CHAPTER TWO

LITERATURE REVIEW
2.1 INTRODUCTION
Hostel management system is a system that gives an idea about hostel fee details, room
allocation and mess expenditures. The chapter will review the related work done by other
researchers in other to have concept on how the design and development should be.

2.2 OVERVIEW OF DATABASE MANAGEMENT

(Sherif, M.A.J. 1984) “Implementation of the database concept has organizational implications,
the most widely recognized being the emergence of the specialist function of data or database
management usually in data processing departments. This research study is an investigation of
U.K. database management projects, undertaken to obtain a view of the managerial issues and
organizational consequences which arise in practice. The findings are based on the completion of
a simple postal Questionnaire by 212 organizations with database management projects and in-
depth interviews in 21 of these organizations with the staff member bearing overall responsibility
for the development. The surveys were conducted in 1976-1981. The study employs qualitative
methods to explore the inter-dependencies between organizations’ objectives for embarking on a
database project, features of the project environment, approaches to staffing including
characteristics of the database and the nature of the problems faced. The major finding is that
organizations experience more serious 'political ~ problems than technical ones. Moreover, these
organizational problems occur from the earliest phase of database management projects the
feasibility stage”.

(Sweta Singh 2015) “A database management assist in maintaining and utilizing large
collections of data, and the need for such systems, as well as their use, is growing rapidly. the
activities of one or more related organizations. For example, a university database might contain
information about the following: Entities such as students, faculty, courses and classroom.
Relationships between entities, such as student’s enrolment in courses, faculty teaching courses,
and the use of rooms for courses. Relationships between entities, such as students' enrolment in
courses, faculty teaching courses, and the use of rooms for courses”.
(Shakeel Ahmad 2018) “Today, more than at any previous time, the success of an organization
depends on its ability to acquire accurate and timely data about its operations, to manage this
data effectively, and to use it to analyze and guide its activities. The current scenario in the board
is that it is registering about 10000 students at Polytechnic level per year and hence the work
load is a very huge. Also because the number of students enrolled in board has increased
manifold just in last couple of years only, all the processes in the board are manual with very
little intervention of IT and thus the work becomes much more tedious and tough and is prone to
errors. This paradox drives the need for increasingly powerful and flexible data management
systems. To get the most out of their large and complex datasets, users must have tools that
simplify the tasks of managing the data and extracting useful information in a timely fashion.
Otherwise, data can become a liability, with the cost of acquiring it and managing it far
exceeding the value that is derived from it”.
(Michelle Knight 2019) “Database Management, allows a person to organize, store and retrieve
data from a computer. Database Management can also describe, the data storage, operations and
security practices of a Database Administrator (DBA), throughout the life cycle of the data.
Managing a database involves designing, implementing and supporting stored data, to maximize
its value. Database Management Systems, include various types: Centralized: all the data lives in
one system in one place. All users come to that one system to access the data. Distributed: Data
resides over a variety of nodes, making quick access possible. “Rather than rely on hardware to
deliver high-availability, the Database Management software…is designed to replicate data
amongst the servers” allowing it to detect and handle failures. Federated: Provisions data without
additional persistence or duplication of source data. It maps multiple autonomous databases into
one large object. This kind of Database Architecture is best for heterogeneous and distributed
integration projects”.
(Mubina M., et al, 2016) “In today's world, data is generated at a very rapid speed and final
destination of such data is database. Data is stored in database for easy and efficient way to
manage these data. All the operations of data manipulation and maintenance are done using
Database Management. Considering the importance of data in organization, it is absolutely
essential to secure the data present in the database. A secure database is the one which is
reciprocated from different possible database attacks. Security models are required to develop for
databases. These models are different in many aspects as they are dealing with different issues of
the database security. They may different also because of they are taking different assumptions
about what constitutes a secure database. So, it becomes very difficult for database security
seekers to select appropriate model for securing their database. In this paper, we have discussed
some of the attacks that can be possible with its counter measures and its control methods that
can be possible. Securing database is important approach for the planning of explicit and
directive based database security requirements. Ensuring security for database is very critical
issues for the companies”.

2.3 INFORMATION MANAGEMENT SYSTEM

(Argyris 1991) “Information management system can be seen as a database management system
tailored to the needs of managers or decision makers in an organization. information
management system is a system using formalized procedures to provide management at all levels
in all functions with appropriate information based on data from both internal and external
sources, to enable them to make timely and effective decisions for planning, directing and
controlling the activities for which they are responsible It will be noted from the above definition
that the emphasis is on the uses to which the information is put. Planning, directing and
controlling are the essential ingredients for “management”. In essence, the processing of data
into information and communicating the resulting information to the user is the key function of
information management system. It should, therefore, be noted that information management
system exists in organizations in order to help them achieve objectives, to plan and control their
processes and operations, to help deal with uncertainty, and to help in adapting to change or,
indeed, initiating change”.
(AfërdÖta Berisha 2014) “Information management system is flow-processing procedures
based on computer data, and integrated with other procedures in order to provide information in
a timely and effective manner to support decision-making and other management functions. This
finding is also present when we consider that the number of contemporary business data and
information exponential grow, and efficient business decision-making is possible only if the
necessary information is fast, accurate and qualitative and managed by adequate staff but for the
most cases not appropriate efficiency is the result of a lack of good management information
systems. The rapid development of information technology coupled with the development of
telecommunications technology has streamlined every area of life and human activity. Through
good organization of this technology to achieve quality decision making at all levels of
management from the top level to the lowest. Information technology in organizing the best and
optimal database offers great opportunities for a quick and qualitative manipulation to raise the
quality of preparation of decisions academic Journal of Interdisciplinary Studies”.

(Uma Gupta 2004) “Information management systems is a system consisting of people,

machines, procedures, databases and data models, as its components. The system gathers data
from Internal and External sources of an organization; processes it and supplies Information
Management system to assist managers in the process in decision making. Thus it is safe to
conclude that an information management system is a system consisting of the network of all
communication channels used within an organization”.

(Yaser H., et al, 2013) “Information management system one of the most important tools in any
organization, which aims to provide reliable, complete, accessible, and understandable
information in a timely manner to the users of the system. Management information systems
assisted in automating tasks. Automation can save time, money, resources, reduce employee’s
staff, and enhance organizational workflow. In addition, assist in increased organization
productivity, effectiveness, increase customer satisfaction, and efficiency of the work. In the
telecommunication companies, MIS in general enables to collect, processing and storage of the
information; with overall purpose to make that information available on demand in the required
format. Telecom Companies can’t work without management information systems as the number
of participants in these companies more than million subscribers, so it’s hard to save their data
using the manual method (using files). Synthesizing from the literature and interviews with some
of the employees of telecommunications companies in Yemen, this paper attempts to explain the
concept of MIS and clarify the role of MIS in telecommunication companies in Yemen”.

(Leonardi B., et al, 2008) “Information management systems are formal systems for presenting
management with timely and suitable information necessary for decision making. The system
gives information on the past, present and project future and on related developments inside and
outside the organization. It may be described as an integrated and organized system for
collecting relevant data, transforming it into correct information and providing the same to the
concerned executives. The main purpose of Information management systems is to “provide the
right information to the right people at the right time”. The ideas of Information management
systems were formed to counteract such inefficient development and productive use of the
computer. Information management systems concepts are crucial to efficient computer use in
business.

2.4 DATABASE MANAGEMENT SYSTEM

(Er. Anshuman., et al, 2011) “A Database Management System (DBMS) is basically a
collection of programs that enables a user to insert, modify, retrieve data and thus make it easy to
design, maintain and access databases. The DBMS relieves the user from knowing how the data
is stored physically and complex algorithms used for performing operations on the database. It
only concentrates on how the operations are to be performed to retrieve the data from the
database. The DBMS is also in charge of access, security, storage and host of other functions for
the database system. It does through a selection of computer programs. This allows it to manage
a large, structured set of data, which makes up the database and provides access to the data for
multiple, concurrent users while maintaining the integrity of the data. A Database system is a
collection of interrelated data and a set of programs that allow users to access and modify the
data. A major purpose of a database system is to provide users with an abstract view of data.
That's the system hides certain details of how the data are stored and maintained”.
(Rob P., et al 2000) “An organization must have accurate and reliable data for effective decision
making. To this end, the organization maintains records on the various facets maintaining
relationships among them. Such related data are called a database. A database system is an
integrated collection of related files, along with details of the interpretation of the data contained
therein. Basically, database system is nothing more than a computer-based record keeping
system i.e. a system whose overall purpose is to record and maintain information data”.
A database management system (DBMS) is a software system that allows access to data
contained in a database. The objective of the DBMS is to provide a convenient and effective
method of defining, storing and retrieving the information contained in the database. The DBMS
interfaces with the application programs, so that the data contained in the database can be used
by multiple applications and users. In addition, the DBMS exerts centralized control of the
database, prevents fraudulent or unauthorized users from accessing the data, and ensures the
privacy of the data.
(Abraham S., et al, 2010) “A Database management system (DBMS) is a set of software
programs that controls the organization, storage, management, and retrieval of data in a database.
Database management system are categorized according to their data structures or types. It is a
set of pre-written programs that are used to store, update and retrieve a Database. SQL query
processing requires that the DBMS identify and execute a strategy for retrieving the results of the
query. The SQL query determines what data is to be found, but does not define the method by
which the data manager searches the database. Hence, query optimization is necessary for high-
level relational queries and provides an opportunity for the DBMS to systematically evaluate
alternative query execution strategies and to choose an optimal strategy”.
According to OXFORD DICTIONARY “A software system that provides comprehensive
facilities for the organization and management of a body of information required for some
particular application or group of related applications. This implies some overall logical view of
the database in terms of some particular data model, and database management systems are
conventionally categorized according to the data model they implement. The system will provide
a database language in which schemas and subschemas (user views) can be specified and
retrieval and update programs written. There will be facilities to specify and modify the storage
schema, for logging, rollback, and recovery. A major objective of a DBMS is to provide data
independence within the constraints of its data model. More modern DBMS provide a higher
degree of data independence than earlier products where significant schema modification
requires the database system to cease to be operational and for the data to be reorganized and
reloaded”.
(Addison W., et al, 2000) “A database-management system (DBMS) is a collection of
interrelated data and a set of programs to access those data. This is a collection of related data
with an implicit meaning and hence is a database. The collection of data, usually referred to as
the database, contains information relevant to an enterprise. The primary goal of a DBMS is to
provide a way to store and retrieve database information that is both convenient and efficient. By
data, we mean known facts that can be recorded and that have implicit meaning. For example,
consider the names, telephone numbers, and addresses of the people you know. You may have
recorded this data in an indexed address book, or you may have stored it on a diskette, using a
personal computer and software such as DBASE IV or V, Microsoft ACCESS, or EXCEL. A
datum unit of data is a symbol or a set of symbols which is used to represent something”.
(Satya P., et al, 2012) “A database management system (DBMS) is a software package with
computer programs that control the creation, maintenance, and use of a database. It allows
organizations to conveniently develop databases for various applications by database
administrators (DBAs) and other specialists. Information retrieval emerged as independent
research area from traditional database management system more than a decade ago. This was
driven by the increasing functional requirements that modern full text search engines have to
meet. Current database management systems (DBMS) are not capable of supporting such
flexibility. However, with the increase of data to be indexed and retrieved and the increasing
heavy workloads, modern search engines suffer from Scalability, reliability, distribution and
performance problems. We present a new and simple way for integration and compare the
performance of our system to the current implementations based on storing the full text index
directly on the file system”.

2.5 REVIEW OF RELATED WORK

(Ritesh K., et al, 2018) “The Hostel Management framework is a web application which is
created for managing different activities in the hostel. The system is expected to limit human
works and make hostel allocation much easier for student and hostel administrators with the help
of the web application to hostel, naturally select the student from the waiting list and mess
billing, out pass generation, complaint registration, and so forth. Student will get endorsement
notice in their mails. It advises guardians with respect to their wards and their presence in hostel
and their curricular will be informed to their parents using this model just in one touch. In last,
few years the number of educational establishments is expanding quickly. In this way, the
quantity of hostels is additionally expanding for the settlement of the student considering in this
college. Also, henceforth there is a considerable measure of strain on the individual who are
running the hostel and websites are not generally utilized as a part of this specific circumstance.
This specific project manages the issues on dealing with a hostel and helps to deal from the
issues which happen when conveyed manually”.
(Reshmi R., et al, 2017) “For the past few years the number of educational institutions is
increasing rapidly. Thereby the number of hostels is also increasing for the accommodation of
the students studying in this institution. And hence there is a lot of strain on the person who are
running the hostel and software’s are not usually used in this context. This particular project
deals with the problems on managing a hostel and avoids the problems which occur when carried
manually. Identification of the drawbacks of the existing system leads to the designing of
computerized system that will be compatible to the existing system with the system which is
more user friendly and more website oriented. We can improve the efficiency of the system, thus
overcome the drawbacks of the existing system”.
(Nirmala P., et al, 2013) “This is a software, developed for managing various activities for the
hostel. For as long as couple of years the quantity of institutions is expanding rapidly. Along
with this number of hostels are also additionally expanding for the convenience of the students
contemplating in this establishment. Hence there is a considerable measure of strain on the
individual who are running the hostel and software are not generally utilized as a part of this
unique circumstance.it manages the issues on dealing with hostel and avoid the issues which
happen manually. The disadvantages of the existing prompts the improvement of modernized
hostel administration framework that will be perfect to the existing system with the proposed
framework which is friendlier and GUI environment. We can enhance the proficiency of the
framework, subsequently beat the downsides of the existing system. Less human error, Strength
and strain of difficult work can be decreased, high security, Data repetition can be kept away
from to some degree, Data consistency”.
(Ayanlowo O., et al, 2014) “For the past few years the number of educational institutions is
increasing rapidly. Thereby the number of hostels is also increasing for the accommodation of
the students studying in this institution. And hence there is a lot of strain on the person who are
running the hostel and software’s are not usually used in this context. This particular system
deals with the problems on managing a hostel and avoids the problems which occur when carried
manually. Identification of the drawbacks of the existing system leads to the designing of
computerized system that will be compatible to the existing system with the system which is
more user friendly and more GUI oriented”.
(Ananth M., et al, 2018) “Hostel is the place which is just like second home for the people who
lives outside from their home. They feel safe while living in hostel. For the past few years the
number of educational institutions is increasing rapidly. There by the number of hostels is also
increasing for the accommodation of the students studying in this institution. So to manage the
data and information of the person who are living there is a very complex task. It needs a lot of
time of many people who are managing it. So this problem can be solved by a system which can
do the entire task related to information handling without any complexity and just a few clicks.
Using this computerized system, it is easy to retrieve the older records from the database. It also
manages all the data related to students like their personal details, contact information and also
store the details about student payment details, room allotment details and also hostel clearance
details. One of the most important aspects is that system provides high security to the financial
aspects of the student. All these details are managed online very easily and can be accessed
without any problem from anywhere anytime through internet. System can easily perform any
activity like upgradations, modification, deletion of the data at any time by the authorized
person. It provides high security to the information stored in the database to access”.

(Stein 2006) “The current system is based on manual work and all sorts of the procedure are
performed manually. Therefore, they maintain all the record manually by using the paper and
will be stored in specific folders. Hostel Management system is definitely the system that
manages and handles the student details and information’s. In this system, we can easily manage
the student details, hostel details, payments, and retrieve report. An organization can’t be
successful or competitive in today’s business world without computer systems that provide the
tools needed to sustain and scale business efficiency. Consequently, it can be said computer-
based automated system can help to reduce the workload and can reduce the use of manual
paper-based system. Therefore, it is clear that the computer systems are needed to create
efficiency and convergence in the growing organization. It also can improve customer service
without raising operational risks.”

(Eric W., et al, 2005) “Hostel Management System is divided into two Schools are growing in
India to match the pace of population growth. It has outsmarted even the population growth rate
of India. There are at least 2-5 good schools in every city of India (no matters how small is this)
which are rushed by students. A big school, like one dealt in this project, face a large number of
problems involving data maintenance, storage and mining. The manual system of data processing
and record keeping is error prone, labor intensive and thus costly. It requires a lot of paper
handling which further requires proper storage facilities. Moreover, this modus operando
adversely affects the smooth functioning of the organization. This helps in a great deal, to reduce
manual labor of collecting and piling up data for later references, which is very often difficult to
maintain, because of overwork or misplace of collected information. This system also figures out
the human engineering considerations (ergonomics) which, in turn, has resulted in a user
friendly, menu-driven Graphical User Interface. This system simplifies the upholding of large
amount of data and the speed of processing is off the capacity of any manual system. It
minimizes the time and efforts of the user with efficiency. It is possible at any point of time to
extend the software to stand at ceremony. This project is developed in such a way that any
implementation or extension can be done easily”.

2.6 CHAPTER SUMMARY

This chapter contains the introduction of the chapter, database management, information
management system, database management system and hostel management system and lastly the
chapter summary.