Merit Quality Excellence

Girls Hostel Management

System (User Manual)

Made by:
Fahad Bashir
Supervised By:
ICT Department
Sukkur Institute of Business Administration

Sukkur Institute of Business

Administration

Girls Hostel Management System

Introduction
This document describes the Girls Hostel Management System Web based Interface System, which
tracks In and Out of Sukkur IBA of girls hostellers throughout hostel life in Sukkur IBA.

Usage
This document will be used by hosteller to run the system for playing their role in the system.

Project Details

A Brief Description of the project

This System is made to inform their parents of their children which are registered in girls hostel
Sukkur IBA about their In and Out of Sukkur IBA.

This System will be used by Gatekeeper.

The main Feature of the Software

It helps in Keeping track of girls hosteller about their in and out activities.

It maintains the data of every hosteller in the School in terms of his/her Personal Info,
relatives info, Tickets (request) Info.

This System helps the administration to know for reporting purpose.

How it works

Desktop based software will be presented to Gatekeeper.

Login Id and password will be provided to the Gatekeeper.

Gatekeeper of Sukkur IBA will be using the system.

Login Screen
First Gatekeeper should open the software.
Gatekeeper can login by providing their User-ID and password.

Main Menu Screen

This screen contains six modules: Check In; Check Out; Emergency; No Permission;
Relatives; Logout.
Check In module for recording entry of hosteller inside Sukkur IBA (Hostel).
Check Out module for recording entry of hosteller outside Sukkur IBA (Hostel),
Hosteller needs permission from warden/provost by submitting ticket using web
based system.
Emergency module for creating and recording entry of hosteller outside Sukkur IBA
(Hostel) who doesnt required permission from Warden/Provost in emergency
situation.
No Permission module for creating and recording entry of hosteller outside Sukkur
IBA (Hostel) who doesnt required permission from Warden/Provost using system.
Relative module shows list of hosteller relatives who are allowed to meet with
hosteller.
Logout for exiting system.

Check In Module:
Check In module is used for recording entry of hosteller inside Sukkur IBA (Hostel). Hosteller
will only be allowed to be checked In; (1) if she is registered in the system, and (2) her record
is active in the system.
Steps:

Click On module Check In

Enter ID of hosteller written on hosteller ID card by using Barcode reader or

manually.
Click on submit if you want to proceed this process further otherwise click on
close button to return Main Menu Screen.
o If you have clicked on submit button and hosteller id card is not
registered in the system, following message will be shown:

, Following Screen will be shown:

o If hosteller is registered in the system but your record is not active,

following screen will be shown:

Which shows your registration in hostel has been cancelled or you are in
Pending state to avail hostel facility.
o If hosteller is registered in the system and her record is active,
following screen will be shown:

Check Out Module:

Check Out module is used for recording entry of hosteller inside Sukkur IBA (Hostel) who
requires permission from hosteller. Hosteller will only be allowed to be checked out; (1) if she
is registered in the system, (2) her record is active in the system and, (3) she has submitted
ticket which is accepted by warden and provost.
Steps:

Click On module Check Out

Enter ID of hosteller written on hosteller ID card by using Barcode reader or

manually.
Click on submit if you want to proceed this process further otherwise click on
close button to return Main Menu Screen.
o If you have clicked on submit button and hosteller id card is not
registered in the system, following message will be shown:

, Following Screen will be shown:

o If hosteller is registered in the system but your record is not active,

following screen will be shown:

Which shows your registration in hostel has been cancelled or you are in
Pending state to avail hostel facility.
o If you hosteller is registered in the system and her record is active, if
you see following screen; which means hosteller has not submitted
ticket or submitted ticket which is not accepted by warden/provost yet.

o If hosteller is registered in the system, her record is active, and she has
submitted ticket which is accepted by warden/provost following screen
will be shown:

Responsibility of gatekeeper:

Verify the hosteller data in Hosteller Info with hosteller identity card.
Verify the accompany data in Accompany info with the CNIC card, who is
receiving hosteller at the gate.
Verify the Transport in Transport Info whether It is private, public, IBA Official
or it is unknown at the gate, which hosteller will use for traveling.
Before Submitting Ticket, Gatekeeper will enter Vehicle Number and Venial
Title, and these two fields are editable and optional and all other fields are
read-only.
Click on close button if you want to return back to Check-Out Screen.
Click on clear button if you want to enter new data in editable fields.

Emergency Module:
Emergency module is used for recording entry of hosteller Outside Sukkur IBA (Hostel) who
requires permission from warden. Hosteller will only be allowed to be checked out; (1) if she
is registered in the system, (2) her record is active in the system and, (3) she requires
permission.
Steps:

Click On module Emergency

Enter ID of hosteller written on hosteller ID card by using Barcode reader or

manually.
Click on submit if you want to proceed this process further otherwise click on
close button to return Main Menu Screen.
o If you have clicked on submit button and hosteller id card is not
registered in the system, following message will be shown:

, Following Screen will be shown:

o If hosteller is registered in the system but your record is not active,

following screen will be shown:

Which shows your registration in hostel has been cancelled or you are in
Pending state to avail hostel facility.
o If you hosteller is registered in the system and her record is active, if
you see following screen; which means hosteller doesnt requires
permission.

o If hosteller is registered in the system, her record is active, and she

requires permission following screen will be shown:

Responsibility of gatekeeper:

Verify the hosteller data in Hosteller Info with hosteller identity card.
Enter the accompany data in Accompany info of accompany who is receiving at
gate, click on Accompany Type;
o Select known if accompany is registered in the system, after selecting
Known following screen will be shown:

o Select NIC from the list of accompany NIC.

o If you have selected any NIC listed in Accompany NIC list then
Accompany name and accompany Type will automatically be filled.

o Select UnKnown if accompany is note registered in the system, If you

have Selected UnKnown following screen will be shown:

o Enter the Accompany NIC, Accompany Name, Accompany Type.

o Select Self, if no accompany is receiving at the gate; if you have

clicked on Self, following screen will be shown:

Before Submitting Ticket, Gatekeeper will Enter Vehicle Type, Vehicle Number
and Venial Title.
Click on close button if you want to return back to Emergency Screen.
Click on clear button if you want to enter new data in editable fields.

Note: All fields are optional.

No Permission Module:
Emergency module is used for recording entry of hosteller Outside Sukkur IBA (Hostel) who
requires doesnt requires permission from warden. Hosteller will only be allowed to be
checkout; (1) if she is registered in the system, (2) her record is active in the system and, (3)
she doesnt requires permission.

Steps:

Click On module No Permission

Enter ID of hosteller written on hosteller ID card by using Barcode reader or

manually.
Click on submit if you want to proceed this process further otherwise click on
close button to return Main Menu Screen.
o If you have clicked on submit button and hosteller id card is not
registered in the system, following message will be shown:

, Following Screen will be shown:

o If hosteller is registered in the system but your record is not active,

following screen will be shown:

Which shows your registration in hostel has been cancelled or you are in
Pending state to avail hostel facility.
o If you hosteller is registered in the system and her record is active, if
you see following screen; which means hosteller requires permission.

o If hosteller is registered in the system, her record is active, and she

requires permission following screen will be shown:

Responsibility of gatekeeper:

Verify the hosteller data in Hosteller Info with hosteller identity card.
Enter the accompany data in Accompany info of accompany who is receiving at
gate, click on Accompany Type;
o Select known if accompany is registered in the system, after selecting
Known following screen will be shown:

o Select NIC from the list of accompany NIC.

o If you have selected any NIC listed in Accompany NIC list then
Accompany name and accompany Type will automatically be filled.

o Select UnKnown if accompany is note registered in the system, If you

have Selected UnKnown following screen will be shown:

o Enter the Accompany NIC, Accompany Name, Accompany Type.

o Select Self, if no accompany is receiving at the gate; if you have

clicked on Self, following screen will be shown:

Before Submitting Ticket, Gatekeeper will Enter Vehicle Type, Vehicle Number
and Venial Title.
Click on close button if you want to return back to No Permission Screen.
Click on clear button if you want to enter new data in editable fields.

Note: All fields are optional.

Relatives Module (Extra module):

Relatives module is used for authenticate a relative who is at the gate for meeting with
hosteller. Hosteller will only be allowed to meet with her relative; (1) if she is registered in
the system, (2) her record is active in the system and, (3) her relative is registered in the
system.
Steps:

Click On module Relatives

Enter ID of hosteller written on hosteller ID card by using Barcode reader or

manually.
Click on submit if you want to proceed this process further otherwise click on
close button to return Main Menu Screen.
o If you have clicked on submit button and hosteller id card is not
registered in the system, following message will be shown:

, Following Screen will be shown:

o If hosteller is registered in the system but your record is not active,

following screen will be shown:

Which shows your registration in hostel has been cancelled or you are in
o If hosteller is registered in the system, her record is active, following
screen will be shown:

Search relative by NIC

Click on NIC hyperlink

, you will redirected to following screen

Responsibility of gatekeeper:

Verify the hosteller data in Hosteller Info with hosteller identity card.
Verify the relative data in Relative Info with Relative NIC.
Click on close button if you want to return back to No Permission Screen.

Note: if you dont see any data in Hosteller list click on refresh button, data will
be reloaded.

Logout Module:
Logout module is used logout system, you can logout by clicking on logout button