Full Project – Design and implementation of a hostel allocation system

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CHAPTER ONE

INTRODUCTION

Accommodation is a place for living or lodging. It can be permanent or temporal. This project takes as its case study the process of allocation of hostel accommodation in Federal Polytechnic Nekede Owerri.

The student’s affairs unit of the institution takes care of such matter that concerns the student as regards to the school. It is headed by the student’s affairs and office is located at mile-two.

The office is made up of different units.

Students welfare unit
Sports unit
Scholarship unit
NYSC unit.

They have the responsibility of protecting student’s interest and take care of their welfare. Another major responsibility they have to organize and conduct student’s union government (SUG) elections.

This research project is particularly concern about the welfare unit. This unit is responsible for the allocation of hostel rooms to the students. They take care of the maintenance of the hostels repainting the building, replacement of broken louvers, payment of the cleaners, managing of rooms and common rooms, prompt supply of water and electricity to make the hostel befitting or conductive for residence. This institution has five building for accommodation named hostel A TO E, this project is particularly concerned with that of the undergraduates which is hostel A TO E.

The allocation of this hostels are done at the beginning of every session for the functionality of any system, the need for a well co-ordinate mode of operation cannot be over emphasized. Therefore, the development for software for such a system is a paramount step in the right direction towards the attainment of the goal of a co-ordinate centralized mode of operation which provides an efficient and effective data processing method. This project which involves software development will therefore provide a means of controlling the operation of the system using computers.

Thus, the result will be the evolution of a computer based system predicted upon a program which when implemented will eliminate the lapses present in the current manual system.

BACKGROUND OF THE STUDY

The Federal Polytechnic Nekede Owerri started in 1978 as the college of technology, Owerri. It was established by the Imo state Government through Edict no.16 of April, 1978. It took off at its temporary site at the premises of Government Technical College (GTC), Owerri along Egbu road in the same year, with an initial modest intake of 250 students.

In 1981, the institution moved to its present and permanent site located in Nekede, about five kilometers from the metropolitan capital of Imo state, Owerri. The campus comprises about 138 hectares of land.

By Imo state Government Edict no.6 1987, the name of the institution was changed to “the polytechnic Nekede, Owerri”, six years after, and precisely on 7^th April 1993, the federal Government took over the institution consequently, and it was again renamed “The Federal Polytechnic Nekede”.

STATEMENT OF THE PROBLEM

One of the major problems that have been facing the institutions in Nigeria is lack of adequate accommodation for students. The polytechnic are meant to provide all the necessary facilities needed to create a good and conductive learning environment, but some institution are not able to provide hostel accommodations for their students even the ones that do not have inadequate number to accommodate all the students.

The situation is the same in Federal Polytechnic Nekede Owerri. This therefore, constitutes much trouble to student at the beginning of every new session. It gives the student headache because many of them will leave their homes both far and near to come to school to process their accommodation, which takes several days or even weeks, and unfortunately, it happens that after all the struggling at the student affairs office, the student may be allocated to any room. And moreover, the money paid may not be refunded.

The staffs themselves also pass through many difficulties trying to settle the students. Most times, many fraudulent activities go in during the process, favourism becomes the order of the day and any student that cannot pave his or her way in, loses out. Therefore, it has to be noted that those problems are as result to the type of system used which is a manual system. This system is inefficient, slow and unsatisfactory in the processing of hostel allocation.

OBJECTIVES OF THE STUDY

The objectives of this project are to design and develop system that can;

Capture and store the records of students’ population seeking hostel accommodation.
Store and classify the population.
Produce an allocation algorithm for allocating available rooms to applicant.
Produce relevant report for decision making.

SIGNIFICANCE OF THE STUDY

This project is significant in a number of ways;

Processing Speed; the number of days it would have taken to manually process the accommodation form is drastically reduced.
Accuracy of Processing; the automated system gives more accurate processing. The criteria used for allocation is inbuilt in the software and will therefore, tackle the problem of human error and favourism which is a common phenomenon in the present manual system. This project is also significant because it provides a good record keeping procedures, hereby making the search for students a very easy task

SCOPE OF THE STUDY

This research covered areas as identified and grouped into;

Data Capturing
Information Processing and
Reporting

This project will not consider how facilities in the hostels are managed and maintained. The topics will not cover the payments made to get the accommodation.

LIMITATION OF THE STUDY

During the research process some difficulties and limitations were encountered. They include;

Inadequate funds
Limited time in the gathering of facts and findings
Insufficient local literature and resources

DEFINITION OF TERMS

This research work is in line with many terminologies which are mainly in the database development. Most of the terms will be confusing for a novice and some users of information system, many of this are defined here for clarity. They include;

Allocation System; this is the methodology of assigning hostel rooms to students.
Computer; this is an electronic device or machine which can carry long, complex and repetitive sequence of operations at a very high speed under a program control.
Data; these are raw facts and figures.
Software; Are set of instructions given to a computer in order to perform a specific task.
Database; this is a collection of information organized in such a way that a computer program can quickly select desired pieces of data.

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