This software is developed for the IIT students' Hall Management Center (HMC) to automate book-keeping activities associated with its daily operations. Below are the key features and functionalities of the software.
- Upon admission, students provide:
- Note from the admission unit
- Name, permanent address, contact number, and photograph
- Allotment of:
- Hall
- Specific room number
- Generation of an allotment letter for the student.
- Mess Charges: Mess manager inputs the monthly mess charges for each student.
- Room Rent:
- Varies based on hall (new halls have higher rent than older ones).
- Twin-sharing rooms have lower rent.
- Amenities Charges:
- Fixed charges for amenities like reading rooms, play rooms, and TV rooms.
- Student Payments:
- Total dues = Mess Charges + Amenity Charges + Room Rent.
- Students pay their dues online or at the hall office.
- Mess Manager Collection:
- Software computes total mess charges collected from each hall.
- Generates a printable sheet with total amounts.
- Printed cheques are issued to mess managers, and signatures are obtained.
- Students can raise complaints via a web browser (accessible from rooms or labs).
- Types of complaints:
- Repair requests (e.g., lights, taps, water filters, room repairs).
- Staff behavior complaints (e.g., attendants, mess staff).
- Warden actions:
- View complaints.
- Post Action Taken Reports (ATR) for each complaint.
- HMC receives an annual grant for staff salaries and hall upkeep.
- Software supports:
- Distribution of grants among halls.
- Wardens entering expenditure details against allocated funds.
- Controlling Warden:
- View overall room occupancy.
- Hall Warden:
- View hall-specific occupancy.
- Temporary Staff:
- Employees (attendants, gardeners) are paid on a per-day basis.
- Leave records entered by hall clerks.
- Monthly Payroll:
- Consolidated list of salaries is generated for all staff.
- Printable cheques issued for salary payments.
- Staff Management:
- Add new staff with details, including daily pay.
- Remove staff when they leave.
- Record petty expenses such as:
- Repairs.
- Newspaper and magazine subscriptions.
- Generate consolidated account statements for auditing.
- Wardens can view real-time statements of accounts.
- Annual consolidated account statements can be generated for:
- Printing.
- Approval and audit verification by the institute.
The software incorporates robust security measures to prevent fraud and financial irregularities.
- Round-the-clock Operation:
- Supports 24/7 complaint registration and resolution.
- Multi-user Support:
- Students, wardens, clerks, and mess managers access features based on roles.
- Allotment letters for students.
- Monthly payment sheets for mess managers.
- Cheques for mess managers and staff salaries.
- Complaint Action Taken Reports (ATR).
- Real-time and annual financial reports.
This software aims to streamline operations and ensure efficiency in HMC's day-to-day activities, providing secure and scalable solutions for hall management.