AN ONLINE HOSTEL RESERVATION SYSTEM
A CASE STUDY: MUBS
GROUP MEMBERS:
NAME
REG.NO
AKENA ROGERS
UBB209/2018/B/D/M/73790
OCHAN ABEL PAUL
UBB209/2018/B/D/M/
MUSANYA MARY
UBB209/2018/B/D/M/
A PROJECT PROPOSAL SUBMITTED TO THE DEPARTMENT OF INFORMATION
AND COMMUNICATION TECHNOLOGY IN PARTIAL FULFILLMENT OF THE
REQUIREMENTS FOR THE AWARD OF A DIPLOMA IN COMPUTING
AND INFORMATION SYSTEMS OF MANAGEMENT
TRAINING AND ADVISORY CENTRE
NOVEMBER, 2019
DECLARATION
We, the undersigned, declare that to the best of our knowledge, this proposal is our original piece
of work and has never been submitted for any award in any other higher institutions of learning.
AKENA ROGERS
SIGNATURE: -------------------------------------------
Date: --------------/----------/-------------------------OCHAN ABEL PAUL
SIGNATURE: -------------------------------------------
Date: --------------/----------/--------------------------
MUSANYA MARY
SIGNATURE: -------------------------------------------
Date: --------------/----------/--------------------------
i
APPROVAL
This is to certify that this research proposal has been submitted for examination with my
approval as the institutional supervisor.
MS. ESTHER KASUUBO
SIGNATURE: -------------------------------------------
Date: --------------/----------/--------------------------
ii
TABLE OF CONTENTS
DECLARATION ................................................................................................................................................ i
APPROVAL ..................................................................................................................................................... ii
CHAPTER ONE ............................................................................................................................................... 5
INTRODUCTION ............................................................................................................................................. 5
1.0
Introduction of the Study .................................................................................................................. 5
1.1
Background of the study ................................................................................................................... 5
1.2
Problem Statement ........................................................................................................................... 2
1.3
Objectives of the Study ..................................................................................................................... 2
1.3.1
Main Objectives ............................................................................................................................ 2
1.3.2
Specific Objectives ........................................................................................................................ 2
The study aims at attaining the following specific objectives; ..................................................................... 2
1.3.2
1.4
Other objectives ............................................................................................................................ 2
Scope ................................................................................................................................................. 3
1.4.1
Content/Subject Scope ................................................................................................................. 3
1.4.2.
Geographical Scope ...................................................................................................................... 3
1.4.3. Time Scope .......................................................................................................................................... 3
1.5
Significance ....................................................................................................................................... 3
CHAPTER TWO .............................................................................................................................................. 4
LITERATURE REVIEW ..................................................................................................................................... 4
2.1
Introduction ...................................................................................................................................... 4
2.1
Definition of key terms ..................................................................................................................... 4
2.1.1
System ........................................................................................................................................... 4
2.1.2
Manual System.............................................................................................................................. 4
2.2
Hostel ................................................................................................................................................ 5
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2.3
Hostel Management System ............................................................................................................. 5
2.4
Benefits of using online hostel reservation systems ........................................................................ 6
2.5
Application of online hostel reservation systems ............................................................................. 6
2.6
Systems design approach.................................................................................................................. 7
Figure 1: System Prototype by Thomas, 1996 .............................................................................................. 7
CHAPTER THREE ............................................................................................................................................ 9
METHODOLOGY ............................................................................................................................................ 9
3.0
Introduction ...................................................................................................................................... 9
3.1
Research design ................................................................................................................................ 9
3.2
Data sources...................................................................................................................................... 9
3.2.1
Primary data source ...................................................................................................................... 9
3.2.2
Secondary data source ................................................................................................................ 10
3.3
Data Collection techniques ............................................................................................................. 10
3.3.1
Interviews.................................................................................................................................... 10
3.3.2
Observation check lists ............................................................................................................... 10
3.3.3
Questionnaires ............................................................................................................................ 11
3.4
System Analysis and Design ............................................................................................................ 11
3.5
Systems design approach................................................................................................................ 11
3.6
Ethical consideration....................................................................................................................... 12
REFERENCES ................................................................................................................................................ 13
Appendix 1: Project budget ........................................................................................................................ 14
Appendix 2: Work plan ............................................................................................................................... 15
Appendix 3: Questionnaire Used to Solicit Data From students at Makerere University Business School 16
Appendix 4:
Interview guide used to collect data from the staff of Akamwesi Hostel .......................... 19
Appendix 5: Questionnaire used to solicit data from users during system validation. .............................. 20
iv
CHAPTER ONE
INTRODUCTION
1.0
Introduction of the Study
This chapter will present the introduction to the background of study, statement of the
problem, Aims of the study, objectives of the scope and definition of concepts.
1.1
Background of the study
According to Oluwagbemiga Shoewu of Lagos State University online hostel reservation
systems involves establishing formal legitimate procedures and policies that will ensure
that the students be able to acquire hostel rooms from wherever they are and book right
there and then, the booking request will be submitted to the hostel administrator and he
will give a feedback through a coupon.
The online hostel reservation systems are mainly used by students to book hostel rooms
from their homes rather than moving around looking for the suitable hostel to
accommodate them. They record data of every student who uses it like their names,
course, university and their check in and check out dates in order to know when the
rooms will be vacant.
Usually online reservation systems operate with confidential databases. Thus they are
usually not used in scientific research. Researchers prefer to use other forms of collecting
data – for instance questionnaires.
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1.2
Problem Statement
The existing system used at hostels where most students stay is a manual system that
doesn't maintain details with proper security and can’t track details easily and also
doesn’t contain functionalities of fast retrieval of information such as student details and
maintenance of all the details so it involves lots of paperwork. The current system does
not provide option to apply online, lots of time is required to manage customer info &
details so it feels that existing system not accurate and therefore maintenance becomes
very complicate, difficulty in generating different reports as per the business requirement.
There is need to design an online hostel reservation system for students in institutions and
universities in Nakawa and Bugolobi which can help to combat all the above problems
and also offer a standard interface between the clients and staff of the organization that
will Provide good communication for the customer, allow clients to book hostel rooms
anywhere they are.
1.3
Objectives of the Study
1.3.1 Main Objectives
To develop an online hostel reservation system that enables students to book rooms
online.
1.3.2 Specific Objectives
The study aims at attaining the following specific objectives;
i. To establish requirements for developing an online hostel reservation system for students.
ii. To review the existing system used by students and hostel administrators in managing
students details so that its strength and weaknesses are identified.
iii. To test and validate the system prototype.
1.3.2 Other objectives
i.
To enable hostels to provide good customer relations by being able to preserve the
integrity of the student details.
ii.
To enable easy file access and retrieval and increase security on student details.
iii.
To enable the generation of reports about students.
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iv.
To record the details about all occupied rooms when, who and how long will they be
staying.
1.4
Scope
1.4.1 Content/Subject Scope
The study will mainly focus on the online hostel reservation system for students in
MUBS and around.
1.4.2. Geographical Scope
The study will be carried out at MUBS in Nakawa. The division is located in the Eastern
Kampala and the Hostels are located along Agoso road.
1.4.3. Time Scope
The study will take a period of three months that’s September to November 2018 with
this period, the problem will be identified and all findings made and put together.
1.5
Significance
The findings of the study will benefit the following:
i.
The findings will benefit the Managers in the organization to install user friendly
equipment’s that can boost the performance of the Hostel Management Information
System and online hostel reservation system.
ii.
The findings will enable the organization to encourage more training in information
communication technology in its various sectors especially learning how to use the new
equipment that will be installed.
iii.
The findings will also enable the organizational workers like custodians to undertake
more training and courses to improve on their skills in information communication
technology so as to produce quality work.
iv.
The findings will also help the students to ease the way of getting rooms for hostels.
3
CHAPTER TWO
LITERATURE REVIEW
2.1
Introduction
This chapter presents the review of related literature about Online Reservation Systems.
The purpose of this chapter will be to harmonize the research study with what other
researchers, academicians and writers have discovered about Online Reservation
Systems.
2.1
Definition of key terms
2.1.1 System
According to Connolly and Begg (2005) define a system as a set of interrelated
components that work together to achieve the organizations objectives.
2.1.2 Manual System
A manual system is a set of technologies that results in operation of machines and
systems with significant human intervention, (Ardern, 1998).
4
2.1.3 Computerized System (Automation Information System)
This is a system which manages information electronically by use of information
communication technologies (ICT) which have done a lot on data capturing, transmitting
data, easy retrieval, manipulating data. (Rainer, R. Kelly Jr & Casey G. Cegielski, John
Wiley & Sons, Inc., 2012). This system has made work easier in organization through
better communication using networks, today most offices are in use of computers for data
processing and it has the following components; an arithmetic-logic unit to perform
calculations, a central control unit to control sequence of operations, a memory to hold
both data and programs so that programs could be executed efficiently, input and output
units (Neumann, Gustaf; Sobernig, Stefan & Aram, M, 2014).
2.2
Hostel
A hostel is a lower cost form of short-term shared sociable lodging where guests can
rent a bed, usually a bunk bed in a dormitory, with shared use of a lounge and
sometimes a kitchen. Rooms can be mixed or single-sex and have private or shared
bathrooms. Private rooms may also be available, but the property must offer
dormitories to be considered a hostel.
2.3
Hostel Management System
This is a software developed for managing various activities in the hostel. For the past
few years, the number of education institutions are increasing rapidly. Thereby the
number of hostels are also increasing for the accommodation of the students studying
in these institutions. Hence, there is a lot of strain on the persons who are running the
hostels and software are not usually used in this context.
This particular project deals with the problems on managing hostels and avoids the
problems, which occur when carried manually. Identification of the drawbacks of the
existing system leads to the designing of computerized system that will be compatible to
the existing system and will be friendlier and GUI oriented.
5
2.4
Benefits of using online hostel reservation systems
According to www.phpt.com, the efficiency of the system can be improved and the
drawbacks overcome. The key benefits of the online reservation system include:

The reduction in the time involved in the finding a hostel room.

Better customer satisfaction and several new product offerings to customers and thus
creating a great impact in the minds of the customers

Better document management and tracking of status on line like payments.

Ability to inquire in quicker time and improve the performance all throughout

The minimization of the details required and removal of unwanted information
requirements

The minimization of the error involved since records are kept in the database

Reduced time in processing and turnaround

Ability to handle data easily.

Ease in record keeping.
Thus, in a way the online hostel reservation system allows easy and fast way of getting
hostel rooms. It also involves the lower cost and in a way reduces the corruption involved
through the digital transaction channel of credit or debit card payment method and also
brokers are totally eliminated. Through the online hostel reservation system, the hostels
can surely gain an edge over their competitors and can bring a dynamic business culture
in the market.
Even with the more up gradation involved in the market and each day the introduction of
new technologies, can push the market to a new dimension. Along with the online hostel
reservation, the hostels and other hotels can also adopt the technique of online
reservation, which can further improve the quality of their working and bring in a new
dimension in the financial sector.
2.5
Application of online hostel reservation systems
The online hostel reservation system will be used to book hostel rooms and store student details
in its database. It will record attributes such as student names, university, room number, room
preference, number of residents, check-in and check-out dates. The system will have a
confidential database that will only be accessed by the administrator to check records.
6
2.6
Systems design approach
The researchers will use prototyping method to come up with the actual design. Software
prototyping is an information system development methodology based on building and
using a model of a system for designing, implementing, testing, and installing the system.
Figure 1: System Prototype by Thomas, 1996
Analysis
Development
Testing
User
Satisfied?
Operational system
Revise and enhance the
prototype
STEP 1:
Identify the user basic requirements and need, here an information system specialist
works with the users to identify the basic needs that the user wants the system to perform,
this is a long term process and close interaction with the user.
STEP 2:
The step involves developing an initial prototype quickly using the tools for rapidly
generating the software.
7
STEP 3:
Here the prototype will be used in order to meet his or her needs and make suggestions
for improving the system.
STEP 4:
Under the above step, the revision and enhancement of the prototype is done here in the
system builder note all the changes of the user requests and refine the system accordingly
after the revision is done, step3 and step 4 are repeated until the user requirements are
satisfied. In conclusion, the above methodologies were used to collect information and
the requirements of the system.
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CHAPTER THREE
METHODOLOGY
3.0
Introduction
This chapter highlights the research methodology, methods, research design/approach,
population sample sampling technique, data collection methods, system design
approaches, limitations of the study, and ethical considerations.
3.1
Research design
In this project, we shall utilize a design science approach. The Design science is an
outcome based information technology research methodology, which offers specific
guidelines for evaluation and iteration within research projects (Vaishnavi and Kuechler,
2015). We shall use this approach because it offers an effective means of addressing the
relevancy gap that has plagued academic research, particularly in the management and
information systems disciplines.
Multiple interviews will be planned with both student residents and the management of
the hostels in order to provide more in-depth data collection. we will also ask
professionals to respond to a series of questions over the course of the project that allow
them to provide a more detailed and longitudinal view of their reactions and beliefs
about the system.
3.2
Data sources
3.2.1 Primary data source
Primary data is information that you collect specifically for the purpose of your research
project and this will be obtained through use of questionnaires that will be administered
to the respondents by the researcher face to face with the respondents. The data needed
for this study will partly be collected from the management and students of the selected
hostels who will mainly provide better firsthand information needed for coming up with
an online hotel reservation system.
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3.2.2 Secondary data source
Secondary data refers to data that will be collected by someone other than the user and
the other sources of data for the study will be internet and literature research on
reservation systems. This data will be of great importance since it will help the researcher
to supplement on the primary data to help develop an effective system.
3.3
Data Collection techniques
Ideas and information about the project will be collected through various methods
considering requirements of the users and those of the system among others as shown
below;
3.3.1 Interviews
Using the interview schedule, the interviewees will be asked questions and answers will
be filled in by the interviewer. The study will used structured interviews because; with
the structured interviews, the interviewer will ask questions as written on the form and
record answers as given. It will reduce the bias that would result when the interviewer has
license to ask questions as they choose. The answers from the structured interviews will
also be easily compared, measured and summarized. Questions will be ordered, and the
respondent will easily be engaged in the interview with interest maintained throughout.
This will involve the collection of data by asking specifically management members of
the selected hostels questions concerning online reservation.
3.3.2 Observation check lists
Observation will be carried out at the selected hostels especially on the processes of
online reservation to determine how the students acquire hostel reservations and how the
management manages the reservations.
Three observation visits will be made before the conclusion is made and this will help
provide firsthand information about the procedures, processes, and events that occur at
the hostels and to remove any biases in the daily work that would have been caused due
to the researcher’s presence.
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3.3.3 Questionnaires
A questionnaire is a form containing a set of questions. The researchers will prepare
questionnaires to use on a group of students in order to collect ideas about the current
method being used at the selected hostels. With the use of questionnaires they are no
opportunities for deep response, but are good for collecting statistics.
3.4
System Analysis and Design
Under system design, the researchers will use object oriented designs (OOD), the process
of planning a system of interacting objects for the purpose of solving a software problem.
It is one approach to software design. This system design approach can easily know how
the system works through designing object interfaces and also describes the interactions
between different objects besides its simplicity
3.5
Systems design approach
Systems design approach is designed to provide a consistent, repeatable process for
developing systems. By referencing, utilizing and applying the techniques within this
methodology, development teams have a standard framework necessary to efficiently and
effectively scope a project, conduct analysis, define and design the solution, create the
system modules and evaluate the system after its implementation.
The researchers will use prototyping method to come up with the actual design. Software
prototyping is an information system development methodology based on building and
using a model of a system for designing, implementing, testing, and installing the system.
The researchers will organize the methods into steps and write them down in the order in
which they were executed. Prototyping is done in a systematic way, and that way will be
described, that is to say will be taught, scheduled, measured, compared, and modified which are the components of any methodology as explained in the diagram below;
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3.6
Ethical consideration
In any research, it is important to have ethical consideration in mind before starting. It
should not be ignored throughout the study. The principles of research ethics tasks the
researchers to uphold the values and moral standards, act in a professional manner,
protection and respect for the participants welfare (Kvale and Brinkmann, 2009). For a
research like this one where participants might even share sensitive information Ethical
consideration is vital. The researchers will thus maintain a high level of respect and
confidentiality of the clients and organization records.
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REFERENCES
1. Box, G.E., Jenkins, G.M., Reinsel, G.C. (2013). “Time series analysis: forecasting and
control”. Wiley. com.
2. Kvale, Steinar & Brinkmann, Svend (2009). Interviews: learning the craft of qualitative
research interviewing. 2. ed. Los Angeles: Sage Publications.
3. Mastrangelo, C.M., Simpson, J.R., Montgomery, D.C. (2013). “Time Series Analysis”. In
Encyclopedia of Operations Research and Management Science (pp. 1546-1552), Springer
US
4. Neumann, Gustaf; Sobernig, Stefan; Aram, Michael (February 2014). "Evolutionary
Business Information Systems". Business and Information Systems Engineering. 6 (1): 33–
36. doi:10.1007/s12599-013-0305-1.
5. Thomas Conolly and Carolyn Begg (2005), Database Systems: A practical approach to
Design, Implementation, and Management. 3rd Edition. Glasgow, Addison Wesley, 2001
13
Appendix 1: Project budget
A table showing the expenditures incurred in the process of doing the project
ITEM
COST
Printing
14,000
Binding
10,000
Stationery
30,000
Airtime
10,000
CDs
5,000
Transport in collecting data
20,000
TOTAL
89,000
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Appendix 2: Work plan
Task
Period
October
Outcome
November
Project proposal
2weeks
Proposal
Data collection
1week
Information
Data Analysis of
1week
User requirements
requirements
System design
1week
Design
System implementation
1week
Implementation
System testing
1week
Implementation
Project report submission
1week
Report
15
Appendix 3: Questionnaire Used to Solicit Data From students at Makerere University
Business School
MANAGEMENT TRAINING AND ADVISORY CENTER (MTAC)
DEPARTMENT OF INFORMATION AND COMMUNICATIONS TECHNOLOGY
Questionnaire for data collection for a Diploma project to be carried out in
Makerere University Business School during September 2019 – November
2019
Objective: This questionnaire is intended to collect data for usage on a study leading to the award
of a Diploma in Computing and Information Systems at Management Training and Advisory
Centre.
Dear respondent
We are students from Management Training and Advisory Centre, Department of Information
and Communications Technology carrying out a research study on Hostel Reservation Systems,
which should be used, by students.
We kindly request you to provide correct information to enable the researchers derive
concrete conclusions. The information you provide will be kept confidential and used
for academic purposes only.
TICK AS APPROPRIATE
1. Nationality
Ugandan
Non-Ugandan
2. Gender
Male
Female
16
3. Age group
16-25
26-35
36-45
Above 45
4. How do you pay for hostels?
EFT
Mobile Money
Other, Specify
Hard cash
5. How satisfied are you with the method used to acquire or book hostel rooms?
Very satisfied
Satisfied
Neutral
Unsatisfied
Very unsatisfied
6. Are there attributes you like about the current method of booking hostel rooms?
Yes
No
If yes, list them.
------------------------------------------------------------------------------------------------------------7. Are there attributes you do not like about the current method of booking hostel rooms?
Yes
No
If yes, list them.
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------8. Suggest ways in which the way to book hostel rooms can be improved.
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------17
9. Do you think the introduction of an online hostel reservation system can
improve the process of acquiring hostel rooms to students?
Strongly agree
Agree
Neutral
Disagrees
Strongly Disagree
10. What do you think can be done to let people adopt use of online hostel
reservation system?
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------11. What could be your worries about using online hostel reservation system, List?
-------------------------------------------------------------------------------------------------------------
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Appendix 4: Interview guide used to collect data from the staff of Akamwesi Hostel
Interview guide
1. Gender
2. Program
3. What methods do hostels provide through which students can acquire rooms?
4. What are your job description/roles?
5. In executing your roles, are you satisfied with the methods this hostel
provides for students to acquire rooms.
6. Do you think the introduction of online hostel reservation system through
can improve/ease the process of acquiring rooms?
7. Suggest ways in which hostel management methods can be improved
19
Appendix 5: Questionnaire used to solicit data from users during system validation.
Questionnaire for the validation of an online hostel reservation
system
Dear respondent,
We are students from Management Training and Advisory Centre, Department of Information
and Communications Technology carrying out a research study on how students acquire or book
hostel rooms. We will be able to develop a system that enables clients and staff of different
hostels to securely acquire and manage hostels wherever they are. We kindly request you to
provide correct information to enable the researchers derive concrete conclusions. The
information you provide will be kept confidential and used for academic purposes only.
Indicate by ticking: To what extent do you agree that the system meets
the following requirements?
Stron
Requirement
Agree Not Sure
gly
Agre
e
System validates user input.
System processes room
specifications.
System provides users with proof that
they have obtained a room.
System provides guidelines on what is
required to apply for a hostel online.
System generates reports of online
transactions that are accessed by staff
of the organization.
System has easily navigable
interfaces and is easy to learn.
20
Disagree
Strongly
Disagree
System provides security to user data.
Thanks for participating.
21