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Literature review on hostel management system project

Written and presented by Name: T — Kitale Campus Sign……………………………. Water fall development model. List of activities, duration and respective deliverables. Wilson, 1991 and Buttle, 2005.


Others include the blocks and Runda Hostels which are a series of hostels majorly for male students. The blocks are named alphabetically from A to E making a total of 5 hostels mainly for male students.

Runda has over 10 hostels, some of which literature review on hostel management system project given to the university staff. At pick seasons when the number of students is expected to rise, the university can also lease other private hostels around it like hills view hostels and St.

Joseph Hostel in order to accommodate the increased number of students. Management and administration of these boarding facilities is currently done by manual system that essentially entails filling and appending signatures on form print outs given from the Housing department prior to confirming that the student has paid the relevant fees.

Manual processes are usually very slow, tedious, prone to errors and requires more personnel hence expensive than if the process is automated. The manual process is also faced with other challenges, such as double booking, loss of documents relating to particular students and so on. It is estimated that the system can work 10 times better in terms of speed since the previous system would take approximately five to ten minutes while the proposed system can reduce it to less than a minute.

In a wide scope or view, the hotel industry today has been recognized as a global industry, with producers and consumers spread around the world. The use of hotel facilities such as: For many people these services have become an integral component of lifestyle. Moreover, in the last two decades, demand for and supply of hospitality services beyond that of the traditional services intended for travellers have escalated the growth of the hospitality industry globally, leading to intense competition in the market-place.

One of the greatest challenges facing hotel organizations today is the ever-growing volume and pace of competition. Competition has had major implications for the customer, providing increased choice, greater value for money and augmented levels of service. Thus it literature review on hostel management system project become imperative for hotel organizations to gain a competitive advantage.

There are two strategies most commonly used by hotel managers in order to gain a competitive advantage, which are low-cost leadership through price discounting and developing customer loyalty by providing unique benefits to customers.

However, satisfying customers alone is not enough, since there is no guarantee that satisfied customers will return to purchase. It is now becoming apparent that customer loyalty is significantly more important than customer satisfaction for success. To summarize, the shift in the sales and marketing landscape requires the hotel companies including schools and any other learning institutions with boarding facilities to be as advanced as technology will allow in managing their customer relationships, daily operations and management in general.

More students to serve under this department may overwhelm the staff and the entire process and services are bound to be flawed and inconsistent or be full of errors and mistakes. Additionally, the fact that the University has the subjugation to run its operation as an independent University rather than being a campus under Masinde Muliro University of Science and Technology MMUST automation of its operations is very vital considering that some of such operations were earlier carried out at MMUST.

The proposed system is a web application with a consideration that web based applications have evolved significantly over recent years and with improvements in security and technology there are plenty of scenarios where traditional software desktop based applications and systems could be improved by migrating them to a web based application.

Web based applications offer competitive advantages to traditional software based systems allowing businesses to consolidate and streamline their systems and processes and reduce costs. A lot of time is lost by students on queues and by the housing department staff how attend to them the whole day during room allocation exercise.

Much time is also lost in searching and retrieving record and files for students and other records like daily expenses. Some of the records may eventually get lost and many errors committed during these processes.

This imposes the condition that this process can only take place when the students physically come to the University for the Entire Process to be valid. However, the application enables valid data to be capture online since it has inbuilt data validation functions.

These records need keen literature review on hostel management system project up, and should be available when required with preciseness, accuracy and specificity as expected.

In general, the proposed system addresses the following problems: Cases of students staying in rooms when they may have not paid for it or used inappropriate procedure in acquiring a room.

Minimize or discourage corruption dealings between the house keeping department staff and students iii. The system will track and automatically display rooms that are supposed to have been vacated otherwise calculate the appropriate daily fee or penalty imposed to students who do not comply with the rule and regulations of the department to check out from the rooms on time. The system can also help administer disciplinary actions to students who do not comply with the rule and regulations by burning such students from booking rooms or bar them from doing so for a given literature review on hostel management system project of time vi.

Tracking loss ,breakages and damages to some of the facilities installed specifically in rooms by keeping and managing record with appropriate reports vii. Monitor and record the daily expenses involved in cleaning hostels and any other activities carried out under housekeeping department.

Increase efficiency of the house keeping department staff by reducing time spend on serving students during room allocation ix. The system can be hosted to make it accessible to the students anywhere so that room reservation would not necessitate physical presence of a student The web based system is suitable for solving such problems due to advantages outlined below: Reduce time wasted on queues by providing self-service internet enabled options ii.

Minimize or eliminate errors that are common with pen and paper technology iii. Minimize unauthorized access, modification or erasure of data and information in documents and reports by use of password authentication and defining appropriate users access level v. Increase the efficiency of staff by automating tasks such as creating summary of allocation and auto generating of similar documents or reports that can simply be created after performing a search vi.

Provide quality information that is reliable, accurate and timely readily to facilitate knowledge-based decisions vii. Provide the capability of long time data reservation by archiving which may be of need for reference in the future without need for physical storage space in store rooms or saves and cubicles viii. Provide telecommuting services such that the staff in the house keeping department will be able to access, update office information remotely while enabling students to book rooms remotely as well ix.

Reduce expenses and costs related to labor-intensive and manual activities by automation and shifting services to users to provide self service capabilities x. Optimise staffing levels since less number of employees are required to work with the system and some tasks are given to the end users i. To reduce time spend on queues or eliminate instances of time wastage ii. To increase efficiency in the house keeping department iii.

To reduce time spend while allocating rooms to students iv. Provide self-service option for students v. To provide backup of the housing department information about students both in computer and hard copy from printed reports 1. List of activities, duration and respective deliverables9 Activity Duration Deliverable 1. Each of the modules is briefly described in the sub-titles below: The details include the registration information that is captured in the process of admission or registration of students.

However, this module provides alternative if such details are not available in a database. The module captures important data items particularly registration number, gender and their respective names. Such details are made use of during room allotment to ensure that; i. Only registered students can be allocated rooms ii. Students are allocated rooms and hostels based on gender to avoid allocating male and female students in the same room or hostel unless it is explicitly verified.

Enable easy identification of particular students from unique data items such as registration number 1. Looping through program counters while executing particular SQL commands to check the rooms availability during room allocation ii.

  • The remaining 96 percent choose to simply leave the business and go elsewhere;
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  • Secure live data 14 Typically in larger more complex systems data is stored and moved around separate systems and data sources.

literature review on hostel management system project Provides a dynamic search option to verify that a student being allocated a room is registered. Point two above applies only if a student decides to book room at the housekeeping department where allocation process has to verify registration details. However, if the process is done by the student himself or herself, then searching is not necessary because they can only book room after logging in to the system.

This module allows the administrator to add an activity in various categories based on the frequency they are carried out e e. The module also provides interface with each level of users to enable them to report breakages concerning room or office equipment and such like items.

Once reported, the senior housekeeping officers who are the administrators can authorize repairs and replacements as deemed appropriate. Literature review Hostels, accommodation and housing services have grown to be one of most popular and favourite business option. Cities, towns, business centres, shopping places and schools are examples of places where this business has flourished.

This positions a challenge on how to efficiently handle or manage these facilities. Modern businesses are rediscovering the ancient mantras for success in corporate world and blending them with contemporary marketing practices. Long term survival and competitive advantage can only be attained by establishing an emotional bond with the customers.

A shift is taking place from marketing to anonymous masses of customers to developing and managing relationships with more or less well known or at least some identified customers Gronroos, 1994. This section shall provide general literature on Automation particularly hostel services industry and its link with customer satisfaction, customer loyalty and business performance followed by literature on computer systems and service quality in details.

This would lead to the privacy issues related with management in the service industry. Many computer or automated systems have been developed to keep up with the increasing demand for better and efficient way of managing these facilities than manual systems that are hard to work with and inflexible.

Most of these systems are web based systems. Examples that are discussed in this section include those that have been implemented at universities and colleges.

However, there are others that have been implemented outside the learning environment namely bookhostels. In the context and scope of this project, hotel and hostel may be used interchangeably with the former assuming the wider context of hostels outside learning institutions whilst later focuses more on the schooling environment TTUC literature review on hostel management system project the case of study for this project.

A hotel manager or hotelier is a person who holds a management position within a hotel, motel, or resort establishment. Management titles and duties vary by company. In some hotels the title hotel manager or hotelier may solely be referred to the General Manager of the hotel. Small hotels usually have a small management team consisting of three or fewer 13 managers while larger hotels may have a large management team consisting of managers of various departments and divisions http: To better answer the question above within the confines of scope of study, one needs to focus hostel facilities in schools, colleges and universities as a service industry and students as the customers that make up the market for these entities.

Typically, any service oriented industry that focuses its business in line of provision of accommodation and hostel facilities would require proper management of the facilities to optimize the utility of its users and at the same time create concordance and harmony between the users end and management end. Most web based applications are far more compatible across platforms than traditional installed software. Typically the minimum requirement would be a web browser of which there are many.

Internet Explorer, Firefox, Netscape to name but a few.

Literature review on hostel management system pdf

These web browsers are available for a multitude of operating systems and so whether you use Windows, Linux or Mac OS you can still run the web application. More manageable Web based systems need only be installed on the server placing minimal requirements on the end user workstation. This makes maintaining and updating the system much simpler as usually it can all be done on the server.