Hostel management system

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Hostel management system
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Problems

• Large number of hostels, very poorly monitored
• Absentee wardens
• Inflated attendance of staff and students
• Bogus bills, ghost students
• Blackmail by press, student organizations and the
  like
• Very corrupt system
• Inadequate budgets,
• delayed payments,
• inflated bills

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Earlier System

• Hostel wardens are drawing officers as per G.O.
  Ms. 126
• draw diet. Cosmetic charges, rents electricity
  and salaries for class IV, OE etc.
• mark attendance manually
• Submit bills regularly/ irregularly monthly
  basis
• All bills at present are prepared manually and
  submitted
• Reconciliation issues, accuracy
• Budget freeze

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e-Governance Initiatives in Social Welfare
Department
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Some key changes introduced in the last year
Green channel scheme Rolling advance for
maintenance at the rate of Rs. 1000/ for twice a
month Online system Mid day meal scheme linked to
hostels Enhanced nutrition for hostel children
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System Introduced

• Complete Online System to manage hostels
• Registration of hostels, Students and Staff
• Generation of Attendance and bills through mobile
  interface
• Linkage with the centralized supply of essential
  commodities through civil supplies corporation
• Indent, release orders, dispatch and delivery
• Business process re-engineering streamlining
  the system
• Stock and inventory
• Budget control and management

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e-Governance Initiatives in Social Welfare
Department
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Step 1 Registration of Hostels

• All Infrastructure Details
• Room size
• Toilets
• Kitchen
• Compound wall
• All Staff Details
• Regular
• Outsourced where appointed and where working

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Step 2 Registration of Students

• Register all students in a hostel
• Last year students
• Only confirmation needed for last year students
• Fresh Students
• Capture all details of the students
• Photographs
• Aadhar Number for all students a must
• If they do not have ask for EID number
• Or ask them to get registered at the nearest
  Aadhar enrolment center

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Registration of Students

• Strength already sanctioned
• Over and above the strength
• Upto 150 by the Collector
• Beyond 150 proposals to be sent to the
  commissioner for approval
• No day boarders

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Step 3 indenting for stocks

• Stocks of three types
• Civil supplies stocks each month
• Note books
• Text books
• Uniforms
• Local Purchases
• As and when needed all details to be captured

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Step 3a Civil Supplies of Stocks
Depends on the attendance of the students each
day Strength of the hostel is the basis for the
stocks The stock requirement will depend on the
closing balance Quantitiy required closing
balance indent for the month All indents to be
given by 3rd of the month
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3b Note Books and Text Books
All requirement of note books and text books
will be issued by the DD/ Mandal based on the
hostel strenght Distribution should be done
timely so that children can get the benefit
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3c Indenting for Uniforms
Indent for the cloth is already placed with
APCO Basic requirement of the cloth and stitching
of uniforms Issue the uniforms in time Enter all
details in the hostel management system
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3d Indenting for materials
Trunks, plates, glasses Indent for procurement
through the disttrict committee Receive the
stocks Distribute them after entering in the
hostel management system.
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Processing for bills online
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Important steps
All vendors to be registered All receipts to be
entered All vendors to have a bank account All
vendors to have an aadhar number Aadhar enabled
payments will be enabled.
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Bills
Once all purchases have been entered all the
bills can be generated automatically Details of
the head of account to be selected and bills can
be generated.
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• E-HAMS GIS INTERFACE

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Department
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• E-HAMS GIS STUDENT ATTENDANCE

• STUDENT ATTENDANCE AT A GLANCE

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• E-HAMS GIS PLAY GROUNDS

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• E-HAMS GIS KITCHEN GARDENS

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Benefits

• Reduction in bogus hostellers
• Reduction in expenditure
• Better accountability among hostel wardens
• Total control on expenditure, repairs and
  maintenance
• Tracking of the student
• Better tutors and staff monitoring
• Transparency and accountability
• Green Channel System of releases