KIST BALLOTING

HOSTEL
SYSTEM
 ABSTRACT
 The main purpose of the KIST HOSTEL BOOKING SYSTEM is
to digitalize the room allocation for KIST prior to the
existing system that has been used over the years.
 This system will satisfy the users need whereby the room
allocations won’t be done manually which has been the
trend which is very tiresome and really time consuming and
requires several individuals at the room allocations office
doing all the writing and allocations.
 It will also allow the students to book the hostel of their
will , I decided to come up with this system to help curb
the problems that the students especially in the main
campus face, the problems that I also have been through.
 At the end of this project, fully functioning, the students
will be allowed to book hostels anytime anywhere within
the stipulated dates of registration.
 All the students’ accommodation details will be stored in
the database and be deleted after the period of
stay/after the students is cleared by the various offices.
 KIST, being the only branch has got a lot of students with
the number increasing on every intake therefore meaning
the room allocation turns to be a very hectic process.
 A manual system with the new students in a new intake
being added on top of the continuing will increase the
inconvenience of room allocation.
INTRODUCTION
 The Accommodation question is a very fundamental one in any
higher learning institution.
 The room allocation process is a tiresome, time consuming
and a disappointing one if it does not exist a convenient
system to deal with this issue and to solve this puzzle.
 To solve this puzzle a hostel booking application system will
become a breakthrough once started to be used. The system is
accessible to all after having to create an account by following
the small process of registration.
 The room allocation process in KIST is a manual system which
is quite inconvenient because one has to be present physically
in order to be allocated a room.
 The system has hostels available for both male and female
and is accessed through the website openly. The freedom of
allowing students to choose their hostel of choice will enhance
smooth running of things at the school.
 BACKGROUND OF THE
PROJECT
 The hostels provided by the school basically are a home for students.
Home away from home allowing the quick settling of minds for studies
Providing sanitation and cool environment for students.
 Adequate security in hostel accommodation is one of the key
responsibilities of the school's management team.
 Many important details have to be captured in checking of hostels
including the number of students it can accommodate, the hostel fee and
the details of the students allocated to them.
 The existing system has an ability to capture all kind of data and
information and analysis properly for smooth functioning of the hostel but
has limitations such as students cannot book their hostel of their choice
anywhere at any given time or date as one has to be present physically
hence long queues and time consuming.
 Hostel booking application system is designed specially to meet the
challenges faced by the students during registration.
 The system is used to assist students in getting the hostel information,
application of hostel, booking of hostels and finally allocation of the room
PROBLEM STATEMENT
 
 The existing system is a manual system that is used for booking
and allocating rooms for students which leads to time wasting.
 The booking is done on papers hence prone to loss of the hostel
booking papers.
 As most of the transactions is done manually, it makes the
process open to corruption.
 During the allocation of rooms there are long ques which
becomes a very tiresome process.
PROBLEM SOLUTION

The aim of the system development is

o To reduce time wastage
o To reduce paper work in the institution
o To avoid long ques
o To introduce transparency and accountability
OBJECTIVES
 General Objective
 To develop a hostel booking system for KIST that will
enable students’ to book hostels in a convenient and
efficient way.
 Specific Objectives
 To enable the students to transfer rooms in the system
and auto update the transfer automatically.
 To eliminate multiple booking of a single room after
maximum number of persons has been allocated.
  SIGNIFICANCE OF THE PROJECT
 This project work allows the implementation of a
digitalized system that does not require the person to
appear physically for room allocation and hence reduce
inefficiency and ineffectiveness.
 JUSTIFICATION OF STUDY
 I have undertaken this project in this area because the
students need to have a good and reliable system to help
solve the problems they are undergoing in the school during
registration in the room allocation section.
 SCOPE OF THE STUDY
 This research will be carried out at the hostels within the
college. In this research a booking application system will
be developed which and will be used to capture data and
manage all booking processes with a try. The data to be
used will be collected from records that already exist from
the hostels within the college.
 THE REGISTRATION PROCESS

REGISTRATION
Includes presentation of various documents for registration process, providing
them for entrance into the system.

FINANCE SECTION
Includes confirmation of fees either using bank receipts or through the M-
Pesa.Confirmation of 50% fees paid and the accommodation fees of KES 12,000
whether it’s paid and procession to the next stage.

ROOM ALLOCATION SECTION

In this stage, the student is awarded the room once cleared by the finance office.
The student is awarded the room’s key/the first student to be allocated to a certain
room is given the room’s key which is shared.

UNIT REGISTRATION SECTION

In this section, the student is allowed to register the units by the ICT office after
being cleared by the room allocation office.