HOSTEL INFORMATION SYSTEM PROJECT INITIATION DOCUMENT This project has been initiated because it has been recognized

that an integrated university wide system to support all processes and information requirements relating to Hostel accommodation would deliver substantial benefits. Accommodation at University of Dodoma (UDOM) Hostel is central to the core business of student room allocation in each block of residence in the University. Information on Hostel setting extensively across the University, by virtually the entire University population including continuing students and new students admitted. The information is used for: Maintain accommodation level of students in the university Managing communication between wardens and students accommodated in each residence of living in the university. This system has a narrow focus, supporting only the programm and course approval process. The two key new areas are programme development and a central repository for all programme data to support the wide range of corporate information requirements. System solutions at a local level currently exist in these areas. Project Objectives The aim of this project is to provide efficient procedures and an integrated solution to support all aspects of the management and delivery of programmes throughout their life cycle. The main objectives are To improve efficiency of student accommodation in the university as a whole. To implement procedures that support efficient data capture at source, with data available to all related processes and outputs. To provide university wide systems to support all business processes and remove the requirement for local systems, and their inherent duplication of data and effort to new programmed information management system(IMS) To provide a central single data source for all Hostel accommodation information that will support the management information requirements of all stakeholders, Support data sharing with other wardens. To deliver a product that is sufficiently flexible to support future changes in Hostel accommodation needs. Project Scope The project will cover all Accommodation processes and management information requirements relating to Hostel management. The Hostel management processes are development, approval, delivery, administration, change and withdrawal. This covers all events in the lifecycle of students accommodation as a whole Project Deliverables The main deliverables are New hostel information system that :-

is window based Includes an integrated document management system for content and workflow management. Revised accommodation processes to room allocation to the students, including approval procedures related to room setting to all students. A central repository of Hostel information that: Provides comprehensive, high quality storage of data concerning with students room allocation, Supports a single window based catalogue of room setting: Supports the wide range of corporate management information requirements. Supports automation of student based processes in all accommodation process. Constraints

Constraints involve limitation of working facilities time to spend and maximum cost suggested to be used in the whole project (i.e. from point of abstract until end of deliverable system). stakeholder Time to spend Cost(Tsh) Project manager 6 weeks 3,500,000/= Analyst Programmers 16 weeks 5,000,000/= Consultancy 1 week 400,000/= Total 23 weeks 8,900,000/= resources computers Softwares Total

number 5 8 13

Cost(Tsh) 5,000,000/= 350,000/= 5,350,000/=

Final cost to be used should not exceed 14,250,000/= Total Time to be spent in whole activity should not exceed 23 weeks ( 7 month and 1 week)

Identification of Stakeholders All individuals or groups of individuals who have an interest in the project are identified as Stakeholders at the outset of the project. Stakeholders are defined in terms of their role in the Project, with individuals then linked to roles. As a result individuals may have more than one role in the project. The stakeholder listing will be used to ensure consultation, requirements gathering, Communication, information dissemination and training are appropriately directed. It will also be used to manage risks associated with stakeholders and in particular manage their Expectations. There are a wide range of stakeholders in this project, from warden who generate ideas for new Hostel system , to students Accommodation . Stakeholders of this system are Project manager,

Student, Warden, Contractor, Team member.

Project Organization Structure The project management structure reflects the standard approach, with all roles identified and assigned to appropriate individuals. A set of standard project roles has been developed by the Project Office as part of the Project Management methodology. Hostel Board The role of Hostel Board is undertaken by , which has the responsibility of ensuring this project fits in with the strategic objectives of the University. Project Board The project is directed by the Project Board, which contains representation for the room accommodation needs, user requirements, the technical support and supplier (if applicable). There will be representation on the Board for all accommodation cases in the Hostel. The Convener of the Project Board and Project Sponsor is Saleh Toba, and University. Project Manager The Project Manager is responsible for ensuring that the project produces the required products, to the required standards, within the timescales and costs agreed. The Project Manager has the authority to run the project on a day to day basis on behalf of the Project Board. The project manager is Willbroad Ferdinand (MIS). Project Team The Project Team is responsible for executing tasks and producing deliverables as outlined in the project plan. There will be two groups in the project team a development team responsible for conducting analysis, requirement gathering, development, . a user team consisting of a number of individuals representing a range of stakeholder roles. Responsible for identifying students accommodation needs and ensuring that the delivered solutions address those needs. The membership of this team is very important, as this group will be required to undertake a quality assurance role and approve products of the project.

Organization Structure. At this stage individuals have not been identified for all roles. This will be addressed during detailed planning of the analysis stage of the project. A copy of the standard project roles can be obtained from the project manager . Roles of the project Roles of the project are key responsibilities that should be done by the project output.The output of the project is software product which do the following functionality: To improve efficiency of student accommodation in the university as a whole. To implement procedures that support efficient data capture at source, with data available to all related processes and outputs. To provide university wide systems to support all business processes and remove the requirement for local systems, and their inherent duplication of data and effort to new programmed information management system(IMS) To provide a central single data source for all Hostel accommodation information that will support the management information requirements of all stakeholders, support data sharing with other wardens. To deliver a product that is sufficiently flexible to support future changes in Hostel accommodation needs.