A Project Proposal
On
AN E-Hostel Search Engine
Submitted by
Okyere-Baffour Richard – 5191040511
Cosmos Kwabena Fordjour – 5191040505
Ababio Kwabena Joseph – 5191040527
In partial fulfilment of the requirements for the Degree of
BSc Information Technology Education (ITE)
2022
Background
This system is designed in favour of the hostel management which helps them to save the records
of the students about their rooms and other things. It helps them from the manual work from which
it is very difficult to find the record of the students and the mess bills of the students, and the
information of about those ones who had left the hostel. All the hostels at present are managed
manually by the hostel office. The Registration form verification to the different data processing
is done manually. Thus, there are a lot of repetitions which can be easily avoided. 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 deals with the problems on managing a hostel 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
with the system which is more user friendly. We can improve the efficiency of the system, thus
overcome the drawbacks of the existing system. We design this system of the hostel management
especially for the college hostel, through this they cannot require so efficient person to handle and
calculate the things. This system automatically calculates all the bills and issued the notifications
for those students who are against some rules.
Problem Statement
There are a lot of drawbacks in keeping and maintaining a hostel. Especially with a manual system.
Since most hostels are being run by only one hostel manager, the number of students in a room are
sometimes not known by the officer. The old system of keeping records in hostel was paper file
system. On which records are kept in a paper file by hand. There are many problems such as
security, slowness, calculation errors, storage place, backup of records, redundancy etc.
Aim of the Project
Aim of the e-Hostel search engine is to create a program which is used in Hostels to keep record
and for students to find their hostels of choice.
METHODOLOGY
Some of the methods used to acquire data from a sample population majorly will include the
following:
INTERVIEWS
Using interviews will provide a hand on feel on the said experiences of living in Hostels from
individuals. Through interviews, I am able to get different first-hand information on the paths used
by different individuals in sharing of files, the threats they were exposed to, bad experiences and
so much more. Interviews will give an un biased result as opposed to other methods of collecting
data which aren’t visual with the providers of information rather sample populations.
QUESTIONNAIRRES
Some individuals from the sample population might want to keep their anonymity intact and
wouldn’t want to have their opinions via one-on-one interviews with the researcher.
Questionnaires are a good way of gathering textual information where even individuals providing
information can list their experiences and so forth.
DEVELOPMENT METHODOLOGY
We will use agile model because it involves a face-to-face conversation. The researcher is able to
have continuous attention to any technical excellence and good design of the system. The
researcher is able to accommodate late changes in requirements. Any changes are important and
all are implemented at a very little cost.
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.
Limitations
Some of the limitations of the proposed system are:
The system cannot handle online payment of student’s accommodation fee and maintenance fee.
The system cannot handle other hostel issues such as mess activities because the existing system
does not have one.
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.
Project schedule
Task Description
No.
1.
Task Subtask Planned
Actual
Planned
No.
of
hrs
of Start
Start
Date
Date
Completion Completion
date
Date
No.
hrs
Actual
Deliverable
Project initiation 10
and planning
10
20/05/2022 25/05/2022 28/09/2022
29/05/2022
Project title
Proposal writing 24
and approval
18
26/05/2022 27/05/2022 01/10/2022
02/06/2022
proposal
Literature
review
06
04
01/06/2022 02/06/2022 03/10/2022
04/06/2022
Literature
review
Data collection
24
18
10/06/2022 12/06/2022 14/10/2022
15/06/2022
data
Data analysis
24
18
18/06/2022 17/06/2022 19/10/2022
20/06/2022
data
System design
24
18
25/06/2022 24/06/2022 26/10/2022
27/06/2022
Web design
and develop
Testing design
24
18
01/07/2022 02/07/2022 03/11/2022
04/07/2022
Web testing
Implementations 24
18
15/07/2022 13/07/2022 14/11/2022
15/07/2022
Live hosting
Writing report
60
01/08/2022 03/08/2022 04/12/2022
05/08/2022
report
72
BUDGET
Description
Unit Price
KSH
/unit
Total amount
Means of verification
in local currency
1. laptop
30,000
Receipt
2. Stationery including printing
and photocopying
5,000
Receipts
3. Communication cost (e.g.
6,000
Receipts
5. Organise technology
meetings/ events related to
research.
5,000
Receipts
6. Community researcher(s) costs/
7,000
Internet and telephone)
contribution to research
community
Total
53,000
Conclusion
In conclusion, from proper analysis and assessment of the designed system it can be safely
concluded that the system is an efficient, properly usable and reliable e-Hostel search
engine.
Our goal was to develop effective system that helps hostel managers It is working properly and
adequately meets the minimum requirements and expectations that were for it initially. The new
system is expected to give benefits to the users and staff in terms of efficiency in the usage of
Hostel system