Room in the Inn Registration System Adam Greenhall Steven Zittrower Doug Bevis Eric Walk EECE 295 Supervisor: Andy Dozier

Project Contact: Martina Condron Room in the Inn Project Contact: Martina Condron Religious non-profit organization formed in 1995 to serve the homeless population of Nashville Arranges a place to sleep on a nightly basis during cold months (capacity varies between 200-325) A part of the Campus for Human Development “The Guest House “ “Faith Organizations in Covenant for Understanding and Service” (FOCUS)

Project Definition Two Tasks Registration Returning participants need to be registered and have preferences recorded Sorting All participants need to be sorted into ‘appropriate’ churches

Current System – Registration Line formed and tickets checked outside gate Groups sent in by ticket number to form two lines up to registration window Volunteers take participant’s name and preferences Worker Friend/Brother/Caretaker Shower, Laundry, Clothing Volunteer records information on sheets of paper with spaces for name and checks boxes for S,L,C Average of 225 participants per night Takes approximately 45 minutes to complete

Project Plan for Improved Registration System Develop and test software for participant registration Design for simplicity, speed, and flexibility of registration Web-based PHP solution linked to mySQL database Use of live search to speed name entry Integration with a sorting system Acquire, install, and test hardware Need two computers for registration Design decision – laptops vs. desktops Each computer needs LAN connection and power Need server system to host database Have two servers – need updated hard drives Design decision – where to host primary, back-up Potential networking issues Unorganized and unlabeled local network RJ45 ports at registration window currently do not work Local firewalls and transmission of sensitive data

Registration Process Diagram Registered Before Person Arrives First Time Ask what amenities they are requesting (shower, laundry, jobs, etc.) Gathered required information orally (name, birth date, SSN, etc.) Data sent to server for redundancy Volunteer enters data in web-based form. Data is then inserted into a database Volunteer clicks corresponding checks in web-based registration form Data synchronized Person registered Awaits sorting

Current System – Sorting At the same time as registration Registration volunteers write about 10 names per sheet, then someone runs it over to the sorting desk From the registration sheets, participant names are re-copied onto an ‘appropriate’ church list Determining ‘appropriate’ church involves many factors Names on church list called out over speaker system by sorting desk workers as church vans arrive Churches do arrive before registration is finished, must be sent out quickly Sorting is done by permanent staff or experienced volunteers who have many other simultaneous tasks Collecting registration sheets Registering new participants Church driver welcoming Calling out names Dealing with conflicts ‘Appropriate’ considerations: Personal conflicts – with church or other participants Knowledge of participant preferences Placing with friend/brother/caretaker Need to get a just arrived church out the door

Software & Hardware Hardware Software Server 3 computers for use as web portals to web app 2 registration, 1 assignment/administrator Sources: VUSE, team member donations, fundraising from CHD sponsors Note: computers will be multipurpose for CHD Wiring Printer for backup/alternative solution (tentative) Software mySQL Database Web app Login portal (successful login direct user to one of the below) Registration User Interface Admin User Interface Security

Timeline December January February March April 3/1 Last day of registration 4/22 Design Day December January February March April Build outline for project website Build presentation and complete website information Gather project requirements Test registration system onsite Develop registration system Test sorting methods Develop parts list and order parts Write sorting Algorithms Participate in weekly group presentations and status reports

Overview Improve accuracy and recordkeeping potential of registration system Do so without depersonalizing system Ensure speed of registration is not slowed Ensure system is easy to use, secure, and robust Make sorting process faster and less labor intensive for experienced staff Computerize initial sorting and let staff check and correct church lists

Conclusion Build/acquire hardware and network infrastructure Design, test, and implement computerized registration system Automate the traditional sorting using advanced computer algorithms