Hostel Management Project Report CTP 6077

1
DECLARATION
I LWANGA DAVID do declare that the following work is my original copy in which I have
compiled all the necessary items. No part of this project has been presented for an academic award
in any place. No part of this project should be republished without my permission.
Student Registration No.: ...............................................................
Student signature: ..........................................................................
Date: ............................................................................................
Approved by:
Name of the supervisor: ..................................................................
Supervisor signature: ......................................................................
Date: .............................................................................................
ACKNOWLEDGEMENT
The special thank goes to Mr.John Muniu who has been helpful and supportive throughout
my project period.
I also appreciate all my friends for their support and encouragement, especially my Dad and
Mum and my brother Julius G Lwanga for their support and standing with me through
prayers and financially.
Without their efforts, the completion of the project would not have been possible.
I highly thank God for giving me the strength to successfully complete this project.
DEDICATION
I wish to dedicate this work to my Dad for having faith in me and for been supportive in my
life.
4
ABSTRACT
My Projects title is HOSTEL MANAGEMENT SYSTEM designed for UpperHill Hostels. The
main purpose of this project is to introduce a computerized environment to the hostel. The project
objectives is to give a system that will be fast to speed up operations, provide a less paper office,
give a systematic and efficient way of keeping Hostel records to avoid duplication and to give a
secure method of keeping room records to avoid data loss and intentional edit of data.
The project will cover Hostel admission, Payment, Expenditure, Room and Allotment parts. This is
to ensure that all personal data needed for a student is entered in the system during admission and
all payment and allotment record are correctly stored.
This project is carried out using Visual Basic as front end and Ms Access as back end.
1. SYSTEM ANALYSIS REPORT

2. INTRODUCTION
The analysis document gives detailed information about the new systems constraints and
objectives. It also lists the limitations of the current system.
This document lists the methods used to investigate what the user needs.
2.1
INVESTIGATION
The investigation was conducted using questionnaires, interviews and direct observation.
Through these methods the users needs were clearly identified.
Questions used during this phase are found in the appendices
2.2 FUNCTIONAL REQUIREMENT SPECIFICATION

2.2.1 INPUT SPECIFICATION
2.2.1.1 HOSTEL ADMISSION
Requirements( 70% of Payment + 2 passports)
Student First Name, Last name
College/University
ID/Passport Number
Date Of Birth
Guardian
Year in college
Sex
2.2.1.2 PAYMENT
Amount paid
Admission Number
Hostel name
Room Number
Amount Expected
2.2.1.2 EXPENSES
Expense
Amount
Updater
Hostel name
Room Number
Room type
Sex
Amount per semester
Room capacity
5
.2.1.2 HOSTEL DETAILS
Hostel name
Hostel Nick Name
Sex
Capacity
No of Rooms
Location
2.2.1.2 ROOM ALLOTMENT
Hostel name
Hostel Nick Name
Sex
Capacity
No of Rooms
Location
2.2.2. PROCESSES
Calculation of balances
Calculation of Total
Calculate of Non Allocated vacancies
Assigning Grades
2.2.3 OUTPUT SPECIFICATION
Payment Report-Reports showing payments details
Room Details Report-Reports on the all rooms in UpperHill hostels
Hostel Admission Report-A report that will show admission details.
Hostel Report. Show details pertaining each hostel
Expenditure Report- A report that will show all expenses incurred.
2.2.4 FILE/DATA STORES

2.2.4.1 HOSTEL ADMISSION
Admission Number
ID/Passport
First Name
Last Name
Sex
Date of Admission
Date of birth
Guardian
College/University
Year in College
2.2.4.2 ROOM DETAILS
Hostel name
Room Number
Room type
Sex
Amount
Room Capacity
Allocated
2.2.4.3 EXPENSES
Expense
Date
Amount
Updater
Total Expense
2.2.4.2 HOSTEL DETAILS
Hostel name
Hostel Nickname
Sex
Capacity
Room Number
Location
2.2.4.2 ROOM PAYMENT
Receipt Number
Full Names
Admission Number
Room type
Room Number
Hostel Name
Date of payment
Amount Expected
Amount Paid
Balance
2.2.4.2 ROOM ALLOTMENT
Admission Number
ID/ Passport Number
First Name
Last Name
Sex
Date of Allotment
Hostel Nick Name
Room type
Room Number
Semester
Year in Institution
2.3 NON-FUNCTIONAL REQUIREMENTS
Non-Functional Requirement is a requirement that specifies criteria that can be used to judge the
operation of a system, rather than specific behaviors.
Access to the system will only be allowed to persons with permission

i.e. who are authenticated.
All interfaces should be completely understood, so that the system

would be able to work with other products or other systems without any restriction.
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The level of security to avoid damage and loss of information and
data.
The time that the system takes to react to a given input should be of
great consideration.
The degree to which the system meets the users requirements and
expectations.
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2.4 NEW SYSTEMS SCOPE
1.8.1 HOSTEL ADMISSIONS
The system will be used in the hostel admission process. If a student is interested with the room,
the user must enter the students details in the system; hence the system will be used to assign
Hostel admission numbers.
1.8.2 ROOMS PAYMENT AND ALLOTMENT
The system will be used in keeping records of all the amounts paid for the rooms, balances. It will
also be used to allot rooms to the students who have already paid hostel fee and have been
registered.
1.8.3 HOSTEL EXPENDITURE
All hostel expenses are entered in this form. This includes and not limited to water bills, electricity
bills, wages and any other expense that occurs during that month. A total expense is calculated.
1.8.4 ROOM DETAILS
The system will be used to enter information about each room.
1.8.5 HOSTEL DETAILS
The system will be used to input and retrieve information about all New and Old Hostel
2.5 OBJECTIVES OF THE NEW SYSTEM
This system is the computerized version of the existing system. Provides easy and quick access
over the data Authorization schemes.
A system that will be used for assigning Room admission numbers to avoid duplication.
A system to keep accurate records for payments made by students for hostels.
A systematic way of keeping room details and hostels registration records.
A system that will be secure and which can create backups on a regular basis.
The user would like a system that is fast while working with it, which will provide an easy
way of retrieving and updating records.
2.6 CONSTRAINTS OF THE NEW SYSTEM
2.6.1 Finance
The cost of acquiring the required resources brings about a financial constraint since all the
hardware and software are to be purchased.
2.6.2 Technical Skills
The end user need skills to work with the proposed system hence leading to user training
2.6.3 Equipment/Resources
All hardware and software to be used must be acquired to enable the development of the new
system.
2.7 LIMITATION OF THE CURRENT SYSTEM
Errors in records
Time consuming
Lack of security
A lot of space is needed
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Cumbersome
2.8 USERS OF THE NEW SYSTEM
Accountant- For recording payments made by students.
Hostels Secretary-Will use the system for adding new hostels,

admitting new students and updating all records in the database, maintaining records and
creating reports.
Director-Create new users as admin and oversee all records of the

hostels
RECOMMENDATION
After conducting a thorough investigation of UpperHill Hostels current system, it turned out that
the new system will solve the limitations of the current system
2. DESIGN PHASE
Introduction
When designing a system you build a plan for how your project will go through the rest of the stages.
E.g. Development and Implementation Stages.
This document shows the design of the proposed Hostels Management System for UpperHill Hostels
.It shows details of the following:
Overall system design
Development of a conceptual model
Input content, format and validation
Naming convention
Data validation
Output
The user interface
Charts showing the overall system design
Module design and specification
Security and backup design
Design of a test strategy

2.1 Overall System Design
Listed below are the modules for this system.
i.
Login Module
- User Login
- Administrator Log in
ii.
Hostel Admission Module
iii.
Payments Module
iv.
Expenditure Module
v.
Room Details Module
vi.
Hostels Details Module
vii.
Allotment Module
viii.
Report Module
The following table shows a brief description of the Input, Data Type for the input data, Processing and
the Output that make up the proposed system based on each module listed above.
Module
Login
User
Input
Username
Data Type
Text
Processing
Verify if username
Output
Allow access if
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Admin
Hostel Admission
Room Details
Expenditure Details
Room Payment
Room allotment
Hostels Details
Password
Text
and password are

correct
username and
password are
correct/Deny access
if they are not correct
Allow access if
Admin username and
Admin password are
correct/Deny access
if they are not correct
Details of the new
student
Username
Password
Text
Text
Verify if Admin
username and Admin
password are correct
Admission Number
ID/Passport
First Name
Last Name
Sex
Date of Admission
Date of birth
Guardian
College/University
Year in College
Hostel name
Room Number
Room type
Sex
Amount
Room Capacity
Allocated
Expense
Date
Amount
Updater
Total Expense
Text
Text
Text
Text
Text
Date/Time
Date/Time
Text
Text
Number
Text
Text
Text
Text
Currency
Number
Number
Text
Date/Time
Currency
Text
Amount
Add the new student

to the database and
assign Admission
Number
Receipt Number
Full Names
Admission Number
Room type
Room Number
Hostel Name
Date of payment
Amount Expected
Amount Paid
Balance
Admission Number
ID/ Passport Number
First Name
Last Name
Sex
Date of Allotment
Hostel Nick Name
Room type
Room Number
Semester
Year in Institution
Text
Text
Text
Text
Text
Text
Date/Time
Currency
Currency
Currency
Text
Number
Text
Text
Text
Date
Text
Text
Text
Number
Number
Calculate the balance

Store the data in the
payment file
Show the details and

calculate the balance
of each student
Allots a room and

stores the data in the
room allotment file.
Reports of the rooms

allotted.
Hostel name
Hostel Nickname
Sex
Capacity
Room Number
Location
Text
Text
Text
Number
Text
Text

Hostels details file
Hostels details
Report
Adds a new room to

the database and
automatically assigns
room number
Details of the new

hostels and calculates
the number of
vacancy left.
Calculate Total
expenses
Details of the all

expenses.

expenditure file
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Report
Admission Number
Text
Search details of the

student whose
admission number
matches the one that
the user typed
Show reports of all
students
2.2 Development of a conceptual module

The proposed system comprises the following entities:
Admissions
Payments
Expenditures
Room Details
Room allotments
Hostel details
2.2.1 Entity Relationship Diagrams (ERD)
Student
Admission
Can be admitted
Can be done
One student can be admitted only once

Admission can be done to many students
Student
Payment
Can make
Can be made
Students can make more than one payment

Payment can be made by more than one student
Room
Students
Can be allotted to
Can allot
One room can be allotted many students

Many students can stay one room
Hostel
Expenses
Can have several

Can be
One hostel can have several expenses.

Several expenses one hostel
2.2.2 Admission, Payment, Expenditure, Allotment, Room and Hostel attributes
2.2.2.1 Admission Table attributes
Admission Number
ID/Passport
First Name
Last Name
Sex
Date of Admission
Date of birth
Guardian
College/University
Year in College
Details of the student

whose admission
number matches the
one that the user
typed
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2.2.2.2 Payment Table attributes

Receipt Number
Full Names
Admission Number
Room type
Room Number
2.2.2.3 Room Table attributes

Hostel name
Room Number
Room type
Sex
Amount
Room Capacity
Allocated
2.2.2.4 Expenditure Table attributes

Expense
Date
Amount
Updater
Total Expense
2.2.2.5 Hostels Table attributes
Hostel name
Hostel Nickname
Sex
Capacity
Room Number
Location
2.2.2.6 Room allotment Table attributes
Admission Number
ID/ Passport Number
First Name
Last Name
Sex
Date of Allotment
Hostel Nick Name
Room type
Room Number
Semester
Year in Institution
2.3 Input Content, Format and Validation
The following are tables in the database
TABLE 2.3.1 ADMISSION
Field Name
Data Type Description
Default Value
Size
AdmNo
ID/Passport
First name
Last name
Sex
Date of
admission
Date of birth
Guardian
Text
Number
Text
Text
Text
Date/Time
Admission Number
Identity card/Passport Number
First Name
Last Name
Sex
Date of Admission
8
10
18
22
25
Date/Time
Text
Date of Birth
Parents or Guardian phone number
4
1
College/Univ
Text
College or university
Primary
Key
Yes
No
No
No
No
No
Validation
No
No
Is Not Null
A or B
Is Not Null
No duplicate
Is Not Null
Is Not Null
Is Not Null
Is Not Null
Is Not Null
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ersity
Year in
college
Number
Field Name
Receipt Number
Full Names
Admission
Number
Room type
Room Number
Hostel name
Date of payment
The year in college of University

Data
Type
Text
Text
Text
TABLE 2.3.2 PAYMENT

Description
Default
Value
-
Receipt Number
First Name
Admission Number
Text
Text
Text
Room type
Room Number
Name of the Hostel
Date/Time
Date of Payment
TABLE 2.3.3 EXPENDITURE

Default Value
Size
8
Field Name
Expense
Data Type
Text
Description
Expense Incurred
Date
Amount
Update
Date/Time
Currency
Text
Total Expense
Integer
Date
Amount
Name of person updated the
expense
Overall expense
Size
Primary Key
Valida
8
6
6
Yes
No
No
Is Not
-
6
5
1
No
No
No
Is Not
Is not n
No
Is Not
Primary Key
Yes
5
3
3
Validation
No
duplicate
Is Not Null
-
Field Name
TABLE 2.3.3 ALLOTMENT

Data Type Description
AdmNo
Text
Admission Number
Primary
Key
Yes
ID/Passport
First name
Last name
Text
Text
Text
Identity card/Passport Number

First Name
Last name
10
18
22
No
No
No
No
duplicate
Is Not Null
Is Not Null
Is Not Null
Sex
Date of
allotment
Hostel nick
name
Room type
Text
Date/Time
Sex
Date of allotment
25
No
No
Is Not Null
Is Not Null
Text
Nick name given to a hostel
No
Is Not Null
Text
Room type
No
A or B
Is Not Null
Semester
Year in
Institution
Number
Semester
Year in Institution
Field Name
Data Type
Description
Size
Validation
Hostel Name
Text
Name of the hostel
Primary
Key
Yes
Room
Number
Room type
Sex
Text
Room Number
10
No
No
duplicate
Is Not Null
Text
Text
Type of the room

Sex
18
22
No
No
Is Not Null
Is Not Null
Amount
Room
capacity
Currency
Number
Amount paid
No of student s it can hold
25
No
No
Is Not Null
Is Not Null
Default Value
TABLE 2.3.3 ROOM DETAILS

Default Value
Size
Validation
14
Allocated
Number
Field Name
The number of students allocated

to a room
TABLE 2.3.3 HOSTEL DETAILS

Default Value
Size
No
Data
Type
Text
Description
Name of the hostel
Yes
Hostel
Nickname
Sex
Text
Nick name given to a hostel
10
No
Text
Sex
18
No
Capacity
Number
Number of students it can hold
22
No
Number of
Rooms
Location
Number
Number of rooms a hostel can hold
25
No
Text
Where hostel is located
Hostel Name
Primary Key
No
Is Not Null
Validatio
n
No
duplicate
Is Not
Null
Is Not
Null
Is Not
Null
Is Not
Null
Is Not
Null
2.4 Naming Convention

All table names are all written in capital letters and in bold, whereas the field names and the data types start with
a capital letter followed by small letters. When a field name has two words joined by an underscore sign, both
words start with capital letters.
In the primary key column, a YES means that the field is the primary key in the table while a NO means the
field is not the primary key.
2.5 Data Validation
Data entered in the system must be valid before saving it in the system
The following table shows data to be entered in the system and its validation rule.
Details
Admission Number
First name
Last Name
Contact
Expense
Room type
Stream
Date of Admission
Fees_paid
Date(of payment)
Validation Rule
Must not be null
No duplicates
Must not be null
Must not be null
Must not be null
Should not be null
Must not be null and
should be either Single or
Double
Must not be null and
should be either A or B
Must not be null
And should not be later than
current date
Must not be null
Must not be null
And should not be later than
current date
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2.6 OUTPUT
The proposed system will produce the following reports:
Payment Report-Reports showing payments details
Registration Report-Reports on the Hostel Admissions.
Room details Report- A report that will show all information about rooms
Hostels Report- This will show inform about the hostels e.g. capacity, name etc
Expenditure- This will show information about expenses incurred by the hostel
Allotment- Shows the number of free and occupied vacancy

Each report must have the Hostel name, name of the report, and date and page number.
2.6.1 Payment Report

This report will give the user payment details for all students. The details in the report will be: Admission
Number, Receipt No, Name, Room type, Room Number, Hostel Name, Date of Payment, Amount Expected,
Amount Paid and Balance.
The following diagram depicts a sample of the payment report
Nb: Balance is got after calculation
Room Payment report
UPPER HILL HOSTELS
(current date)
ROOM PAYMENT REPORT
Logo
Admission Number
Hostel Name
Receipt No
Date of Payment
Name
Amount Expected
Room type
Amount Paid
Room Number
Hostel
Registration report Balance
UPPER
(current date)
(Page
#) HILL HOSTELS
HOSTEL REGISTRATION REPORT
Logo
2.6.2 Admissions Report

Number
College
This report willAdmission
show details
of all the students
Registered in Hostel. The details to be displayed in the form
will be: Admission
Number,
First
Name, Last Name, Date of Birth, College, Date of
ID/Passport
NoID/Passport No,
Date
of Registration
Registration, Sex, Guardian and Year in college
First name
The following diagram
depicts a sample of Sex
the Admission report
Last name
Guardian
Date of Birth
Year in College
(Page #)
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2.6.3 Admission Report
2.6.3 Hostel Details Report

This report shows details about all the Hostels. The details to be displayed in the form will be:
Hostel Name, Hostel Nick name, Sex, Capacity, No of rooms and Location
The following diagram depicts a sample of the Hostel Details report
Hostel Details report
UPPER HILL HOSTELS
(current date)
HOSTEL DETAILS REPORT
Logo
Hostel Name
Hostel Nick Name
Sex
No of Rooms Location
Capacity
(Page #)
2.6.4 Expenditure report

2.6.4 Hostel expenditures report
This report will show details of expense incurred by the Hostel. The details to be displayed in the form will
be: Expense,
The following diagram depicts a sample of the Expenses report
Hostel Expenditure report
UPPER HILL HOSTELS
(current date)
HOSTEL EXPENDITURE REPORT
Logo
Expense
Date
Amount
Total
Updater
(Page #) Overall Total Expense= (Amount)

Prepared by: ___________________
2.6.5 Room
Details
Report
Hostel
Details
report
UPPER
HILL
(current
This report shows details aboutHOSTELS
the Room. The details
to be date)
displayed in the form will be:
HOSTEL
REPORT
Hostel Name, Room Number, Room
Type,DETAILS
Amount Per
Month, Capacity, Sex and Allocated.
The following diagram depicts a sample of the Room Details report
#)
Hostel Name (Page
Room
Number
Room Type
Amount per Month
Capacity
Sex
Allocate
d
17
2.6.2 Room allotment Report

This report will show Room allotted and by whom. The details to be displayed in the form will be:
Admission Number, ID/Passport No, First Name, Last Name, Date of Birth, College, Date of Registration,
Sex, Guardian and Year in college
The following diagram depicts a sample of the Admission report
Room allotment Report
UPPER HILL HOSTELS
(current date)
HOSTEL REGISTRATION REPORT
Logo
Admission Number
Last Name
Date of Allotment
ID/Passport No
Room Type
Sex
First name
Hostel Name
Semester
Last name
Hostel Nick Name
Year in College
(Page #)
2.7 The User Interface

The system will provide user interfaces that are simple and easy to use
1.7.1 User Sign-In Interface
The user will be required to enter a user name and a password of which upon successful login the user will be able
to access the system otherwise access will be denied.
Select activity
User Login
Select an activity
Username:
Add New Student

Password:
Make Payment
Ok
Cancel
Performance
2.7.2 Activities Interface
Update
This will be the first interface to appear after the user successfully logs in. The user will select one activity from
the list in order to perform any task. The following diagram shows the activities interface
Reports
Cancel
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2.7.3 Admission Interface

This interface will appear when the user is admitting a new student.
Add New Student

File Edit
Admission Number
Surname
Other Names
Contacts
Address
Date
Form
2.7.4 Payment Interface

Stream
The user will use this interface when recording payments made by the students.
Payment
Enter the followingExit

details
New
Save
Admission
Number
Admission
Form
Term
Amount Paid
Total
Balance
Calculate
Save
New
Payments
Exit
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2.7.5 Performance Interface

This interface will appear when a user selects the performance activity.
Performance
Enter the following details
Admission Number
CAT1 Average
Form
CAT2 Average
Stream
End Term Average
Exam
Grade
Total
Overall Grade
ListMarks
Average
Enter Marks
New
Save
Exit
Performance
2.7.6 Update Interface

This interface will be used when the user wants to make changes or view students records.
Update
File
Admission
Performance
Payment
Exit
Backup
Admission Records
Adm_No Surname Other_Names Contacts Address DateofAdmission Form
View
Edit
Exit
Admission Records
Stream
20
2.8 Chart showing overall system design
SPRING FIELD GIRLS SECONDARY SCHOOL

STUDENTS INFORMATION MANAGEMENT SYSTEM SYSTEM DESIGN FLOWCHART
Start
NO
NOO
Admission?
Payment?
Performance?
YES
YES
YES
Check all requirements

YES
Enter students details and amount paid
New Student?
No admission
YES
New student?
Enter students details and Scores
NO
NO
NO
Enter scores
Meets all requirements?
YES
Enter amount paid

Enter students details
Verify if data is valid
Calculations
Calculations
NO
All data is valid?
YES
Admission File
Payment File
Stop
Performance file
21
2.8.1 Flowchart key
Rounded rectangle- Shows start / stop
Decision-used where there are two choices to make (Has two options yes or no).
Manual operation-Indicates that there is manual work to be done while using the system.
Manual input-A user must input data manually. For example, key in data from the keyboard
Process-Shows verification and execution/transformation of data in the system
Data store-Shows a storage file for storing/stored data in the system.
Document-in this case it shows a document from the manual operation to show there is no
admission.
Data flow -Shows the flow and direction of data in the system .the arrow head shows the
destination
of the data.
2.8.2 Flowchart Algorithm
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Start
If activity is admission, then go to step 5.
If activity is payment, then go to step 12.
If activity is performance, then go to step 16.
Check if a student meets all requirements(Manually)
if student meets all requirements, then go to step 8
If student does not meet all requirements, No admission.
Enter student details.
Verify if entered data is valid.
If data entered is not valid, then go back to step 8
File student details (if student details are valid).
If payment is for a new student, go to step 14.
Enter amount paid (if payment is not for a new student), go to step 15.
Enter student details(if payment is for a new student)
Calculations(Calculate fee balance)
File student payments details in the payment file.
If performance is for a new student, then go to step 19.
18.
19.
20.
21.
22.
Enter performance details (if performance is not for a new student), go to step 20
Enter student and performance details (if performance is for a new student).
Calculations(Calculate total, average and grade)
file student performance details in the performance file
Stop
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2.9 Module Design and Specification

Modules in the proposed system (Listed in no. 1.1)
i.
User Sign-in Module
ii.
Admission student Module
iii.
Payment Module
iv.
Performance Module
v.
Update Module
vi.
Report Module
2.9.1 User Sign-in Module
This module will allow user to access the proposed system due to security reasons.
It will be the first interface after the user opens the proposed system.
Pseudo code
User opens the proposed system
User types a username and password
Click ok to sign in, user can click cancel to exit the system
If username and password does not match the ones stored in the database a message is displayed to show
that the username or/and password are incorrect and user should retry.
If there is a match in the database, user is allowed access to the proposed system
2.9.2 Admission Module

This module will be used to add a new student details in the proposed systems database. The module will have a
simple user interface where the user will be required to enter the students Surname, Other Names, Contacts,
Address, Date, Form, admission number and the stream which the user must assign.
Pseudo code
User assigns admission number and enters the required data (details)
User saves the new records
If user violates any validation rule a message is displayed to show the error
If user clicks new, empty fields are displayed to enter new students details
User can navigate through the saved records using the data control
Click exit to close the admission window
2.9.3 Payment Module

This module will be used to record a payment done by the student.
Pseudo code
*User enters admission number and amount of fee paid
User clicks calculate to calculate the balance.
User clicks save to add the new payment into the database
2.9.4 Update Module

This module will be used to view and edit student records. This module will also provide the user with an option
of backing up data and adding a username.
Pseudo code
User selects update from the activities window
User selects what he/she wants to do from the tabs
User can print records inform of a table

Exit the module
23
2.9.5 Report module

This module will be used to view reports of all students. There will be three different reports; admission,
Payments and performance
Pseudo code
User selects reports from the activities windows
User selects which report to view
A report is displayed on the screen depending on user selection
User can print the report
Exit report module
2.10 Security and Backup Design
When a user wants to use the proposed system he/she will be required to log in with a valid username and
password, otherwise, access to the system will be denied. This will be for security reasons to shun people with
malicious intention from accessing the system.
***The system will provide an option backup to backup data. The backup will be done once in a week, where it
will be saved on a compact disk incase the computer fails to function. This type of backup will allow the user to
restore back the system as per the last time the backup was done.
2.11 Design of a test strategy
i. Logical testing
The system will be tested using the logical operators (And/Or) relating to the data it should accept and
store in its database.
ii. Functional testing
This type of testing will be done to all modules separately to test if it gives out the expected
output/results as per the system design.
iii. System testing
System testing will be done to the system as a whole to test if the proposed system meets users
requirements and its objectives. Module compatibility will also be tested in system testing.
iv. Recovery testing
This type of testing will test how well and fast the system recovers from crashes, hardware failures or other
problems.
v. User acceptance testing
In this type of testing the users will be allowed to use the system for sometime to test if the system meets
his/her requirements. If the users approve the system then the system will be implemented.
2.12 Requirements of the Design phase
Login.Frm
Admission.frm
Performance.frm
Payment.frm
Activities.frm
Admission.dsr
Performance.dsr
Payment.dsr
3. CODING AND DEBUGGING

3.1 Login.frm
Private Sub Form_Load()
'set visisbility properties to false
FrmUpdate.AdoConnect.Visible = False
24
AdoLogin.Visible = False
End Sub
Private Sub cmdOK_Click()
On Error GoTo 41:
'Select a username and password that matches the ones in the textboxes from the database
AdoLogin.RecordSource = "SELECT * FROM Login WHERE UserName='" +
TxtUserName.Text + "'"
AdoLogin.Refresh
If (AdoLogin.Recordset.EOF = False) Then
If (txtPassword.Text = AdoLogin.Recordset.Fields("Password")) Then
MsgBox "Login success", , "Feedback " 'if there is a username and password match
Unload Me
FrmSelectActivity.Show
Else
MsgBox "Invalid Password", , "Feedback " 'if there is no password match
txtPassword = ""
txtPassword.SetFocus
End If
Else
MsgBox "Invalid username", , "Feedback " 'if there is no password match
TxtUserName = ""
txtPassword = ""
TxtUserName.SetFocus
End If
Exit Sub
41:
MsgBox "Error No.""" & Err.Number & vbNewLine & Err.Description, vbCritical, "Error"
End Sub
Private Sub cmdCancel_Click()
End
End Sub
3.2 Admission.frm
Private Sub CmdSave_Click()
On Error GoTo 1
'Set text boxes to add data to the fields in the database
AdoView.Recordset.Fields("Adm_No") = TxtAdmNo.Text
AdoView.Recordset.Fields("Surname") = TxtSurname.Text
AdoView.Recordset.Fields("Other_Names") = TxtOther.Text
AdoView.Recordset.Fields("Contacts") = TxtContacts.Text
AdoView.Recordset.Fields("Address") = TxtAddress.Text
AdoView.Recordset.Fields("Stream") = CboStream.Text
AdoView.Recordset.Fields("Form") = CboForm.Text
AdoView.Recordset.Fields("DateofAdmission") = TxtDate.Text
AdoView.Recordset.Update
MsgBox "Record Saved", , "Response"
Exit Sub
1:
End Sub
Private Sub MnuSave_Click()
25
On Error GoTo 2
'Set text boxes to add data to the fields in the database
AdoView.Recordset.Fields("Adm_No") = TxtAdmNo.Text
AdoView.Recordset.Fields("Surname") = TxtSurname.Text
Exit Sub
2:
End Sub
Private Sub CmdNew_Click()
On Error GoTo 3:
'add a new Record to the recordset
AdoView.Recordset.AddNew
TxtAdmNo.SetFocus 'set focus to the Admission Number textbox
TxtAdmNo = "SPR000"
TxtAddress = "P.o.Box"
'Set the default Value of the admission number to SPR000
Exit Sub:
3:
End Sub
Private Sub MnuNew_Click()
On Error GoTo 4:
'add a new Record to the recordset
TxtAdmNo.SetFocus 'set focus to the Admission Number textbox
TxtAdmNo = "SPR000" 'Set the default Value of the admission number to SPR000
Exit Sub
4:
End Sub
Private Sub MnuDelete_Click()
On Error GoTo 5:
'Delete a record from the recordset
With AdoView.Recordset
.Delete
.MoveNext
If .EOF Then
.MovePrevious
If .BOF Then
MsgBox "the record set is empty", , "No records"
End If
End If
End With
Exit Sub
5:
26
End Sub
Private Sub CmdExit_Click()
'Hide admission Form
Unload Me
'Show the select activiivy Form
End Sub
Private Sub MnuExit_Click()
'Hide admission Form
Me.Hide
'Show the select activiivy Form
End Sub
Private Sub CmdExt_Click()
'Hide admission form
Me.Hide
End Sub
3.3 Payment.frm
Private Sub CmdCalculate_Click()
On Error GoTo 31:
'declaring variables
Dim total As Integer
Dim balance As Integer
Dim paid As Integer
Dim message As String
Dim Form1 As String
Dim term As String
Dim bal1, bal2, bal3, totalFee As Currency
'variable initialization
Form1 = CboForm.Text
term = CboTerm.Text
paid = TxtFeePaid.Text
TxtBal1 = balance
'Calculations
If Form1 = "One" Or Form1 = "Two" Then 'And term = "1" Then
If term = "1" Then
total = 12500
totalFee = total + bal3
balance = total - paid
bal1 = totalFee - paid
TxtTotal.Text = total
TxtBal.Text = balance
TxtBal1.Text = bal1
Else
If term = "2" Then
bal1 = TxtBal.Text
total = 13000
27
TxtBal2.Text = bal2
Else
If term = "3" Then
bal2 = TxtBal2.Text
total = 11000
TxtBal3.Text = bal3
TxtBal2.Text = 0
Else
MsgBox "Term or Form not valid"
End If
End If
End If
End If
'End If
If Form1 = "Three" Or Form1 = "Four" And term = "1" Then
If term = "1" Then
total = 13500
TxtBal1.Text = bal1
Else
If term = "2" Then
bal2 = TxtBal1.Text
total = 14000
TxtBal2.Text = bal2
Else
If term = "3" Then
bal2 = TxtBal1.Text
total = 12000
TxtBal3.Text = bal3
TxtBal2.Text = 0
Else
MsgBox "Term or Form not valid"
28
End If
End If
End If
End If
Exit Sub
31:
MsgBox "Error #" & Err.Number & vbNewLine & Err.Description, vbCritical, "error"
End Sub
'hide form
FrmPayment.Hide
End Sub
On Error GoTo 32:
'add new record
AdoPayment.Recordset.AddNew
TxtAdmNo.SetFocus
TxtAdmNo = "SPR000"
TxtBal1.Text = 0
TxtBal2.Text = 0
TxtBal3.Text = 0
Exit Sub
32:
End Sub
On Error GoTo 33:
'Save New record
AdoPayment.Recordset.Fields("Adm_No") = TxtAdmNo.Text
AdoPayment.Recordset.Fields("Fees_Paid") = TxtFeePaid.Text
AdoPayment.Recordset.Fields("Form") = CboForm.Text
AdoPayment.Recordset.Fields("Date") = TxtDate.Text
AdoPayment.Recordset.Fields("Total") = TxtTotal.Text
AdoPayment.Recordset.Fields("Balance") = TxtBal.Text
AdoPayment.Recordset.Fields("BalTerm1") = TxtBal1.Text
AdoPayment.Recordset.Update
Exit Sub
33:
End Sub
Private Sub MnuSave_Click()
AdoPayment.Recordset.Fields("Adm_No") = TxtAdmNo.Text
AdoPayment.Recordset.Fields("Fees_Paid") = TxtFeePaid.Text
AdoPayment.Recordset.Fields("Form") = CboForm.Text
AdoPayment.Recordset.Fields("Date") = TxtDate.Text
AdoPayment.Recordset.Fields("Total") = TxtTotal.Text
29
AdoPayment.Recordset.Fields("Balance") = TxtBal.Text
AdoPayment.Recordset.Update
End Sub
3.4 Performance.frm
Option Explicit 'general declaration
'Dim term As Integer
'Dim CAT1 As String
'Dim CAT2 As String
'Dim Endterm As Integer
Private Sub CmdMarks_Click()
On Error GoTo 123:
'declaring variables
Dim Marks() As Integer
Dim Counter As Integer
Dim Grade As String
Dim Average As String
Dim message As String
Dim total, TotalAvg As Integer
Dim Form1 As String
Dim exam As String
Dim term As Integer
Dim CAT1 As Integer
Dim CAT2 As Integer
Dim Endterm As Integer
Dim OverallGrade As String
'initialization
total = 0
Form1 = CboForm.Text
'calculations
If Form1 = "One" Or Form1 = "Two" Then
ReDim Marks(11)
For Counter = 1 To 11
Marks(Counter) = InputBox("Enter Marks", "Marks Prompt")
ListMarks.AddItem Marks(Counter)
total = total + Marks(Counter)
Average = total / Counter
TxtAverage.Text = Average
Next
'Assigning grades
If Average <= 25 Then
Grade = "E"
Else
Grade = "D-"
Else
Grade = "D"
Else
30
Grade = "D+"
Else
Grade = "C-"
Else
Grade = "C"
Else
Grade = "C+"
Else
Grade = "B-"
Else
Grade = "B"
Else
Grade = "B+"
Else
Grade = "A-"
'Else
'If Average <= 85 Then
Else
Grade = "A"
End If
End If
End If
End If
End If
End If
End If
End If
End If
End If
End If
'End If
TxtGrade.Text = Grade 'Display grade in a text box
Else
If Form1 = "Three" Or Form1 = "Four" Then
ReDim Marks(7)
For Counter = 1 To 7
Marks(Counter) = InputBox("Enter Marks", "Marks Prompt")
ListMarks.AddItem Marks(Counter)
total = total + Marks(Counter)
TxtTotal = total
TxtTotal = Str(total)
Average = total / Counter
TxtAverage.Text = Average 'Display average in a text box
Next
'Assigning grades
Grade = "E"
31
Else
Grade = "D-"
Else
Grade = "D"
Else
Grade = "D+"
Else
Grade = "C-"
Else
Grade = "C"
Else
Grade = "C+"
Else
Grade = "B-"
Else
Grade = "B"
Else
Grade = "B+"
Else
Grade = "A-"
'Else
'If Average <= 85 Then
Else
Grade = "A"
End If
End If
End If
End If
End If
End If
End If
End If
End If
End If
End If
'End If
TxtGrade.Text = Grade 'Display grade in a text box
Else 'if a user enters an invalid form
MsgBox "Invalid form", , "Error"
End If
End If
'calculation to assign overall grade
exam = CboExam.Text 'Get exam name from the combo box
If exam = "CAT1" Then
TxtCat1.Text = Average
32
Else
If exam = "CAT2" Then
TxtCat2.Text = Average
Else
If exam = "Endterm" Then
TxtEnd = Average
'End If
'initialization of variables for overall grade calculation
Endterm = TxtEnd.Text
CAT1 = TxtCat1.Text
CAT2 = TxtCat2.Text
TotalAvg = (CAT1 + CAT2 + Endterm) / 3
'Assigning grades
Text1.Text = TotalAvg
If TotalAvg <= 25 Then
OverallGrade = "E"
Else
OverallGrade = "D-"
Else
OverallGrade = "D"
Else
OverallGrade = "D+"
Else
OverallGrade = "C-"
Else
OverallGrade = "C"
Else
OverallGrade = "C+"
Else
OverallGrade = "B-"
Else
OverallGrade = "B"
Else
OverallGrade = "B+"
Else
OverallGrade = "A-"
Else
'If TotalAvg <= 85 Then
OverallGrade = "A"
End If
End If
End If
End If
End If
33
End If
End If
End If
End If
End If
End If
End If
End If
End If
TxtOverallGrade.Text = OverallGrade
Exit Sub
123:
End Sub
On Error GoTo 121:
'Add a new reord
AdoPerformance.Recordset.AddNew
TxtAdmNo.SetFocus
TxtAdmNo = "SPR000"
TxtCat1.Text = 0
TxtCat2.Text = 0
TxtEnd.Text = 0
Exit Sub
121:
End Sub

On Error GoTo 124:
'Save records
AdoPerformance.Recordset.Fields("Adm_No") = TxtAdmNo.Text
AdoPerformance.Recordset.Fields("Total") = TxtTotal.Text
AdoPerformance.Recordset.Fields("CAT1") = TxtCat1.Text
AdoPerformance.Recordset.Fields("CAT2") = TxtCat2.Text
AdoPerformance.Recordset.Fields("End_Term") = TxtEnd.Text
AdoPerformance.Recordset.Fields("Form") = CboForm.Text
AdoPerformance.Recordset.Update
MsgBox ("Record Saved")
Exit Sub
124:
End Sub
FrmPerformance.Hide
End Sub
3.5 Update.frm
Private Sub Form_Load()
'set Ado controls and Data Grid visibility property
'to false during form load
DtaGridAdm.Visible = False
34
AdoAdm.Visible = False
DtaGridPerf.Visible = False
AdoPerf.Visible = False
DataGridPay.Visible = False
AdoPay.Visible = False
AdoConnect.Visible = False
CmdExitPrint.Visible = False
CmdExitPrintPerf.Visible = False
CmdExitPrintPay.Visible = False
LblUsername.Visible = False
LblPassword.Visible = False
txtPassword.Visible = False
txtUsername.Visible = False
CmdAdd.Visible = False
End Sub
On Error GoTo 11:
'save records
TxtAdmNo.SetFocus
Exit Sub
11:
End Sub
Private Sub CmdAdd_Click()
On Error GoTo 14:
'Add a username in the database
If txtUsername.Text = "" Then
MsgBox "Username must not be null", , "Feedback"
Else
AdoConnect.Recordset.AddNew
AdoConnect.Recordset.Fields("UserName") = txtUsername.Text
AdoConnect.Recordset.Fields("Password") = txtUsername.Text
txtUsername = ""
txtPassword = ""
txtUsername.SetFocus
End If
Exit Sub
14:
End Sub
Private Sub CmdExitPrint_Click()
'Exit Print command
CmdView.Visible = True
CmdEdit.Visible = True
CmdExit.Visible = True
35
AdoAdm.Visible = True
CmdExitPrint.Visible = False
End Sub
Private Sub CmdExitPrintPay_Click()
CmdViewPay.Visible = True
CmdEditPay.Visible = True
CmdExitPay.Visible = True
AdoPay.Visible = True
CmdExitPrintPay.Visible = False
End Sub
Private Sub CmdExitPrintPerf_Click()
CmdViewPerf.Visible = True
CmdEditPerf.Visible = True
CmdExitPerf.Visible = True
AdoPerf.Visible = True
CmdExitPrintPerf.Visible = False
End Sub
Private Sub CmdView_Click()
On Error GoTo 17:
'set Ado control and Data Grid properties
'to true when command view is clicked
DtaGridAdm.Visible = True
AdoAdm.Visible = True
'setting the ado record source
AdoAdm.RecordSource = "select * FROM ADMISSION"
AdoAdm.Refresh
DtaGridAdm.AllowUpdate = False
DtaGridAdm.AllowDelete = False
Exit Sub
17:
End Sub
Private Sub CmdViewPay_Click()
On Error GoTo 20:
DataGridPay.Visible = True
AdoPay.Visible = True
AdoPay.RecordSource = "select * FROM PAYMENT"
AdoPay.Refresh
DataGridPay.AllowUpdate = False
DataGridPay.AllowDelete = False
Exit Sub
20:
End Sub
Private Sub CmdViewPerf_Click()
On Error GoTo 18:
DtaGridAdm.Visible = True
DtaGridPerf.Visible = True
AdoPerf.RecordSource = "select * FROM PERFORMANCE"
DtaGridPerf.AllowUpdate = True
DtaGridPerf.AllowDelete = False
36
AdoPerf.Refresh
Exit Sub
18:
End Sub
FrmUpdate.Hide
End Sub
Private Sub CmdEditPerf_Click()
On Error GoTo 19:
DataGridPerf.Visible = True
AdoPerf.RecordSource = "select * FROM PERFORMANCE"
DataGridPerf.AllowUpdate = True
DataGridPerf.AllowDelete = False
AdoPerf.Refresh
Exit Sub
19:
End Sub
Private Sub CmdExitPerf_Click()
FrmUpdate.Hide
End Sub
Private Sub CmdEditPay_Click()
On Error GoTo 21:
DataGridPay.Visible = True
AdoPay.RecordSource = "select * FROM PAYMENT"
DataGridPay.AllowUpdate = True
DataGridPay.AllowDelete = False
AdoPay.Refresh
Exit Sub
21:
End Sub
Private Sub CmdExitPay_Click()
FrmUpdate.Hide
End Sub
Private Sub CmdBackupExit_Click()
FrmUpdate.Hide
End Sub
Private Sub CmdBackUp_Click()
On Error GoTo 15:
Dim FPath As String
FPath = Environ("windir") & "\system32\ntbackup.exe"
Shell "" & FPath & ""
Exit Sub
15:
37
MsgBox "Error No.""" & Err.Number & vbNewLine & Err.Description, vbCritical, "Print Error"
End Sub
Private Sub MnuAddusername_Click()
On Error GoTo 12
LblUsername.Visible = True
LblPassword.Visible = True
txtPassword.Visible = True
txtUsername.Visible = True
CmdAdd.Visible = True
AdoConnect.Recordset.AddNew
CmdBackUp.Visible = False
Exit Sub
12:
End Sub
Private Sub MnuBackup_Click()
On Error GoTo 15:
AdoConnect.Visible = False
LblUsername.Visible = False
LblPassword.Visible = False
txtPassword.Visible = False
txtUsername.Visible = False
CmdAdd.Visible = False
Dim FPath As String
FPath = Environ("windir") & "\system32\ntbackup.exe"
Shell "" & FPath & ""
Exit Sub
15:
MsgBox "Error No.""" & Err.Number & vbNewLine & Err.Description, vbCritical, "Print Error"
End Sub
FrmUpdate.Hide
End Sub
Private Sub MnuPrint_Click()
On Error GoTo 13:
'set visibility property to either true or false
'menu for printing
CmdView.Visible = False
CmdEdit.Visible = False
CmdExit.Visible = False
AdoAdm.Visible = False
CmdExitPrint.Visible = True
CmdViewPerf.Visible = False
CmdEditPerf.Visible = False
CmdExitPerf.Visible = False
AdoPerf.Visible = False
CmdExitPrintPerf.Visible = True
CmdViewPay.Visible = False
38
CmdEditPay.Visible = False
CmdExitPay.Visible = False
AdoPay.Visible = False
CmdExitPrintPay.Visible = True
Call PrintForm
Printer.EndDoc
Exit Sub
13:
End Sub
3.6 Activities.frm
Private Sub CmdAdd_Click()
FrmSelectActivity.Hide
frmAdd.Show
End Sub
End
End Sub
Private Sub CmdNewStud_Click()
FrmAdmission.Show
End Sub
Private Sub CmdPay_Click()
FrmPayment.Show
End Sub
Private Sub CmdPerf_Click()
FrmPerformance.Show
End Sub
Private Sub CmdPmt_Click()
FrmPayment.Show
End Sub
Private Sub CmdReports_Click()
frmreportinterface.Show
End Sub
Private Sub CmdUpdate_Click()
FrmUpdate.Show
End Sub
Private Sub Form_Activate()
39
'frmLogin.Show vbModal
End Sub
3.7 MDIform.frm
Private Sub CmdReports_Click()
End Sub
Private Sub MDIForm_Load()
FrmUpdate.Hide
End Sub
Private Sub MnuAdm_Click()
FrmAdmission.Show
End Sub
End
End Sub
Private Sub MnuPay_Click()
FrmPayment.Show
End Sub
Private Sub MnuPerf_Click()
FrmPerformance.Show
End Sub
Private Sub MnuReports_Click()
End Sub
Private Sub MnuUpdate_Click()
FrmUpdate.Show
End Sub
Private Sub Update_Click()
FrmUpdate.Show
End Sub
4.0 OUTPUT FROM THE PROPOSED SYSTEM

4.1 Output screenshots with test data on them during testing
4.1.1 Login.frm
This shows the log in form with test data used when a user wants to access the system
40
4.1.2 Admission.frm
Shows personal data entered for a new student during admission.
4.1.3 Payment.frm
41
4.1.4 Performance.frm
4.1.5 Update.frm
4.1.5.1 View and edit admission records
Shows data in form of a table when the user want to view or edit the admission records
42
4.1.5.2 View & edit performance records
4.1.5.3 View & edit payment records
43
4.1.6 Activities.frm
44
4.1.7 Admission.rpt
45
4.1.7 Payment.rpt
46
4.1.8 Performance.rpt
47
5. USER MANUAL
5.1. INSTALLATION
Insert the compact disk that contains the program Open the folder, locate setup.exe and follow the
wizard.
1. User Manual
1.1Admission
1. Click home from the bar below the menu bar
2. Enter admission number. Increment it by one depending on the previous record. e.g if the
previous admission number is SPR0001,you should increment this by one and enter the
new admission number as SPR0002
3. Select Add new from the form or select from the file menu.
4. Fill in all the details in the form. All textboxes should contain relevant information. E.g. the
address field should contain data In this format .P.o Box 12, Nairobi.
5. Select form and term from the listed in the drop down menu.
48
6. Click save to add new students records to the database. If you enter data that is invalid
you will receive n error message. Check each values status else you will receive message
Record saved.
7. Click a
8. Add if you have another student details to record
9. Click exit if there is no other admission to be entered
NB: All textboxes should contain data. If a text box is empty you will receive an error requesting
you to check each status value.
5.2 RECORDING A PAYMENT
1. Click home from the bar below the menu bar or select payment form from the edit menu.
2. Select payment from the form or select from the edit menu.
3. If you are recording a new students payment click new. Enter the admission number ,term,
form date and amount paid
4. Click calculate to calculate the fee balance.
5. If the student is not new, enter term, form and fee paid.
6. Click save to update the record otherwise the records will not be saved. If the record is
successfully saved you will receive a message Record saved
NB: Navigate through the records using the diagram below the new save and exit buttons.
Moves record to next,
moves record to previous,
moves to the first record and
Moves to the last record.
5.3 RECORDING A PERFORMANCE
1. Click home from the bar below the menu bar or select performance form from the edit
menu.
2. Select performance from the form or select from the edit menu, or from the bar under the
menu bar
3. If performance is for a new student click new, enter Admission number, Exam, term and
form.
4. Click enter marks and enter the marks according to the prompt message
5. The total, average and grade will appear after entering the marks.
6. Click save.
7. Click save to update the record otherwise the records will not be saved. If the record is
successfully saved you will receive a message Record saved
8. If performance is not for a new student, navigate through the records until you reach the
records of the student you want to record performance for. Enter form, term then click enter
marks.
9. Click save.
49
NB: All exam scores are recorded as average
5.4 UPDATING RECORDS
1. Click update from the bar below the menu bar or click home then select update.
2. There are 4 tabs on the update form admission, payment performance and backup.
3. There are three buttons on each tab. View for viewing record s only, edit for changing records
and exit to exit the update form
4. Records are presented in a table format.
5. if you wish to print the form select print from the file menu.
5.5 Adding A Username
1. From the update form, select backup
2. Click add username from the edit menu
3. Enter username
4. And password in the text boxes then click add button
5.6 CREATING REPORTS
1. Select reports from the bar below the menu bar
2. Select the report you want to create
3. You can print the report using the printer icon on the top left hand corner.
4. Close the report
5.7 CREATING BACK UP/RESTORING FILES
Backup
1. From the update form select backup on the tab
2. A Wizard will appear on the screen
3. Follow the wizard. If you are backing data
Select backup files and settings, next.
Select let me choose what to backup next.
Locate the student information system, then tick it on it
Click browse to select the compact disk.
RESTORE
From the compact disk open the file you had last saved. Follow the wizard
50
6. APPENDICES
6.1. INTERVIEW QUESTIONS AND QUESTIONNAIRE
6. 1.1 Interview Questions
6.1.1.1. Interview Questions the school Principal
1.
2.
3.
4.
5.
6.
7.
Do you think that the proposed system will meet all your expectations?
What output would you want the system to produce?
Will you be reviewing the students records? If yes how often?
Have you ever tried to computerize your manual system before?
Do you have any computer skills?
How often would you want the proposed system to create backups?
When do you want to change from the manual system to a computerized system?
6.1.1.2 Interview Questions the school Accountant

1.
2.
3.
4.
How long does it take to record a payment made by one student using the current system?
Do you think that the proposed system will minimize errors in your records?
What attributes would you like to be used in the payments records?
Do you have any computer skills?
Interview Questions the school Secretary
1. Do you think that the proposed system will minimize paper work in your office?
2. If security is to be incorporated in the proposed system, do you think that it will
improve the level of confidentiality in your records?
3. What attributes would you like to be used in the admission and performance
records?
4. What reports would you like the proposed system to produce?
5. Do you have any computer skills?
6.2 Questionnaire
Introduction
This document will be used to capture your views and comments regarding the proposed
system. It also gives out a clear view of the requirements that are needed for the development
of your schools computerized system.
Please make sure you answer all the questions and forward the filled document to me.
1. What features would you like to be incorporated in the proposed system?
2. How can you describe the current systems effectiveness and efficiency of students records?
51
3. What output would you want the system to produce?
4. Do you think that the proposed system will meet all your expectations?
Yes
No
5. How often would you like to create backups for your records?
6. Mention the attributes you would like to use in the system.
7. List down the reasons for changing from a manual system to a computerized system.
6.3 Analysis report References

1. Computer Studies (Form Three) by Stephen Mburu & Geoffrey Chemwa
2. en.wikipedia.org/wiki/Non-Functional-Requirements
3. www.cs.toronto.edu/~jm/340s/slides2/requA.pdf
Date created 30th.Dec.2011
Author Loise N.Ndungu CTP/446

Hostel Management Project Report CTP 6077

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1

1. SYSTEM ANALYSIS REPORT

2.2 FUNCTIONAL REQUIREMENT SPECIFICATION

2.2.4 FILE/DATA STORES

ID/ Passport Number

Hostel Nick Name

Access to the system will only be allowed to persons with permission

All interfaces should be completely understood, so that the system

A lot of space is needed

2.8 USERS OF THE NEW SYSTEM

Accountant- For recording payments made by students.

Hostels Secretary-Will use the system for adding new hostels,

Director-Create new users as admin and oversee all records of the

Overall system design

Development of a conceptual model

Input content, format and validation

The user interface

Charts showing the overall system design

Module design and specification

Security and backup design

Design of a test strategy

and password are

Add the new student

Calculate the balance

Show the details and

Allots a room and

Reports of the rooms

Store the data in the

Adds a new room to

Details of the new

Details of the all

Store the data in the

Search details of the

2.2 Development of a conceptual module

One student can be admitted only once

Students can make more than one payment

One room can be allotted many students

Can have several

One hostel can have several expenses.

Details of the student

2.2.2.2 Payment Table attributes

2.2.2.3 Room Table attributes

2.2.2.4 Expenditure Table attributes

The year in college of University

TABLE 2.3.2 PAYMENT

TABLE 2.3.3 EXPENDITURE

TABLE 2.3.3 ALLOTMENT

Identity card/Passport Number

Nick name given to a hostel

Name of the hostel

Type of the room

TABLE 2.3.3 ROOM DETAILS

The number of students allocated

TABLE 2.3.3 HOSTEL DETAILS

Name of the hostel

Nick name given to a hostel

Number of students it can hold

Number of rooms a hostel can hold

Where hostel is located

2.4 Naming Convention

Payment Report-Reports showing payments details

Registration Report-Reports on the Hostel Admissions.