GAMBELLA UNIVERSITY

FACULTY OF COMPUTATIONAL AND NATURAL SCIENCE

DEPARTMENT OF COMPUTER SCIENCE

WEB BASED DORMITORY MANAGEMENT SYSTEM

GROUP NAME ID NO
YAIKOB DIRIBA 2108
TABLE OF CONTENTS:

Activities………………………………………………………………………….

Abstract……………………………………………………………………………

CHAPTER ONE ……………………………………… ……..

1. Introduction…………………………………………..

2. Background………………………………………………

3. Statement of the problem…………………………………

4. Objective of the problem………………………………….

4.1. General Objective …………………………………...

4.2. Specific Objective……………………………………

5. Significance of the Study…………………………………...

6. Scope and Limitations of the Study………………………...

6.1. Scope of the Study…………………………………..

6.2. Limitations of the Study…………………………….

CHAPTER TWO: RELATED WORKS……………………..

2.1 Dormitory Management System Overview………………

2.2 Key Features of a Dormitory Management System……

2.2.1 Potential Gaps in Related Work……………………..

CHAPTER THREE: METHODOLOGY………………….

1. Data collection method…………………………….

2. Functional Requirement……………………………
3. Nonfunctional Requirement………………………..
4. Hardware and Software Requirement………………
1. Hardware Requirement ………………..
2. Software Requirement…………………..
CHAPTER FOUR: SYSTEM DESIGN……………
CHAPTER FIVE: SYSTEM IMPLEMENTATION……

1. Some system forms………………………………………….

2. System Use case diagram……………………………………
1. System Use case modeling………………………….
3. Sequence Diagram………………………………………….
4. Class diagram……………………………………………….
5. Activity diagram……………………………………………
6. Collaboration diagram………………………………………
7. Deploy diagram……………………………………………

CHAPTER SIX: CONCLUSION AND RECOMMENDATION……

1. Project Summary…………………………………………………….
2. Conclusions…………………………………………………………..
3. Recommendations…………………………………………………….

LISTS OF FIGURE

Figure 1: Use case Diagram……………………………………………………..

Figure 2: Sequence diagram for create Account…………………………………..

Figure 3: Sequence Diagram for View student info……………………………….

Figure 4: Sequence Diagram for Register Block……………………………………

Figure 5: Sequence Diagram for submit comment………………………………….

Figure 6: Sequence Diagram For Generate Report…………………………………

Figure 7: Class diagram…………………………………………………………….

Figure 8: Activity Diagram for view student info……………………………………

Figure 9: Activity diagram for update Record……………………………………….

Figure 10: Activity diagram for Generate Report……………………………………

Figure 11: Collaboration Diagram For Create Account…………………………….

Figure 12: Collaboration diagram for register block…………………………………

Figure 13: Collaboration diagram for View Dorm Info……………………………….

Figure 14: Collaboration Diagram for Remove Account………………………………

Figure 15: Collaboration diagram for Search Record……………………………………

Figure 16: Collaboration diagram for Generate Report…………………………………

Figure 17: Deploy Diagram……………………………………………………………

 ACTIVITIES

A Dormitory Management System is a software application designed to streamline and automate various
aspects of managing dormitories or student housing facilities.

Here are some common activities and features typically found in such systems:
1. Room Assignment and Scheduling:
 Assigning students to rooms based on preferences, availability, and other criteria.
 Managing room changes, transfers, and check-ins/check-outs.
 Creating schedules for cleaning, maintenance, and inspections.
2. Facility Maintenance and Repairs:
 Tracking maintenance requests and work orders for repairs.
 Scheduling regular maintenance tasks (e.g., cleaning, painting, pest control).
 Managing inventory of dormitory supplies and equipment.
3. Rent Payment Tracking:
 Recording rent payments from students.
 Generating invoices or receipts for rent payments.
 Handling late fees and reminders.
4. Communication Tools for Residents and Staff:
 Providing a platform for residents to communicate with each other and with dormitory staff.
 Sending notifications, announcements, and updates (e.g., events, policy changes).
5. Student Information Management:
 Storing and managing student profiles, including personal details, emergency contacts, and medical
information.
 Tracking student attendance and behavior records.
6. Security and Access Control:
 Managing access to dormitory buildings, rooms, and common areas.
 Monitoring security cameras and alarms.
 Handling key distribution and lost keys.
7. Billing and Financial Management:
 Calculating and managing expenses related to utilities, maintenance, and other services.
 Budgeting and financial reporting for dormitory operations.
8. Reporting and Analytics:
 Generating reports on occupancy rates, revenue, maintenance requests, and other key metrics.
 Analyzing data to improve dormitory management efficiency.

Abstract

Dormitory Management System (DMS) is a web based utility which provides the searching facilities and
information about student’s status at specific dorm using various factors. It can be used by University, College
or Institution to maintain the information of students in an efficient manner. Achieving this objective is
difficult using a manual system as the information is scattered, can be redundant and collecting relevant
information may be very time consuming. All of these problems are managed by using the proposed system so
called “Web Based Dormitory Management System". This system is very useful for those who want to know
about Dormitory Management Systems and want to develop software/websites based on the same concept. The
proposed system contains the modules like introductory concepts, system development methodology, tools and
technology that has been used for implementing the system, data sources like site observation, interview and
document analysis. The software design approach that has been implied for this system is Object-Oriented
System development approach.

CHAPTER ONE

1.1 INTRODUCTION

Dormitory management system is a computer system which helps to store a lot of information related to
students and dormitory including students and dormitory information ,inquiry, addition, deletion, change and
other operations. The project dormitory management system (DMS) is for computerizing the working in a
university. Hence, developing the system using technology has a tremendous effect for organizations and
offices; which is in our case the Gambella University dormitory management system (GMU-DMS). Currently,
the system is manual based; due to this the students and proctors faces some problems Because of this, we are
initiating to develop our project on dormitory system in order to minimize the problem by using computerized
system.

1.2 Background of the study

The Federal Democratic Republic of Ethiopia (FDRE) has implemented tremendous development changes in
the country and one of the policies designed by the government to bring about rapid and sustainable
development is the education and training policy. As it is known there were only two public universities in
Ethiopia twenty years ago. Now, the number of public learning institutes have increased more than 45 in the
country, among them is the Gambella University which is situated in Gambella People National Regional State
(GPNRS) is one of the recently established higher education institutions in Ethiopia. Its cornerstone was laid
by FDRE Prime Minister Haile Mariam Desalegn and GPNRS president Gatluak Tut on 28th April, 2014.
Gambella University is located at Gambella town, the capital of GPNRS which is 766 km far from Addis
Ababa. At the beginning the institution was established as Gambella Agricultural, Technical, Vocational and
Educational Training College which was organized and managed by the former Ministry of Agriculture and
Rural Development and GPNRS and Bureau of Agriculture and Rural Development from 2002 to 2012 to
produce middle level Agricultural Developmental Agents. During ten years (2002-2012) more than 1,950
students were graduated on Animal Science, Natural Resource, Plant Science and Cooperative Departments in
the Diploma program / (level IV). Moreover, more than 493 General Agriculture students were graduated
within the Certificate Program. Later on, based on the agreement made between the Ministry of Education and
Regional stakeholders, it was affiliated with Mettu University and become the College of Agriculture GMU-
DMS 2 and Natural Resource campus from 2012 to 2013/14 with (Animal Science, Plant Science, Natural
Resource Management and Agricultural Economics) departments. As an independent institution Gambella
University was proclaimed by the Council of Ministry under Proclamation No. 317/2006 and assumes its
institutional mandate. Right after, the establishment of Gambella University in 2014 opened a new chapter in
the history of the Gambella Region and the people. Soon after, the University was introduced to the public and
514 students were assigned to study in College of Agriculture and Natural Resource and Faculty of Business
and Economics with thirteen Departments and currently there are 31 undergraduate programs and two Colleges
College of Agriculture and Natural Resource, College of Engineering and School of law Faculty of Business
and Economics, Faculty of social Science and Humanity, and Faculty of Natural and Computational science.
Additionally, the university already launch Postgraduate Program in Animal Production independently and
three Postgraduate programs (Project Planning and Management, Development Studies and Master of Business
Administration) in collaboration with Green Research Development.

1.3 Statement of the problem

Currently, GMU dormitory management 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.

Some of those problems are:-

 Data duplication and Time consuming.

 Require more human power to assign the students.
 Management inflexibility
 Wastage of resources (paper ,pen )
 inconsistence of record
 Finding students information takes long times
 Generating report is very tedious work

1.4 Objective of the project.

1.4.1 General Objective

The main objective the project is to develop Online Dormitory Management system for GBU which is secured,
reliable, accurate and accessed on the internet.

1.4.2 Specific Objectives

In order to achieve the main objective, we have the following specific objectives:

 To design interactive graphical user interface.

 To design the database that store information.
 To assigns the dorm for the students.
 To make attendance form for student and proctors.
 To design proctor manager and proctor profile.
 To design the system that used to distribute and collect dorm material.
 To develop system that used to generate report.

1.5 Significance of the Study

The web-based dormitory management and allocation system is highly reliable, easy, fast and consistent and
will play a crucial role for reliable service for students, proctors, and for the management.

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.
 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 student’s effective communication with the university.

1.6 Scope and Limitation

1.6.1 Scope of the project

 The scope of the proposed system is mainly works only Gambella University for regular and
new students related to dormitory activities. It used internet to connect the offices in the
University that student visit during view their dorms.
 The main area of system will cover :-
 Student to view dorm placement.
 Proctor can access student information.
 To view dorm.
 Assigning students.
 User registration system.
 Assigning Block and room.
 Post latest information.
 Assign new and Disability students
1.6.2 Limitations
❖ It’s difficult to know students information and in the time data collection
❖ Handling student’s attendance
❖ Proctors shift controlling
❖ Generate System Report

CHAPTER 2: RELATED WORK

2.1 Dormitory Management System Overview

A Dormitory Management System is a software application designed to streamline and automate

various aspects of managing dormitories or student housing facilities. The primary goal of such a system
is to enhance efficiency, communication, and organization in managing dormitory-related tasks.
 2.2 Key Features of a Dormitory Management System:

1. Student Information Management: Keeping track of student details, including personal information, contact
details, and emergency contacts.
2. Room Allocation and Distribution: Assigning students to specific rooms based on preferences, availability, and
other criteria.
3. Billing and Payment Management: Handling rent payments, security deposits, and other financial transactions.
4. Attendance Tracking: Monitoring student presence and absence.
5. Maintenance Requests: Managing maintenance and repair requests for rooms and common areas.
6. Visitor Management: Recording and tracking visitors to the dormitory.
7. Communication: Facilitating communication between students, staff, and administrators.
8. Inventory Management: Keeping track of dormitory assets, such as furniture, appliances, and supplies.

2.2.1 Potential Gaps in Related Work:

While existing dormitory management systems offer valuable features, there are often areas where
improvements can be made. Here are some potential gaps to consider:
1. User Experience (UX):
o Gap: Some systems may have outdated or unintuitive interfaces, leading to user frustration.
o Solution: Prioritize user-friendly design and intuitive navigation. Conduct usability testing to identify pain
points.
2. Mobile Accessibility:
o Gap: Not all systems provide mobile apps or responsive web interfaces.
o Solution: Develop a mobile-friendly version to allow students and staff to access the system from their
smartphones.
3. Integration with Student Information Systems (SIS):
o Gap: Lack of seamless integration with existing university systems.
o Solution: Explore APIs or data connectors to sync student data between the dormitory system and the
university’s SIS.
4. Automated Alerts and Notifications:
o Gap: Inadequate communication regarding room assignments, payment due dates, or maintenance updates.
o Solution: Implement automated email or SMS notifications for important events or deadlines.
5. Security and Privacy:
o Gap: Insufficient data protection measures.
o Solution: Ensure compliance with data privacy regulations (e.g., GDPR) and implement robust security
protocols.
6. Reporting and Analytics:
o Gap: Limited reporting capabilities.
o Solution: Provide customizable reports for administrators to analyze occupancy rates, payment trends, and
maintenance requests.
7. Scalability:
o Gap: Systems may struggle to handle a large number of students or multiple dormitories.
o Solution: Design the system to scale efficiently as the number of users and dormitories grows.
8. Roommate Matching:
o Gap: Lack of features for roommate preferences and compatibility.
o Solution: Incorporate a roommate-matching algorithm based on shared interests, habits, and study preferences.
9. Emergency Preparedness:
o Gap: Insufficient tools for emergency communication (e.g., during natural disasters or evacuations).
o Solution: Include emergency contact information and communication channels within the system.
10. Feedback Mechanism:
o Gap: Limited ways for students to provide feedback or report issues.
o Solution: Add a feedback form or chat feature for students to express concerns or suggestions.

CHAPTER: 3

METHODOLOGY

3.1 Data collection method

The data collection instruments used to gather accurate information about the existing system and the
requirements for the new system. Interviews and questionnaires were administered to Stakeholders like
Students, Proctors and Dormitory management officer to collect user requirements. Observation of the current
existing system was done at the Dormitory management office 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 from customers the team has used the following fact finding techniques.

Those are: -
Interview: - to get the basic information and background information about the existing management system,
the team has interviewed the proctors and some students about the services that are given to them, and the
problems associated with that environment.

On job observation: - Here the team used to revise some data entry forms and repots associated with the
management process.

3.2 Functional requirements

The following are the functional requirements of the new system:

 The system should rearrange the buildings for the allocation.

 The system should rearrange students for the allocation.
 The system should assign dorms for students.
 The system should assign proctors for buildings.
 The system should generate timely report about the allocation.
 The system should store all the data related with all the tasks performed into a database.

3.3 Non-functional requirements

The following are the nonfunctional requirements associated with the new system:

 The system must be error free while operating with a huge set of data.
 The system must be user friendly.
 The system must be able to communicate users at different location.
 The system must recover immediately when a user enters erroneous data.
 The system must have a good response time.
 The system must be compatible with any environment.

3.4 Hardware and software requirements

3.4.1 Software Requirement
To do our project we will plan to use software such as:
❖ Power point and MS-word-: for Documentation and presentation
❖ XAMPP server for debugging server side scripting language
❖ E-draw Max for scheduling, use case, class diagram, sequence diagram, and any other designing
related task.
 ❖ Window -8 operating system version 2012-: has good Graphical User Interface and also we are
familiar with it. It also support apache server to run on it.
3.4.2 Hardware Requirement
The following hardware tools are the tools that we are going to use our project:
❖ USB flash (8GB): we use to back up our project if unexpected.
 Computer (Laptop): for editing and writing the document.

CHAPTER: 4

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. The objectives of design are to model the system with high quality. Implementing
of high quality system depend on the nature of design created by the designer. If one wants to change to the
system after it has been put in to operation depends on the quality of the system design. So if the system is
design effetely, it will be easy to make changes to it.

CHAPTER: 5

SYSTEM IMPLEMENTATION

5.1 Some system forms

5.2 System Use case diagram

Use Case represents interaction between a user (human or machine) and the system. Use case
components:

Actor: is a person, or external system that plays a role in one or more interaction with the system. And
represented with:
 Use case: describes a sequence of actions that provides something of measurable value to an actor and
is drawn as a horizontal ellipse.

System boundary: indicates the scope of the system project. Anything within the box represent
functionalities in side in scope.

5.2.1 System Use case modeling

System use cases documents behavioral requirements of any system are as follows:
 It shows how new system should do.
 Use case helps us to capture the functional requirements of the new proposed system.
The use cases identified for the proposed system: -
Name: security Login screen
Identifier: UI01
Description: Helps to validate user.
Name: Create Account
Identifier: UI02
Description: Used to Create Account
Name: View Student Info
Identifier: UI03
Description: Helps to show student info.
Name: View Comment
Identifier: UI04
Description: Helps to show user comment.
Name: Register block
Identifier: UI05
Description: Helps to register blocks.
Name: Allocate Proctors
Identifier: UI06
Description: Helps to assign proctors in the block.
Name: Register Room

Identifier: UI07
Description: Helps to register dorms to students.
Name: Allocate Students
Identifier: UI08
Description: Helps to assign students in their room.
Name: Generate Report
Identifier: UI09
Description: Helps to generate reports based on their respective duration. Name: Submit Comment
Identifier: UI10 GMU-DMS 14
Description: Helps to submit user comments.
Name: Submit Stud ID
Identifier: UI11
Description: Helps to submit student identification.
 Figure 1: Use case Diagram

5.3 Sequence diagram

The sequence diagram is used primarily to show the interactions between objects in the sequential
order that those interactions occur. However, an organization's business staff can find sequence
diagrams useful to communicate how the business currently works by showing how various business
objects interact. The main purpose of a sequence diagram is to define event sequences that result in
some desired outcome. The focus is less on messages themselves and more on the order in which
messages occur. Most sequence diagrams will communicate what messages are being sent between a
system’s objects as well as the order in which they occur.

Figure 2: Sequence diagram for create Account.

Figure 3: Sequence Diagram for View student info
Figure 4: Sequence Diagram for Register Block
Figure 5: Sequence Diagram for submit comment
 Figure 6: Sequence Diagram For Generate Report
5.4 Class diagram
Class diagram is static model that shows the classes and the relationships among classes that remain
constant over the time. Class is the main building block of class diagram, which stores and manages
information in the system. In the phase of conceptual class modeling we just create or classes ad their
interrelationship.
 Figure 7: Class diagram
5.5 Activity diagram
Activity diagram is another important diagram in UML to describe dynamic aspects of the system.
Activity diagram is basically a flow chart to represent the flow form one activity to another activity.
The activity can be described as an operation of the system. So the control flow is drawn from one
operation to another. This flow can be sequential, branched or concurrent. Activity diagrams deals
with all type of flow control by using different elements like fork, join etc.
 The purposes of activity diagram can be described as:
 Draw the activity flow of a system.
 Describe the sequence from one activity to another.
 Describe the parallel, branched and concurrent flow of the system.

Figure 8: Activity Diagram for view student info

Figure 9: Activity diagram for update Record.
 Figure 10: Activity diagram for Generate Report
5.6 Collaboration diagram
A collaboration diagram describes interactions among objects in terms of sequenced messages.
Collaboration diagrams represent a combination of information taken from class, sequence, and use
case diagrams describing both the static structure and dynamic behavior of a system.
The UML Collaboration diagram is used to model how objects involved in a scenario interact, with
each object instantiating a particular class in the system. Objects are connected by links, each link
representing an instance of an association between the respective classes involved. The link shows
messages sent between the objects, and the type of message passed.
Figure 11: Collaboration Diagram For Create Account
 Figure 12: Collaboration diagram for register block

Figure 13: Collaboration diagram for View Dorm Info

Figure 14: Collaboration Diagram for Remove Account

Figure 15: Collaboration diagram for Search Record

 Figure 16: Collaboration diagram for Generate Report

5.7 Deploy 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.

UML is mainly designed to focus on software artifacts of a system. But these two diagrams are special
diagrams used to focus on software components and hardware components. So most of the UML diagrams are
used to handle logical components but deployment diagrams are made to focus on hardware topology of a
system. Deployment diagrams are used by the system engineers.

The purpose of deployment diagrams can be described as:

 Visualize hardware topology of a system.

 Describe the hardware components used to deploy software components.
 Describe runtime processing nodes
 Figure 17: Deploy Diagram

CHAPTER SIX: CONCLUSION AND RECOMMENDATION

6.1. Project Summary:

 The project aimed to develop a Dormitory Management System to automate various management tasks related
to student accommodations.
 Key functionalities included student information storage, room allocation, and payment management.
 The system was built using ASP.NET and aimed to replace the traditional paper-based system.

6.2. Conclusions:

 The Dormitory Management System successfully streamlined administrative processes.

 It reduced workload for both students and administrators.
 The web portal provided easy access for students and administrators to manage dorm-related activities.
 6.3. Recommendations:

 Continuous Improvement: Regularly update and enhance the system to adapt to changing requirements.
 User Training: Conduct training sessions for students and administrators to ensure efficient system usage.
 Security Measures: Strengthen security protocols to protect student data.
 Feedback Mechanism: Implement a feedback mechanism to gather user insights for further enhancements.