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SCHOOL OF ELECTRICAL & ELECTRONIC ENGINEERING

UNIVERSITI SAINS MALAYSIA


(ENGINEERING CAMPUS)

GROUP 4 CAPSTONE PROPOSAL


2017/2018

Title:

SMART ROOM BOOKING SYSTEM

GROUP MEMBERS:

Tang Khai Luen (125730)


Loo Fang Hean (125698)
Muhammad Aidzuddin b. Nor Azli (125741)
Mohamad Ariff Syamil b. Idrus (126437)
Murni Nur Athirah bt Rosnan (125714)

SUPERVISORS NAME:
DR. PATRICK GOH KUAN LYE
Contents
1 Abstract ........................................................................................................................................... 1
2 Introductions ................................................................................................................................... 1
2.1 Problem statement ................................................................................................................. 1
2.2 Project Aim/Purpose ............................................................................................................... 1
2.3 Project background ................................................................................................................. 1
3 Methodology................................................................................................................................... 2
3.1 Project Overview ..................................................................................................................... 2
3.2 Design specification ................................................................................................................ 2
3.2.1 Room Booking System (Database) .................................................................................. 2
3.2.2 Wi-Fi Communication System (Internet of Things) ......................................................... 3
3.2.3 Room Managing System (Hardware installation) ........................................................... 3
3.3 Flowchart ................................................................................................................................ 3
3.4 Design justification:................................................................................................................. 4
3.4.1 Social Criteria .................................................................................................................. 4
3.4.2 Environmental Criteria .................................................................................................... 5
3.4.3 Economic Criteria ............................................................................................................ 5
3.5 Technical Approach:................................................................................................................ 6
3.5.1 Room Booking System: ................................................................................................... 6
3.5.2 Wi-Fi Communication System: ........................................................................................ 6
3.5.3 Room Managing System: ................................................................................................ 8
4 Budget ........................................................................................................................................... 10
5 Gantt Chart.................................................................................................................................... 11
6 References .................................................................................................................................... 13

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List of Figures
Figure 3.1-1: Project overview ................................................................................................................ 2
Figure 3.3-1: Room booking system ....................................................................................................... 3
Figure 3.3-2: Room Managing System .................................................................................................... 4
Figure 3.5-1: Sample online booking system for BHEPP ......................................................................... 6
Figure 3.5-2: Sample MSSQL database management platform .............................................................. 7
Figure 3.5-3: Sample database from MSSQL server ............................................................................... 8
Figure 3.5-4: Circuit layout...................................................................................................................... 9
Figure 3.5-5: Schematic Diagram ............................................................................................................ 9
Figure 5-1: Gantt chart .......................................................................................................................... 12

List of Tables
Table 4-1:Budget for prototype ............................................................................................................ 10
Table 4-2: Budget for implementing in EEK1 or EEK2 ........................................................................... 10

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1 Abstract
All the available room in faculty is mainly designed for all staffs and students for activity or class.
Hence, we come out with Smart Room Booking System project is to help the faculty to develop
a systematic way in managing and booking the room with Internet of Thing (IoT) as a medium.
When the room is booked through our system, the setup of the room is set up automatically
with the help the Raspberry Pi 3 after receiving data from MSSQL server. Furthermore, the
booking will automatically cancel by the system after 30 minutes if not in use. The activity in the
room is detected through motion sensor and the power of the is controlled through solid state
relay.

2 Introductions
2.1 Problem statement
Current room booking system is ineffective and inconvenient.
Technician need to set up the room for the applicant before the event.
Energy waste while the room is left unused with the power on.

2.2 Project Aim/Purpose


Create an effective online booking system
Enable the setup of room to be done automatically after booking
Enable the system to turn off the power supply of the room while not in use

2.3 Project background


Manual room booking system is ineffective and inconvenient because it required a latency
period and complex procedure. For example, the manual room booking system in school of EE
required applicant to check the available time slot for the venue in administration office
before submitting the filled booking application form with approval from advisor. After
booking the venue, they only can trace the booking through phone calling to the
administration office. Hence, online room booking system has become popular nowadays as
the booking procedure can be done through Internet. Moreover, the applicant can also easily
trace their booking through Internet. When the time comes, technician will need to setup the
room that booked. However, there is more likely a miscommunication happens where the
room is not setup although the applicant is there. This will inadvertently cause the event to be
delayed. Furthermore, when the applicant cancels the booking but the room is setup and left
unused, it will be wastage of electrical energy. Therefore, smart room system is introduced to
overcome the problem like that.

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3 Methodology
3.1 Project Overview

Figure 3.1-1: Project overview

Figure 3.1-1 shows project overview. At first there is an online booking system that enable the user
to book a room. After room booking, the data will be saved as database in the server in the form of
MSSQL. Then the communication between the server and the Raspberry Pi 3 is established. The
Raspberry Pi 3 is used to control the power setting in a booked room with the help with the PIR
motion sensor.

3.2 Design specification


Our project can be separated into 3 parts: Room Booking System (Database), Wi-Fi Communication
System (Internet of Things) and Room Managing System (Hardware installation).

3.2.1 Room Booking System (Database)


The first part of our project is to create a room booking system with the criteria as below:
Enable room booking service with input of date, time and purpose
Able to check the availability of the room
Enable to run the platform on Internet through ID log in
Able to record and schedule the booking
Enable the approval from supervisor through email (if approval is required)
Able to receive complaint from applicants

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3.2.2 Wi-Fi Communication System (Internet of Things)
The second part of our project is to create a communication system which enable the
communication between the room booking system and the room managing system through IoT with
the specification below:
Able to send a signal to room managing system to setup the room when booking is done
through the room booking system
Able to send a signal to booking system to cancel the booking when room managing system
detects no user in the room after 30 minutes

3.2.3 Room Managing System (Hardware installation)


The third part of our project is to create a room managing system with the specification below:
Able to detect any user in the room through motion detection
Able to turn on and off the power source in the room

3.3 Flowchart

Figure 3.3-1: Room booking system

Figure 3.3-1 shows the procedure of using room booking system from the application by respondent
to the confirmation of the booking and the database update.

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Figure 3.3-2: Room Managing System

Figure 3.3-2 shows how the room managing system response to the data that retrieve from the
server in the form of MSSQL database.

3.4 Design justification:


3.4.1 Social Criteria
Reduce the tedious procedure
The current existing booking system required a tedious procedure. It requires the
applicant to check the availability of the room and request a booking form from
the administrative staff. Then, they need to visit their advisor to get approval
before they submit the form back to the administrative staff. However, with the
online booking system it can simplify the procedure. The application is
convenient and can be easily done through Internet

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Reduce logistics and work load
The current room booking system requires administrative staff to check the
availability of room. However, with the room booking system, the procedure is
done by the system. They just need to monitor the process. The current room
managing requires technician to setup the room. However, with the room
managing system, the procedure is done by the system. This will reduce the
workload and logistic of the staff
Reduce miscommunication
Miscommunication might happen with the current room booking and managing
system. First case is when the applicant cancels the booking, the technician does
not know, so the room is set up but not in use. Second case is where the booking
is done, but the technician is not informed, this will delay the run time for the
time. Hence, with this project the room is setup automatically when the booking
time comes. This will reduce the miscommunication
3.4.2 Environmental Criteria
Minimizes natural resource depletion
The current existing booking system is done by using paper record. Hence, with
this online room booking system, the usage of paper can be reduced and
indirectly minimized natural resource depletion.
Prevents wastage
The current room setup is done by the technician after booking. Therefore,
sometimes the power in a room will be left on while not in use. So, with the
room managing system, the power is controlled through internet and motion
sensor (Benefits of Using Motion-Sensor Light Switches, 2017). Hence, it prevents
wastage of electricity and reduce electricity consumption.
Promoting environmental sustainability
The online application system does not need a paperwork would help to promote the
environmental sustainability. This is because by reducing the paper usage will reduce the
logging and deforestation.

3.4.3 Economic Criteria


Reduce the operational cost
As we know that the school of EE will need to pay thousands ringgit Malaysia per month
just for the electrical bills. This clearly tells us that the management of the power source
is yet to be improved. Hence, with our project, it can reduce the wastage of electrical
power and reduce the operational cost

Increase the productivity of work


The current booking and managing room system required a tedious procedure. However,
with this project, it can save the time for going through all that process. It can be done
through the Internet.

Promoting sustainable development


The present need of the society requires the simplest and the least time-consuming way
to get some process done. Hence, IoT and online booking system have become popular
in nowadays. Hence, our project is to implement the system in our school to meet the
present needs without compromising the future generation needs. On the other hand, it
will benefit the future generation.

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3.5 Technical Approach:
3.5.1 Room Booking System:
In Room Booking System, we collaborate with technical staff from PPKT. This is because they do
have a booking system available for PPKT and BHEPP room booking (ServisDesk 2.0, 2017-2018) but
not for EE school. Furthermore, they are also willing to share their resources about the booking
system they had so that we can make some adjustment with their help.

Figure 3.5-1: Sample online booking system for BHEPP

Figure 3.5-1 shows the available online booking system create by PPKT for the room at BHEPP

3.5.2 Wi-Fi Communication System:


In Wi-Fi Communication System, we will use Internet of Things (IoT) to establish the communication.
IoT is a system which allows physical objects to be accessible through the Internet. It allows user to
monitor a premise or other object that can be assigned to an IP address and with the ability to
transfer date over network (The lifeline for a data-driven world, n.d.) (Rouse, 2016). We implement
IoT in our room booking system to allow smart control in the room. Basically, IoT required an
embedded system which acts as an indicator which receive the stimuli from the surrounding and
transfer the data to the Internet in the form of database or a controller that react according to the
data received from the Internet in the form of database. The embedded system that we use is
raspberry pi, the database management system we use is MS SQL server (MS SQL Server Tutorial,
n.d.) as the booking system database used by PPKT is in that form. In this system, it enables the
database about the time, date, venue and user ID from the room booking system to establish
communication to supply power to the room in the room managing system. On the other hand, the
system will receive stimuli from the room managing system and create database that send back to
the room booking system to cancel the booking is necessary.

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Figure 3.5-2: Sample MSSQL database management platform

Figure 3.5-2 shows the platform to manage the database through the SQL command language. MS
SQL server is Object Relational Database Management System with GUI supported by SQL language.
It is used to create and maintain database, analyse data (through SSAS), generate report (through
SSRS) and run ETL operations (through SSIS).

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Figure 3.5-3: Sample database from MSSQL server

Figure 3.5-3 shows the data from the database in the server that exported to Microsoft Word. This
database is received by Raspberry Pi 3 to process and response accordingly.

3.5.3 Room Managing System:


In room managing system, it requires a solid-state relay to switch on and off the power in the room.
The motion sensor is also used to detect the motion in the room. When there is no motion in the
room means that the applicant does not appear to use the room. After 30 minutes from the booking
time, it will send a signal back to the room booking system to cancel the booking. The Raspberry Pi 3
is used to centralise the control in the room.

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Figure 3.5-4: Circuit layout

Figure 3.5-4 shows the circuit layout connection of the room managing system. It consists of
Raspberry Pi 3, solid state relay, PIR sensor and fluorescent light

Figure 3.5-5: Schematic Diagram

Figure 3.5-5 shows the schematic diagram of the room managing system. It consists of Raspberry Pi
3, solid state relay, PIR sensor and fluorescent light.

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4 Budget
Table 4-1:Budget for prototype
Item Price per unit (RM) Quantity Total (RM)
Raspberry PI 3 180 1 180
PIR Motion Sensor 10 2 20
(HC-SR501)
Solid state relay 30 2 60
AC Bulb 10 2 20
AC three pin casing 10 2 20
Total 300
Table 4.1 shows the budget and the component list that used in building the prototype

Table 4-2: Budget for implementing in EEK1 or EEK2


Item Price per unit (RM) Quantity Total (RM)
Raspberry PI 3 180 1 180
PIR Motion Sensor 10 2 20
(HC-SR501)
Solid state relay 30 1 30
Total 230
Table 4.2 shows the budget and the component list that used when implementing the system in
EEK1 or EEK2.

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5 Gantt Chart

11-15/9/17

18-22/9/17

25-29/9/17

9-13/10/17

6-10/11/17
2-6/10/17

4-8/12/17
20/10/17

27/10/17

17/11/17

24/11/17

15/12/17

22/12/17

29/12/17
3/11/17

1/12/17
30/10 -

27/11 -
16-

23-

13-

20-

11-

18-

25-
PLAN\WEEKS

Week 1
Week 2
Week 3
Week 4
Week 5
Week 6
Week 7
Week 8
Week 9
Week
Week
Week
Week
Week
Week

Week
10
11
12
13
14
15

16
Predict
1. Title
Selection Actual

2. Approach Predict
advisor for
advice Actual

3. Run the Predict


interview
with our
end user Actual

4. Select Predict
pitching
session and
prepare for
pitching Actual

Predict
5. Discuss
for proposal Actual

Predict
6. Pitching
Session Actual

7. Build the Predict


circuit
required
according
to the
schematic Actual

8. Program Predict
the
Raspberry
Pie Actual

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9. Connect Predict
the circuit
with Iot Actual

Predict
10. Test the
system Actual

11. Predict
Troublesho
ot any
problems Actual

12. Test the Predict


system with
end user
and real
room if
approved Actual

13. Predict
Troublesho
ot any
problems
arise Actual

14. Discuss Predict


for
individual
presentatio
n Actual

15. Predict
Demonstrat
ion of the
system Actual

16. Discuss Predict


the final
report and
logbook Actual

Figure 3.5-1: Gantt chart

Figure 5-1 shows the planning of the project in throughout this semester.

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6 References
For environmental criteria:

Benefits of Using Motion-Sensor Light Switches. (2017). Retrieved from The Eco Guide:
https://theecoguide.org/benefits-using-motion-sensor-light-switches

For economic criteria:


Economic Design Criteria
http://www.academia.edu/29885772/Economic_Design_criteria

For booking system:

ServisDesk 2.0. (2017-2018). Retrieved from ServisDesk 2.0: https://sd.usm.my/

For Wi-fi communication system (IoT):

The lifeline for a data-driven world. (n.d.). Retrieved from Happiest Minds:
http://www.happiestminds.com/Insights/internet-of-things/

Rouse, M. (July, 2016). Internet of Things (IoT). Retrieved from IoT Agenda:
http://internetofthingsagenda.techtarget.com/definition/Internet-of-Things-IoT

MS SQL Server Tutorial. (n.d.). Retrieved from Tutorials Point:


https://www.tutorialspoint.com/ms_sql_server/

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