise use of information
resources, available, Technological advancement of the management system and Protect
unauthorized access

7. Team Composition and Budget

7.1 Team composition

This Computer laboratory monitoring and management system team is composed of three
members and each person has its own responsibilities and their own task in the development of
this project. The following table illustrates the division of task among the group.
Table 2:- Team Composition

Projec Computer laboratory monitoring and management system (CLMMS)

t Title
Name ID Number Phone Email Responsibility

Tolosa A/UR2586 09303246 [email protected] Programmer

Tafese 7//11 07 and leader

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Kitessa A/UR2590 09827157 0982715727 Group

Tena & 4//11 27 & coordinator
Kalkidan & & 0929232247 Documentatio
Dereje TRW/002// 09292322 n
11 47
Misgana A/UR2589 09209600 0920960018, Data gathering
Mulata, 9//11, 18 0933843677 & Documentatio
Tahir A/UR2602 ‘ 0924458767 n
Aliyi and 0//11 09338436
Ifa & 77 &
kebede A/UR2595 09244587
0//11 67

7.2 Schedule
Table 3:- Schedule

Phases 22/03/2014 E.C- 03/04/2014 E.C- 15/04/2014- 19/04/2014- 12/06/2014

24/03/2014 E.C 14/04/2011E.C 18/04/2014 E.C 30/04/2014
E.C 10/10/2014
E.C
Proposal
writing and
submission
Data gathering
and analysis
System
modeling
System design

Implementatio
n

7.3 Estimate Budget

The estimate budget for the proposed system is 30,000 Ethiopian birr
Table 4:- Estimated budget

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Materials Quantity Price in Birr

CD 3 300
Computer Desktop 1 20,000
Flash 32GB 400
Paper 1reamA4 400
Pen 5 50
Printer 1 6000
Total 30,000 ETB

8. Methodology and Tools

Methodology describes how the project team is going to implement the proposed system. In
order to do that first of all the project team have identified the main parts of the system basically
the project will be on developing a suitable computer laboratory monitoring system for users. In
order to do that we use the following methods.

8.1 Data sources

The main data source for this project was the school of Technology and Informatics. Since the
monitoring and management, system is not structured and well organized: we used interview
method together information from Technology and Informatics school laboratory manager or
school head.

8.2 Data Collection Method

We have used different methods to collect data. Data collection is the most important part of the
project to find the main requirement of the system and to understand how the system does.

A primary source is a document that was created at the time of the event or subject you've
chosen to study, or by people who were observers of, or participants in that event or topic. What
makes the source a primary source is when it was made, not what it is. The primary sources that
we used are as follows:

Observation: In order to gets current information about existing system of Computer laboratory
monitoring system we went to School of Technology and Informatics laboratory and observed
how record management system works and operates.

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Interviews: we used interview method to gather direct information from users and School head
and department head regarding the procedures of laboratory monitoring and management
systems of the computer laboratory.

Secondary sources are data that already exists. It is a document created at a later time than the
event being researched, by someone who did not experience the said event.

Document analysis: To get information about background of the Laboratory.

8.3 Development Tools

Software and hardware tools are necessary for the development and simulation of the project.
The following tools are used to develop the proposed system:

8.3.1 Hardware Tools:

Hardware tools
 Computer
 Flash Disk
 CD
 Network Cable
 Printer
8.3.2 Software Tools
Software Tools The tools we used for document analysis and design in our project are:
Table 5:- Software Tools

Software tools activates

Sublime Text-3 For editing code
CSS For attractive layout
PHP Back end(server side coding)
HTML Front end(client side coding)
MYSQL Back end(data base)
XAMP Server As server
Notepad++ For editing code
Microsoft Visio To design the use case diagram and others

Ms word For writing document

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9. Requirement Analysis
9.1 Functional requirement
Functional requirements describe the interactions between the system and its Environment
independent of its implementation. The environment includes the user and any other external
system with which the system interacts. The system should provide how the system should react
to particular inputs and how the systems behave in particular situations. The following are the
functional requirements for our propose system: -

Performance requirement

 Computer performance is characterized by the amount of useful work accomplished by a

computer system compared to the time and resources used.

User management

 The system verifies user account to login in to the system by authenticating their
information.
 The system handles user information.
 The system enables Users/Customers to change and updates their profile.
 The system should store computer information in the database.
 Data storage and retrieval: All the user file record information’s should kept properly in
a well-organized database so that retrieving these files will easily and faster.
 Searching, inserting, updating and deleting records of computer laboratory user.

9.2 Non-Functional Requirement Specification

Nonfunctional requirements describe user-visible aspects of the system that are not directly
related with the functional behavior of the system. Nonfunctional requirements include
quantitative constraints, such as response time (i.e., how fast the system reacts to user
commands) or accuracy (i.e., how precise are the system’s numerical answers). The
nonfunctional requirements of our proposed computer laboratory management system will list as
follows:-

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 Performance: System will have good performance as much as possible this will be
attained via easily loadable interface components and optimal algorithms, which make
searching, updating, deleting, inserting and saving easy and fast.
 User interface: our system should have friendly user interface by making simpler and
interactive to user.
 Security and Access permission: the system should be secured and protected from
unauthorized user. It should have a user’s database and should authenticate each user on
login and should grant user specific services and we use (data encryption) algorithm to
secure a data inter to the organization database.
 Backup and Recovery: The system will back up all its information in to the server of
organization server and, the website will be available in external storage devices like CD
disks.

10. Feasibility Analysis

In this phase, we have seen different feasibility measures such as, operational feasibility,
technical feasibility, and economical feasibility and schedule feasibilities of the new system.

10.1 Economic Feasibility

Tangible benefits: benefits that are easily quantified from the conducted system are:

 Small response time and many services

 Easy and fast file management.
 Reduce cost for manual data management (Reduced expenses)
 Easy update & retrieval on stored records

Intangible: Costs consequent from the design of an automated system that cannot be easily
considered as cost are-

 Time requires for adapting new system

 Requiting or train staffs who operates the new system.

Generally, it is possible to get positive result by subtracting the cost break down of the current
system from the previous system. Getting positive result informs the economic feasibility.
Therefore, the system is economically feasible.

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10.2 Technical Feasibility

Usually new systems established in order to overcome the technical illness of the previous
system. In the same way, this system is technically big enough to be applied easily to the
problem identified in the existing system. In addition; both hardware and software for this
system are highly available and can be owned with small cost. Therefore, it can be concluded
that the system is technically feasible.

10.3 Operational feasibility

It might not be possible to see fully operational system within the given limit of time for web
development. However, with great cooperation of the project team the system can address over
all problems of the current system.

11. Conclusion

In conclusion, from the perspective of the whole school, the public laboratory management
system can be combined with other management systems by campus network. All of the systems
from a complete campus card system.

The laboratory management system improves the level of laboratory management and the
utilization of laboratory resources. What’s more, it serves teachers and students more
conveniently and efficiently. Implementing collaborative management will be breaking new
ground to the university laboratory management software. Meanwhile, it plays an important role
to improve the level of teaching and scientific research in colleges.

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