Applied Information Technology And Computer Science Vol. 3 No.

1 (2022) 279-291
© Universiti Tun Hussein Onn Malaysia Publisher’s Office

AITCS
Homepage: http://publisher.uthm.edu.my/periodicals/index.php/aitcs
e-ISSN :2773-5141

Web based Hostel Management System for

Sekolah Menengah Agama Parit Sulong
Nur’adilah Farhana Anis1, Noor Zuraidin Mohd Safar1*
1
Faculty of Computer Science and Information Technology,
Universiti Tun Hussein Onn Malaysia, Parit Raja, 86400, Johor, MALAYSIA

*Corresponding Author Designation

DOI: https://doi.org/10.30880/aitcs.2022.03.01.018
Received 14 June 2022; Accepted 29 March 2022; Available online 31 May 2022

Abstract: Hostel Management System is a system which has its’ own database
system and web interfaces. In today's era of technological advancement, there are
hostels that do not have a hostel management system. This database system functions
almost same as an application system that able hostel applicants by just fill in the form
provided. It then sends the record to the database where hostel management in charge
of the hostel can manage the records using a web interface designed to display all the
records. This system also can be used by students to check their application and
application status records. There were three objectives for this project. First was to
design a website system to record hostel applicant application data. A website system
designed to fulfill client requirements. Second, to develop a website system to record
hostel applicant application data. This system focused on the hostel application
process from the application until the result of the application. Lastly, to test a website
system that record hostel applicant application data. One test performed with client to
ensure the system works well. This database system is created using Adobe
Dreamweaver 2021. The web system is created using free hosting service and to
develop the web interface. This system helps hostel applicants, school admin and
hostel management perform their respective roles only through this system without
having any meetings during the application process.

Keywords: Hostel Management System, Computer Science, Programming, Web

Technology

1. Introduction
With the rise in global warming and increasing pollution levels, it is becoming essential to find a
viable alternative to use an efficient system. The use of paper has a negative impact on humans, animals
and plants. More plants are needed to accommodate the use of paper. It also causes the habitat of animals
to be disturbed. Therefore, online system is an alternative platform for very extensive paper usage task
like the management of hostel application.
The aim of this project is to ease hostel management manage the hostel applicant’s data, and hostel
applicant can fill in the form online without go through complex process where hostel applicant needs
*Corresponding author: [email protected]
2022 UTHM Publisher. All rights reserved.
publisher.uthm.edu.my/periodicals/index.php/aitcs
Farhana et al., Applied Information Technology and Computer Science Vol. 3 No. 1 (2022) p. 279-291

to fill a physical form to apply for the hostel and school admin need to attend a meeting to review the
hostel application just like the current system.
Hostel Management System designed to manage data for hostel application. This system makes
sure all the information and consistently and neatly organize the data. Therefore, they are be keeping
well and safe and can be reviewed when necessary. The system content can be managed online and
accessed without any complication whenever and wherever the user is [1]. This developed system can
indirectly assist hostel management in controlling application data.
According to observation, Asrama Ibnu Sina of Sekolah Menengah Agama Parit Sulong (SMAPS)
still using a manual system which is needed to write a formal letter to apply for a hostel and some of
them need to fill a form that they get from school office. Some of them have time constraints to do that.
Therefore, with this system can help them to make an application online. In addition, too many spaces
needed in the office to sort all the physical form paper. With this system can help hostel management
save space in their office with the form papers and application letters that have been sent by the
applicant. According to the current system, the hostel management takes a long time to inform applicant
about the status of their application via WhatsApp, Telegram or phone call. Thus, this system also helps
them save time to notify the application status. By using this system, the status of the application will
be notified, and the offer letter generated through this system.
The purposes of this project were to design and to develop a website system for hostel application
and to test the proposed system functionality and usability.
This system developed using JavaScript, HTML and CSS for the front end while use PHP for the
backend [2]. Most web servers, operating systems and architectures can deploy PHP, and many
relational database management systems can be used. PHP functions mainly as a buffer, takes input
from a file or stream containing instructions for text or PHP, and outputs another data stream. HTML
will most often be the output, [3]. Adobe Dreamweaver 2021 is used during the development process
that include write, test and debug code. Acer Aspire Windows 10 laptop used to do the development
process.
This system has three target users which are, hostel applicant, school admin and hostel management.
Hostel applicant who are the student from that school can apply hostel, school admin can update some
of the application status, while hostel management can update the application status, the list of the
application report, the list of school admin and hostel applicant users’ details can be viewed by hostel
management. All these users have the insert, delete, and update functions. A formal letter automatically
generated for applicant if the application success.
This system has replaced the previous manual system. The amount of paper use during application
process reduced by using the developed system. The developed system also helped in reduce the time
consumption needed by hostel applicant and school admin.
2. Related Work
2.1 Domain background
The developed system contained information about the availability, communication and others
through online which hostel applicant can insert the details about the hostel application and the hostel
management manage the application after the application be made. Previously, a manual system that
used in Sekolah Menangah Agama Parit Sulong was a traditional method which hostel applicant need
to request an application letter provided by the hostel at the school office itself. Then, hostel
management check for the first phase of approval before interview. After that, any hostel applicant who
passed for interview phase will be notified through phone call, WhatsApp or Telegram. After the

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interview, the same methods were used by the hostel management to inform about the hostel admission
approval.
The used of paper form is less efficient because the data stored cannot be recovered if anything
happen such as fire. This is because it does not have a secondary storage for data unless hostel
management request the same document from the hostel occupants. All records associated with all the
users are recorded in a system. Besides that, information about the applications, all users are availability
stored. This system can access by the users to login in the system. This is also can ease hostel applicant
to check their application status.
2.2 Strong password
Strong password can consist of an upper case, lower case, number, and special character. The
length, complexity, and stature combination of that can make sure the password is strong enough so
that another user hardly guess for the password used. Usually, the minimum size for the strong password
is eight. The bigger the size, then the password is more secure. Users need to know how to make the
complex password to make sure the password is more secure. With the existence of strong password
measurement on this system will help users know whether the password includes every feature of strong
password or not. The system requires users to enter a password that includes the features mentioned
earlier.
2.3 Comparison existing system with the proposed system
There are three existing systems that are similar to the proposed system. It is important to review
the three existing systems to identify the advantages and disadvantages of existing systems and
proposed systems. Therefore, by doing this comparative study, can help improve the proposed system.
The existing management system for hostel as explained before are College Management System [4],
Online Hostel Management System [5] and Hostel Management System [6]. Those three systems that
have been selected are compared to the proposed system according to the features. All three systems
mentioned above have very similar features and functions. Only the College Management System and
Hostel Management System (proposed system) have a register function for hostel applicants. The
improvements implemented in the proposed system are strong password measurement and able to
generate offer letter for hostel applicant. The proposed system also adds one page to display SMAPS
information and background. Finally, infographic information is also included in the same page. Table
1 below shows the comparison between existing systems and the proposed system.
Table 1: The comparison between existing systems and the proposed system

System College Online Hostel Hostel Hostel

Management Management Management Management
System [4] System [5] System [6] System
(Proposed
Features system)
Register page Yes No No Yes
Login page Yes Yes Yes Yes
Strong password measurement No No No Yes
Generate pdf file No No No Yes
Admin panel Yes Yes Yes Yes
User details management No No No Yes
Fee’s module Yes Yes No Yes
Hostel information No No No Yes
Infographic information No No No Yes
Notification indicator No No No Yes

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3. Methodology
System development methodology is defined as a way to improve the management and control of
software and product development processes by determining the activities that need to be carried out
using appropriate techniques. There are various types of models or methodologies in the software
development life cycle (SDLC) such as prototype models, agile models and spiral models. Each has its
own strengths and weaknesses. SDLC has been used throughout project development to plan, analyse,
design, implement, test and deliver projects.
Waterfall model has been chosen in the development of this system. The waterfall model can
implement the main phases that exist in the system development life cycle including the five phases
namely Planning, Analysis, Design, Implementation and System. Figure 1 shows the phases of waterfall
model.

Figure 1: Waterfall model

Each phase must be done in sequence before proceed to the following phases. In every software
development phase, there is implementation for the purpose of project documentation so that the result
can be expected and improved. For a fix key reason, the small scales system and clear project
requirements, this model was chosen [8].
There are five phases of the waterfall model. As shown in Table 2, each phase has its own tasks and
findings that need to be generated during the overall development of the project.
3.1 Planning
In this phase, the activities involved are project planning before building it by defining objectives,
identifying problems in the organization and the scope of the project to get the clearer plan. A Gantt
chart was developed to help facilitate the planning of activities and the development period of the
project. The requirements of the developed system have given an initial insight to the organization in
this phase. Based on the observation, the hostel management is still using the manual system in
recording the information of the applicant who made the hostel application at the school.
3.2 Analysis
This phase is to analyse the current needs and investigate any problems related to it. All information
regarding information systems developed, collected and analysed in this phase in more detail after
identifying the aspects in the initial phase, namely the planning phase. All of the tasks mentioned
performed to collect information for this project, which was interviewed the school principal, Ustaz
Mohd Fauziy and teacher who are responsible for managing SMAPS hostels, Ustaz Raja Musa. A
clearer picture regarding the current hostel application process obtained through the interview.
Interview questions can be referred to in Appendix A. In developing this system, all hardware and
software need to be analysed in detail to ensure that it is appropriate.

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3.3 Design
After the requirements have been collected, the design of the prototype interface and database is
carried out. A system interface sketch has been implemented to help illustrate the system. In addition,
the database has been designed based on the data that has been collected. The entire prototype system
interface was designed using Microsoft Visio 2016 while the database and schedule schema were
designed using Microsoft SQL Server Management Studio 18. The context diagram for this system as
shown in Figure 2 shows the flows of the information between the system and the users of Hostel
Management System. The DFD level 0 shown in Figure 3 that shows the basic overview of the whole
system or process being analyzed or modeled. DFD level 1 and flowchart for Hostel Management
System can be referred to in Appendix B and Appendix C.

Figure 2: Context diagram

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Figure 3: DFD level 0

Discussion with users has been done to get more details about the processes and other requirements
so that they can provide ideas or suggestions and improvements to ensure that the system meets the
needs and requirements of users. The interface of this system is very important and acts as a medium
between the user and the system.
3.4 Implementation and testing
The implementation phase begins after the design phase has been completed. Next, software code
according to the planning, analysis and design of the system that has been done generated in this phase.
The action of creating the final system is by coding and debugging. System requirements documentation
should be mandatory to refer to the entire other system development process to ensure the development
project is in line with the needs or scope.
Upon completion of the implementation phase, a testing phase has been conducted to ensure that
the Hostel Management System meets the user requirements and can be use without facing issues. The
modules in this system tested for acceptance by the user to ensure that it meets the needs and
requirements of the user who will use it. Documentation on the data created in the previous phase is
referred back for the purpose of testing the accuracy of the data and the errors that exist.
As shown in Table 2, a system development workflow, each phase has its own tasks and findings
that need to be generated during the overall development of the project.

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Table 2: System development workflow

Phase Activity Finding

Planning  Find and review project title Gantt Chart
 Project introduction
 Create schedule
 Estimate time
Analysis  Identify problems Analyse and manage the
 Specify the objectives scope of the project,
 Determine the project scope system requirements,
 Undergo literature review software and
 Do some research about system weakness programming language
 Get suggestion from target user used.
 Analyze possible requirements
Design  Design problem statement Interface and database
 Logical design design
 Data flow design
 Physical design
Implementation  Create system interface System program code
and Testing  Conduct testing phase to test functionality
 Unit testing
 Integration testing
 User acceptance testing
 Finding errors and missing operations
 Determine whether the objectives are met
 Identify problems that need improvement
 Present project

4. Results and Discussion

The results of this project can be seen by conducting testing phase. Testing phase is conducted
during and after the Hostel Management System is developed. A series of test cases were created based
on system requirements. The system is tested with users. Prior to that, the system was tested by
developers. This is to ensure that the program is free of any errors, bug fixes and is executed correctly
as expected by the user. The further details of the testing phase result explained in section 4.2.
4.1 Interface
The system interface is the link between the user and the system. Therefore, the development of a
single interface of a system that is easy to understand and user-friendly is very important in providing
comfort and convenience to users when using this system. Behind the neat interface, there is
programming code that is ready to process all the information and data entered by the user. The
processed data will then be stored in a database.

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Figure 4: Main page interface

Figure 4 is one example of an interface built for the Hostel Management System. The system
homepage interface is the first page that will be displayed by the user before the next action is
performed. The system interface has been developed based on the users and functions of the modules
found in the system.
4.2 Test plan results
Each test case should be traceable to the requirements specified. The actual results for each test case
were also recorded. They are simplified in Table 3.
Table 3: Test plan result

Test Description Result

category
1 Test the system functionality: system authenticate login with true As expected
input and data.
2 Test the system functionality: system will store the data input. As expected
3 System must allow add, view and delete. All these features must As expected
work successfully.
4 Test the system functionality: system can show error input As expected
message.
5 Test the system functionality: system can make communication As expected
between relation link and database.
6 Test the system functionality: system can make store and As expected
manipulate the application form data. System must allow add, view
and delete.
7 Test the system accessibility: information on system can be read As expected
and display clearly.
8 Test the system accessibility: check whether the site is responsive As expected
or not.
9 Test the system browser support: check whether system compatible Test on two
by many browsers. different
browsers only
and work fine
10 System executes from start to end Yes
11 User able to register and login As expected

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12 User able to view, add, delete, and update new user As expected
13 User able to view, add, delete, and update user info As expected
14 User able to view, add, delete, and update application status As expected
15 User able to view, add, delete, and update fee details As expected
16 Strong password measurement works As expected
17 System works smoothly As expected

4.2 Discussions
After the testing phase be made, some discussion with end user held. User acceptance testing form
is to determine the extent of user satisfaction while using the system. Any improvements can be made
by refer this form. User acceptance testing form for this system showed in Table 4 below.
Table 4: User acceptance form result

Test Description Test

category Pass Fail
1 System authenticate login with true input and data /
2 Print out error message when wrong username and password /
3 System stores the data input /
4 System can show error input message when wrong input new user /
5 System can make communication between relation link and database /
6 System can store and manipulate the application form data. System must /
allow add, view and delete
7 Information on system can be read and display clearly /
8 System executes from start to end /
9 User able to register and login /
10 User able to view, add, delete, and update new user /
11 User able to view, add, delete, and update hostel management user info /
12 User able to view, add, and update application status /
13 User able to view, add, delete, and update hostel applicant user info /
14 User able to view, add, delete, and update fee details /
15 Strong password measurement works /

Testing are the most important phases in software development. This is to ensure that the system is
developed in accordance with the objectives and requirements that have been collected. Thus, the
system will produce actual results as expected during the beginning to the end of system development.
To meet the requirements, Adobe Dreamweaver 2021 has been used to implement all system features.
Additionally, a database for the system was created using phpMyAdmin. Finally, the system was tested
together with end users to identify defects on the system.
5. Conclusion
After completion all phases of software development and final decision gathering during testing
activities with end users, it can be concluded that this system has several advantages and disadvantages.
The first thing that will be discussed is the advantages of this system. First of all, this system allows
users to manage details information of all categories of users including all application records which is
important for hostel management of SMAPS to manage in the management of admission applications
to the hostel. Second, application forms can be made from this system to make it easier for hostel
applicants, the school admin for the hostel management to record details and information related to each
category of users. What is more, the hostel management application form used to provide approval of
the application as well as information on fees. After that, the previous application form record stored in
the database can be view by user. Third, the advantage of this system is that this system can provide

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hostel management to manage all school admin and hostel applicant notices. Hostel management can
add, update, view and delete school admin notices with just one click action. Fourth, notice of fees can
be managed using this system by providing functions for hostel management to add, update and delete.
In addition, there is an indicator notification in this system that is presented only for school admins and
hostel management which shows the status of the application that needs attention. Other than that, this
system can generate an offer letter for hostel applicant if the application for admission to the hostel has
been approved by hostel management. Lastly, there is a strong password measurement in this system to
ensure that users enter a more secure password.
This system also has several weaknesses. The first is that this system does not have a search and
filter function. This feature is important to make it easier for users to find an information easily. In
addition, this system does not have an interface that follows the latest technology and responsive.
Although this system has some weaknesses, it will not affect the overall functionality and quality of
this system. This system can still provide many advantages to users and will help manage their
application matters. These are just suggestions that may bring improvements to this system in the future.
The first suggestion is that the system will be improved by improving the interface design that is more
user friendly to follow the latest technology. The second suggestion is that the system will be able to
provide online payment for fee payment. This will make it easier for users without having to provide
cash for the payment session during hostel admission registration day. The third suggestion is that the
identity card tracker can be integrated with the system to help users enter new applicant information or
search for applicant information more easily and effectively. Other than that, the barcode reader can
also be integrated with the system to quickly access fee information without having to login into the
system first. These are some of the recommendations that have been prepared and explained. This
proposal is very important to improve this system to continue to work in the future and hopefully bring
benefits to users. In conclusion, Hostel Management System ease the hostel application process in
Sekolah Menengah Agama Parit Sulong. The application can be made online without need the user to
make any meeting. The application form review that usually made by school admin also can be made
by only using this system. Hostel applicant can know the application result by checking the result in
this system. With all these functions, proved that Hostel Management System helps all users of this
system by saving their time.
Acknowledgement
The authors would like to thank the Faculty of Computer Science and Information Technology,
Universiti Tun Hussein Onn Malaysia for its support and encouragement throughout the process of
conducting this study.

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Appendix A
Interview Form for Hostel Management System

Interview Form for Hostel Management System

Date: _____________
Teacher’s Information
Name :_____________________________
Position: ___________________________
Interview Question
1) Explain a little about the organizational background
2) What is the mission and vision of this school?
3) What is the current / used system?
4) What is the hostel application information stored?
5) What user information is stored?
6) How many people are involved in the process of receiving hostel applications?
7) Who is responsible for receiving hostel applications?
8) Does the form need to be printed by the applicant?
9) What is the application process that is being implemented?
10) What system do you want to build?

Appendix B
DFD level 1 for Hostel Management System

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Appendix C
Flowchart for Hostel Management System

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