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Hostel Management System Using Image Recognition
Article in Engineering and Technology Journal · July 2022
DOI: 10.47191/etj/v7i7.09
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Engineering and Technology Journal e-ISSN: 2456-3358
Volume 07 Issue 07 July-2022, Page No.-1383-1391
DOI: 10.47191/etj/v7i7.09, I.F. – 6.484
© 2022, ETJ
Hostel Management System Using Image Recognition
Yaw A. Mensah1, Odekunle Olasubomi2, Ogbonnaya-Orji Chinatu-N3, Olaobaju Judah4, Joshua, Jonah5
1,2,3,4,5
Department of Software Engineering, School of Computing and Engineering Sciences, Babcock University,
Ogun State, Ilishan-Remo 121103, Nigeria
ABSTRACT: Hostel management system is an advanced system that makes organizing the affairs of the hostel quicker, simpler,
and more efficient. The normal procedure of allocating hostels at Babcock University involves selecting the preferred hostel online
via the UMIS (University management information system) portal while the procedure for selecting rooms involves students
showing up physically in school with their evidence of school fees payment. Due to these, it is undeniable that it is extremely time-
consuming with an unreliable method of storing relevant documents and requires a lot of human resources. This proposed hostel
management system is a web application developed using C# programming language. This application includes a module that finds
missing items, a module for hostel registration and also a module for giving feedback. In conclusion the model has made managing
the affairs of the hostel easy.
KEYWORDS: Cloudinary, web development, hostel management system (HMS), item management, item detection, hostel
registration, and feedback.
1. INTRODUCTION School environment which makes it easy for students to
It is undeniable that most tertiary institution in Nigeria arrive early for lectures and socialize with their peers.[1]
allocates rooms and hostels to students manually and using The item management system is a necessity in every hostel
this method of allocation becomes stressful to students and because this system helps to reduce theft in the hostel. The
hall admins. The normal procedure of allocating hostels at system requires students to upload unique information such
Babcock University involves selecting the preferred hostel as the serial number and an image of the item they wish to
online via the UMIS (University management information bring to school, this makes it easier for the securities to find
system) portal while the procedure for selecting rooms stolen items as it helps them filter their search for a missing
involves students showing up physically in school with their item.
evidence of school fees payment. The advancement of
technology in this 21st century doesn’t make it good enough 2. LITERATURE REVIEW
as it is extremely time-consuming with an unreliable method This section briefly gives an insight to the radio frequency
of storing relevant documents and requires a lot of human identification mode of operation and how effective it is.
resources. Section 2.2 gives a detail summary of closely related works
The purposed hostel allocation and management system is a and the research gaps that exist in each.
relief to the school management, its students, and its staff. It
2.1 Overview of hostel management systems in Nigeria
was developed to;
Based on research done, the current hostel management
1. Allocate rooms to students online at the discretion of the
systems in use in various popular universities here in Nigeria
student.
do not differ too much. They are majorly based on selecting
2. Record student items via photo in the event of theft.
hostels based on price and availability. This segment contains
A hostel allocation system is a system that handles, stores,
information gathered on five Nigerian universities, namely;
and retrieves students’ data. This system can be used to
1.Babcock University, Ilishan-Remo, Ogun.
retrieve students reports, and allocate rooms for students.
Hostel management is a necessity in every tertiary institution We shall begin this segment by exploring the existing hostel
because it provides a platform for students to registers for management system of Babcock University.
their accommodation. 2.2.1 Babcock University hostel management system
Accommodation is one of the most important needs for The Babcock University hostel management system is
students in universities. Accommodations in tertiary primarily based on the University Management Information
institutions are an affordable way for a student to live in the System, UMIS which Babcock University uses as its online
platform for semester registration, result checking, online
1383 Yaw A. Mensah1, ETJ Volume 7 Issue 07 July 2022
“Hostel Management System Using Image Recognition”
examination, hostel registration, and much more. To select a halls. To register in a certain hall, you select your preferred
hall of residence for a new semester at Babcock University, hall of residence under the “Hall of residence” section during
you log on to umis.babcock.edu.ng, put in your students’ registration. If your preferred hall of residence is fully
credentials, and then select login. Student registration begins booked, an error message appears upon selection of that hall.
by selecting a meal type, worship center, and then hall of Once your registration is complete and financial approval has
residence. For this segment, we shall make use of a male been given, a receipt would be generated for the now-
undergraduate student of Babcock University as a case study registered student and he is to print that receipt and present it
to adequately illustrate the registration process. There are upon the day of resumption. On arrival on the school campus,
seven available halls of residence for the male students the receipt is presented to the porter of the hall of residence
namely; Gideon Troopers Hall, Winslow Hall, Bethel and that is where the physical registration begins. The
Splendor physical registration includes; retrieving your file from your
Hall, Samuel Akande Hall, Nelson Mandela Hall, Neil previous hall of residence (in the event in which a student
Wilson Hall, and Welch Hall. These halls are classified into switches halls), and then you are allocated a room by the hall
two classes based on cost and comfort, namely; Premium administrator. Figure 2.1 shows the screenshot of the page for
halls and Classic halls. The classic halls are the more selecting the hall of residence on the Babcock University
expensive and comfortable halls while the premium halls are student portal.
less expensive, and therefore less comfortable than the classic
Figure 2.1 Babcock university online portal (Babcock University, 2021).
2.3 Related works hostel management operations. HTML was used at the front-
[2] Published a project on a hostel management system that end of this system which directly interacts with the user and
was aimed at being developed to keep records and display MySQL at the back-end to streamline the data storage
information about or in a hostel. In this proposed system, the processes. The current method of filing being practiced in
warden is the administrator of the system. The system is also Lagos State University (LASU) involves has been appraised
able to notify the user of the available and unavailable rooms for efficiency, economy, and time management. E-
in the hostel as well as the number of people in a particular registration in Lagos State University (LASU) is aimed at
room. This system is also intended to have a feature to reducing paperwork and redundancy, resulting in increased
provide information on the students that have paid and those productivity and a reduction in the cost of printing and
that are still yet to pay. Through this system, the administrator purchasing registration materials on an annual basis, aiding
can view a comprehensive summary of the students that have the school in the management of data and the integration of
paid and those that are yet to pay. The proposed system is student profiles, improving student record retrieval
developed using PHP and MySQL servers. turnaround time, and provide statistics to the school
[3] Published a study on the Design and Implementation of management on the urgent needs of the students.
Hostel Management System (HOMASY): LASU as Case [4] Published a study titled “Hostel in Out Management and
Study. Through the use of PHP computer programming Monitoring System Using RFID, Face and Thumb
language and MySQL database application, a hostel Recognition” in the International Journal of Innovative
management system was built to give a computerized Research in Science, Engineering and Technology. In this
procedure that is stress-free, dependable, and rapid to both proposed system, the system is intended to automatically
students and employees in charge of the registration and monitor the entry and exit of every student from the hostel
1384 Yaw A. Mensah 1, ETJ Volume 7 Issue 07 July 2022
“Hostel Management System Using Image Recognition”
and send an automated SMS to the parent of the student for overcomes the shortcomings of existing hotel management
security purposes. This system requires that every student techniques. It also has a few advantages while the system is
register their fingerprint database, unique RFID card number, generating, such as high security, avoiding data redundancy,
and photograph with their parent's mobile phone number. The data consistency, easy handling, stored records, data
system depends on the ARM 11 microcontroller, fingerprint updating, less laborious work, and reduced human error. The
scanner, camera, GSM module, RFID reader, and passive proposed system is a portal that would allow students to
RFID card. The system is aimed at improving the security of register and book rooms in the hostels as well as provide
students who reside in hostels and alerting their parents on updates on any event or relevant information to students. By
their entry and exit time. making use of the Service Now technology administrative
[5] Published an article on Hostel Management System in the processes are automated thereby making hostel management
International Journal of Trend in Scientific Research and easier.
Development (IJTSRD). The authors of this article indicate [9] Published an article on Implementation of Blockchain-
that this project is intended to limit human involvement and based technique to a Hostel-Room Booking System: Practical
simplify the entire hostel room allocation process for both the Aspects in the International Journal for Research in Applied
student and the hostel administrator. The proposed web Science & Engineering Technology (IJRASET). The
application is “naturally select the student from the waiting proposed system makes use of a blockchain-based technique
list and mess billing, out pass generation, complaint to create a real-time application for users to book rooms in
registration and so forth.”. The system shall advise and commercial hostel accommodation. The hostel booking
inform guardians on the whereabouts of their wards with system is implemented with Ethereum cryptocurrency with a
regards to the hostel and their parents are made aware of their smart contract on solidity language. Finding the status of
curriculum in just “one touch”. The system is an online site rooms in the hostel would be made easier due to use of the
that is developed using HTML and CSS for the front-end and blockchain-based booking.
Java and PHP for the backend.
[6] Published an article on a Hostel Automation System in the 3. THE DESIGN AND WORKING OF THE HOSTEL
International Journal of Computer Science and Mobile MANAGEMENT SYSTEM
Computing. The integrated hostel automation system is being The Software process model that is used for this project is the
proposed to allocate rooms and maintain the changes of Iterative the hybrid process model was selected because it is
rooms as these are currently very stressful and time- a combination of an incremental and iterative process model
consuming tasks. In the proposed system, the details of the which makes it easy for us to continuously deliver software
students who are staying in the university hostels are stored that meets the customer needs [10].
on the database of the system. The development process of
This research spotlights how to manage the affairs of the
this system is done with the .net technology as a development
hostel and help curb the theft of items. To archive this, the
framework and SQL Server as the backend database server.
following methodology was followed to build a hostel
[7] published a study on Hostel Management systems using
management system.
Ensemble Learning in the International Research Journal of
1. Gather analysis on the hostel management system. The
Engineering and Technology (IRJET), Volume 07, Issue 03
researcher interacts with the existing system and has a
March 2020. The proposed system is aimed at automating the
role-play session to gain an understanding of how
administrative processes involved in hostel management and
various parts of the existing system works. The
reducing the stress involved in student record keeping or
researcher compared the architecture used in the
retrieval. The system possesses a feature that calculates bills
literature. Also, a critical review of the existing
and issues updates to students. The system is also able to
architectural models was done to come up with an
generate disciplinary letters to students who are not following
adaptive architectural model. The reviewed model was
the hostel rules and regulations. The system uses a
scrutinized for strengths and weaknesses in an attempt to
“monocentral database to address the complexities of
build a more efficient model.
management of the student hostels and all admin functions”.
2. Designing a web-based system that manages affairs of
The owners of this study describe the system as a “user-
the hostel and items. The item management section
friendly technology kit specially designed to simplify,
requires students to upload their item details such as the
organize and take care of all hostel management processes.”.
name of the item, the color, the category, and the serial
The algorithms for this proposed system were developed
number.
using Visual Basic and the database was developed using
3. The web application was developed using Hypertext
Microsoft Access.
Mark-up Language (HTML), Cascading Style Sheets
[8] published an article on Hostel Management System Using
(CSS), JavaScript, and C#. The client-side was built
Service Now in the European Journal of Molecular and
using Hypertext Mark-up Language (HTML), Cascading
Clinical Medicine. The proposed system is more efficient and
1385 Yaw A. Mensah 1, ETJ Volume 7 Issue 07 July 2022
“Hostel Management System Using Image Recognition”
Style Sheets (CSS), and JavaScript. The server-side was the video. The system uses an Azure video analyzer to
built using C#. give detailed insights from footage from the camera.
4. The database used to store students’ records was
designed using the SQL server database. Figure 3.1 presents the architecture of the hostel management
5. The camera footage that requires insights is uploaded to system, showing all its components and how they are
Cloudinary. interrelated. The proposed model is designed as a hybrid
6. Develop an image recognition system that detects objects architecture that comprises hardware (camera), software
in video and shows a timestamp of the detected items in (frontend, backend, SQL Server an,d cloudinary).
Figure 3.1 Hostel Management System
1. HARDWARE: A camera records the activities in the hall from Cloudinary and use JSON converter to add each
which is uploaded to Cloudinary. field to a list. This list would be evaluated with a
2. CLOUDINARY: Cloudinary stores and backup the condition statement to find only the fields requested by
video clips that need to be analyzed. the user i.e., Things that are specific to the object.
3. THE BACKEND: The web application has an API to call 4. THE FRONTEND: The user sees the analysis given by
Cloudinary services and receive the JSON string output the item analyzer.
3.1.1 Hostel management system use case
Figure 3.2 Hostel Management System Use Case Diagram
1386 Yaw A. Mensah 1, ETJ Volume 7 Issue 07 July 2022
“Hostel Management System Using Image Recognition”
Figure 3.2 shows the use case diagram and it consist of a secondary actor. These actors are able to perform the
student which is a primary actor, a hall admin which is a following actions:
Student: 3. Check and response to complaints: The hall admin being
1. Register details on the portal: This requires students to an admin of the system responds the complaints made by
fill in his details after registration is complete the student students.
is greeted with a registration success or failure error.
3.2 How the hostel management system works.
2. Logins to the portal: This requires students provide their
This part will describe briefly how to install and configure
valid credentials so as to gain access to the website.
this web application on a solitary computer system, followed
3. Register item: Students are required to register only
by how to run it. This section discusses the installation
allowed items.
process for the average user who wants to develop or utilize
4. Hostel and room selection: Student is required to select
the web application on a solitary PC.
the hostel of his/her choice. Immediately the student has
The proposed system must meet certain hardware and
selected a room the student is required to pick a room of
software requirements in order to operate on a local server,
his or her choice.
which makes it available to anybody who clones the project
5. Make complaints: Students can make complaint to the
straight from our GitHub account and opens it using Visual
hall admin whenever they notice anything wrong with
Studio.
their room.
6. Receives feedback: Students receive feedback regarding Home page: This is the first page that a user view. It is an
the complaint they made. index page that is accessed by every user that views the hostel
Hall Admin: management system. This article summarizes the system's
1. Manage established information system: This allows the capabilities. The system area allows registered users to log in
hall admin to be able to query and produce reports on its and unregistered people to create an account. It also has a
students. quick log-in mechanism at the bottom of the page.
2. Investigate missing items: This enables the hall admin
to generate insights concerning missing items.
Figure 3.3 Home page
1387 Yaw A. Mensah 1, ETJ Volume 7 Issue 07 July 2022
“Hostel Management System Using Image Recognition”
Figure 3.4 Sign in Page
Sign-in page: Users can sign into the system with their emails and password, stored on a local database. Adequate authentication
is provided for the fields.
Figure 3.5 Registration page
Registration page: Students can register their details into the system with this page. Each field has a form of validation, e.g., student
matric number must not be less or greater than seven character
Figure 3.6 Registered Items Page
1388 Yaw A. Mensah 1, ETJ Volume 7 Issue 07 July 2022
“Hostel Management System Using Image Recognition”
Item manager feature: This is done via the usage of an item photograph of the item, and its category. The item category is
index page, which enables logged-in users to see just the a drop-down list of all eligible item categories. These
items they've registered. If a user does not already have an categories will be created by the chief hall administrator and
item registered, he or she will be requested to do so on the the hall administrator. When a learner recognizes that he or
create item page. This page will need the following she has entered an incorrect thing, the item might be changed
information: the item's name, its color, its serial number, a or even deleted.
Figure 3.7 Report Missing item
Reporting Missing Items: A student can fill the report form to report a missing item. The result of this form is viewed only by the
hall admin.
Figure 3.8 Missing items page
Figure 3.9 missing item insight.
1389 Yaw A. Mensah 1, ETJ Volume 7 Issue 07 July 2022
“Hostel Management System Using Image Recognition”
Object detection feature: shows the description of the item, 𝑏1 ± 𝑡1−𝛼 ,𝑛−2𝑠𝑏
2 1
and CCTV footage from the day the item was stolen. The
Where 𝑏1 is the calculated slope and 𝑆𝑏1 is the estimated
outcome of the video upload creation page will appear in the
standard deviation of 𝑏1 , or
object detection page's index. The option of creating new 𝑠
insights from CCTV video or viewing already generated 𝑆𝑏1 =
insights will be displayed. The outcome of view insight will √∑𝑛𝑖=1(𝑋1 − 𝑋)2
provide the time period during which the item was spotted, as
well as the degree of confidence in the finding. The degree of When an object is not located in the CCTV video, the result
confidence is calculated using: is "item could not be located.”
Figure 3.10 Hostel Registration page
Hostel registration feature: This role entails the chief hall comfort proceed with their project work online. This is a
administrator creating hostels from the hall index, as well as welcoming development.
creating, amending, and deleting pages. The hall index page This project work has emphasized the capabilities and
lists all available halls and includes a picture of the hall, its reliabilities of a computer system i.e. Its accuracy, speed, and
name, category, capacity, available spaces inside the hall, the timeliness of the information that it encompasses.
number of blocks, and the number of rooms per block. The The most important lesson from this project work is that
"create" page prompts the chief hall administrator to input the information is essential and its availability cannot be washed
hall's name, the hall administrator's name, assign the hall a away and the ability to move such information through
gender, upload a photo of the hall, specify the hall's category, established networks such as the Internet is the key benefit of
specify the hall's total capacity, and specify the hall's block the online student’s project supervision.
count. Students can select a room from the hostel registration
Throughout the main text, please follow these prescribed
index, create, delete, and edit pages. The hostel registration
settings: 1) the font is mostly Times New Roman; 2) almost
index page displays hostels to students based on their gender,
all the words are typed in 10 points; 3) each line throughout
so as to prevent a student from registering for the wrong
the paper is single-spaced; 4) in most cases, 10 pts spacing
hostel. A student must choose a room from the hostel
shall be left above and below any heading, title, caption,
registration create page. This page asks the student to choose
formula equation, figure and table.
a room and choose a roommate, which can be done if they
As mentioned in the abstract section, it will be rather easy
want.
to follow these rules as long as you just replace the “content”
here without modifying the “form”.
4 CONCLUSION
In conclusion, we now have the ability to do virtually
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1390 Yaw A. Mensah 1, ETJ Volume 7 Issue 07 July 2022
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