IMPLEMENTATION OF A WEB BASED HOSTEL ALLOCATION SYSTEM

PRESENTED BY

IBIYEMI ABRAHAM IFE - CS2023020005

OYEWO PAUL TIMILEYIN – CS2023010010

ABAYOMI ISRAEL BLESSING – CS2023010046

BEING A PROJECT SUBMITTED TO THE SCHOOL OF SCIENCE AND TECHNOLOGY,

DEPARTMENT OF COMPUTER SCIENCE, FEDERAL POLYTECHNIC AYEDE,

OGBOMOSO, OYO STATE, IN PARTIAL FULFILMENT OF THE REQUIREMENTS FOR

THE AWARD OF NATIONAL DIPLOMA IN COMPUTER SCIENCE.

JULY, 2025
 DEDICATION

This project is dedicated to the Almighty God, for his unfailing love and grace upon our lives from the

commencement through conclusion of this project with ease and to our families for their support. We

say God continue to bless you (Amen).

 ACKNOWLEDGEMENT

Our utmost gratitude goes to the Almighty God for the protection, provision and discernment given to

us during the course of this project.

This task would not have been complete without the guidance and academic support of our supervisor,

Mrs. Akande Olubunmi V. May the Almighty God reward her abundantly

A big thanks to our H.O.D, Mr. Ajiboye Ismail for his unlimited support, and to all our lecturers who in

one way or the other supported us. I say God bless you all. We won’t fail to thank our colleague; I pray

almighty God bless you all.

TABLE OF CONTENT
LIST OF FIGURES
 ABSTRACT

This proposed project work intends to address some of the problems encountered in the allocation of

hostels to students manually in tertiary institutions, using Federal Polytechnic Ayede, Ogbomoso as the

case study. The growing number of students in higher institutions posed a lot of accommodation

problems on the part of students and school management. Some of the problems encountered include,

few hostels that exist in the institutions are not properly managed, statistic of rooms required to match

the growing number of students are farfetched, students who have paid hostel fees may end up not

getting rooms because of lack of bed, Hostel administrators cannot give accurate information of the

occupancy of a particular room. In respect to all of these existing problems, it became necessary to

design a system capable of managing a database which allocates hostel to student. The system to be

designed will keep track of all the available rooms and its occupants. This hostel allocation management

system was implemented using HTML, PHP and MySQL.

 CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF THE STUDY

The Federal Polytechnic Ayede, Ogbomoso, is one of the prominent institutions in Nigeria, dedicated to

providing quality education and fostering the development of skilled professionals. As the institution

continues to grow, the number of enrolled students has significantly increased, leading to a pressing

need for effective management of student accommodations. The hostel allocation process, which is

crucial for ensuring that students have a safe and comfortable living environment, has become a focal

point of concern for both students and administrators.

Historically, the process of allocating hostel spaces has been largely manual, relying on paper-based

applications and face-to-face interactions. This traditional approach has proven to be inefficient, often

resulting in long waiting times for students eager to secure accommodation. During peak periods, such

as the beginning of each academic session, the accommodation office is inundated with applications,

leading to administrative bottlenecks. Students frequently express frustration over the lack of

transparency in the allocation process, as they are left in the dark regarding their application status and

the criteria used for allocations.

Research conducted by Omotehinse (2019) highlights that many Nigerian tertiary institutions still

depend on outdated methods for managing hostel allocations. This reliance on manual processes not

only hampers efficiency but also raises concerns about fairness and equity in the distribution of available

spaces. A study by Adebayo (2020) found that institutions that have adopted automated systems for

hostel management report a significant reduction in processing times and an increase in student

satisfaction. These findings underscore the urgent need for a modernized approach to hostel allocation

at Federal Polytechnic Ayede.

In light of these challenges, the development of a web-based Hostel Allocation System (HAS) emerges

as a viable solution. This system aims to automate the allocation process, ensuring that it is not only

efficient but also transparent and fair. By leveraging technology, the HAS will allow students to submit

applications online, track their status in real-time, and receive notifications regarding their allocations.
This shift from manual to automated processes is expected to enhance the overall experience for

students, reduce the workload on administrative staff, and improve the institution's reputation.

Moreover, the implementation of an automated system aligns with global trends in educational

management, where technology is increasingly being utilized to streamline operations and improve

service delivery. Institutions around the world are recognizing the benefits of adopting digital solutions

to enhance their administrative processes. For instance, universities in the United States and Europe

have successfully implemented online accommodation systems that allow for efficient management of

student housing. These systems not only facilitate the allocation process but also provide valuable data

analytics that can inform future decision-making regarding housing policies and resource allocation.

The proposed HAS will also incorporate features that consider student preferences, such as proximity

to academic buildings, roommate compatibility, and special needs. Research by Nwachukwu (2022)

indicates that understanding and accommodating student preferences can significantly enhance their

satisfaction and overall experience in the institution. By integrating these considerations into the

allocation algorithm, the HAS aims to create a more personalized and equitable allocation process.

In conclusion, the background of this study highlights the pressing need for an automated hostel

allocation system at Federal Polytechnic Ayede, Ogbomoso. The current manual processes are

inadequate to meet the demands of a growing student population, leading to inefficiencies and

dissatisfaction. By adopting a web-based solution, the institution can enhance the allocation process,

improve transparency, and ultimately provide a better living experience for its students. This study aims

to explore the design and implementation of the HAS, addressing the challenges faced by the current

system and paving the way for a more efficient and equitable approach to hostel management.

1.2 PROBLEM STATEMENT

The current methods of hostel allocation at the Federal Polytechnic Ayede, Ogbomoso, present a range

of challenges that hinder the effectiveness and efficiency of the process. These issues not only affect the

administrative staff but also significantly impact the student experience.

One of the most pressing problems is the manual processing of applications. The reliance on paper-

based systems creates a cumbersome workflow that is prone to delays and errors. Students often find

themselves waiting for extended periods to receive their hostel assignments, which can lead to feelings

of frustration and anxiety. This waiting period is particularly stressful for new students who are eager to

settle into their accommodations and begin their academic journey.

Another critical issue is the lack of transparency in the allocation process. Students frequently express

confusion and dissatisfaction regarding how allocations are determined. The absence of a clear and

publicly accessible allocation policy can foster perceptions of favoritism or bias, leading to mistrust in

the system. When students feel that the process is opaque, it diminishes their confidence in the fairness

of the allocations, which can negatively affect their overall experience at the institution.

Additionally, the current approach results in inefficient space utilization within the hostels. Without a

systematic and data-driven method for managing allocations, some hostels may become overbooked,

leading to overcrowding and discomfort for residents. Conversely, other hostels may remain

underutilized, wasting valuable resources and space that could be better allocated. This imbalance not

only affects student comfort but also strains the institution's resources.

Furthermore, there is a significant challenge in managing student preferences. Many students have

specific needs and preferences regarding their accommodation, such as proximity to academic buildings,

access to certain amenities, or the desire to live with particular roommates. Unfortunately, these

preferences are often overlooked in manual systems, leading to dissatisfaction among students who feel

that their needs are not being adequately addressed.

Given these challenges, it is evident that there is a pressing need for a robust Hostel Allocation System

that can automate the allocation process, improve transparency, and ultimately enhance student

satisfaction. So, by addressing these issues, the proposed system aims to create a more efficient,

equitable, and user-friendly experience for all stakeholders involved.

1.3 OBJECTIVES OF THE STUDY

The primary objectives of this study are structured around these three critical phases of the project:

Design, Implementation, and Evaluation. Each phase plays a vital role in developing a robust Hostel

Allocation System for the Federal Polytechnic Ayede, Ogbomoso. The specific objectives are as follows:

1.3.1 DESIGN OBJECTIVES

This design phase focuses on creating a user-centered and efficient system architecture that meets the

needs of both students and administrators. The objectives in this phase include:

a. Developing a Comprehensive System Architecture: This design will encompass a web-based

application utilizing PHP for server-side scripting and MySQL for database management. This

architecture will ensure scalability and reliability, allowing the system to handle a growing number

of users and applications efficiently (W3Schools, 2023).

b. Creating an Intuitive User Interface: This design will prioritize user experience by developing an

intuitive interface that facilitates easy navigation for students and administrators. Research indicates

that user-friendly interfaces significantly enhance user satisfaction and engagement (Nielsen, 2020).

The design will incorporate responsive design principles to ensure accessibility across various

devices.

c. Establishing a Secure Database Schema: This database design will include tables for users,

applications, and hostels, ensuring data integrity and security. Proper normalization techniques will

be applied to minimize redundancy and improve data retrieval efficiency (Elmasri & Navathe, 2016).

1.3.2 IMPLEMENTATION OBJECTIVES

This implementation phase focuses on translating the design into a functional system. The objectives in

this phase include:

a. To Develop the Backend Functionality: This implementation will involve coding the server-side

logic using PHP, which will handle user authentication, application processing, and allocation
 algorithms. This phase will also include the integration of MySQL for data storage and retrieval,

ensuring that the system operates smoothly and efficiently (W3Schools, 2023).

b. Implement of the Allocation Algorithm: A key feature of the system is the development of an

allocation algorithm that considers student preferences and hostel availability. This algorithm will

aim to optimize space utilization while ensuring fairness in the allocation process. Research by

Adebayo (2020) highlights the importance of algorithmic fairness in resource allocation systems.

c. To Ensure System Security and Data Protection: During implementation, security measures will

be integrated to protect user data and prevent unauthorized access. This will include implementing

secure password storage techniques and using HTTPS for secure data transmission. Following

OWASP guidelines will be essential to mitigate common web vulnerabilities (OWASP, 2021).

1.3.3 EVALUATION OBJECTIVES

The evaluation phase focuses on assessing the system's performance and user satisfaction. The

objectives in this phase include:

a. To Measure System Performance: The evaluation will involve assessing the system's response

time and accuracy of allocations. Metrics such as average response time for user requests and the

percentage of successful allocations based on student preferences will be collected and analyzed.

According to Nwachukwu (2022), performance metrics are crucial for understanding the

effectiveness of resource management systems.

b. To Gather User Feedback: A feedback mechanism will be implemented to collect user experiences

and suggestions for improvement. This feedback will be invaluable for identifying areas that require

enhancement and ensuring that the system meets user needs effectively. Research indicates that user

feedback is essential for continuous improvement in software systems (Ogunleye et al., 2021).

c. To Conduct a Comparative Analysis: The evaluation will also include a comparative analysis of

the new system against the previous manual allocation process. This analysis will help quantify
 improvements in efficiency, transparency, and user satisfaction, providing a comprehensive

overview of the system's impact on hostel management at the institution.

In summary, the objectives of this study are designed to create a well-structured Hostel Allocation

System that is user-friendly, efficient, and effective in managing student accommodations. By

focusing on the design, implementation, and evaluation phases, the project aims to address the

current challenges faced by the Federal Polytechnic Ayede and enhance the overall student

experience.

1.4 SIGNIFICANCE OF THE STUDY

The significance of this study lies in its potential to transform the hostel allocation process at the Federal

Polytechnic Ayede, Ogbomoso. By implementing a digital system, the following benefits can be

realized:

a. Students: The system will provide a fair and efficient allocation process, enhancing their overall

experience and satisfaction.

b. Administrators: By automating the allocation process, the workload on administrative staff will be

reduced, allowing them to focus on other critical tasks.

c. Institution: Improved hostel management will enhance the institution's reputation and attract more

students.

d. Future Research: The findings and methodologies from this study can serve as a reference for other

institutions facing similar challenges in hostel management.

1.5 SCOPE AND LIMITATIONS OF THE STUDY

The scope of this study is to develop of a web-based application for hostel allocation at Federal

Polytechnic Ayede. The system will focus on key functionalities such as user registration, application

submission, allocation processing, and status tracking.

LIMITATIONS:

a. The study will not cover payment integration for hostel fees, which may be addressed in future

iterations which may require adjustments for scalability in the future.

b. The project will primarily focus on the technical aspects of the system, with limited exploration of

user experience design.

1.6 PROGRAMMING LANGUAGES USED IN THE PROJECT

The development of the Hostel Allocation System will utilize the following programming languages and

technologies:

• HTML: For structuring the web pages and content.

• CSS: For styling the user interface and enhancing visual appeal.

• JavaScript: For implementing client-side functionality and interactivity.

• PHP: A web framework for building the backend API.

• SQL: A database for storing user and application data.

1.7 DEFINITION OF TERMS

a. Hostel Allocation System (HAS): A web-based application designed to automate the process of

assigning hostel spaces to students based on their preferences and availability.

b. Frontend: The client-side part of the application that users interact with, typically built using

HTML, CSS, and JavaScript.

c. Backend: The server-side part of the application that handles data processing, storage, and business

logic, often built using Node.js and Express.

d. Database: A structured collection of data that can be easily accessed, managed, and updated, in this

case, using MongoDB.

e. User Interface (UI): The visual elements of the application that allow users to interact with the

system, including forms, buttons, and navigation menus.

f. Algorithm: A set of rules or steps used to solve a problem or perform a task, in this case, the process

of allocating hostel spaces to students.

 CHAPTER TWO

LITERATURE REVIEW

2.1 INTRODUCTION

This chapter presents a review of relevant literature on Automated Hostel Allocation Management

System and the technologies used in their development. The literature review aims to provide a

comprehensive understanding of the existing systems, their features, and the technologies used to

implement them.

2.2 HOSTEL MANAGEMENT SYSTEMS

The concept of automated hostel allocation management has evolved significantly in Nigerian tertiary

institutions. A study conducted by Omotehinse (2019) revealed that over 65% of federal polytechnics

still rely on manual processes for student accommodation allocation. These outdated systems often lead

to administrative bottlenecks and student dissatisfaction. Our observations at Federal Polytechnic Ayede

confirm these findings, particularly during peak allocation periods when the accommodation office

becomes overwhelmed with paper applications.

Researchers like Adebayo (2020) have demonstrated how digital solutions can transform this process.

In his work at Federal Polytechnic Ilaro, an experimental web-based allocation system reduced

processing time from three weeks to just five days. This evidence strongly supports the need for

technological intervention in hostel management.

2.3 EXISTING ALLOCATION METHODOLOGIES

Current allocation systems employ various algorithms with different degrees of success. The First-

Come-First-Serve (FCFS) approach, while simple, often at disadvantage to students from distant

locations. At the University of Ibadan, researchers found that FCFS allocations showed 22% bias

towards local students (Ogunleye et al., 2021).

More sophisticated institutions use preference-based systems. The University of Lagos implemented a

weighted algorithm considering factors like:

• Academic level (30% priority)

• Medical conditions (25% priority)

• Distance from hometown (20% priority)

• Previous hostel occupation (15% priority)

• Special needs (10% priority)

This multi-criteria approach yielded 89% student satisfaction in post-implementation surveys,

suggesting its effectiveness could be replicated in our polytechnic context.

2.4 WEB-BASED SOLUTIONS IN NIGERIAN POLYTECHNICS

Several Nigerian polytechnics have begun adopting web-based hostel systems with varying success. The

Federal Polytechnic Ado-Ekiti's 2018 system utilized PHP and MySQL, but suffered from poor

scalability during enrollment spikes (Adesina, 2020). Conversely, Yaba College of Technology's Node.js

implementation handled 3,000 concurrent users during their 2021 allocation exercise without system

failures.

Key lessons from these implementations include:

1. JavaScript frameworks provide better real-time updates than traditional server-side languages

2. NoSQL databases like MongoDB handle sudden data surges more effectively

3. Progressive Web App (PWA) features prevent access issues for students with poor internet

2.5 STUDENT PREFERENCE MODELING

Effective hostel systems must account for student preferences. Nwachukwu's 2022 study at Federal

Polytechnic Nekede identified four critical preference factors:

1. Proximity to academic buildings (35% of students)

2. Quiet study environment (28%)

3. Roommate compatibility (22%)

4. Bathroom convenience (15%)

Interestingly, these preferences vary by gender - female students prioritized security 43% more than

their male counterparts. Such findings directly inform our system's preference collection form design.

2.6 TECHNICAL INFRASTRUCTURE CONSIDERATIONS

2.6.1 FRONTEND TECHNOLOGIES

The system employs standard web technologies including HTML5 for structure, CSS3 for styling, and

JavaScript for interactivity. This follows the recommendations of Nixon (2015) who demonstrates how

these technologies create responsive interfaces that work across devices while maintaining accessibility

standards.

2.6.2 BACKEND ARCHITECTURE

Using PHP with MySQL provides a reliable foundation for data processing and storage, as documented

in the infrastructure analysis by Adebayo (2020). This combination provides reliability and widespread

compatibility in educational environments.

2.6.3 SECURITY IMPLEMENTATION

The system incorporates security measures including prepared statements for SQL queries and password

hashing, following OWASP security guidelines (OWASP, 2021) to prevent common web vulnerabilities.

2.7 SUMMARY OF RESEARCH GAPS

This review identifies several gaps our system addresses:

1. Lack of real-time status updates in existing polytechnic systems

2. Absence of automated report generation for administrators

3. Poor mobile responsiveness in current solutions

 CHAPTER THREE

METHODOLOGY

3.1 SYSTEM ANALYSIS

This section will analyze the requirements for the Hostel Allocation System, which is designed to

facilitate the management of hostel applications and allocations for students.

3.1.1 SYSTEM REQUIREMENTS

The system requires the following components to function effectively:

a. Web Server: Apache or Nginx to host the application.

b. PHP: Version 7.4 or higher for server-side scripting.

c. MySQL: Version 5.7 or higher for database management.

d. Web Browser: A modern web browser (e.g., Chrome, Firefox) for accessing the application.

3.1.2 FUNCTIONAL REQUIREMENTS

The functional requirements define the specific behaviors and functions of the system:

a. User Registration: Students must be able to register by providing their details, including username,

password, full name, and matriculation number.

b. User Login: Registered users should be able to log in to the system using their credentials.

c. Hostel Application Submission: Students can submit applications for hostel accommodation,

specifying their preferences.

d. Admin Management: Administrators can manage applications, allocate hostels, and view

application statuses.

e. Status Tracking: Students can check the status of their hostel applications.
3.1.3 NON-FUNCTIONAL REQUIREMENTS

Non-functional requirements specify the quality attributes of the system:

a. Performance: The system should respond to user requests within 2 seconds.

b. Availability: The system should maintain 99% uptime to ensure accessibility for users.

c. Usability: The interface should be user-friendly and intuitive, allowing easy navigation.

d. Security: The system must implement security measures to protect user data and prevent

unauthorized access.

3.1.4 SYSTEM DEVELOPMENT MODEL

The development of the Hostel Allocation System follows the Waterfall Model, which is a linear and

sequential approach to software development. The phases include:

1. Requirements Analysis

2. System Design

3. Implementation

4. Testing

5. Deployment

6. Maintenance

Requirement Analysis

System Design

Implementation

Testing

Deployment

Maintenance

Fig:3.1.4 Waterfall Model Diagram

3.2 SYSTEM DESIGN

In this section, we will outline the design of the Hostel Allocation System, focusing on the system

architecture and database design.

3.2.1 SYSTEM ARCHITECTURE

The system architecture is based on a three-tier model, which separates the application into three layers:

1. Presentation Layer: This layer is responsible for the user interface, built using HTML5, CSS3, and

JavaScript. It ensures that users can interact with the system seamlessly across various devices.

2. Application Layer: The core business logic is implemented in PHP, which processes user requests

and interacts with the database. This layer handles all the application functionalities, including user

authentication, application submissions, and allocation processes.

3. Data Layer: MySQL serves as the database management system, storing all relevant data, including

user information, applications, and hostel details. This layer ensures data integrity and efficient

retrieval.

Fig: 3.2.1 Three Tier Architectural Diagram

3.2.2 DATABASE DESIGN

The database schema is structured to support the functionalities of the hostel allocation system. It

includes the following tables:

• Users Table: This table stores student registration data, including fields for user ID, username,

password (hashed), full name, matriculation number, and account creation date.

• Applications Table: This table tracks hostel requests, containing fields for application ID, user ID

(foreign key), preferred hostel, application status, allocated hostel, and submission date.

• Hostels Table: This table manages the inventory of hostels, including fields for hostel ID, name,

total capacity, and the number of rooms currently occupied.

Fig:3.2.2 Database Schema Diagram

3.2.3 SUMMARY

The design of the Hostel Allocation System follows software engineering best practices, ensuring a clear

separation of concerns between the presentation, application, and data layers. The database schema is

designed to support all required functionalities while maintaining referential integrity. This structured

approach will facilitate the efficient management of hostel applications and allocations, ultimately

enhancing the user experience for both students and administrators.

Manage Students

Application Verifying

Manage Profile

Fig:3.2.3 System Design Diagram