A PROJECT REPORT

ON

MOBILE APP FOR HOSTEL ALLOCATION AND MANAGEMENT

BY
AYORINDE ARIFF ISHOLA
FPA/CS/23/3-0121
OSASONA OLAMIDE MARY
FPA/CS/23/3-0163

SUPERVISED BY
MR. ADEDARA O.G

SUMMITTED TO
THE DEPARTMENT OF COMPUTER SCIENCE, SCHOOL OF SCIENCE AND
COMPUTER STUDY, FEDERAL POLYTECHNIC ADO-EKITI, EKITI STATE,
NIGERIA.

IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR THE AWARD OF

HIGHER NATIONAL DIPLOMA(HND) IN COMPUTER SCIENCE

DATED: OCTOBER 2025

 ABSTRACT

Hostel accommodation is a crucial part of students’ welfare in tertiary institutions. However, the

conventional manual system of allocating hostels is inefficient, error-prone, and time-consuming.

This study develops a Mobile App for Hostel Allocation and Management. The app enables

students to apply for hostel spaces, check availability, make payments, and receive real-time

allocation notifications. Administrators can efficiently manage hostel occupancy, monitor

payments, and allocate rooms seamlessly. The study adopts the Waterfall Model of software

development, using Android Studio (Java) for the frontend and PHP/MySQL for backend

services. The new system significantly improves upon the traditional approach by reducing

administrative workload and enhancing the overall hostel allocation process.

 CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF STUDY

Hostel by definition is an establishment which provides cheap food and lodging for specific group

of people, it is also seen as a home for students when staying away from their home. It has large

well-ventilated dormitories and single rooms and is situated in the school premises. Providing

clean and calm hostel accommodation is one of the key responsibilities of school management.

To manage the hostel facilities, a lot of data need to be maintained such as number of student hostel

can accommodate, hostel rules and regulation, hostel fee, hostel in and out of student, guest and

visitor record and so on. So, this needs the system which has an ability to capture all kind of data

and information and analyze it properly for smooth functioning of the hostel. Hostel warden can

easily maintain the data.

Hostel Management in schools often involves administering of all activities of students. All these

still remain difficult and require some job for the top management. Hostel Management functions

and responsibilities in modern day schools have always been a problem in managing, because of

the manual system method of tools they use. Hostel Management System is well designed specially

to meet challenges of administrative set up of any school.

Hostel Management System (HMS) can be used to assist in student’s allocation, setup hostel

information, hostel application, and visitor management. In short, this system will assist the staff

in managing some of the hostel activities.

1.2 Statement of the Problem

The growing number of students in higher institutions all over the world has posed a lot of

accommodation problem on the part of students and school management. , the whole process of
hostel allocation and management is done manually. The few hostels that exist in the college are

not properly managed. Statistics of the number of rooms required to match the growing number of

students are far-fetched. Most often, the overall process is time consuming and requires a lot of

effort, student’s information retrieval is difficult and records are unsecured due to manual method

of storage using hard cover notes. Hostel administrators cannot give accurate information of the

occupancy of a particular room. These and many more form the statement of the problem that

necessitated this research work.

1.3 Aim and Objectives of the Study

The aim of the research work is to develop hostel management software that will manage the hostel

activities.

The main objectives of the research include:

a. Identify and model the requirements specification to develop the system.

b. Design and develop a central database system that would serve as hostel database, which

will contain all the records related to Hostel.

c. Provide online student application for students to apply for hostel.

d. To upgrade from manual means of student’s hostel management.

1.4 The Methodology for This Work

The methodology adopted for this research work is object-oriented methodology (OOP). We live

in a world of objects. These objects exist in nature, in man-made entities, in business, and in the

products that we use. They can be categorized, described, organized, combined, manipulated and

created.

Therefore, an object-oriented view has come into picture for creation of computer software. An

object- oriented approach to the development of software was proposed in late 1960s. Object-
Oriented development requires that object-oriented techniques be used during the analysis, and

implementation of the system. This methodology asks the analyst to determine what the objects of

the system are, how they behave over time or in response to events, and what responsibilities and

relationships an object has to other objects. Object-oriented analysis has the analyst look at all the

objects in a system, their commonalties, difference, and how the system needs to manipulate the

objects. OOM of building systems takes the objects as the basis, Firstly, the system to be developed

is observed, analysed and the requirements are defined. Secondly, the objects in the required

system are identified e.g. students, admin, computer systems, online allocation system etc. in

simple terms, OOM is based on identifying the objects in a system and their interrelationships,

once this is done, the implementation of the system is done.

The basic steps of system designing using Object Modelling may be listed as:

a. System Analysis

b. System Design

c. Object Design

d. Implementation

1.5 Scope of the Study

The scope of this research work will be centered on the development of hostel management

allocation system. This project which is mobile app-based, automates the student’s hostel

application process, allocates rooms to students, notifies students of their application status

anytime they log onto the portal and also maintains the integrity of the information being processed

by using password to limit access to only approved individuals.

The system also creates automatic database for the storage of students and staffs information.
1.6 Limitations of the studies

• Software compatibility issues

• Dependence on internet connectivity

• Limited scalability

• Limited customization of rules and policies

• Data security concern

1.7 Significance of the Study

The new system designed for computer driven student’s hostel management and allocation will

among other things: Facilitate timely allocation of hostel rooms to students, Check the hostel

occupancy at any time for information management Sum up the total amount realized from hostel

fee each session, Enable management to plan on improving hostel living condition, have first-hand

information on the statistics of students in the hostel, so also keeps the records of staffs employed

to work in the hostel.

1.8 Contribution to the Body of Knowledge

This research work will be centered on hostel management system utilizes the concept of

information technology. It expanded the use of internet as in mobile app enabled hostel application

process which helps in easier hostel application which is independent of human weakness as

compared to the human working as compared to the working of the computer. This system will

also help other institutions in having an insight of how hostel management system works
 CHAPTER TWO

LITERATURE REVIEW

The literature review aims to highlight the current issues of the university accommodation sector

that could possibly be addressed on by the proposed mobile app-based accommodation

management system, but before then firstly go to what hostel is all about.

Definition of Hostel

O. Shoewu; et al (2018), defined hostel as an establishment which provides cheap lodging and

food for travellers, a place of residence for students. It is also defined as a budgetoriented, shared-

room ("dormitory") accommodation that accepts individual travellers or groups for short-term

stays, and that provides common areas and communal facilities (Wikipedia Encyclopedia). It

further stated that for it to be considered a hostel, the property must provide short-term, shared

(dormitory-style) accommodation for individual travelers, though many hostels also provide

private rooms.

Hostel has become an opportunity to develop and improve the quality of education in most

academic institutions. The desire to provide spaces for students that allow active interaction,

comfort and convenience, and opportunities for socialization is foremost in university and college

planning (Felke-Morris, 2013). They also assert that all these need to be considered along with the

pragmatic spatial needs of furnishings, integration of efficient effective mechanical, electrical,

plumbing and safety requirements when planning for hostel buildings.

2.1 Historical Development of Hostel

The first youth hostel was founded by Richard Schirrmann around 1909

([Link]/[Link]). He was a German teacher who organized trips

and visits with his students. During one of these excursions, a sudden rainstorm forced his group
to seek shelter in an empty school. It was then that Schirrmann had the idea of using schools that

were empty during holidays as guest houses for young people that were travelling in groups in the

countryside ([Link]/[Link]). The concept of student "youth

hostels" was born.

The movement flourished in Germany. Permanent hostels were established by gifts of hiking and

recreation clubs, wealthy patrons and local communities. By 1932, Germany had more than 2000

youth hostels recording more than 4.5 million overnights annually

([Link] In the meantime, Switzerland, Poland, the Netherlands,

Norway, Denmark, the British Isles, Ireland, France and Belgium had joined

the movement added another 600 hostels in Europe ([Link] With

national hostelling associations spreading across Europe, in 1932 the first international meeting

was held in Amsterdam to develop common standards. The International Youth Hostel Federation

was formed ([Link] Americans Isabel and Monroe Smith attended the

second international meeting in 1933. Shortly afterwards, they opened the first U.S. youth hostel

in Northfield, Massachusetts in 1934 ([Link] Prewar European

political currents overshadowed much of the international movement in the late 1930's. Hostels

were closed, and even appropriated by governments for military purposes. The operations of many

European hostelling associations were suspended. During the war, the growth of the hostelling

movement stalled, although parts of the European youth hostel system still continued to operate,

as well as a small network of hostels in the US and Canada.

The end of the war brought a time of rebuilding and reflection worldwide. Groups of American

youth went to Europe to help rebuild hostels. International youth travel, while still nascent, was

embraced by governments as a way to encourage understanding, and avoid future conflict. The
International Youth Hostel Federation grew, as the German youth hostel system was re-established

and new hostel associations were formed in Africa, Asia, Australia and South America

([Link] In recent times, the concept of hostel has broadened, and now

providing cheap but comfortable accommodation and a unique atmosphere that cannot be found

in hotels. Worldwide, there about 4000 hostels recording over 33 million overnights in more than

80 countries. ([Link]/about_us/history).

2.2 Student Housing In Nigeria Tertiary Institutions

The Nigerian higher educational institution was established with the aim of giving a student a very

sound and qualitative education, so as to be able to function effectively in any environment in

which they may find themselves, so as to become more productive, self- fulfilling and attain self-

actualization (Segun O, et al 2014). This is because in Nigeria, students are the single most

important stakeholders in the university/college system. Similarly, student’s accommodation is

among the most important facilities that should be provided in a typical Nigeria higher institution

campus.

Living in student’s residence on campuses, has been identified as one of the interesting experiences

in the life of a university student. This is because it offers them the opportunity to interact amongst

their colleagues from faculties other than their own in addition to the unique opportunity for night

discussions and social interactions which when put together will help in shaping the student’s

social life, appreciation of their roles and responsibilities in the community and society at large

(Azeeta, A., S et al. 2020).

In the beginning Nigerian universities were established with the intention of providing comfortable

hostel accommodation for all students on campus. Up till the early 1970’s there was no problem
of student’s accommodation in university campuses (Azeeta, A., S et al. 2020) Until when number

of student gaining admission every year doubles

Student learning can be enhanced and made more effective when learning environment is made

adequate and appropriate (Ayanlowo K. et al 2014) Previous studies show that accommodation

plays a vital role in the physiological needs of the students, and that is considered as a condition

for student’s quality survival in terms of health, academic performance and learning (Segun O. et

2014 )Therefore, a favorable environment plays a significant role to maintain the academic

performance of the students. In general, all students (local or international) experience different

adjustment problems while moving to one place to another place. Azeeta, A., S et al. 2020 states

that leaving home carries various difficulties; out of them, finding suitable accommodation is the

most challenging one. Several studies have been conducted on the accommodation and its effects

on the students’ performance in many western countries. However, less studies are conducted in

Nigeria Universities.

In Nigeria, the accommodation is provided within the campus territory. However, the system to

manage and mitigate the accommodation for the students is utilized by the traditional method for

managing and processing the issues related to the student’s accommodation. The advancements in

wireless and mobile app technologies have developed many mobile-based applications in various

fields, such as health, agriculture, education and entertainment.

These technologies pave the way for private and public organizations to deliver, can organize and

distribute services to the public in a more well-organized and cost-effective manner (Ashesh, K.

and D. G. AppaRao (2020). states that the ability of online services not mainly focuses on reducing

the effort and the time of the users, but also on improving client services and the services validation

efficiency. Students’ accommodation should be treated as an issue of great priority. An

accommodation problem is considered as one of the daily stressors, affecting the students’

performance (Azeeta, A., S et al. 2020) These stressors are associated with the depressive disorders

among the university students. There are several factors that are considered as the major factors

that may lead towards the failure of the students in the final exam, and accommodation problem is

found as one the vital factors. At The Federal Polytechnic Ado Ekiti ( FPA) , there are many

residential halls that are named differently, and each of the residential hall has their own office,

but the main authority of all the offices is under Student affair office (SAO).

Therefore, the students must come and apply for the accommodation at SAO. Due to large number

of students in (FPA, usually there is a long queue of students. Moreover, regarding the employee,

there are many branches of residential hall under Student Affairs Office at The Federal Polytechnic

Ado Ekiti. Each branch has different number of students depending their capacity. Therefore, it is

difficult for the staff of the Student Affairs Office to deal with the problems of the students.

Furthermore, the staff are also facing the difficulties in terms of communicating with the students

and determining the proper time for them to address the problem. Therefore, ICT can deal with a

substantial number of procedures as suggested by Spotti, Kluzer & Ferrari, and it also can enhance

the communication among the stakeholders. Indeed, the previous studies also assert that there is a

need to utilize the modern technologies to deal with accommodation problems. Affirms that there

should be a convenient accommodation system for the students during study times. Therefore,

keeping the basis of the facts that previous studies have identified, the present study seeks to

explore the modern technologies (such as a mobile app base hostel management system to increase

the communication among the students and management of the residential halls. The result of the

study relates facilitating the students’ accommodation process and easing the accommodation

problems.
 Therefore, this study strives to exploit the modern technologies to design a comprehensive

system Mobile app to enhance the communication between the student and SAO. Some of the

functions benefits the students, and they are hostel application, reporting to complaints, and

requesting for services, and other functions that benefit the SAO include room allocation, student

feedbacks, and student complaint list. Therefore, this project t aims to develop a mobile app-based

system to facilitate the management of students’ accommodation and mitigate the problem of

students’ accommodation.

In various countries out there, the concept of an online mobile appbased platform for student

accommodation management is not something new, though it is not often utilized and implemented

by many universities and colleges. In a study conducted by Nordaliela Mohd Rusli, the results

obtained concluded that it is essential and necessary for the development of a hostel management

system for all academic accommodations in the campus. The researchers found out that the

development of a full-fledged hostel management system will be effective to provide a more

convenient way of managing all hostel related information; such as tenant applications, room

vacancy, complaints, and fees (Suriya, S., et Al 2021) Below are the key components that had been

researched on to identify their importance towards the implementation of the proposed system.

2.3 Automation of Manual Processes

In most school accommodations, the room allocation and management of student tenants are done

manually with the usage of paper-based forms. Usually, students who are looking to stay in a

chosen accommodation would have to visit the school’s student affairs sector and verify the

accommodation’s availability for rental. Once available, the students would have to fill up their

registration details on paper forms that will then be verified for eligibility by the accommodation

staffs. Students who are deemed qualified for accommodation room rental will then be required to
manually go to the bank to perform their rental payments by bank transfer, or simply pay in cash

at the university’s cashier (Bikash Choudhary, 2020) Just from the registration and payment

processes described above, it can be clearly seen that the manual, paper-based methods that are

frequently carried out in many accommodation sites are prone to human errors, redundancy, and

wastage of resources. Several past researches had come up with prototype systems that aimed to

automate and combat the problems that are originating from the manual processes of the

accommodation management sector.

In the development of an automated hostel facility management system by research (Kola

Ayanlowo,2022) several problems stemming from the manual methods have negatively impacted

the effective resource utilization and overall efficacy of academic institutions. In the hostel facility

management software that they had developed, their system attempts to solve the problems of

traditional hostel management methods by automating the administrative processes and reduce the

amount of effort required to search for a student’s or facility’s information in a database. The

developed system also features centralized allocation of student rooms, profiling of student

tenants, and automated monthly bill calculations (O. Shoewu et Al 2018)

A Hostel Management System (HOMASY) that was designed by researcher O. Shoewu primarily

focused on improving the traditional paper-based method of registering new student tenants in the

accommodation. The proposed E-registration in the system refers to a module that facilitates the

streamlined process of students registering themselves in the hostel without having to physically

be in the Student’s Affairs office. Through an electronic based registration, the relevant data of the

student’s tenancy can be stored in a centralized database, allowing for a proper and secure storage

of vital information (Christoph Jechlitschek 2012).

The implementation of an online hostel management system by Jayant Yadav and his team was

done based of several factors. The factors include human errors in the manual pen and paper

process of management, potential risk of losing records and tenant information in registers, as well

as increased complexity of the management task when there are large numbers of tenants in the

school accommodation. The project done by the team is automatic; having just the need to register

new tenants and let the rest be done by the system itself. The maintenance of room and floor

numbers, information regarding fees and dates are also managed by the system automatically,

reducing the workload of accommodation staffs. More importantly, the accommodation staff are

able to update the current tenant’s information and details that are currently residing in the

accommodation in a more centralized and uniformed manner (Felke-Morris 2013)

A Hostel Management System (HMS) was also developed by researcher Iraba Marie Louis to help

staffs control bookings, payments, and room allocations with lesser queue times. Room allocation

notifications and confirmations were done through automatic emails that are sent to the respective

school. The system also introduces a fully automated method of allocating rooms for students,

removing the need for staffs to manually search and select vacant rooms in the residency. Another

similar Online Dorms System that was done by (Jatinder Manhas 2013) features an automated

system where the students may search on the availability of rooms in the student dorm based on a

range of dates. More notably, this system allows students to book their own desired rooms in the

dorm on their own; whenever and wherever (Chandra M, Ramani A.V,”A 2014.)

As stated by Sushanta Kuma Mishra, a fully automated management system would be very helpful

in the hostel management aspect as it can covers the registration by students and room allocation,

online service requisition, attending complaints and suggestions. The benefits that come with the

system include reduced manual process, increased data integrity, validity, reliability, as well as
provide user-friendly administrative and student support services in the hostel management aspect

(Roy Want, 2006)

Based on all the prototype systems produced in the past researches, the introduction of a proper

accommodation management system is able to automate the manual processes of most universities

and institutions. With the implementation of an automated system, most of the current processes

in the accommodation have been structured and streamlined in a way that reduces the risk of

encountering human errors, thus directly increasing the efficiency and integrity of the

accommodation system and its relevant data respectively.

2.4 Information Systems

An information system consists of three components human, task and application system. In this

view, information is defined in terms of the three levels of semiotics.

Data which can be automatically processed by the application system corresponds to the syntax-

level. In the context of an individual who interprets the data they become information, which

correspond to the semantic-level. Information becomes knowledge when an individual knows and

evaluates the information example for a specific.

This corresponds to the pragmatic-level. From Wikipedia, In general systems theory, and

information system is a system, automated or manual, that comprises people, machines, and or

methods organized to collect, process, transmit, and disseminate data that represent user

information. According to John Cooper, (Radhakrishnan, R. 2014). failure of the information

systems can cause a major loss of service, and so their dependability is a major concern. Current

facets of dependability, such as reliability and availability, do not address the needs of critical

information systems adequately because they do not include the notion of degraded service as an

explicit requirement. Some background material about critical information systems is helpful in
understanding the need for a precise notion of survivability and how it differs from other notions

of dependability.

According to Zachman J.A., (1987), the subject of information systems architecture is beginning

to receive considerable attention. The increased scope of design and levels of complexity of

information systems implementations are forcing the use of some logical construct (or

architecture) for defining and controlling the interfaces and the integration of all of the components

of the system. On the assumption that an understanding of information systems architecture is

important to the development of a disciplined approach, the question that naturally arises is "What,

in fact, is information systems architecture?" Unfortunately, among the proponents of information

systems architecture, there seems to be little consistency in concepts or in specifications of

"architecture," to the extent that the words "information systems architecture" are already losing

their meaning! Furthermore, it probably is not reasonable to expect reconciliation or commonality

of definition to emerge from the professional data processing community itself.

According to Couger John, (1973), the information systems development process is viewed as

consisting of analysis, design, and implementation phases, prior to the operation phase. These

phases do not ordinarily take place strictly in the order given but rather exist together in a

continuing pattern of interaction. The development of information systems then consists of an

iterated process of information analysis, system design, and implementation. This "system life

cycle," it has been pointed out, applies to other kinds of development effort as well.

2.5 Room Rental Payment

Manual accommodations process would require their student tenants to make the long trip to pay

their room rents. In order to pay their fees to the bank or school cashier, the students have to

physically show up at the venue and stand in long queues due to the slow nature of the manual
payment verification processes (Ayanlowo, K., Et al 2014) After a payment has been made, the

school accommodation sector will then keep a physical record of the payment or bank transfer

made in the form of a printed receipt (Bikash Choudhary et al 2020)

According to Paras Jain, certain colleges in India have moved away from cash-based transactions

and instead adopted an online means of payment. The implementation of an online payment mode

will allow for the convenience of students as they are no longer required to carry around huge sums

of cash, as well as queue up to pay their accommodation fees. Students can easily pay their

monthly school fees through their mobile devices or personal computers wherever and whenever

they see fit. Management-wise, the school is able to keep track of the transactions made by students

as everything is stored in the system’s database. Thus, manual forms of records such as receipts

can be completely removed with the implementation of online payment methods (Radhakrishnan,

R. (2014).

2.6 Social Interaction in Accommodation

In a research carried out by Caroline Kamini Thangiah, a huge factor that affects a student tenant’s

adjustment into the university and its accommodation is the student’s own social network and

interaction. The social network of a student; regardless of local or foreign, includes close

interactions and friendships that are formed with other student tenants during their stay in their

respective accommodations. A study that took place in the United States in 2002 had discovered

that student tenants who had little contact with the rest of the accommodation were reportedly

feeling very isolated and withdrawn in their new environments. Caroline had suggested that the

interactions of student tenants with the other tenants of various cultures and backgrounds could

significantly improve the adjustment process by providing the students with a proper means of

social networking (Wan Jaafar, W.N.H.(2012).

As the usage of internet communication technology in universities progresses on, online discussion

forum (ODF) has arisen as a means of allowing students to interact with the class by posting

message on discussion threads and receiving instant feedback from other students and lecturers

alike. There is no loss of data in an ODF as the messages and topics posted in the system are

constantly stored in a virtual space, allowing for retrieval anytime and anywhere. In an

accommodation sector, such usage of an online discussion forum could potentially remove the

communication obstructions that are present between the student tenants and accommodation

staffs. ODF could possibly be used to ensure that everyone that is residing in the accommodation

is clearly aware of the events, announcements, and happenings that are going on in their

accommodations. For most student tenants, the online environment is found out to be more

approachable and less bounded by convention, hence allowing for better communication and

interaction with other students and staffs in the accommodation (Wan Jaafar, W.N.H.(2012).

2.7 System User Interface

The importance of having a good user interface and experience is supported by a research on

dormitory management systems that states that most present systems are complete but lacking in

terms of user interface. Although the existing accommodation management systems may be

relatively functional, the complex, unapproachable graphical user interface provided by such

systems may give out a very intimidating aura that impends the proper usage of the system by both

the accommodation staffs and student tenants. In addition, the targeted users of the Hostel

management system would also have to take a considerable amount of time to learn, adapt and

navigate around the complicated system. Huang had proposed that the friendliness of the user

interface and experience of the system should be emphasized on to allow users to easily discern
the visual perceptions and functions of the interface, indirectly reducing the complexity of using

the system, as well as increasing the productivity of users in the system (Ashesh, K. et al 2020).

The implementation of a computerized hostel allocation management system by Ezekiel,

Omopariola Kayode was carried out to accommodate for the increasing number of students

studying in an institution. The system was developed in a way that it was more GUI oriented and

worked around a central database system that contains the information of all available rooms for

automatic allocation (Azeeta, A., S 2020) In addition, a Hostel Management System framework

done by Ritesh Kumar Bista and his team utilizes a user-friendly GUI in the form of an online

mobile appsite to automate and handle all known procedures of managing the accommodation

offices. The proposed framework was developed with the aim of limiting human effort and making

the student room allocation process easier to “drag-and-drop” accordingly (Babalola, A. E., 2020)

2.8 Security and Attendance Tracking

In most school accommodations, security is not really enforced by the management, meaning that

student tenants are able to freely enter and leave the accommodation premises on their own free

will. Despite the presence of security in the accommodation such as CCTV surveillance and

patrolling security guards, the whereabouts and safety of the student tenants are completely

unknown as soon as the step out of their accommodations (Noraziah, A., et al 2021) In the proposed

system, a student tenant’s chectout/checkin status notifications will be recorded. The exit time and

dates of the students will be recorded.

2.9 Benefits of Hostel Management Systems

In this literature, some of the benefits of HMS include

Performance: Since inception, HMS helps avoid the physical treatment of students records which

is usually very tedious and profoundly inclined to blunder. To improve the exhibition of the Hostel

management System, the automated framework is to be embraced.

Efficiency: The fundamental objective of HMS application is effectiveness. The site ought to be

productive with the goal that whatever the client presents any details, the application is refreshed

promptly and the management updated real-time.

Control: The unlimited oversight of the electronic framework is under the hands of approved

people who have the secret key to get to the framework and who ensure that all illicit access is

denied. Control is totally in the possession of the director and different individuals reserve the

options to see the records not to make change to any entry.

Security: Security is the principal standard for an electronic hostel management framework. Since

illicit access may degenerate the information base and guarantee the assurance of the sored

information.

Effectiveness: This is another high point of HMS. It eliminates haphazard allocations leading to

over-crowded rooms. HMS also has capacity for remote access, thus, enabling students to book

their rooms ahead of physical arrival on campuses

Financial benefits: HMS has ensured efficiency and effectiveness in room allocation using

electronic means, thereby removing the need to engage several staff in hostel management (Ashesh

and AppaRao 2020).

 CHAPTER THREE

METHODOLOGY

The methodology adopted for this research work is object oriented methodology (OOP). We live

in a world of objects. These objects exist in nature, in man-made entities, in business, and in the

products that we use. They can be categorized, described, organized, combined, manipulated and

created.

Therefore, an object-oriented view has come into picture for creation of computer software. An

object- oriented approach to the development of software was proposed in late 1960s. Object-

Oriented development requires that object-oriented techniques be used during the analysis, and

implementation of the system. This methodology asks the analyst to determine what the objects of

the system are, how they behave over time or in response to events, and what responsibilities and

relationships an object has to other objects. Object-oriented analysis has the analyst look at all the

objects in a system, their commonalties, difference, and how the system needs to manipulate the

objects. OOM of building systems takes the objects as the basis, Firstly, the system to be developed

is observed and analysed and the requirements are defined. Secondly, the objects in the required

system are identified e.g. students, admin, computer systems, online allocation system etc. in

simple terms, OOM is based on identifying the objects in a system and their interrelationships,

once this is done, the implementation of the system is done.

Technical research carried out early on had listed out the items that are necessary for the

development of the proposed webbased Hostel management system. HTML, CSS,

JAVASCRIPT,and PHP are chosen as the frontend and backend languages respectively, while

VSCode is chosen as the IDE to code and implement the above languages. while MySQL

Workbench is selected for the backend database management purposes. Certain other items include
using Windows 10 as the operating system, Apache HTTP Server as the underlying web

application server, and finally, Google Chrome as the web browser for the development of the

system. These pre-identified and handpicked items are crucial to ensure the overall success of the

proposed web-based accommodation management system in the development phase.

The basic steps of system designing using Object Modelling may be listed as:

a. System Analysis

b. System Design

c. Object Design

d. Implementation

3.1 advantages of Object Oriented Methodology

Object Oriented Methodology closely represents the problem domain. Because of this, it is easier

to produce and understand designs. The objects in the system are immune to requirement changes.

Therefore, allows changes more easily.

Object Oriented Methodology designs encourage more re-use. New applications can use the

existing modules, thereby reduces the development cost and cycle time.

Object Oriented Methodology approach is more natural. It provides nice structures for thinking

and abstracting and leads to modular design.

3.2 System Analysis and Design

System Analysis and Design: Systems analysis is a process of collecting factual data,

understanding the processes involved, identifying problems and recommending feasible

suggestions for improving the functionality of the system. This involves studying the business

processes, entity relationships gathering operational data, understand the information flow,

finding out bottlenecks and evolving solutions for overcoming the weaknesses of the system
so as to achieve the organizational goals. System Analysis also includes decoupling of complex

processes that make up the entire system, identification of data store and manual processes.

System design is an attempt towards creation of a new system. This phase focuses on the detailed

implementation of the system. System design has two phases: logical design and physical design.

During logical design phase, the analyst describes inputs (sources), outputs (destinations),

databases (data sores) and procedures (data flows) all in a format that meets the uses requirements.

The analyst also specifies the user needs and at a level that virtually determines the information

flow into and out of the system and the data resources. Hence, the logical design is done through

data flow diagrams and database design.

The logical design is followed by physical design or coding. Physical design produces the

working system by defining the design specifications, which tell the programmers exactly what

the candidate system must do. The programmers write the necessary programs that accept input

from the user, perform necessary processing on accepted data through call and produce the

required report on a hard copy or display it on the screen.

3.2.1 Analysis of The Existing System

The population of students gaining admission to higher institutions is increasing on yearly basis.

This is putting enormous pressure on the facilities in these institutions. Adopting the

conventional manual scheduling methods to the facility management job is the common practice

in most institutions here in developing world. This method is characterized by numerous

drawbacks, some of which are human error, low security, data redundancy, difficulty in

management, difficulty in data update, difficulty in record keeping, difficulty in data recovery

in case of disaster etc.

Thus, to enhance the administration of hostel facilities, there is need for application of

effective optimization methods and scheduling algorithms on the part of the authority managing

the facilities. The proposed system addresses the drawbacks of the existing system and ensures

data integrity. The system is more user-friendly and GUI- oriented.

3.2.2 Advantages of the Existing System

1. Power supply does not affect the operation of the current system.

2. The current system can be used by both computer literates and non-computer

literates.

3.2.3 Disadvantages of the Existing System

The existing system is characterized but not limited to the following inefficiencies:

1. The current system makes the retrieval of information very difficult because of the

large volume of file one has to sort through to retrieve or have access to one’s file.

2. The current system lacks adequate security because unauthorized users can have

access to information which makes inefficient.

3. The current system is vulnerable to natural disaster like flood, fire outbreak and

rodent attack of files which will cause loss of information.

4. The current system lacks a computer-based database for the storage of files which

makes these files to occupy the physical storage space.

5. Lots of time is devoted to the filling of forms in logical for easy retrieval of

information.

6. There is insufficient manpower to cope with the growing population.

3.2.4 Alternative Solution to the Problems Identified

The alternative solution to these problems is development of an online hostel management system;

the hostel management system will eliminate the problems encountered in the manual system. If

implemented, it will play a great role such as:

1. Increase efficiency: the computerized system formulates accurate efficiency,

faster and effective way of processing hostel activities, with the intervention of computer.

2. Storage: the new system provides a better means of information storage, all records

related to hostel are stored on a centralized database and encrypted to avoid unauthorized

access.

3. Error free: the new system with the computer intervention in processing, errors

will be avoided or eliminated.

4. Speed: the new system offers the students affairs officer and the management an

opportunity to retrieve and sort files in the shortest possible time compared to the manual

method.

5. Reliability: delay is completely faced out on the retrieval of record about hostel

using the computerized system.

3.2.5 Justification for the Proposed System

After a thorough analysis of the existing system and a careful feasibility study to find out if there

is need for automation of the existing system, the adoption and implementation of the proposed

system will in no doubt be of great benefit to the institution. To overcome all the limitations of the

existing system, a framework called hostel management is proposed which is a web application.

This framework automates all the activities occurring in the hostel. The proposed system provides

data security and integration which is a major drawback in the current scenario and also provides
smooth operation in retrieving data in a more systematic way hence saving a lot of human effort

and time. The proposed system being a website runs on a server with robust database with

eliminates the problem of data redundancy and helps to store information of students and other

hence ensures data integrity and interconnects all those students and management process

involved. This framework allows students and employee to manage various activities in a

computerized manner

3.3 Analysis of the Proposed System

The proposed system which is a web-based that can be launched on the internet or run on a server

is a robust system which interconnects all the departments and personnel involved in the student’s

management and allocation process in a network. The system also have robust database for the

storage of information in all places where students data needs to be stored.

3.3.1 Advantages of the Proposed System

1. The proposed system will automate the hostel’s allocation/management process

thereby eliminating the loopholes associated with the current system.

2. The use of database will help in easy retrieval of information and control data

concurrency.

3. The use of password will be incorporated to maintain and ensure data security and

integrity.

4. The online connection of all the departments and the relevant personnel involved

in the allocation process will help users to locate and view information faster and use

application that is relevant to their roles and responsibilities.

 5. The new system is cost effective because information can be accessed through web

browsers rather than maintaining physical documents which will help to save money on

printing, duplicating of documents as well as document maintenance overhead.

3.3.2 Disadvantages of the Proposed System

1. The proposed system will require electricity to function.

2. It will take time to train the adequate manpower required to operate the proposed

system.

3.4 Data Collection Method

The process by which data collected are systematically analysed and interpreted by a researcher.

There are two data that are analysed usually are:

- The primary data

- The secondary data

3.4.1 Primary Source of Data

This primarily centers on direct involvement with personnel or experts in the field of discipline

the researcher is carrying out his/ her research on. The major tool for the collection of the primary

data for this researcher work is:

• Interview: Use of interview-oral awarding of questions to the student’s affairs officer

of The Federal Polytechnic Ado Ekiti and some students. The accuracy in using this

method of obtaining data for processing is high because there are no assumed figures or

data. The information gotten is trusted to be genuine. The awarding of oral questions to

respondents was to aid the researcher get a leverage ground of the technical knowhow

of the impact of the use of the web especially in College of Agriculture Lafia which is
 chosen as the case study for this research. All this aimed towards arriving at a good

conclusion.

• Direct observation: Complementing the interview is personal observation of the

routine of the college.

3.4.2 Secondary Source of Data

The secondary source of data used for this research is the use of libraries which comprises of

textbooks, past project works, the internet, and other related works. This method of data collection

is to broaden the scope of the researcher and to look into several peoples work and what has been

done so far in order to give his/her own quota to the topic under review.

System Design and Specification

The system design shows the blueprint of any system that is to be developed. It gives the very

detail about every component of the system that is to be built. Here the researcher gives the general

outline of the final product (what could be referred to as manual).

The various procedure of usage of the new system is given here, i.e. how to, what to and on what

shall the system be used on. The importance of the design is to enable system designer or researcher

to know the cost consequence of the product on the user and the developer. In that the effectiveness

of the system will not be obsolete. (Investing much resource and having less productivity).

3.4.3 Dataflow Diagram

A data flow diagram models objects, associations and activities by describing how data flow

between and around various objects. Data flow diagram is used to illustrate how data is processed

by a system in terms of inputs and outputs. They are pipelines through which packets of

information flow. Data flow diagram work on the premise that for every activity there is some

communication, transference or flow that can be described as a data element. Data flow diagrams
describe what activities are occurring to fulfill a business relationship or accomplish a business

task, not how these activities are to be performed. It shows the logical sequence of associations

and activities, not physical processes.

Context Dataflow Diagram

A context diagram is a top level (also known as “level 0”) dataflow diagram. It only contains only

one process node (“process 0”) that generalizes the function of the entire system in relationship to

the external entities.

Student Room
Details s

HOSTEL
MANAGEMENT
SYSTEM

Data Other
Channel
Entry issue
hostel
s
Figure 3.1 Context DFD

Level 1 Dataflow Diagram

Level 1 DFD is an expansion of the context diagram that shows more processes and how the

interacts with the system in terms of inputs and outputs.

 Retrieve

Applications
Application

Students info
Applying Available Space
Space
Reports

Allocation of
Bio-data HMS
space

Verifying
Admin
entitlements

Admin details

Figure 3.2: Level 1 DFD

 Level 2 Dataflow Diagram

Applications
Students Makes application Applying

Available space

Allocating
Bio-data HMS
room

Verifying
entitlement available

Admin

Negative app

Figure 3.3: Level 2 DFD

3.4.4 Entity Relationship Model

An entity relationship model (ER model) is a systematic way of describing and defining a business

process. The process is modeled as components (entities) that are linked with each other by

relationships that express the dependencies and requirements between them, such as: one building

may be divided into zero or more apartments, but one apartment can only be located in one

building. Entities may have various properties (attributes) that characterize them. Diagrams created

to represent these entities, attributes, and relationships graphically are called entity relationship

diagrams.

An ER model is typically implemented as a database. In the case of a relational database, which

stores data in tables, every row of each of table represents one instance of an entity. Some data

fields in these tables point to indexes in other tables; such pointers represent the relationships.
 Figure 3.4: Entity Relationship Diagram (ERD)

3.4.5 Use Case Model

Use case diagrams describe what a system does from the standpoint of an external observer. The

emphasis of use case diagrams is on what a system does rather than how. They are used to show

the interactions between users of the system and the system. A use case represents the several users

called actors and the different ways in which they interact with the system.

Actors

• Students

• Admin
 • Hostel management System

Use Cases

• Apply

• Set rooms

• View status

• Delete setups

• View applications

• Change password Login.

 Below is the diagram of the use case for the proposed system.

System

LOGIN

APPLY
SETUP HOSTELS

VIEW STATUS

SETUP ROOMS

CHANGE PASSWORD

STUDENT
ADD STAFF
ADMIN
VIEW PROFILE

VIEW APPLICATIONS

APPROVE APPLICATIONS
RECEIVE SMS

DELETE SETUPS

Figure 3.5: Use case diagram

3.5 System Requirements

To be used efficiently, all computer software needs certain hardware components or other software

resources to be present on a computer. These prerequisites are known (as computer) system

requirements and are often used as a guideline as opposed to an absolute rule.

([Link]
Below are the requirements for the proposed system:

3.5.1 Functional Requirements

FUNCTIONAL EXAMPLE
DESCRIPTION
REQUIREMENTS

Student information Information the system must The system must contain

contain the students information

View application status Status the system must contain The system should allow

students to check for their

application status

Rooms allocation Allocate rooms to hostel The system should be able

to allocate rooms to

students

3.5.2 Input Requirements

The input requirements includes: users ID, students details, staff details, hostels, rooms,

programmes, levels, reports, fees type, no of beds, room number, room capacity etc.

3.5.3 Output Requirements

The output requirements includes: reports, available space, staff information, students details etc.

Hardware and Software Requirements

The hardware is the physical and tangible components of a system unit which will function

together to perform the required task. These components are:

1. Central processing unit (CPU)

2. Network
 3. Keyboard

4. 512 Mb of RAM

5. 10 Gb of hard disc

6. Monitor (VDU-visual display unit)

7. Printer

8. Mouse

9. Uninterrupted power supply (UPS).

The software is the non-physical part of the system that uses the hardware components to

successfully run the system that has been built. These components are:

1. Windows operating system

2. Local host (WAMP Server)

3. Web browser

4. Dreamweaver

5. MySQL

3.6 Table Specification

The information on the database of the website which is in formatted tables, making it a relational

database, it has to be regularly updated and edited. Implying that there should be masters file which

according to Mr. Adegoke (introduction to file processing, 2008) is not permanent in nature, since

it has to reflect current changes to reflect the current events as they unfold. Among the tables to be

regarded as master files in this research work is;

i. Students information table

ii. Hostel application table

iii. Hostel’s table

 iv. Room’s table

v. Fee structure table

Table 1: Student’s Data Table

The student’s data table below stores student’s information on the database.

FIELDNAME DESCRIPTION FIELD DATA TYPE FIELD SIZE

Studid Student id INTEGER 10

Name Student’s name VARCHAR 50

Rollno Student’s reg no. VARCHAR 15

Dob Date of birth VARCHAR 50

status Status VARCHAR 15

level student’s level VARCHAR 45

Table 2: hostel table

This table stores the information of the hostel, information such as, the hostel id, hostel name, the

category of the hostel (gender), number of beds,

FIELD NAME DESCRIPTION FIELD DATA TYPE FIELD SIZE

block_id Hostel id INTEGER 10

block_name Hostel name VARCHAR 25

description Hostel type TEXT 45

status Status VARCHAR 10

Table 3: Room table

This table stores the details of a room, details such as the roomid, the hostel where the room is

located, the room number, number of beds in the room and the hostel description. Below is the

room table.

FIELD NAME DESCRIPTION FIELD DATA TYPE FIELD SIZE

room_id Room id INTEGER 10

block_id Hostel id INTEGER 10

room_no Room no INTEGER 10

no_of_beds Number of beds INTEGER 5

description Hostel TEXT 45

status Status VARCHAR 10

Table 5: Fees structure table

This table stores information about hostel fees, it stores information like fee structure id,

programme id, fee type, cost and the status. Below is the fee structure table.

FIELD NAME DESCRIPTION FIELD DATA TYPE FIELD SIZE

fee_type Type of fee VARCHAR 25

Cost Price FLOAT 10,5

Status Status VARCHAR 15

3.7 Design Tools for the Project

The technologies/tools that will be used for this work are as follows:
HTML: Hypertext Mark-up Language is a web design application that works with codes on it. It

is the oldest application for designing websites. The HTML editor is similar to creating documents

in Microsoft word. A website is a whole bunch of interconnected computers talking to one another.

The computers on the web are typically connected by phone lines, digital satellites signals cables

and other types of data-transfer mechanisms. The codes written are viewed in the World Wide

Web browser. The HTML carries on it images, music, text etc.

1. DREAMWEAVER: Is a web development application which allows users to

preview websites in locally installed browsers. It is a tool that empowers designers and

developers to build standards-based website with confidence. The design is done visually

or directly in code. It is fully a WYSIWYG (what you see is what you get) editor. It makes

creation and development of web easy, interesting and quick. For this project Dreamweaver

is used for describing the pages.

2. PHP: PHP is a powerful tool for making dynamic and interactive web pages; PHP

is widely used, free, and efficient competitors such as Microsoft’s ASP. PHP is an

HTML-embedded scripting language, much of its syntax is borrowed from C, Java and Perl with

a couple of unique PHP specific features thrown in. the goal of the language is to allow web

developers to write dynamically generated pages quickly. PHP is used to establish the database

connection, it is also used to make some queries on this project.

3. MySQL: MySQL is a relational database management system. It stores data in

separate tables rather thanputting all the data in one big store room. This adds speed

flexibility.

The MySQL database server is very fast, reliable, cheaper and easy to use and learn. MySQL today

offers a rich and useful set of functions. Its connectivity, speed and security make it highly suited
for accessing databases on the internet, it also supports clustering technology. On this project

MySQL is used for creating the database.

4. WAMPSERVER: This is a local server that hosts a website that is designed for a

test run. It is not accessible through the internet; it is only on the system on which it is

installed that it functions. It is functional on only windows operating system.

5. JAVASCRIPT: is a web tool that adds interactive functions to HTML pages,

which are otherwise static, since HTML is a display language, not a programming

language.

On the client, JavaScript is maintained as source code embedded into an HTML page. On the

server, it is compiled into byte code (intermediate language), similar to java programs.

6. CSS (cascading style sheet): style sheets have been used for document designs for

years. They are the technical specifications for layout, whether print or online. Print

designers use style sheets to ensure that their designs are printed exactly to specifications.

7. ADOBE PHOTOSHOP: This is a graphic editor which works concurrently with

Dreamweaver. It facilitates the designs of banner, logos, template for web pages, site and other

web applications. Fireworks do not have the control of visual editing environment due to its ability

to create graphics together with its code to be exported to Dreamweaver.

3.8 System Modules:

The proposed framework consists of three different modules:

Staff/Administrator module

Student module
 Login panel

Dashboard

Add Room

Add Student

View Student Profile

Manage Complaint

Fig 3.6: Admin/staff Module Flow As shown in the above figure

Admin’s Data flow is described in steps:

In step 1: The login panel will appear if the admin is already registered then he/she can login the

panel using username and password. And if not he or will register

In step 2: Admin can Add new room or vacant one

In step 3: Admin can accept the request sent by the students with confirmation.

In step 4: Admin can be able to view student information or data

In step 5: Admin can generate report concerning a particular student or entire block or payment

report

In step 6: Admin can be able to response to complain request made by student

 Login panel

Dashboard

Book room

Check In And Out

Update Profile

Make Complaint

Fig 3.7: Student Module Flow As

The privileges of the user shown in the fig. 2 are described below:

Step 1: Students can be login their username and password if the they have registered, if not they

register

Step 2: student can apply for any room and make payment of choice base on the vacant one

Step 3: student can indicate on the portal the date they pack in or leave the room premises

Step 4: Students has the privilege to manage data on the website, like managing all the information

and change the username and password and also update of their info etc.

Step 5: students can generate receipt of the hostel they apply and paid for

Step 6: student can make compliance on the issue that surface in the hostel premises
Fig 3.8 DFD For Allotment Process

Application Verification
form
Hostel
Student Management Admin
system
Allotment Confirm Admission

Username
Student Login Access HMS
Student
Details student
Register
Fig 3.9 DFD For Student Login
Personal Details Application
Application Admin
Student Filling

Fig 3.10 DFD For Student Registration

Username
Application HMS
Admin Eli Login verification
password
V
Allot of Database
Modify vaccant

Figure 11 DFD for Admin Module

Eligible Eligible
Admin Login Application
verification
HMS

Allot of Database
Vaccant

Edit notice Modify

Database
View
complaint Database