Introduction:
Hostel management is a well-known issue in this educational era. Many universities provide hostel as a part of their academics. The idea of management system for Hostel would greatly benefit the manageability of the authorities who are charged with its management.
Our aim is to create a Software based CMS type management system for Hostel that would integrate methods for all kinds of tasks that such management system would need. Hostel management system is an easy solution for the authorities to run the environment efficiently and provide different and useful services to the students residing in hostels. Students and staff both would be able to use the system for their respective needs.
Scope Definition:
Hostel management system would be a computer software developed exclusively for Bahria University’s Hostel. The system would be called BUHMS and would be used by both staff and the students. BUHMS will play an important part in managing the currently employed on paper record management as it will be able to easily implement several functionalities under the same umbrella. Aim of the BUHMS is to reduce the cost and time consumption. System would be able to handle certain tasks mentioned below and thus will provide effective management for the Hostel.
Record keeping of all the personal data of residing ward, such as items issued and general information of the ward. Easy access for the ward to access information and check fines, fees and other charges. The system can further be made efficient by adding entrance and exit checkout record keeping on daily basis- it can be achieved by integrating card scanner system in the hostel and similar system can be used to mark the attendance. Complaint registry for both staff and wards would a part of system for overall improvement of Hostel. Warden would have separate managing account that has VETO power and can access and control more than rest of staff. An option for students to request for item. Table, chair, cupboard etc. Separate login ID for every student and administrative staff. A Notification panel, would be used for announcement and to notify changes in rules and regulations. Software is expected to keep running on PCs which have been proposed to be dispersed throughout the hostel to go about as booth machines which would be utilized by understudies and Hostel Staff for purposes. CCTV cameras would be a part of each kiosk system to monitor the activity.
Objectives:
This system would be Hostel Management system. The main users will be Hostel Staff (Warden, Deputy Warden, etc.) and students. The basic idea of our modules would be:
1. User Panel:
Home:
It contains of the pop-up menus which show the specified details of hostel.
It is going to have a link to the Bahria University’s website.
Option of accessing registration form for staff and students will be present right over here.
Students can view the location of every student that where they are divided in their respective rooms and view the notice boards.
Student can login when admitted to hostel.
He/she can see his/her details. Can lodge complaint and requests.
Notice Board:
A Notification Board, would be used for announcement and to notify changes in rules and regulations.
2. Admin Panel:
Dispense distinctive students to the diverse hostels.
Abandon the students for the hostel.
Control the status of the fee installment.
Edit the details of the students & modify the student records.
Process Model:
BUHMS would use Waterfall model for effective development of system. Requirements are as of now indicated by the hostel administration along these lines Waterfall model would significantly profit with that because of savvy advantage. Responsibilities are as of now indicated by the Hostel administration along these lines Waterfall model would significantly profit with that because of savvy advantage.
FEASIBILITY STUDY
TABLE OF CONTENTS
Page #
1.0 GENERAL INFORMATION 1-1
1.1 Purpose 1-1
1.2 Scope 1-1
1.3 System Overview 1-1
1.4 Project References 1-1
1.5 Acronyms and Abbreviations 1-1
1.6 Points of Contact 1-1
1.6.1 Information 1-1
1.6.2 Coordination 1-1
2.0 MANAGEMENT SUMMARY 2-1
2.1 Environment 2-1
2.1.1 Organizations Involved 2-1
2.1.2 Input/Output 2-1
2.1.3 Processing 2-1
2.1.4 Security 2-1
2.1.5 System Interaction 2-1
2.1.6 Physical Environment 2-1
2.2 Current Functional Procedures 2-1
2.3 Functional Objectives 2-1
2.4 Performance Objectives 2-1
2.5 Assumptions and Constraints 2-1
2.6 Methodology 2-1
2.7 Evaluation Criteria 2-1
2.8 Recommendation 2-1
Page #
3.0 PROPOSED SYSTEM 3-1
3.1 Description of Proposed System 3-1
3.2 Improvements 3-1
3.3 Time and Resource Costs 3-1
3.4 Impacts 3-1
3.4.1 Equipment Impacts 3-1
3.4.2 Software Impacts 3-1
3.4.3 Organizational Impacts 3-1
3.4.4 Operational Impacts 3-1
3.4.5 Developmental Impacts 3-1
3.4.6 Site or Facility Impacts 3-1
3.4.7 Security and Privacy Impacts 3-1
3.5 Rationale for Recommendations 3-1
4.0 ALTERNATIVE SYSTEMS 4-1
4.x Description of [Alternative System Name] 4-1
1.0 GENERAL INFORMATION
2.0 GENERAL INFORMATION
1.1 Purpose
Our aim is to create a Software based CMS type management system for Hostel that would integrate methods for all kinds of tasks that such management system would need. Hostel management system is an easy solution for the authorities to run the environment efficiently and provide different and useful services to the students residing in hostels. Students and staff both would be able to use the system for their respective needs.
1.2 Scope
Hostel management system would be a computer software developed exclusively for Bahria University’s Hostel. The system would be called BUHMS and would be used by both staff and the students. BUHMS will play an important part in managing the currently employed on paper record management as it will be able to easily implement several functionalities under the same umbrella. Aim of the BUHMS is to reduce the cost and time consumption. System would be able to handle certain tasks mentioned below and thus will provide effective management for the Hostel.
Record keeping of all the personal data of residing ward, such as items issued and general information of the ward. Easy access for the ward to access information and check fines, fees and other charges. The system can further be made efficient by adding entrance and exit checkout record keeping on daily basis- it can be achieved by integrating card scanner system in the hostel and similar system can be used to mark the attendance. Complaint registry for both staff and wards would a part of system for overall improvement of Hostel. Warden would have separate managing account that has VETO power and can access and control more than rest of staff. An option for students to request for item. Table, chair, cupboard etc. Separate login ID for every student and administrative staff. A Notification panel, would be used for announcement and to notify changes in rules and regulations. Software is intended to run on computers which have been proposed to be distributed throughout the hostel intended to act as kiosk machines which would be used by students and Hostel Staff for respective purposes. CCTV cameras would be a part of each kiosk system to monitor the activity.
1.3 System Overview
System is solely the property of Bahria University Hostel. System is named BUHMS – Bahria University Hostel Management System. It is a software based management system which categorizes as Major application that performs predefined tasks already mentioned in the scope definition.
System is currently under development.
System environment is only designed to run in a hostel, to run a hostel.
1.4 Project References
1.5 Acronyms and Abbreviations
BUHMS: Bahria University Hostel Management System
CMS: Content Management System
1.6 Points of Contact
1.6.1 Information
• Bahria University
• Bahria University Hostel Management
1.6.2 Coordination
Following are the organizations which require coordination for the product to work efficiently.
• Bahria University General Staff (Overview the entire system of network)
• Bahria University Security Staff (Overview the security of the system)
• Bahria University Hostel Staff (Overview the Management of the system)
• Bahria University Financial Staff (Coordinate with Hostel staff for Financial matters)
• Bahria University Maintenance Staff (overview the maintenance of system developed)
2.0 MANAGEMENT SUMMARY
3.0 MANAGEMENT SUMMARY
2.1 Environment
2.1.1 Organizations Involved
Project is sponsored by Bahria University for its hostel management. Hostel staff and Resident students are the users and the software being developed is intended to be Implemented on kiosk based computers interconnected through a LAN private network for security.
2.1.2 Input/output
The input requirements of the system will be student’s data, hostel rooms capacity and types of room.
Output requirements will be students fee challans, notifications for changes in rules, etc.
.
*EXCLUDE*
2.1.3 Processing
2.1.4 Security
Card scanners and CCTV cameras would the main security requirement.
2.1.5 System Interaction
Kiosk machine is going to interact with CCTV cameras for security footage, Card scanner for check-in and checkout and also intended for attendance. Bahria main server will be the main data base for information storage.
2.1.6 Physical Environment
It is based on human-computer interaction for various activities. Card scanner and Kiosk machine are connected to main database where all the information is stored.
2.2 Current Functional Procedures
Currently the system which is working in Bahria university hostel is purely manual. Daily attendance is carried out by at 9pm by hostel warden or staff, which is not helpful for the staff. For the new induction in the hostel, all the students are supposed to collect the forms from the hostel and then submit the forms. Administration of hostel then inspect the forms and decide whom should be enrolled. Everyday all the data entries done on registers manually and records to be maintained. That’s all manual work and it takes a lot of money. It also takes more staff to complete the work. Some workers are just there for the attendance and some are just for announcement of new rules and notifications.
2.3 Functional Objectives
Major system function is organized management of hostel.
2.4 Performance Objectives
Our major objective is to carry out all the work efficiently, cost effectively and timely. We surely want to reduce the staff. We also want to keep check on what students want from us. With that system, students will be able to submit complains and requests easily. They will be getting all notifications timely. It will also make the work very simple for the staff.
2.5 Assumptions and Constraints
Life of the system is based on the hardware which has to be procured separately resulting in the cost increase and modifying them to work with the proposed system, availability of such systems is moderate and easily procurable.
Cost increase led to disqualification of alternative CMS web based system.
2.6 Methodology
WE will be applying Waterfall methodology here. All the requirement which are necessary for the creation of the project are given. So, it will be very better if we are using this methodology.
2.7 Evaluation Criteria
Specific and best criteria should be identified which revolves around development time, cost, priorities etc.
2.8 Recommendation
System should be monitored 24/7 for security compliance and failure may lead to financial and quality loss. Kiosk based system should be imbedded with CCTV cameras for such purposes.
System should be maintained twice a week for possible bug fixes which otherwise may hinder the management staff duties.
3.0 PROPOSED SYSTEM
4.0 PROPOSED SYSTEM
3.1 Description of Proposed System
The concept of the system is based on offline software based management system which utilizes different systems to work as a unit. Database is used to store up all the information in the system which can be accessed through the kiosk based machine by the user. Card scanner system is embedded in it for attendance related functions and CCTV camera network for prevention of illegal usage of kiosk machine.
3.2 Improvements
Improvement objectives are following.
• Cost effective environment
• Reduces staff duties
• More functionalities such as web based system
3.3 Time and Resource Costs
Time for development as mentioned in Gantt chart is 11 weeks and cost that is allowed in funding is 240k PKR/-
3.4 Impacts
3.4.1 Equipment Impacts
Card scanner used for check-in and out and for attendance.
CCTV cameras for monitoring activities.
Kiosk machines based on computers solely used for mechanism for the system to run on.
3.4.2 Software Impacts
Software for Card scanner to be modified to able to read the QR/BAR code on the Hostel cards.
3.4.3 Organizational Impacts
Basic knowledge for every staff member to be able to use the system.
3.4.4 Operational Impacts
*EXCLUDE*
3.4.5 Developmental Impacts
• User testing
• Overview personnel to manage all the data entry work in databases
• Specially designed kiosk based computers for the system
3.4.6 Site or Facility Impacts
Hostel to be fitted with Card scanner system and Kiosk machines for the system.
3.4.7 Security and Privacy Impacts
• Better handling of student’s info
• Authorized user will be accessing the data.
3.5 Rationale for Recommendations
Cost effectiveness and the security reasons are the main features why this system was recommended.
4.0 ALTERNATIVE SYSTEMS
5.0 ALTERNATIVE SYSTEMS
4.x Description of CMS-BUHMS
CMS Web based system which was required to be delivered in increments was alternative system and thus would have cost more time and cost. This system was not selected because of its lack of cost effectiveness.