Hostel Management System

Hostel Management System

The services of INIT University College are considered one of the best because, of the 5-star treatment it offers to students, staff and other visitors. They have got under their management, modern facilities, rooms/suites, and equipments. The hostel management system has been made easy-to-use, so as to facilitate services.

There are various hostel blocks in different locations within the school complex cum environ and also in locations around the city, close to the school. These rooms have been furnished to modern taste and appeal, yet meeting student standard. Most rooms contain mini parlors that contain facilities with a touch of technology. These facilities include Modern electronics like, TV's and DVD players; all the hostel blocks do have god internet connection. The room service does not go alone; rather clients are also able to use the 5-star restaurant within the premise. This restaurant is made to conveniently serve people from all races.

The multi-purpose-halls have been designed, to ensure that clients can use it for diverse occasions. These multi-purpose halls have been adequately equipped for use as party halls, seminar halls, dance halls and etcetera. There is 1 conference room, which has been designed to managerial taste. This hall can be used to management meetings, contract signings and etcetera.

2.1.1. Current Processing

The INTI College Accommodation office has since its inception, adopted a strictly business-minded processing method. The processing is the engine room of the entire business; this covers handling/processing client's orders for rooms cum flats, updating the existing manual database, processing payments of clients. Processing client's payments is done manually and so, credit cards are not accepted, as there are no electronic ways of clearing the payments. One other distinctive processing that the management has to carry out is ensuring that all gadgets, furniture and etcetera in the room are in good shape. This is also done manually by selected member of staff, who may forget to update the health status and completeness of these rooms.

Taking a proper and critical look into the current processing methods of the management, it is concluded from an unbiased view that; business is slowed down and profits, time cum human resources are not maximized. These are areas that the ISAMS would take care of.

2.1.2. Current Input and Output

The current inputs include the client's bio data, client's orders/possible complaints, room cum specifications, employees' information and etcetera. This information is entered into files and the paper-type database for immediate or future processing. The outputs include the daily sales report/other general reports, receipts/invoices and etcetera.

We do not have much input and an output option because of the traditional approach in use, as the management is limited to a number of input options. But with the ISAMS, options are wide, as the database is electronically managed.

2.1.3. Current Storage Method and System

The management system manages a storage system that is not so reliable, although it has survived using these method(s). The main bane of the storage system is the way data/information is stored. Data being a very confidential and fragile possession ought to be handled with utmost care. Like earlier mentioned, these data are stored via the traditional method, which certainly does not guarantee both safety of data and privacy. Certain of the management's clients/customers may want their information to be handled confidentially. This may be hard to handle for the management and her staff, regarding the fact that its storage method is paper-based; therefore it can be easily stolen or destroyed.

In spite of the management's ability to use this storage system, it is crystal clear that it is not efficient enough, if the business must grow. The ISAMS would not only have a reliable storage system, but will also have an efficient backup storage system.

2.2. Problem Statement(S)

The INTI accommodation management office has been in operation for several years. Unfortunately, it has been managing its operation manually, with the use of papers, files, ID cards and the common use of Microsoft word and excels applications. But there are lots of setbacks when using the manual system:

I. Things are done manually, like inputting data and this is not good enough for an office with a very busy operation.

II. There is the use of papers and files, which does not guarantee the safety and privacy of information. This method is not cost effective and received/processed information