HOSTEL INFORMATION SYSTEM

AMITY UNIVERSITY It outlines the feasibility

study and cost-benefit
AMITY SCHOOL OF BUSINESS
analysis of the system
ANALYSIS AND DESIGN OF required by the Chief
BUSINESS SYSTEM
Warden of the hostel for
effective management of
the hostel affairs.
BASELINE PROECT
PLAN REPORT
 EXECUTIVE SUMMARY
• The Raman Hostel Management is facing the
problem of increased costs of the inventory due to
inefficient management by the concerned people.

• There are no proper procedures to commence the

activities of bill collection, inventory ordering,
maintaining student databases, controlling stores
issues, preparing the day menu, and making payment
to the vendors.
The organizational units affected are:
• The purchases unit
• The mess billing unit
• The stores issue and ordering unit
• The accounts unit

The benefits will be:

• Reduce inventory cost by Rs. 44,800 per month.
• A saving of Rs. 912 per month due to better
collection of bills.
• Rs. 7250 per month due to faster billing/receipts and
supply consolidation.
 DEFICIENCIES FROM THE PRESENT
MANUAL SYSTEM
Missing functions:
• Forecasting of stores requirements not done.
• Daily rate calculations not updated frequently
Unsatisfactory performance:
• Student’s bills not itemized.
• Payments to vendors not prompt.
Excessive costs of operations due to the following:
• Unpaid long outstanding dues from students.
• Frequent unplanned visits to the city to buy out-of-
stock items.
 SYSTEM DESCRIPTION
For the case in hand, the following alternative solutions
can be examined:
• SOLUTION A: Improved manual system
• SOLUTION B: A PC based periodic update system
o System for Student Billing
o System for stores issues and control
o System for menu planning
• SOLUTION C: Entering data on-line to the server
 NEW EQUIPMENT TO BE INSTALLED
Hardware Software
• Processor: Intel Pentium IV 2.4 • Platform: Windows
GHz • Operating System: Windows XP SP2
• Mother Board: 845E Intel chipset • Word Processor: MS Word 2000
• RAM: 2 GB. DDR II • Antivirus: Avast Antivirus
• Monitor: LG Color 15” • File Compressor: WinZip 8.1 Classic
• Keyboard: TVS Gold 104-105 keys
• Mouse: 3 Buttons Logitech
• Printer: HP DeskJet 3325
• Hard Disk: 320 GB
• Ports: USB
• Combo Drive: Samsung
• Floppies: 3.5” IBM (Colored) 
 FEASIBILITY ASSESSMENT
ECONOMIC ANALYSIS:
• The proposed system is economically feasible since:
• The cost of the hardware and software is quite
affordable.
• Long term financial profit on the amount of time and
effort can be saved.
• The manpower cost will be reduced.
• Improved quality of work by better information system
and faster decision-making will be possible.
• System implementation Improves efficiency in terms of
processing time.
ONE TIME COSTS WORKSHEET RECURRING COSTS WORKSHEET
Hostel Information System Hostel Information System

• PC Rs. 73,000 • Application Software

+ printer Maintenance Rs. 2,000
+ power supply • Incremental Data Storage
• Site Preparation Nil required Rs. 1,000
• System Analysts Rs.67,000 • Supplies Rs. 1,400
+ programmers • Incremental communication
+ consultants
Rs. 600
• User Training Rs. 2,000
• TOTAL RECURRING COSTS
• TOTAL ONE TIME COSTS
Rs. 5,000
Rs.1, 42,000
TANGIBLE BENEFITS
• Savings per month due to inventory reduction and wastage
Savings : Rs. 3.7 per day per student
• Savings per month due to decreased transport cost
Initial Expenses (given)
Rs. 8000 per month
Savings: Rs. 6950 per month.
•  Savings per month due to early payment to vendors
Savings: Rs. 300
• Savings per month due to better collection
Total amount of interest per month from 40 students: Rs. 912 per month
• Total Benefits: Rs. 52,962 per month
• Recurring Cost : Rs. 5000 per month
• Net benefit per month: Rs. 47,962
• Total Capital Cost: Rs. 1, 42,000
TECHNICAL ANALYSIS:
The proposed system is technically feasible since:
• The proposed system is capable of providing adequate
responses.
• The proposed system being modular, can add more features in
future.
• The system guarantees for back up files in any case of data.

OPERATIONAL ANALYSIS:
 The proposed system is operationally feasible since: 
• The proposed system meets customer’s requirements.
• Company can cope with the changes that will result.
• If the project needs additional time, the company is able to
retrain/redistribute existing staff or recruit additional
manpower.
SOCIAL ANALYSIS:
The proposed system is socially feasible since:
• Proposed system is physically possible and there are no
negatives repercussions and impacts on people in and outside
the company.
• The proposal will influence working practices in a favorable
way and improve working conditions for employees.

• SCHEDULES ANALYSIS
The proposed system is feasible in terms of schedules since:
• The total time to develop the system is around 3 months
which is minimal in response to the long term benefits the
system delivers.
• It would require only 15 days (min.) to train the managers in
accessing the system.
STATEMENT OF
PROJECT SCOPE
 RAMAN HOSTEL Prepared By: Karan Kapoor
• Statement of Project Scope Date: Feb 14, 2011
• General Project Information Project Name: Hostel Information System
Project Manager: Karan Kapoor
• Problem/Opportunity Statement:
Being all the works done manually, there are increased costs of the
inventory due to inefficient management by the managers at different levels
& no proper procedures to commence the activities of bill collection,
inventory ordering, maintaining student databases, controlling stores issues
etc. An improved system is required to maintain work properly.
• Project Objectives:
To enable the managers control inventories & issues of stores to cooks to
minimize stock & wastage respectively, ensure speedy bill collection, update
database of students in hostel, minimize students mess bills, reduce
outstanding payments.
• Project Description:
An information system will be constructed with all the minimum required
configurations that will enable the Warden of the hostel reach to all the
information regarding the mess activities as and when needed. The
aggregate data made can be shared by any unit to take their decisions
regarding for e.g. sales or purchases of the raw material.
• Business Benefits:
Savings due to inventory reduction & wastage
Savings due to early payment to vendors
Savings due to better collection
Savings in transport cost
• Project Deliverables:
Efficient decision making
Training procedures
Hi-tech working system
Appropriate cost estimation
• Estimated Project Duration: 3 months
CONCLUSION
• The proposed system will cost Rs. 1, 42,000 capital
cost and will pay for itself within the first 4 months of
operation.
• It will meet all the main goals approved by the
wardens and can be implemented within 3 months.
• The system is feasible in all cases.
• The system specifications depict the hardware and
software requirements clearly.
• The software and hardware specifications can be
change as per the advancement in technology with
affordable cost.
• Considering the entire case, the system is very much
appropriate.
 SUBMITTED BY:

1. ANURADHA BANSAL A3914710009

2. HIMANSHI GARG A3914710037
3. JAYTI SETHI A3914710077
4. SHIVANI AGGARWAL A3914710041