Merit – Quality – Excellence

Girls Hostel Management System (User Manual)

Made by:

Fahad Bashir

Supervised By:

ICT Department

Sukkur Institute of Business Administration

Sukkur Institute of Business Administration

Girls Hostel Management System

Introduction

This document describes the Girls Hostel Management System Web based Interface System,

which tracks In and Out activities of girls hostellers throughout hostel life in Sukkur IBA.

Usage

This document will be used by hosteller to run the system for playing their role in the

system.

Project Details

A Brief Description of the project

This System is made to inform their parents of their children which are registered in

girls hostel Sukkur IBA about their In and Out activities.

This System will be used by Hosteller and Warden/Provost.

The main Feature of the Software

It helps in Keeping track of girls hosteller about their in and out activities.

It maintains the data of every hosteller in the School in terms of his/her Personal Info,

relative’s info, Tickets (request) Info.

This System helps the administration to know for reporting purpose.

How it works

Web based software will be presented to hosteller.

Login Id and password will be used as cms login id and password.

Hostellers of Sukkur IBA Hostel will be using the system.

Login Screen First user should visit url: http://siba.edu.pk:88/GHMS/ Hosteller can login by providing their CMS-ID and password.

Dashboard Screen After successfully login, dashboard screen will be opened with tickets and the numbers

of different tickets that yet has been submitted. Hosteller can visit type of tickets by clicking More info.

Menu Left-bar Shared Screen On the left side of every screen menu screen will be shown, which will navigate to

particular screen after clicking it. Major types of screen are Dashboard and Tickets.

Tickets Screen After clicking on Tickets Menu, following screen will be shown to hosteller, which shows

categories of tickets which are followed by descending order. Hosteller can search tickets by ID, Title, Hosteller CMS-ID, Status, and date of ticket

creation.

Hosteller can submit ticket by clicking on Open Ticket button, after clicking on it following screen will be popped-up.

User Form Procedure:

Send request to particular warden by selecting from list box. Select type of request from list box. Click on the calendar field, two calendars will be popped-up as shown in figure,

calendar 1 will be used for Expected check-out( when hosteller will go outside) purpose and calendar 2 will be used for Expected Check-in(when hosteller will return) purpose.

Select type of transport which will pick you on the gate. Select type of accompany who will be pick you on the gate. If you select other then

you have to provide the Accompany CNIC, Accompany Type, and accompany relationship.

Finally, provide reason detail for request (Ticket) and submit ticket. Note: User can send one ticket at a time, system will not permit to send another

ticket, If any of user’s ticket is on pending or Accepted state. User can cancel ticket if it is on pending state and user can ask for warden /provost to cancel accepted ticket.

Slip Screen After clicking any of ticket title in Tickets screen, following screen will be shown, which is

categorized by following five parts:

1. Hosteller Info: which describes required hosteller info who has submitted a ticket.

2. Timing: It shows different types of timing to capture movement of event, such as when request was submitted, accepted/denied/cancelled, etc.

3. Accompany: It shows required info accompany with hosteller went outside of Sukkur-IBA and Status shows: Self that she went by herself, Known shows that she went with accompany which is registered in system, and Unknown shows that she went with accompany which is not registered In system.

4. Transport: It shows info of type of vehicle that hosteller used at the gate of Sukkur IBA .

5. Official Authority: It shows who accepted/denied/cancelled ticket, who allowed to be checked-out at the gate and allowed checked-in at the gate, and the remarks given by warden/provost.

Logout Screen After clicking on corner button of header screen, user can logout by clicking on logout

button.

Email Services SnapshotsWarden/provost Email View

After submitting a ticket by hosteller, email will be sent to the warden in cc with provost warden/provost can view following view.

Hosteller Email View After submitting a ticket by hosteller, email will be sent to the warden in cc with provost

warden/provost can view following view.