Design and Implementation of Computerized Hostel Allocation Management System
Chapter One
OBJECTIVES OF THE STUDY
The project is designed to help in the management of hostel allocation in the university. The main objective of the new system includes:
- Design and develop a central database system that would serve as hostel database, which will contain information on all the available rooms in the hostels.
- Design a computer – driven hostel allocation system for allocating hostel rooms to students.
- To generate reports on hostel occupancy.
CHAPTER TWO
LITERATURE REVIEW
Hostel Allocation Management System
As the topic mentions above “Hostel Management System” is software that is developed to help in managing various activities in the hostel. As is well-known, the education institutions are rapidly increasing for the past few years. Therefore, it leads to mushrooming of hostels for the accommodation of the students study in these institutions. And hence there is the appearance of Hostel Allocation Management System which helps with dealing the problem of managing hostel and avoid the problem when do it manually. (Muhammed Shaheer .K.A, Muhammed Shiras.A, Vinod Raj. R, Prasobh.G.V, April, 2009) Hostel Allocation management by manual way is tedious process, since it involves work load and time consumption. In this system, we can easily manage the hostel details, room details, student records, easy way of room allocation and hostel attendance. Thus, there are a lot of repetition can be easily evaded which has reduced the data redundancy. (M. Deepika, A. Chitra, 2010).
Functional Feature:
- Creation of Building and Block information.
- Provision of various room types (Single / Twin/Single with Air-con Room/Twin with Air-con Room).
- Room allotment to the student.
- Monitoring Visitors and Guest register.
- Transfer of rooms.
- Room evacuation. (Hostel System, 2006)
The features of Administrator
In computer based hostel allocation management system one of the primary factors to be considered is the administrators. The administrator function includes:
- Allot different students to the different hostels.
- Vacate the students for the hostels.
- 3. Edit the details of the students & modify the student records.
Allotment of the hostels
The officer must checks the certified application forms of the students obtained and verify it with the student database. If the students are found eligible then they are allotted to the hostel.
Vacating the room
As the student’s course is over they will vacate their rooms. So it is required for the administrator to remove their records from the database tables. This part includes the option for the room vacation and the deletion of the particular record from the database.
Edit the details of students and modify the student records
As the new student moves into hostel, the officer needs to edit the details of students and modifies the student records to make sure the data is updated.(Muhammed , 2009).
We can improve the efficiency of the system, thus overcome the drawbacks, these drawbacks are;
- Less human error
- Strength and strain of manual labor can be reduced
- Reduce data redundancy
- High security
- Data consistency
- Easy to handle
- Easy data updating
- Easy record keeping
- Backup data can be easily generated(Hostel Management System, 2009)
System Development
The Accommodation Office currently uses the system which is called Computer Based Hostel Allocation Management System. This software helps officers who work in accommodation office in managing various kinds of activities in the hostels. Hostel Allocation Management System (HMS) is one of the modules of the Total Campus Management System (TCMS).
Hostel Module
Hostel management module has features of efficiently and effectively managing the entire residential facility in the institute. It has reducing the staff & paper works and improved workflows. This hostel module will keep the updated records of students, lodging, transfer room and other facilities.
Hostel Management System has helped the accommodation office in saving the human resource as compared to the previous system (Room Master). All the edited information or updated information will show in the HMS immediately. HMS has provides the best service to the accommodation office in managing daily workflows.
Through the implementation of Hostel Allocation Management System, it has replacing manual system where it able the staff to complete the work more efficient and effectively. The system has helped in managing any problem occurring within the hostel accommodation and avoiding any problem when keying in the detail manually.
Room vacancy details.Therefore, through the usage of this system, they can easily manage the room details, student records, allocation of room and hostel attendances. Besides, repetition can be easily avoided. It also has reduced that data redundancy and any inconsistency of data. The accommodation office uses Hostel Allocation Management System to key in all the details of the students who are staying in the hostels. This system is mainly used to do room bookings,. Reports in regard to the room allocation, room availability, student transfer and evacuation are provided too.
System Functions:
Hostel Allocation Management System (HMS) has several functions which enable the staffs from accommodation office such as allocate students to the different hostels, reserve the room for the students, control status of rental payment and edit the details of the students & modify the student records.
Allocating students to the hostels
The officers must check the details in an application form of the students and verify it from database to match the application of students. Therefore, when the students are eligible then they are allocated to the hostel. The officers will also allocate the room according the requirements of the students as there are different types of rooms are available.
Vacating the room
As the students have completed their course In School, they will be graduated and vacate their rooms.
When the students vacate their room, the officer needs to check whether the room facilities have
missing or broken down. If all facilities are completed, accommodation office will return the deposits to the students. Thus, the officers in accommodation office will have to remove the particular student details and records from the student database. This is to ensure there will not be the problem exists when the existing residents’ records coincide with previous residents.
Editing the details of the student and modifying the students records
As there are new students move into the hostels, they need to register themselves as a residents of the hostels. The officers need to key in the details of the new students who want to move in into the hostels. Therefore, the officers have to edit the details of the students and modify the student records to ensure the data is updated.
Maintenance
Maintenance of the Hostel Allocation Management System (HMS) will only do when the system facing the problem. The systems no need to have a check annually or quarterly. According to the officer of the Accommodation Office Azlinda Binti Alias, she says the system is not facing any serious problem until now.
Regardless to the update, the system will have update when the Hostel Allocation Management System (HMS) doesn’t meet the requirement of the Total Campus Management System (TCMS). In this point,
Information System Office (INSO) & Information Technology Centre (INTC) which is from the INTI International University departments will handle this update. The staff of the Accommodation Office only is the end user of the system. They don’t know about the technical problem of the system. The entire problem will pass to INSO & INTC to handle.
CHAPTER THREE
RESEARCH METHODOLOGY
SYSTEM ANALYSIS AND DESIGN
EXISTING SYSTEM
The existing system is manual based and need lot of efforts and consume enough time. In the existing system we can allocate room for student with the use of keeping filling a form and filling them . It may lead to corruptions in the allocation process as well as lost of file or file damage.
DISADVANTAGES:
- More human power
- More strength and strain of manual labour needed
- Repetition of same procedure.
- Low security.
- Data redundancy.
- Difficulty to handle.
- Difficulty to update data.
- Record keeping is difficult.
- Backup data can be easily generated.
PROPOSED SYSYTEM
The proposed system is having many advantages over the existing system. It require less overhead and very efficient. The proposed system deals with allotment process efficiently
FEASIBILITY STUDY
TECHNICAL FEASIBILITY
The technical feasibility in the proposed system deals with the technology used in the system. It deals with the hardware and software used in the system whether they are of latest technology or not. It happens that after a system is prepared a new technology arises and the user wants the system based on that technology. This system use windows platform, Visual Basic (VB) as front end technology and MS Acces as backend technology. Thus DESIGN AND IMPLEMENTATION OF HOSTEL ALLOCATION MANAGEMENT SYSTEM is technically feasible.
ECONOMICAL FEASIBILITY
Economic analysis is the most frequently used method for evaluating the effectiveness of a new system. More commonly known as cost/benefit analysis. Visual Basic (VB) and MS Access database easily available and user friendly
OPERATIONAL FEASIBILITY
The project has been developed in such a way that it becomes very easy even for a person with little computer knowledge to operate it. This software is very user friendly and does not require any technical person to operate .Thus the project is even operationally feasible.
CHAPTER FOUR
SYSTEM TESTING AND IMPLEMENTATION
This chapter describes the installation of the new system, the software and the hardware that would be needed to be installed for proper implementation.
SYSTEM TESTING
This is the test conducted on a computer integrated system to evaluate the system’s compliance with it specified requirements. The proposed system has been tested with real life data and information each program module has been tested with appropriate data to ensure it work as expected, the system testing with appropriate data to ensure it work as expected. The system testing determines how the entire system as a whole can be relied upon.
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
SUMMARY
It is required that OGUN STATE COLLEGE OF HEALTH TECHNOLOGY HOSTEL to change over from manual system to an automated system with the aids of collected data and research work done. A new system is designed and developed with the aid of visual basic 6.0 programming language and Microsoft access.
CONCLUSION
With the new proposed system the staff of OGUN STATE COLLEGE OF HEALTH TECHNOLOGY HOSTEL should be enlighten with seminars in other to train them on how to fully understand the implementation of the new proposed system.
In the course of this project, I came to the understanding that Hostel allocation management of so many hostel are still processed manually until now.
However, this is a stepping stone for upcoming programmers in extending the trend of Hostel allocation management.
RECOMMENDATION
This involves the act of suggesting the user of the new proposed system. This system has been fully designed and developed, in such a way that it should be recommended for full utilization of its resources.
REFERENCES
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