Documentation For Comment

ARSI UNIVERSITY
COLLEGE OF NATURAL AND COMPUTATIONAL SCIENCES
DEPARTMENT OF COMPUTER SCIENCE
DORMITORY MANAGEMENT SYSTEM
SUBMITTED TO DEPARTMENT OF COMPUTER SCIENCE
IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR
THE DEGREE OF BACHELOR OF SCIENCE IN COMPUTER SCIENCE

BY
Name ID No.
1. Helen Tilahun CCS/UR7794/11
2. Milion Nugusie CCS/UR7747/11
3. Negasa Birhanu CCS/UR7751/11
4. Samuel Rabuma CCS/UR7762/11
5. Tahir Dekamo CCS/UR7761/11
ADVISOR: Mr. Duressa Deksisa (Msc.)
Feb, 2022
Arsi Asella, Ethiopia

DECLARATION
This is to declare that this project work which is done under the supervision of Mr. Duressa (Msc.)
and having the title “Dormitory Management System for ARU” is the sole contribution of Milion
Nugusie, Tahir Dekamo, Samuel Rabuma, Negasa Birhanu, and Helen Tilahun.
No part of the project work has been reproduced illegally (copy and paste) which can be considered
as Plagiarism. All referenced parts have been used to argue the idea and have been cited properly.
We will be responsible and liable for any consequence if violation of this declaration is proven.
Full Name Signature Date
1. Milion Nugusie _________________ ______________
2. Tahir Dekamo _________________ ______________
3. Samuel Rabuma _________________ ______________
4. Negasa Birhanu _________________ ______________
5. Helen Tilahun _________________ ______________
I
APPROVAL FORM
This is to confirm that the project report entitled “Dormitory Management System for ARU”
submitted to Arsi University, College of Natural and Computational Sciences, Department of
Computer Science by: Milion Nugusie, Tahir Dekamo, Samuel Rabuma, Negasa Birhanu, and Helen
Tilahun are approved for submission.
Advisor Name Signature Date
------------------------------------------------- ------------------------------ ---------------------
Department Head Name Signature Date
------------------------------------------------- ------------------------------ -------------------
Examiner 1 Name Signature Date
------------------------------------------------- ------------------------------ -------------------
------------------------------------------------- ------------------------------ -------------------
------------------------------------------------- ------------------------------ -------------------
II
ACKNOWLEDGEMENT
III
TABLE OF CONTENTS
DECLARATION ................................................................................................................................ I
APPROVAL FORM ......................................................................................................................... II
ACKNOWLEDGEMENT ............................................................................................................... III
TABLE OF CONTENTS ................................................................................................................. IV
LIST OF TABLE ........................................................................................................................... VII
LIST OF FIGURES ...................................................................................................................... VIII
LIST OF ABBREVATIONS ........................................................................................................... IX
ABSTRACT ...................................................................................................................................... X
Chapter one ........................................................................................................................................ 1
1. Introduction ................................................................................................................................. 1
1.1. Background of the Organization .......................................................................................... 1
1.2. Statement of problem ........................................................................................................... 2
1.3. Objectives of the Project ....................................................................................................... 3
1.3.1. General Objectives ...................................................................................................................... 3
1.3.2. Specific Objectives ..................................................................................................................... 3
1.4. Feasibility Study................................................................................................................... 3
1.4.1. Technical feasibility .................................................................................................................... 3
1.4.2. Operational feasibility ................................................................................................................. 4
1.4.3. Economic feasibility ................................................................................................................... 4
1.5. Significance and Beneficiary of the Project ......................................................................... 4
1.6. Scope and Limitation of Project ........................................................................................... 5
1.6.1. Scope of Project .......................................................................................................................... 5
1.6.2. Limitation of Project ................................................................................................................... 6
1.7. Methodologies of Project ..................................................................................................... 6
1.7.1. Methodologies for data collection............................................................................................... 6
1.7.2. System analysis and design techniques ....................................................................................... 7
1.7.3. System Development Models ..................................................................................................... 8
1.7.4. System Testing Methodology ..................................................................................................... 8
1.8. System Development Tools and Techniques ....................................................................... 9
CHAPTER TWO ............................................................................................................................. 10
2. DESCRIPTION OF EXISTING SYSTEM .............................................................................. 10
IV
2.1 Introduction to Existing System ......................................................................................... 10
2.2 Users of Existing System ................................................................................................... 10
2.3 Major Function of Existing Systems .................................................................................. 10
2.4 Forms and Other Documents of the Existing Systems ....................................................... 11
2.5 Drawbacks of the Existing System .................................................................................... 16
2.6 Business rule of the existing system .................................................................................. 17
CHAPTER THREE ......................................................................................................................... 18
3. PROPOSED SYSTEM ............................................................................................................. 18
3.1. System Description ............................................................................................................ 18
3.2. Functional Requirement of Proposed System .................................................................... 18
3.3. Non-functional Requirements ............................................................................................ 19
3.3.1. User Interface and Human Factors............................................................................................ 19
3.3.2. Hardware Consideration ........................................................................................................... 19
3.3.3. Security Issues .......................................................................................................................... 20
3.3.4. Performance Consideration ....................................................................................................... 20
3.3.5. Error Handling and Validation.................................................................................................. 20
3.3.6. Quality Issues ............................................................................................................................ 20
3.3.7. Backup and Recovery ............................................................................................................... 20
3.3.8. Physical Environment ............................................................................................................... 21
3.3.9. Resource Issues ......................................................................................................................... 21
CHAPTER FOUR ............................................................................................................................ 22
4. SYSTEM ANALYSIS .............................................................................................................. 22
4.1. System Model ..................................................................................................................... 22
4.1.1 Use Case Model ........................................................................................................................ 22
4.2. Object Model ...................................................................................................................... 34
4.2.1. Class Diagram ........................................................................................................................... 34
4.2.2. Data Dictionary ......................................................................................................................... 36
4.3. Dynamic Model .................................................................................................................. 39
4.3.1. Sequence Diagram .................................................................................................................... 39
4.3.2. Activity Diagram ...................................................................................................................... 50
4.3.3. State Chart Diagram .................................................................................................................. 58
CHAPTER FIVE ............................................................................................................................. 64
5. SYSTEM DESIGN ................................................................................................................... 64
5.1. Design Goals ...................................................................................................................... 64
V
5.2. Proposed System Architecture ........................................................................................... 65
5.2.1. Subsystem Decomposition and Description ............................................................................. 66
5.2.2. Hardware/Software Mapping .................................................................................................... 68
5.2.3. Detailed Class Diagram ............................................................................................................ 70
5.2.4. Persistent Data Management..................................................................................................... 72
5.2.5. Access Control and Security ..................................................................................................... 74
5.3. Packages ............................................................................................................................. 75
5.4. Algorithm Design ............................................................................................................... 75
5.5. User Interface Design ......................................................................................................... 76
References ........................................................................................................................................ 78
VI
LIST OF TABLE
Table 1.1 Hardware tools -------------------------------------------------------------------------------------------------------- 9
Table 1.2 Software tools --------------------------------------------------------------------------------------------------------- 9
Table 1.3 Development languages --------------------------------------------------------------------------------------------- 9
Table 4.1 Use case identification----------------------------------------------------------------------------------------------24
Table 4.2 Data dictionary for Block ------------------------------------------------------------------------------------------36
Table 4.3 Data dictionary for user account ----------------------------------------------------------------------------------36
Table 4.4 Data dictionary for Allocated students --------------------------------------------------------------------------37
Table 4.5 Data dictionary for list of students to be allocate -------------------------------------------------------------38
Table 4.6 Data dictionary for comments of different user ---------------------------------------------------------------38
Table 5.1 Access privileges for users ----------------------------------------------------------------------------------------75
VII
LIST OF FIGURES
Figure 1-1 Iterative methodology ---------------------------------------------------------------------------------------------- 8
Figure 2-1 Form for allocation-------------------------------------------------------------------------------------------------12
Figure 2-2 Form for materials allocate to student--------------------------------------------------------------------------13
Figure 2-3 Document for comments ------------------------------------------------------------------------------------------14
Figure 2-4 Forms for cafe food stock out ------------------------------------------------------------------------------------15
Figure 2-5 Forms for material stock out -------------------------------------------------------------------------------------15
Figure 4-1 Use case diagram ---------------------------------------------------------------------------------------------------25
Figure 4-2 Class diagram -------------------------------------------------------------------------------------------------------35
Figure 4-3 Data dictionary for room------------------------------------------------------------------------------------------39
Figure 4-4 sequence diagram for login---------------------------------------------------------------------------------------40
Figure 4-5 Sequence diagram for Delete user account --------------------------------------------------------------------41
Figure 4-6 Sequence diagram for Generating report ----------------------------------------------------------------------42
Figure 4-7 sequence diagram for create user account ---------------------------------------------------------------------43
Figure 4-8 Sequence diagram for update user account -------------------------------------------------------------------44
Figure 4-9 Sequence diagram for register block ---------------------------------------------------------------------------45
Figure 4-10 sequence diagram for allocate dorm --------------------------------------------------------------------------46
Figure 4-11 Sequence diagram for Student view dorm -------------------------------------------------------------------47
Figure 4-12 Sequence diagram for View student information-----------------------------------------------------------48
Figure 4-13 sequence diagram for change user password ----------------------------------------------------------------49
Figure 4-14 Activity diagram for login --------------------------------------------------------------------------------------51
Figure 4-15 Activity diagram for Create user account --------------------------------------------------------------------52
Figure 4-16 Activity diagram for registering block -----------------------------------------------------------------------53
Figure 4-17 Activity diagram for allocate dorm ---------------------------------------------------------------------------54
Figure 4-18 Activity diagram for view dorm -------------------------------------------------------------------------------55
Figure 4-19 Activity diagram for view student info -----------------------------------------------------------------------56
Figure 4-20 Activity diagram for forget password ------------------------------------------------------------------------57
Figure 4-21 state chart diagram for login ------------------------------------------------------------------------------------59
Figure 4-22 state diagram for view dorm info ------------------------------------------------------------------------------60
Figure 4-23 state chart diagram for register block -------------------------------------------------------------------------61
Figure 4-24 state chart diagram for generate report -----------------------------------------------------------------------62
Figure 4-25 state chart diagram for submit comment ---------------------------------------------------------------------63
Figure 5-1 Proposed system architecture ------------------------------------------------------------------------------------66
Figure 5-2 Subsystem decomposition ----------------------------------------------------------------------------------------68
Figure 5-3 component diagram ------------------------------------------------------------------------------------------------69
Figure 5-4 Deployment diagram ----------------------------------------------------------------------------------------------70
Figure 5-5 Detailed class diagram --------------------------------------------------------------------------------------------71
Figure 5-6 Persistent diagram --------------------------------------------------------------------------------------------------73
Figure 5-7 User Interface prototype ------------------------------------------------------------------------------------------77
VIII
LIST OF ABBREVATIONS
GB: - Giga Byte
RAM: - Random Access Memory
HTML: - Hyper Text Markup Language
CSS: - Cascading Style Sheet
PHP:-Preprocessor Hypertext Preprocessor
MS Word: - Microsoft Word
ETB: - Ethiopian Birr
GHz: - Giga Hertz
CPU: - Central Processing Unit
XAMPP: - Xerox Apache MySQL Perl PHP
WAMP: - Window Apache MySQL PHP
MySQL: - My Standard Query Language
MS_ppt:- Microsoft Power Point
ARU: - Arsi University
BR: - Business Rule
DMS: - Dormitory Management System.
IX
ABSTRACT
After Comment
X
Chapter one
1. Introduction
Technology is spreading its wing in almost every walks of human life activities. Now a day it is better
if every activity is done using new technology in order to fulfill the need of human being,
Organization, Enterprise etc. As today’s world there are many organizations and each organizations
needs to be preferable, computable and work on fastest way in order to satisfy users interest etc. i.e.
they should have facilitate their activities in computerized way.
Hence, developing the system using technology has a tremendous effect for organizations and offices;
which is in our case the Arsi University dormitory management system. Currently, the system is
manual based; due to this the students and proctors faces some problems. Because of this, we are
initiated to develop our project on dormitory system in order to minimize the problem by using
computerized system.
1.1. Background of the Organization

Arsi University is one of the public institutions of higher learning in Ethiopia and found in central
part of Oromia Region in Arsi Zone. Arsi university established in 2014(2006 E.C) by decree
No.322/2014 of the Council of Ministers of the Federal Democratic Republic of Ethiopia. Arsi
University started with four Colleges and one School, namely; College of Agriculture and
Environmental Sciences, College of Health Sciences, College of Business and Economics, College of
Humanities and School of Law and now College of Natural and Computational science also founded
last year.
Mission
Arsi university have a mission of offering relevant and quality education and training, conducting
demand driven research and rendering accessible community services.
Vision
Arsi University aspires to be among leading east African universities and recognized university in the
world by 2023.
Values
 Customer focused
 Quality first
1
 Innovation
 Respect diversity environment friendly
 Efficiency and effectiveness
 Professional commitment
 Transparency
1.2. Statement of problem

The current system of Arsi University dormitory management system is manual. In order to arrange
and allocate students to dorms, they have to follow the record as it is arranged by Arsi University
Registrar office and allocate Students depending on department and the lists of the students’
arrangement. After getting the list from the registrar office, the proctor allocates the students to each
block and dorm. Since there are so many students, the allocation method causes problems like
assigning female students to males’ dorm and vice versa and also assigning students more than the
capacity of the dorm. In addition to these problems, during assignation there is no consideration of
disable students. In addition to the above problems, the following are problems found in the current
system:
 Data redundancy &lose:- the manual searching system of a required information is very time
consuming and sometimes may lead to inability to find the information that already exists .
This results in storing the same information again and again. And also the data may disappear
because of some real world problems since it is stored on papers manually.
 Duplication of data of students can be occurred.
 Proctors manager and proctors faces problem to manage their activities and students, because of
improper and in consistent information of students.
 It’s difficult to communicate with the dormitory when there is no assigned dorm for an individual
student, because the existing system is not accessible automatically.
 It is difficult to find which dorm (block) is allocated or de allocated.
 Data recording system is not centralized or not in the modern system which is difficult to operate.
 In accurate report generation.
Generally, for the above and other problems the existing dormitory management system is weak in all
aspects and need to be automated in to functional system.
2
1.3. Objectives of the Project
1.3.1. General Objectives
The general objective of this project is to develop automated Dormitory Management System for Arsi
University.
1.3.2. Specific Objectives
The aim of this project is to achieve general objective of project with the following specific objectives:
 Studying and analyzing the existing system.
 Identify the problems of the existing system.
 Perform requirement analysis.
 Design the architecture for the project.
 Implement and test the system for validation under variety of conditions
 Demonstrate the potential of the system for further application and scalability.
1.4. Feasibility Study

Feasibility studies are an evaluation and analyzing of a project to determine if it is technically feasible,
is economically feasible and is operationally feasible or not.
Need of the feasibility study:
 It determines the potential of the existing system.
 It used to determine/finds out the problem of the existing system.
 To determine all goals of the new system.
 It finds all possible solutions of the problems of the existing system.

1.4.1. Technical feasibility
In this project the team will uses languages such as HTML5, PHP, Ajax, JQuery, Java script and
CSS3 to develop the new system. All these are the technology side. The technical persons who
develop the new system are all the members of the project. The project team, to develop the new
system, gathers the required information/data from the University as much as possible make the
analysis and design phase and implementation and test phase within the schedule or as per
schedule. The next phase is the person who gives training (technical person) for the user of the
system. This person should have the knowledge of using the developed system and he/she also
maintain some problem that may be in countered, giving access to the user and checking whether
3
the system doing its work as it proposed.
1.4.2. Operational feasibility
The system to be developed will provide accurate, active, secured service and decreases labor of
workers and also it is not limited to particular groups or body. And also it is plat form independent
i.e. it run’s in all operating system. That means compatible with window operating system and others
to use different notification for the purpose user’s simple access the system without any ambiguity.
1.4.3. Economic feasibility
The system to be developed is economically feasible and the benefit is outweighing the cost. Since
this project already computerizes the existing system, by now the reduction of cost for materials used
in manual operation becomes beneficiary to the organization. Generally the system that will be
developed, brought a number of tangible and intangible benefits.
1.5. Significance and Beneficiary of the Project

The significance can be estimated in terms of energy, time which means the advantage is real or actual
rather than imaginary or visionary. For instance, improving response time, producing error free out
put such as producing information.
The significance of this project:-
 To make tasks simple and efficient in every aspects.
 To manage the students and building 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.
 Avoiding wastage of student’s time as well as management time.
 Avoiding improper dormitory allocation

 Avoiding improper resource consumption
Target beneficiary of proposed system
There are different bodies that will be benefited from this system. The main beneficiary of
this system is the Dormitory Management in which, first, the environment is changed to a
computerized environment, which improves the quality of internal operations as well as
services given to students. Secondly the problem associated with manual processing is
4
minimized and the quality of work and services became improved.
The beneficiaries of the system are University, proctor manager, proctors and students.
 Proctor and proctor manager: proctors and proctor managers are benefited from
the system in such a way that the quality and performance of their work is
improved, the time they spent for manual operation is significantly reduced and
their management and control of their job is improved. They will also be benefited
from the system. These benefits may be in saving time while arranging buildings,
Dorms and Students, minimizing errors while allocating students, and avoiding data
loss.
 Students: the students can view their dormitory information easily and timely. That is, once
the allocation report is generated by the system, the system provides an interface
which enables the students to know about their dormitory information.
 University: the university gets better audience, reduces extra cost for stationary materials and
employee salary and succeeds its way toward modern technology.
1.6. Scope and Limitation of Project

1.6.1. Scope of Project
The aim of this project is to develop web based Dormitory management system which solves the
existing system problems of Arsi University in case of Dormitory system.
The project supposed to cover the following scope will cover:-
 Managing user account
o Creating and removing
o Updating or modifying
o Activating and deactivating
 Registering each block and room
 Assign proctors to each block
 Allocating and deallocating students to dorm in consideration of business rule.
 Students can access their dorm placement

5
 Proctor can access student information
 Assigning Block and room
 Generating latest report of general block assigned, registered room and assigned students.
 Assign new and/or disabled students asper as business rule.

Generally, this project is supposed to provides the better services for students and dormitories over
existing system.
1.6.2. Limitation of Project
The project we are developing has limitation on fields like:
 Our system works when a server control services is available.

 It works for the one who understand English language (we have not planned to use other
language).
 It serves only students who are regular undergraduates in ARU.
 Our system does not serve the user who are not able to see (blind people).
 Failure of electric power and network connection.
1.7. Methodologies of Project

1.7.1. Methodologies for data collection
The data collection instruments may use to gather accurate information about the existing system and
the requirements for the new system. Interviews and questionnaires will be administered to
Stakeholders like proctors, and proctors manager to collect user requirements. Observation of the
current existing system will done at the different campuses in order to find out how the existing system
functions, the problems encountered and how they can be solved by the new computerized system.
To get a precise data, the team member will use the following data collection techniques.
Those are: -
A. Interview: - to get the basic and background information about the existing system, the team
members will interview the students, proctor managers, and proctors about the services that
are given to them, and the problems associated with that environment.
B. Direct observation: even though interview is very important to gather information, direct
observation is simple and project team members have to physically observe information that
6
cannot maintain from the interview or others and also it is important if they are unable to
communicate with stakeholder because of the language difficulties they have.
C. Questionnaires: since dormitories have work load they cannot able to answer/give
information what we ask. So we will prepare some sample questions to get précised
information.
D. Existing document: To get more information about the project we will 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.
1.7.2. System analysis and design techniques
Here for the analysis of our project we have selected object oriented system analysis and design
method specifically UML (Unified Modeling Language) model.
This has the following phases: -
 Object Oriented Analysis (OOA): During this phase the team used to Model the
functions of the system (use case modeling), Find and identify the business objects,
Organize the objects and identify the relationship between them and finally model the
behavior of the objects.
 Object Oriented Design (OOD): During this phase the team used to refine the use
case model to reflect the implementation environment, Model object interactions and
behaviors that support the use case scenario, and finally update object model to reflect
the implementation environment.
We have selected this techniques because of the following advantages:-
 To simplify the design and implementation of complex program.
 To make it easier for teams of designers and programmers to work in a single software
project.
 To enable a high degree of reusability of designs and of software codes.
 To decrease the cost of software maintenance.
 Increase reusability.
 Reduce maintenance burden.
 Increased consistency among analysis, design and programming activities.
 Improved communication among users, analysis, design and programming.
7
1.7.3. System Development Models
Software development methodology we are going to use for our system development is iterative
software development methodology. Iterative development is a rework scheduling strategy in which
time is set aside to revise and improve parts of the system. This model iterates requirements, design,
build and test phases again and again for each requirement and builds up a system iteratively till the
system is completely build.
Figure 1-1 Iterative methodology
1.7.4. System Testing Methodology

Before directly deploying this system the team will perform different testing for its functionality and
meeting customers need. First the team tests each unit at each phase. So, if a problem is encountered
it will immediately fixed. Second the team will perform an integration testing to check whether the
system meets all the functional requirements.
In order to deliver this system as well operated system to test this project at implementation phase by
using different types of testing methodologies. Those testing methods are:
I. Unit testing: - To test the independent module using this mechanism of testing.
II. Integration testing: - using this type of testing method to test the modules which are
independent and dependent to each other.
III. System Testing: -using this methods will test the functionality of all modules considering
as a single system. System will be tested using the following system testing procedures.
 Alpha testing:-In this testing method, the system will tested by giving the correct
input. It is tested by a customer at the developer Site.
 Beta testing: -In this testing method, team will force the system to be tested for
incorrect data input.
8
1.8. System Development Tools and Techniques
While developing the project starts from the documentation to the implementation we will use the
following case tools:
Hardware Tools
TOOLS ACTIVITIES
Flash disk with >=8 GB To transfer data from one computer to the other computer.
Used for recovery purpose.
Both desktop and laptop computer To input data, to display the output, to do the main programs and to insert input and
with >=4 GB RAM and 500 GB to store information.
(this specifications are a minimum
requirement)
Printer For print the documentation.
Ethernet cable Used for connection to access different information that helps our projects.
Table 1.1 Hardware tools
Software Tools
TOOLS ACTIVITIES
Notepad++, Sublime_Text_2.0.2 For code editing
Chrome, Internet explorer, Opera mini Browser
MS Word For write documentation part.
MS_ppt For presentation purpose.
Edraw Max To draw different diagrams.
Table 1.2 Software tools
Development languages
Languages used Purposes used for
HTML
JavaScript For Client side scripting or front end development
CSS
PHP For Server side scripting
MySQL Database for data storage and access
Table 1.3 Development languages
9
CHAPTER TWO
2. DESCRIPTION OF EXISTING SYSTEM
2.1 Introduction to Existing System

This chapter describes the existing system, players in the existing system general work flow of ARU
dormitory management. In addition to this the business rule is identified, report generated in the
existing system, alternative solutions suggested to overcome existing system, finally the proposed
system (functional and non-functional requirement).
2.2 Users of Existing System

An existing system compromises different players to carry out its job. Among those different actors
(players), the most common are Proctor manager, this body provides the list of all students who
fulfilled every requirement for allocation to proctors, Students, they will be placed in their dorm by
proctors and assigned for the property they get from the proctor, Proctors, They involved strongly in
the existing system. Proctors collect students list from registrar. After they get all these information’s
from this body they will place those students according to their sex, class year, department and faculty.
The major actors in the existing system are:
 Students
 Proctors and
 Proctor manager
2.3 Major Function of Existing Systems

Even if the existing system is performs its activities manually, it has different major functions.
 Arranging buildings for the allocation: here the total number of building is determined with
its holding capacity
 Arranging students for allocation: here total number of students and their academic
information such as department, sex, faculty, and class year is received from registrar. Students
are then arranged based on their sex, class year, and their department and faculty for dormitory
allocation.
 Dormitory allocation: based on the arrangement of students dorms are allocated for students
along with associated dormitory resources, like lockers, tables, chairs, beds and the like.
10
 Generating allocation report: based the dormitory allocation the allocation report is prepared
and posted for student when they arrive at the campus after annual break.
 Managing and controlling dormitory materials: at the beginning and end of each year,
dormitory materials are recorded and controlled whether they are functioning properly or not,
then appropriate measure is taken.
 Controlling student’s discipline: In addition to the above functionalities student’s discipline
measures are controlled and recorded, whether they use the dormitory materials properly or not,
and whether they act and perform things as per the dormitory rules and regulations.
2.4 Forms and Other Documents of the Existing Systems

In the existing system, they use different forms and reports to manipulate different records associated
with the different activities. Those reports include Student Dormitory allocation forms, Student status
report; Resource received report, and clearance report in addition to conditional report such as
discipline case report, damaged resource report, and etc.
 The dormitory allocation form contains the information related to student’s block number and
dorm number; as well as materials and resources given.
 The student status report is any report that contains any up-to-date information about a student.
 Discipline measurement report embraces reports such as does a student contains any discipline
record in this campus and what type of discipline measure were taken will be generated in the
report.
 Clearance report is a report which is generated when any student wants to leave a campus
because of different reasons. When he/she leave a campus the above reports will be checked
by the proctor collectively.
Among those Dormitory allocation form is one of the main paper document used in the existing
system.
11
Figure 2-1 Form for allocation
12
Figure 2-2 Form for materials allocate to student
13
Figure 2-3 Document for comments
14
Figure 2-4 Forms for cafe food stock out
Figure 2-5 Forms for material stock out
15
2.5 Drawbacks of the Existing System
The manual dormitory management system have many drawbacks. These drawbacks can be seen from
the following perspectives like performance, information, economic, control, efficiency and services
given by the existing system to the users.
 The performance of any system is required to show to meet the needs of users of that system.
The current system’s performance is weak and measured by its throughput and response time.
o Response time:-the performance of the current system is weak because of its response
time is very high. For instance when proctor want to update or change the allocation
information of a student who assigned wrongly in the existing system, it takes too much
time to search the document and change it.
o Throughput: - due to every task is performed by manual way the throughput of the
existing system is very high. For instance when the proctor manager arranges blocks for
allocation it sakes too much time to arrange the buildings.
 Information- the main input for the current system is student record and records of different
dormitory materials which enable the system to rearrange students and buildings for the
allocation. Based on this the system rearranges and allocates dorms for students at the
beginning each academic year and generates the allocation report which may be viewed by the
students as well as the management. The other data that is stored is record of materials
associated with the dormitory. The system manipulates and manages all of these and other
records manually on papers.
 Economy
From view of material, there is high resources usage for unnecessary expanses, like paper,
pen and etc. For a number of students per dorms there is a number of paper. The same is true
for report purpose also. This cause the university to spend more money for regularly buying
of those stationary materials.
From view of man power, since there are a number of proctor managers and proctors for
allocation purpose only, the university has to pay salary for each employee. This factor also
lead university to spend extra money for employee salary.
 Controlling- since all the records associated with the manual system are recorded and stored
manually the security that the system provide for the privacy of this records is not good. The
system shouldn’t provide sufficient protection for access and manipulation of the records
16
associated with the system.
 Efficiency
o Time wastage: - employees waste time due to manual: - data processing, data entry, report
generation and Preparation of different forms.
o Material wastage: - The organization wastes many materials especially concerning
stationery materials, and file cabinets.
 Services- The services given to users is not flexible i.e. the users (proctor manager, proctor and
student) must be in the university to access the system. For instance students must be in the
university to see their dormitory information stumped on the wall of buildings.
 Space reservation problems: - the manual system is using papers for storing information. As
the number of students is increasing and information is stored redundantly, the space reserved
for storing this information is more than required.
2.6 Business rule of the existing system

A business rule is effectively an operating principle or polices that must be fulfilled and obligated in
order the system will function properly and effectively. It often pertain to access control issues,
business calculations, or operating polices and principles of the organization.
BR1: Only one dorm is assigned for eight students, and those students should live in the dorm which
belongs to him/her.
BR2: Students should not change their dorm without the permission of the proctor with sufficient
reason.
BR3: Students are allocated in such a way that male students are not allocated with female students.
BR4: Proctors should not assign one student in more than one dorm.
BR5: Proctors should not use student’s personal information for other purposes.
BR6: Buildings should be arranged before the allocation.
BR7: After the allocation reports should be prepared by proctors for students’ i.e. for posting.
17
CHAPTER THREE
3. PROPOSED SYSTEM
3.1. System Description

The proposed system is computerized web based system that will change the existing system currently
used by Arsi University dormitory service. The general overview of the proposed system is designed
to address the problems of the existing system of dormitory services. The proposed system will solve
those entire problems in the existing system in case the system supposed to be very integrated. It can
control all the data input and error which happen during data registration. The proposed system will
be able to access and retrieve different data effectively and efficiently. It will provides single (or
multiple) point of contact for user to gain assistance in troubleshooting, get answer to question and
solve known problems. This will brings operational efficiency by minimizing time wastage and cost
funded by the university to dormitory service and minimizes the burden of proctors by replacing paper
based system to computerized, replace stumping and pasting allocation paper.
3.2. Functional Requirement of Proposed System

Functional requirements explain what has to be done by identifying the necessary task, action or
activity that must be accomplished. Functional requirements analysis will be used as the top level
functions for functional analysis. A function is described as a set of inputs, the behavior, and outputs.
Functional requirements may be calculations, technical details, data manipulation and processing and
other specific functionality that define what a system is supposed to accomplish. The functional
requirements that the DMS will provide:
Data entry: This is the functionality that data is entered to the database. The system serves different
interface that can manage data entry mechanisms in the system. The main data entries are the
following:
 Login
 Submission of report and comment
 Search information
 User registration (all actors)
 Block and room registration.

18
 Manage the student data.
 Assign the students in their dorm.
 Display student information.
 Manage the block and dorm information.
 Retrieve the students, blocks and dorm information.
 check the status of block and dorm
 accept comment
 The system should store all the data related with all the tasks performed into a database.
Data processing: The system on input data will provide the following data processing:
 Member’s validation
 Verify the requested information (delete, update, search, add based on granted users, forgot
password)
 Search user request (view dorm placement, view report, view assigned students).
 Validate submission details (files like comment, private property, and student ask basic
service)
Generally, the functional requirements of our system is that it provides almost all functionalities of
existing system and provides advanced services for user/client of system over existing system.
3.3. Non-functional Requirements

3.3.1. User Interface and Human Factors
This works as an interface between the user and the system by properly guiding the user how to use
it and perform operations. Proctors can change the data in the ARUDMS based on their privilege,
whereas, students can only view their dorm information and they can give comment. Any sort of
training is not required for using the system. It is important that the system is easy to learn. The input
device is given to keyboard and the output is viewed on the monitor. Since the system is planned with
attractive and user-friendly interface; users expected to feel comfort and interested to use it.
3.3.2. Hardware Consideration
19
The system will use high memory capacity and high processing speed computers to help users in
getting instant responses.
3.3.3. Security Issues
This system provides an access to an authorized user by giving account for each and every special
function. Students can view their dorm information by using their identification card number and/or
registration number, and give comment without any validation.
3.3.4. Performance Consideration
Performance requirements are concerned with quantifiable attributes of the system such as
System should quickly respond for user request that is system must immediately display
the needed service along with their allocation details after he/she insert needed information
to view. Since the system will be accessed by different users with different needs, it is
capable of handling and processing their queries quickly. Usually it is hard to tell exactly
how many users will be using the system at a time. However, if the system is being accessed
by many, all the users must feel that they are the only one using the system.
3.3.5. Error Handling and Validation
When the user makes some mistakes the system will responds that error is occurred using easily
understandable messages and allows the user to recover from the error. The system should handle
error and extreme condition during operation. The error could occur because of user of the system
itself. In the case of error occurred because of human error while login to the system or entering data,
the error should be handled by appropriate exception handling mechanism. Like displaying message
which tells user’s that user name or password or data entered is incorrect. Error due to system failure
will be handled by having a regular data back up during system operation.
3.3.6. Quality Issues
Information in database should be as much as possible correct and updated in each semester.
3.3.7. Backup and Recovery
A backup or the process of backing up refer to making copies of data so that these additional copies
may be used to restore the original after a data loss event. These additional copies are typically called
"backups." Backups are useful primarily for two purposes.
1. The first is to restore a state following a disaster (called disaster recovery).
2. The second is to restore small numbers of files after they have been accidentally
deleted or corrupted.
20
There are several realistic methods for backing up data. Some of them are Flash Memory, DVD
Backup, Tape Backup, and Hard Drives. The best backup method for data depends upon many
factors, including: the importance of the data, the amount of data to be backed up, and the funds
available for backup.
For the system we are going to develop, we choose Hard Drives because copying and retrieving
data from separate hard drives is very easy and cheap compared to tape drive systems. All we have
to do is plug the hard drive into our computer’s USB port. And while hard drives do fail, their
failure rate is much lower than that of backup media such as CDs.
3.3.8. Physical Environment
Physical environment, mainly concerns with the environment in which system will perform better. So
those physical environment ranges from air condition under which server operates to ergonomics
arrangement of server-client computers. Since Arsi university is currently growing in technology
issues from time to time. Its main data center may afford server machine to deploy the system
effectively. The system is expected to withstand the following external factor. • Less processor speed
of personal computer that are caused by dust and other unnecessary things happened in client
computers for accessing the system.
 Less power that causes the system fail or stop functionality.
 The server and the other devices in which system installed should kept in a secured and air-
conditioned rooms.
3.3.9. Resource Issues
On the server side the resource required by the server will be a hung memory space, high speed
processor and good connection to serve many users. However on the client side, internet access and
connection speeds many become an issue.
21
CHAPTER FOUR
4. SYSTEM ANALYSIS
4.1. System Model

To produce a model of the system which is correct, complete and consistent we need to construct the
analysis model which focuses on structuring and formalizing the requirements of the system. Analysis
model contains three models: functional, object and dynamic models. The system model can be
described by use case diagrams. Class diagrams describe the object model. Dynamic model can also
be described in terms of sequence, state chart and activity diagrams. For the purpose of this project
we have described the analysis model in terms of the functional model, object model and dynamic
models by using use case, class, activity and sequence diagrams.
System modeling involves the evaluation of system components in relationship with one
another to determine their requirements and how to satisfy them. Some system modeling
tools will be employed during the course of this project that will support development tasks,
from analysis to design, then to implementation. This will be represented with the use of
the sequence diagram, activity diagram, state chart diagram, collaboration diagram and
class diagram for the Dormitory Management System.
Here are the scopes of the system modeling phase.
 Functionality description of the system by using use case diagrams.
 Structural description of the system in class diagram.
 Communication of the objects of the system by using sequence diagrams.
 Flow of actions using activity diagram
4.1.1 Use Case Model

The use case model describes the proposed functionality of the new system. A use case
represents a discrete (distinct) unit of interaction between users and the system. Use cases
are tasks of the proposed system.
Generally, use case modelling involves the following activities:
 Identifying if there is any additional actors and use cases,

22
 Constructing a use case model, and
 Documenting the use case course of events.
Actor Identification
Actor: are external factors that interact with the system. This may include Proctor
Manager, Proctors, Students, and System Administrator. 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 and affects the system, what other system interact with this system, where does the
system get information, who install the system, who obtain information from this system
and the like.
Based on these techniques the following actors have been identified:-
 Proctors manager: - register block and manage proctor.
 Proctor: The proctor can assign student and generate report.

 Students: The students view his/ her dormitory information online and submit comment.
 Administrator: The administrator manages the overall system.

Use case identification
Each Use Case describes the functionality to be built in the proposed system, which can include
another Use Case's functionality or extend another Use Case with its own behavior. The most
important and basic use cases of this system are the following:-
 Login
 Allocate Student
 Deallocate student
 Create account
 Update account
o Activate
o Deactivate
o Delete
o Edit
 View room
23
 Submit comment
 View comment
 Delete comment
 Change password
 Register block (Assign Proctor)
 Register room
 View Student Information
 Generate report
 Logout
Use case name Use case Id Includes

Login UC01 Logout
Create Account UC02 Login
Submit Comment UC03 Login
View dormInfo UC04 Login
view Comment UC05 Login
Manage record UC06 Login
Register block UC07 Login
Register Room UC08 Login
View student info UC09 Login
Generate Report UC10 Login
Allocate student UC11 Login
Table 4.1 Use case identification
24
Constructing Use case Diagrams
Figure 4-1 Use case diagram

25
Use Case Description
Use case name: Login
Use case Id: UC01
Description: To authenticate the user
Actor: Administrator, proctor manager, proctor and student.
Precondition: The user must be registered on the system
Flow of action:
Actor action
Step1: User wants to login
Step2: Select the login link
Step4: Fill user name and password

System response
Step3: The system displays the login form
Step5: Validate user name and password.
Step6: The system displays the appropriate page.
Step7: Use case ends.

Alternative course of action (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 step 4 i.e.to enter the username and password
 Use case ends.
Post condition: The authenticated person gets the appropriate page.
Use Case Name: Create Account

Use case Id: UC02
Description: Administrator assigns privilege to the proctors and proctor manager.
Actors: Administrator
26
Precondition: The Administrator must log in to the system.
Flow of action:
Actor Action:
Step1: The administrator log to his/her page.
Step2: The administrator click on User Account link.
Step4: The administrator click create account link.
Step6: The administrator fills the form and submits it.

System Response:
Step3: The system displays the option as create account and remove account.
Step5: The system displays the registration form.
Step5: The system displays succeed information as the account is created.

Alternative course of action: (if the account is already exist)
 The system display error message that user is already exist.

 The system redirects to go to step 6.
 Use case ends.
Post condition: the account will be created.
Use Case Name: Submit Comment

Use case Id: UC03
Description: User can give comment.
Actors: Student, proctor.
Precondition: The Student and proctor must have valid Email address.
Flow of event:
Actor action:
Step1: The user initiates to give comment.
Step2: The user click on the comment link.
27
Step4: The user fills all the required fields.
System response:
Step3: The system displays the form.
Step5: The system validates the entered information.
Step6: The system display as your comments has been sent

Alternative course of action: (if user fills wrong/incorrect information)
 The system display error message and give a chance to retype.

 Go to step 5
 Use case ends.
Post condition: The user sends comment to the system.
Use Case Name: View DormInfo

Use case Id: UC04
Description: The user can view his/her dormitory information.
Actors: Student.
Precondition: The Student must have valid Identification number.
Flow of action:
Actor action:
Step1: The student wants to see his/her dorm.
Step2: The student click on view dorm link.
Step4: the student fills his/her identification number.

System response
Step3: the system displays the login form.
Step5: the system validates the entered data.
Step6: the system displays the dormitory information.
28
Alternative course of action: (if student identification number is not existing)
 The system display error messages that student identification is not exist.
 Go to step 4
Post condition: The system displays the detailed information.
Use Case Name: view Comment

Use case Id: UC05
Description: Proctor manager can see the comments that are submitted from the user (student,
proctor).
Actors: Proctor manager.
Precondition: The Proctor manager must have a full privilege to read the comments.
Flow of action:
Actor action:
Step1: Proctor manager log to his/her page.
Step2: Proctor manager click on view comment link.
Step4: Proctor manager starts to view the comments.

System response:
Step3: The system reorders the comments according to the time of delivery
Step5: Use case ends

Post condition: The proctor manager views the submitted comments.
Use Case Name: Manage Record

Use case Id: UC06
Description: The Administrator can manage records.
Actors: Administrator.
Precondition: The administrator must log to his/her page.
Flow of action:
Actor action:
Step1: The administrator log to his/her page.

29
Step2: The administrator clicks on Manage Record link.
Step4: The administrator selects one at a time from the given options.
Step6: The administrator fills the form and click on buttons.

System response
Step3: The system will give the options like delete, update or search record.
Step5: The system displays the available form.
Step7: The system performs the task.

Alternative course of action (The system validate the entered data is not correct)
The system displays incorrect entered data message.

 The system redirects to go step 6 i.e.to fill the data again.
 Use case ends
Post condition: The administrator manages the record.
Use Case Name: Register Block
Use case Id: UC07
Description: The user can register blocks information (including proctors) into the data base
Actor: Proctor manager
Precondition: Proctor manager must have full privilege to do this task.
Flow of action:
Actor action:
Step1: The proctor manager log to his/her page.
Step2: The proctor manager selects the register block link.
Step4: The proctor manager fills the required fields.

System response
Step3: The system will display the registration form.
Step5: The system validates the input data.
Step6: The system displays the successful notification.

30
Alternative course of action (the system validate the entered data if it is not correct)

 Use case ends
Post condition: The block registered.
Use Case Name: Register Room

Use case Id: UC08
Description: The user can register room information into the data base
Actor: Proctor
Precondition: Proctor must have full privilege to do this task.
Flow of action:
Actor action:
Step1: The proctor log to his/her page.
Step2: The proctor selects the register room link.
Step4: The proctor fills the required fields.

System response
Step3: The system will display the registration form.
Step5: The system validates the input data.
Step6: The system displays the successful notification.

Post condition: The room registered.
Alternative course of action (the system validate the entered data is not correct)

 Use case ends.
31
Use Case Name: View Student Info
Use case Id: UC09
Description: the user can view the detail information about the dorm as well as the student.
Actors: Proctor manager, proctor.
Precondition: The user must have a full privilege to access the information.
Flow of action:
Actor action
Step1: The user log to his/her page.
Step2: User click on view student Information link.
Step4: User selects and fills the required fields.

System response
Step3: The system displays the form to select and to enter the criteria’s.
Step5: The system displays the detail information about the student.
Step6: Use case end

Alternative course of action: (if input values are incorrect)
 The system display error messages that the input values are incorrect.
 Go to step 3
 Use case end
Post condition: The user gets the information.
Use Case Name: Generate Report

Use case Id: UC010
Description: generate timely report
Actor: proctor manager, proctor
Precondition: The actor must have full privilege.
Flow of action:
Actor action:
Step1: The user must log to his/her page
32
Step2: The user select generate report link
Step4: The user selects the criteria from the given options and clicks on Display button.
System response:
Step3: the system displays the options (criteria)
Step5: The system displays the information to the user
Alternative course of action: (the system verify information is not correctly)
 The system displays error message as invalid selection

 Go to step4
 Use case ends
Post condition: the report will be generated.
Use Case Name: Allocate Student

Use case Id: UC011
Description: Assign students in their room.
Actor: Proctor
Precondition: The proctor must have full privilege to the task.
Flow of action:
Actor action:
Step1: The proctor must log to his/her page
Step2: The proctor select Allocate student link
Step4: The proctor selects and fills the required fields and clicks on save button.
System response:
Step3: The system displays the form with the options such as block no, room no.
Step5: The system validates the entered values.
Post condition: The Student will be assigned.
Alternative course of action: (the system verify information is not correctly)
 The system displays error message as invalid value

 Go to step4
33
4.2. Object Model
An object model is a logical interface, software or system that is modeled through the use of object-
oriented techniques. It enables the creation of an architectural software or system model prior to
development or programming.
4.2.1. Class Diagram
A class diagram is the building block of the system that we are going to develop that shows the objects
the system is comprised of and how they are interrelated. It represents a detailed view of a single use
case and the classes that participate in the use case. Class diagram contains attributes and operations.
The following are components that are useful to model a class diagram.
 Classes: has members and method that operates or performs the behavior of objects.
 Responsibilities: - A responsibility is anything that a class knows or does.
 Associations: -Associations are modeled as lines connecting use cases and actors to one
34
Figure 4-2 Class diagram
35
4.2.2. Data Dictionary
A data dictionary is a collection of data definitions used by applications to describe and access a
database. As described in the system it comprises a number of tables which are stored in MYSQL
server.
Table name Block
Description Store Building Block information
Field name Data type Size Constraint Description of stored data

Block_id Varchar 20 Primary key Used to hold block id
Room_No Int 5 Not null Used to hold number of rooms on each block
Sex Varchar 20 Not null Holds gender categories to be assigned to block
Proctor_ID Varchar 20 Foreign key Hold ID of proctor assigned to block

Phone_number Varchar 20 Not null Proctors contact number
Table 4.2 Data dictionary for Block
Table name User account

Description Store user account information
FName Varchar 20 Not null User first name
MName Varchar 20 Not null User middle name
LName Varchar 20 Not null User last name
User_ID Varchar 20 Primary key User id
Sex Varchar 20 Not null Gender of users
Level Int 5 Not null Types of user(admin, or, proctor manager or
proctor)
Phone_no Varchar 20 Not null Contact number of user
Username Varchar 20 Not null Username for user
Password Varchar 20 Not null Password for security of users
Reg_date Date 20 Not null Users registration date
Table 4.3 Data dictionary for user account
36
Table name Student
Description Store allocated students information
FName Varchar 20 Not null Holds student first name
MName Varchar 20 Not null Holds student middle name
LName Varchar 20 Not null Holds student last name
Student_ID Varchar 20 Primary key Holds student id number
Sex Varchar 20 Not null Holds students gender
Batch Varchar 30 Not null Holds student batch
Faculty Varchar 20 Not null Holds student faculty or department
Block_no Varchar 20 Foreign key Holds block number student assigned to
Room_no Varchar 20 Foreign key Holds room number student assigned to
Materials Varchar 500 Holds materials given to students in the

dorm
Phone Varchar 20 Not null Holds phone number of student
Reg_date Date 20 Not null Holds students assigned date
Table 4.4 Data dictionary for Allocated students
37
Table name Registrar
Description Store lists of students to be allocated
S_No Int 5 Not null Serial number, auto increment
FName Varchar 20 Not null Holds students first name
MName Int 5 Not null Holds students middle name
LName Varchar 20 Not null Holds students last name
Student_ID Varchar 20 Primary key Holds students ID number
Sex Varchar 20 Not null Holds students gender
Batch Varchar 30 Not null Holds batch students belongs to
Department Varchar 20 Not null Holds department students belongs to
Disability_status Varchar 20 Not null Holds disability status of students
Table 4.5 Data dictionary for list of students to be allocate
Table name Comment
Description Store comments from different users

User_ID Varchar 20 Not null Holds users id that sends a comment
Subject Varchar 20 Not null Holds subjects of comment
E-mail Varchar 30 Not null Holds e-mail address of sender
Message Varchar 500 Not null Holds messages commented
Table 4.6 Data dictionary for comments of different user

38
Table name Room
Description Store room information
Block_no Varchar 30 Not null Holds block id, to which room belongs
Room_no varchar 30 Not null Holds room number
Materials_available Varchar 500 Not null Holds materials available in that room
Figure 4-3 Data dictionary for room
4.3. Dynamic Model

4.3.1. Sequence Diagram
Sequence diagrams demonstrate the behavior of objects in a use case by describing the objects and
the messages they pass. The diagrams are read left to right and descending.
Sequence diagram describe the flow of messages, events, actions between objects, show concurrent
processes and activations, show time sequences that are not easily depicted in other diagrams, and
typically used during analysis and design to document and understand the logical flow of your
system.
39
Figure 4-4 sequence diagram for login
40
Figure 4-5 Sequence diagram for Delete user account
41
Figure 4-6 Sequence diagram for Generating report
42
Figure 4-7 sequence diagram for create user account
43
Figure 4-8 Sequence diagram for update user account
44
Figure 4-9 Sequence diagram for register block
45
Figure 4-10 sequence diagram for allocate dorm
46
Figure 4-11 Sequence diagram for Student view dorm
47
Figure 4-12 Sequence diagram for View student information
48
Figure 4-13 sequence diagram for change user password
49
4.3.2. Activity Diagram
Activity diagrams are used to Document the logic of a single operation /methods, a single use case,
or the flow of logic of a business operation. In many ways, Activity Diagrams are the object_ oriented
Equivalent of flow charts and Data Flow Diagrams (DFD) from Structure. Activity diagrams are used
to show how different work flows in the system are constructed, how they start and the possibly many
decision paths that can be taken from start to finish. They may also illustrate the where parallel
processing may occur in the execution of some activities.
50
Figure 4-14 Activity diagram for login
51
Figure 4-15 Activity diagram for Create user account
52
Figure 4-16 Activity diagram for registering block
53
Figure 4-17 Activity diagram for allocate dorm
54
Figure 4-18 Activity diagram for view dorm
55
Figure 4-19 Activity diagram for view student info
56
Figure 4-20 Activity diagram for forget password
57
4.3.3. State Chart Diagram
A state chart diagram is a view of a state machine that models the changing behavior of a state. State
chart diagrams show the various states that an object goes through, as well as the events that cause a
transition from one state to another.
The common model elements that state chart diagrams contain are:
 States
 Start and end states
 Transitions
A state represents a condition during the life of an object during which it satisfies some condition or
waits for some event. Start and end states represent the beginning or ending of a process.
58
Initial State
Idle State
Activate
Home
Page
Select
Login
Link
Fill
Login
Form
Incorrect
Verify Correct Confirm
Login
Display Appropriate
Page
Logout
Final state
Figure 4-21 state chart diagram for login
59
initial State Idle
activate
Home
Page
select
View DormInfo
Link
fill
Search
form
Doesn't exist
Check exist Confirm
Search
Display Dorm
Information
final state
Figure 4-22 state diagram for view dorm info
60
initial State
Idle
activate
Home
Page
Log to
the page
select
Register Block
fill
Registration
Form
Incorre ct
Validate Correct Confirm
Register
Display Successfull
message
final state
Figure 4-23 state chart diagram for register block
61
initial State Idle
activ ate
Home
Page
se le ct
Se le ct Re port
Link
se le ct
Se le ct
Re port Type
Displaye d
final state
Figure 4-24 state chart diagram for generate report
62
initial State
Idle
activate
Home
Page
select
Select
Comment Link
fill
Comment
Form
Incorrect
Validate Correct Confirm
Comment
Display Successfull
message
final state
Figure 4-25 state chart diagram for submit comment
63
CHAPTER FIVE
5. SYSTEM DESIGN
System design is the transformation of the analysis model into a system design model. Up to now we
were in the problem domain. System design is the first part to get into the solution domain in a
software development. This chapter focuses on transforming the analysis model into the design model
that takes into account the non-functional requirements and constraints described in the problem
statement and requirement analysis sections discussed earlier.
The purpose of designing is to show the direction how the system is built and to obtain clear and
enough information needed to drive the actual implementation of the system. It is based on
understanding of the model the software built on.
5.1. Design Goals

The purpose of designing is to show the direction how the web page is built and to obtain clear and
enough information needed to drive the actual implementation of web page. It is based on
understanding of the model the web page built on system design also focuses on decomposing the
system in to manageable parts. The design goals are derived from non-functional requirements that
means non-functional requirement is the description of the feature characteristics and attribute of the
system as well as any constraints that may limit the boundary of the proposed solution.
The goal of the system design is to manage complexity by dividing the system in to manageable
pieces. Some of the goals are listed below:
 Performance: The system should respond fast with high throughput, i.e. it should perform
the task quickly possible as possible such as allocating students and proctors, viewing
student and dormitory information etc. Furthermore, the system should not be taking up too
much space in memory.
 Reliability: system should be reliable.
 Fault Tolerance: system should be fault tolerant to loss of connectivity with the service.
 Maintenance: The system should be easily extensible to add new functionalities at a later
stage. It should also be easily modifiable to make changes to the features and functionalities.
 Usability: From the end users’ perspective the system should be designed in such a way
that it is easy to learn and use, efficient and having few errors if any.
 Efficiency: The system must do what it is supposed to do efficiently without the problem.
64
 Security: The system should be secured from unauthorized user.
 Reliability: system should be reliable.
 Fault Tolerance: system should be fault tolerant to loss of connectivity with the service.
 Cost: The system should be developed with minimum cost possible. In reality there is
always trade-offs or disadvantages and therefore from its previous experience the
University prefers to invest more on development cost than maintenance cost to minimize
bugs which may appear at the later stage.
 End User Criteria: - The system should have simple and understandable graphical user
Interface such as forms and buttons, which have descriptive names. It should give reliable
response for each user request at least before the session expires. All the interfaces, forms
and buttons are written or designed in a simple language or common language so that the
user can access it without any difficult.
5.2. Proposed System Architecture

Proposed system uses the following software architectures:
 Browser: These include Mozilla Firefox, Google Chrome, Opera Mini, Internet Explorer, and
some others browsers. These are used to run the system in the computer system.
 Web server: It is the heart of system. It has a lot of responsibilities to perform like to
communicate with clients and database. Since the system is network-connected, it uses HTTPs
to send and receive data. HTTPs Protocol used for communication between two
devices/machines over the network to interact with each other.
 MYSQL Database: Is the database software deals with the storing and managing the data
based on the request from the web server. It will write new records to the storage and will
retrieve and deliver to the web server when needed. MySQL is one of the most popular
database technologies in the world. Known for being secure and scalable, it is the go-to
solution for businesses of all sizes.
65
Figure 5-1 Proposed system architecture
5.2.1. Subsystem Decomposition and Description

Subsystem decompositions will help reduce the complexity of the system. The sub systems that we
take the classes that our systems contain and the operation performed in the class. The following are
sub systems:
1. User interface subsystem

I. User Account Sub-system
 Create
 Update
 Activate
 Deactivate
 Update
 Delete
II. Report Sub-system
 Generate
66
 Print
III. Block sub-system
 Register
 Allocate
 Deallocate
 Assign proctor
IV. Comment and information sub-system
 Send comment
 View Comment
 View dorm
 View student information
2. Database sub-system
This subsystem mainly provides persistent data storage and management facilities
to store, modify and extract information from the database. Request for information
from this database are made in the form of a query.
3. Webserver sub-system
 Connection Management: Responsible for creating a connection and allow to

communicate clients with the server.
 Request Management: Responsible for categorizing clients request accordingly
and send to processing
 Function Processing Management: Receives a request from request
management and processes it depending on the kind of the request and respond.
67
Figure 5-2 Subsystem decomposition
5.2.2. Hardware/Software Mapping

Component Diagram
In the unified modeling language, a component diagram depicts how components are wired
together to form large components or software systems. They are used to illustrate the structure of
arbitrarily complex systems.
68
So the purpose of the component diagram can be summarized as:
 Visualize the components of a system.

 Construct executables by using forward and reverse engineering.
 Describe the organization and relationships of the components.
Figure 5-3 component diagram
Deployment Diagram
The name Deployment itself describes the purpose of the diagram. Deployment diagrams are used for
describing the hardware components where software components are deployed. Component diagrams
and deployment diagrams are closely related.
Component diagrams are used to describe the components and deployment diagrams shows how they
are deployed in hardware.
The purpose of deployment diagrams can be described as:
 Visualize hardware topology of a system.

 Describe the hardware components used to deploy software components.
69
 Describe runtime processing nodes.
Figure 5-4 Deployment diagram
5.2.3. Detailed Class Diagram

Detailed Class Diagram A class diagram gives an over view of a system by shows its class and the
relationship among them. Class diagram are static they display what they do interact. In class
Diagram class is represented as a rectangle, where three compartments, the first compartment
depicts the class name, the second depict its attribute of class and the third represent its operations.
The Form Diagram allows you to generate diagram automatically with user-defined scope.
70
Figure 5-5 Detailed class diagram
71
5.2.4. Persistent Data Management
Persistence modeling is used to communicate the design of the database, usually the data base to both
the users and the developers. It is also used to describe the persistence data aspect of the system. The
Persistent data is a data that must be stored in the database for future use with their data type and their
domain.
72
Figure 5-6 Persistent diagram
73
5.2.5. Access Control and Security
Access control and security describes the user model of the system in terms of an access matrix. This
section also describes security issues, such as the selection of an authentication mechanism, the use
of encryption, and the management of keys.
In the systems, different actors have access to different functionality and data. Define the access
controls for your system.
Access control rules
 Privilege: every user of the system is privileged for some specific tasks. A user privileged to
access some data is allowed only to access the data that he/she have privileged to access. When
a user try to access the data that he/she haven’t allowed to access the system must ignore that
unauthorized user. Generally privilege is the assignment of the right authority to the right
person. The privilege is given based on the user type.
 Authentication: identifying an individual who is trying to access the accounts secure data
and relevant information. The authentication process is based on username and password of
the user. When a user tries to login to the system the system asks for his username and
password. Then match the username and password he/she enter to login with the username
and password of his/her own account. If it doesn’t match the system reject the user to login to
the system. If it matches then the user is allowed to login.
Function User/Actor
Access Administrator Proctor Manager Proctor Student
Login Yes Yes Yes No

Logout Yes Yes Yes No
Create User Account Yes No No No
Activate account Yes No No No
Deactivate account Yes No No No
Update account Yes No No No
74
Delete account Yes No No No
Register room No No Yes No
Allocate dorm No No Yes No
Deallocate dorm No No Yes No
Send Comment No No Yes Yes

View comment No Yes No No
Register Block No Yes No No
View student info Yes Yes Yes Yes
View dorm No Yes Yes Yes
Reset password Yes Yes Yes No
Generate report No Yes Yes No
Table 5.1 Access privileges for users
5.3. Packages
Package is a grouping mechanism for organizing elements into groups to increase their readability. In
other words, it is a grouping of model elements, such as use cases, or activities, defining scopes of
understanding. Packages are used to deal with complexity in the same way a user organizes files and
subdirectories into directories.
Our DMS comprises one main package DMS which in turn has six sub packages. Each subsystem is
depicted as a package.
5.4. Algorithm Design

Algorithm is compact and informal high-level description of a computer programming that uses the
structural conventions of a programming language but is intended for human reading rather than
machine reading. The purpose of using algorithm is that it is easier for humans to understand than
conventional programming language code, and that it is a compact and environment independent
description of the key principles of an algorithm.
Algorithm uses for login
Begin -if
Fill
The Login Form
75
Click the Login button
If (Form is filled)
If (valid)
Generate MYSQLI select queries
Connect to database
Pass queries to database
If (any query fails)
Display error message
Else
Read session
If session exists on database, user is already logged in,
Display the page
Else
Display the page error message
End if
End if
Else
Display error message
Ask the user to refill the form
End if
End if
5.5. User Interface Design

The goal of user interface design is to make the user's interaction as simple and efficient as possible
in terms of accomplishing user goals. Good user interface design facilitates finishing the task at hand
without drawing unnecessary attention to it. Our Systems main user interfaces includes the following
features:
76
Figure 5-7 User Interface prototype
77
References
78

Documentation For Comment

Uploaded by

Copyright:

Available Formats

You might also like

Documentation For Comment

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Documentation For Comment

Uploaded by

Copyright:

Available Formats

ARSI UNIVERSITY

COLLEGE OF NATURAL AND COMPUTATIONAL SCIENCES

DEPARTMENT OF COMPUTER SCIENCE

DORMITORY MANAGEMENT SYSTEM

SUBMITTED TO DEPARTMENT OF COMPUTER SCIENCE

IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR

THE DEGREE OF BACHELOR OF SCIENCE IN COMPUTER SCIENCE

ADVISOR: Mr. Duressa Deksisa (Msc.)

Arsi Asella, Ethiopia

1. Milion Nugusie _________________ ______________

2. Tahir Dekamo _________________ ______________

3. Samuel Rabuma _________________ ______________

4. Negasa Birhanu _________________ ______________

5. Helen Tilahun _________________ ______________

Advisor Name Signature Date

------------------------------------------------- ------------------------------ ---------------------

Department Head Name Signature Date

------------------------------------------------- ------------------------------ -------------------

Examiner 1 Name Signature Date

------------------------------------------------- ------------------------------ -------------------

Examiner 2 Name Signature Date

------------------------------------------------- ------------------------------ -------------------

Examiner 3 Name Signature Date

------------------------------------------------- ------------------------------ -------------------

1.1. Background of the Organization

1.2. Statement of problem

1.4. Feasibility Study

 It determines the potential of the existing system.

 It used to determine/finds out the problem of the existing system.

 To determine all goals of the new system.

 It finds all possible solutions of the problems of the existing system.

1.5. Significance and Beneficiary of the Project

 Avoiding improper dormitory allocation

1.6. Scope and Limitation of Project

 Managing user account

o Creating and removing

o Activating and deactivating

 Registering each block and room

 Assign proctors to each block

 Allocating and deallocating students to dorm in consideration of business rule.

 Students can access their dorm placement

 Assigning Block and room

 Assign new and/or disabled students asper as business rule.

The project we are developing has limitation on fields like:

 Our system works when a server control services is available.

1.7. Methodologies of Project

Figure 1-1 Iterative methodology

1.7.4. System Testing Methodology

2.1 Introduction to Existing System

2.2 Users of Existing System

2.3 Major Function of Existing Systems

2.4 Forms and Other Documents of the Existing Systems

Figure 2-5 Forms for material stock out

2.6 Business rule of the existing system

3.1. System Description

3.2. Functional Requirement of Proposed System

 Submission of report and comment

 User registration (all actors)

1. Milion Nugusie ___

2. Tahir Dekamo ___

3. Samuel Rabuma ___

4. Negasa Birhanu ___

5. Helen Tilahun ___