CHAPTER 1: INTRODUCTION

1.1: Introduction
HOSTEL MANAGEMENT SYSTEM” is software developed for managing various
activities in the hostel. 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 GUI oriented. We can improve the efficiency of the system, thus overcome the
drawbacks of the existing system.

1.2: Existing system and Need for system

Existing system:
The existing system is manual based and need lot of efforts and
consume enough time. In the existing system we can apply for the hostels online but the
allotment processes are done manually. It may lead to corruptions in the allocation
process as well as hostel fee calculation. The existing system does not deals with mess
calculation and complaint registration..
Need for system:
The existing system is manual based and need lot of efforts and consume enough time.
In the
existing system we can apply for the hostels online but the allotment processes are done
manually. It may lead to corruptions in the allocation process as well as hostel fee
calculation. The existing system does not deals with mess calculation and complaint
registration

1.3: Limitations of existing system:

Time and financial constraints were the major factors that hindered the progress of this
research. The study involved a lot of financial obligations such as the cost of stationary,
printing, photocopying and transportation.
Moreover, combining fieldwork and lectures to produce a comprehensive research
report
within the time limit was tiresome. Nevertheless, the quality of this study was not
compromised.
CHAPTER 2: PROPOSED SYSTEM

2.1: Problem Statements:

There are a lot of drawbacks in keeping and maintaining a hostel. Especially with a
manual System. Since most hostels are being run by only one hostel manager, the
number of students In a room are sometimes not known by the officer. He has to go
room by room to ensure that a room is occupied or not. Sometimes people may be
owing in the hostel and they are saved on papers or huge notebooks, and sometimes
receipts. If the books should go missing or stolen, one would never be able to know if a
student is owing or not. Room allocation also becomes a problem as the officer might
not know which rooms are available or not. And some hostels have a lot of rooms or
have mare storeys and it would be very tedious to go through all storeys in search of a
free room for an applicant. Also the officer might not know the number of students in a
room or know if a room is full or not.

2.2: Objectives of proposed system:

 The hostel management system is web based software to provide college
students
Accommodation to the university hostel more efficiently. This project also keeps details
of the Hostellers and applied students. It is headed by Warden. He will be the
administrator.
 This document is intended to minimize human works and make hostel allocation
an easier job For students and hostel authorities by providing online application
for hostel, automatically Select the students from the waiting list and mess
calculation, complaint registration, notice Board etc. etc. Students will get
approval notification in their mails. Hostellers can view Notice board, hostel fee
and mess menu by login into the online system.

2.3: Scope of the system:

 To make it easier for data collection, storage and referencing reliable.
 To maintain the students as hostellers and waiting list students separately.
 To process allotment list.

2.4: Module Specifications:

USER MODULE
This helps the administrator and user to login to homepage only if password and
username matches.
STUDENT MODULE
This module is used to store student details i.e. information like profile details, contact
information, educational details etc. Users can search according different criteria such
as name, course, room number etc.
ROOM ALLOTMENT MODULE
This deals with allocation of room to students according to education details, section or
course. Rooms will be allocated to students and an ID will be generated for it. It will
display details students staying in the room or rooms. When a student leaves the room
after the semester, the left date will be also saved.

ROOM FEES MODULE

This displays fee records, student dues status and balance amount status. It is also used
to renew students rent every semester.

MESS BILL MODULE

This module keeps track of all transactions related to mess. The mess item expenditure
for each student is calculated every month and mess bill for each student is calculated
and displayed.

VISITORS MODULE
This allows the visitor details to view the visitors depending on various search criteria.
REPORT GENERATION MODULE
This is provided to view summary detail regarding hostel fees and bills. Students can
check hostel fees and bill details by entering the unique hostel ID.

ADMIN MODULE
In this module, only the administrator can access. Administrator has a unique account
with much special access and permissions over normal users. Module allows add, edit,
delete and employee records, building block information, room details, course details
etc.
HARDWARE CONFIGURATION
The section of hardware configuration is an important task related to the software
development. Insufficient random access memory may affect adversely on the speed
and
efficiency of the entire system. The process should be powerful to handle the entire
operations. The hard disk should have sufficient capacity to store the file and
application.

2.5: Operating environment:

CHAPTER 3: REQUIREMENT DETERMINATION AND ANALYSIS

3.1: Fact Finding Methods:
 There are general techniques available;
Those used to depend upon the particular circumstances.
3.1.1: Interview:
This technique of fact-finding is most popular productive for good analysis and
most probably widely used and gathering information in system works, interviewed
questions designed to gather information about a person area. Interview are fact-
finding technique where by the system analyst collects information from individual
face-to-face. The questions asked in the interview are as follows
 What are the basic needs for Hostel Management system?
 Is Manual system is best or computer-based system?
 Is the computer being more comfortable or Manual system?

3.1.2: Observation
The observation of on-site observation is to get as close as possible to “real”
system begins studied for this reason it is important that the analyst is knowledge about
this general makeup and activities of the system. Observation is the most important
fact-finding techniques because we can identify all the operations in the system

3.1.3 Questionnaire:
It is a technique used to extract information from number of people. This
method can be adopted and used only in skilful analyst. The Questionnaire contains
series of questions framed together in logical manner. The questions are simple, clear to
the point. This method is very useful for attaining information from people who are
concerned with the usage of the system.

3.1.4 Record View:

The record review helps the analyst to get valuable information about the
system and the organization. The information related to the system is published in the
source of newspaper and journals.

3.2Feasibility study:
3.2.1 Technical Feasibility:
The technical feasibility in the proposed system deals with the technology used
in the system.
It deals with the hardware and software used in the system whether they are of latest
technology or not and if it happens that after a system is prepared, a new technology
arises
 and the user wants the system based on that technology. This system use windows
platform,
apache server, sql for database, php as the language and html or xml as user interface.
Thus
HOSTEL MANAGEMENT SYSTEM is technically feasible.

3.2.2 Operational Feasibility

The project has been developed in such a way that it becomes very easy even for
a person
with little computer knowledge to operate it. This software is very user friendly and
does not
require any technical person to operate .Thus the project is even operationally feasible.

3.2.3 Economic Feasibility:

Economic analysis is the most frequently used method for evaluating the
effectiveness of a
new system. More commonly known as cost/benefit analysis. Php, html, xml and sql
database
are easily available on internet.

CHAPTER 4: SYSTEM ANALYSIS AND DESIGN:

4.1: ERD
Lusername
loginid
Lpass

Login

Uid Rid
Uname

Umob
User Has Roles Rname

Uemail
Pid Rdesc
Uaddr

Proleid
Permission
Pmodule

Manage Pname

Mid Mlang
PCid Cid
Mname
Movie Cname
Mhour Payment Customer

Pdate Cmob
 4.2 USECASE Diagram:

Online movie ticket booking system

Manage user appln Book ticket

Manage Cust det Create shows

Admin
Owner
 Manage booking Collect Payment

Login & logout from sys

Update my profile

Change acc & pass

Manage payment View movie details

Systemuser
Customer
Manage seats Make payment

Download ticket
Manage shows

4.3 ACTIVITY Diagram

Admin is Registered

Admin

Login id & pass

Check
loginid & Invalid login/pass
pass
 Login to the sys
successfully

Set user level &

permission

Access the internal

functionalities according
to permission

End

4.4 SEQUENCE Diagram:

Admin Login page Forgot pass Verification Database Authenticate page

Check authe for acce

login page
Forgot pass
Check login details
Valid login dets
Provide autho acce
 Check security question & answer Create session in
& store in db.
Send email to user to reset pass

Invalid login details

Allow user to access the pages

Logout from application

Destroy session and
Tokens from db

Login
Successfully

4.5 CLASS Diagram:

Movie
Movie name: Char
MovieShow:DateTime View
-Venue: Char
+Update Details ()
Registered User
Id: Char
Update 1
Name: Char
Phno: integer
Admin Address: Char
Id: Char +Login ()
Name: Char +Logout ()
Pass: Char +View Movie ()
+AddMovieRecords() +Book Ticket ()
+UpdateMovieRecords() +Make Payment ()
+DeleteMovieRecords() +Cancel Ticket ()
 Make Payment
Book Ticket
Id: Char
NoofTicketavailable:
Amount: Float Int
Movie name:
Transaction: Char
Show no: Integer
Integer
Visitor Date: Date
Userid: CharTime
Time: Date Time
+Confirm
Name: Char Venue: Char()
Make payment Transaction
+UpdateSeatsavailable ()
+ReturnMoneyOn
+GetRegisterd ()
Cancellation ()
+View Movie

CHAPTER 5 USER MANUAL:

5.1: User Manual:
Drawbacks and Limitation:
There are a lot of drawbacks in keeping and maintaining a hostel. Especially with a
manual
system. Since most hostels are being run by only one hostel manager, the number of
students
in a room are sometimes not known by the officer. He has to go room by room to ensure
that
a room is occupied or not. Sometimes people may be owing in the hostel and they are
saved
on papers or huge notebooks, and sometimes receipts. If the books should go missing or
stolen, one would never be able to know if a student is owing or not. Room allocation
also
becomes a problem as the officer might not know which rooms are available or not. And
some hostels have a lot of rooms or have mare storeys and it would be very tedious to
go
through all storeys in search of a free room for an applicant. Also the officer might not
know
the number of students in a room or know if a room is full or not.

Limitation:

Time and financial constraints were the major factors that hindered the progress of this
research. The study involved a lot of financial obligations such as the cost of stationary,
printing, photocopying and transportation.
Moreover, combining fieldwork and lectures to produce a comprehensive research
report
within the time limit was tiresome. Nevertheless, the quality of this study was not
compromised.

Proposed Enhancement:
This project is aimed at developing a system for keeping records and showing
information
about or in a hostel. This system will help the hostel officer to be able to manage the
affairs
of the hostel. This system will provide full information about a student in the hostel. It
will
show rooms available or not and number of people in a particular room. This will also
provide information on students who have paid in full or are still owing. This system
will also
provide a report on the summary detail regarding fees and bills students are owing.
Also
included is a user module for employees or the hostel officer. There will also be an
 administrator module which will accessed by the administrator and has the ability to
delete,
add and edit employee records.
This system will be developed based on Software Development Life Cycle (SDLC) with
PHP
and My SQL server. PHP is good for the development and design of web based programs
whiles My SQL is good for databases because of its security and its advanced features
and
properties.

Lpass

Login

Uid Rid
Uname

Umob
User Has Roles Rname

Uemail
Pid Rdesc
Uaddr

Proleid
Permission
Pmodule

Manage Pname

Mid Mlang
PCid Cid
Mname
Movie Cname
Mhour Payment Customer

Pdate Cmob
Mtype
Cpass
Pdesc Caddr
Mdesc Pid
Pamt

Has