GARDEN CITY UNIVERSITY COLLEGE

SCHOOL OF INFORMATION AND COMMUNICATION TECHNOLOGY

DEPARTMENT OF I.C.T

TOPIC:

HOSTEL MANAGEMENT SYSTEM

By

WILLIAM SARKODIE

MICHEAL OFFEI AMPOMAH

A Dissertation submitted to the School of Information and Communication

Technology, Garden City University College in partial fulfilment for the
requirements for the award of degree of

BACHELOR OF SCIENCE IN COMPUTER SCIENCE

Supervised by

May, 2010
Introduction:

As the name specifies “HOSTEL MANAGEMENT SYSTEM” is software developed

for managing various activities in the hostel. For the past few years the number of educational
institutions are increasing rapidly. Thereby the number of hostels is also increasing for the
accommodation of the students studying in the institution. And hence there is a lot of strain
on the person who are running the hostel and software’s are not usually used in this context.
This particular project we are going to come up with will concentrate on managing a hostel
and avoids the problems which occur when carried manually on the following areas in the
Hostel set up of reference;

1. Student Management:
The first module of our project will deal with the student management aspect of the
organization. This we will look at areas such as student personal details, dates of
occupation, expiry dates, emergency contacts of occupants and other relevant areas
with respect to the student management of the organization.

2. Accounts/Records
Most hostel operators use the manual way of doing things; that is keeping records
only in books and not electronically on the computer. Our Hostel management system
will try to address the accounting aspect of the hostel business and proper record
keeping via the use of computers and other electronic devices.

3. Room Management
The room management aspect of the system will seek to tackle the issue of going
round the rooms to find out which one is available for release all the time. With the
system in place you can get all these information at the click of button. All
information is available on request as a result of the system in place. Prices of various
rooms will also be available and their respective prices are included so that it will
make the reference purpose an easy and a complete task.
 4. Employee Management
The system cannot be complete without the employee management module. This will
manage the employees of the hostel set up from the house keepers to the accountants,
the security and all related employees. This will make it easier to manage employees
of the hostel as well.

5. Asset Management

This system will manage and track all form of asset belonging to the hostel. It will
provide comprehensive details about Total Assets, Summary of Value of Asset, Audit
Report, Asset Status and Report for Month/Year. Asset Manage can create log entries
describing any changes in Status, Assignment or movement to a new location or
room. Keep track of all expenses associated with an asset such as fuel costs and
repairs. Track and schedule maintenance - extend the life of the assets. Eliminates
paper work and organizes records.

PROPOSED SITE OR CASE STUDY FACILITY:

Adom Hostel – Kenyasi Kumasi

RELEVANCE TO SOCIETY AND THE NATION AT LARGE:

It is of real importance to the management and staff of our proposed study facility due to the
fact they really want to automate their operations but have consistently failed to get a
customized system.

If the system is well developed, tried & tested and accepted it will not only serve the interest
of our proposed facility of study but similar operators in that industry will welcome its
implementation.