VISVESVARAYA TECHNOLOGICAL UNIVERSITY

BELAGAVI-590 018, KARNATAKA

DBMS MINI PROJECT REPORT

ON

“ HOSTEL MANAGEMENTSYSTEM”
Submitted in the partial fulfillment of requirements for the
5th SEM DBMS MINI PROJECT (21CSL55)
IN
COMPUTER SCIENCE AND ENGINEERING
PROJECT ASSOCIATES
PRIYANKA G M 4BD21CS101
SRUSTI J K 4BD21CS159

PROJECT GUIDES
Dr.Gururaj TPh.D., Prof. Arjun HM.Tech.,
Associate Professor Assistant Professor

2023-2024
Bapuji Institute of Engineering and Technology
Department of Computer Science and Engineering
Davanagere-577004
 Bapuji Institute of Engineering and Technology
Davanagere – 577004

Department of Computer Science and Engineering

CERTIFICATE
This is to certify that PRIYANKA G M and SRUSTI J K bearing USN 4BD21CS101 and
4BD21CS159 respectively of Computer Science and Engineering department have satisfactorily
submitted the Mini Project report entitled “HOSTEL MANAGEMENT SYSTEM” for 5th
SEM DBMS MINI PROJECT (21CSL55). The project report has been approved as it satisfies
the academic requirements for the year 2023-24.

__________________________ ______________________
Dr.Gururaj T Ph.D., Prof. Arjun HM.Tech.,
Associate Professor Assistant Professor
Guide Co-Guide

__________________________
Dr.Nirmala C R Ph.D.,
Head of Department

Signature of Examiners:
Date: 1.__________________________

Place: Davanagere 2.__________________________

 ACKNOWLEDGEMENT

Salutations to our beloved and highly esteemed institute, “BAPUJI INSTITUTE OF

ENGINEERING AND TECHNOLOGY” for having well-qualified staff and labs furnished with
the necessary equipment.

We express our sincere thanks to our resourceful guides Dr.Gururaj T, Associate Professor,
Department of Computer Science and Engineering, B.I.E.T., Davanagere, and Prof. Arjun H,
Assistant Professor, Department of Computer Science and Engineering, BI.E.T.,Davanagere, who
helped us in every aspect of our project. We are indebted to her discussions about the technical
aspects and suggestions pertaining to our project.

We are grateful to Dr.Nirmala C R, Professor and H.O.D, Department of Computer Science and
Engineering, B.I.E.T., Davanagere, for endeavoring encouragement, facilities, and extended
support.

We also express our wholehearted gratitude to our respected Principal, Dr. H B Aravind for his
moral support and encouragement.

We would like to extend our gratitude to all staff of the Department of Computer Science and
Engineering for the help and support rendered to us. We have benefited a lot from the feedback,
and suggestions given by them.

We would like to extend our gratitude to all our family members and friends especially for their
advice and moral support.

PRIYANKA G M (4BD21CS101)
SRUSTI J K (4BD21CS159)
 Bapuji Educational Association (Regd.)
Bapuji Institute of Engineering and Technology, Davangere-577004

Vision and Mission of the Institute

Vision
“To be a centre of excellence recognized nationally internationally, in distinctive areas of
engineering education and research, based on a culture of innovation and invention.”

Mission
“BIET contributes to the growth and development of its students by imparting a broadbased
engineering education and empowering them to be successful in their chosen field by inculcating in
them positive approach, leadership qualities and ethical values.”

Vision and Mission of the Computer Science and Engineering Department

Vision
“To be a centre-of-excellence by imbibing state-of-the-art technology in the field of Computer
Science and Engineering, thereby enabling students to excel professionally and be ethical.”

Mission
1. Adapting best teaching and learning techniques that cultivates Questioning and
Reasoning culture among the students.
2. Creating collaborative learning environment that ignites the critical thinking in students
and leading to the innovation.
3. Establishing Industry Institute relationship to bridge skill gap and make them industry
ready and relevant.
4. Mentoring students to be socially responsible by inculcating ethical and moral values.

Program Educational Objectives (PEOs):

PEO1 To apply skills acquired in the discipline of computer science and engineering for
solving Societal and industrial problems with apt technology intervention.
PEO2 To continue their carrier ion industry /academia or pursue higher studies and research.
PEO3 To become successful entrepreneurs, innovators to design and develop software
products and services that meets societal, technical and business challenges.
PEO4 To work in the diversified environment by acquiring leadership qualities with
effective communication skills accompanied by professional and ethical values.
Program Specific Outcomes (PSOs):
PSO1 Analyse and develop solutions for problems that are complex in nature but applying the
knowledge acquired from the core subjects of this program.
PSO2 To develop secure, scalable, resilient and distributed applications for industry and
societal Requirements.
PSO3 To learn and apply the concepts and contract of emerging technologies like artificial
intelligence, machine learning, deep learning, big-data analytics, IOT, cloud computing
etc for any real time problems.

Course Learning Objectives:

● Foundation knowledge in database concepts, technology and practice to groom students

into well-informed database application developers.
● Strong practice in SQL programming through a variety of database problems.
● Develop database applications using front-end tools and back-end DBMS.

Course Outcomes:

CO1: Create, Update and query on the database.

CO2: Demonstrate the working of different concepts of DBMS
CO3: Implement, analyze and evaluate the project developed for an application.
 ABSTRACT

The Hostel Management System is a web-based application designed for efficient management of
hostel facilities. The system allows internet users to access a website for room booking, requiring
user authentication and the use of a Credit/Debit card for reservations. Users can inquire about the
current availability of rooms, mess details, and fee structures. Upon providing personal information,
the system furnishes comprehensive details regarding room availability, mess services, and fee
structures. The user can proceed to book a room directly through the website. If rooms are available,
users have the flexibility to change their room preferences. Additionally, they can cancel the allotted
room and opt for a different one. Our Hostel Management System provides a convenient solution
for individuals who cannot physically visit the hostel to make room reservations. The system
simplifies the process for both users and hostel staff. Staff members can remotely update room
availability, enhancing the overall efficiency of hostel management.
 CONTENTS PAGE NO

CHAPTER 1: INTRODUCTION

1.1 Introduction 1

1.2 Overview(DBMS and front end used) 2

1.3 Problem Statement 3

1.4 Objectives 3

CHAPTER 2: SYSTEM REQUIREMENTS AND SPECIFICATION

2.1 Software Requirements 4

2.2 Hardware Requirements 4

CHAPTER 3: DESIGN

3.1 ER Diagram and description 5

3.2 Seven steps for ER to Schema conversion 6-8

3.3 Schema Diagram 9

3.4 Database description 10-11

CHAPTER 4: IMPLEMENTATION 12

CHAPTER 5: SNAPSHOTS 13

CONCLUSION 20

REFERENCES 21
 LIST OF FIGURES

Sl. No Figure. No Description Page. No

1 5.1 Hostel Manager Info 13

2 5.2 Personal Info 13

3 5.3 Sign up 14

4 5.4 Application Received 14

5 5.5 Student Login 15

6 5.6 Hostels 15

7 5.7 Home Page 16

8 5.8 Appoint Hostel Manager 16

9 5.9 Rooms Allotted And Empty Rooms 17

10 6.0 Contact Us 17

11 6.1 Students Page 18

12 6.2 Remove Hostel Manager 18

13 6.3 Vacate From 19

14 6.4 Messages Received Page 19

DBMS Mini project – 21CSL55 2023-24

CHAPTER 1: INTRODUCTION

1.1 INTRODUCTION:

The Hostel Management System is a database management system (DBMS) that allows for
efficient and effective management of a hostel's operations. The system will store and
manage important information such as rooms, tenants, rent payments, maintenance requests,
etc. The main objective is to automate the manual processes, minimize errors and improve
the overall functioning of the hostel. This system will make it easier for the hostel
management to access relevant information, perform tasks, and generate reports as needed.

Purpose of the Project

 Room Management: The system will allow the management to manage the hostel's
rooms and allocate them to tenants.

 Tenant Management: The system will store and manage tenant information, including
their personal details, rental agreements, and payment records.

 Rent Management: The system will calculate and manage rent payments, keeping track
of due dates, late payments, and rent arrears.

 Maintenance Management: The system will allow tenants to submit maintenance

requests and track the status of those requests.

 Reporting: The system will generate various reports such as occupancy reports, rent
collection reports, and maintenance reports.

 Security: The system will include security features to protect sensitive information
such as tenant data and payment records.

1.2 Overview (DBMS and front end used):

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The Hostel Management System integrates a robust Database Management System (DBMS)
and a user-friendly front-end to streamline the process of managing hostel facilities. The
DBMS is responsible for storing, organizing, and retrieving data related to room availability,
user information, mess details, and fee structures. The front-end serves as the user interface,
allowing seamless interaction with the system.

Database Management System (DBMS) used:

The backbone of the Hostel Management System is a powerful DBMS, facilitating efficient
data management. It stores information about hostel rooms, user details, and administrative
data. The database ensures data integrity, reliability, and easy retrieval.

Key functionalities include:

 Room Management: The DBMS stores information on room availability, allowing
users to query and book rooms based on real-time data.

 User Information: Personal details of users, including login credentials and booking
history, are securely stored in the database.

 Mess Details: Information about mess services, meal plans, and dietary preferences
are maintained for user convenience.

 Fee Structure: The database stores data related to hostel fees, enabling users to access
and understand the financial aspects of their stay.

 Remote Updates: Hostel staff can remotely update room availability, ensuring the
database reflects the current status of rooms.

Front-End:
The user interacts with the system through a user-friendly front-end, providing a seamless
and intuitive experience. The front-end is designed using modern web technologies for
accessibility and ease of use.

Key features include:

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 User Authentication: A secure login and register system ensures that only authorized
users can access and modify their information.

 Room Booking Interface: It will show current availability ,number of

occupants,number of seats left and fee structure.

 Information Display: The front-end displays comprehensive information about room

availability, mess details, and fee structures, enhancing user understanding.

 Responsive Design: The front-end is designed to be responsive, providing a consistent

and optimal experience across various devices.

 Payment:student have to fill their personal details and they have to pay through hostel
warden through various modes of payment no cancellation of booking is possible

By seamlessly integrating a robust DBMS and an intuitive front-end, the Hostel

Management System optimizes the user experience while efficiently managing hostel
operations.

1.3 PROBLEM STATEMENT:

Existing manual processes in hostel management result in inefficiencies, accessibility

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challenges, delayed updates, security concerns, administrative burdens, decision-making

limitations, communication gaps, and tracking difficulties. The need for a streamlined
Hostel Management System is evident to automate processes, improve accessibility, provide
real-time updates, enhance security, reduce administrative workload, facilitate informed
decision-making, improve communication, and enable efficient reporting.

1.4 OBJECTIVESOFTHEPROJECT:
The primary goal is to develop a comprehensive Hostel Management System that addresses the
challenges posed by manual processes. The system aims to:

 Automation of Booking Processes: Implement an automated system for room bookings to

streamline the reservation process

 Enhanced Accessibility and User-Friendly Interface: Develop a user-friendly interface for

improved accessibility, catering to users with varying technical expertise.

 Real-time Updates and Centralized Database: Establish a centralized database management

system for real-time updates on room availability, mess details, and fee structures.

 Data Security:Implement robust security measures to protect user information, ensuring

confidentiality and integrity.

 Administrative Efficiency: Enable hostel staff to remotely update room availability, reducing
manual workload and enhancing overall efficiency.

 Optimized Decision Making: Provide access to accurate and up-to-date information,

facilitating informed decision-making by the management, generate key reports, such as rent
collection and occupancy reports, to support effective management tracking and decision-
making.

CHAPTER 2: SYSTEM REQUIREMENTS AND SPECIFICATION

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2.1 HARDWARE REQUIREMENTS

The hardware required for the development of this project is:

• Processor :IntelCorei5

• Processor speed :1.19 GHz

• RAM :512MB

• System Type :64-BitOperatingSystem

2.2 SOFTWARE REQUIREMENTS

The software required for the development of this project is:

• Software :My-SQL and XAMPP (version-8.1.2)

• OS :Linux

• Front End :HTML,CSS

• Programming Language :PHP and SQL

• Database :My-SQL

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CHAPTER 3: DESIGN

3.1 ER Diagram

ER Diagram stands for Entity Relationship Diagram, also known as ERD is a diagram that
displays the relationship of entity sets stored in a database. In other words, ER diagrams help to
explain the logical structure of databases. ER diagrams are created based on three basic concepts:
entities, attributes and relationships.ER Diagrams contain different symbols that use rectangles to
represent entities, ovals to define attributes and diamond shapes to represent relationships.

3.2 Seven steps for ER to Schema conversion

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Step1 : Mapping of Regular Entity Types.

For each regular (strong) entity type E in the ER schema, create a relation R that
includes all the simple attributes of E. Include only the simple component attributes
of a composite attribute. Choose one of the key attributes of E as the primary key for
R. If the chosen key of E is a composite, then the set of simple attributes that form it
will together form the primary key of R. If multiple keys were identified for E
during the conceptual design ,the information describing the attributes that for meach
additional key is kept in order to specify secondary (unique) keys of relation R.
Knowledge about keys is also kept for indexing purposes and other types of analyses.

Step2 : Mapping of Weak Entity Types.

For each weak entity type W in the ER schema with owner entity type E, create a
relation R and include all simple attributes (or simple components of composite
attributes) of was attributes of R. In addition, include as foreign key attributes of R, the
primary key attribute(s) of the relation(s) that correspond to the owner entity type(s);
this takes care of mapping the identifying relationship type of W. The primary key of
R is the combination of the primary key(s) of the owner(s) and the partial key of the
weak entity type W, if any. If there is a weak entity type E2 whose owner is also a
weak entity type E1, then E1 should be mapped before E2 to determine its primary key
first.

Step3 : Mapping of Binary 1:1 Relationship Types.

For each binary 1:1 relationship type R in the ER schema, identify the relations S and
T that correspond to the entity types participating in R. There are three possible
approaches:
1. The foreign key approach.

2. The merged relationship approach , and the first approach is the most useful and
should be followed unless special conditions exist, as we discuss below

1. Foreign key approach:

Choose one of the relations and include as a foreign key in S the primary key of T.
It is better to choose an entity type with total participation in R in the role of S.

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Include all the simple attributes (or simple components of composite attributes) of
the 1:1 relationship type R as attributes of S.

1. Merged relation approach:

An alternative mapping of a 1:1 relationship type is to merge the two entity types
and the relationship into a single relation.This is possible when both participations
are total, as this would indicate that the two tables will have the exact same number
of tuples at all times.

2. Cross-reference or relationship relation approach:

The third option is to set up a third relation R for the purpose of cross-referencing
the primary keys of the two relations S and T representing the entity types. As we
will see , this approach is required for binary M: N relationships. The relation R is
called a relationship relation (or sometimes a look up table), because each tuple in
R represents a relationship instance that relates one tuple from S with one tuple from
T . The relation R will include the primary key attributes of S and T as foreign keys
to S and T. The primary key of R will be one of the two foreign keys, and the other
foreign key will be a unique key of R. The drawback is having an extra relation, and
requiring an extra join operation when combining related tuples from the tables.

Step4 : Mapping of Binary 1:N Relationship Types.

For each regular binary 1: N relationship type R, identify the relation S that
represents the participating entity type at the N-side of the relationship type. Include
as foreign key in S the primary key of the relation T that represents the other entity
type participating in R; we do this because each entity instance on the N- side is
related to at-most one entity instance on the 1-side of the relationship type . Include
any simple attributes (or simple components of composite attributes) of the 1:N
relationship type as attributes of S.

Step5 : Mapping of Binary M:N Relationship Types.

For each binary M:N relationship type R , create a new relation Store present R.
Include as foreign key attributes in S the primary keys of the relations that represent

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the participating entity types; their combination will form the primary key of S. Also
include any simple attributes of the M:N relationship type (or simple components of
composite attributes) as attributes of S.

Notice that we cannot represent an M:N relationshiptype by a single foreign key

attribute in one of the participating relations (as we did for 1:1 or 1: N relationship
types) because of the M: N cardinality ratio; we must create a separate relationship
relation S.

Step6 : Mapping of Multivalued Attributes.

For each multivalued attribute A , create a new relation R. This relation R will
include an attribute corresponding to A, plus the primary key attribute K as a foreign
key in R of the relation that represents the entity type or relationship type that has
A as a multivalued attribute. The primary key of R is the combination of A and K.
If the multivalued attribute is composite, we include its simple components.

Step7 : Mapping of N-array Relationship Types.

For each n-array relationship type R , where n > 2, create a new relation S to
represent R. Include as foreign key attributes in S the primary keys of the relations
that represent the participating entity types. Also include any simple attributes of the
n-array relationship type (or simple components of composite attributes) as
attributes of S. The primary key of S is usually a combination of all the foreign keys
that reference the relations representing the participating entity types. However,if
the cardinality constraints on any of the entity types E participating in R is1, then
the primary key of S should not include the foreign key attribute that references the
relation E ‘corresponding to E.

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3.3 Schema Diagram

The schema diagram for the Hostel Management System consists of interconnected tables
designed to efficiently manage hostel facilities. It includes tables for user authentication, student
information, room allocation, staff management, mess menus, and administrative functions. The
diagram showcases the relationships between these tables, such as foreign key references for data
integrity and association. With primary keys defining unique identifiers and foreign keys
establishing connections between related entities, the schema diagram provides a clear and concise
representation of the system's database structure, facilitating organized data storage and retrieval
for seamless hostel management operations.

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3.4 Database Description of Tables

The database consists of six tables:

1. Hostel Table:
 Hostel_id
 Hostel_name
 current_no_of_rooms
 No_of_rooms
 No_of_students

2. Room Table:
 Room_id
 Hostel_id
 Room_No
 Allocated

3. Student Table:
 Student_id
 Fname
 Lname
 Mob_no
 Dept
 Year_of_stud
 Pwd
 Hostel_id
 Room_id

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4. Application Table:
 Application_id
 Student_id
 Hostel_id
 Application_status
 Room_No
 Message

5. Hostel_Manager Table:
 Hostel_man_id
 Username
 Fname
 Lname
 Mob_no
 Hostel_id
 Pwd
 Isadmin

6. Message Table:
 msg_id
 sender_id
 receiver_id
 hostel_id
 subject_h
 message
 msg_date
 msg_time

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Chapter 4

IMPLEMENTATION

PHP: Hypertext Pre-processor (or simply PHP) is a server-side scripting language designed for
web development, and also used as a general-purpose programming language. PHP code may be
embedded into HTML code, or it can be used in combination with various web template systems,
web content management systems, and web frameworks. PHP code is usually processed by a PHP
interpreter implemented as a module in the web server or as a Common Gateway Interface (CGI)
executable. The web server combines the results of the interpreted and executed PHP code, which
may be any type of data, including images, with the generated web page. PHP code may also be
executed with a command-line interface (CLI) and can be used to implement standalone graphical
applications.

This project uses HTML as front-end tool. Hypertext Mark-up Language (HTML) is the
standard mark-up language for creating web pages and web applications. With Cascading Style
Sheets (CSS) and JavaScript, it forms a triad of cornerstone technologies for the world wide web.
Web browser receive HTML documents from a web server or from local storage and render the
documents into multimedia web pages.HTML describes the structure of a web page semantically
and originally included cues for the appearance of the document. HTML. elements are the building
blocks of HTML pages. With HTML constructs, images and other objects such as interactive
forms may be embedded into the rendered page.HTML provides a means to create structured
documents by structural semantics for text such as headings, paragraphs, lists, links, quotes and
other items.HTML elements are delineated by tags, written using angle brackets, Browsers do not
display the HTML tags, but use them to interrupt the content of the page.

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CHAPTER 5: SNAPSHOTS

Fig 5.1 Hostel Manager Info

Fig 5.2 Personal Info

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Fig 5.3 Sign up

Fig 5.4 Application Received

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Fig 5.5 Student’s Login

Fig 5.6 Hostels

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Fig 5.7 Home Page

Fig 5.8 Appoint Hostel Manager

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Fig 5.9 Rooms Allotted and Empty Rooms

Fig 6.0 Contact Us

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Fig 6.1 Student’s Page

Fig 6.2 Remove Hostel Manager

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Fig 6.3 Vacate Room

Fig 6.4 Messages Received Page

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Conclusion

This is a hostel management website that provides users with a convenient and efficient way to book
and view the availability of rooms in the hostel. The project consists of both frontend and backend
components, with the frontend providing a user-friendly interface for users to interact with the
website, and the backend managing and storing the data that is used by the frontend. The backend
of the project is implemented using a database schema that includes tables for storing information
about student, users, admin, rooms ,staff, and Hostel booking. The schema is designed to follow the
best practices of database design and is in BCNF Normal Form, which ensures data integrity and
consistency. The frontend of the project includes several pages that allow users to interact with the
data stored in the backend. The home page provides an overview of the website. The admin login
page allows an administrator to query and book rooms. In conclusion , this is a well-designed and
implemented hostel booking website that provides a convenient and efficient way for users to book
rooms and food online. It is easy to use, secure and has the ability to track the status of the rooms .
This type of booking system is beneficial for both hostels goers and the students as it reduces the
hassle of standing in queue to book rooms and also increases the revenue for the hostels by
providing online booking.

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References

1. "A Web-Based Hostel Management System" by A. J. Khan et al. (2015)

This study presents a web-based hostel management system developed using ASP.NET and
SQL Server. It covers functionalities such as room allocation, fee management.

2."Design and Implementation of Hostel Management System" by P. S.Deshpande et al.

(2017)
This paper proposes a Hostel Management System using PHP and My-SQL. It covers features
like student registration, room allocation, fee management, and hostel staff management.

3. "Hostel Management System: A New Approach" by N. Rajan et al. (2018)

This research explores an automated Hostel Management System using RFID and IoT
technologies. It focuses on real-time monitoring of hostel activities such as attendance, mess
billing, and security.

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