Automated Resource Management System For Hostel Allocation Using University Of Uyo As A Case Study 

Project and Seminar Material for Computer Science and Computer Engineering

Project and Seminar Material for Computer Science and Computer Engineering


Abstract


This research work was focused on automated resources management for hostel allocation, a case study of University of Uyo, Uyo. This study was necessary because of the need to efficiently manage the hostel resource in institutions. It is expected that only students that are qualified to use the hostel should be allocated hostel blocks. However, the manual system does not enable this to be achieved. To overcome this problem, an automated system is needed to ensure that only students that have completed their school fees are allocated hostel blocks. The benefit of the system is that it saves time and guarantees effective record keeping and needed report that pertain to hostel allocation. The software development methodology used is is Object Oriented Analysis and Design Methodology (OOADM) and the programming language use id Visual BASIC 6.0.


Table Of Contents


Preliminary Page(s)

  • Title Page
  • Certification
  • Dedication
  • Acknowledgment
  • Abstract
  • Table of Contents

Chapter One:

Introduction

  • 1.0 Introduction
  • 1.1 Theoretical Background
  • 1.2 Statement of Problem
  • 1.3 Aim and Objectives of the Study
  • 1.4 Significance of the Study
  • 1.5 Scope of the Study
  • 1.6 Organization of the Research
  • 1.7 Definition of Terms

Chapter Two:

Literature Review

  • 2.0 Introduction
  • 2.1 Hostel Accommodation Challenge in Nigeria
  • 2.2 Hostels in Schools – The Rationale
  • 2.3 Computerized Hostel Resource Allocation Modular

Chapter Three:

System Analysis And Design

  • 3.0 Introduction
  • 3.1 Research Methodology
  • 3.2 System Analysis
  • 3.2.1 Analysis of the Existing System
  • 3.2.2 Problems of the Existing System
  • 3.2.3 Analysis of the Proposed System
  • 3.2.3.1 Advantages of the Proposed System
  • 3.2.3.2 Disadvantages of the Proposed System
  • 3.3 System Design
  • 3.3.1 Input Layout
  • 3.3.2 Program Flowchart
  • 3.3.3 Program Algorithm
  • 3.3.4 Output Layout

Chapter Four:

System Implementation And Documentation

  • 4.0 Introduction
  • 4.1 System Design Diagram
  • 4.2 Choice of Programming Language
  • 4.3 Analysis of Modules
  • 4.4 Programming Environment
  • 4.5 Implementation

Chapter Five:

Summary, Recommendation And Conclusion

  • 5.0 Introduction
  • 5.1 Constraints of the Study
  • 5.2 Summary
  • 5.3 Conclusion
  • 5.4 Recommendations
  • References
  • Appendix A (Source Code)
  • Appendix B (Output)

Chapter One


1.0 Introduction

In a bid to meet the challenges of teeming population in countries all over the world, government and private investors have come into the educational sector to establish institutions of higher learning. An integral part of the facilities made available in such institutions are hostel accommodation spaces for students to create an academic community which will help facilitate effective refinement and development of the students. However, most of these hostel facilities especially in institutions in developing countries are managed with conventional manual methods and this has been impacting negatively on the effective resource utilization and overall efficiency of these academic institutions. The manual method of managing and administering hostels in institutions is obviously not effective as it is attributed to the following challenges:

  • Difficulties in record management – data redundancy,
  • difficulty in data update;
  • difficulty in data recovery;
  • difficulties in generating information about those students who had left the hostel, vulnerability to manipulations / human error;
  • Difficulty in tracking the history of a facility – a room or chalet or building;
  • Registration for hostel allocation is done manually, thus over time, handling of the paper files becomes cumbersome and untidy as the population of student increases;

The whole exercise is time-consuming and a waste of human and material resources.

The proposed system provides solution to the problems of traditional method of managing hostel facilities. The system attempts to improve institutions’ hostel services for stakeholders – administrator, management and students of the hostel. It automates the administrative processes and reduces the stress associated with searching for information on a student/a facility in a bundle of registers. It is specially designed to centrally allocate and manage accommodation spaces in a typical student’s hostel. The system user can store the data of those students who had left the hostel, and check the personal profile (retrieves from the database) of all the current students within few minutes. The students in the hostel will be recognized from the ID number allocated at the point of room allocation. This system automatically calculates all the bills and issues notifications.

The system has a unique approach to tracking information and report generation which is vital in data handling. This makes the proposed system more robust, more reliable and efficient. Entire gamut of the system comprises of several modules for room allocation, inventory management, time-tabling, transportation scheduling and other administrative activities. It can be well defined to track performance within the application of hostel accommodation system. The system uses one single central database to handle the complexity of student’s hostels management and all administrative functions.

The hostel facility management software is user-friendly application package specifically designed to automate, coordinate and look after all the processes of managing hostel facility. It is useful especially in large educational institutions with college hostels, school hostels, and organizations like military, large corporations and establishments with working employees’ hostels. All the functions that hostel management entails can easily be managed by hostel management software


1.1 Theoretical Background

There has been an astronomical increase in the number of educational institutions established especially in the last four decades all over the world. This development has brought education to the doorstep of people. Consequently it has increased knowledge and helped produce a population of enlightened citizens who can easily abide by the rules of civilized society and contribute meaningfully to the process of democratic governance. Most of the newly established educational institutions however, are using the old conventional techniques for managing their assets especially hostel facilities. This old techniques with its inherent limitations have impacted negatively on the overall organizational efficiency of this educational systems. In this paper, the development of an automated hostel accommodation management system is proposed.

Accommodation problem of the students has become the major aspect that the management board of the university should consider. The job for the college management has become more complicated. During the hostel registration in previous semesters, the situations were messy, unsystematically. Therefore, the college management board should try to avoid this type of situation. In handling these problems, a more reliable, systematic and easy-to-use computer system for the hostel allocation should be implemented. In addition, to make our society a caring society, the welfare of each student should be high-lighted, especially for students who are having a physical disfigurement in hostel allocation. To manage the hostel more systematically, a more reliable system is needed. The system of hostel allocations that is being used now is still done manually and partly computerized while the numbers of students who accommodate in the hostel keep increasing annually. To tackle the problem, the allocation of hostels should be fully computerized for the coming new intake


1.2 Statement of Problem

For the current, manual implementation hostel allocation system, the major problems faced by the college managements are defined as below:

  1. Time consuming, cost ineffective and less productive in hostel allocation task performed by the accommodation officers.
  2. Hard or difficult to manage the documents of the students’ accommodation records.
  3. Not enough physical space to keep all the documents.
  4. The information of the students could not be updated easily and frequently.
  5. Difficulty in viewing the information of the students
  6. Many redundant works performed by different staff.
  7. Lack of manpower in handling and managing all the files, records, documents and students’ application due to the increase of the numbers of the students annually.

1.3 Aim and Objectives of the Study

The aim of the study is to develop an automated resource management system for hostel allocation. The following are the objectives of the study:

  1. To develop a database application to manage hostel allocation.
  2. To provide a system that will aid easy management of hostel allocation records.
  3. To develop a system that will facilitate easy retrieval of hostel allocation reports.
  4. To implement a system that can be easily used to update hostel allocation records.

1.4 Significance of the Study

The following represents the significance of the study:

  1. It will provide an easy way for the University of Uyo to manage its hostel allocation.
  2. It will guarantee easy storage and retrieval of hostel allocation reports.
  3. It will provide an avenue to quickly update hostel allocation records
  4. It will replace the manual system of allocating hostel
  5. It will save time and office space due to the elimination of flat files and the use of computer systems.
  6. The study will serve as a useful reference material to other scholars seeking related information.

1.5 Scope of the Study

This study is centered on Automated Resource Management System for Hostel Allocation using University of Uyo as a case study. It focuses on utilizing a database to manage hostel allocation information for students only.


1.6 Organization of the Research

This research work is organized into five chapters.

Chapter one is concerned with the introduction of the research study and it presents the preliminaries, theoretical background, statement of the problem, aim and objectives of the study, significance of the study, scope of the study, organization of the research and definition of terms.

Chapter two focuses on the literature review, the contributions of other scholars on the subject matter is discussed.

Chapter three is concerned with the system analysis and design. It presents the research methodology used in the development of the system, it analyzes the present system to identify the problems and provides information on the advantages and disadvantages of the proposed system. The system design is also presented in this chapter.

Chapter four presents the system implementation and documentation, the choice of programming language, analysis of modules, choice of programming language and system requirements for implementation.

Chapter five focuses on the summary, constraints of the study, conclusion and recommendations are provided in this chapter based on the study carried out.


1.7 Definition of Terms

Hostel:

An inexpensive place for accommodation usually found in boarding schools.

Allocate:

To set aside something specifically for a person or something.

Accommodate:

To provide someone with a place to say

Students:

Someone who studies at a school, college or university.

Management:

The planning, organizing and controlling of the affairs of an organization, institution or business.


Chapter Five


Summary, Conclusion And Recommendation

5.0 Introduction

This chapter presents the constraints of the study, summary, conclusion, and offers useful recommendations.


5.1 Constraints of the study

In carrying out the research work, some challenges were faced that limited the study such as:

Time:

The time given for the completion of the research work was too short hence the researcher had speed up the research work to meet up and this has an impact on the study.

Limited Materials:

Few materials were found pertaining to the research area and this limited the bulk of the literature review.

Finance:

The high cost of textbooks, internet browsing and transportation to different libraries to gather materials stood as a constraint to the research work.


5.2 Summary

A resource management system for hostel allocation is an automated system that enhances the effective management of hostels. As opposed to the manual system which is paper based, it is an electronic means of managing hostel allocation information. It eliminates the time involved in processing hostel allocation files. More importantly, as a database application it facilitates the storage of hostel allocation information. This means that reports can be presented easily as long as the information has been captured and saved.


5.3 Conclusion

Manually managing the hostel allocation process is time consuming and ineffective. However, with a computerized system it is very easy to manage the hostel allocation. This makes it easy for the management of the institution to operate professionally.


5.4 Recommendations

The following recommendations are offered based on the findings of the study;

  1. Institutions should contract the service of computer programmers and database administrators to manage hostel allocation records.
  2. Staff in the unit of hostel allocation should be trained to be computer literate and taught to apply it in their daily work.
  3. More research should be encouraged in the area of hostel allocation resource management.

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