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

Usage
This document will be used by warden/provost to operate 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, Warden/Provost, and Gatekeeper.

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,
relatives info, Tickets (request) Info.

This System helps the administration to know for reporting purpose.

How it works

Web based software will be presented to warden/provost.

Login Id and password will be given.
Warden/provost of girls hostel will be using the system.

Login Screen
First user should visit url: http://siba.edu.pk:88/GHMS/
Warden/Provost can login by providing their user 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.
Warden/Provost 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, Tickets, and Hostellers.

Tickets Screen
After clicking on Tickets Menu, following screen will be shown to
warden/provost, which shows categories of tickets which are followed
by descending order.
User can search tickets by ID, Title, Hosteller CMS-ID, Status, and
Tickets Created On.

Slip Screen
After clicking any of ticket title, following screen will be shown, which is
categorized by following five parts:
1. Hosteller Info: which describes required hosteller info who has
submitted 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.

Accept Ticket Screen

After clicking Accept Button following screen will be shown, warden

or provost can provide remarks and accept ticket.

Only pending ticket will be accepted by warden/provost.

Deny Ticket Screen

After clicking Deny Button following screen will be shown, warden or

provost can provide remarks and deny ticket.

Only pending ticket will be denied by warden/provost.

Cancel Ticket Screen

After clicking Cancel Button following screen will be shown, warden or

provost can provide remarks and cancel ticket.

Only accepted ticket will be accepted by warden/provost.

Hostellers Screen
After clicking Hostellers menu in menu bar screen following screen

will be shown, which shows list of hostellers which are registered in

hostel.
Warden/ Provost can search the hosteller(s) by their CMS-ID, Full Name,
Program, Current Semester, Room Number, and Contact Number.

Hosteller Screen
After clicking CMS-ID of particular hosteller in Hostellers Screen,

following screen will be shown, which is divided into three parts which
are following :
1. Hosteller Info: which shows basic info of hosteller.

2. Hosteller Relatives: It shows list of registered relatives of hosteller

who are allowed to pick hosteller at the gate.

3. Hosteller Tickets: It shows list of tickets that a particular hosteller

has submitted.

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

clicking on logout button:

Email Services Snapshots

Warden/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.