DESIGN AND IMPLEMENTATION

OF ONLINE HOSTEL MANAGEMENT SYSTEM

BY

AYAKA AKOLO EMMANUEL

(2031100011)

A Project Submitted in Partial Fulfillment of the Requirements for

the Degree Of Bachelor of Science In Department Of Computer
Science, Federal University Lafia.

AUGUST, 2015
 ii

Declaration
This project is my original work and has not been presented for a degree in any other university.

No part of this project may be reproduced without the prior written permission of the author

and/or Federal University Lafia.

AYAKA AKOLO EMMANUEL (Signature)

Date:
 iii

Approval
This is to certify that AYAKA AKOLO EMMANUEL; 2031100011 undertook this research

work DESIGN AND IMPLEMENTATION OF ONLINE HOSTEL MANGEMENT SYSTEM

and meets the requirements for submission to the Department of Computer science Federal

University Lafia, in partial fulfilment for the award of Bachelor of science (B.Sc.) Computer

Science Degree 2015.

……………………………… …...…………………
Agushaka Jeffery O. Date
Project Supervisor

……………………………… …...…………………
Professor D.N CHOJI Date
Head of Department

……………………………… …...…………………
Professor S.B Junaidu Date
External Examiner
 iv

Dedication
To the Lord God Almighty who bestowed to me the knowledge and wisdom used in
carrying out this project research, and to my parents Mr. and Mrs. Ayaka E.A of
Nasarawa State Polytechnic Lafia, and to who will ever desire to explore the field of
technology and make the most of it.
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Abstract
Managing the student’s accommodation application process at College of Agriculture
Lafia is a complex and time-sensitive task. This research work deals with the problems of
managing and allocating hostels to students in College of Agriculture Lafia and to avoid
the problems which occur when carried out manually. The aim of this research work
“Online Hostel Management System” is to develop a web based system with a central
database that will automatically allocate rooms to students, manage records related to the
hostel, the system designed will keep track of all the available hostel rooms, their
occupants and fund generated from hostel fee. Information for this research work was
collected from two forms of data which are primary and secondary data. These are done
by semi structured interviews and exploitation of the services of the library from
textbooks, journals, internet and other materials for purpose of better understanding. The
new system was implemented using PHP and MySQL. The result of the research is a
Hostel Management and Allocation System for College of Agriculture Lafia.
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TABLE OF CONTENTS
DECLARATION ............................................................................................................................ ii
APPROVAL .................................................................................................................................. iii
DEDICATION ............................................................................................................................... iv
ACKNOWLEDGEMENTS ............................................................................................................ x
ABSTRACT .................................................................................................................................... v
LIST OF FIGURES ........................................................................................................................ x
LIST OF TABLES ......................................................................................................................... ix
CHAPTER ONE: INTRODUCTION ............................................................................................. 1
1.1 BACKGROUND OF STUDY ......................................................................................... 1
1.2 BRIEF HISTORICAL BACKGROUND OF THE COLLEGE ...................................... 1
1.3 STATEMENT OF THE PROBLEM ............................................................................... 3
1.4 AIM AND OBJECTIVES OF THE STUDY ................................................................... 3
1.5 SCOPE OF THE STUDY ................................................................................................ 3
1.6 LIMITATIONS ................................................................................................................ 4
1.7 SIGNIFICANCE OF THE STUDY ................................................................................. 4
1.8 DEFINITION OF TERMS ............................................................................................... 4
CHAPTER TWO: LITERATURE REVIEW ................................................................................. 6
2.1 DEFINITION OF HOSTEL ............................................................................................. 6
2.2 HISTORICAL DEVELOPMENT OF HOSTEL ............................................................. 6
2.3 STUDENT HOUSING IN NIGERIA TERTIARY INSTITUTIONS ............................. 7
2.4 INFORMATION SYSTEMS ........................................................................................... 8
2.5 COLLEGE MANAGEMENT .......................................................................................... 9
2.6 STUDENT MANAGEMENT ........................................................................................ 11
2.7 CURRENT SYSTEM AT COLLEGE OF AGRIC LAFIA .......................................... 12
2.8 OTHER RELATED WORKS ........................................................................................ 13
CHAPTER THREE: RESEARCH METHODOLOGY ............................................................... 16
3.1 THE METHODOLOGY FOR THIS WORK ................................................................ 16
3.1.2 ADVANTAGES OF OBJECT ORIENTED METHODOLOGY .......................... 16
3.2 SYSTEM ANALYSIS ................................................................................................... 17
3.2.1 ANALYSIS OF THE EXISTING SYSTEM .......................................................... 17
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3.2.2 ADVANTAGES OF THE EXISTING SYSTEM .................................................. 17

3.2.3 DISADVANTAGES OF THE EXISTING SYSTEM ............................................ 17
3.2.4 ALTERNATIVE SOLUTION TO THE PROBLEMS IDENTIFIED ................... 18
3.2.5 JUSTIFICATION FOR THE PROPOSED SYSTEM ............................................ 18
3.2.6 ANALYSIS OF THE PROPOSED SYSTEM ........................................................ 19
3.2.7 ADVANTAGES OF THE PROPOSED SYSTEM ................................................ 19
3.2.8 DISADVANTAGES OF THE PROPOSED SYSTEM .......................................... 19
3.3 DATA COLLECTION METHOD................................................................................. 20
3.3.1 PRIMARY SOURCE OF DATA ........................................................................... 20
3.3.2 SECONDARY SOURCE OF DATA ..................................................................... 20
3.4 SYSTEM DESIGN AND SPECIFICATION ................................................................ 20
3.4.1 DATAFLOW DIAGRAM ...................................................................................... 21
3.4.2 ENTITY RELATIONSHIP MODEL ..................................................................... 24
3.4.3 USE CASE MODEL............................................................................................... 26
3.5 SYSTEM REQUIREMENTS ........................................................................................ 27
3.5.1 FUNCTIONAL REQUIREMENTS ....................................................................... 28
3.5.2 INPUT REQUIREMENTS ..................................................................................... 28
3.5.3 OUTPUT REQUIREMENTS ................................................................................. 28
3.5.4 HARDWARE AND SOFTWARE REQUIREMENTS ......................................... 28
3.6 TABLE SPECIFICATION ............................................................................................ 29
3.7 DESIGN TOOLS FOR THE PROJECT ........................................................................ 32
CHAPTER FOUR: ANALYSIS AND DISCUSSION OF RESULTS ........................................ 35
4.1 ANALYSIS .................................................................................................................... 35
4.2 DISCUSSION OF RESULTS ........................................................................................ 35
4.2.1 THE HOME PAGE................................................................................................. 36
4.2.2 THE USER’S LOGIN PAGE ................................................................................. 37
4.2.3 THE STUDENTS MODULE ................................................................................. 38
4.2.4 APPLICATION MODULE .................................................................................... 39
4.2.5 VIEW APPLICATION MODULE ......................................................................... 40
4.2.6 STUDENT’S PROFILE MODULE ....................................................................... 41
4.2.7 CHANGE PASSWORD MODULE ....................................................................... 42
4.2.8 THE ADMIN MODULE ........................................................................................ 43
4.2.9 HOSTEL APPLICATION/ APPROVAL PAGE ................................................... 44
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4.2.10 HOSTEL MODULE ........................................................................................... 45

4.2.11 VIEW HOSTEL .................................................................................................. 46
4.2.12 ADD ROOMS ..................................................................................................... 47
4.2.13 VIEW ROOMS ................................................................................................... 48
4.2.14 VIEW STUDENTS PAGE.................................................................................. 49
CHAPTER FIVE: SUMMARY AND CONCLUSION ............................................................... 50
5.1 SUMMARY ................................................................................................................... 50
5.2 REVIEW OF ACHIEVEMENT .................................................................................... 51
5.3 AREAS OF APPLICATION ......................................................................................... 51
5.4 CONTRIBUTION TO THE BODY OF KNOWLEDGE .............................................. 51
5.5 SUGGESTION FOR FURTHER STUDIES ................................................................. 51
5.6 CONCLUSION .............................................................................................................. 52
5.7 RECOMMENDATION ................................................................................................. 52
REFERENCES ............................................................................................................................. 53
APPENDIX ................................................................................................................................... 54
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List of Tables

Table 1: Student’s Data Table………………………………………………………………….30

Table 2: programme table……………………………………………………………………....30
Table 3: hostel table…………………………………………………………………………….31
Table 4: Room table…………………………………………………………………………….31
Table 5: Fees structure table…………………………………………………………………….32
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List of Figures
Figure 3.1 Context DFD…………………………………………………………………22
Figure 3.2: Level 1 DFD………………………………………………………………....23
Figure 3.3: Level 2 DFD………………………………………………………………....24
Figure 3.4: Entity Relationship Diagram (ERD)………………………………………...25
Figure 3.5: Use case diagram…………………………………………………………….27
Figure 4.1: The homepage……………………………………………………………….36
Figure 4.2: The user's login page………………………………………………………...37
Figure 4.3: The Students Module………………………………………………………..38
Figure 4.4: Application Module…………………………………………………………39
Figure 4.5: View Application Module…………………………………………………...40
Figure 4.6: Student's Profile Module…………………………………………………….41
Figure 4.7: Change Password Module…………………………………………………...42
Figure 4.8: The Admin Module………………………………………………………….43
Figure 4.9: Hostel Application/Approval Page………………………………………….44
Figure 4.10: Hostel Module……………………………………………………………..45
Figure 4.11: View Hostel……………………………………………………………….46
Figure 4.12: Add Rooms……………………………………………………………….47
Figure 4.13: View Rooms………………………………………………………………48
Figure 4.14: View Student's Page………………………………………………………49
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Acknowledgements
I want to first of all thank the Almighty God for granting me good health and protection
throughout my stay in Federal University Lafia most especially in the course of this research
work. Glory be to God.
The completion of this project was possible, thanks to the cooperation and support of a number
of people, for their inestimable investment in my education; God will surely reward you and will
help me not to fail you.
To my project supervisor, Mr Agushaka Jeffrey O. apart from accepting the noble task of
supervising my project work, you have been like a father to me, thanks for everything.
To the head of department Computer science, Federal university Lafia Prof. D.N Choji, you have
been a daddy all the way, I really do appreciate your words of encourage, advice and the love
shown to us, may the almighty God richly bless you.
To all the lecturers of Computer Science department. Thanks for impacting the best of your
knowledge into me.
I would also like to express my appreciation to Mr. Alaku Habila Akolo, for his support, advice
and encouragement throughout my stay in Federal University lafia.
I would also like to thank my colleagues and friends Joseph Ani, Yammu Abdon, Prince Anyebe,
Hauwa Mohammed, Lawal Godwin, Nkom Odock, Jimoh Tope, Alhaji Lawal Hamza Rabiu,
Daje Jesse Jonathan for their friendship and encouragements.
To my siblings, Blessing, Joshua (slim), Benjamin (yungswag), Adigidzi, Amos, Isreal (Atari),
Ashedzi for always being there for me. Finally to my prince Raymond Akolo I love u.
 1

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
responsible 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 Brief Historical Background of the College

The institution was established in 1977 under the ministry of agriculture as a training
school. In 1987, the school was elevated to the status of a college of agriculture
promulgated by the then plateau state government by virtue of edict No. 13 of 1987 to
higher national diploma levels. Following the creation of Nasarawa State October 1996,
the enabling law was reenacted as edict No. 15 of 1998 by the state government and
subsequently to reflect the new dispensation as Nasarawa State College of agriculture,
lafia.
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The objectives for establishing the institution by the Edict No, 15 of 1998 are:
1. To train people to acquire technical and vocational skills, which are needed for the
economic and social development of Nasarawa State and Nigeria as a whole
especially in the field of agriculture.
2. To train and provide people who could improve the quality of the environment by
applying their acquired knowledge in finding solutions to our environmental
problems for the conveniences of members of the society.
3. To inculcate the spirit of self-reliance, industry and versatility in students.
4. Community service oriented training and provides opportunity for students to be able
to appreciate the standard of technology in all its complexities.
5. Character-training and promotion of opportunity for job orientation.
6. Instilling into students the desire for achievement excellence and live-long education.
7. Developing national consciousness and loyalty to truth and honesty.
List of schools and academic departments
The school system came into effect from April, 1998 and each school is headed by a
Dean. The schools are:
a. School of Agriculture (SOA) with:
i. Department of Animal Science (AS);
ii. Department of Crop Production Technology (CPT);
iii. Department of Horticulture And Landscape Technology (HLT);
iv. Department of Fisheries Technology (FST);
b. School of Agriculture Engineering with:
i. Department of Agriculture Engineering (AE);
ii. Department of Agricultural Technology (AGT);
c. School of Basic Science and General Studies with:
i. Department of Basic Science (BS);
ii. Department of General Studies (GS);
d. School Of Agriculture Extension and Home Economics with:
i. Department Of Agricultural Extension And Management (AEM);
ii. Department of Home And Rural Economics (HRE);
 3

1.3 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. At College
of Agriculture Lafia, 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.

1.4 Aim and Objectives of the Study

The aim of the research work is to develop hostel management software that will manage
the hostel activities of College of Agriculture Lafia.
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.

1.5 Scope of the Study

The scope of this research work is centred on the development of hostel management
system for College of Agriculture Lafia. This project which is web-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.
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1.6 Limitations
Some of the limitations of the proposed system are:
a. The system cannot handle online payment of student’s accommodation fee and
maintenance fee.
b. The system cannot handle other hostel issues such as mess activities because the
existing system does not have one.

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 Definition of Terms

1. Hostel: A hostel is 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.
2. A Management Information System (MIS): Is a system that provides
information needed to manage organizations effectively.
3. Hostel Management System: is a software that manage the activities of staff and
students in the hostel, the system enables students to apply online for hostels and
the system allocates rooms to the students in the hostels.
4. Data: Historically, data referred to known facts that could be recorded and stored
on computer media. These are facts made up of text, numbers, images, and
sounds.
5. Databases: A systematically arranged collection of computer data, structured so
that it can be automatically retrieved or manipulated. It is also called Databank.
6. Computer Program: This is a set of instruction that guides the computer on the
action to perform.
 5

7. System: system is a combination or arrangement of parts to form an integrated

whole. A system includes an orderly arrangement according to some common
principles or rules.
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Chapter Two: Literature Review

2.1 Definition of Hostel

Davies et al (2008), 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 budget-
oriented, 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 (Perkin & Will, 2001). 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.

2.2 Historical Development of Hostel

The first youth hostel was founded by Richard Schirrmann around 1909
(www.hostelscentral.com/hostels-article-6.html). 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 (www.hostelscentral.com/hostels-
article-6.html). 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
(http://hiusa.org/about_us/history). In the meantime, Switzerland, Poland, the
Netherlands, Norway, Denmark, the British Isles, Ireland, France and Belgium had joined
the movement and added another 600 hostels in Europe
 7

(http://hiusa.org/about_us/history). 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
(http://hiusa.org/about_us/history). 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 (http://hiusa.org/about_us/history). Pre-
war 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 (http://hiusa.org/about_us/history). 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. (www.hiusa.org/about_us/history).

2.3 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 (Saint, et al, 2004). 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 university campus.
 8

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 social life of the student’s social life,
appreciation of their roles and responsibilities in the community and society at large
(Esenwa, 2003).
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 (Esenwa,
2003).

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, Jane Sullivan, (2003), 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
 9

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 College Management

The college is very fortunate in the quantity and the range of the accommodation it has
available to offer its graduate students. All graduate housing is of a very high standard
and most has been either built or refurbished in recent years. Priority is given to the first
year graduate students and merit from the college activity that students involve.
According to Lau Chi Pang, Wong Wan Man (1998), the Birth of Student Hostel: Whole
Person Education at the Formative Stage, Lingnan College is the first tertiary institution
in Hong Kong to provide opportunities for all students to live and work together in an
academy community and to realize more fully the ethos of the college as reflected in its
motto "Education for Service", Lingnan College is currently offered 1,500 hostel places
to their student which is about 75% of the total student population.
According to Downing College, Graduate students in college accommodation live either
in college or in graduate hostels which are close by as their studies usually require them
to remain in Cambridge for virtually the whole year. Graduate are able to participate as
 10

fully in college life as all other members. Cooking is not allowed in the room including
storing, preparing, cooking or consume food to prevent smell and pest nuisance. Any
damage to hostel property must be reported immediately to the hostel management.
Residents will have to pay for all damages except those caused by normal wear and tear.
There are more than ten colleges at UiTM to allocate their student but it still will not
enough to allocate their entire student. Therefore, Student Affairs Office must select the
students based on the criteria that Student Affairs Office decide to choose students that
are qualified to stay at college along their study at UiTM.
According to Mark Drunmiond, a service requirement for graduation that program is
effective because it integrates the service component into the curriculum, which can be
quite costly.
The good condition of college is very important to give comfort to the entire students that
have opportunity to stay at the college. The facilities such as light, cafe and room that
provided by the college must be in good condition. The hostel management must taking
take of welfare of their students.
According to Foubert, Tepper and Morrison, (1997), Physical environment and social
factors are the two main factors contribute to student satisfaction with the residence hall
experience. According to Stange, (1991), Physical features of a residence hall such as
architectural design, space. Amenities and location of campus have shown to impact on
student's satisfaction with their hall. Physical factors such as light, noise, temperature and
air quality also have powerfully influenced overall satisfaction with an environment.
The hostel management reserves the right to match those twin sharing residents without a
room-mate with same gender. Any damages to room facilities will be shared equally with
the room mate. The hostel management reserves the rights to enter, inspect or spot checks
the rooms in the interest of proper conduct of the residents, or the orderly and efficient
administration and proper use of the rooms, or to maintain or repair the premises but only
in the presence of the residents. Unless time permits, a written notification shall be given
in advance of the management's intended entry.
According to Austin, (1984), several researchers have explored the relationship between
residence hall living and satisfaction with the college experience. Researcher has
demonstrated that physical environment and social factors can have a substantial impact
 11

on student's satisfaction with their residence hall experiences. Residence hall experiences,
in turn, have shown to have positive impact on student perceptions of their undergraduate
experiences, mendships and faculty student relations.

2.6 Student Management

According to Marvish, (2003), Student Information Management System (SIMS) is a
student-level data collection system that allows the department to collect and analyze
more accurate and comprehensive information, to meet federal and state reporting
requirements, and to inform policy and programmatic decisions. Student
Information Management System provides the complete information and management for
the students, parents, faculties, and other staffs of the institution. Some of the features of
the Student Information Management System for management are provide management
information for decision making, provide easily accessible information for all
appropriate, provide information that is accurate, consistent, timely, reliable, and
complete, reduce administrative costs, provides information about new management
policies, fee structure, date of payment, new rules and helps management keep track of
profiles and performance of all students in the institutions.
These are some recommendations which merit further consideration, though they cannot
yet stand on their own and these are identified in the attached analysis. Students have a
range of choice in the room's allocation system. First-years fill in a form that provided by
UiTM before arrival, indicating the rent band of the room they would prefer. They also
can contact Student Affair Office if they need house to rent and not interested to stay at
the college or maybe college did not provide to them.
According to Downing College, (2006), Downing gives priority to the accommodation of
first year graduate students and overall it is able to house around half of its total graduate
population. Graduate students in college accommodation live either in college or in
graduate hostels which are close by as their studies usually require them to remain in
Cambridge for virtually the whole year. Graduates are able to participate as fully in
college life as ail other member.
Residents are responsible for the up-keep of cleanliness and tidiness of their rooms at all
times including the common areas in the hostel, such as the loimge area, pantry and
bathrooms for the convenience of the next users. No residents are allowed to make
 12

alterations or damage to the premises or to remove any fittings. Anyone caught violating
this rule will be subjected to appropriate charges and action where deemed necessary by
the management. Residents sharing common facilities within the room of the residence
shall be liable for a joint payment towards the cost of repair or loss of facilities within the
room in the event that such damage or loss is not attributable to a single resident.
According to Katong, (2005), All students must read and are expected to abide by the
following rules and regulations. Any student who fails to comply with any of these rules
and regulations shall be subjected to disciplinary action and may be EVICTED from the
residence by the Management. Any balance of the accommodation fees will be forfeited
and students will have to pay damages where applicable.
Assist students in representing themselves and their interest in the most effective manner
possible. Provide support to students, enabling them to develop identification with the
college through cultural, educational, social, recreational and training programs.
Advocate for students on various campus committees. Encourage faculty and staff to be
supportive of students and their co-curriculum activities. Assist students in developing
skills that enable them to accomplish their co-curriculum goals. Advocate for student
interests within student activities and the college as a whole by provide a student
perspective in student activities training and general policy development and work with
students to initiate new student organizations.

2.7 Current System at College of Agric Lafia

The current hostel allocation and management system at College of Agriculture Lafia is
done manually; during application, the students first of all go to the student’s affairs unit
to verify hostel availability, if available the student is giving a BED-SPACE
REQUISITION/ALLOCATION FORM. The student will have to fill the form, take the
form to his/her head of department for verification, the HOD will check to find out if the
student is eligible and belongs to the category of student’s entitled to hostel
accommodation. If the student is qualified, the HOD will approve by signing the form.
The student will now go to the bank and pay the accommodation fee to the college
account, the form is giving free but the accommodation fee is #90 and is paid alongside
 13

with the school fees, while the maintenance fee is #2500 is also paid to the school
account but is done separately.
After the payment, the student proceed to the bursary unit for exchange of teller to
receipt, the student then goes to the student’s affairs unit with the form, the bank teller
and the receipts. The student’s affairs officer keeps the record of the bank details; the
student affairs officer who is also the hostel coordinator will verify the hostel availability
and then allocate the student if available. The allocation of rooms to students is done on
the basis of first come first serve, the category of students entitled to hostel
accommodation includes: Pre ND, ND2, pre HND, HND2.
College of agriculture lafia has a total number of 13 hostels, 8boys hostels and 5girls
hostels. The hostels are named as follows: boy’s hostels (Lafia Hall, Wamba Hall, Keana
Hall, Awe Hall, Toto Hall, Keffi Hall, Doma Hall, Nasarawa Hall,). Girls Hostels
(Nasarawa Eggon, Akwanga, Obi, Kokona, and Karu Hall). The room capacity for boy’s
hostel is 5per room and is based on bed-space, whereas for girls vary, some hostels are
having capacity of 5, 4, 3, and 2.
The method of storage of students data is done using Hard-over notes and is done based
on hostels i.e. each hostel has a hard cover notebook for its record keeping.
Some of the challenges faced by the college management and students include: limited
hostel accommodation, inefficient storage method, slow retrieval of information
increased students population each session.

2.8 Other Related Works

Ezzat F. Guirgius. A review of the hostel situation in county down. Northern Ireland
Queen Street Mental Health Centre, Toronto, Ontario, Canada.
In this article, it is shown about the hospital’s situation. In 1992, the working party was
set up to report on the hostel situation in co. down, Northern Ireland and to make
recommendations regarding future needs. The hostels have been in existence in co. down
since 1963 and have increased from four beds to 102 beds at the time of the report.

Smithey. PN (1999). Empower and Partification: A contextual analysis of resident

management in public housing, 150.
 14

A journal has been written by Smithey.P discuss about a contextual analysis of resident
management in public housing. Resident management is a policy that allows the tenants
of the apartment to act wisely fully to settle the community problem, gain the support
from public and some funding. By using black empowerment cities as a research,
Smithey find out a suitable way to manage resident in public housing. By using this
journal, one can know what was needed in an apartment or hostel for students to live and
what are the requirements for a good resident.

Bowman k. (2007) A new role for student housing, revitalizing a mid-sized city core,
174.
The journal has been written by Bowman K. the journal discusses about students
residence. The survey from 380 respondents’ shows 1.6% expressed a desire to live in a
student residence. Majority of students’ response indicate that they want to choose their
own living environment than dormitory standard space. The other results shows that they
would like to add the parking lot, restaurants and grocery store as the additional facilities
at their resident. The apartments that are provided to students have occupancy range from
one to four people. The individual rooms were organized suitable to the student’s
activities in their rooms.
Pulvis C.L. (2008). The ecological footprint of hostel tourists in Ontorio and Quebec.
This journal had been written by Pulvis C. and it discusses about hostels survey. This
survey required detailed information on sample hostels. The survey was designed
appropriately to collect the information about the hostel. A qualitative questionnaire was
designed to get their opinion about the sample hostels. The collected information includes
the occupants, the month that gets higher occupants, and the facilities of the sample
hostels. After the survey, the manager will make the analysis about the sample hostels.

JE Calmeyer & GJ Delport. (2002). The modelling and control of hot water consumption
in residential hostels. Centre for new electricity studies, department of electrical and
electronics engineering University of Pretoria, South Africa.
This paper describes the models that have been developed for the design of control of hot
water consumption of the residential hostel at the University of Pretoria. It is based on
 15

1999 tariff rates. Hot water load capacity is available to be controlled on main campus
alone. In the optimal control of the hot water cylinders, stratification of hot water in the
cylinder is not considered.
 16

Chapter Three: Research Methodology

3.1 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 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.
The basic steps of system designing using Object Modelling may be listed as:
a. System Analysis
b. System Design
c. Object Design
d. Implementation

3.1.2 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.
 17

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

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.

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.

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.
 18

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 (College of
Agriculture Lafia) which will help in overhauling the current system which is
 19

characterized by inconsistency, data security, lack of data integrity, concurrency problem

and the possibility of student’s file being lost on transit.
The proposed system which will run on a Server with its robust database will prevent
ineligible students from applying, ensure data integrity by eliminating duplicity of
information, keep track of information in the system and above all interconnect all those
involved in the student’s allocation/management process.

3.2.6 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.

3.2.7 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.

3.2.8 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.
 20

3.3 Data Collection Method

The process by which data collected are systematically analysed and interpreted by a
researcher. The two data that are analysed usually are:
- The primary data
- The secondary data

3.3.1 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 college of agriculture lafia 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 know-
how 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.

3.3.2 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.

3.4 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).
 21

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).

3.4.1 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.
 22

busary

Student Details Rooms

Students
payment
Stu e
den s pac
e
ts i
nfo ilabl
a
Av

HOSTEL
MANAGEMENT
SYSTEM

y
entr
s
ake
M
Data Entry Other hostel
Channel issues

Figure 3.1 Context DFD

 23

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

 24

Level 2 Dataflow Diagram

e
edg
owl
kn
Ac
Applications
Students Makes application Applying
Vie nfo
nfo
ti
wi
den

Available space
Stu

Allocating
Bio-data HMS
room

e
le spac
ab
Verifying
r avail
o
entitlement ck f available
Ve
rify Che
Check

Yes/
no
No

Admin
if

Yes or
entitled

Negative app

Figure 3.3: Level 2 DFD

3.4.2 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
 25

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.
Bill no

Amount Date
Name
Id
Matric No Pays 1 BILL
Staff
Type
Name Age
Name Address rooms
N
Address
STUDENT N Admitted to 1 HOSTEL SERVICES
Gender
N

1 1 N
N
Has

Stays in Allots Has Offers

Name N Date
Staff id Name
1 N
Gender N
Gender
Time
VISITOR ROOM N STAFF

description

Room No Capacity Position Salary

Charges
Figure 3.4: Entity Relationship Diagram (ERD)
 26

3.4.3 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
 Setup hostels
 Set rooms
 View status
 Delete setups
 View applications
 Change password
 Login.
Below is the diagram of the use case for the proposed system.
 27

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. (http://en.m.wikipedia.org/wiki/system_requirements)

Below are the requirements for the proposed system:

 28

3.5.1 Functional Requirements

FUNCTIONAL REQUIREMENTS DESCRIPTION EXAMPLE

Hostel information Information the system The system must contain the
must contain students information

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

3.5.4 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
 29

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. Programme’s table
vi. Fee structure table
 30

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

Coursed Course id INTEGER 10
Name Student’s name VARCHAR 50
Rollno Student’s reg no. VARCHAR 15
Dob Date of birth VARCHAR 50
father_name Father’s name VARCHAR 50
mother_name Mother’s religion VARCHAR 50
Gender Student’s gender VARCHAR 10
Address Student’s address TEXT
contact_no Mobile number VARCHAR 15
parent_no Parents contact VARCHAR 15
blood_group Students blood grp VARCHAR 10
status Status VARCHAR 15
level student’s level VARCHAR 45

Table 2: programme table

This table stores information about student’s programme of study, it stores information such as
the programme id, the name of the programme, the years of the programme. The programme
table is shown below.
FIELD NAME DESCRIPTION FIELD DATA TYPE FIELD SIZE
course_id Programme id INTEGER 10
course_name Programme name VARCHAR 20
no_of_year Programme years VARCHAR 10
status Status VARCHAR 15
 31

Table 3: 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
gender Hostel gender VARCHAR 20
description Hostel type TEXT 45
status Status VARCHAR 10

Table 4: 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.
 32

FIELD NAME DESCRIPTION FIELD DATA TYPE FIELD SIZE

fee_str_id Fee id INTEGER 10
course_id Programme id INTEGER 10
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 than putting all the data in one big store room. This adds speed flexibility.
 33

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.
8. STAR UML
Star Uml is built as a modular and open tool. It provides frameworks for extending the
functionality of the tool. It is design to allow access to all functions of the model/meta-
model and tool through COM automation and it provides extension of menu and option
items.
Also, user can create their own approaches and frameworks according to their
methodologies. The tool can also be integrated with any external tools.
StarUml support the following diagram types:
a. Use case diagram
b. Class diagram
c. Activity diagram
 34

9. Microsoft Visio
Visio is a program that falls under the Microsoft Office suite of products. It is used for
many things that utilize layouts, diagrams and charts. The graphics that are used in Visio
are standard images utilized by flowcharts, decision diagrams, playbooks and even
network diagramming. It even has enough diagrams to make planning a room layout for a
conference accurate and simple.
 35

Chapter Four: Analysis and Discussion of Results

4.1 Analysis
The analysis of the Existing system and of the proposed system with alternative solution
to the current system and the advantages and disadvantages have been discussed is
chapter three of this project. section 3.2.1 discuss the analysis of the Existing system,
section 3.2.4 discuss the alternative solution and the advantages and disadvantages of the
identified problems, section 3.2.6, 3.2.7, 3.2.8 discuss the analysis of the Proposed
system with its advantages and disadvantages respectively.

4.2 Discussion of Results

Below is the system modules and how it operates, it will give the users better
understanding of how the system works.
 36

4.2.1 The Home Page

This is the first page that opens to a user as the user logs on to the website. The page
gives the highlight of the website. It answers the anticipation of the user as to what is
contained in the website. It further gives the user the opportunity to browse and navigate
through the site. Below is the screenshot of the home page.

Figure 4.1: Showing the Homepage

 37

4.2.2 The User’s Login Page

The user’s login page is the page where users of the system can login and have access to
their dashboard. The login page has two user login, the student login and the admin login,
the admin login is where the admin can have access to his own dashboard (page), the
students will login with their matric number to gain access to the application page. Below
is the user's login page.

Figure 4.2: showing the User's Login page

 38

4.2.3 The Students Module

This page is where a student is taking to after login in with his matric number, on this
page there are menu links where students can carry out some operations, such as view
application status, apply for hostel, view his profile, and can change his password. Below
is the student’s panel.

Figure 4.3: Showing the Student's Module

 39

4.2.4 Application Module

On clicking the apply menu from the student panel, this is the page that is displayed to
the students, if the students matric number is valid, some details about the students is also
displayed, the student will then go ahead and apply for a hostel. Below is the application
module.

Figure 4.4: Showing the Application Module

 40

4.2.5 View Application Module

This module is where students can view their application status, if the application has
been approved on status below it will appear approved, otherwise it will appear pending.
Below is the view application module.

Figure 4.5: Showing the View Application Module

 41

4.2.6 Student’s Profile Module

Students can view their profile from this page, below is the student’s profile page.

Figure 4.6: Showing the Student's Profile Module

 42

4.2.7 Change Password Module

On this page students who wish to change their login password can do so by supplying
the system with their old password, a new password and a confirmed password. Below is
the page where students can change their password.

Figure 4.7: Showing the Change Password Module

 43

4.2.8 The Admin Module

This is the page that is displayed to the admin after login with his log-in id and password
to carry out some operations. The page welcomes the admin if the userid and password
are valid. The page has menu links and also dropdown menus where the admin can
navigate to carry out the operations. The admin dashboard is shown below.

Figure 4.8: Showing the Admin Module

 44

4.2.9 Hostel Application/ Approval Page

This is the page where the admin can view all the applications; from this page the admin can
approve the applications by selecting a hostel to check the applications on the hostel. Below is
the hostel application/ approval page.

Figure 4.9: Showing the Hostel Application/Approval Page

 45

4.2.10 Hostel Module

The hostel module is used by the admin to add hostels and store to the database. The
admin does that by entering the hostel name, gender and the description of the hostel.
Below is the hostel module.

Figure 4.10: Showing the Hostel Module

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4.2.11 View Hostel

On the view hostel page, the admin can view the hostels already added, he can edit and
delete the existing hostels. Below is the view hostel page.

Figure 4.11: Showing the View Hostel Module

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4.2.12 Add Rooms

On this page the admin add rooms to hostel, he selects the hostel and add the room
number, number of beds in the room and the description of the room. On clicking submit
the room will added on the database. Below is the page for adding rooms.

Figure 4.12: Showing Add Rooms Module

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4.2.13 View Rooms

This page is where the admin can view all the rooms that is existing in the database ,the admin view
the rooms by selecting a hostel and clicking on submit so as to able the software display the
available rooms in that particular hostel, The admin can edit and delete any from here. Below is the
page to view rooms.

Figure 10.13: Showing View Rooms Module

 49

4.2.14 View Students Page

This page is where the admin can view the details of all the applicants. Below is the
screenshot of the view student’s page.

Figure 10.14: Showing View Students Page

 50

Chapter Five: Summary and Conclusion

5.1 Summary
This project work titled “design and implementation of hostel management system”
developed, is based on the requirement specification of the users and the analysis of the
existing system. Identification of the drawbacks of the existing system leads to the
designing of the computerized system that will be compatible with the existing system,
the proposed system is more user friendly and more GUI oriented.
This research project was able to build a hostel management system for College of
Agriculture Lafia to manage the processes involved in hostel application, allocation and
management. Having a robust database, it stores every information as related to hostels. It
also allow for updating of such information as it is one of the activities of file processing
and the characteristics of a database. So also the online application of hostels by students
is made possible.
The system developed ensures that:
 Hostel application is done through the internet.
 Rooms are allotted automatically.
 Students will become more familiar with the use of the internet.
 Human errors will be minimized.
 Safety of student’s records and information is highly maintained.
 The layman will be able to use it without difficulty.

Chapter one of this project covers the introduction of the project with sections such as:
statement of the problem, aims and objectives, background of study, scope and
limitations etc. Chapter two discuss the literature review, related work on hostel
management system are discussed. Chapter three of this project discusses the
methodology adopted for this project, the method of data collection, system analysis and
the table specification. Chapter four discusses the implementation and the results of this
project and finally, the chapter five ends this project with the summary, conclusion and
recommendations.
 51

5.2 Review of Achievement

The hostel management system has been tested and found to achieve the following:
 Online hostel application
 The development of robust database to help manage both students and staff data at the
appropriate data locations.
 Automatic allotment of rooms to hostels.
 Allocating students to hostels.
 Ensure security of information.

5.3 Areas of Application

This software can be used by any institution that uses the same hostel management and
application policy with College Of Agriculture Lafia which is applicable to all
institutions of higher learning in Nigeria.

5.4 Contribution to the Body of Knowledge

This research work which centres on hostel management system for College of
Agriculture Lafia utilizes the concept of information technology. It expanded the use of
internet as in web 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.

5.5 Suggestion for Further Studies

Due to time constraints and lack of resources, an area such as online payment of
accommodation and maintenance fee was not incorporated. This online payment facility
will enable student’s to pay their hostel fee online without necessary going to the bank or
coming to school with teller after paying at the bank, therefore it will go a long way
reducing the stress from the overall process.
 52

5.6 Conclusion
In conclusion, the hostel management system developed in PHP provides a platform for
students of College of Agriculture Lafia to carryout hostel application online and to also
enable the Staffs manage the hostel applications. The proposed system is faster and
efficient compared to the existing system and can perform the following task:
a. online hostel application
b. online students and staff information management
c. online hostel application approval based on first come first serve
d. viewing hostel application status online
e. Sending of application alert to students via sms.

The software does not capture online payment, other hostel issues such as mess activities,
visitors profile etc.

5.7 Recommendation
The researcher wishes to recommend that:
1. Other researchers should work on areas such as the implementation of the online
hostel fee payment.
 53

REFERENCES
Brakel, P V. (2003) Information portals: a strategy for importing external content, Electronic
Library, Vol. 21 Iss: 6, pp. 591-600.

Bowman k. (2007) A new role for student housing, revitalizing a mid-sized city core, 174.

Chi P., Wong W.M (1998), the Birth of Student Hostel: Whole Person Education at the
Formative Stage.

Ezzat F. (1992). A review of the hostel situation in county down. Northern Ireland Queen Street
Mental Health Centre, Toronto, Ontario, Canada.

JISC (2008) Richmond Adult Community College: Using Technology to make a step in business
efficiency and responsiveness, Regional Support Centres, London.

Katz, R. N. (2002) About Web Portals: A home page does not make a portal. Jossey-Bass, A
Wiley Company.

Matovu, M. (2009) Availability, accessibility and use of ICT in management of students’

academic affairs in Makerere University. Available: http://hdl.handle.net/123456789/909

Pulvis C.L. (2008). The ecological footprint of hostel tourists in Ontorio and Quebec.

Pena-Lopez, I. (2007) The Personal Research Portal: Web 2.0 Driven Individual commitment
with open access development, Knowledge Management for Development Journal, Amsterdam.
3 (1) 35-48.

Smithey. PN (1999). Empower and Partification: A contextual analysis of resident management

in public housing, 150.
 54

APPENDIX

Appendix 1: PROJECT PROPOSAL

DESIGN AND IMPLEMENTATION

OF ONLINE HOSTEL MANAGEMENT SYSTEM
(A case study of College of Agriculture Lafia)
Online Hostel Management System is a project that aims at building a web based system that
will enable online hostel application and management.
The main goal of this project is to develop an online Hostel Management System that will
manage all hostel activities for College of Agriculture Lafia which is the case study for the
research, this will minimize the cost and effort of managing the hostel activities, the system
which is a web based will be launched on the internet and has a robust database that will keep
records of all information related to hostel management for easy retrieval, it will also make
students familiar with the use of the internet, it will also upgrade the status of the college socially
and academically. The intended system will enable students to create a portal account, a student
will login the portal and follow the steps on the web page to do his/her hostel transaction. A
student will have to login with his matric number and password, to proceed with checking his
application status, the system will be developed in such a way that the admin who could be any
staff responsible for hostel allocation to Login with his username and password to view all the
hostel applications and approve. On approving any application, the system sends Sms to the
applicant about his hostel/application details. The system will also enable the admin staff to
setup the hostel, setup available rooms, the capacity etc.
With the knowledge of web design and application, database and PHP I will be able to achieve
this project.
DESIGN TOOLS:
The basic tools that will be used to develop this software are stated below:
PHP, JavaScript and MySQL
 55

Appendix 2: SOURCE CODE

The index page
<?php
session_start();
include("databaseconnection.php");
if(isset($_SESSION[visitorid]))
{
header("Location: visitorpanel.php");
}
if(isset($_SESSION[emp_id]))
{
header("Location: dashboard.php");
}
if(isset($_POST[submit]))
{
$sqlquery = mysqli_query($dbconnection,"SELECT * FROM
visitor WHERE username='$_POST[uname]' and
password='$_POST[password]' and status='Enabled'");
$count = mysqli_num_rows($sqlquery);
if($count == 1)
{
$msg="<p><font color='green'><strong>Logged in
successfully...</strong></font></p>";
$rs = mysqli_fetch_array($sqlquery);
$_SESSION[visitorid] = $rs[visitorid] ;
$_SESSION[stid] = $rs[stid] ;
header("Location: visitorpanel.php");
}
else
{
$msg="<p><font color='red'><strong>Failed to
login...</strong></font></p>";
}
}

if(isset($_POST[empsubmit]))
{
$sqlquery = mysqli_query($dbconnection,"SELECT * FROM
employee WHERE login_id='$_POST[login]' and
password='$_POST[emppassword]' and status='Enabled'");
$count = mysqli_num_rows($sqlquery);
if($count == 1)
{
$msg1="<p><font color='green'><strong>Logged in
successfully...</strong></font></p>";
$rs = mysqli_fetch_array($sqlquery);
$_SESSION[emp_id] = $rs[emp_id] ;
 56

$_SESSION[emp_designation] = $rs[emp_type] ;
header("Location: dashboard.php");
}
else
{
$msg1="<p><font color='red'><strong>Failed to
login...</strong></font></p>";
}
}

include("header.php");
?>
<div id="templatemo_middle">
<div id="intro">
<h2>Welcome to</h2>
<h2>College of Agric,
School portal</h2>
<p>please use the menu above to carryout
operations...</p>
</div>

<div id="slider">
<a href="#"><img src="images/slideshow/a.jpg"
width="368" height="320" alt="" title="" /></a>
<a href="#"><img src="images/slideshow/c.jpg" alt=""
width="377" height="320" title="" /></a>
<a href="#"><img src="images/slideshow/d.jpg" alt=""
width="329" height="320" title="" /></a>
</div>
</div>
<div class="cleaner"></div>
</div>
<div class="cleaner"></div>
</div> <!-- end of main -->
</div>
<?php
include("footer.php");
?>