1.

Introduction
Dormitory service and department placement are types of service that needs for the students. So
our project concerned about this dormitory and department placement service. Basically,
universities give dormitory and department placement service, During giving this service there is
a lot of problems occur in assigning dorm and place department manually and since Arsi
University is a new university we thought that the problem will be high comparing to old ones,
so in order to minimize (eliminate) this problem we are initiating to develop our project on
dormitory system for Arsi university by using computerized system.

2. Background
Arsi University is one of the youngest higher education institutions in Ethiopia in Oromo
Regional State which is 150 km far from Addis Ababa and established in 2014 by council of
ministers. Before it become an independent university it was a branch campus of Adama science
and technology university with two schools previously known as school of health and hospital,
and school of agriculture at Asella city. Both schools have history before they came together and
get legal personality as one institution.
Currently Arsi university has five colleges, one school, one institution and one academy: The
names of these colleges are stated as follow: college of business and economics, college of health
sciences, college of social of science and humanities, college of Agriculture and environment
science, college of educational management and behavioral science , school of law, Institute of
bio technology and sport Academy.
The above colleges and schools have their own programs and departments with their all details.
The colleges are found within the four campuses of university located in different areas.
Accordingly two campuses found in Asella city, one in Bokoji town and the, other one is in
Adama City.
In the university there are different management activities were performed. Among two those the
main service which provides the university to the student is Students Dormitory Management
and Department Placement can be taken as an example .In this processes there is problem
associated with the dormitory management and department placement. So we the project team
members are initiated for this project to identify and analysis those problems and to put possible
solutions.

.
Page 1

3. Statement of the problem

Currently, Arsi university dormitory management and department placement system uses manual
approach. To process the operation first the ministry of education sends all the information to the
registrar bureau and gives to the student affairs (dormitory) and to the dinning office. After
taking the list, they assigned students to each block and room. At that time they face different
problems during operating their tasks. Working by paper based i.e. manual system is not only
affecting the management members, rather it also for student during viewing of their dormitory
information and department placement. Some of those problems are: Data duplication and Time consuming.
Require more human power to assign the students the dorm and replace the department to
the student
Management inflexibility

4. Objective of the Project

4.1.

General Objective

The main objective of this project is to develop a new Web Based Dormitory Management and
dorm placement System which solves the above mentioned problems with the existing system.
This is achieved by designing a web based application program that will change the actual
manual processing into a computerized environment.

4.2.

Specific Objective

In order to achieve the main objective, we have the following specific objectives:
Developing user friendly interface.
To keep the overall records associated with the dormitory and student department
information in a permanent database.
To minimize the work load of the employees and students.
To assign the dorm and department placement to the students without any fault.
To develop effective and efficient file management system(database)
To apply the best possible security technique to achieve security service

5. Scope of the Project

Since Arsi University dormitory management and department placement performs its basic tasks
manually, the scope of this project is to develop and implement a new web based Dormitory
Management and department placement system which will avoid the problems associated with
the manual processing.
The proposed system includes: Create users
Tracing of records for update, delete, save and add
Generate report
Record confirmation on update and delete
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 Department placement
Enable students view their dormitory and department information easily and
To overcome problem quickly in manual dormitory allocation of students and
department placement
Providing reliable and fast services for the system beneficiaries
Reducing the time delayed for services
Familiars the people with technology
Provid4e transparency in work flow

6. Significance of the project

The new online dormitory management and department allocation system is highly reliable, easy,
fast and consistent and will play a crucial role for reliable service for students, employees, and
for the management of the university. The significance of the system includes:
To minimize time and efforts needed to perform tasks.
To make tasks simple and efficient in every aspects.
To manage the students and building information.
To manage the department and student interaction information
Providing a well-organized and guaranteed record keeping system with minimum space and
effort need.
To enable the university to get acceptance in the outside community.
Developing students effective communication with the university.
After developing our project it will have great significance:
For the university: The university gets better audience and reduces:
Work load
Time and
Cost
For Proctors, registrar, social services and other administrative officials: they can access
dormitory and department placement information easily.
For the students: The students can view their dormitory and department placement information
easily and timely
For the developers: We are developers of this project, so that from this project, we get enough
knowledge and experience how to develop such types of projects.

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7. Methodology
7.1.

Data gathering Technique

The data collection instruments used to gather accurate information about the existing system
and the requirements for the new system.
To get a precise data, the team member will use the following data collection techniques.
These are: Primary Data Collection Method
A. Interview: - to get the basic information and background information about the existing
management system, the team members will interview registrar, social services and some
students about the services, and the problems associated with that environment.
B. Direct observation: even though interview is very important to gather information,
direct observation is simple and the 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 registrar office, social service have work load so, they cannot able
to answer/give information what we ask. So we will prepare some sample questions to
get precise information.
Secondary Data Collection Method
D. Existing document (Document analysis): 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.

7.2.

System analysis and Design Methodology

We decide to use object-oriented methodology instead of procedural approach, because it is

more acceptable due to its great advantage of Polymorphism, Abstraction, Encapsulation,
inheritance, Hierarchy, etc. and it will;

7.3.

Increased Extensibility
Increased Reusability
Improved Quality
have Lesser maintenance cost and burden
Have Less complexity
Increased chance of project success.

System Development tools

We are going use a laptop as hardware requirements and as software requirements we will use
PHP programming language; Because PHP is more preferable to develop web based application.
7.3.1. Hardware requirements

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For the system software installation a Pentium 4 desktop with:

80 GB hard disk (HDD)

512 MB memory (RAM)
3.2 GHz processor
Compact disks (CDs)
Network Interface Cards (NIC)
Uninterrupted power supply (UPS)
Flash
Key board
Mouse
Server
Printer
Computer with internet connection
Other necessary hardware
7.3.2. Software requirements

The following software requirements will be needed to make the new system.

7.4.
-

Window 2007

Notepad software

Internet browser

Microsoft office

WAMP or Xampp Software

Other necessary software

Testing Methodology
Unit testing
Integration testing
System test

8. Timetable
Phases

Activities

Start and end date

Phase one
Phase two
Phase three
Phase four

Project proposal
Requirement analysis
Design
Implementation and coding

Nov 06 -19
Nov 20 - Dec 30
Jan 25 - march 25
April 1- 20
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Phase five
Phase six

Testing and maintenance

Project defense

April 25 may 25
June

9. Budget Plan
No Material

Amount

Price per unit

Total price

A4 size paper

3 Destin

95 Birr

200

Pen

5Birr

25

Flash disk

250 Birr

250

4.

For Print

300 sheet

1 birr

300

CD

8 Birr

64

Mobile card

25

175

Total

1014

10. Key Personnel

The systems;
Client: - Student, registrar..
Sponsor: - we are developing this system for Arsi University
Project Manager: - Hussen ymam
Eden Abdu
Hanan Gutema
Fetiha Tsegaye

Project Advisor: - Instructor Bekalu

Team Members: - Hussen ymam
Eden Abdu
Hanan Gutema
Fetiha Tsegaye

11. Reference
We have used many technological websites.

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2. Requirement analyses description

2.1. Overview of the existing system
This chapter deals with analyzing the purpose, goals, objectives and function of the existing
system. It produces a broad outline of the proposed system that identifies the function to be
performed and the technical aspects that the system must fulfill and briefly describe the existing
system functionality, problem of the existing system. It also deals with the functional and nonfunctional requirements of the proposed system. During this phase, the analysis must become full
aware of the root problems and must develop enough knowledge about the existing system to
enable an effective solution to be proposed. The first activity is assembling of the formal
requirement for the proposed system.
The second activity is logical modeling that allows the analysis to view the current system by
focusing on what is does instead of how it does.

2.1.1.

Major Function Existing System

AU dormitory and department system service has its own power and functions these are: Accept the list of students from the registrar and record them
Distinguish the sex of students and recorded the name separately to assign the dorm and
department
Preparing and providing dorm and department for the student as they receive the list of
the student from the registrar.
Preparing reports for the students dean about general observable fact of dormitory
services.
Giving property clearing form for the students

2.1.2.

Problems of the Existing system

Performance
Response time
Delay in producing different reports
Take too much time to find the students record
Information
Input
Inaccurate capture of data Data is handled in a way that is not efficient for
retrieval or processing purpose
Output
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 Inaccuracy in updating important information because of manual processing

Inconsistent result obtained from existing system
The student cannot make a direct online communications with the university
through the website.
Less flow of information among several employees
To provide information, it may take inevitably long time by searching the
necessary facts to which it is intended for.
Stored data
Data is stored repeatedly in different files The same information is stored in
many copies repeatedly in different forms.
Data is not secured. Due to this, some secret information is opened for
unauthorized users or agents.
File mixed each other (misplaced):
Lose of students files during file transfer or data must be inconsistency.
Economics
Manual handling of data is expensive as compared to automated system. In
general, cost in terms of time is very high.
As the number of student increases, the existing manual system will incur cost
to handle those requirements.
As the number of employees to handle the task of manual processing increases,
the organization will spend a lot of money for its staff.
Control
High probability of losing important students documents due to manual system
Data is highly exposed to unauthorized access and update.
Since data is stored in different places, it leads to data inconsistency
Efficiency
Time wastage
Employees waste time due to manual:Data processing.
Data entry
Report generation.
Preparation of different forms.
Communication between employees
Material wastage
The organization wastes many materials especially concerning stationery
materials, and file cabinets
Services

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 Inaccurate result of the existing system If what the system takes as an input
generates an error, then this error can affect all levels of divisions.
Inconsistent result of the existing system Inconsistency in decision-making
with regard to dorm related matters of the employees
Being a manual system, the existing system is not easy to use, and rigid for
new situations and changes.

2.1.3.

Practices to be preserved from the existing system

This project will come up with a solution that can minimize the above listed problems of the
system in the organization and enable the file management system (FMS) to be effective and
efficient by considering the limited resources and by considering the strengths of the existing
system.
2.1.3.1.
Strength
The whole employee is very cooperative or eager for their duties performed even if
it is a tiresome work
The existing system gives all the facilities that are provided by the dormitory and
department services
2.1.3.2.

Weaknesses

High inconsistency of data during registration

Lack of data integrity
High exposure to record error
Difficulty in managing data and poorly filing system
difficulty to get dormitory data easily as fast as possible
mixing of record and difficult to search
lose of available file from the file cabinet

2.1.4.

Business Rules

A business rule is effectively an operating principle or policy the software must satisfy. It
often concerns to access control issues, and operating polices and principles of the new
developing system. Therefore, our new developing system has the following business
rules.
1. Authorize to the system: users must have a valid user name and password.
2. The system administrator should administer the system and give accesses (views) to those
employees as per their priority to the system and update the password.
3. Correct Information: the user checks the filled students information and the entered
information are correct.
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4. Validate the students dormitory and department

5. The users should fulfill the following requirements
Education
Experience
Other Skills
6. Approve Information: the site manager approves every information that is entered to the
system and generated report from the system.

2.2.

Overview of the Proposed System

The general overview of our proposed system is designed to address the problems of the
existing manual system of dormitory services. The proposed system solves those entire
problems in the existing system. Because the system is very integrated; it control all the data
input and error which happen during data registration. It will provide online dorm
announcement for the student. The new system will be able to access and retrieve different
data effectively and efficiently.
The proposed system will be able to:
Bring operational efficiency and effective manner
Minimize the burden of proctors and registrar
Increase state of satisfaction by alleviating tiredness
Reduce time wastage
Facilitate response time
Give data availability ,confidentiality and integrity
Achieve quality service delivery
Generate report
Assign students in their respective dorms and department
Retrieve the data from the database
Update and manipulate the database
Give easy access for the students and employees
Bring data security
Reduce data inconsistency
It is easy to use (user friendly)
Fast and reliable
Reduces wastage of copier ink
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 Reduces wastage of man power

Reduces wastage of paper

2.2.1.

Functional requirement

The functional requirements focus on the main functions that the new application system will
provide. The major functional requirements of our proposed system should:

accept and record the data

assign the students in their dorm
accept student id and view student information
accept and record the block information
allow to update the necessary information
retrieve the students and the blocks information
check availability of block and dorm
allow the administrator to control the site
retrieve students data
comment from user
generate report
Provide Online dorm show

2.2.2.

Nonfunctional requirement

The nonfunctional requirements focus on the quality of the application systems needed to be
developed from different evaluations point of view. The nonfunctional requirements of our
proposed system includes:User friendlily/ system interface: the system interface that will be developed must be
interactive and easily understandable.
Response time: during the time accessing, the system response time will be short.
Updating: can update students, department and blocks information in the system: there will
be the way to know any kinds of problem during updating.
System modification: whenever modification necessary, the system should support such
process.
Physical environment: it is implemented using internet and store information on the central
database resides under the server.
Maintenance: the parts of the system answer the question that rose due to some kinds of the
problem.
Portable: portable for different platform
Providing error handling methods: Enable the user to confirm that details are correct before
creation, deletion or modification
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Security issue: Access control for data which require user authentication and authorization
Robustness: The system shall validate data entry and prompt the user when the invalid data
is entered
Documentation: At the completion of the project, every activity in the development process
will be documented for future reference.

2.2.3.

Constraint and assumption

Our system works only where there is network availability

Players in existing system

Students: - people who are getting services from the system.
High level manager: - the person who is responsible for managing and
coordinating the university
Registrar: one of the system that can associate with dormitory and Department
Replacement system
Employees:- they have main role in the system in order to accomplished their
tasks regarding to this system
Department:- one of the system that associate with Department placement System
Registrar: the one that places the department

4.2 Actor Identification

Actors are external factors that interact with the system. This may include people, external
system, and other organization. An actor initiates a use case and receives something of
value from the use case. Actors are always external to the system being modeled i.e. they
are not parts of the system.
One can use the following criteria to find actors: Who is using the system; who is affected
by & affects the system; what other system infract with this system; where does then
system get information; who install the system; who obtain information from this system
the like. Based on these criteria the following actors are identified.

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No

Actors

Description

Students

Person who get service from the system.

Proctor

He/she registers students, blocks, and assign the student in their dorm

Registrar

He/she places the department to its students

Administrator

The one who is responsible for managing the system

System Use Case Diagram

Use case diagrams are diagrams used for capturing for functional requirements of the system.
The notation of use case diagrams is developed to build an external view of a system. Each use
case diagram describes a behaviorally related sequence of transaction in a dialogue between the
user and the system. It captures the goal of the users and the responsibility the system to its
users. It is the functionality of the system or the service provided by the system.

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uc Use Case Model

Access prev ilage

Create Account

Extend

Login

include
Administrator

userv alidation
and
Authentication

Logout

include

Summit Comment
Authorizatio

Student
Assign Dorm

Assign(Place)
Departmnet

Generate Dorm
assignment report

Generate
Department
placement report

Registrar
Proctor

v iew the dorm on

line

v iew
thedepartmenton
line

update Dorm
Assignment data

update Department
Placement data

Manage Record

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Use Case Description

Use case Id

UC1

Use case Name

Login

Actors involved

Administrator, proctors, and registrar

Description

To authenticate the user

Precondition

The user must have valid user name and password

Flow of action

Alternate Flow of
action(If the username
and password or student
identification number is
incorrect)

Post condition

1.
2.
3.
4.
5.
6.

User wants to login

Select the login link
Fill user name and password
Validate user name and password.
The system displays the appropriate page.
Use case ends.

If the username and password or student identification

number is incorrect
The system displays incorrect user name and
password message.
The system redirects to go Flow of action 3 i.e.to
enter the username and password
Use case ends.

The authenticated person gets the appropriate page.

Table 2.1 login table

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Use case Id

UC2

Use case Name

assign Dorm

Actors involved

Proctors

Description

The registrar accepts the student information from

registrar

Precondition

From the homepage, the registrar clicks on Dorm

assignment link.

Include

Login

Flow of action

Post condition

1. The proctor wants to assign students wants place the

department.
2. The proctor browses the website of the university.
3. The system display the homepage
4. The proctor click on dorm assignment
5. The system displays login form
6. The proctor enter his/her user name and password
7. The system displays form of dorm assignment
8. The proctor filling the student information which is
collected from registrar.
9. The system checked the inserted data or information
10. The system response the availability of information
11. The proctor submit the information
12. The end use case
the proctor assigned the students into the dorm

Table 2.2 assign Dorm table

Page 16

Use case Id
Use case Name
Actors involved
Description
Precondition
Include

Flow of action

Post condition

UC3
assign (place) Department
Registrar
The registrar accepts the student information from
Ministry of Education.
From the homepage, the registrar clicks on Department
Placement link.
Login
1. The registrar wants to assign (place) department to
student.
2. The registrar browses the website of the university.
3. The system display the homepage
4. The registrar click on placement of Department
5. The system displays login form
6. The registrar enter his/her user name and password
7. The system displays the placement of department form
8. The registrar fills the student information which is
collected from Ministry of Education and registrars.
9. The system checked the inserted data or information
10. The system response the availability of information
11. The registrar submit the information
12. The end use case
The registrar assigns department to its students.

Table 2.3 assign (place) department table

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Use case Id
Use case Name
Actors involved
Description
Precondition
Include

Flow of action

UC4
Generate Dorm assignment report
Proctor
Generate a report specified.
Request general report
Login
1. The proctor browse/select website
2. The system display the homepage
3. The proctor select general report submenu on
homepage.
4. The system display login form
5. The proctor enter his/her username and password
6. The system display general report form
7. The proctor select report type: monthly report, weekly
report, annual report
8. The system display report type form
9. The proctor fill the necessary information
10. The system check filled information
11. The system displays (generates) report.
12. The proctor submit to concerned body
13. End of use case.

Post condition
Table 2.4 generate dorm assignment report table

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Use case Id
Use case Name
Actors involved
Description
Precondition
Include

Flow of action

UC5
Generate Department placement report
Registrar
Generate a report specified.
Request general report
Login
1. The registrar browse/select website
2. The system display the homepage
3. The registrar select general report submenu on
homepage.
4. The system display login form
5. The registrar enter his/her username and password
6. The system display general report form
7. The registrar select report type: monthly report,
weekly report, annual report
8. The system display report type form
9. The registrar fill the necessary information
10. The system check filled information
11. The system displays (generates) report.
12. The registrar submit to concerned body
13. End of use case.

Post condition
Table 2.5 generate department placement report table

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Use case Id
Use case Name
Actors involved
Description

Precondition

UC6
view the dorm on line
Student
The student can get available information from the view
data form and they know their dorm
The students want to see their dorm online

Include

Login

Flow of action

1.
2.
3.
4.
5.

The students enter into ASTU web site

The system display the home page
the students click dorm menu on homepage
The system display login form
For archive students fill their id and name, for fresh
students fill their admission card and name to view
their dorm.
6. The system display the information from the database
table
7. Use case end

Post condition
Table 2.6 view dorm online table

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Use case Id
Use case Name
Actors involved
Description

Precondition

UC7
view the department online
Student
The student can get available information from the view
data form and they know their department
The students want to see their department online

Include

Login

Flow of action

1.
2.
3.
4.
5.

The students enter into ASTU web site

The system display the home page
the students click Department menu on homepage
The system display login form
For archive students fill their id and name, for fresh
students fill their admission card and name to view their
Department.
6. The system display the information from the database
table
7. Use case end

Post condition
Table 2.7 view department online table

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Use case Id
Use case Name
Actors involved
Description

UC8
update Dorm Assignment data
Proctor
The proctor updates the students information during the following
time:
1. When the students assigned wrongly and change intentionally
2. When the students are dismissed by academic and discipline case
3. When the students fill withdrawal

Precondition
Include

Flow of action

proctor select and identify the updated information

Login
1. The proctor browse/select the web site
2. The system display the homepage
3. The proctor click update data on the homepage
4. The system display the login form
5. The proctor and/or registrar fill his/her user name and passwords
6. The system validate the filled user name and password
7. The system display the update data form
8. The proctor fill the data that he/she wants to update
9. The proctor click the search button
10. The system display the data that is going to update
11. They proctor updated the necessary data
12. The proctor click update
13. The system display successfully updated message
14. Use case end

Post condition

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Table 2.8 update dorm assignment data table

Use case Id
Use case Name
Actors involved
Description

UC9
update Department Placement data
Proctor
The registrar updates the students information during the following
time:
1. When the students assigned wrongly and change intentionally
2. When the students are dismissed by academic and discipline case
3. When the students fill withdrawal

Precondition
Include

Flow of action

Registrar select and identify the updated information

Login
1. The registrar browse/select the web site
2. The system display the homepage
3. The registrar click update data on the homepage
4. The system display the login form
5. The registrar fill his/her user name and passwords
6. The system validate the filled user name and password
7. The system display the update data form
8. The registrar fill the data that he/she wants to update
9. The registrar click the search button
10. The system display the data that is going to update
11. They registrar updated the necessary data
12. The registrar click update
13. The system display successfully updated message
14. Use case end

Post condition
Table 2.9 update department placement data table

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Use case Id

UC10

Use case Name

Manage Record

Actors involved

Administrator

Description
Precondition
Flow of action

Alternate Flow of
action

The Administrator can manage records.

The administrator must log to his/her page.
1.The administrator log to his/her page.
2.The administrator clicks on Manage Record link.
3.The administrator selects one at a time from the given
options.
4.The administrator fills the form and click on buttons.
5.The system will give the options like delete, update or
search record.
6.The system displays the available form.
7.The system performs the task.
8.Use case ends.
2.
The system displays incorrect entered data message.
The system redirects to go Flow of action 4 i.e.to
fill the data again.
Use case ends

Post condition
Table 2.10 manage record table

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Use case Id

UC11

Use case Name

Create Account

Actors involved

Administrator

Description
Precondition
Flow of action

Alternate Flow of
action

Post condition

Administrator assigns privilege to the proctors and proctor

manager.
The Administrator must log in to the system.
1.The administrator log to his/her page.
2.The administrator click on User Account link
3.The system displays the option as create account and
remove account.
4.The administrator click create account link.
5. The system displays succeed information as the account
is created.
6. The administrator fills the form and submits it.
7.Use case ends.
The system displays incorrect entered data message.
The system display error message that user is already
exist.
The system redirects to go to Flow of action 6.
Use case ends.
The account will be created.

Table 2.11 Create actor table

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Design Goals
The objectives of designing are to model a system with high quality. The ability of the
programmers to implement a high-quality, error-free system depends very much on the nature
of the design created by the designer; also, the ability of the maintenance programmers to
make changes to the system after it has been put into operation and to the expanded system
depends on the quality of the system design.
The field of structured design contains a number of guidelines that help designer determine
which modules, and which interconnections between the modules will best implement the
requirements specified in the system analysis /Requirement gathering phase.
The first step in designing a process is to map the essential model of user requirements onto a
configuration of process. Then, within each process, the designer must decide how to allocate
processes and data to different tasks. Finally, we must organize the processes within each task
into a hierarchy of modules, using modeling tool.

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