Dormitory Management System Capstone Project Document

Introduction

According to Bill Gates, the world is now in advanced high technology generation where things get easier to do in offices. Many countries at present, especially the developing nations are fueled by the rapid technological changes. This has radically changed the living and working styles at home, typing on a type writer, listen to the radio, and watching movies through DVDs, to doing all these gadgets on the web.  The importance of computer application is increasing day by day. In the latest decades of the millennium, winning organizations were those which were willing to integrate business strategies with computer information technology in plying their respective trades. The use of computer information technology paved a way to make their decisions fast, ability endowed them for fluid organization structures, enabled them to cope with the demanding work force and external environment through the rapid development of innovative approaches and lastly, the management information system on achieves their company’s mission and vision.

One of the needs of a student is a dormitory especially in distant places from the school and for enhancing themselves to live without guardians. George N. Root III (1985), many places build this business near schools or offices for the better advantage. A good location is important to the success of a retail business. The student may be enhancing the way they change their living and working styles. The study discovers the basic problem and error inside the dormitory. The proponents conducted a research about the manual process of the dormitories. This research is to identify and analyze the problems and gives solutions for dormitory management issues. Dormitory Management is one of the major management activities which are performed to arrange and allocate rooms for students. In this process, there is a potential problem associated with the dormitory management.

The Dormitory Management System provides an easy and manageable system that could help the user to check the profiles of its boarder. The system specifically focuses on managing the transactional processes submitted by the boarder.

 

Background of the study

is one of the nearest dormitories in ABC fortune towne and this building has been built last October 2015 the owner is the brother of Atty. Renecito . This building contains 6 rooms and each room have 8 beds and 4 bathrooms and includes one washing area, 3 floors and 1 roof deck which you can dry your clothes. The issue of this dormitory is misinformation of boarder when identifying payments and info’s.  Although it gives sustainable dormitory services for boarder and provides better control of dormitory materials still we implement this system for better services from the owner.

Statement of the objective  

Generally Objective

The main objective of this study is to provide the management of  Dormitory in their payment transactions, room utilization, and boarders information.

1. This study aims to design and develop a management system for  Dormitory that will:
   1. manage records of the boarders.
   2. View room information online.
   3. Notify boarders due date through SMS.
   4. Generate payment reports.

2. Evaluate the system using ISO 9126 standard.

Conceptual Framework

This picture shows the flow of the system. When the user has logged in it can view the profiles of the boarders but he/she can only add, edit and delete boarders in his own interface.

Scope and Delimitation of the study

This section enumerates the scope covered by the study and its delimitation.

Scope

The scope of this study is only in gathering all the data of the boarders such as boarder id, name, contact, rooms, address, and payments. Monthly tally of reports it summarizes the payments of all boarders every month. Total summary of reports summarizes all the payments of all boarders for the whole year the system categorized it by year and month of payments. User and Admin based Management the user is for the employee access and Admin is for the owner to access the system. Print receipt function the system can generate a receipt for the boarder’s validation of payment. The System can notify the boarders through SMS due to the expiration of renting.  And it can process online inquiry the client can inquire if there is an available room. This study will help the boarders notified and for the business benefits of the owner to be more efficient.

Delimitation

• This study is limited only to the personal information of the boarders. Records of payment of every individual boarder.
• Rental cost of the rooms and its availability.
• Only the Owner or Admin and the User Employee can access the system.
• The admin is the only one that can edit the scheduling of payments is not included in our system, Notification of cleaners, Announcement of activities and events, Miscellaneous reports.
• The system can o nly access through web browsers only the admin or Owner can generate users to access the system.
• Also this study will not only for this dormitory but for more dorms that needed the system.

Significance of the Study

This study is intended to various set of people who could benefit in the system. The result of this study will be beneficial to the following:

Management. This can help the dormitory for faster and easier transactions for the boarders and also for the employees for it is a user friendly interface.

Owner. It can help the owner to manage its business and monitor its profit.

Boarders. It can help the boarders for a faster and efficient dormitory transactions and it also helps the boarders monitor their payment statuses.

Future Researchers. This study will help the future researchers. It will serve as information for them to gain more knowledge and get some of the ideas in a management related study.

Definition of Terms

The proponents defined the following terms operationally based on their use in the study and the system:

User. Alternatively referred to as an account name, login ID, and user ID, username or user name is the name given to a user on a computer or computer network. This name is commonly an abbreviation of the user’s full name or his or her alias. For example, an individual known as John Smith may be assigned the username smith, which is the first four letters of the last name followed by the first letter of the first name. In the picture shown on this page, the username is root.

“What Is a Username and User Name?” 2017. Accessed October 4. https://www.computerhope.com/jargon/u/username.htm.

Admin.  Alternatively referred to as an admin, administrator, and gatekeeper, root is a superuser account on a computer or network and has complete control. When referring to a Unix and Linux computer, this user is often known as root. On a Windows computer and on a network, this user is often referred to as an administrator.

“What Is an Administrator?” 2017. Accessed October 4. https://www.computerhope.com/jargon/a/admin.htm.

Management system. Documented and tested step-by-step method aimed at smooth functioning through standard practices. Used primarily in the franchising industry, management systems generally include detailed information on topics such as. organizing an enterprise, setting and implementing corporate policies, establishing accounting, monitoring, and quality control procedures, choosing and training employees, choosing suppliers and getting the best value from them, and marketing and distribution

“What Is Management System? Definition and Meaning.” 2017. BusinessDictionary.Com. Accessed October 4. http://www.businessdictionary.com/definition/management-system.html.

 Dormitory Management System. A management system is the framework of policies, processes, and procedures used by an organization to ensure that it can fulfill all the tasks required to achieve its objectives.

Review of Related Literature

This chapter discusses the existing study into the context of proceeding related research. This research study cited articles and systems, which are pragmatic, are based on research and design of the developer to meet the user’s need.

Online Dormitory Reservation System

This project is Online Dorms Systems which allows users to book their room in the dorm from anywhere; this is an automated system where the user can search the availability of rooms in the dorm. The search can be done based on the dates. The rooms that available come with the status available; it will display all the rooms available as of that particular search date. Once the room has been booked the user can cancel the reservation within 48 hours. And there is a concept of user login. As the user creates his own account with his email id, he can login into his account. There is an administrator login page for the administrator, who has the control over the dorms system application. He can also review the business profit and growth. The proposed system reduces a lot effort for student and the administrator of the dorms as well. The objective of this application is to develop an online dorm system for Improving Software Quality and Reliability is useful for applications developed in an organization. This system can be used for reducing problems of the student against an application/module, assigning dorms to individuals and solving problems of the student.

• Mothe, KK. Soraguni, R. Vakity, 2015)

Database Management System

A database system configures a storage model in accordance with a hierarchical tree-like structure to enable fast and comprehensive data extraction functions. A plurality of entities, attributes, and entity occurrences are each assigned a unique, multi-character expression. The expression has a predetermined hierarchical structure which defines the relationship between each entity, attribute and entity occurrence with every other entity, attribute and entity occurrence. The expressions are stored in an expression set table linking each element of each expression with a natural language phrase or data definition. Events are recorded in an entity history table each event having an associated expression. Data is extracted from the database according to a multi-character query expression comprising characters that are deterministic to the query and characters that are non-deterministic to the query. Data extracted from the database is also filtered according to a plurality of multi-character profile expressions each comprising characters that are deterministic and characters that are nondeterministic and which together define filtration criteria. (P. Clifford, R. Bhandari, 2015)

 

Local Related Literature                                    

Automated property management inventory system         

The purpose of this study was to help the company in their problems regarding with their current system. The researcher conducted a research through interview according to the research conducted, all employees encountered problems with the current system they’re using. Examples of these were the complexity of the system and erroneous functions in the system. Most of them preferred to have an accurate and dependable inventory system. The proponent’s system was based on the System Requirements, the end-product of the conducted research.

Having an accurate, complete, and functional Inventory System in the business meant security. Recording date that the system accepts, stores and produce. provided the Administrator and Employees a good basis for decision making. The proponent’s system suited to the needs of the company.

(R. Calago, L. Marcelino, J. Palermo, 2012)

 

Geancy food Online Reservation System

Geancy food Online Reservation System is an online web-based system wherein clients can make catering reservation through online. The system can help the catering administration manage their transaction and reservation and reservation processes and can be easily edited, delete, filter, monitor, store and secure of all the reservations records. The system will help the administration in making their work easy the fast such as updating, adding a new menu, and printing of records since all the files will be stored in the files will be stored in the database. It is more secure in an automated online system and it is more reliable in processing reports and reports and records of the reservation than using manual based. The system allows clients to check their reservations and availability whenever they are online and can make catering reservations rights away. Only the authorized personnel can access the system with the use of its username and password for the security purposes

• Brigula, et. al, 2016)

Synthesis

This project is Online Dorms Systems which allows users to book their room in the dorm from anywhere; this is an automated system where the user can search the availability of rooms in the dorm. The search can be done based on the dates. The rooms that available come with the status available; it will display all the rooms available as of that particular search date. A database system configures a storage model in accordance with a hierarchical tree-like structure to enable fast and comprehensive data extraction functions. A plurality of entities, attributes, and entity occurrences are each assigned a unique, multi-character expression. The expression has a predetermined hierarchical structure which defines the relationship between each entity, attribute and entity occurrence with every other entity, attribute and entity occurrence. Having an accurate, complete, and functional Inventory System in the business meant security. Recording date that the system accepts, stores and produce provided the Administrator and Employees a good basis for decision making. The proponent’s system suited to the needs of the company. Geancy food Online Reservation System is an online web-based system wherein clients can make catering reservation through online. The system can help the catering administration manage their transaction and reservation and reservation processes and can be easily edited, delete, filter, monitor, store and secure of all the reservations records. These studies help the proponents to formulate the  dormitory system.

Methodology

The Iterative and Incremental Waterfall Model is very useful as SDLC model because you can focus on every step from requirements to release stage.

This concept is easier and more understandable process of a cycle and also this kind of model is suitable for our system. this can help due to progress and implementation to a development process.

Planning Phase

A well-thought out plan enables us to identify priorities and determines our course of action. Our plan is the tool that charts our direction and which maximizes the effectiveness and impact of our daily inclusion work.

Analysis Phase

          Gathered data that was acquired from the company will be analyzed.

Design Phase

          In this phase the proponents engage a design of a system which impart to the needs of a dormitory like create, read, update, delete (CRUD). The promoter also marked to add a SMS notification, payments reports and print receipt.
After this following idea, the programmer start to develop the system.

Development Phase

The primary goal during the Developing Phase is to build the solution components code as well as documentation. Some development work may, however, continue into the Stabilizing Phase in response to testing. On the technical front, a successful web site requires an understanding of front-end web development. This involves writing valid HTML / CSS code that complies to current web standards, maximizing functionality, as well as accessibility for as large an audience as possible.

Testing Phase

This phase is more on testing the system if it has error or defects for it to be fixed until you achieve the quality standard required.

Implementation Phase

This phase will be for the implementation of the system or when will this be released. After the system would be functional and tested and proven, that will be the time for the system to be released. The approximate date will be on 2018.

Maintenance Phase

The system requires maintenance and support. The comments and

Suggestions made by the customers and administration are essential in enhancing the system. For this purpose, the maintenance of the

The system is scheduled every 3 months in order to maintain the system’s functionality.

       

REQUIREMENTS

To discuss the problems they encounter when they are using the traditional Manual spreadsheet process. The proponent needs the requirements for gathering the data is the spreadsheet that they using for the boarder payment and information, the survey of the employees and opinion the planning of idea will be followed on how to design, create and arrange the system.

DESIGN

To create the project the design will follow after the planning and construct the system into a drawing object that the scope of the idea will be understood easily. The programmer and analyst will make a friendly user interface where it is easy to understand and use.

EXECUTION

This process will be the effect of the plan which we considered that we implement the scope in the system that we apply and produces exact order and action.

TESTING

In Testing, the performance of the system will be measured, this will be specified the quality or reliability of the system that takes procedures. The proponents will be allowed to retrieve reports update, add, edit, delete and do some work in the system to ensure the capacity of endurance of the system and the capability to work.

RELEASE

This will be allowed to use the function by admin, and free to make an activity.

 

Feasibility Schedule

The feasibility schedule contains the record of the amount of time

the proponents spent on the system.

Gantt Chart

The following figures show the Gantt chart of the tasks that have been done by the proponents with the time allotted for the establishment of the entire system.

 

Operational Feasibility

The  Dormitory has no existing system that makes easier work for the owner. The proposed system could help the owner manage its business easily and monitor the payments and violations of every boarder.

 

Program Environment

Front End

                HTML Stands for “Hypertext Markup Language.” HTML is the language used to create web pages. “Hypertext” refers to the hyperlinks that an HTML page may contain. “Markup language” refers to the way tags are used to define the page layout and elements within the page. (“HTML (Hyper-Text Markup Language) Definition,” n.d.)

CSS Cascading Style Sheets was first developed in 1997 as a way for Web developers to define the look and feel of their Web pages. It was intended to allow developers to separate content from design so that HTML could perform more of the function that it was originally based on – the markup of content, without worry about the design and layout.

JQuery is a cross-platform JavaScript library designed to simplify the client-side scripting of HTML. Used by over 60% of the 10,000 most visited websites, jQuery is the most popular JavaScript library in use today.  jQuery is free, open source software, licensed under the MIT License. (“«jquery» — Questions & Answers | Twiola,” n.d.)                         

Bootstrap – Bootstrap is a free and open source front end development framework for the creation of websites and web apps. The Bootstrap framework is built on HTML, CSS, and JavaScript (JS) to facilitate the development of responsive, mobile-first sites and apps.

(“What is Bootstrap?” n.d.)

 

Back End 

PHP – Stands for “Hypertext Preprocessor.” (It is a recursive acronym if you can understand what that means.) PHP is an HTML-embedded Web scripting language. This means PHP code can be inserted into the HTML of a Web page. When a PHP page is accessed, the PHP code is read or “parsed” by the server the page resides on. The outputs from the PHP functions on the page are typically returned as HTML code, which can be read by the browser. Because the PHP code is transformed into HTML before the page is loaded, users cannot view the PHP code on a page. This makes PHP pages secure enough to access databases and other secure information. (“PHP (Hypertext Preprocessor) Definition,” n.d.)

          MySQL – is the most popular database system used with PHP. MySQL is a database system used on the web. It is a database system that runs on a server. It is ideal for both small and large applications. MySQL is very fast, reliable, and easy to use. It supports standard SQL. It compiles on a number of platform, it is also free to download and use. MySQL is developed, distributed, and supported by Oracle Corporation.

(“PHP: MySQL Database,” n.d.)

 

Technical Feasibility

Hardware Specification

Hardware Specifications (Minimum Requirements)

• Dual Core Processor
• 2GB RAM
• Monitor: 800x 600 resolution
• 250 GB Hard Drive
• Compatible Mouse and keyboard.
• Printer

Software Specification

The software specifications are:

• Web Browser (Google and Mozilla Firefox)
• MySQL
• Apache

 

System architecture

Displays the structural design of the system wherein the client of
’s dormitory uploads relevant personal data information such as the name of the employee and his requirements using the SQL database. The system will be using a GPS to monitor some dormitory location area.

Data Flow Diagram (Gane & Sarson)

Data Flow Diagram

This figure is designed to notify the payments of the boarder through SMS. This system also provides online inquiry or in a Real-time interface for booking. And this system can be view by the users and the owner through the web browser. The system can generate reports of the boarder and profile information as well.

Cost Benefit Analysis Cost

Cost benefit analysis estimated the sum up the equivalent value of the benefit and cost in order to determine the stable amount of money. which the boarder will able or unable to pay on the exact date of the month. This will determine also if the dormitory will profitable or not due to the unfortunate events.

Developmental Cost table is the total amount of the system. And the Operational Cost table is the sum of the company’s expenses in a year.

 

 

Cost benefit analysis (CBA)

Evaluation conclude equivalent money value

Of the benefit and cost of the system in order to define whether it is profitable or worth the investment, the activities or functional requirements for the ’s Dormitory Management.

This Diagram shows the activity of the Admin and User. The admin can view, add, edit, delete and update to get reports from the system.

Activity Diagram

Administrator Activity Diagram

The administrator can only give user accounts and update the

information and reports. The administrator can also delete and edit some members and boarders.

Database Model

Entity Relationship Diagram

Entity Relationship Diagram explains every relationship between table’s entity and attributes.

Data Dictionary

Presentation, Analysis, and Interpretation of Data

This chapter presents all the data gathered during User’s Survey for the System.

Presentation

The proponents conducted an actual testing at the ‘s Dormitory and demonstrate the functionalities of the system. The proponents give them the Appendix D User’s Acceptance Survey for them to distinguish the Effectiveness, Efficiency, Quality, Timeliness, and Productivity of the system.

Data Analysis

This part of the chapter presents the data collected by the proponents from the respondents of  Dormitory Administration and its boarder.

Characteristics of the Respondents

The  Dormitory is composed of the Owner which is the land lady and payment collector and its boarder. The proponents got thirty (30) respondents form the owner to the boarder.

Solution:

n = 46____

1 + 46 (0.05)2

n = 46 (0.0025)

n = 46____

1 + 0.115

n = 46____

0.115

n = 41.25_or 41

Based on the following tables shown above result of the test indicates that the system or the  Dormitory Management System is useful to the users. This may include that the users are grateful for proposing a system like this which is convenient, user-friendly, and time effective, efficient and is consistent and accurate regarding to data rather than to reserve equipment personally. Getting an average of ______ is a good result that motivates the proponents to continually develop the system and propose for deployment.

Summary of Findings, Conclusion, and Recommendation

This chapter presents to the tally of our research work conclusion that has solved the client problem and recommendation.

Summary of Findings:

          The proponents conducted an evaluation of the company and its boarder to identify the main problem of the company system. The proponents developed the manual process to avoid the cause of wrong information to the boarder and create an automated process for hassle free payment transaction.

 

Dormitory uses the manual payment transaction by using record book for the payment of each boarder. They are using record book to gather personal information to the new boarder.

The  Dormitory Management System focuses on the automation of the manual process. The System manages all the dormitory transaction where the owner can easily add, edit delete data’s and secure all the records of payment.

 

Conclusion

The proponents successfully gathered all the data and feedbacks. The proponents identified that the system is very useful because it gives the Administration an easy and fast dormitory transactions. The client is very satisfied with the outcome of the system it met all the required functionalities for the dormitory.