CHAPTER ONE

1.0 INTRODUCTION

The Hostel Management framework is a web application which is created for managing
different activities in the hostel. This project is expected to limit human works and make
hostel allocation much easier for student and hostel administrators with the help of the
web application to hostel, naturally select the student from the waiting list and mess
billing, out pass generation, complaint registration, and so forth. Student will get
endorsement notice in their mails. It advises guardians with respect to their wards and
their presence in hostel and their curricular will be informed to their parents using this
model just in one touch. In last, few years the number of educational establishments is
expanding quickly. This specific project manages the issues on dealing with a hostel and
helps to deal from the issues which happen when conveyed manually.

This Hostel Management System is developed in favors of the hostel management team
which helps them to save the records of the students about their rooms and other things. It
helps them from the manual work from which it is very difficult to find the record of the
students and the information about those ones who had left the hostel years before.

This solution is developed on the plight of the hostel management team, through this they
cannot require so efficient person to handle and manage the affairs of the students in the
hostel, all you need to do is to login as administrator and you can see the information of
all the students who have obtained and registered their hostel form, click verify to
ascertain their eligibility and allocate them to the available hostel. Identification of the
problems of the existing hostel management leads to the development of computerized
solution that will be compatible to the existing hostel management with the solution
which is more users friendly and more GUI oriented. We can improve the efficiency of
the hostel management, thus overcome the drawbacks of the existing management.

1.1 STATEMENT OF THE PROBLEM

In this present age there has been advancement in technology were majority of life
applications are automated, whereas discovery showed that an institution like Mountain
Top University still use the traditional method (paper and pen) for collection and storing
of students‟ hostel information. As a result, there is high chances of loss of information
which could result from human error, improper storage of paper documents or fire
outbreak. In addition, there is usually more stress at the process of student‟s registration
for accommodation where the students have to move from one office to the other,
whereas this can be done online. Therefore, this project considers it important to develop
an automated hostel management system to help solve the aforementioned problems.

1.2 AIM AND OBJECTIVES

The aim of this research is to design and implement an automated hostel management
system using Mountain Top University as a case study. The specific objectives are to:

i. Analyze the existing methods of hostel management

ii. Develop an application for the hostel management

1.3 SCOPE OF THE STUDY

This project focused on the development of an automated hostel management system for
Mountain Top University. The modules considered are: room allocation, rooms
registration, student reports; and student data records.

1.4 SIGNIFICANCE OF THE STUDY

This project is majorly significant to Mountain Top University Hostel allocation system
as it would enhance easy and accurate room allocation to the students. Likewise, this
project would 3 benefit other institutions who would want to inculcate this system in their
university website and practice. In addition, this project would be a useful literature to
other researchers, and the source code would be useful to those who intend to develop a
similar application.

1.5 BENEFITS OF HOSTEL ALLOCATION SYSTEMS

In literature, some of the benefits of HAS include

Performance: Since inception, HAS helps avoid the physical treatment of students
records which is usually very tedious and profoundly inclined to blunder. To improve the
exhibition of the Hostel allocation System, the automated framework is to be embraced.

Efficiency: The fundamental objective of HAS application is effectiveness. The site

ought to be productive with the goal that whatever the client presents any details, the
application is refreshed promptly and the management updated real-time.

Control: The unlimited oversight of the electronic framework is under the hands of
approved people who have the secret key to get to the framework and who ensure that all
illicit access is denied. Control is totally in the possession of the director and different
individuals reserve the options to see the records not to make change to any entry.

Security: Security is the principal standard for an electronic hostel management frame
work. Since illicit access may degenerate the information base and guarantee the
assurance of the sored information.

Effectiveness: This is another high point of HAS. It eliminates haphazard allocations

leading to over-crowded rooms. HAS also has capacity for remote access, thus, enabling
students to book their rooms ahead of physical arrival on campuses Financial benefits:
HMS has ensured efficiency and effectiveness in room allocation using electronic means,
thereby removing the need to engage several staff in hostel management.

1.6 DEFINITION OF TERMS

Accommodate: To provide someone with a place to stay Allocate: To set aside something
specifically for a person or something. Computer data: is information processed or stored
by a computer. Computer data may be processed by the computer's CPU and is stored in
files and folders on the computer's hard disk.

Computer Program: This is a set of instruction that guides the computer on the action to
perform. Data: Data is any sequence of one or more symbols given meaning by specific
act of interpretation, Historically, data referred to known facts that could be recorded and
stored on computer media. These are facts made up of text, numbers, images, and sounds.

Databases: A systematically arranged collection of computer data, structured so that it

can be automatically retrieved or manipulated. It is also called Databank.

Hostel Allocation System: Hostel Management System is a system for managing the
various activities in the hostel. It is used for managing the hostel information. It manages
the student information, room information, room allocation details, fee details, mess bill
details and employee details of the hostel Hostel: An inexpensive place for
accommodation usually found in boarding schools Information: Facts provided or learned
about something or someone.

Management Information System (MIS): A management information system (MIS) is a

computerized database of financial information organized and programmed in such a way
that it 4 produces regular reports on operations for every level of management in a
company. It is usually also possible to obtain special reports from the system easily.
Management: The planning, organizing and controlling of the affairs of an organization,
institution or business. Students: Someone who studies at a school, college or university
1.7 PRINCIPLES OF HOSTEL ALLOCATION SYSTEM

The maintenance and operation of a hostel bring with them many disadvantages.
Particularly when it comes to the manual system. As the majority of hostels are run by a
single manager, the officer may not even know how many students there are in his room.
To find out if a room is inhabited or not, he must proceed room by room. People may
occasionally owe money at the hostel; these debts are recorded on papers, large
notebooks, and occasionally receipts. It would never be possible to determine whether a
student is due money or not if the books disappear or are stolen. It also becomes
challenging to assign rooms since the officer might not know which rooms are accessible.
Finding all the stories at some of these hostels that have a large number of rooms would
be more time-consuming, thus making it hard to find a room. Furthermore, it's possible
that the officer is unaware of how many pupils are in a room or whether it's full.

A. Existing System

The current approach requires a lot of work, is manual, and takes a long time. While we
may apply online for hostels under the current system, the allocation procedures are still
done by hand. Corruption in the process of allocating resources and calculating hostel
fees might result from it. Complaint registration and mess calculation are not handled by
the current system.

B. Proposed System

The goal of this project is to provide a system for recording and displaying data about or
within a hostel. The hostel officer will be able to oversee the hostel's operations with the
use of this technology. This system would offer comprehensive details on each hostel
student. It will show whether rooms are available or not and the number of people in a
particular room. Information on students who have made complete payments or who still
owe will also be provided via this. Additionally, a report on the summary information
about the fees and invoices that students are due will be given via this system. There is
also a user module available for the hostel officer or personnel. Additionally, the
administrator will have access to an administrator module where they may add, update,
and remove personnel data.