computerization of the hostel department-final report

8/2/2019 Computerization of the Hostel Department-final Report

1/113

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.


2/113


3/113


4/113

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


5/113

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:


6/113

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.


7/113

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.


8/113

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;


9/113

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.


10/113

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


11/113


12/113

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


13/113


14/113

DIT 077

IT PROJECT

ITE/D/15/10Amugada Stephen Ambani

[email protected]

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


15/113

DIT 077

IT PROJECT


[email protected]

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


16/113

DIT 077

IT PROJECT


[email protected]

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;


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


17/113

DIT 077

IT PROJECT


[email protected]

MDI screen

LOG IN

Entities of Log In table/form include;


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


18/113

DIT 077

IT PROJECT


[email protected]

VIEW REPORTS form

UPDATE FEE

Entities of edit fee table/form include;


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


19/113

DIT 077

IT PROJECT


[email protected]

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


20/113

DIT 077

IT PROJECT


[email protected]

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.


21/113

DIT 077

IT PROJECT


[email protected]

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.


22/113

DIT 077

IT PROJECT


[email protected]

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


23/113

DIT 077

IT PROJECT


[email protected]

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


24/113

DIT 077

IT PROJECT


[email protected]

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


25/113

DIT 077

IT PROJECT


[email protected]

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


26/113


27/113

DIT 077

IT PROJECT


[email protected]

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


28/113

DIT 077

IT PROJECT


[email protected]

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.


29/113

DIT 077

IT PROJECT


[email protected]

4.2 Using Case Diagrams

Hostel Management System


30/113

DIT 077

IT PROJECT


[email protected]

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.


31/113

DIT 077

IT PROJECT


[email protected]

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.


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.


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


32/113

DIT 077

IT PROJECT


[email protected]

and semester.

Use case: Payment Details.

Scope: Hostel Management System.Intention in context: The payment status of a student is to be ascertained.


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.


33/113

DIT 077

IT PROJECT


[email protected]

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.


34/113

DIT 077

IT PROJECT


[email protected]

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


35/113

DIT 077

IT PROJECT


[email protected]

Save flow chart diagram

Find Procedure tomorrow

Found

?

Display Record

Find record

START

Input Student

Reciept Number

STOP

Find

Another

Displaymessa e


36/113


37/113

DIT 077

IT PROJECT


[email protected]

Move First Processing

Start

Last

Record?

Move Last

DisplayMessage

Display

Records

Sto

Display

message

N

Y


38/113

DIT 077

IT PROJECT


[email protected]

Move Next processing

Start

LastRecord

?

DISPLAY

MESSAGE

Move Last

Display

Message

Display

Records

Stop

N

Y


39/113


40/113

DIT 077

IT PROJECT


[email protected]

Move Last Procedure

Display

Message

Start

Last

Record

?

Move Last

Display

Message

Display

Records

Stop

N

Y


41/113

DIT 077

IT PROJECT


[email protected]

Structural Decomposition

Hostel Management

System

Student

module

PersonalDetails

AcademicDetails

PaymentDetails

HostelDetails

SearchModule

Student

module


42/113

DIT 077

IT PROJECT


[email protected]

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:-


43/113

DIT 077

IT PROJECT


[email protected]

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:-


44/113

DIT 077

IT PROJECT


[email protected]

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.


45/113

DIT 077

IT PROJECT


[email protected]

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.


46/113

DIT 077

IT PROJECT


[email protected]

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.


47/113

DIT 077

IT PROJECT


[email protected]

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


48/113

DIT 077

IT PROJECT


[email protected]

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


49/113

DIT 077

IT PROJECT


[email protected]

Login window

The MDI (Multiple Document Interface)

Exit ButtonValidate Button


50/113

DIT 077

IT PROJECT


[email protected]

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


51/113

DIT 077

IT PROJECT


[email protected]

The Data Input Interface(D.I.I)Student information.

box Control

Add button

Combo box

Add button

Close button


52/113

DIT 077

IT PROJECT


[email protected]

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


53/113

DIT 077

IT PROJECT


[email protected]

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.


54/113

DIT 077

IT PROJECT


[email protected]

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.


55/113

DIT 077

IT PROJECT


[email protected]

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


56/113

DIT 077

IT PROJECT


[email protected]

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


57/113

DIT 077

IT PROJECT


[email protected]

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


58/113

DIT 077

IT PROJECT


[email protected]

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


59/113

DIT 077

IT PROJECT


[email protected]

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.


60/113

DIT 077

IT PROJECT


[email protected]

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


61/113

DIT 077

IT PROJECT


[email protected]

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).


62/113

DIT 077

IT PROJECT


[email protected]

9Acronyms and Abbreviations

HMSHostel Management System

D.I.I - Data Input InterfaceMDIMultiple Document Interface


63/113


64/113


65/113

DIT 077

IT PROJECT


[email protected]

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.


66/113

DIT 077

IT PROJECT


[email protected]

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


67/113

DIT 077

IT PROJECT


[email protected]

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


68/113

DIT 077

IT PROJECT


[email protected]

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")


lblload.Caption = "Loading Program files..."

lblmessage.Caption = "Manage Your Student's Records Effectively"


lblmessage.Caption = "Retrieve a Student's Record with ease"


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


69/113


70/113

DIT 077

IT PROJECT


[email protected]

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'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''


71/113

DIT 077

IT PROJECT


[email protected]

'''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''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


72/113

DIT 077

IT PROJECT


[email protected]

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


73/113

DIT 077

IT PROJECT


[email protected]

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


74/113

DIT 077

IT PROJECT


[email protected]

!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



75/113

DIT 077

IT PROJECT


[email protected]

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"


76/113

DIT 077

IT PROJECT


[email protected]

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"


77/113

DIT 077

IT PROJECT


[email protected]

'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"


78/113

DIT 077

IT PROJECT


[email protected]

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


79/113

DIT 077

IT PROJECT


[email protected]

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


80/113

DIT 077

IT PROJECT


[email protected]

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


81/113

DIT 077

IT PROJECT


[email protected]

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


82/113

DIT 077

IT PROJECT


[email protected]

FORM LOAD CODESPrivate Sub Form_Load()On Error Resume Next


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 "


.Open

End With

rsconn.UpdateMsgBox "record successfully updated", vbInformation, "edit details"Me.cboregNo.SetFocusMe.txtsurname.Text = ""


83/113

DIT 077

IT PROJECT


[email protected]

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


84/113

DIT 077

IT PROJECT


[email protected]

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)


85/113

DIT 077

IT PROJECT


[email protected]

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)


86/113

DIT 077

IT PROJECT


[email protected]

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


cbogender.AddItem "Male"

cbogender.AddItem "Female"cbogender.AddItem "Mixed"

End Sub

COMMAND BUTTON ADDNEW CODES


87/113

DIT 077

IT PROJECT


[email protected]

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 = ""


88/113

DIT 077

IT PROJECT


[email protected]

Set rsconn = NothingSet dbase = NothingEnd IfEnd Sub

Private Sub cmdcreate_Click()

End Sub

Private Sub Command2_Click()Unload MeEnd Sub



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



89/113

DIT 077

IT PROJECT


[email protected]

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 "


.Open

End With

rsconn.Update


90/113

DIT 077

IT PROJECT


[email protected]

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


91/113

DIT 077

IT PROJECT


[email protected]

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



92/113

DIT 077

IT PROJECT


[email protected]

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


93/113

DIT 077

IT PROJECT


[email protected]

'cmdcancel.Enabled = True

End Sub

Private Sub Combo1_GotFocus()

computerization of the hostel department-final report

Documents