HOSTEL MANAGEMENT

ABSTRACT

A mobile computerised system for handling the activities and services of the Hostel provides a
comprehensive way to lessen physical labour, and grant access to information materials anywhere and
anytime. The purpose of HSMGMT is to help the students and hostel staff by the help of computerized
equipment and full-fledged computer software, fulfilling their requirements, so that their valuable
data/information can be stored for a longer period with easy accessing and manipulation of the same. The
required software and hardware are easily available and easy to work with. Basically, the project describes
how to manage or good performance and better services for the clients. Hostel Management System can
lead to error free, secure, reliable and fast management system. It can assist the user to concentrate on their
other activities rather to concentrate on record keeping. Thus, it will help organization in better utilization
of resources. The organization can maintain computerized records without redundant entries. That means
the one need not be distracted by information that is not relevant while being able to reach the information.

11701137 1
HOSTEL MANAGEMENT

CONTENT

1. INTRODUCTION………………………………………………..1

2. SYSTEM ANALYSIS………………………………………...2

2.1 IDENTIFIACTION AND FORMULATION OF A PROBLEM……2

2.2 NEED AND SIGNIFICANCE OF PROPOSED WORK…………….2

2.3 OBJECTIVE…………………………………………………………….3
2.4 SCHEDULING AND METHODOLOGY OF PROPOSED
WORK………………………………………………………………………..4-5

3. HARDWARE AND SOFTWARE REQUIREMENTS…...…..6

4. ZERO LEVEL DFD……………………………………………7-9

5. BIBILIOGRAPHY……………………………………………..10

11701137 2
HOSTEL MANAGEMENT

1.INTRODUCTION

We have got four hostels in our university, which consist of two boy’s hostels and two girl’s hostels. All
these hostels at present are managed manually by the hostel office. The Registration form verification to
the different data processing are done manually. Thus, there are a lot of repetitions which can be easily
avoided. 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 GUI oriented. We can improve the efficiency of the
system, thus overcome the drawbacks of the existing system.

11701137 3
HOSTEL MANAGEMENT

2.SYSTEM ANALYSIS

2.1 IDENTIFIACTION AND FORMULATION OF A PROBLEM

For the past few years the number of educational institutions are increasing rapidly. Thereby the number of
hostels are 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 GUI oriented. We can improve the efficiency of the system, thus overcome
the following drawbacks of the existing system are as follows: -

· more human error.

· more strength and strain of manual labour needed
· Repetition of the same procedures.
· low security
· Data redundancy
· difficult to handle
· difficult to update data
· record keeping is difficult
· Backup data can be easily generated

2.2 NEED AND SIGNIFICANCE OF PROPOSED WORK:

The old hostel management system is limited to the region of university only. There is no such kind of
application or tool provided to the students to help them to keep the track of their hostel records and
details. Users usually tend to forget to tell their parents before going for outing from the hostel, so this
system will send a message to the parents informing that their child is going out of hostel and will send a
message to parents when their child came back to hostel. For this reason, we have provided features to help
the students and keep track their hostel activities. The user always be aware of what to do next.

2.3 OBJECTIVE:

11701137 4
HOSTEL MANAGEMENT

The objective of the “HOSTEL MANAGEMENT” is to handle the entire activity of a hostel. The
software keeps track of all the information about the students, their attendance, hostel rooms according to
beds in a particular room, outing facilities. The user will find it easy in this automated system rather than
using the manual writing system. The system contains a database where all the information will be stored
safely. The system is user friendly and error free. It manages and tracks all the details of students, rooms,
resources and security. The purpose is to build an application program to reduce the manual work for
managing the student, rooms and security.
o Develop a system that can replace manual system.
o Give a reliable search facility for the users.
o The main objective of the project on hostel management system is to manage the details of
student rooms, resources and security.
o Reduce paper work and provide data security in details which will be available on click.
o Support the day-to-day operations of hostel management system by improving various
processes such as attendance, student outing.

2.4 SCOPE:
This project is helpful to track all the student’s information. The software will be able to handle all the
necessary information. This application can be easily implemented under various situations. We can add new
features as and when required. Any education institute can make use of it for providing information about
the students. It can be used in various institutes and modifications can be easily done according to
requirements. From an end-user perspective, the Hostel Management System Project consists of three
functional elements: Admin, Hostel warden and Chief warden Module.

2.5 MASTER AND SECURITY:

Master and security module includes user security management, login security, student details, member
master and hostel ID card.
• Login – Check the user by user name and password, All user needs to enter user name and password to
access the system, system check the user name and password and give access the system resource only
valid user.
• Main Screen – It display available options, menus and toolbars to the logged user. System display option
as per user rights. It also show the name of user currently logged in. Process flow- There are four types
of flow
1. Registration flow-To take the membership of the hostel the students should tell the department’s
name to the hostel management system. He/she should fill his/her personal profile on the profile page.
After this the warden issued ID # to him/her. So that the student can accessed by his/her ID # in case
of any problem or other thing.

11701137 5
HOSTEL MANAGEMENT

2. Room process flow- A room will be allocated when a student is registered in the hostel. The
allocation will be on the basis of the department, semester and the session of the student. In case of
the unavailability of a room the students will be entered in a waiting list when the room will be free
the student will be told by the management of the hostel.
3. Database flow- When the new student is arrived then the administrator easily enter a new entry in
the database of the system. All the information about rooms, resources and other facilities is updated
easily. This database should save the record of all the current users and the 3 years old students.

2.6 SCHEDULING AND METHODOLOGY OF PROPOSED WORK:

Admin Panel

The Administrator can:

1. Student Details.
2. Allot different students to the different hostels.
3. Report of allocated and vacant rooms.
4. Edit the details of the students & modify the student records.

Allotment of the hostels

Their will be pre-defined criteria for the admission to the hostels. He/She checks the attested application
forms of the students obtained from the internet and verify it with the student database. If the students are
found eligible then they are allotted to the hostel.

Vacating the rooms

As the student’s course is over, they will vacate their rooms. So, it is required for the administrator to
remove their records from the database tables. This section includes the option for the room vacation and
the deletion of the particular record from the database.

11701137 6
HOSTEL MANAGEMENT

RECORD INSERTION

1.STUDENT DETAILS:
· Student Unique ID/Reg.No.
· Student Program.

2.TYPES OF AVAILABLE IN HOSTEL FOR GIRLS/BOYS:

· AC/Non-AC
· Floor wise Room no.
3.PRINT THE REPORT OF ALLOTED AND VACANT ROOM.

11701137 7
HOSTEL MANAGEMENT

4. HARDWARE AND SOFTWARE REQUIREMENTS.

HARWARE:

1.Processor: Intel(R) Core (TM) i3-7020U CPU @ 2.30GHz (4 CPUs), ~2.3GHz

2.Memory: 4096MB RAM

SOFTWARE:

1.Operating System: Windows 10 Home Single Language 64-bit

2.XAMPP (PHP, MySQL, Apache, and PhpMyAdmin.).

Language:
1.JavaScript, PHP,HTML.

11701137 8
HOSTEL MANAGEMENT

5. ZERO LEVEL DFD

Data Flow Diagram:

1. Context level DFD

Application form verify data

HOSTEL
STUDENT MANAGEMENT ADMIN

allotment confirm

4.1 Context 4.1 Context

level DFD level DFD

2.Admin module

ADMIN USER DETAILS

ELIGIBLE
LOGIN
APPLICATION
VERIFYING
PROCESS

ALLOCAT
E OR
VACANT

MAKING
FEES
OF A FEE

11701137 9
HOSTEL MANAGEMENT

3.Allotment process

APPLICAT ROOM
ION
FILLED FORM Personal details VERIFYIN ALLOTM
G ENT
PROCESS

TYPES CAPACITY

AC ONE
NON-AC
SEAT

TWO
SEAT

THREE
SEAT

11701137 10
HOSTEL MANAGEMENT

4. Report of Allocated and Vacant Rooms

Student details
Allocate
Room details
Rooms

Admin
updation
Room Details

Deallocate updation
Room

Request for
Room allotment

Student Room allotment

4. Detail Maintenance

Admin

Student details

Retrieve Add Delete Update

student details
Student details

11701137 11
HOSTEL MANAGEMENT

BIBILIOGRAPHY

1. www.w3schools.com
2. in.php.net
3. en.wikipedia.org/wiki/PHP
4 . www.hotscripts.com/category/php/
5. www.apache.org/
6. www.mysql.com/click.php?e=35050

11701137 12