HOSTEL MANAGEMENT SYSTEM (HMS)
WAN NUR HIDAYU BINTI WAN JA’AFAR
Report submitted in partial fulfilment of the requirements
For the award of the degree of
Bachelor of Computer Science (Software Engineering)
Faculty of Computer Systems & Software Engineering
Universiti Malaysia Pahang
JUNE, 2012
vi
ABSTRACT
Hostel Management is an application developed to manage the various activities in
hostel. The particular project is deal with the problems on managing the a hostel and
avoids the problem occurs when carried out manually. Identification of the drawbacks of
the existing system leads to the designing of computerized system that will be
compatible to the existing system with the system which is more friendly and more GUI
oriented. The objective of this project is to present a design of Hostel Management
System for SMA Pahang. Our research is a comparative study of software design in
development HMS for SMA Pahang. The study is focusly on fully utilize the OO
Diagram and functional-based diagram. Our focus is comparing the utilization and
significant of software design while developing the system using PHP for development
of HMS.
vii
ABSTRAK
Pengurusan asrama adalah satu aplikasi yang dibangunkan untuk menguruskan
pelbagai aktiviti di asrama. Projek tertentu berurusan dengan masalah menguruskan
asrama dan mengelakkan masalah ini berlaku apabila dijalankan secara manual.
Pengenalan kelemahan system yang sedia ada membawa kepada mereka bentuk system
berkomputer yang akan menjadi serasi dengan system yang sedia ada dengan system
yang lebih mesra dan lebih berorientasikan GUI. Objektif projek ini adalah untuk
membentangkan
reka bentuk Sistem
Pengurusan Asrama untuk SMA Pahang.
Penyelidikan kami adalah satu kajian perbandingan reka bentuk perisian dalam
pembangunan HMS untuk SMA Pahang. Fokus kajian saya adalah menggunakan
sepenuhnya Rajah OO dan fungsi-berasaskan rajah.Tumpuan kami membandingkan
penggunaan dan reka bentuk perisian yang ketara pada masa yang sama membangunkan
system menggunakan PHP untuk pembangunan HMS.
viii
TABLE OF CONTENTS
CHAPTER
1
2
TITLE
PAGE
TITLE PAGE
-
STUDENT DECLARATION
ii
SUPERVISOR DECLARATION
iii
DEDICATION
iv
ACKNOWLEDGEMENT
v
ABSTRACT
vi
ABSTRAK
vii
TABLE OF CONTENTS
viii
LIST OF TABLES
xi
LIST OF FIGURES
xii
LIST OF APPENDICES
xiv
INTRODUCTION
1
1.1 Background
2
1.2 Problem Statement
3
1.3 Objectives
3
1.4 Scopes
4
1.5 Thesis Organization
5
LITERATURE REVIEW
7
ix
2.1 Existing System Review
2.1.1 Hostel Management System
2.1.1.1 Screen Shot of Hostel Management
8
8
8
System
2.1.2 Hotel Decision Support System
11
2.1.3 College Management
12
2.1.4 Comparison of three (3) existing system
14
2.2 Software Design Review
2.2.1 Object Modeling Technique (OMT)
15
2.2.1.1 Introduction to OMT
15
2.2.1.2 What We Can Model With OMT
16
2.2.1.3 Example Diagram of OMT
17
2.2.2 Unified Modeling Language
20
2.2.2.1 Introduction to UML
20
2.2.2.2 What We Can Model With UML
21
2.2.1.3 Example Diagram of UML
22
2.2.3 Comparisons of OMT & UML
2.3 Tool for create dynamic and interactive Web pages
2.3.1
15
30
32
Adobe Dreamweaver
32
2.3.1.1 Advantages of Adobe
33
Dreamweaver
2.3.1.2 Disadvantages of Adobe
34
Dreamweaver
2.4
2.3.2
PHP
35
2.3.3
ASP.NET
37
Database Languange
38
2.4.1
MySQL
38
2.4.2
Oracle
38
x
3
METHODOLOGY
39
3.1 Iterative Incremental Development Methodology
40
3.2 Justification of Iterative and Incremental
41
Development Methodology
3.3 Iterative and Incremental Development Phases
42
3.3.1 Initial Planning
42
3.3.2 System Requirement
43
3.3.2.1 Hardware Requirement
44
3.3.2.2 Software Requirement
44
3.3.3 Analysis and Design
45
3.3.3.1 Logical Design
46
3.3.3.2 Entity Relationship Diagram
55
Design
3.3.3.3 Systems Rules
3.3.4 Implementation and Testing
57
3.2.4.1 Coding
57
3.2.4.2 Testing
58
3.3.5 Evaluation and Deployment
4
56
58
IMPLEMENTATION
59
4.1 System Interface
60
4.2 Scripting Technique
63
4.2.1 Declaration of variable in SQL statement
63
using PHP
4.2.2 SQL Statement
5
63
RESULT & DISCUSSION
65
5.1 Introduction
65
5.2 Test Result
66
5.2.1 Test Login Functionality
66
5.2.2 Test Record Visitor Functionality
68
xi
5.2.3 Test Search Student Functionality
6
69
CONCLUSION
72
REFERENCES
73
APPENDICES A – E
xii
LIST OF TABLES
TABLE NO.
TITLE
PAGE
2.1
Comparison of existing system
14
2.2
Comparison of OMT and UML
30
3.1
Hardware Specification
44
3.2
Software Requirement
45
3.3
Information Gathering
46
4.1
Explanation of the System Modules
60
5.1
Test case result (login functionality)
66
5.2
test case result (record visitor functionality)
68
5.3
test case result (search student’s outing
70
functionality)
xiii
LIST OF FIGURES
FIGURE NO
TITLE
PAGE
2.1
View of Room Information Interface
9
2.2
View of Listing Student Gate Pass In and Out at
10
Hostel Interface
2.3
OMT Object Diagram
17
2.4
OMT State Diagram
18
2.5
OMT Context Diagram
19
2.6
OMT Data Flow Diagram
19
2.7
Hierarchy of UML 2.0 Diagrams
21
2.8
UML Class Diagram
22
2.9
UML Component Diagram
22
2.10
UML Composite Structure Diagram
23
2.11
UML Deployment Diagram
23
2.12
UML Object Diagram
24
2.13
UML Package Diagram
24
2.14
UML Profile Diagram
25
2.15
UML Activity Diagram
25
2.16
UML Communication Diagram
26
2.17
UML Interaction Overview Diagram
27
2.18
UML Sequence Diagram
27
2.19
UML State Diagram
28
xiv
2.20
UML Timing Diagram
28
2.21
UML Use Case Diagram
29
3.1
Iterative and Incremental Development Methodologies
40
3.2
Context Diagram of Hostel Management System
47
3.3
Data Flow Diagram (DFD) Level 0 of HMS
48
3.4
Data Flow Diagram(DFD) Level 1 for Login
49
3.5
Data Flow Diagram (DFD) Level 1 for Setup Block
49
3.6
Data Flow Diagram (DFD) Level 1 for Setup Dorm
50
3.7
Data Flow Diagram (DFD) Level 1 for Assign Student
51
to Hostel
3.8
Data Flow Diagram (DFD) Level 1 for Generate
52
Report
3.9
Data Flow Diagram (DFD) Level 1 for Outing Student
52
3.10
Data Flow Diagram (DFD) Level 1 for Apply Hostel
53
3.11
Data Flow Diagram (DFD) Level 1 for View Status
53
Application
3.12
Data Flow Diagram (DFD) Level 1 for Record Visitor
54
3.13
Entity Relationship Diagram (ERD) of HMS
55
4.1
Interface of system
60
4.2
hostel application interface
61
4.3
Interface of Outing Management Module
62
4.4
interface of visitor management module
62
4.5
declaration of variable in PHP
63
4.6
INSERT SQL Statement
63
4.7
UPDATE SQL Statement
64
4,8
RETRIEVE SQL Statement
64
5.1
Login interface
66
5.2
record visitor interface
68
5.3
Search Student Form
69
xv
LIST OF APPENDIXES
APPENDIC
TITLE
PAGE
A
GANTT CHART
71
B
USER MANUAL
78
C
SOFTWARE DEVELOPMENT PLAN (SDP)
-
D
SOFTWARE REQUIREMENT SPECIFICATION (SRS)
-
E
SOFTWARE DESIGN DOCUMENT (SDD)
-
CHAPTER 1
INTRODUCTION
This chapter briefly discuss on the overview of this research. It contains five
sections. The first section is introduction; follow by the problem statement. Next are
the objectives where the project’s goal is determined. After that are the scopes of the
system and lastly is the thesis organization which briefly describes the structure of
this thesis.
1
1.1
Background
Hostel is a not a less than a home for students when staying away from their
home. It has large well ventilated dormitories and single rooms and is situated in the
school premises. Providing clean and calm hostel accommodation is one of the key
responsible of school management.
To manage the hostel facilities, a lot of data need to be maintained such as
number of student hostel can accommodate, hostel rules and regulation, hostel fee,
hostel in and out of student, guest and visitor record and so on. So, this need the
system which has an ability to capture all kind of data and information and analysis it
properly for smooth functioning of the hostel. Hostel warden can easily maintain the
data.
Hostel Management in schools often involves administering of all activities
of students. All these still remains difficult and require some job for the top
management. Hostel Management functions and responsibilities in modern day
schools have always been a problem in managing, because of the manual system
method of tools they use. Hostel Management System is well designed specially to
meet challenges of administrative set up of any school.
HMS can be used to assist in student’s allocation, setup hostel information,
hostel application, student outing record and visitor management. In short, this
system will assist the staff in managing the hostel management at school.
2
1.2
Problem Statement
After make an observation on the current process of hostel management at
school, it found that every single thing is done completely by manual.
Currently, the SMA management at JAIP has decided to make computerized
system . It is because there are facing problem such as corrupted of data. The data
about information of student hostel are store and keep not very well and
systematically. In the current process, the data are stored into the file but not in the
database which is lead to data duplication, repetitive data, and isolation of data from
one to another. It is also worried of something happen to the file, then all the data will
lost.
In the current manual system, it will very difficult to find the hostel record
and other information of student manually. Because it has been keep on the paper and
it is easy to loss. It also consume time to search the paper of student hostel record one
by one.
The manual system requires longer time for allocation the student to
respective hostel, dorm, and bed.
Besides that, the manual application will lead toward a hassle data
management for faster student allocation as well as managing the data for faster task
such as student’s activities, student outing record and managing visitors.
3
1.3
Objectives
The objectives of this project are:-
(i) To develop an integrated system for hostel management system.
(ii) Providing online student application for student to apply the hostel.
(iii) To compare the efficiency of system design for a small IT project.
1.4
Scope
The scopes of the project that have been identified are:
(i)
This system is only use by Sekolah Menengah Agama (SMA) Kerajaan
Negeri Pahang.
(ii)
The user of this system are :
a. School’s Staff / warden: are responsible to setup the hostel information,
manage the student outing and student’s visitor
b. Student: apply hostel application
(iii) This system use web based application concept. The software to be used in
developing this system is Hypertext Preprocessors (PHP) language, Xampp
for the database and Adobe Dreamweaver CS3 for the interface design.
(iv) The module of this system are :-
a. Setup the information of hostel
- Add the information of hostel, block, and dorm and capacity of dorm
b. Hostel allocation
- Assign the student room based on their form
4
c. Hostel Application
- Student can apply the hostel by online and view the status of
application. The hostel application of student will be approved by
staff officer
d. Student Outing
- Staff will scan the barcode at outing book by using barcode scanner
and will be record to the system
e. Student’s Visitor
- Warden are responsible to record the detail of student visitor.
1.5
Thesis Organization
This thesis consists of four (6) chapters. Chapter 1 will discuss on
introduction to system/research. The purpose of this chapter is to introduce about the
system that will be develop. This chapter contain several part namely introduction,
problem statement, objectives, scope, and thesis organization.
Chapter 2 is about literature review. This chapter will explain about the
reviews for the chosen project and explain about research that was conducted by
other party. This chapter also will explain about the technique / method/ suitable
equipment or technology to take away in implementing project.
Chapter 3 is about methodology. This chapter will discuss about approach
and framework comprehensively adopt in project development. It used during design
and project implementation. This chapter also explains about the justification of
method or approach used and hardware and software necessity.
Chapter 4 is about implementation. This chapter will briefly summarize and
conclude the proposed project. will discuss about compilation if the processes
involves in project. This chapter involves data, the techniques of data and table that is
used based on SQL and PHP tools instructions.
5
Chapter 5 is about result and discussion. This chapter will elaborate about
the result from data analysis that have done by project research. The elements that
should have in this chapter include result analysis, the problems of build project, and
project solved
Chapter 6 is about conclusion. This chapter will briefly summarize and
conclude the proposed project.
6
CHAPTER 2
LITERATURE REVIEW
This chapter briefly the describes the review on existing technique related
with “Hostel Management System” that will be developed later. This chapter
comprises four sections: The first section describes the comprehensive review on
existing related systems. The second section describes the review on software design.
The third section is describes the database language. And lastly, section fourth is
describe about the software development methodology.
7
2.1
Existing System Review
This section is to review the current system and existing system that related to hostel
management system. There are three (3) existing system that has been explored.
2.1.1
Hostel Management System
The Hostel Management System is a system specialty designed to centrally
manage Hostel Association. This system is stand alone system. It is customize and
user friendly software for Hostel. All administrative function and application system
data has been designed to be keep centrally and unique for entire organization [1].
Base file Hostel creation, Block creation and Room Facility are defined in
master file of hostel module and other main process such as room allocation, room
change and mess management facilities are available in transaction file of this module
[1].
2.1.1.1 Screen Shot of Hostel Management System
8
Figure 2.1 View of Room Information Interface
The figure 2.1 shows the room information at the first floor in hostel. Here, it shows
all the detail of room information such as room code, room number, and type of
room. Here also administrator can add new room information of another floor.
9
Figure 2.2 : View of Listing Student Gate Pass In and Out at Hostel Interface
The figure above shows the list of student in and out from hostel. Administrator can
add new the student check in and check out from hostel.
10
2.1.2
Hostel Decision Support System
Hostel Decision Support System which is specifically designed for the
Welfare Unit of Yaba College of Technology
This system involves identification of inputs, files, processing, output,
hardware, costs, accuracy, response times and control. The system has following
features such as:-
(i)
It provide reliable security measures, which protect the data and the package
from accidental of deliberate threats that could cause unauthorized
modifications, disclosures of destruction of data and protection of the
information system by the use of password.
(ii)
It provides an automated registration of bona-side students thus, storing
information on the system rather than using bulky files.
(iii) It provides input of data at anytime with the ability to update records in the
system.
(iv) It allows automatic and manual allocation of room to bona-fide students
while allowing the user to use his/her digression.
(v)
It provides efficient and effective means of producing hard copies of
information by generating reports on hostels, departmental allocation,
special room’s allocation etc.
(vi) It obtains greater speed and accuracy in handling data and generating
reports.
(vii) It gives room for addition of new residential if new residential hall(s) so as
to make the system effective due to the ever-increasing population of
students in the institution.
(viii) It provides a databank, which serves as a store of all records at the end of
each academic session by simply clicking on RESET button.
11
The system has four (4) input forms which include registration form, create
new hostel entry, add room entry/add hostel room and hostel management form.[2]
2.1.3
College Management [3]
The college is very fortunate in the quantity and the range of the
accommodation it has available to offer its graduate students. All graduate housing is
of a very high standard and most has been either built or refurbished in recent years.
Priority is given to the first year graduate students and merit from the college activity
that students involve.
According to Lau Chi Pang, Wong Wan Man (1998), the Birth of Student
Hostel: Whole Person Education at the Formative Stage, Lingnan College is the first
tertiary institution in Hong Kong to provide opportunities for all students to live and
work together in an academy community and to realize more fully the ethos of the
college as reflected in its motto "Education for Service", Lingnan College is currently
offered 1,500 hostel places to their student which is about 75% of the total student
population.
According
to
Downing
College,
Graduate
students
in
college
accommodation live either in college or in graduate hostels which are close by as
their studies usually require them to remain in Cambridge for virtually the whole
year. Graduate are able to participate as fully in college life as all other members.
Cooking is not allowed in the room including storing, preparing, cooking or consume
food to prevent smell and pest nuisance. Any damage to hostel property must be
reported immediately to the hostel management. Residents will have to pay for all
damages except those caused by normal wear and tear.
There are more than ten colleges at UiTM to allocate their student but it still
will not enough to allocate their entire student. Therefore, Student Affairs Office
must select the students based on the criteria that Student Affairs Office decide to
12
choose students that are qualified to stay at college along their study at UiTM.
According to Mark Drunmiond, a service requirement for graduation that program is
effective because it integrates the service component into the curriculum, which can
be quite costly.
The hostel management reserves the right to match those twin sharing
residents without a room-mate with same gender. Any damages to room facilities will
be shared equally with the roommate. The hostel management reserves the rights to
enter, inspect or spot checks the rooms in the interest of proper conduct of the
residents, or the orderly and efficient administration and proper use of the rooms, or
to maintain or repair the premises but only in the presence of the residents. Unless
time permits, a written notification shall be given in advance of the management's
intended entry. According to Austin, (1984), several researchers have explored the
relationship between residence hall living and satisfaction with the college
experience. Researcher has demonstrated that physical environment and social factors
can have a substantial impact on student's satisfaction with their residence hall
experiences. Residence hall experiences, in turn, have shown to have positive impact
on student perceptions of their undergraduate experiences, mend ships and faculty
student relations
13
2.1.4
Comparison of three (3) existing system
Table 2.1 : Comparison of existing system
Parameter
Hostel Management Hostel Decision Support College Management
System
System
Type of System
Stand alone
Stand alone
Web based
Application Use
Use VB language
Use VB language
Use WampServer
Objective
system
of The Hostel
Designed for the Welfare To identify all the
Management System
Unit of Yaba College of requirement
is a system specialty
Technology.
specification of
designed to centrally
College Student
manage Hostel
Allocation System
Association.
Advantages
All
administrative It provides efficient and improvement of
function
and effective
application
data
has
means
of the college student
system producing hard copies of allocation system to
been information by generating make it more effective
designed to be keep reports
on
centrally and unique departmental
for entire organization
hostels, in college
allocation, management.
special room’s allocation
14
2.2
Software Design Review
This section will review and comparing the technique of software design that
will be use in developing HMS. Our objective project is comparative study of
software design in developing HMS for SUK Pahang. The study is focusing on fully
utilization the UML diagram and OMT diagram. Our focus is comparing the
comparing the utilization and significant of software design while developing the
system using PHP for development of HMS.
2.2.1
Object Modeling Technique (OMT)
2.2.1.1 Introduction to OMT
Object Modeling Technique (OMT) Methodology is one of the very popular
methodologies for analysis and design of application for database systems,
executive/enterprise information systems, collaborative computing systems, medical
information systems, and hypermedia system [4].
OMT is an object modeling language for software modeling and designing.
It was developed around 1991 by Rumbaugh, Blaha, Premerlani, Eddy, and Lorensen
as a method to develop object oriented system and to support object oriented
programming (Wikipedia) [5].The OMT software engineering methodology deals
with object oriented development in analysis and design phases.[6]
OMT was developed as an approach to software development. The purposes
of modeling according to Rumbaugh are to testing physical entities before building
them (simulation), communication with customer, visualization and reduction of
complexity.
OMT is a predecessor of the Unified Modeling Language (UML). Many
OMT modeling elements are common to UML.
15