The current system is based on manual work and all sorts of the procedure are performed manually. Therefore, they maintain all the record manually by using the paper and will be stored in specific folders and using file system. Hostel Management system is definitely the system that manages and handles the student details and information’s. In this system, the staff can easily manage the student details, hostel details. While student can use as a student account to register their room for every new semester and make complaint.
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According to Stein (2006), an organization cannot be successful or competitive in today’s business world without computer systems that provide the tools needed to sustain and scale business efficiency. Consequently, it can be said computer-based automated system can help to reduce the workload and can reduce the use of manual paper-based system. Therefore, it is clear that the computer systems are needed to create efficiency and convergence in the growing organization. It also can improve customer service without raising operational risks (Stein, 2006).
Objective for creating this hostel management system is to make it possible for the community for making any business without leaving their residences. Initially, it can facilitate the work of staff to record the data. Second, it can facilitate ordinary users to deal with the management team via the internet in their own home without having to go out from home. According to Beam & McFadden (1998), a major advantage of the internet is that employees can be allowed access from home or while there are travelling.
Background of Study
ZAS Hostel Management System is the system for manage the entire management of hostel. The main point of developing this system is to help the staff to easily manage the hostel details and helps student for online registering and retrieve their information via online.
The project is developing because, ZAS hostel previously used manual paper based system to record the entire information of hostel and it have a lot of difficult to keep track of the details of students residing in hostel, hostel details such as blocks number and room number, equipment details such as bed, table, chair and other furniture. Through the use of manual system which is paper based system, it is difficult to manage the entire hostel details and maybe it is easy to loss the information.
Therefore, ZAS hostel management system will develop to assist the staff to manage the hostel management and for student they can make online registering and retrieve their information via online. Apart from that, this project is developing to upgrade the manual paper based system to computerize system and make the business easily to access and systematic.
Initial problem statement
Despite the advancement in technology, there are some organizations that are still using a manual system. To further strengthen this statement, Griffin (2011) has stated that, many small organizations still function quite well with a manual system using paper documents. This can be considered very high-risk and inaccurate. Therefore, the organization that used manual system need to shift their manual systems to automated systems. Warford (1998) stated that, the major difference between computer and human execution of a job is that the computer can perform its tasks faster. O’Connor (2000) describe that the accuracy of the computer helps to reduce mistakes, which leads to increase guest satisfaction and better control over operations. The use of computer systems brings many benefits when compared with manual procedures (O’Connor, 2000). Hence, it is clear that, the computer can do work well than human.
The difficulties encountered by current system are identified as listed below:
Security issue
Micropalsystems.com (n.d.) stated that, paper documents are often managed with minimal security control. Since they are using manual system, which is paper based-system. The possibility to lose the data is very high.
Poor data storage
All the data is stored in filing cabinets. Wischhusen, Snell, and Johnson (2006) claim that, when a paper is removed from the file, it is easily mislaid, filed in the wrong place or lost or damaged. Therefore, paper-based system is very weak in storing information.
Slow retrieval of data
Searching for information can be very slow (Wischhusen, Snell, and Johnson, 2006). It will take time to retrieve back data or information that has been stored. Because the worker needs to find the actual folder where the data is has been stored previously.
Research questions
How we can ensure that the proposed system will meets the requirements specified by clients?
What is the suitable methodology to be used to develop the system?
What is the suitable requirement gathering technique to be used to gather the requirement for the system?
What are the suitable tools to be used to develop the system?
What is the suitable programing language to be used to design the system?
Research objectives
To design and develop hostel management system that can save the records of the students about their rooms and other things.
To enable the staff to allocate student information and manage them.
To provide the convenience to the user and easy to manage the information.
To provide user friendly interface and user friendly system. Where the entire user can easily communicate to the system.
To enable accuracy and efficiently of security, update, and searching the details on the database system.
Aim
To develop hostel management system that can store all student information and enables the management team to retrieve back the information that have been stored and to maintain all activities in managing a hostel.
Scope
This project is focused at creating a hostel management system for ZAS organization. This hostel management system will have a different task management compared to the manual system which is paper-based system. This part are comprised of three components which is target user, target area and project deliverables.
Target User
Target user is the categories of person that has been identified to work with the system as a staff and student.
Staff
Staffs who are also the user of this system should login as a staff account by using staff ID and password to interact with the system. After successfully login into the system, staff can manage hostel information.
Student
Students who are also the user of this system should login as a student account by using the student ID and password. After successfully login into the system, students can be able to use the system as student account.
Administrators
Administrators who are also the user of this system should login as a student account by using the student ID and password. After successfully login into the system, administrators can be able to use the system as administrators account they can delete student account, add new staff and delete staff.
Target Area
This system is going to be placed at hostel.
Project Deliverable
Relating to the module which had been identified, the flow of an activity will be described in term of registration module, user account login, hostel settings, report and feedback module.
Registration module
Registration module contains student’s information such as student personal information and other information related to that student. Then, all of this information recorded into database.
User account login
User must login into the system to use the whole of the system.
Hostel settings module
Hostel settings module contains all of hostel information. Here, staff can assign hostel for student, update hostel, view hostel and student details.
Report and feedback module
Feedback Module based on all facility that the organization provides to the hostel, student can send any recommendation or opinion to the hostel department with feedback form. From this form, sides of hostel department are able to know their weaknesses and strengths.
Rationale
The development of this system is to give the particular organization a well-improved system that would make it possible for them to confidently save and keep information safe and secure. Anderson (2002) claims that a Management Information System (MIS) is a system of processing data in an organization to collect information, which is later communicated to various departments to facilitate solid decision making. Since the organization is still using the manual paper-based system, it is very good plan for the organization to shift from manual paper-based system to computerized system. The advantage of use computerized or automated systems is user have the ability to make quick, well-timed and informed decisions (Dutta, 1994).
Therefore, the main goal of creating this hostel management system is to facilitate both student and management team for a dealing process. In order to meet the goal, the throwaway prototyping methodology will be selected and use in this project and the tools like Dreamweaver CSS6, Adobe Photoshop and Xampp are also required.
Conclusion
In summary, the project is discussed in terms of the current system operations, objectives, goals, and rationale. The author has also defined the exact reasons why this project need to be initiated that address the problem of the current system to find out what are the actual complications encountered by the company and what are the most effective requirements and methods that could be utilized to apply what method exactly needed to enhanced in current systems.
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