Boarding House Management System

Abstract

A Boarding House is a house that a paying guest can rent. The guest can rent for one or more nights and sometimes for a longer period. The researchers conducted this study to assess current processes used in managing boarding houses. The researchers gathered data and found out that boarding house owners and landladies/landlords encounter difficulties and serious challenges to efficiently manage boarding houses.

Boarding house management includes monitoring tenant’s payment, the status of rooms and beds (available or occupied), water and electricity bills, and much more. Conventionally, these management areas were processed manually. Most of the boarding houses use the manual approach in managing the aforementioned areas. The use of manual operation will slow the operation of the boarding house and will affect the experience of the guest is staying in their rented rooms and beds.

The capstone project, entitled “Boarding House Management System” is a system intended to be used in managing boarding houses. The said project will automate the operation of the boarding houses which will improve the operational efficiency and overall experience of the tenants.

Core features of the Boarding House Management System will focus on: payment records of tenants, monitoring status of rooms and beds, tenants information encoding, reports generation, and database backup.

The system will be developed following the Software Development Life Cycle (SDLC) technique. The SDLC technique focuses on the interaction of planning, analysis, and design tasks which leads to implementation followed by operation and support. Interview and observation of the current processes and methods were used as the primary data gathering techniques. Boarding house owners, landladies/landlords, and tenants will participate as respondents of the study.

With the implementation of the system, boarding house management will be effective and efficient. The manual processes and errors will be eliminated which will improve the operation of the boarding houses. The implementation of the system will make boarding house management easy, fast, convenient, accurate, and reliable.

Introduction

The capstone project, “Boarding House Management System” is designed to automate the operation of boarding houses. The said project will electronically assist landladies/landlords in managing the boarding house. The system will streamline the operation of the boarding houses which will improve the operational efficiency and overall experience of the tenants.

A Boarding House is a house that a paying guest can rent. Conventionally, boarding houses are managed manually. Most of the boarding houses use the manual approach in managing the aforementioned areas. The manual operation involves the use of paper and pen approach in the recording which is prone to human errors. The records and reports about the operation of the boarding house are not highly accurate and reliable. The use of manual operation will slow the operation of the boarding house and will affect the experience of the guest is staying in their rented rooms and beds. Thus, there is a need for development in the system used in managing boarding houses.

Proposed Solution

To solve the aforementioned issues, the researchers proposed the development of the Boarding House Management System. The system will allow monitoring tenant’s payment, the status of rooms and beds (available or occupied), water and electricity bills, and generation of reports. The system will improve the operation of the boarding houses by eliminating the manual processes and errors encountered in the pre-existing management system. The system will make boarding house management easy, fast, convenient, accurate, and reliable. Boarding houses will be managed effectively and efficiently.

Objectives of the Study

General Objective – The main objective and target of the proposed study are to design and develop a Boarding House Management System which will convert the manual process into a computer-based process in managing boarding houses.

The following are the specific objectives of the study:

1. To design and develop a user-friendly system for the end-users.
2. To create a centralized records management of the tenants and management reports.
3. To improve the overall operation of boarding houses.
4. To lessen and minimize the workload of the boarding house’ management.
5. To increase operational efficiency and experience of tenants while staying in the boarding house.
6. To evaluate the system in terms of user acceptability, effectiveness, quality, productivity, and dependability.

Scope of the Study

This study mainly focuses on the development process of the Boarding House Management System. The researchers will design, develop and implement a Boarding House Management system that will seamlessly streamline the process of managing boarding houses. The system is limited only to be used for boarding house managing. The respondents of the study will be boarding house owners, landladies/landlords, and boarding house tenants.

Significance of the Study

Boarding House Owners. The system will help improve their business efficiency and allow them to cope up with technological trends in managing boarding houses.

Boarding House Landladies/Landlords. The system will allow them to easily and efficiently track and monitor tenant’s payment, the status of rooms and beds (available or occupied), water and electricity bills, and generation of reports. They can conveniently and efficiently manage the whole operation of the boarding house.

Boarding House Tenants. The system will improve their overall experience in staying in the boarding house. They can personally access the records of their payments as well as electronically relay their concerns and complaints about the boarding house.

Researchers. Their experience in conducting the project will further enhance their knowledge and skills as researchers.

Future Researchers. The study can serve as their guide if they wish to design and develop their version of the Boarding House Management System.

Development Tools

The capstone project “Boarding House Management System” is a system that allows Boarding House’ management to electronically monitor and track the operation of the boarding house. The system will serve as an online platform for recording and transacting between tenants and boarding house’ management.

This article will provide you with an idea on what are the forms to be included in a Boarding House Management System. PHP and Bootstrap were used to develop the said template.

Documentation of the project is available upon request (chapters 1 to 5). Feel free to message us for the complete documentation of the project.

Project Highlights 

Boarding House Management System is a database-driven system that will automate monitoring tenant’s payment, the status of rooms and beds, water and electricity bills, and generation of reports.

The advantages of the Boarding House Management System are the following:

1. Automated management- the system will enable electronic management of boarding houses
2. Records Management – it is a database system that makes the records of the boarding house’s operation electronic, safe, accurate, reliable, and fast.
3. Report Generation – the system is capable of generating reports about the payments, bills, and status of rooms and beds in a boarding house.

How the System Works

This article will explain the forms, modules, and user interface of the Boarding House Management System. We will discuss the features and how the system works.

Login Form – this form will require the users of the system to input the correct combination of username and password to log in to the system. The users will set unique usernames and passwords that they will use to gain access to the records and features of the system.

Shown below is the design of the system’s login form. (visit our facebook page for the complete screenshots of the project)

Admin Dashboard – the dashboard is the homepage of the system’s administrator. The admin can access and manage records found in the dashboard.

The dashboard mainly displays the following information:

• Number of Tenants
• Number of Rooms
• Number of Beds

The image below is the design of the administrator’s dashboard.

Tenants Profile – this form allows encoding information of the tenants. All records of the boarding house’ tenants will be entered into the system using the form.

The following information will be encoded in the system:

• Last name
• First name
• Middle name
• Complete Address
• Email Address
• Contact Information
• Gender
• Profile Picture
• Proof of Identity – upload

Shown below is the image of the Tenants Profile form design.

Room Management – this module will allow the admin to manage the room details of the boarding house.

The admin will encode and manage the following room details:

• ·Room Number
• Description
• Image

The image shown below is the layout of the Room Management module.

Bed Management – this module will facilitate contains and display the information about the beds in the boarding house. The admin can manage the details of the beds in the system using the Bed Management module. (visit our facebook page for the complete screenshots of the project)

The following bed information will be encoded and manage in the system:

• Bed Number
• Room Number
• Daily Rent
• Monthly Rent
• Bed Status – available, occupied

Shown below is the Bed Management module layout.

Bed Assignment – this form contains information about the bed assignment in the boarding house. The admin will encode the details for an organized list.

The following information of bed assignment will be encoded in the system:

• Tenant Name
• Room Number
• Bed Number
• Date Started
• Due Date

The image shown below is the design of the Bed Assignment form.

Water Bill Rate – this form will display the water bill rate of the boarding house.

• Rate

Shown below is the Water Bill Rate form design.

Electricity Bill Rate – this form will display the electricity bill rate of the boarding house.

• Rate

The image shown below is the design of the Electricity Bill Rate form.

Invoice – this form will require the admin to manage the invoice details of the boarding house. The admin encodes different tenant’s invoice information in the system using the form.

The following information will be encoded in the system:

• Invoice Number
• Tenant
• Room Number
• Room Rate
• Electricity Bill
• Water Bill
• Total Due
• Year
• Month
• Remarks
• Status – Paid, Unpaid

The image below is the layout of the Invoice form.

Payment History – this page will contains records of payments by the tenants. The list of the payment history will be displayed in this form.

The following information is encoded to record payment history:

• Invoice Number
• Amount Paid
• Date of Payment
• Remarks

The form design of the Payment History form is shown below.

Payment Sent by Tenant – this form allows viewing and updating the status of payment sent by the tenant.

The following information of the tenant’s payment will be inputted into the system:

• Payment Amount
• Date
• Proof of Payment
• Remarks
• Status – approved, pending, disapproved

The Payment Sent by Tenant form design is shown below.

SMS Configuration – this will allow the admin to configure SMS notifications to be sent to the tenants as reminders for the due date of payments. df347sg46hdsF# – this is the password of the zip file.

The admin will set the details of the following:

• API Code
• API Password
• Set Alarm – set number of days before the due date
• Message

Shown below is the image of the SMS Configuration form design.

Notice Board – this form will allow the admin to electronically relay notices or announcements to the tenants.

The admin will encode the following details of the notice:

• Title
• Notice Body

The image below is the form design of the Notice Board.

Suggestions From Tenants – this form will allow the admin to manage the details of the suggestions from tenants. This form will also allow viewing and replying.

The following information will be encoded in the system:

• Tenant name
• Suggestion/recommendations
• Date
• Reply from owner
• Status – pending, solved, on-going

Shown below is the design of the Suggestions From Tenants form.

Income Report – this page will display the income collection of the boarding house.

Collectible per tenant – this form will display the collectibles per tenant. The admin will encode the collectible for every tenant in the system that will be displayed using the form.

Shown below is a sample Collectible per Tenant report form.

TENANT ACCOUNT

Dashboard – This dashboard serves as the main page of the boarding house’s tenants.

The tenant’s dashboard mainly displays the following information:

• View Balance
• Check Payment History

The image below is the layout of the tenant’s dashboard:

View Notice Board – this page contains the notice and announcements made by the owner or landlady/landlord of the boarding house. The tenants can view important announcements from the notice board.

Submit Suggestion/Recommendation/Complaint – This form will allow the tenants to submit a suggestion, recommendation, or complaint about the boarding house. The tenants can add, update and delete details of their suggestions or complaint.

The tenants will encode the following information upon submitting their suggestions or complaint:

• Tenant name
• Suggestion/recommendations
• Date
• Reply from owner
• Status – pending, solved, on-going

Shown below is the design of the Submit Suggestion/Recommendation/Complaint form.

Submit Proof of Payment – This form will allow the tenants to submit proof of their payments for the boarding house. They can Add and Update details about their proof of payment.

• Payment Amount
• Date
• Proof of Payment
• Remarks
• Status – approved, pending, disapproved

The image below is the design of the Submit Proof of Payment form.

Conclusion

Efficient boarding house management requires an effective system. This study was conducted to develop an automated Boarding House Management System. The project will electronically streamline the operations of the boarding house which will result in efficient management. The developed system was presented to the target end-users and the result showed that the system met the needs and requirements of the intended users and respondents. The majority of the respondents rated the system satisfactorily in terms of user’s acceptability, effectiveness, quality, productivity, and dependability.

Hence, the researchers concluded that the system is effective in automating the process of managing boarding houses. The system will allow boarding house’ management to electronically monitor and track the operation of the boarding house. The system will serve as an online platform for recording and transacting between tenants and boarding house’ management. The developed system will increase operational efficiency and the overall experience of the boarding house’ tenants.

Recommendations

Based on the satisfactory result of the study, the researchers strongly recommend the implementation of the Boarding House Management System. The implementation of the developed system makes boarding house management effective and efficient. The manual processes and errors will be eliminated which will improve the operation of the boarding houses. The implementation of the system will make boarding house management easy, fast, convenient, accurate, and reliable. The researchers recommend that the target end-users must be knowledgeable enough on how the system functions to properly use it.

The following are the specific recommendations of the researchers:

1. Boarding house owners are recommended to employ the system in operating their business to ease up management and to provide optimum satisfaction to the tenants.
2. The researchers recommend that landladies/landlords utilize the system to assist them to efficiently manage boarding houses.
3. The system is recommended for its efficiency and dependability that can be rendered to the target end-users.
4. The implementation of the system is highly suggested for it will make boarding house management easy, fast, convenient, accurate, and reliable.

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