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CHAPTER ONE
1.0 INTRODUCTION
1.1 Background of study
A hostel as described in oxford dictionary is a large house with multiple rooms where
people can stay. Quite a good number of academic institutions offer boarding facilities
to its students. Consequently, accommodation department of the aforementioned
institutions are entitled with a task of keeping the details of each and every student who
has been offered accommodation by use of any appropriate means. However, the need
for coming up with a system that facilitates a fast storage, processing and retrieval ofinformation is almost inevitable more so when dealing with large amounts of data. This
does not only help in reducing the workload involved with handling of data but also
ensures that co-coordinated results are yielded.
With the current trend in the changes in IT, computerization of departments in many
organizations has always been the wish of every manager. This has been bolstered with
the fact that, the idea of storing electronic files has had an affirmative impact on office
work by almost facing out the tedious and time consuming paper lists, thereby ensuring
organizations get a safe and custody of their data while avoiding big administrative
costs.
1.1.2 Statement of Originality
In Masinde Muliro University, the hostel department to be specific, files to store and
manage the students records, this system has proved to be time consuming, quite
expensive, tiresome and is over reliant on paper.
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the same time.
Less paper work thus reduced paper work and expenditures in form of
purchases and storage
Access restriction to unauthorized persons to access confidential documents.
This is possible through use of passwords that ensures data security.
Accuracy of data is provided and in a timely fashion due to its consistency
unlike on the manual system. This helps in time economy as it saves time.
1.5 Research Questions
What are the data integrity and confidentiality constraints posed by themanual hostel management system?
How efficient is the manual system of booking in students into hostels?
Is the computerized system projected to increase the speed of hostel data
processing?
1.6 Significance of the Study
The following are the perceived significance of this study:
o The project shall benefit the college in that it shall provide a means of
efficiently running the hostel department efficiently at a projected reduced
cost.
o The hostel workers shall benefit from the project in that there will be a
reduced workload associated with paperwork.
o The student shall benefit in that it is projected that the project shall
provide a faster room allocation and clearance thereby saving them thelengthy time spent in queues during room allocation and clearance.
o The project shall enhance data integrity and reduce duplication.
o The project will also phase out the tedious manual system.
o It will boost the employees moral due to better processing and operations
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o Since all this operation will be electronically handled there will be easy
report generation and modifying information.
1.7 Limitations of the project
The following are anticipated limitations of this project.
The performance of HMS may be compromised by computer viruses, Trojans ormalwares which may affect the operating system in which the HMS runs on. To
counter this, the institution shall be expected to bear additional cost of installing
an antivirus on their computers and update them regularly.
Its expensive because a lot of cash will be used e.g. The end users of HMS shall
be expected to undergo some formal training on the general use of computers
and HMS system so as to acquaint themselves with its operations. This shall call
for an additional expense on the side of the institution to take care of the training. It will lead to job displacement and/or replacement since the system needs few
employees (computer literate) to manage the hostel.
1.8 Scope of the study
The project covered Masinde Muliro University of Science and Technology. It
targeted the Accommodation and catering department narrowing down to thehostel department in particular on evaluation of the impact of computerization
with regards to its administration.
1.9 Basic Assumptions of the Study
The following assumptions are made for this study:
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That there exist some degree of erroneous data storage and retrieval in the current system.
That the respondents will give accurate information that will help attain the objectives of
the study.
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1.10 Feasibility of the propose system
The feasibility of the proposed system centered on the following;
Technical feasibility
In technical feasibility study, the technology on ground and the required
technology for the proposed system were established. The hostel department
requires hardwares and software. Should also train its staff (to be computer
literate).
If the staff will familiarize with the proposed system then the effectiveness and
efficiency of the hostel will increase rapidly.
Operational feasibility
It focused on establishing if the proposed system will be accepted by the
intended users and management.
It showed that the staff members will be comfortable with the proposed system
because it is faster and efficient.
Economic feasibility
The study showed that the new system would be of greater benefit to the hostel in that;
Will consume much less space as compared to the current system.
Will be much easier to generate reports at a click of a button.
The proposed system will reduce on errors e.g. miscalculation.
All this will greatly increase the economic growth of the hostel.
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INFORMATION GATHERING
During the fact finding, I chose on some of the fact finding as follows;
Questionnaires
1. The following are reasons to why I chose to use questionnaires during my data
collection;
2. Answers are filled in less tense environment and the employee doesnt feel that
there being summoned by the analyst as compared to interviews.
3. Since they are filled in privacy, more sincere responses are possible
Studying available documents
In this method, I referenced the records used during admission of students in the hostel.
This formed a good starting point for me to gain an overall insight of the existing
system.
Observation
In this method of data collection, I had the chance to observe how students line up to be
served by the staff.
This method gave me first-hand information about the current system and also helped
me get acquainted with the operational personnel.
After the data collection process I had the following average results;
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CHAPTER TWO
2.0 Literature Review
2.1 IntroductionThis chapter discusses the literature related to the objectives and also shows the system
flowchart.
For many years in the past, people used to count their properties using sticks which
were placed in a place as records. Others used their fingers to count and kept no
records. However the technology had to change with time.
The use of abacus in the Middle East in early ages as the ancient development in
counting paved way for more technological developments(Wiley,1991). The worldwitnessed the introduction of logarithm, slide rule then the introduction of binary
numbers used by one Francis Bacon. The technology did not stop at that as other
scientists advanced in counting machines such as the Pascaline.
The introduction of punch cards which was used in weaving formed the basis of
programmable computer. In 1822 , Charles Babbage, a professor in Mathematics
developed an inference machine which was developed to general purpose calculator
which looked slightly as the modern computer Lady Ada who is believed to be the first
programmer produced programs to be used in this analytical engine.
Later tabular machine was discovered. This machine had capabilities of detecting data
stored in forms of punched holes on the cards. Holerinth Company, the computing
tabulating recording company later became IBM today. In 1900 the magnetic storage
principles e.g. magnetic tapes was discovered .later thermionic valves was invented be
Lee De Forest. These valves were useful in electronic logics implementation
All this past machines were simply calculators for they could only perform
mathematical tasks alone.
A computer is an electronic device that is programmed to accept data as its input,
process data in a given format, store data and gives out meaningful information in a
timely fashion as its output. This information can be used as date by other processes.
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The first computer to be developed was ENIAC though it was sometimes still referred
as a calculator.
From the introduction of the first computer, the world has witnessed the development
of five generation of computers and the programming languages.These are:
The first generation
The second
The third
The fourth
And the fifth generation computers
The first generation computers used the machine language for programming and were
cumbersome to code.
However they were extremely big in size and were very expensive to purchase. They
used thermionic valves to run.
The second generation were characterized by use of transistors instead on thermionic
valves as used the in the past generation. They were also considerably big in size
though bit smaller than the first ones.
Their operations were generally slower in both generations.
The third generation witnessed the introduction of IC instead of transistors and then the
coming of microprocessors in the fourth generation which made the computer to be
cheaply obtained, faster in operation and allowed multiprogramming whereby a single
computer can run multiple tasks concurrently.
Programming language are there to be praised for their recent advancement as we
venture in the fifth generation computers where they are programmed to perform tasks
done by only human beings such as direct communication to the computers by verbal
means in a technology known as artificial intelligence.
High level programming has made programming more easier than it the low level ones
which only used ones and zeros. These high level languages resemble English like
statements and require no background knowledge to program. The best example of this
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2.2 system flowchart
Hostel Admission
NOLogin
success?
START
Log in
YES
Retr
?
YES
Enter Students
Details
Enter room
Details
Update Details
Allocate room
Generate Report
Stop
NO
L
OO
p
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TABLES, FILES AND FORM STRUCTURE DESCRIPTIONAdd students
Entities of Add students table/form include;
Fields Data type Description
Surname text Provides the surname of a student
First name text Provides the first name of a student
Other name text Provides other names of a student
Registration number text Provides the registration number of a student
Gender text Provides the gender of a student
Phone number text Provides phone number of a student
Country text Provides the country of residence of a student
Hostel block text Provides the hostel block of a student
Hostel wing text Provides the wing of a student
Room number number Provides the room number of a student
Key number number Provides the key number of a studentCourse text Provides the course of a student
Faculty text Provides the faculty of a student
Year of study number Provides the year of study of a student
Semester number Provides the current semester of a student
Amount paid number Provides the amount paid by a student
Date Date/time Provides the date of payment
Outstanding balance Currency Provides the outstanding balance of a student
Receipt number number Provides the receipt of a student
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surname
First Name
Other names
Gender
Phone number
Country
Hostel block
Hostel wing
Room number
Key number
Course
Faculty
Year of study
Semester
Amount paid
Date
Outstanding
balance
Receipt number
Add Student form
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Surname
First Name
Other names
Gender
Phone number
Country
Hostel block
Hostel wing
Room number
Key number
Course
Faculty
Year of study
Semester
Amount paid
Date
Outstanding
balance
Receipt number
Edit Student form
Edit students
Entities of edit students table/form include;
Fields Data type Description
Surname text Provides the surname of a student
First name text Provides the first name of a student
Other name text Provides other names of a studentRegistration number text Provides the registration number of a student
Gender text Provides the gender of a student
Phone number text Provides phone number of a student
Country text Provides the country of residence of a student
Hostel block text Provides the hostel block of a student
Hostel wing text Provides the wing of a student
Room number number Provides the room number of a student
Key number number Provides the key number of a student
Course text Provides the course of a student
Faculty text Provides the faculty of a student
Year of study number Provides the year of study of a studentSemester number Provides the current semester of a student
Amount paid number Provides the amount paid by a student
Date Date/time Provides the date of payment
Outstanding balance Currency Provides the outstanding balance of a student
Receipt number number Provides the receipt of a student
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MDI screen
LOG IN
Entities of Log In table/form include;
Fields Data type Description
User name Text Provides the user name to log in
Password Text Provides the user password to log in
LOG IN form
Hostel Management System
Fil
Edi
Administrator View Reports Searc
Tool
Help
User name
Password
Log in Form
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VIEW REPORTS form
UPDATE FEE
Entities of edit fee table/form include;
Fields Data type Description
Hostel fee Currency Provides the hostel fee to update
SEARCH
Registered students
Hostels Students with balance
Registered users
Registered femalesRegistered males
Close
U date Hostel Fee
Enter New Fee
Clear field u date Exit
Search for a student
Re . No
Search Exit
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SPLASH SCREEN
Add HOSTEL
Edit hostel form
Edit Hostel
HOSTEL MANAGEMENT SYSTEM
MASINDE MULIRO UNIVERSITY OF SCIENCE ANDTECHNOLOGY
P.O.BOX 190-50100
KAKAMEGA
Hostel Name
Gender
Hostel Name
Prefix
Hostel Nick name
Gender
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CHAPTER THREE
3.0 ANALYSIS
3.1 Terms of Reference.
An analysis of the existing hostel administrating system made it necessary to haveterms of reference to help me through the project. These terms of reference are asfollows.
3.1.1 Problem Definition.
The need to identify the existence of a problem and the reason for the project was the
first major role I had to undertake. I carried out a preliminary survey to ascertains the
need for a better system
3.1.2 System Investigation
As part of system investigation, the following techniques were accomplished.
3.1.2.1 Requirement gathering Gathering of facts about the general system
and if there is any need for change.
3.1.2.2 Requirement elicitation This is a very essential assignment after
requirement gathering since all the information gathered as facts is to be
used during the design period. One doesnt lose sight of important areas
of concern.
3.1.3 Analysis And Review - The review of the facts found and recorded will
form a major analysis which shall be translated to construct a lasting
solution for the system.
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3.1.4 System Design - The key intention here is to help the system user to
understand how the system will look like and how it will function. A
model of the system I intend to design and it will consist of the following:3.1.4.1 Input design.
The model of how data can be entered in the system for the information
processing is necessary for the whole project.
3.1.4.2 Process design - This model shows how data can be manipulated to comeup with required information.
3.1.5 Programming - It is a process of designing codes that when properly
arranged and coded in a machine, it will integrate other software and
hardware into a harmonious system.
3.1.6 Testing - Here the system shall be examined to see the performance of the
modules, programs and the entire system.
3.1.7 System documentation - It will include technical manuals and end user
manuals. It shall comprise of descriptions of the programs and diagrams
and the entire system usage.
3.1.8 Implementation, Post Implementation and Review - This will show how
the system is to be installed maintained and how it can be reviewed for
further upgrading to meet the users requirements.
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3.2 feasibility study
A preliminary study was carried out to look into the possibility of improving the
existing systems and overcome the necessary problems.
The study featured economic and social viability necessary to the system development.
3.2.1 Objectives of Feasibility study.
a) To establish the need to embrace the changing technology and the availability of
these technologies and comparison with the old so as to reach the users needs.
b) To establish the need for the organizational commitment to finance the
introduction of the new system and its viability.
c) To identify the components of the old systems to be borrowed to the new
system.
d) To ascertain the authenticity of the project in the legal matters.
e) To realize an appropriate time for the new system implementation
3.3 methodology
In feasibility study, the following methods were used in fact gathering:a) Observation
b) Interview
3.3.1 Observation
I personally carried out the observation to establish the real problems in the old
system. The major points of my observation were:
a) Students registrationb) Documentation and filling
c) Accounts section
3.3.2 Interview
I carried out an interview to obtain the response from the following individuals
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Hostel administrator Hostel janitor.
The purpose of these interviews was to establish the real problem and obtain theirresponse and views on the old and new system.
3.4 FINDINGS
The following are the responses I got after carrying out the interview and after carrying
out the observation for fact finding
i. Accuracy And Reliability
After carrying out the interview where two individuals were involved and also through
observation:
Errors made during the data entry could not be easily corrected because they could
not be identified easily.
Data is entered manually and also accounts done manually paving room for
occurrence of logical errors and errors of omission and commission.
The officials interviewed saw the manual system posed an overhead in the management
compared to the computerized system.
ii. Data security, storage and retrieval
Files are usually lost or misplaced hence a file sometimes is not available when needed.
Retrieval of the stored files is cumbersome and could take the whole day to obtain a
single file.
The question on whether the manual system was satisfying and the observation I
carried out on the same, I was able to obtain the responses as shown in the table bel
Satisfying Not satisfying
Data security 45% 55%
Data storage 5% 95%
Data retrievals 15% 85%
Table 2: Observational table
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iii. General cost of the manual systems
The investigation I carried out in the old system received the following response from
the interview:
Some saw it to be very expensive to maintain the manual system since it required morepersonnel to run it while less people saw it expensive to install a computerized system
which could be operated by few individuals.
EXPENSIVE NOT EXPENSIVE NO RESPONSE TOTAL
65% 25% 10% 100%
3.5 ANALYSIS OF THE FINDINGS
After carrying out the system investigation, the following are the conclusion I reached
as my observation in the general analysis.
a) The hostel administrating body interviewed agreed that the old system is quite
expensive.
b) From the observations made, I realized that most students (70%) were not happy
with the long queues and delays during room allocation.
3.6 COST BENEFIT ANALYSIS
To justify a new system over the old system or vise versa, it is important to carry
out the cost benefit analysis to proof the viability of the project. It is with this reason,
that I carried out the system costing to establish the requirements that both manual
and computerized systems needed to be compared
The following table shows the comparison of costs between these two systems
Table 3 : Views on cost
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CURRENT SYSTEM COMPUTERISED SYSTEM
ITEM QUANTITY COST PER
MONTH
ITEM QUANTITY COST
PERMONTH
4 Employees 4*10,000 40,000 1 employee 1* 10,000 10,000
Operational
cost
15,000 15,000 Operational
cost
9,000 5,000
TOTAL 55,000 TOTAL 15,000
For the whole system to be operational by using computerized systems, the following
costs shall be incurred for the purchase of the computer and computer accessories:-
Purchase of 2 computers ........................................2*30,000= 60,000
Laser jet Printer ......................................................2*4,000= 8,000
2 UPS ......................................................................... 2*4,500= 9,000
Windows XP O/S ....................................................1*5,000= 5,000
Office 2003 professional .........................................1*5,000= 5,000
Visual studio ver 6.0 .......................................................................3,000
Kasperskey anti-virus .....................................................................3,000
Miscellaneous ..................................................................................10,000
Total ..................................................................................................103,000
Table 1: Comparison between Cost of running computerized and of manual system
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CHAPTER FOUR
4.0 SYSTEM REQUIREMENTS
4.1 HARDWARE REQUIREMENTS
Printers- 2 Laser jet printers
UPS
2 Desktop computers
- Pentium IV speed: 3.0 Ghz
- 256 RAM Expandable
- 40 GB
17 Monitor Screen
4.2 SOFTWARE REQUIREMENTS
Microsoft Office 2000 Professional
- Ms Access, Word, Excel, PowerPoint
Microsoft XP O/S
Microsoft Visual Basic
Ant-Virus - Kaspersky
4.3 PERSONEL REQUIREMENTS
1 Data entry clerk
-Should have had experience in computer applications
Roles
Will be responsible for
- the data entry
- creation of backups
Database administrator
- Should be a Degree holder in a related field of specialization.
- Responsible for creation of databases and maintenance of databases
- Creation of backups
- Data security
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CHAPTER FIVE
4.0 Presentation of the project.
4.1 contexts
HMS is a standalone application. The user manages the application via a simple
graphical user interface (G U I). The user has to log in into the system by entering a
password before he can start using the application. Quitting the application
automatically logs out the user.
HMS gives administrative rights to the single user who logs in. The administrator tasks
are updating, deleting or editing of students hostel records.
The easy to use interface makes this straight forward. The number of options and the
description text (where possible) must be entered. Naturally, Hostel Management
System ensures that nobody else, except the user who is currently logged on has access
to information that it stores.
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4.2 Using Case Diagrams
Hostel Management System
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4.2.1 Use Cases
Use case: Launch application
Scope: Hostel Management System
Intention in context: The intention of the user is to start the application in
preparation for entry of student details. The user must pass authentication by providing
an appropriate password.
Main success scenario:
1. User starts up the application.
2. User provides authentication.
3. The application input interface is launched.Extensions:
2.a) User provide wrong login password
2. a.1) The application informs the user of a wrong password entered.
2.a.2) The application gives the user two other chances of re- entering the
password(under construction).
2. a.3) If user enters wrong password 3 times, the application logs him off.
(under construction).Use case: Data Input
Scope: Hostel Management System.
Intention in context:
User wants to feed student data into the application. The user inputs some of the
data from the options provided. If an option is not specified by the user, the
default option is taken.
Main case scenario:
1. User feeds student's personal details to the application.
2. User selects a hostel block.
3. User inputs payment status of the student.
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4. User defines the students course of study.
Use case: Hostel block allocation
Scope: Hostel Management System.Intention in context: The user defines the hostel wing to house the student. The
hostel wing selected give the room number to be occupied by the student, the key
number and the condition of the room, whether it is good, fair or in need of renovation
is ascertained.
Main success scenario:
1. User allocates a room to a student.
1.1) Student is allocated a key with the room number1.2) Items issued to the students are ascertained.
1.3) The condition of the room is ascertained.
1. User updates the record of a student.
Use case: Course of study:
Scope: Hostel Management System.
Intention in context: The course pursued by a student has to be identified. Theschool, year of study and the academic semester have to be defined.
Main success scenario:
1.) User gives the school which a student belongs to. The year of study
and the academic semester are provided
2.) User updates student's record.
Extensions:
2.1) Application verifies whether invalid year of study or academic semester has
been provided.
2.1.a)The application warns the user on provision of invalid academic year
or semester.
2.1.b)The system gives user a chance of entering the correct academic year
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and semester.
Use case: Payment Details.
Scope: Hostel Management System.Intention in context: The payment status of a student is to be ascertained.
Main success scenario:
1.) User inputs amount paid by student.
2.) Application Computes balance owed by student.
3.) Use provides date of payment of hostel fee.
4.) User provides receipt number
5.) User updates student's record.
Extensions:
1.a) Application ascertains the amount paid by the student and outstanding
balance.
1.a.i) If amount is less than the required fee and the outstanding balance is
greater than or equal to half the required fee, student is denied room allocation.
1.a.ii) Application informs user that the student been denied room allocation.
1.a.iii) The student's record is not updated.
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CHAPTER SIX
5.0 SYSTEM DESIGN
System design is part of system development life cycle where by the system is modeled
to meet the user specification requirements.
1.0 DESIGN APPROACH
I employed a top down approach in the design of the system, whereby I decomposed
the system into smaller individual functional programs. This approach enables a system
developer interact with ease with the different modules making up the system and also
gives him an opportunity for addition of other sections in future when needs arise.
PROCESS DESIGN TOOLS
The logical schematic representation of HMS is outlined below.
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FLOW CHARTS
Students module
Save Procedure
START
Display
message
Move lastADD Displayrecord
Load add form
Y
Enter Student
Details
Save Student Details
Display student
Print details
View student details
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Save flow chart diagram
Find Procedure tomorrow
Found
?
Display Record
Find record
START
Input Student
Reciept Number
STOP
Find
Another
Displaymessa e
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Move First Processing
Start
Last
Record?
Move Last
DisplayMessage
Display
Records
Sto
Display
message
N
Y
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Move Next processing
Start
LastRecord
?
DISPLAY
MESSAGE
Move Last
Display
Message
Display
Records
Stop
N
Y
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Move Last Procedure
Display
Message
Start
Last
Record
?
Move Last
Display
Message
Display
Records
Stop
N
Y
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Structural Decomposition
Hostel Management
System
Student
module
PersonalDetails
AcademicDetails
PaymentDetails
HostelDetails
SearchModule
Student
module
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CHAPTER SEVEN
6.0 IMPLEMENTATION
This phase involved activities which lead to a shift from the current Hostel management
system to the newly developed system.
6.1 IMPLEMENTATION PLAN
This encompassed the following activities:
Site Preparation
The first step taken shall involve visiting the site where the project will be implemented
to identify the suitable room to install the required machines.
This shall be followed by proper furnishing of the identified room to accommodate the
necessary computers and computer accessories required for ease of implementation of
HMS.
For security purposes, metal doors are to be enacted so as to prevent equipment from
theft. All these tasks shall take two weeks in approximation.
COMPUTER PROCUREMENT
This shall involve the purchase of computers by the organization (Masinde Muliro
University of Science and Technology) for the implementation of the system.
Installation of the necessary software programs shall follow.
6.2 TEST PLAN
This was done with an intention of identifying programming bugs in the system prior
to its implementation, and optimization of its performance.
The system developer employed tests on the input data and compare it with the output
as well as the expected results. To ensure accuracy in performing this phase tasks,
system developer employed two techniques of system tests. This included:-
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6.2.1. BLACK BOX TESTING
Black-box testing is a method of software testing that tests the functionality of an
application as opposed to its internal structures or workings
I used the external descriptions of HMS, including specifications, requirements, anddesign to derive test cases.
6.3 CHANGEOVER
This is the process whereby the new system becomes part of the management tool.
After the computers, computer accessories and programs are put in place, the
changeover will begin.
The new system shall be introduced to the staffs and management.A parallel method of changeover is what the programmer will use in this stage whereby
the old and new system shall be run concurrently with an aim of identifying the
performance shift. The reason for this mechanism is to compare between the two
systems. The programmer intends to perform this changeover strategy during the
normal day activities so that he can identify the bugs right before it is late.
This phase shall require two months to fully switch to the new system.
6.4. FILE CONVERSION
File conversion refers to the shuffling from the old systems files to the new systems. The
programmer will transfer all the Colleges important documents and files to the
computer disks and create their backups.
Microsoft access shall be used to create databases and Integrity of the output in
comparison to the expected standards.
The programmer intends to use this testing mechanism whereby he will conduct it at
interfaces. It will demonstrate how the input is accepted, processed and output is
produced and that the data integrity is maintained.
Here, what happens to the data in the processing stage inside the system (logic) is not
focused on but features error checking in:-
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Interfaces
Incorrect function
Initialization and termination errors
Performance errors Errors in database
WHITE BOX TESTING
In this testing technique, the logic and all other components of the system are checked.
This technique ensures that the operations of the computer software performanceaccording to the required needs.
The logic path in processing which include loops, conditions and sequences are all in
good order. The validly of all codes and data structures are also checked.
6.5TRAINING
Training is the activities of imparting the knowledge to the system users on how to
access and use the new system more effectively. This is projected to be implemented in
the following manner.
INTRODUCTORY TRAINING
This is more of orientation to the new system. It shall involve the management and
other staff. This is necessary in order to get everyone appreciate and embrace the new
system.
JOB TRAINING
Hand on practice shall be required for the few who shall be interacting directly with
the system. The system analyst shall be involved in this training.
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GROUP DISCUSSION AND WORKSHOP
The stake holders of the new system shall be required to share their experiences of the
new system through sessions such as workshops and discussions. This has been
projected to help them in sharing of ideas in the use and management of the new
System.
PROCEDURAL TRAINING
The manual produced is necessary for this training. All procedures and system
specifications employed are all stated the user manual. This will help the users react to
questions they want to ascertain.
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CHAPTER EIGHT
8.0 CONCLUSION AND RECOMMENDATIONS
8.1 CONCLUSIONS
The programmer and system analyst involved in this project is convinced thathis views on the current system of Masinde Muliro University System have been
well documented and programmed into a simple, easy and enjoyable way to
help the College to manage its documents and data in an organized and cheap
way.
He is also convinced that in future, with the assistance of fellow programmers,
the system will be improved to a standard to accommodate features that have
not been incorporated at this stage.
The programmer welcomes views, ideas and criticisms that will help to improve
this system for future generations.
8.2 RECOMMENDATIONS
It is with high regard that the analyst of this project appeals to the management
of Masinde Muliro University Of Science and Technology to put the system into
proper use, seek assistance whenever a problem seems to occur from a qualified
person and allow room, for system improvements so that the college runs its
affairs with the help of the best system possible. The administration of Masinde
Muliro University are required to keep this project documentation safe for future
reference in case of a system breakdown or for consideration of improving on the
features that may need to be incorporated in the system.
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User Manual
Title: HMS User Manual
Version: 1.0Date: April 2012
Produced by: Amugada Stephen Ambani
Copyright 2012 Xavinski Technologies
All Rights Reserved
No part of this manual may be reproduced or transmitted in any form or by any
means without prior written consent of Amugada Stephen.
Notice
The information in this manual is subject to change without prior notice. Every effort hasbeen made in the preparation of this manual to ensure accuracy of the contents, but allstatements, information, and recommendations in this manual do not constitute thewarranty of any kind, expressed or implied.
Conventions
In this document the following conventions are used:
A bold font is used to represent a keyboard key, pressed to invoke anevent or an interface control in the application.
A bold and italicizedfont is used to represent a mouse event.
A bold, underlined and italicizedfont is used to represent a menuoption
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1 Launching The ApplicationTo launch HMS, click at;
Start Button All ProgramsHMS.
Note Whenyou are required to enter a password, enter the correct password
and click Validate. If you fail to provide the correct password you will bedenied login.
You can exit the application by clicking at the Exit button in the loginwindow.
The login password is created by the administrating user of theapplication.
Splash Screen
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Login window
The MDI (Multiple Document Interface)
Exit ButtonValidate Button
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Launching the Data Input Interface
The Data input interface is launched by clicking at the Add student interface button ofthe Tool bar.
Note: When the data input window is launched, the record of the first student in the
students database is displayed.
To add a new student, click at the Add new Student button of the main menuwindow
Overview of the Data Input Interface
Frame Description
Student Personal Details Contains controls for entering studentdetails regarding his/her personality
such as names, nationality e.t.c.Hostel Details Give the locality of the room
accommodating a student and the keynumber
Students Academic Details Indicates academic information of aparticular student; such as the studentscourse, year of study and currentacademic year
Student Payment Details Has controls for capturing studentspayment details such as Amount paid,
Date of Payment, Outstanding hostelfee balance and the receipt number.
Database controls of the D. I. I
Control Description
Add Button Add a new students record to thestudents database
Save Button Saves the updated students recordinto the students database.
Close Button Closes the D.I.I
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The Data Input Interface(D.I.I)Student information.
box Control
Add button
Combo box
Add button
Close button
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2Manipulating the Data Input Interface
Entering Student Personal Details
To enter student personal Details, type the details at their respective text boxes.
Entering Students Hostel Details
i. Left clickat the downward pointing arrow of the combo box controls
ii. In the resultant drop down list, left clickat the preferred option
Entering students Academic Details
i. Select students course by left clickingat a combo box option for a particularstudent.
ii. Left clickat the downward pointing arrows of the combo boxesin the studentsacademic details frame to select a faculty which the student belongs to and
his/her year of study
iii. Select the current year of study and semester by left clickingat the combo boxoption which identifies the current year of study and semester respectively.
Entering students payment details
i. Type in the Amount paid text box control, the hostel fee paid by a student
ii. Type the date of payment.
iii. Click at the check balance button to compute students outstanding hostel feebalance.(under construction)
Note:
The outstanding balance is computed automatically when thecheck balance button is clicked immediately after keying in thehostel fee (Amount paid) by a student
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Opening New Data Input Interface
i. Left clickat Data entry in theApplications menu
ii. In the resultant dropdown list, left clickat Add new Student.
3 Navigating through students records.Updating Current Students Records
2. Ensure that all requisite student details have been provide at the Edit StudentsRecords interface.
3. Left clickat the Update database control button of the Edit Students Recordsinterface.
Viewing First, Last, Previous or Next students record in thestudents database.
i. Left clickat the desired database control button i.e. Last,Previous, First orNext of the Edit Students Records interface.
ii. The targeted record shall be displayed at the Edit Students Records interface.
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Deleting current students record
iii. Left clickat the Delete database control button of the Edit Students Recordsinterface.
2. A message box shall appear to let you confirm whether you want to delete thecurrent selected record, with a Yes and No options.
3. Click at the Yes option to confirm your deletion. Otherwise click at the No option.This will abort the deletion process.
Caution.Deleting a record permanently removes it from the database. Delete onlyobsolete records.
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4Viewing Students Details
View a Snapshot of current student details
i. Left clickat Edit Recordsbuttonin the applications menuii. Navigate through using the database control buttons
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5Printing student details
Print a snapshot of current student details
i. Open the current report: Click on Repots, then Click on Registered Students.
ii. Click at Print Button
Print students report
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6Managing HMS
Change login password
i. Left clickat Administrator=>Security=>change passwordin theapplications menu.
ii. Click at change password. This will launch the password settings window
iii. Type in your new password in the provided textbox.
Clear Button
Change Password
Cancel button
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iv. Retype the password in the confirm your password text box to establish amatch with the already typed password.
v. Left clickat the change password button. A message box will appear to
confirm the creation of a new password.
vi. Click at the OK button of the password settings window to close the passwordsettings window.
Change the standard hostel fee amount
i. Click at Administratorin the applications menu
ii. Left clickat Update Hostel Fee. This will launch the Update Hostel Fee window.
Update buttonClear field Button
Exit Button Cancel button
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Update Hostel Fee window
iii. Key in the new hostel fee value.
iv. Click at the Update button. A message box will appear to warn you of a changein the current hostel fee value. Click at the Yes button to proceed with thecreation of a new hostel fee value. Another message box will appear to indicate asuccessful creation of a new hostel fee value. Otherwise click at the No button toabort the creation of a new hostel fee value.
v. Click at the Exit button to close the Update Hostel Fee window.
Note: You can use the Clear Field button to clear values entered in EnterNew Hostel Fee textbox before updating.
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7 Accessing HMS Help sectionLaunching HMS help files
i. Left clickat HelpButton in the applications menuii. The help documentation launches
iii. Click at Help.=>Documentation This launches the HMS help window
HMS Help window
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8 Quitting HMS.i. Left clickat Filein the applications menu
ii. Click at Exitto terminate HMS .A message box will appear with a Yes and Nooptions. Click the Yes option to terminate HMS. This closes HMS and all itsrelated open windows. Otherwise click at the No option to abort terminatingHMS.
iii. Alternatively click at the Exit button of HMS parent window, at the tool Bar or top
right corner of the screen(MDI).
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9Acronyms and Abbreviations
HMSHostel Management System
D.I.I - Data Input InterfaceMDIMultiple Document Interface
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References
Jeffrey L.W. :System analysis and design Methods, Mc Graw-Hill, 2000
Sarah E.H, Glen J.C.: Microsoft access 2000 Complete Edition, Mc Graw-Hill, 2000
Georges Ifrah. The Universal History of Numbers: From Prehistory to the Invention of the
Computer, Wiley, 2000.
Campbell-Kelly, Martin, and William Aspray. Computer: A History of the Information
Machine. New York: HarperCollins, 1997.
Miller, Michael J. "Introduction of the PC: 1981." PC Maga7ine, 25 March 1997.
"More Storage Means More Management." Computer Industry Report, 27 April 1999.
Narisetti, Raju. "New IBM Mainframes, 15% Faster Than Expected, Pressure Its Rivals."
Wall Street Journal, 28 July 1998.
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SYSTEM CODES
MODULE CODES
Public dbase As ADODB.ConnectionPublic rsconn As ADODB.Recordset
Public Sub dBaseConnect()
Set dbase = New ADODB.Connectiondbase.Open "Provider=Microsoft.Jet.OLEDB.4.0;Data Source=" & App.Path &"\EHOSTEL.mdb"End Sub
Sub xa()Dim reply As Integerreply = MsgBox("Are you sure you want to exit HMS?", vbYesNoCancel +
vbQuestion + vbDefaultButton2, "Exit HAS")If reply = vbYes ThenEnd
End If
End Sub
FORM SPLASH CODES'*************************************' Hostel Management System' Version 1.0.0' Created by Mr. Amugada Stephen Ambani' dated:2012'*************************************' form splash'*************************************
Private Sub Form_Load()
Me.Move (Screen.Width - Me.Width) / 2, (Screen.Height - Me.Height) / 2
'Activate timer to launch the progressbar
counter = 0ProgressBar1.Value = 0
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ProgressBar2.Value = 0
tmrsplash.Enabled = TrueTimer1.Enabled = True
title = "MASINDE MULIRO UNIVERSITY "lblmessage.Alignment = 2lblcopyright.Caption = "Copyright " & Chr$(169) & " 2012: Programmer: AmugadaStephen Ambani"lblcopyright.BackColor = &H4080&lbllicence2.Visible = False
End Sub
Private Sub Timer1_Timer()ProgressBar2.Value = ProgressBar2.Value + 3counter = counter + 3
lblmmust.Caption = Left(title, counter)If lbllicence1.Visible = True Thenlbllicence1.Visible = Falselbllicence2.Visible = True
ElseIf lbllicence2.Visible = True Thenlbllicence2.Visible = Falselbllicence1.Visible = TrueEnd If
End Sub
Private Sub tmrsplash_Timer()'timer event is fired'shows progress bar in the welcome window' if progress bar reaches 100 tDim today As Varianttoday = Now
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ProgressBar1.Value = ProgressBar1.Value + 2lblcounter.Caption = ProgressBar1.Value & "%"If ProgressBar1.Value = 1 Thenlblload.Caption = "Collecting Program files..."
ElseIf ProgressBar1.Value = 20 Then
lblmessage.Caption = "You are about to login at " & Format(today, "hh:mm:ss ampm")
ElseIf ProgressBar1.Value = 40 Then
lblload.Caption = "Loading Program files..."
lblmessage.Caption = "Manage Your Student's Records Effectively"
ElseIf ProgressBar1.Value = 60 Then
lblmessage.Caption = "Retrieve a Student's Record with ease"
ElseIf ProgressBar1.Value = 80 Then
lblload.Caption = "Almost Done..."lblmessage.Caption = "Reduce Your Paper Work by almost 95%"
ElseIf ProgressBar1.Value = 90 Thenlblofficebox.Caption = "P.O BOX 190 KAKAMEGA"lblload.Caption = "Thank you for your patience"lblmessage.Caption = "Lets all Save our trees"Timer1.Enabled = False
ElseIf ProgressBar1.Value >= 100 Then
tmrsplash.Enabled = False
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FORM UNLOAD CODESPrivate Sub Form_Unload(Cancel As Integer)Dim q As Stringq = MsgBox("Are you sure?" & vbNewLine & "Do you want to quit.", vbExclamation +vbYesNo, "Quit")
If q = vbYes ThentxtUserName.Text = ""Me.txtPassword.Text = ""Cancel = 0EndElsetxtUserName.Text = ""Me.txtPassword.Text = ""Cancel = 1End If
End Sub
COMMAND BUTTON OK CODESPrivate Sub cmdOk_Click()On Error Resume Next
'On Error GoTo errMDIForm1.mnuAboutHMS.Enabled = TrueIf Me.txtPassword.Text = "" ThenMsgBox "Enter Password", vbInformation, "Missing Information"
txtPassword.SetFocusEnd If
dBaseConnectSet rsconn = New ADODB.Recordset
With rsconn.CursorLocation = adUseClient.LockType = adLockOptimistic.Source = "select * from users"
.ActiveConnection = dbase
.OpenEnd With'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''
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'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''If Not rsconn.EOF ThenDo Until rsconn.EOF'If txtPassword.Text rsconn!Password Then'MsgBox "Incorect Passwors,Try Again!", vbInformation, "Invalid Credentials"If txtPassword.Text = rsconn!Password And Me.txtUserName.Text =rsconn!USER_NAME Then
Me.HideMDIForm1.Show
'Else'MsgBox "Wrong Password or Username Combination"End If
rsconn.MoveNextLoop
Set rsconn = Nothing
End If
'If Me.txtUserName.Text = "Admin" Then MDIForm1.mnuadministrator.Enabled =True Else'MDIForm1.mnuadministrator.Enabled = False
'err:'MsgBox "Pleas enter Login detailsdetails" & err.Description, vbCritical
'err:'MsgBox "Pleas enter Login detailsdetails" & err.Description, vbCritical
End Sub
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COMMAND BUTTON CALCEL CODES
Private Sub cmdcancel_Click()Call xa
Set frmLogin = Nothing
End Sub
STUDENT INFORMATION
COMMAND BUTTON SAVEPrivate Sub cmdSave_Click()On Error Resume Next
'On Error GoTo ErrorHandler
Dim asKey, asKey1, asKey2, asKey3, asKey4, asKey5, asKey6 As IntegerasKey = Asc(txtsurname.Text)asKey1 = Asc(txtFirstName.Text)asKey2 = Asc(txtotherNames.Text)'asKey3 = Asc(txtRegistrationNumber.Text)'asKey4 = Asc(txtPhoneNumber.Text)'asKey5 = Asc(txtAmountPaid.Text)'asKey6 = Asc(txtReceiptNumber.Text)'asKey = Asc(txtsurname.Text)
'cmdSave.Enabled = False'cmdUpdate.Enabled = True'''''''''''''''''''''''If asKey1 = 32 And asKey2 = 32 Then MsgBox "Please Enter First Name or OtherName!", vbInformation, "Invalid Data Type"txtFirstName.SetFocus
If txtsurname.Text = "" Or txtFirstName.Text = "" Or asKey = 32 Then'And txtotherNames.Text = "" Or txtRegistrationNumber = "" Or cboschool = "" Or
txtAmountPaid.Text = "" Or txtReceiptNumber.Text = "" ThenMsgBox "Please fill all the details", , "HMS-Missing value"ElseIf IsNumeric(txtsurname.Text) ThenMsgBox "Surname: Please enter valid Surname ", vbCritical, "Invalid Data type -HMS"txtsurname.Text = ""Me.txtsurname.SetFocusElseIf IsNumeric(Me.txtFirstName.Text) Then
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MsgBox "First Name:Please Enter Valid First Name", vbCritical, "Invalid Data type -HMS"txtFirstName.Text = ""Me.txtFirstName.SetFocusElseIf IsNumeric(Me.txtotherNames.Text) Then
MsgBox "Other Names: Please Enter Valid Name", vbCritical, "Invalid Data type -HMS"txtotherNames.Text = ""Me.txtotherNames.SetFocusElseIf Not IsNumeric(Me.txtPhoneNumber.Text) ThenMsgBox "Phone Number: Please enter Valid Phone Number", vbCritical, "Invalid Datatype - HMS"txtPhoneNumber.Text = ""Me.txtPhoneNumber.SetFocusElseIf IsNumeric(Me.cboCountry.Text) Then
MsgBox "Country: Please Select a County", vbCritical, "Invalid Data type - HMS"ElseIf Not IsNumeric(txtAmountPaid.Text) ThenMsgBox "Amount: " & txtAmountPaid & " not valid"txtAmountPaid.SetFocus'''''''''''''''''''''''''''''''''''''''''''''ElseIf Not IsNumeric(txtReceiptNumber.Text) ThenMsgBox "Receipt Number: " & txtReceiptNumber & " not valid"txtReceiptNumber.SetFocus
Else
dBaseConnect
Set rsconn = New ADODB.Recordset
With rsconn.CursorLocation = adUseClient.LockType = adLockOptimistic.Source = "select * from student".ActiveConnection = dbase.Open
On Error Resume Next
.AddNew!RegistrationNo = Me.txtRegistrationNumber!Surname = Me.txtsurname!FirstName = Me.txtFirstName!OtherNames = Me.txtotherNames
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!gender = Me.txtgender!Nationality = Me.cboCountry!Course = Me.cboCourse!Faculty = Me.cboschool'!Department = me.cbod
!phone_number = Me.txtPhoneNumber!CDate = Me.DTPicker1!YearOfStudy = Me.cboYearofStudy!Semester = Me.cboSemester!HostelBlock = Me.cboHostelBlock!HostelWing = Me.cboHostelWing!KeyNumber = Me.cboKeyNumber!AmountPaid = Me.txtAmountPaid!OutstandingBalance = Me.lbloutstandingBalance!ReceiptNumber = Me.txtReceiptNumber
!HostelName = Me.cboHostelName!roomnumber = Me.cboRoomNumber.Update
MsgBox "Records successfully Saved"Me.txtsurname.Text = ""
Me.txtFirstName.Text = ""Me.txtotherNames.Text = ""Me.txtgender.Text = ""Me.cboCountry.Text = ""Me.cboCourse.Text = ""
Me.cboschool.Text = ""Me.txtPhoneNumber.Text = ""Me.txtRegistrationNumber.Text = ""Me.cboHostelName.Text = ""Me.cboYearofStudy.Text = ""Me.cboSemester.Text = ""
Me.cboHostelBlock.Text = ""Me.cboHostelWing.Text = ""Me.cboKeyNumber.Text = ""Me.txtAmountPaid.Text = 0Me.lbloutstandingBalance.Caption = ""Me.txtReceiptNumber.Text = ""Me.cboHostelName.Text = ""txtRoomNumber.Text = ""
Me.txtsurname.SetFocusEnd WithcmdSave.Enabled = False
Set rsconn = Nothing
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Set dbase = Nothing
End IfEnd Sub
FORM LOAD CODES
Private Sub Form_Load()On Error Resume Next
Me.Move (Screen.Width - Me.Width) / 2, (Screen.Height - Me.Height) / 2'cboGender.AddItem "Male"'cboGender.AddItem "Female"
'loads the different schools of students
cboschool.AddItem "Faculty of Engineering"cboschool.AddItem "Faculty of Science"cboschool.AddItem "Faculty of E.S.S."cboschool.AddItem "Faculty of CDMHA"cboschool.AddItem "Faculty of Health Sciences"cboschool.AddItem "Faculty of Engineering"cboschool.AddItem "Faculty of Medicine"
'cboSchool.ListIndex = 0''''''''''''''''cboRoomNumber.AddItem "1"cboRoomNumber.AddItem "2"cboRoomNumber.AddItem "3"cboRoomNumber.AddItem "4"cboRoomNumber.AddItem "5"cboRoomNumber.AddItem "6"cboRoomNumber.AddItem "7"cboRoomNumber.AddItem "8"cboRoomNumber.AddItem "9"cboRoomNumber.AddItem "11"cboRoomNumber.AddItem "12"cboRoomNumber.AddItem "13"
''''''''''''''''''''''''''''''''''''''''cboKeyNumber.AddItem "1"cboKeyNumber.AddItem "2"
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cboKeyNumber.AddItem "3"cboKeyNumber.AddItem "4"cboKeyNumber.AddItem "5"cboKeyNumber.AddItem "6"cboKeyNumber.AddItem "7"
cboRoomNumber.AddItem "8"cboRoomNumber.AddItem "9"cboRoomNumber.AddItem "11"cboRoomNumber.AddItem "12"cboRoomNumber.AddItem "13"cboHostelBlock.AddItem "A"cboHostelBlock.AddItem "B"cboHostelBlock.ListIndex = 0'load year of study cboYearofStudycboYearofStudy.AddItem "1"
cboYearofStudy.AddItem "2"cboYearofStudy.AddItem "3"cboYearofStudy.AddItem "4"cboYearofStudy.AddItem "5"cboYearofStudy.AddItem "6"'cboYearofStudy.ListIndex = 0'load semester cboSemestercboSemester.AddItem "1"cboSemester.AddItem "2"cboSemester.AddItem "3"
'cboSemester.ListIndex = O'load cboHostelWingcboHostelWing.AddItem "Right"cboHostelWing.AddItem "left"'cboHostelWing.ListIndex = 0
cboCountry.AddItem "Kenya"cboCountry.AddItem "Uganda"cboCountry.AddItem "Tanzania"cboCountry.AddItem "Burundi"cboCountry.AddItem "Sudan"cboCountry.AddItem "Rwanda"cboCountry.AddItem "Zimbabwe"cboCountry.AddItem "Morroco"cboCountry.AddItem "Zaire"cboCountry.AddItem "Angola"cboCountry.AddItem "Nigeria"cboCountry.AddItem "S. Africa"
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'cboCountry.ListIndex = 0'''''''''''''''''''''''''''''cboCourse.AddItem "B.S Civil Engineering"cboCourse.AddItem "B.S Electrical and Commercial Engeneering"cboCourse.AddItem "B.S Mechanical and industrial Engeering"
cboCourse.AddItem "B.S Biology"cboCourse.AddItem "B.S Biotechnology"cboCourse.AddItem "B.S Environmental Mgnt and Cnsvt"cboCourse.AddItem "B.S Food Processing"cboCourse.AddItem "B.S Conservation and Mgnt of Biological Resources"cboCourse.AddItem "B.S Physics"cboCourse.AddItem "B.S Chemestry"cboCourse.AddItem "B.S Computer Science"cboCourse.AddItem "B. Criminology"cboCourse.AddItem "B. Education (Science)"
cboCourse.AddItem "B. Social work"'cboCourse.ListIndex = 0End Sub
Private Sub optfemale_Click()If Me.optfemale.Enabled = True ThenMe.txtgender = "Female"
End IfEnd Sub
Private Sub optmale_Click()If Me.optmale.Enabled = True ThenMe.txtgender = "Male"End IfEnd Sub
Private Sub txtdate_Change()'txtdate.Text = DateEnd Sub
Private Sub txtAmountPaid_Change()On Error Resume Next
If Me.txtAmountPaid > 3000 ThenMsgBox "HOSTEL FEE IS KSH. 3000"
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Me.txtAmountPaid.SetFocustxtAmountPaid.Text = 0Else
Me.lbloutstandingBalance = Val((3000 - Me.txtAmountPaid))End If
End Sub
Private Sub txtAmountPaid_GotFocus()txtAmountPaid.BackColor = &H8080FFtxtAmountPaid.ForeColor = RGB(255, 255, 255)
End SubPrivate Sub txtAmountPaid_LostFocus()
txtAmountPaid.BackColor = RGB(255, 255, 255)txtAmountPaid.ForeColor = RGB(0, 0, 0)
If Not IsNumeric(txtAmountPaid.Text) ThenMsgBox "Amount be NUMERIC!", vbCritical, "IVALID DATA TYPE"
Me.txtAmountPaid.Text = 0Me.txtAmountPaid.SetFocusEnd If
End Sub
Private Sub txtfaculty_Change()
End Sub
Private Sub txtKeyNumber_GotFocus()txtKeyNumber.BackColor = &H8080FFtxtKeyNumber.ForeColor = RGB(255, 255, 255)
End SubPrivate Sub txtKeyNumbers_LostFocus()
txtKeyNumber.BackColor = RGB(255, 255, 255)txtKeyNumber.ForeColor = RGB(0, 0, 0)
If Not IsNumeric(txtKeyNumber.Text) ThenMsgBox "Key Number Must be NUMERIC!", vbCritical, "IVALID DATA TYPE"
End If
End Sub
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Private Sub txtKeyNumber_LostFocus()txtKeyNumber.BackColor = RGB(255, 255, 255)
txtKeyNumber.ForeColor = RGB(0, 0, 0)If Not IsNumeric(txtKeyNumber.Text) ThenMsgBox "Key Number Must be NUMERIC!", vbCritical, "IVALID DATA TYPE"
End IfEnd Sub
Private Sub txtotherNames_GotFocus()txtotherNames.BackColor = &H8080FFtxtotherNames.ForeColor = RGB(255, 255, 255)
End SubPrivate Sub txtotherNames_LostFocus()
txtotherNames.BackColor = RGB(255, 255, 255)
txtotherNames.ForeColor = RGB(0, 0, 0)
If IsNumeric(txtotherNames.Text) ThenMsgBox "Name cannot be NUMERIC!", vbCritical, "IVALID DATA TYPE"
Me.txtotherNames.Text = ""Me.txtotherNames.SetFocusEnd IfEnd Sub
Private Sub txtPhoneNumber_GotFocus()txtPhoneNumber.BackColor = &H8080FFtxtPhoneNumber.ForeColor = RGB(255, 255, 255)
End Sub
Private Sub txtPhoneNumber_LostFocus()txtPhoneNumber.BackColor = RGB(255, 255, 255)txtPhoneNumber.ForeColor = RGB(0, 0, 0)If Not IsNumeric(txtPhoneNumber.Text) ThenMsgBox "Phone Number Must be NUMERIC!", vbCritical, "IVALID DATA TYPE"
Me.txtPhoneNumber.Text = ""Me.txtPhoneNumber.SetFocusEnd If
End Sub
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Private Sub txtReceiptNumber_GotFocus()txtReceiptNumber.BackColor = &H8080FFtxtReceiptNumber.ForeColor = RGB(255, 255, 255)
End SubPrivate Sub txtReceiptNumber_LostFocus()
txtReceiptNumber.BackColor = RGB(255, 255, 255)txtReceiptNumber.ForeColor = RGB(0, 0, 0)If Not IsNumeric(txtReceiptNumber.Text) ThenMsgBox "Receipt NumberMust be NUMERIC!", vbCritical, "IVALID DATA TYPE"
Me.txtReceiptNumber.Text = ""Me.txtReceiptNumber.SetFocusEnd If
End Sub
Private Sub txtRegistrationNumber_GotFocus()txtRegistrationNumber.BackColor = &H8080FFtxtRegistrationNumber.ForeColor = RGB(255, 255, 255)
End SubPrivate Sub txtRegistrationNumber_LostFocus()
txtRegistrationNumber.BackColor = RGB(255, 255, 255)txtRegistrationNumber.ForeColor = RGB(0, 0, 0)
End Sub
Private Sub txtRoomNumber_GotFocus()txtRoomNumber.BackColor = &H8080FFtxtRoomNumber.ForeColor = RGB(255, 255, 255)
End Sub
Private Sub txtRoomNumber_LostFocus()txtRoomNumber.BackColor = RGB(255, 255, 255)txtRoomNumber.ForeColor = RGB(0, 0, 0)
If Not IsNumeric(txtRoomNumber.Text) ThenMsgBox "Room NumberMust be NUMERIC!", vbCritical, "IVALID DATA TYPE"
End If
End Sub
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Private Sub txtsurname_GotFocus()txtsurname.BackColor = &H8080FFtxtsurname.ForeColor = RGB(255, 255, 255)
End Sub
Private Sub txtsurname_LostFocus()txtsurname.BackColor = RGB(255, 255, 255)txtsurname.ForeColor = RGB(0, 0, 0)If IsNumeric(txtsurname.Text) ThenMsgBox "Name cannot be NUMERIC!", vbCritical, "IVALID DATA TYPE"
Me.txtsurname.Text = ""Me.txtsurname.SetFocusEnd If
End SubPrivate Sub txtFirstName_GotFocus()
txtFirstName.BackColor = &H8080FFtxtFirstName.ForeColor = RGB(255, 255, 255)
End SubPrivate Sub txtFirstName_LostFocus()
txtFirstName.BackColor = RGB(255, 255, 255)txtFirstName.ForeColor = RGB(0, 0, 0)
If IsNumeric(txtFirstName.Text) Then
MsgBox "Name cannot be NUMERIC!", vbCritical, "IVALID DATA TYPE"Me.txtFirstName.Text = ""Me.txtFirstName.SetFocusEnd If
End Sub
COMMAND BUTTON CANCEL CODDESPrivate Sub cmdClose_Click()Unload Me
End Sub
EDIT STUDENTS FORM CODES
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FORM LOAD CODESPrivate Sub Form_Load()On Error Resume Next
Me.Move (Screen.Width - Me.Width) / 2, (Screen.Height - Me.Height) / 2
End Sub
COMMAND BUTTON UPDATE
Private Sub cmdUpdate_Click()On Error Resume NextdBaseConnectSet rsconn = New ADODB.RecordsetIf Me.cboregNo = "" Then
MsgBox "please locate student to change details", vbInformation, App.titleElse
Set rsconn = dbase.Execute("UPDATE student Set Surname='" & Me.txtsurname.Text& "',KeyNumber='" & Me.txtKeyNumber.Text & "',Semester='" & Me.txtSemester.Text &"',AmountPaid='" & Me.txtAmountPaid.Text & "',CDate='" & Me.txtdate.Text &"',OutstandingBalance='" & Me.txtoutstandingBalance.Text & "',ReceiptNumber='" &Me.txtReceiptNumber.Text & "',FirstName='" & Me.txtFirstName.Text &"',HostelWing='" & Me.txtHostelWing.Text & "',HostelBlock='" &Me.txtHostelBlock.Text & "',hostelName='" & Me.txtHostelName.Text &
"',OtherNames='" & Me.txtotherNames.Text & "',Gender='" & Me.txtgender.Text &"',Nationality='" & Me.txtCountry.Text & "',Course='" & Me.txtcourse.Text &"',Faculty='" & Me.txtSchool.Text & "',phone_number='" & Me.txtPhoneNumber.Text &"',YearOfStudy='" & Me.txtYearofStudy.Text & "',roomnumber='" &Me.txtRoomNumber.Text & "' where RegistrationNo='" & Me.cboregNo & "'")With rsconn
.CursorLocation = adUseClient
.LockType = adLockOptimistic
.Source = "select * from student "
.ActiveConnection = dbase
.Open
End With
rsconn.UpdateMsgBox "record successfully updated", vbInformation, "edit details"Me.cboregNo.SetFocusMe.txtsurname.Text = ""
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Me.txtFirstName.Text = ""Me.txtotherNames.Text = ""Me.txtgender.Text = ""Me.txtPhoneNumber.Text = ""Me.txtCountry.Text = ""
Me.txtHostelName.Text = ""Me.txtHostelBlock.Text = ""Me.txtHostelWing.Text = ""Me.txtRoomNumber.Text = ""Me.txtKeyNumber.Text = ""Me.txtSchool.Text = ""Me.txtSchool.Text = ""Me.txtYearofStudy.Text = ""Me.txtdate.Text = ""Me.txtoutstandingBalance.Text = 0
Me.txtReceiptNumber.Text = ""
End If
Set rsconn = NothingSet dbase = Nothing
End Sub
Private Sub txtAmountPaid_GotFocus()txtAmountPaid.BackColor = &H8080FFtxtAmountPaid.ForeColor = RGB(255, 255, 255)
End SubPrivate Sub txtAmountPaid_LostFocus()
txtAmountPaid.BackColor = RGB(255, 255, 255)txtAmountPaid.ForeColor = RGB(0, 0, 0)On Error Resume Next
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If Me.txtAmountPaid.Text > 3000 ThenMsgBox "Hostell Fee is 3000"txtAmountPaid.Text = 0ElseIf Me.txtAmountPaid.Text = "" Or Not IsNumeric(Me.txtAmountPaid.Text) ThenMsgBox "Cannot be Non-Numeric "
ElseMe.txtoutstandingBalance = Val((3000 - Me.txtAmountPaid))End If
End Sub
Private Sub txtKeyNumber_GotFocus()txtKeyNumber.BackColor = &H8080FF
txtKeyNumber.ForeColor = RGB(255, 255, 255)End SubPrivate Sub txtKeyNumbers_LostFocus()
txtKeyNumber.BackColor = RGB(255, 255, 255)txtKeyNumber.ForeColor = RGB(0, 0, 0)
End Sub
Private Sub txtotherNames_GotFocus()txtotherNames.BackColor = &H8080FFtxtotherNames.ForeColor = RGB(255, 255, 255)
End SubPrivate Sub txtotherNames_LostFocus()txtotherNames.BackColor = RGB(255, 255, 255)txtotherNames.ForeColor = RGB(0, 0, 0)
End Sub
Private Sub txtPhoneNumber_GotFocus()txtPhoneNumber.BackColor = &H8080FFtxtPhoneNumber.ForeColor = RGB(255, 255, 255)
End Sub
Private Sub txtPhoneNumber_LostFocus()txtPhoneNumber.BackColor = RGB(255, 255, 255)txtPhoneNumber.ForeColor = RGB(0, 0, 0)
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End Sub
Private Sub txtReceiptNumber_GotFocus()txtReceiptNumber.BackColor = &H8080FFtxtReceiptNumber.ForeColor = RGB(255, 255, 255)
End SubPrivate Sub txtReceiptNumber_LostFocus()
txtReceiptNumber.BackColor = RGB(255, 255, 255)txtReceiptNumber.ForeColor = RGB(0, 0, 0)
End Sub
'''''''''
Private Sub txtRegistrationNumber_GotFocus()txtRegistrationNumber.BackColor = &H8080FFtxtRegistrationNumber.ForeColor = RGB(255, 255, 255)
End SubPrivate Sub txtRegistrationNumber_LostFocus()
txtRegistrationNumber.BackColor = RGB(255, 255, 255)txtRegistrationNumber.ForeColor = RGB(0, 0, 0)
End Sub
Private Sub txtRoomNumber_GotFocus()txtRoomNumber.BackColor = &H8080FFtxtRoomNumber.ForeColor = RGB(255, 255, 255)
End Sub
Private Sub txtRoomNumber_LostFocus()txtRoomNumber.BackColor = RGB(255, 255, 255)txtRoomNumber.ForeColor = RGB(0, 0, 0)
End Sub
Private Sub txtsurname_GotFocus()txtsurname.BackColor = &H8080FFtxtsurname.ForeColor = RGB(255, 255, 255)
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End Sub
Private Sub txtsurname_LostFocus()txtsurname.BackColor = RGB(255, 255, 255)
txtsurname.ForeColor = RGB(0, 0, 0)
End SubPrivate Sub txtFirstName_GotFocus()
txtFirstName.BackColor = &H8080FFtxtFirstName.ForeColor = RGB(255, 255, 255)
End SubPrivate Sub txtFirstName_LostFocus()
txtFirstName.BackColor = RGB(255, 255, 255)
txtFirstName.ForeColor = RGB(0, 0, 0)End Sub
COMMAND BUTTON CANCEL CODES
Private Sub cmdClose_Click()Unload MeEnd Sub
CREATE NEW HOSTEL FORM CODES
FORM LOAD CODESPrivate Sub Form_Load()On Error Resume Next
Me.Move (Screen.Width - Me.Width) / 2, (Screen.Height - Me.Height) / 2
cbogender.AddItem "Male"
cbogender.AddItem "Female"cbogender.AddItem "Mixed"
End Sub
COMMAND BUTTON ADDNEW CODES
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Private Sub cmdaddnew_Click()If Me.txtHostelName.Text = "" Or Me.cbogender.Text = "" Or Me.txtCapacity.Text = ""ThenMsgBox "Please enter all the required information", vbCritical, "Mising Information"ElseIf Not IsNumeric(Me.txtCapacity.Text) Then
MsgBox "CAPACITY:Enter Numeric values only! ", vbCritical, "Invalid Data Type"Me.txtCapacity.SetFocusMe.txtCapacity.Text = ""ElseIf Not IsNumeric(Me.txtCapacity.Text) ThenMsgBox "Capacity can only be Numeric", vbCritical, "Invalid Data Type"ElseIf IsNumeric(Me.txtHostelName.Text) ThenMsgBox "Please Enter Valid Hostel Name"Me.txtHostelName.SetFocusMe.txtHostelName.Text = ""Else
dBaseConnect
Set rsconn = New ADODB.Recordset
With rsconn.CursorLocation = adUseClient.LockType = adLockOptimistic.Source = "select * from Hostel2".ActiveConnection = dbase
.Open
On Error Resume Next.AddNew
!HostelName = Me.txtHostelName!Prefix = Me.txtPrefix!HostelNickname = Me.txtNickname!gender = Me.cbogender!capacity = Me.txtCapacity.UpdateMsgBox "Records successfully Saved", vbInformation, "Success!"
End WithMe.txtCapacity.Text = ""Me.txtHostelName.Text = ""Me.txtNickname.Text = ""Me.txtPrefix.Text = ""Me.cbogender.Text = ""
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Set rsconn = NothingSet dbase = NothingEnd IfEnd Sub
Private Sub cmdcreate_Click()
End Sub
Private Sub Command2_Click()Unload MeEnd Sub
Private Sub Form_Load()On Error Resume Next
Me.Move (Screen.Width - Me.Width) / 2, (Screen.Height - Me.Height) / 2
cbogender.AddItem "Male"cbogender.AddItem "Female"cbogender.AddItem "Mixed"
End Sub
Private Sub txtHostelName_Change()txtPrefix = Left$(txtHostelName, 1)' Command1.Caption = "Create Hostel '" & txtHostelName & "'"
End Sub
COMMAND BUTTON CANCELPrivate Sub Command2_Click()Unload MeEnd Sub
EDIT HOSTEL FORM CODES
FORM LOAD CODES
Private Sub Form_Load()On Error Resume Next
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Me.txtPrefix.Enabled = FalseMe.txtPrefix.Enabled = FalseMe.txtNickname.Enabled = FalseMe.txtCapacity.Enabled = False
Me.Move (Screen.Width - Me.Width) / 2, (Screen.Height - Me.Height) / 2End Sub
COMMAND BUTTON UPDATE HOSTEL CODESPrivate Sub Command1_Click()On Error Resume Next
If IsNumeric(Me.txtNickname.Text) Or txtNickname.Text = "" ThenMsgBox "Nick Name: Enter Valid Nick Name", vbCritical, "Invalid Data Type - HMS"
txtNickname.SetFocusElseIf Not IsNumeric(Me.txtCapacity.Text) Or Me.txtCapacity.Text = "" ThenMsgBox "Capacity: Enter Valid data type-HMS", vbCritical, "Invalid Data type-HMS"txtCapacity.SetFocusElseIf IsNumeric(Me.txtgender.Text) Or Me.txtgender.Text = "" ThenMsgBox "Gender: Enter Valid Data Type", vbCritical, "Invalid Data Type-HMS"cbogender.SetFocusElse:dBaseConnectSet rsconn = New ADODB.Recordset
If Me.txtCapacity.Text = "" ThenMsgBox "please hostel Capacity", vbInformation, App.titleElse
Set rsconn = dbase.Execute("UPDATE Hostel2 Set Prefix='" & Me.txtPrefix.Text &"',HostelNickname='" & Me.txtNickname.Text & "',gender='" & Me.txtgender.Text &"',capacity='" & Me.txtCapacity.Text & "' where HostelName='" &Me.cboHostelName.Text & "'")With rsconn
.CursorLocation = adUseClient
.LockType = adLockOptimistic
.Source = "select * from Hostel2 "
.ActiveConnection = dbase
.Open
End With
rsconn.Update
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MsgBox "record successfully updated", vbInformation, "edit details"
End IfEnd IfMe.txtPrefix.Text = ""
Me.txtgender.Text = ""Me.txtCapacity.Text = ""Me.txtNickname.Text = ""Set rsconn = Nothing
Set dbase = Nothing
End Sub
COMMAND BUTTON DELETE CODES
Private Sub cmddelete_Click()On Error Resume Next
dBaseConnectSet rsconn = New ADODB.Recordset
Dim sql As String
sql = "delete * from Hostel2 where HostelName='" & Me.cboHostelName.Text & "'"rsconn.Open sql, dbase
MsgBox "Records Successfully deleted", vbInformation, "Delete Record"Me.txtCapacity.Text = ""Me.txtgender.Text = ""Me.txtNickname.Text = ""Me.txtPrefix.Text = ""Unload Me
'Me.cboHostelName.AddItem (rsconn!HostelName)
Set rsconn = NothingSet dbase = NothingEnd Sub
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FORM SEARCH CODES
FORM LOAD CODESPrivate Sub Form_Load()
With frmsearch.Top = (Screen.Height - .Height) / 2.Left = (Screen.Width - .Width) / 2End With
End Sub
COMMAND BUTTON SEARCHPrivate Sub cmdsearch_Click()
'On Error Resume NextIf Me.txtreg.Text = "" Then
MsgBox "Enter Registration Number to Search!!", vbCritical, "Empty -HMS"Me.txtreg.SetFocusExit SubEnd IfdBaseConnectSet rsconn = New ADODB.Recordset
Dim sql As String
sql = "select * from student where RegistrationNo='" & Me.txtreg.Text & "'"rsconn.Open sql, dbaseIf Not rsconn.EOF ThenDo Until rsconn.EOFWith SearchSet .DataSource = rsconn.DataMember = rsconn.DataMember.Show vbModalEnd Withrsconn.MoveNextLoopEnd IfUnload Me
Set rsconn = Nothing
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Set dbase = Nothing
End Sub
COMMAND BUTTON CANCEL
Private Sub cmdexit_Click()
Unload Me
End Sub
FORM UPDATE HOSTEL FEE
FORM LOAD CODES
Private Sub Form_Load()
On Error Resume Next
MsgBox "This Form is Under Construction", vbInformation, "Hostel Management
System"
'minimizes data window
'frmdata.WindowState = 1
'txtnewfee.Locked = False
'positions update window at the center of
'screen
With frmupdate
.Top = (Screen.Height - .Height) / 2
.Left = (Screen.Width - .Width) / 2
End With
'cmdexitform.Enabled = False
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'cmdcancel.Enabled = True
End Sub
Private Sub Combo1_GotFocus()