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Study of Digitalized Hostel Management System

Article in International Journal of Scientific Research in Computer Science Engineering and Information Technology · April 2021
DOI: 10.32628/CSEIT217280

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 International Journal of Scientific Research in Computer Science, Engineering and Information Technology
ISSN : 2456-3307 (www.ijsrcseit.com)
doi : https://doi.org/10.32628/CSEIT217280

Study of Digitalized Hostel Management System

Kartik Chaudhri, Riddhi Kevat
U.G. Scholar, Vishwakarma Government Engineering Collage, Chandkheda, Gujarat, India

ABSTRACT

Article Info “eHostel” is an android application to automate the manual hostel management
Volume 7, Issue 2 system of particular hostel associated with collage. It solves the important
Page Number: 366-371 problems like room allocation, fee and fee receipt management, student
Publication Issue : management, complaint management, maintain visitor records, student leave
March-April-2021 management, and notice board. This application provides some additional
Article History facilities like secure user authentication, digital hostel pass, live notification,
Accepted : 15 April 2021 important form updates, user profile management.
Published : 22 April 2021 Keywords: Room Allotment, Hostel Management

I. INTRODUCTION web based dashboard. The hostel gatekeeper are able

to maintain the visitor entry day to day by scanning
“eHostel” is an android application to automate the the Barcode for the visitor student. Faculty can view
manual hostel management process of particular these activity anytime from their associated interface.
hostel associated with collage. It solves the important The administrator/rector has all the major rights like
problems like room allocation, fee and fee receipt to check admission status of student, room allocation
management, student management, complaint of student, allocation of faculty(s) for the role of
management, maintain visitor records, student leave warden or hostel in charge Only Faculty and
management, and notice board. Students are able to Administrator has web based dashboard for their
apply for hostel admission, view their room office use. This application and web portal can be
allocation details, view notice board, upload fee accessible from anywhere but they’re used with
receipts, discuss complaint(s) to the warden, and specific rules and regulation made by the institute.
create leave request, maintain in-out records also This android application uses latest technologies like
they get real time notification updates regarding the firebase cloud messaging for live notification and
request they’ve made as well the updates conveyed updates, REST API to access the database, PHP to
from warden. The warden/faculty allocates room to provide web based dashboard, MySQL database to
particular students in real-time and, respond to store data from all of the users and Barcode library to
particular leave request, fees verification, provide generate unique Barcode for student.
approval on digital hostel pass, also faculties can
check the admission status of particular student,
manage membership and respond to students
complaint. Faculty can fulfil these tasks through their

Copyright: © the author(s), publisher and licensee Technoscience Academy. This is an open-access article distributed under the 366
terms of the Creative Commons Attribution Non-Commercial License, which permits unrestricted non-commercial use,
distribution, and reproduction in any medium, provided the original work is properly cited
 et al Int. J. Sci. Res. Comput. Sci. Eng. Inf. Technol, March-April-2021, 7 (2) : 366-371

II. LITERATURE REVIEW Online Gate Pass Application Form for Hostel
Students has been proposed in [4]. Gate Pass
In [1] proposed the web version of a hostel management system is the software application used
management system and integration of RFID system to manage entry/exit of the students on short term
for gate pass purpose. This web interface is create and long-term leave. The gate pass is approved by
using PHP-MySQL technology. It reduces the efforts HOD, Hostel warden or Hostel Manager and issued
made by the hostel chief and hostel proprietor while by the Hostel Warden. In this system the Student
managing the hostel. It removes the pen and paper ask a request for entry or leave by filling the different
idea which is being utilized by us from before times. details. The higher authority verify the details from
This system have Administrator, Warden and the database, if valid then permission is granted or
Student module, each have their different dashboards denied. The respected student is notified by email
and roles. The created framework gives solution for about his/her confirmation before time. The scope of
manual hostel administration issues and further more the system is to record the details and activities of the
gives data, for example, hostel data, student data, students. Purpose of system is “Paper Saving Idea” by
hostel room data. The administrators of this system the use of technology.
are able to send notifications or notices to student
through email system. It is secure online website In [7] Personality based Hostel Allocation System
accessible anywhere on the globe. They proposed the is demonstrated in that the students are allocated to
use of RFID tags for tracking purpose of student. rooms based on their temperaments, they uses First
RFID tags are given to student while hostel Come, First Serve approach for student registration,
registration, so administrators can track the student while registration system will ask few questions,
activity from single dashboard. served student has to answer them, their answers are
then recorded into database through web portal. The
In [2] a web portal for Hostel management system approach of student selection is automatic and
is proposed. It has major modules as student adopted from Eric Jorgenson’s open four
information, automatic bill calculation and room temperament scale test, which is used to develop
allocation. Student and Administrator have different sorting algorithm which is judiciously detects and
dashboards. For taking seat into hostel, the student allocate students to available rooms within hostel
must have to register his/her detail on to the portal. accommodation. This system is web based made up
Then the administrator will allot the room no., along from PHP and MySQL technology. This system
with assets like chair, table and bed. consist the implementation of above described
algorithm which process the personality based on
In [3] a web portal for Hostel management system their answer given by students to the questions and
is proposed, this web portal is developed in ASP.NET sorts the student according to their personality and
and SQL server technology. This system has three allocates the room only. The allocation of bed space
actors as Administrator, Hostel clerk and Student. and other hostel facilities is not included in this
This system provides facilities like Student driven algorithm.
hostel registration, Invoice generation and printing,
Automatic due calculation and notification, student In [5] a single user and desktop based hostel
hostel clearance management etc. management software is demonstrated. It is made up
using Micorosoft’s Visual Basic and it consumes SQL

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 et al Int. J. Sci. Res. Comput. Sci. Eng. Inf. Technol, March-April-2021, 7 (2) : 366-371

Server as backend. It has only user known as record of the particular student after scanning his/her
Administrator. It performs Student Management, barcode. Gatekeeper and administrator will only have
Maintains IN-OUT records, Hostel Management an access to the system with their respective login ID’s
Report generation. and passwords.

In [6] Biometric Authentication based Hostel In [9] Mobile application named as E.H.R.A
management system is demonstrated. Security within (Enhanced Hostel Registration Application) is
the hostel is one of the foremost repetitive issues. To demonstrated, The objective of this project is to
keep up day by day attendance verification is develop android application with data storage system
sophisticated and time consuming system for the for hostel registration process in higher learning
hostel management. Within the existing system institution. Another objective is to promote green
wardens are manually, maintain the attendance for computing environment in higher learning
hostel students. This paper deals with, avoid of an institution by reducing the usage of paper in hostel
entire problem in hostel management system registration system. In developing EHRA, the type of
together with this monitoring system also proposed. methodology to be used is Rapid Application
This system has only one user as administrator, Development (RAD). By applying RAD in the
which can be college principal or warden. Biometric development process, there are four main phases:
system is used to accommodate a large number of requirement analysis and system designing, project
students within the hostel. This system makes prototyping, system testing and execution. As the
automatically to monitor the entry and exit of result, EHRA is designed with a few features such as
students from hostel and offers alert SMS to parents room tracking, student’s information tracking, add
for their safety. roommate and data storage. EHRA has two users as
Management (Administrator) and Students.
In [8] Barcode Based student In-Out system is Administrator has Control of the system,
demonstrated, Student in-out system play significant Administrator can check for room availability,
role in order to justify in-out entry of a student in a Register student for hostel and allocate room to that
college as overall. Unfortunately, there is no student. Student has to provide their details to
automated entry exit record keeping application Administrator for hostel registration. EHRA mobile
available in colleges. There is a need for a tool to application is built using Android. It consumes PHP
systematically keep the students entry exit record due to access data from MySQL database and display the
to increasing number of college students. This system results in HTML form, which is loaded back to
will help the Gatekeepers in college to avoid android application.
maintaining the registry book. This project uses a
barcode scanner. B.B.S.I.O.S (Barcode Based Student A Survey on Android Based Hostel Security System
In-Out System) uses Barcode scanner to take the Using QR code has been proposed in [10]. In the
entry exit record of students entering the college proposed system the admin will assign a QR code to
campus. Each student’s ID card will have a barcode at the student. Student scans the Hostel QR Code For
the back side of it. This barcode contains unique data attendance at Entry/Exit using android phone. The
of the student such as student id. Student will scan Student can rise Night out request as well as raise
their barcode at the gate so that the student cannot Cleaning Issue to the warden. The warden can
cheat. The display screen will show the entry exit monitor the student records and daily roll call list.

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 et al Int. J. Sci. Res. Comput. Sci. Eng. Inf. Technol, March-April-2021, 7 (2) : 366-371

The main task of the warden is to view the students gives on idea about how the student’s details, room
issue and take the proper action on it. Assigning the allocation, mess bill are maintained in the particular
rooms to the students is also done by the warden concern. The hostel management system also
itself. Warden uses Android App to monitor Student includes some special features. The administration
activity and provides responses to the student has the unique identity for each members as well as
through this app. System Administrator uses web student details. The stock management has also held
application for Registration of student an provide QR by mess expenditure, the mess expenditure that uses
code to them. This System uses Android Application, to calculate the mess bills of each of the students. The
Web Server and MySQL server. modules of this project are student details, attendance
details, room details, mess modules.
In [11] A cloud-based, smart notice delivery system
using OCR (Optical Character Recognition) has been The mobile based android application to manage
proposed. The project is based on to digitalize the student complaints has been proposed in [13]. The
notice delivery mechanism, in a smart and efficient objective of this project is to develop android
way, by using various cloud services provided by application for managing the complaints and enquiry.
firebase. The basic idea of this work was to get the Students can fire a complaint from the mobile
daily updated of the university on time, and we need Application, the management is notified about a
to keep track of all the notice boards, almost daily. complaint. System reduces manual work for
Sometimes due to Notice Boards located in different management System also provide feature of feedback.
places there have been issues in past when one notice The methodology used to develop mobile app is
was displayed on the boards where such notices were Mobile Application Development Life Cycle
not displayed usually and it creates problems for (MADLC).The System Usability Scale (SUS) is used to
students. This project is for the notice delivery measure the effectiveness of mobile application.
system and it is mainly targeted for the college
students and faculties. To deliver public notices, on III. RELATED WORK
the go, directly to the user’s device, is the main
purpose to deal with. This project is useful for the Presently many institutes has their own hostel
college administration and as well as to the students. management system according to their need. But
The purpose of the smart notice delivery system is to these system contains many limitations, limitations
efficiently deliver notices and to build a convenient like does not have remote access, only limited
& easy-to-use mobile application for students, usually modules, does not use latest technologies etc. due to
navigate notice boards for daily updates. The whole these limitations there is need of such application
mechanism is based on a NoSQL database, mainly which overcome from this problems.
FireStore database, with its notices storage and In this document, the proposed system is based on
notification delivery functions. Moreover, we target Android and has web portal for the institute
to provide an impressive user experience along with authorities. Due to mobile application, the user can
the enhanced device capabilities. carry and access the system anywhere around the
globe using their cell phone.
Online Hostel management has been proposed in
[12]. The main goal of this system is to increase
Quality of Education system. The hostel management

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 et al Int. J. Sci. Res. Comput. Sci. Eng. Inf. Technol, March-April-2021, 7 (2) : 366-371

IV. EFFICIENT SYSTEM - Easily like

Accessible Attendance
through & leave
R. K. Bista and A. J. Karki, of “Hostel Management
internet managemen
System” [1] have demonstrated a Web based t
framework which is purely suitable for the hostel - does not
attached with Government Institutions. They have feature
of student
developed different actors with their associated pass out.
operations, as well as included RFID system based (Poojashree - Easily - Student - Not
gate pass system. This system uses open source and A. Accessible - Clerk Accessible
Murthy)[3] through without
technologies for web portal development.
internet internet.
Poojashree and A. Murthy, of “Online Hostel - Invoice
Management”[3] have demonstrated a web based Generation
portal for hostel management system. It has two main - Student
Attendance
actor as clerk and student. This system covers all the
facility
necessary tasks which are necessary and should be - Student
there in a Hostel management system. Sample Pass out
Screenshot is shown in figure 1 below. facility
- User friendly
UI
(U. Elakkiya - Asset - - Less
and P. allotment Adminis- modules in
Nirmala - Accessible trator terms of
Priyadarshini Without Existing
) internet (using problem
[2] Intranet) - Less
secure
- Has only
one Actor
(G. Rajkumar - Biometric - Student - Less
and T. S. Based - modules in
Sundari)[5] Authenticatio Administ terms of
Figure 1. Clerk Page of "Online Hostel Management" n -rator Existing
- SMS facility problem
The Comparison of different system is described to send
below in Table 1 based on the factors like features, notification
and alerts
actors and the limitations of particular system

V. CONCLUSION
TABLE I
COMPARISON OF DIFFERENT SYSTEMS
In this document, it explains the idea about eHostel –
Citation Features Actors Limitations
(R. K. Bista - RFID tags to - - Not
An android application for hostel management
&A. J. Karki) track students Adminis- Accessible system. The application provides new platform for
[1] - RFID based trator without higher learning institution in managing hostel
gate pass - Warden internet. management system. In this research, we summarize
- User friendly - Student - Lack of
Interface Modules different types of technologies which are used to

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 et al Int. J. Sci. Res. Comput. Sci. Eng. Inf. Technol, March-April-2021, 7 (2) : 366-371

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