Presentation on Hostel Room Allocation

Presented by, Abishek.k (08MBI002) Ananth.R (08MBI007) Dinesh.S (08MBI030) Dinesh.V (08MBI031)

Hostel Room Allocation

Introduction: Our assignment deals about Hostel Room Allocation at VIT University. We would like to provide an overview of the existing system of room allocation which is carried out by the university and to cope up with the needs of the students in this system and focus on the way to eliminate drawbacks that the students face in this system. Our university makes the hostel room allocation to students through counseling basis. They categorize the students under three different categories. They categorize the students according to their year of study. Final year students Pre-final year students Freshers The students are supposed to be called up for counseling according to their CGPAs.Students who has the highest CGPA comes first and lowest comes at the last. This methodology is carried out in every category. Taking into consideration the drawbacks of the existing system, we would like to develop a system that helps to achieve the end users requirement. The newly developed system is being built on the basis of the comparison made with the various stages to be followed in the system development life cycle.
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System Development Lifecycle: The System development life cycle is a combination of various activities and processes involved in developing and maintaining the information system. The system development life cycle under goes five different stages viz.,

System Investigation System Analysis System Design Implementation & Maintenance.

Henceforth, we discuss about our system with these five stages of system development life cycle.

System

Development Life Cycle

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System Investigation: Investigation stage of the sdlc consists of tedious tasks such as recognizing the real problems of the pre-installed system. In this first stage of system development, analyst gathers a large pool of informations needed for the system elements. With the background analysis of the existing system and problem identification analysts presents the system proposal. If the system proposal is accepted it undergoes the feasibility study in which the feasibility of the project determined according to the workability, meeting end users requirements, and cost benefit analysis. According to the feasibility of this project it is taken further to have a detailed system study which is developed with the problems and new requirements. Here the various problems recognized are, the students come across various inconvenience during the hostel room allocation. And our objective is to provide a reliable situation to the students to get their rooms allotted. System Analysis:
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Analysis stage of the system development lifecycle is about the collection of factual data in the existing information, problem they face in that particular system are clearly understood. By identifying the real problem we provide feasible suggestions to improve the system function. At this stage analyst makes a brief survey of the requirements and tries to analyze the performance of the system which is to be developed. In the former system we come across some problems that the students couldnt able to pay their fees in right time. Though it is done through the counseling process the students need to wait for a long time. This makes inconvenience to students in paying their fees and get their rooms allotted. They also face problems like they tend to miss their classes during the time of counseling and students dont get their preferred rooms. With the problems we recommend feasible suggestions that to integrate this system through online. System Design: By the recommendations provided by the analyst in the analysis stage and taking into consideration of end users requirement new system design is developed. During the design phase it involves various processes such as, preliminary design, structured design, coding and testing. Preliminary design represents the features of new system and benefits to be derived are estimated, if the system is feasible it is developed to the next stage called structured system design, in this stage the programming languages, hardware and software platform for the new system is decided and described with the help of Data Flow Diagram (DFD), Flow chart and decision tree etc., Coding and testing process also implemented in this stage When we compare this with our system we design the system in such a way that room allocation
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is done according to the preference of the students. The student who comes at first gets his/her preferred room. The reservation is done through online and the students can also pay their hostel and mess fees through online and it also paid through regular system through the counters. Allocation of rooms is done like one student has only one reservation if more than one reservation it will be denied. By discussing with friends one can make reservation in the same room according to the availability.

System Implementation: According to the acceptance of the end user a new system is implemented. This stage involves the conversion process, installation of hardwares/softwares, documentation and user training. This involves appropriate conversion of old data to be stored in the new system. Direct changeover method of data conversion is implemented in this system and pilot testing is done to ensure that the system functions in the proposed way to meet the demands of the end user. This system is implemented through a separate page for hostel allotment created by our university. This page consists of details only on hostel allotment (i.e. a separate database will be maintained to implement this system, where the database will contain the register numbers of only the hostel students and the access code given to every student will be stored .so, this page can be accessed only by the hostel students and not by the day scholars who try to make any illegal access to the page).Payment is made through recognized payment gateways which are monitored by payment gateway
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authenticators.

System Maintenance: The System maintenance is done periodically to check and eliminate errors. If any error is found in the system that must be noted and corrected. The review of the system is done for knowing the capabilities of the system, performance and to know about the additional requirements in the system that will suit better.

System Process: The system is designed in a user friendly manner and it is shown with a pictorial representation.

When the user enters the username and password the system asks for further details about the user which is displayed below,

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With the students preference the system shows the availability

By selecting the preferred block and type of room the system finalizes the allotment, the type of mess is also chosen using the dropdown list box.
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If the student is willing to pay his/her fee through online, the system allows to access the payment gateway where he/she can opt according to their requirement and proceed to pay button. If the student likes to pay the fee through counter they can print slip by clicking off the print button and pay their fee in the counter through Demand drafts with slip. Drawbacks of the existing System:

Students couldnt be able to get their rooms allotted in the right time. They need to wait for a long time in ques to get their rooms allotted pay their fees.

The students tend to miss their regular classes and lab sessions during the time of counseling.

Benefits of the new system:

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Students can get their rooms allotted at any time. Allotment is made in a flexible manner, through the internet so the students can allot their rooms from any part of the world.

Reduction of manually done process.

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