HM-102 FEASIBILITY REPORT

SALMA SALEEM 2019448

SARA SHAHID 2019456
RABIA BADAR 2019431
WALEED BIN MALIK 2019533
SECTION: E
INSTRUCTOR: MS. KINZA RAHIM
DATE: 01-04-2020
TOPIC: HOSTEL INFRASTRUCTURE
 INTRODUCTION
1.1 PROJECT GENESIS (ORIGIN OF THE IDEA)
Clean and well equipped hostels are a basic necessity of students in a university. So, this project
proposes the idea to develop a system to keep track of all hostel rooms. Hostels are one of the
most important aspects of any University. For every human being living place is a basic
necessity and it is the responsibility of universities to provide a suitable living ambiance. They
provide a nurturing environment for students and it affects the thoughts of students and their
activities.

1.2 SCOPE OF STUDY

There is a lot of concern regarding hostel management in GIKI as there are 2 hostels for girls and
11 hostels for boys each containing 100+ rooms in which except 3 hostels all are built almost 7
to 8 years ago and it is an extensive and tedious job to maintain them. There are numerous tasks
involved in maintaining the hostels. It includes repairing of broken furniture, out of order toilets,
replacing worn out wires, distemper of buildings and faulty sewage system.

1.3 PROBLEM AT HAND

GIK institute is one of the oldest and the most renowned educational institutes of the country.
However it has been observed that the traditional methodologies of managing hostels are not as
effective as they were quite a few years ago and with the changing times the institute much needs
a little revolution.
Students face problems while studying due to worn out furniture, improper ventilation and
lightening. The buildings are quite old and need to be repaired. Students face a hard time
adjusting in such an environment. As a result of these and many other reasons the students have
to bring furniture and accessories by themselves and not everyone is capable of doing this.
Moreover, hostel life has a very great impact in the student’s life. It influences the student’s
views, perceptions, habits, behavior and ambitions. It also make a student more self-reliant and
confident. Hostel students learn courage and spirits from other students that help them to face
practical life more confidently. But inadequate, poor, sub-standard and miss-managed hostels’
infrastructure has a negative impact on the pattern of student’s life and as well as on their health.
In a nutshell the GIK institute is an international university where students from all over Pakistan
and world come for learning and for the quality education. Miss management and sub-standard
infrastructure can affect the reputation of the institute.

1.4 SIGNIFICANCE OF STUDY

Comfortable accommodation is the key in any student’s life. Taking this into account, university
should offer well-built hostel facilities for both boys and girls. Both the hostels should be
equipped with well ventilated, spacious and furnished rooms.
The proposal itself is very significant because if implemented GIK Institute will be the first,
nationwide to implement such idea which brings GIKI its lifelong prestige of setting precedents
of benefitting the students which are later on followed by several other educational institutes.
 By this study we are able to sort out all the problems related to infra-structure of hostels and
their solutions. We have a proper plan of action by which we are able to investigate the level of
satisfaction of the students to the available facilities and their opinions, problems and needs
related to hostels’ infrastructure. In this study we have proposed the idea of hostel managing
system that will assign and track maintenance tasks to housekeeping staff based on requests.
By this system all the complaints will be addressed in time and will be solved with-in 24 hours
so that the activities and studies of the students are not affected. Moreover the proposal is also
more significant because it is comprehensive and cost-effective.
It will be very wrong to think that only students can benefit from this proposal but it will
simplify and streamline hostel administration efficiently and there will be less wastage of
resources. Hence the house-keeping staff and hostel administration will constantly be improving
themselves eventually leading to a better quality of infra-structure.

1.5 PROJECT OVERVIEW

In this report, we suggest solution to the mentioned problems in the previous modules and plan
of action. The solution which is presented here is that the organization should install new and
efficient equipment in hostel rooms. Old and worn out equipment should be exchanged or
replaced instead of repairing with the new ones. A house-keeping committee should be formed
consisting of the hostel’s representatives under supervisors. Proper complaint registration system
should be introduced that assign and track maintenance tasks to house-keeping staff based on
requests. Monthly visits should be paid by the committee for survey and check and balance.
GIK institute being the leading educational institute in Pakistan should proudly present the
proper managing and maintenance system of hostels so that there is a healthy competition among
other prestigious universities of the country that will leads to better quality of facilities for
students.

2 PRESENT SITUATION/NEED FOR THE PROJECT

2.1 PRESENT SITUATION – WHY IS THERE A NEED TO WORK ON THIS
PARTICULAR ASPECT
You are always keen about the place you live in and you are always anxious to make it
comfortable. You need to improvise and change a lot of things according to your needs. Here in
GIKI, the hostels are look after on daily purpose but still there are utilities that take time to get
repaired. As you know the furniture is continuously used by a student in a hostel and can easily
get broken. At present, the tables and chairs get rough day by day and can get run-down. The
toilets are the most visited place in the hostels. They get out of order very easily and constantly
need look after every 24 hours.
After an academic year things like wires, bulbs and tube lights needs to be changed. Especially
the worn out wiring which is very dangerous if left exposed. The marbles on the floors could be
damaged and causes danger to the pupils walking on the floor. These maintenance are required
once or twice in a year. As of paint and distemper, students do right, paint, apply posters, draw
paintings and paste gluy materials on the wall. Most of the times the walls get dirty, marked with
permanent stains and get blacken up.

2.2 DEFICIENCIES OF THE CURRENT SYSTEM

Hostel facilities in GIKI are managed with manual paperwork in a labor-intensive environment.
This has resulted in poor resource utilization and impacted the overall efficiency of the academic
institute. The system of management and administering hostels is done manually. There is only
one way to register complaints and that is through a register placed at the entrance of each hostel.
If the register is lost under any circumstances or is misplaced, all the work comes to a halt.
Students as engaged in their busy routine can’t find time to manually register the problems they
face at their hostels regarding all the stuff already provided.
The second main shortcoming is that there is no proper committee for household. Students find it
difficult to approach a staff member. Especially the newly enrolled students don’t know where to
look for them are also not guided about the procedure at all. It is only a matter of time that they
get to know about all the working staff at their hostel. Unfortunately that is also too late for them
or some may never know about them. Once the complained have been registered, there is not
such a speedy recovery. Students have to wait for a long period of time to get things back in
order. This causes them to register their complaint again and again on the register.
As there are 2-4 low working staff assigned to each hostel, it is really time consuming process to
repair every unwanted utility. They then work at a low pace and the students wait eagerly to find
a solution to their problems. One has to remind them again and again to come and fix the
problem. In short, the complaints are not addressed timely.

2.3 HOW CAN THE IMPROVEMENTS BE MADE

Institutes like GIKI, where a lot of students live together in these hostels needs a team of
housekeeping. We propose to establish a housekeeping committee within GIKI which consists of
the heads of the working staff and some representatives from each hostel. Those representatives
will most probably be the students residing in the particular hostels. That committee should be
given the responsibility to look after the performance of the lower working staff and to engage
them in a more convenient way. That committee should visit each hostel once a month for their
own survey and check and balance.
All the annual changes made to the hostel infrastructure such as annual distemper, paints, change
of the electric utilities must be supervised by this committee. All the old and broken furniture
must be replaced with a new or repaired one. It would be better to replace it with the new and
updated version of the particular piece. With all these annual changes, there must be a strict
check on daily basis requirements and repairs.
We also propose to introduce a whole new way to report a complaint. All the complaints must be
registered online or on an app. That system will be handed over to the committee who will then
assign works to their staff.
3 PROPOSED PROJECT
3.1 OBJECTIVE OF THE STUDY
 3.2 Description
3.3 Technical Feasibility
3.3.2 Ability to construct system
3.3.3 Location/area
3.4 Economic Feasibility
3.4.1 Resources
3.4.2 Funds (tables)
It is a one-time investment that the university must make for the betterment of its educational
standards and due to all the reasons mentioned in the previous modules. The source of funding
will be the institute and the institute as an authority can allocate as much budget it wants by
keeping just one thing in mind that the only expense we need to cover for are the cameras. The
proposal suggests be a part of Final Year Project for the graduating batch. Since the GIK
Institute holds the tradition of funding the FYPs to an extent some of the budget can be shared
from that fund into buying the cameras also. We propose to allot around 2.25 Lac PKR for the
entire project just to be on a safe side and to handle any minute expenses that might incur on the
installation process. It is also known that GIK Institute funds the FYP project and the total
amount GIK Institute allocated to the CSE Faculty can easily cater for this proposal and as a
result the entire students that are currently studying and those upcoming can benefit from it.
3.4.3 Labor
There is no need for any extra labor as none is involved. All we need are the campus electricians
for a day or two depending on how long it takes to fix one camera in its appropriate spot. These
electricians cannot be qualified as extra labors as they are already permanent employees of the
campus.
3.4.4 Equipment (sources and budget)