SAVITRIBAI PHULE PUNE UNIVERSITY

A PROJECT BASED LEARNING-II REPORT ON

“HOSTEL MANAGEMENT SYSTEM”

SUBMITTED TO THE SAVITRIBAI PHULE PUNE UNIVERSITY, PUNE IN

THE PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE
AWARD OF THE DEGREE

Second year (Computer Engineering)

SUBMITTED BY

ROLL NO. NAME OF STUDENT SEAT NO.

2242 Mr. Onkar Popat Thombre S190104343

2251 Mr. Amit Shard Salve S190104206
2252 Mr. Sandesh Kails Tayade S190104341
2254 Mr. Yogesh Dattatray Mahale S190104298

Under The Guidance of 4

Prof. S.R. PANDIT

DEPARTMENT OF COMPUTER ENGINEERING

AMRUTVAHINI COLLEGE OF ENGINEERING,
SANGAMNER ,422608
2021-22
 AMRUTVAHINI COLLEGE OF ENGINEERING,
SANGAMNER
DEPARTMENT OF COMPUTER ENGINEERING

CERTIFICATE

This is to certify that the Project Entitled

“HOSTEL MANAGEMENT SYSTEM”

Submitted by

ROLL NO. NAME OF STUDENT SEAT NO.

2242 Mr. Onkar Popat Thombre S190104343

2251 Mr. Amit Shard Salve S190104206
2252 Mr. Sandesh Kails Tayade S190104341
2254 Mr. Yogesh Dattatray Mahale S190104298

are bonafide students of this institute and the work has been carried out by them un-
der the supervision of Mr. S.R. Pandit and it is approved for the partial fulfillment
of the requirement of Savitribai Phule Pune University, for the award of the degree
of Second year (Computer Engineering).

Prof. S. R. Pandit Prof. R. L. Paikrao

Internal Guide & Class Teacher Head of the Department
 Acknowledgement

The greater the challenge, the greater was our determination and it guided
us to overcome all difficulties. It has been rightly said that we are built on the
shoulders of others. For everything we have achieved, the credit goes to those who
really helped us complete this project and for the timely guidance and
infrastructure. Before we proceed any further, we would like to thank all those who
have helped us all the way through. To start with we thank our Honorable Principal
Dr M. A. Venkatesh for his encouragement and support, our respected Head of
Department Prof. R. L. Paikrao, we would also like to take this opportunity to thank
to the class teacher and our guide Prof. S. R. Pandit, for his guidance, care and
support.

Mr. Onkar Popat Thombre

Mr. Amit Shard Salve
Mr. Sandesh Kails Tayade
Mr. Yogesh Dattatray Mahale
 ABSTRACT

This Project
“HOSTEL MANAGEMENT SYSTEM”

targeted for the College Hostel

integrates the transaction management of the Hostel for better control and timely response. This
eliminates time delay and paper transactions being marked. The warden is provided with a better
control over the transactions like adding the details of new students in the hostel, modifying the
details of the students, deleting the students, viewing the students details in the Hostel. This
project’s main motto is to reduce the effort of Wardens and provide better service to the students.
The goal of this project is to develop a system for the computerization of the Hostel. The
common transactions of the hostel include the maintenance of mess bills, information about
students in the hostel, enrolling of new students and their payments and dues etc. are stored into
the databases and reports are generated according to the user requirements.

“HOSTEL MANAGEMENT SYSTEM” is software developed for managing various activities

in the hostel. For the past few years, the number of educational institutions are 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
 Table of Contents

1. Introduction 6
1.1.Goal 6
1.2.Need of the application 6
1.3.Scope 7
1.4.Platform Specifications – Deployment 7
1.4.1.Hardware Specification 7
1.4.2.Software Specification 7
2. System Requirement Analysis 8
2.1.Information Gathering 8
2.2.System Feasibility 9
2.2.1.Economic Feasibility 9
2.2.2.Technical Feasibility 10
2.2.3.Behavioral Feasibility 10
3. Estimation and scheduling…………………………………………………………….11
3.1. Cocomo model……………………………………………………………………11
3.2 Cocomo estimation………………………………………………………………...11
3.3 Gantt chart…………………………………………………………………………12
4. System Analysis 13
4.1.ER Diagram 13
4.2.Use case diagram 14
4.3.Data flow diagram…………………………………………………………………15
4.4.A context level diagram 15
4.5.Class Diagram 16
5. Design 15
5.1.Design Goals 17
5.2.Architectural Design 17
4.2.1Description of Architectural Design.................................................................17

6. Implementation 18
5
6.1.User training 19
6.2.Security and maintenance 20
 6.3.Implementation 20
7. Testing. 27
7.1.Unit Testing 27
7.2.Integration Testing 27
7.3.User acceptance testing 28
7.4.Test cases 30
8. Results & Challenges 32
8.1.Challenges 32
9.Conclusions....................................................................................................................33
9.1Conclusion................................................................................................................33
9.2Scope for Future Work............................................................................................. 33
10.References………………………………………………………………………….…..34

6
 Chapter 1

Introduction

1.1 Goal

· Hostel management system is designed to manage all hostel activities like hostel
admissions, fees, room, mess allotment, hostel stores & generates related reports for
smooth transactions. It is also used to manage monthly mess bill calculation, hostel
staff payroll, student certificates, etc.

· Checking the rooms' availability, allocating room to new students, managing hostel
fees, visitors' records, mess, and all such hostel management related activities
manually consume efforts, time, and resources. Moreover, hostel management also
requires looking after the security of students which can only be achieved with close
supervision of daily students' activities.

1.2 Need of the application

· In our present times, education is no longer limited by geographical borders. An
increasing number of students looking for higher education courses are either
signing online to institutes of their choice or are moving out of their hometowns
to get admissions into courses and colleges that appeal to their career choices.

· In this case, it is imperative for higher schools and colleges to have a hostel
facility that can offer these students residential accommodations. But for many
educational institutes offering such hostel facilities can be a labor and paper-
work intensive task. This can lead to poor resource utilization and can have a
7
negative impact of the efficiency and quality of the academic institutions.
· For institutes looking for effective way to manage their hostels, technology has
come to their rescue with hostel management system that looks after the
administering of the hostel, managing administration, mess and other

8
 .
1.3 Scope
The proposed project Hostel management system is a computerized system. The use of this
project in the hostel can reduce all the problems discussed above in the current manual hostel
management system.

The main objective of developing hostel management system is to save money and time. The
proposed system generates following reports to help management of the hostel in decision
making:

· Allocated Room report

· Unallocated Room Report

· Partially allocated room

· Student List (department wise)

· All student reports

1.4 Platform Specifications – Deployment

1.4.1 Hardware Specification

Processor P
IV RAM
250 MB
Minimum Space Required 100
MB Display 16-bit color
1.4.2 Software Specification

Operating Environment Win 2000/XP

9
 Chapter 2
System Requirement Analysis

2.1 Information Gathering

System analysis is a process of gathering and interpreting facts, diagnosing problems and the
information to recommend improvements on the system. It is a problem-solving activity that
requires intensive communication between the system users and system developers. System
analysis or study is an important phase of any system development process. The system is
studied to the minutes detail and analyzed. The system analyst plays the role of the
interrogator and dwells deep into the working of the present system. The system is viewed as
awhile and the input to the system are identified. The outputs from the organizations are traced
to the various processes. System analysis is concerned with becoming aware of the problem,
identifying the relevant and decisional variables, analyzing and synthesizing the various
factors and determining an optimal or at least a satisfactory solution or program of action. A
detailed study of the process must be made by various techniques like interviews,
questionnaires etc. The data collected by these sources must be scrutinized to arrive to a
conclusion.

The conclusion is an understanding of how the system functions. This system is called the
existing system. Now the existing system is subjected to close study and problem areas are
identified. The designer now functions as a problem solver and tries to sort out the di fficulties
that the enterprise faces. The solutions are given as proposals. The proposal is then weighed
with the existing system analytically and the best one is selected.

The proposal is presented to the user for an endorsement by the user. The proposal is reviewed
on user request and suitable changes are made. This is loop that ends as soon as the user is
satisfied with proposal. Preliminary study is the process of gathering and interpreting facts,
using the information for further studies on the system. Preliminary study is problem solving
10
activity that requires intensive communication between the system users and system
developers. It does various feasibility studies. In these studies, a rough figure of the system
activities can be obtained, from which the decision about the strategies to be followed for
effective system study and analysis can be taken.

2.2. Feasibility study

Feasibility Study is basically the test of the proposed system in the light of its workability,
meeting user’s requirements, effective use of resources and of course, the cost effectiveness.
As the name implies, feasibility study is an analysis of the viability of an idea. It ensures that a
project is legally and technically feasible and economically justifiable.

Moreover, this study can be used in various ways with focus on the proposed business. It tells
us whether a project is worth doable or not? Feasibility study is a must because: A feasibility
study evaluates the project's potential for success; therefore, perceived objectivity is an
important factor in the credibility of the study for potential investors and lending institutions

The main goal of feasibility study is not to solve the problem but to achieve the scope. In the
process of feasibility study, the cost and benefits are estimated with greater accuracy. It has
three types:

· Operational Feasibility

· Technical Feasibility

· Economic Feasibility

2.2.1 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 using IDE and MySQL
database easily available Script Server Side (like XAMAP/ WAMAP) in internet.
This procedure is to determine the benefits and savings that are expected from a candidate
system and compare them with costs. If benefits outweigh costs, then the decision is made to
design and implement the system. Otherwise, further justification or alterations in proposed
system will have to be made if it is to have a chance of being approved. This is an ongoing
effort that improves in accuracy at each phase of the system life cycle.

• Economic feasibility talks about the benefits that which we get from this project. Here
11
with the introduction of this online process we are not only reducing the time take for
the registration of the entrants. We even reduce the burden on the administrator. As this
 project is not only reducing the time but also the work burden of the user, we say that
this product is economically feasible.

2.2.2 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. It happens that after a system is prepared a new technology arises and the
user wants the system based on that technology. This system uses windows platform, PHP as
front-end technology and MySQL server as backend technology. Thus, HOSTEL
MANAGEMENT SYSTEM is technically feasible.

Technical feasibility centers on the existing computer system (hardware, software, etc.,) and
to what extent it can support the proposed addition. If the budget is a serious constraint, then
the project is judged not feasible.

Technical feasibility speaks about the existing hardware and the software that we are using
and the deviations that we have to make from the existing one, as we are developing the
application using java there is no change in the hardware that we are using. So, we a say that
this application is technically feasible as there is no change in the configuration more over it is
cost effective.

2.2.3 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. People are inherently resistant to change, and
computers have been known to facilitate change. It is understandable that the introduction of a
candidate system requires special effort to educate, sell, and train the staff on new ways of
conducting business.

As this project is a user-friendly version there is not much training required for the people to
use. This product is not only making the task of the administrator easy but it is reducing the
time that is taken otherwise. So, we say that this product is operationally feasible.
12
 Chapter 3
ESTIMATION AND SCHEDULING
3.1 Cocomo Model

Cocomo (Constructive Cost Model) is a regression model based on LOC, i.e., number of
Lines of Code. It is a procedural cost estimate model for software projects and is often used
as a process of reliably predicting the various parameters associated with making a project
such as size, effort, cost, time, and quality. It was proposed by Barry Boehm in 1981 and is
based on the study of 63 projects, which makes it one of the best-documented models
Efforts calculation: Efforts can be calculated by the number of persons required to complete
the task successfully. It is calculated in the unit person-month.
Development time: the time that is required to complete the task.it is calculated in the unit
of time like months, weeks, and days. It depends on the effort calculation, if the number of
persons is greater than definitely the development time is low.

3.2 THE BASIC COCOMO ESTIMATION MODEL IS GIVEN BY THE

FOLLOWING EXPRESSIONS:

 E=a*(KLOC)*b where, E is effort applied in person-months.

 D=c* (Effort) *d where, D is development time in months.

 P=effort/time where, P is the total no. of persons required to accomplish the project.

13
Effort (E)=15* (0.6) **1.2 =8.12 PM
 Development Time (D)=1.0* (8.12) **0.35= 2.08 Months.

Person Required (p) =8.12 / 2.08 =3.90 ~ = 4 persons.

3.3 Gantt Chart

14
 Chapter 4
System Analysis
After carefully analyzing the requirements and functionality of the web
application, I had two important diagrams by the end of the analysis phase. They are
the ER diagram and data flow diagram which were the basis for finding out entities
and relationships between them, the flow of information.

4.1. ER Diagram

15
16
 Manage Student
Information And
Status

4.2 Manage Rooms

Available For
Rent
STUDENTS

ADMIN Manage Range Of

Rental And Payment
Use
case

Record All
Transactions

diagram

17
 4.3 Data Flow Diagram

Fig. 4.3: Data Flow Diagram

4.4 A Context Level Diagram

Request for Hostel

Room Management
Req Hostel details
Hostel student system
Hostel owner
Accommodation Co confirmatoin
detail

Fig. 4.4: A Context Level Diagram

18
4.5 Class Diagram

19
 Chapter 5
Design Analysis
5.1 Design Goals

The system design is divided into two portions. The Administrator section and student section.
Administrator (Provost)
The Administrator can allot different students to the different hostels.
He can vacate the students for the hostels.
He can control the status of the fee payment.
He can edit the details of the students. He can change their rooms, edit and delete the student
records.
Make the Mess menu
Make the mess bill & hostel bill
Give notifications in Notice Board

Students
Can edit information before submit

After getting conformation can’t access any information

Meal Order and View Meal Cost Report

Change Password

5.2Description of Architectural Design

In this context diagram, the information provided to and received from the
‘Online Shopping’ is identified. The arrows represent the information received or
generated by the application. The closed boxes represent the set of sources and sinks
of information.
In the system, we can observe that the user interacts with the application
through a graphical user interface. The inputs to the system are the Search and Filter
20 written by the user. Also, the output is
criteria provided by the user and a new review
in the form of Repeater and grid views which present the users with list of Products
 available.

Chapter 6
System Implementation
Implementation is the stage in the project where the theoretical design is turned into a working
system and is giving confidence on the new system for the users that it will work efficiently
and effectively. It involves careful planning, investigation of the current system and its
constraints on implementation, design of methods to achieve the changeover, an evaluation of
change over methods. Apart from planning major task of preparing the implementation are
education and training of users. The implementation process begins with preparing a plan for
the implementation of the system. According to this plan, the activities are to be carried out,
discussions made regarding the equipment and resources and the additional equipment has to
be acquired to implement the new system. In network backup system no additional resources
are needed.

21
Implementation is the final and the most important phase. The most critical stage in achieving
a successful new system is giving the users confidence that the new system will work and be
effective. The system can be implemented only after thorough testing is done and if it is found
to be working according to the specification.

Fig: Database design and implementation

6.1 User Training

After the system is implemented successfully, training of the user is one of the most important
subtasks of the developer. For this purpose, user manuals are prepared and handled over to the
user to operate the developed system. Thus, the users are trained to operate the developed
system. Both the hardware and software securities are made to run the developed systems
successfully in future. In order to put new application system into use, the following activities
were taken care of:

Preparation of user and system documentation

Conducting user training with demo and hands on

22
Test run for some period to ensure smooth switching over the system
The users are trained to use the newly developed functions. User manuals describing the
procedures for using the functions listed on menu are circulated to all the users. It is confirmed
that the system is implemented up to users need and expectations.

6.2 Security and Maintenance

Maintenance involves the software industry captive, typing up system resources. It means
restoring something to its original condition. Maintenance follows conversion to the extend
those changes are necessary to maintain satisfactory operations relative to changes in the
user’s environment. Maintenance often includes minor enhancements or corrections to
problems that surface in the system’s operation. Maintenance is also done based on fixing the
problems reported, changing the interface with other software or hardware enhancing the
software.

Any system developed should be secured and protected against possible hazards. Security
measures are provided to prevent unauthorized access of the database at various levels. An
uninterrupted power supply should be so that the power failure or voltage fluctuations will not
erase the data in the files.

Password protection and simple procedures to prevent the unauthorized access are provided to
the users. The system allows the user to enter the system only through proper user name and
password.

23
6.3 Implementation

The very first stage of this project to open (login) admin (office) profile,
This requires username, Email, password of admin.
As we see that in above picture admin have to enter his username, Email id and then entering
password and the logging in to profile.

24
After logging in admin profile admin have to register (enter) student details and create user id
for student.

This page asks us to register (enter) students’ basic details in it by admin

Details like:
 Registration no.
 Students full name
 Gender
 Contact no. of that particular student
25
 Email id
  Creating password for that student (it can be change later by student)

This is output gives us login id page for student login

And asks us to login to this site

This module is after logged in our account. And it will ask us to full fill our details which are
required in hostel information (database).

The left-hand side (dashboard) of this module shows us the important tolls in our user id such
as Changning password, booking rooms, and details of rooms.

26
These module in site asks us to enter some details about our course in which we are studying.

Selecting room according to our need

27
This module asks us to enter the room, fees, mess related info in that contains info. Like
 Room no.
 Occupancy of room (seater)
 Mess(food) related information
 Duration period when we are staying in hostel
 Fees paid

// in above modules admin created students’ profile for use and student entered information
asked by hotel staff and chosen room for staying
28 in hostel//
Below snapshots are of maintaining and for gathering students’ information.

This is first module of admin. admin have to select which information he wants to enter in
that for after time it can be accessed easily.

Admin have to enter in or register students details in hostel database such as

 Name of student
 Regester no.
 Contact no.
 Room no. of that particular student 29
 Details of room selected by students
Above two modules asks user to enter the details for
1. Managing room no. of students, fees paid by students, room mates , and dates from which
students are entered in hostel
2. Managing course details of students who is staying in hostel

// above are the snapshots of our project that how our project works//

30
 Chapter 7
System Testing

System testing is the stage of implementation, which is aimed at ensuring that the system
works accurately and efficiently before live operation commences. Testing is the process of
executing the program with the intent of finding errors and missing operations and also a
complete verification to determine whether the objectives are met and the user requirements
are satisfied. The ultimate aim is quality assurance.

Tests are carried out and the results are compared with the expected document. In the case of
erroneous results, debugging is done. Using detailed testing strategies, a test plan is carried out
on each module. The various tests performed in “Network Backup System” are unit testing,
integration testing and user acceptance testing.

7.1 Unit Testing

The software units in a system are modules and routines that are assembled and integrated to
perform a specific function. Unit testing focuses first on modules, independently of one
another, to locate errors. This enables, to detect errors in coding and logic that are contained
within each module. This testing includes entering data and ascertaining if the value matches
to the type and size supported by java. The various controls are tested to ensure that each
performs its action as required.

7.2 Integration Testing

Data can be lost across any interface, one module can have an adverse effect on another, sub
functions when combined, may not produce the desired major functions. Integration testing is
a systematic testing to discover errors associated within the interface. The objective is to take
unit tested modules and build a program structure. All the modules are combined and tested as
a whole. Here the Server module and Client module options are integrated and tested. This
testing provides the assurance that the application is well integrated functional unit with
smooth transition of data.

31
7.3 User Acceptance Testing

User acceptance of a system is the key factor for the success of any system. The system under
consideration is tested for user acceptance by constantly keeping in touch with the system
users at time of developing and making changes whenever required.

32
 Test Cases Diagram

ID Test case Test case Pre- Test data Post Expected Actual result Status
description procedure condition condition output

TC01 Verify the login1.Enter valid Valid URL Email: admin Redirect to Login Login Pass
functionality of email Test data @gmail.com dashboard Successful Successful
user 2.Enter valid Password: page
password admin
3.click login
button

TC02 Verify the login1.Enter Valid URL Email: admin Error: invalid Login Error: invalid Fail
functionality of invalid email Test data @gmail.com Email or successful Email or
user 2.Enter Password: Password Password
invalid admin123
password
3.click login
button
TC03 Verify the login1.Enter none Valid URL Email: admin Error: invalid Login Error: invalid Fail
functionality of of the Test data @gmail.com Email or successful Email or
user credentials Password: Password Password
2.Click login admin432
button

33

 Test case for login

Sr Test case Expected actual Pass/fail
no
1. Login as per Data input match pass
format should match
with
requirement
2. Login as per Data input Not match fail
format should match
with
requirement

Sr username password Pass/fail

no
1. [email protected] userdefined PASS
2. [email protected] userdefined PASS
3. [email protected] Userdefined PASS
4 [email protected] userdefined

 Test case for login detailed:

Test cases of 4 students randomly

34
  Test case for registration of student into system
Sr no Test case Expected Actual Pass /fail
1. Register into system as perStudent shouldAll info enteredpass
format Entered all infoand correct
right
2. Register into system as perStudent shouldInfo entered isfail
format Entered all infowrong
right

35
 Chapter 8
Results and challenges
The application can be used for any Ecommerce application. It is easy to use,
since it uses the GUI provided in the user dialog. User friendly screens are
provided. The application is easy to use and interactive making online data of
students a recreational activity for users. It has been thoroughly tested and
implemented.

8.1 Challenges

8.1.1 Compatibility with browsers like Mozilla Firefox, Internet explorer etc
8.1.2 Using a layered approach in developing the application which would make the
application maintainable.
8.1.3 Learning new technologies like using JavaScript for drag and drop behavior
and Ajax toolkit controls with little guidance.

The overall idea of doing this project is to get a real time experience. Learn new
technologies.

36
 Chapter 9
Conclusion

9.1 CONCLUSION
This project developed, incorporated all the activities involved in the monitoring all
student admission related activities. It provides all necessary information to the
management as well as the student with the use of this system; the user can simply sit
in front of the system and monitor all the activities without any physical movement of
the file. Management can service the student request best in time.

The system provides quickly and valuable information. These modules have been
integrated for effective use of the management for future forecasting and for the
current need

9.2 Scope for Future Work

The system can be designed for further enhancement. This could also be developed according
to the growing needs of the student, teacher and college management.

37
 Chapter 10
References
1. All about Microsoft controls in C#
http://www.msdn.microsoft.com/
2. Wikipedia for various diagrams & testing
methods http://www.wikipedia.org/
3. Cool text for Images and
Buttons http://cooltext.com/
4. K-State Research Exchange for samples in report
writing http://krex.k-state.edu/dspace/handle/2097/959
5. Smart Draw for drawing all the Diagrams used in this
report. http://www.smartdraw.com/
6. Sample Ecommerce
Application
http://www.NewEgg.com
Ajax Toolkit controls http://asp.net/ajax

38
 Work assignment

Sr. No. Task Task Done By

1 Project Selection Thombre Onkar
Salve Amit
Tayade Sandesh
Mahale Yogesh
2 Formulate Problem Statement Thombre Onkar
Salve Amit
Tayade Sandesh
Mahale Yogesh
PPT

3 Objective Salve Amit

Tayade Sandesh

4 Requirement Gathering Thombre Onkar

Mahale Yogesh

5 Block Diagram Salve Amit

Tayade Sandesh
Thombre Onkar

Implementation/Testing

6 Implementation Thombre Onkar

Mahale Yogesh

7 Testing Mahale Yogesh

Thombre Onkar
Salve Amit

Report Writing

8 Introduction Salve Amit

Tayade Sandesh

9 System Requirement Analysis Mahale Yogesh

Salve Amit

10 Design Thombre Onkar

Salve Amit
Tayade Sandesh
39 Mahale Yogesh
11 Implementation Thombre Onkar
Tayade Sandesh
12 Testing Mahale Yogesh
Salve Amit

13 Result/Challenges Thombre Onkar

Faced/Conclusion Salve Amit
Tayade Sandesh
Mahale Yogesh

40
41