“Development and Implementation of a Web-based Hostel Management System: Kigali Independent University ULK as Case Study.”

Abstract

This thesis describes developing and implementing a comprehensive web-based hostel management system designed specifically for Kigali Independent University. The system optimizes critical hostel operations, including room allocation, booking, lodging, complaint management, and user feedback collection. A key feature is integrating a Radio Frequency Identification attendance system, which tracks student movements in and out of the hostel. This RFID-based solution enhances security by providing real-time monitoring and accurate student attendance records, reducing the potential for manual errors and unauthorized access. The Hostel Management System was designed to streamline and improve the overall management and operations of the university's hostel facilities, contributing to a more efficient and secure student living environment. The HMS was developed using modern web technologies, including responsive design, intuitive user interfaces created with HTML, CSS, JavaScript, and PHP, and the robust MySQL database to ensure efficient data management and storage. The user-friendly interface enables seamless interaction between administrators and students, simplifying the management of a wide range of hostel-related activities, such as room reservations, maintenance requests, and incident reporting. The RFID attendance system is fully integrated with the main HMS, ensuring that movement data is automatically logged and easily accessed for administrative purposes, improving overall operational efficiency and providing valuable insights into student activity patterns within the hostel. Rigorous testing was conducted to ensure the Hostel Management System's functionality, reliability, and user experience. The results revealed that the HMS significantly enhances hostel management efficiency, reduces administrative workload, and improves security. The RFID attendance tracking feature is handy for monitoring student movement, ensuring order and security. The testing process involved various scenarios and user interactions to guarantee a seamless and user-friendly experience. The Hostel Management System at Kigali Independent University showcases the potential of web-based solutions for improving hostel management efficiency and user experience in resource-constrained settings.