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The Record Of Hostel Management Systems

INTI International University or college (IIU) can be an education institution that has been rapidly increasing for the past few years. As the fast increasing student numbers, therefore, to accommodate area of the students studying in the establishment, the INTI International College or university has had to build up more hostels in the campus.

INTI International College or university, Nilai campus acquired 16 Halls of Residence known as after great men who've added to the well-being of mankind. All these hostels at present are manage by the accommodation office. Internet connection, Wi-Fi, Resident Fellow, security, facilities and convenient stores are a few of the facilities provided for the convenient of the students. Coin-operated washing machines and dryers are also available atlanta divorce attorneys hall of residents. The INTI hostels have provided many types of room such as Solitary, Twin-sharing, Single with air-con and Twin with air-con. (New INTI, 2009)

As is well known, the education organizations are quickly increasing for recent years. Therefore, it brings about mushrooming of hostels for the property of the students who analyze in these corporations. As the entire world keep changing with the fast developed information system and it, there is a need for the training institutions to apply the info system and it in their daily work to improve the workflows and reduce workloads. Hence, there is system looks in taking care of hostels to avoid the condition when do it manually.

System Development

The accommodation office in INTI International University currently uses the machine which is called Hostel Management System (HMS). This technique is software that is being developed to help officers who work in accommodation office in handling various types of activities in the hostels. Hostel Management System (HMS) is one of the modules of the full total Campus Management System (TCMS). Unlike the Integrated Collection Management Electricity (ILMU), HMS is merely a module. ILMU is a distinctive system that management the complete catalogue which is same as the TCMS. TCMS is detailed workflow management systems that integrate and manage all key function of work progress. It increases the output with real time communication between the leading office, administrators, and management. It consist reporting, accounting, funding, examination & class, etc.

Hostel Module

Hostel management module has top features of efficiently and effectively taking care of the entire domestic center in the institute. They have reducing the staff & paper works and better workflows. This hostel component will keep the updated details of students, lodging, copy room and other facilities.

Hostel Management System (HMS) is a system which helps in managing various activities in the hostel. According to Neglect Azlinda Binti Alias (Officer Accommodation Office), the prior system found in INTI is named Room Master. The old systems (Room Get good at) only perform three sole functions for the hostel. That's check-out, check-in and arranging. It didn't help the staff very much in the hostel. Many works that also have to do manually by the personnel. It required more power and pressure of manual labor needed. For instance, the staffs need to go to the money office to get the set of students who enroll for the semester in order to do the check-in for these people. It is because of lacking of data-sharing and supply between money office and accommodation office. In the last system, staffs in accommodation office need to track record all kind of transactions and procedures manually which involves more man vitality. There are various paper works and duplicate job in data entry. It really is difficult to handle and store the info. Besides, addititionally there is difficult to upgrade the data while there is always got students move in and re-locate every semester. By using computerized information system, it can reduce the human problems.

With the new system, it brings many conveniences to the staff. Thus, they have bettering their efficiency and output in works. As the talk about in above, Hostel Management System (HMS) is a sub component of the Total Campus Management System (TCMS). TCMS has improved upon communication and data-sharing between your departments in a collaborative environment. There is a website link between HMS and TCMS which allow the personnel in Accommodation office can access the info needed from the funding office. Yet, TCMS also control the access to data and information predicated on user roles which means that there's a control over information each individual can view or revise. Staffs do not need like before do their work by hand. Hostel Management System has helped the accommodation office in keeping the human source when compared with the previous system (Room Expert). All the edited information or updated information will show in the HMS immediately. HMS has supplies the best service to the accommodation office in handling daily workflows.

Through the execution of Hostel Management System, they have replacing manual system where it able the personnel to complete the work more efficient and effectively. The system has helped in taking care of any problem occurring within the hostel accommodation and keeping away from any problem when keying in the fine detail manually.

Therefore, through the utilization of the system, they can certainly manage the area details, student data, room vacancy details, clutter bill calculation, mess expenses, allocation of room and hostel attendances. Besides, repetition can be easily prevented. It also has reduced that data redundancy and any inconsistency of data.

The accommodation office uses Hostel Management System to type in everything of the students who are residing in the hostels. This system is mainly used to do room bookings, check in and check out of the students as well as the repayment for the accommodation. Accounts in regards to the area allocation, room supply, student copy and evacuation are given too.

System Functions:

Hostel Management System (HMS) has several functions which enable the staffs from accommodation office such as allocate students to the different hostels, reserve the area for the students, control position of rental repayment and edit the details of the students & modify the student details.

Allocating students to the hostels

The officers must check the details in an application form of the students and validate it from databases to match the use of students. Therefore, when the students are eligible they are allocated to the hostel. The officials will also allocate the room according the requirements of the students as there will vary types of rooms are available.

Vacating the room

As the students have completed their course In INTI, they will be graduated and vacant their rooms. If the students vacant their room, the official needs to check whether the room facilities have missing or broken down. If all facilities are completed, accommodation office will returning the deposits to the students. Thus, the officials in accommodation office will have to take away the particular student details and data from the pupil database. That is to ensure there will not be the problem is present when the existing residents' details coincide with earlier residents.

Control position of lease payment

Every university student who continues in the hostel has to make a rental repayment every semester. The local rental payment varies by the types of room available. As the students who need to reserve the rooms every semester, they have to pass up an application and find the invoice from the accommodation office. The officers need to type in details of the students as well as type of room that the learner want, the system will eventually know how much the students must pay for that particular semester for his or her chosen room. Lastly, the officer needs to process it and print out the invoice for the students to make their payments at the Finance Office. There's a link between the system of Fund Office and Hostel Management System. Besides, officials can also check any excellent payments which have not been made by the students through the processing of the machine.

Editing the facts of the college student and changing the students records

As there are new students move into the hostels, they have to register themselves as a residents of the hostels. The officers need to key in the details of the new students who want to move in in to the databases. Therefore, the officers have to alter the facts of the students and enhance the student details to ensure the data is modified.

Besides, this system also permit staffs of accommodation office to check on whether the pupil did their room booking or rental obligations, additionally, it may check whether if the students are staying in the hostels or not, and it can get records of where in fact the students have remained before.


Maintenance of the Hostel Management System (HMS) is only going to do when the system facing the trouble. The systems you don't need to have the yearly or quarterly. Maintenance always require system improvements or related to issues that confronted by staffs of accommodation office in the system's operation. According to the officer of the Accommodation office, Azlinda Binti Alias, she says the system is not facing any serious problem as yet.

Regardless to the update, the system will have update when the Hostel Management System (HMS) doesn't meet the requirement of the Total Campus Management System (TCMS). In this aspect, Information System Office (INSO) & IT Centre (INTC) which is from the INTI International College or university departments will take care of this upgrade. The personnel of the Accommodation office only is the finish user of the machine. They dun find out about the technical issue of the system. The complete problem will complete to INSO & INTC to take care of.

Problem that Hostel Management System(HMS) Having

There is a difficulty that Hostel Management System (HMS) is having. In the interview, we realize that when the full total Campus Management System (TCMS) is supplying plenty of staff is using, HMS will be damaged. Example like, when the TCMS is jamming because of several people is using its, HMS can't send or received the information from the TCMS. The staffs have to wait the TCMS recover only they can do their works.

Future Plan and Recommendation

Future plan of the Accommodation office is to build an E-service for the residents of the hostel. The E-services provides residents an on-line booking room functions. Residents don't need like before do their room booking manually. But credited for some problem they are considering, the panning is still holding out to approve. The issue they are thinking about have many, one of them is they are considering that now a day resident's computer skill is great. They locating a good security for the E-services to supply the system will be hack by the residents.

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