A

PROJECT REPORT
ON

Hostel Management System

(Website)

SUBMITTED

TO

BHARATI VIDYAPEETH (DEEMED TO BE) UNIVERSITY, PUNE

IN THE PARTIAL FULFILLMENT OF

MASTER OF COMPUTER
APPLICATIONS SEMESTER-II (2022 - 23)
BY
Mr. Pavan Digambar Chincholkar
Mr. Chaitanya Siddhappa
Birajdar UNDER THE
GUIDANCE OF
Prof S. N. Gambhire
(B.Sc., M.C.A., M.Phil)

THROUGH
DIRECTOR
BHARATI VIDYAPEETH (DEEMED TO BE) UNIVERSITY, PUNE

ABHIJIT KADAM INSTITUTE OF MANAGEMENT AND

SOCIAL SCIENCES, SOLAPUR
Hostel Management System 1
 BHARATI VIDYAPEETH
(DEEMED TO BE ) UNIVERSITY, PUNE (INDIA)
ABHIJIT KADAM INSTITUTE OF MANAGEMENT AND SOCIAL SCIENCES, SOLAPUR
Vijapur Road, Jule Solapur, Solapur – 413 004
http://akim.bharatividyapeeth.edu
0217 – 2302016/2341353 e-mail: [email protected]

Name of the Student Mr. Pavan Digambar

Chincholkar Mr. Chaitanya

Siddhappa Birajdar

PRN 2223100020

2223100021

Batch 2022-23

Subject No. & Name Project

Name of Project Guide Prof. S. N. Gambhire

Project Title Hostel Management System

Project Duration 2 Months

Hostel Management System 2

 BHARATI VIDYAPEETH (DEEMED TO BE) UNIVERSITY, PUNE

ABHIJIT KADAM INSTITUTE OF MANAGEMENT AND SOCIAL SCIENCES, SOLAPUR

CERTIFICATE
This is to certify that Mr. Pavan Digambar Chincholkar & Mr. Chaitanya Siddhappa Birajdar

having Exam Seat No. 2323760011 & 2323760012 are bonafide student of this Institute studying in

MCA SEM–II have completed the project report entitled “Hostel Management System” for the

partial fulfillment of the requirement of M.C.A. submitted to BHARATI VIDYAPEETH

UNIVERSITY, PUNE. He has carried out the work satisfactory.

Place: Solapur

Date:

Dr. S. B. Sawant

Director

Hostel Management System 3

 BHARATI VIDYAPEETH (DEEMED TO BE) UNIVERSITY, PUNE

ABHIJIT KADAM INSTITUTE OF MANAGEMENT AND SOCIAL SCIENCES, SOLAPUR

CERTIFICATE
This is to certify that Mr. Pavan Digambar Chincholkar & Mr. Chaitanya Siddhappa Birajdar

having Exam Seat No. 2323760011 & 2323760012 are bonafide student of this Institute studying in

MCA SEM–II have completed the project report entitled “Hostel Management System” for the

partial fulfillment of the requirement of M.C.A. submitted to BHARATI VIDYAPEETH

UNIVERSITY, PUNE. He has carried out the work satisfactory.

Place: Solapur

Date:

Dr. A. B. Nadaf

HOD, Department of Computer Application

Hostel Management System 4

 BHARATI VIDYAPEETH (DEEMED TO BE) UNIVERSITY, PUNE

ABHIJIT KADAM INSTITUTE OF MANAGEMENT AND SOCIAL SCIENCES, SOLAPUR

CERTIFICATE
This is to certify that Mr. Pavan Digambar Chincholkar & Mr. Chaitanya Siddhappa Birajdar

having Exam Seat No. 2323760011 & 2323760012 are bonafide student of this Institute studying in

MCA SEM–II have completed the project report entitled “Hostel Management System” for the

partial fulfillment of the requirement of M.C.A. submitted to BHARATI VIDYAPEETH

UNIVERSITY, PUNE.

He has carried out the work

satisfactory. Place: Solapur

Date:

Prof. S. N. Gambhire

Project Guide (Internal) External Examiner

Hostel Management System 5

 DECLARATION

To,

The Director,

Bharati Vidyapeeth University,

Abhijit Kadam Institute of

Management And Social Sciences,

Solapur – 413004 Respected Sir,

I undersigned hereby declare that the project report entitled “Hostel Management System” written
and submitted under the guidance of Prof. S.N.Gambhire, it’s my original work. The empirical
findings in this project are based on the data collected by myself while preparing this project. I have
not copied from any other project report.

I understood that, any such copying is liable to be punished in a way the University authorities may
deem fit.

Place: Solapur

Date:

Mr. Pavan Digambar Chincholkar

Mr. Chaitanya Siddhappa Birajdar

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 ACKNOWLEDGEMENT

The happiness of anything depends on what we give more than what we get. I would like
to give the words of thanks, but the words are not enough to express my deep sense of gratitude to
many persons who spread their time and efforts during the course of study work without their whole
hearted assistance and co-operation the project won’t be successful

I would like to give special thanks to our Director Dr. S.B. Sawant for giving an opportunity to
complete my project.

I got the opportunity to express my sincere thanks to project guide Prof. S.N.Gambhire for their
valuable guidance and contribution in preparing the project.

I am especially thankful to Dr. A.B.Nadaf for his valuable guidance and contribution in preparing the
project.

I also, thank to my classmates everyone of my family and all the people who helped me directly and
indirectly to complete this project.

Mr. Pavan Digambar Chincholkar

Mr. Chaitanya Siddhappa Birajdar

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 INDEX
1 Introduction to the Project 9

2 Objectives of the Project 11

3 Feasibility Study 12

 Technical feasibility
 Economical feasibility
 Operational feasibility
4 Project Work Plan 13

5 Configuration Needed 14

 Hardware Specification
 Software Specification

6 Object Oriented Analysis / Structured Analysis

 DFD Diagram 15
 Use Case Diagram 17
 ER Diagram
18

7 Database design 19

8 Screens layout 22

9 Testing 34

10 Conclusion 35

11 Suggested References 36

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 Introduction
1.1) Existing System

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.

 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

·

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1.2) Proposed System:

The aim of proposed system is to develop a system of improved facilities. The proposed system can
overcome all the limitations of the existing system. The system provides proper security and reduces
the manual work.

The proposed system is having many advantages over the existing system. It require less overhead
and very efficient. The proposed system deals with the mess calculation and allotment process
efficiently.

 Security of data.

 Ensure data accuracy’s.

 Minimize manual data entry.

 Minimum time needed for the various processing.

 Greater efficiency.

 Better service.

 User friendliness and interactive.

 Minimum time required.

Hostel Management System 10
 Objective of the Project

 Maintain the students as hostellers and waiting list students

separately Process allotment list.

 Admin can send the approval notification to every approved student

via email .

 Automatically insert student’s details to the hosteller’s record when

the allotment is confirmed by the admin and deleted when vacation is
conformed or after the course end date.

 Students can register their complaints.

 Admin can edit notice board and each student can view it.

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 FEASIBILITY STUDY

Introduction:
The preliminary investigation tells us whether the system that we are Developing is
practical or not. The feasibility study helps in that matter. Feasibility study is a very important stage
in the system development. It helps to obtain an overview of the problem and to get rough
assessment of whether feasible solutions exist. It can define problems, objectives involved in the
project.

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. 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, .net as front end
technology and sql server as backend technology. Thus ONLINE HOSTEL MANAGEMENT
SYSTEM is technically feasible.

2. 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. .net using visual C# and sql datdabase
easily available in internet.

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. This software is very user friendly and does not
require any technical person to operate .Thus the project is even operationally feasible.
Hostel Management System 12
 Project Work Plan

For developing major software project work, I have chalked out the project development
plan as:

Project Initiation: January 2022

Tas Day to Complete(Approx)

k
Initial Discussion 5
Study of Tools 5
Analysis 1
0
Module design ,Menu , Toolbar , Interface design 1
0
Screens 1
0
Construction 1
0
Testing 5
Documentation 5
In whole project we required 60 Days.

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 CONFIGURATION NEEDED
 Hardware requirements:

1. Pentium IV Processor

2. 512 MB RAM

3. 40GB HDD

 Software requirements:

1. OS : Windows XP

2. PHP Triad (PHP5.6, MySQL, Apache, and PHPMyAdmin)

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 Data Flow Diagram

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Hostel Management System 16
 Use case Diagram

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 ER-Diagram

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 Database Design

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Admin Table Structure

Courses Table Structure

State Table Structure

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Registration Table Structure

Rooms Table Structure

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 Screens layout
User Module

User Signup

User Sign in

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User Password Recovery

User Dashboard

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User Profile

User Change Password

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User Hostel Booking

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 User Booked Hostel Details

User Access log Details

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Admin Login Admin Module

Admin Dashboard

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Admin Profile

Admin Add Course

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Admin Manage Courses

Admin edit Course Details

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Admin add room

Admin Manage Rooms

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Admin Edit Room Details

Manage Registered Students

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Registered Student Details

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User Access logs

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 Testing
Testing is the process of execution of the program with explicit intention of searching for errors.
A successful test is one that reveals errors in the system. Test cases are devised with normal
input. The data is created with the express intent of determining whether the system will process
it in the correct & pre-planned order. Testing is a step, which is actual usage of the system to
remove the various discrepancies present.

System is neither designed as entire system nor tested as single system. System design,
development, debugging and testing is carried out in modules. These modules are integrated to
have entire fully fledged system.

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.

System Testing:

System testing checks for the integration of each module in the system. It also searches
for the discrepancies between the system and its original objectives, current specification, and
system documentation. The primary concern is the compatibility of the individual modules.

Actual Testing of System:

The system is tested with these methods of testing. Testing is carried out using the test
data and checked for discrepancies. The dummy data was provided in each & every possible way
to ensure consistency of the system. The system with the validation at every stage handles all the
data and also provides relevant message to the user in case of incorrect information.

Hostel Management System

3
 CONCLUSION

To conclude the description about the project : The project, developed using PHP and MySQL

is based on the requirement specification of the user and the analysis of the existing system,

with flexibility for future enhancement.

The expanded functionality of today’s software requires an appropriate approach towards

software development. This hostel management software is designed for people who want to

manage various activi-ties in the hostel. 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.

Hostel Management System

3
 Suggested References

1. www.w3schools.com

2. in.php.net

3. en.wikipedia.org/wiki/PHP

4 . www.hotscripts.com/category/php/

5. www.apache.org/

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