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

2. 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 )
A part of the Campus for Human Development
“The Guest House “
“Faith Organizations in Covenant for Understanding and Service” (FOCUS)

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

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