HOSTEL MANAGEMENT SYSTEM (HMS)

A PROJECT REPORT

Submitted by

NARESH KUMAR M (921721114029)

SYED MOHIDEEN AHMED S (921721114052)
FAIZHAL RAHUMAN A (921721114015)

In partial fulfillment for the award of the degree

of

BACHELOR OF TECHNOLOGY
IN

ARTIFICIAL INTELLIGENCE AND DATA SCIENCE

SETHU INSTITUTE OF TECHNOLOGY

An Autonomous Institution | Accredited with ‘A’ Grade by NAAC
PULLOOR, KARIAPATTI-626 115.

ANNA UNIVERSITY: CHENNAI 600 025

APRIL 2025

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 SETHU INSTITUTE OF TECHNOLOGY
An Autonomous Institution | Accredited with ‘A’ Grade by NAAC
PULLOOR, KARIAPATTI-626 115

ANNA UNIVERSITY: CHENNAI 600 025

BONAFIDE CERTIFICATE

Certified that this project report “Hostel Management System(HMS)” is the

bonafide work of “NareshKumar M(921721114029), Syed Mohideen Ahmed S
(921721114052) and Faizhal Rahuman A (921721114015)” who carried out the
project work under my supervision.

SIGNATURE SIGNATURE
Dr.S.Rathnamala B.Tech.,M.Tech.,Ph.D., C.Nivedha B.E., M.E.,(Ph.D).,
Associate Professor & Head Assistant Professor
Department of Artificial Intelligence Department of Artificial Intelligence
& Data Science & Data science
Sethu Institute of technology Sethu Institute of technology
Pulloor, Kariapatti-6256115. Pulloor, Kariapatti-626115.

Submitted for the project viva-vice conducted on_ _ _ _ _ _ _ _ _ _ _ _ _

INTERNAL EXAMINER EXTERNAL EXAMINER

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 ACKNOWLEDGEMENT
First, we would like to thank GOD the almighty for giving us the talent and
opportunity to complete our project. We wish to express our earned great fullness
to our Honorable Founder and Chairman, Mr.S.MOHAMED JALEEL B.Sc.,
B.L., for his encouragement extended us to undertake this project work.
We wish to thank and express our gratitude to our Chief Executive Officer
Mr.S.M.SEENI MOHIDEEN B.Com.,M.B.A.,Joint chief executive officer,
Mr.S.M.SEENIMOHAMED ALIAR MARAIKKAYAR
B.E.,MBA.(UK).,M.E.,(Ph.D).,Director AdministrationMs.S.M.NILOFER
FATHIMA B.E.,M.B.A.,(Ph.D) andDirector R&D Dr.S.M.NAZIA FATHIMA,
B.Tech.,M.E.,Ph.D., for their support in this project.
We would like to thank and express our gratitude to our respected Principal,
Dr.A.SENTHIL KUMAR B.E., M.E.,Ph.D., for providing all necessary for the
completion of the project. We wish to thank and express our gratitude to our Vice
Principal, Dr.G.D.SIVA KUMAR B.E., M.E.,Ph.D., for his support to our project
work.
We wish to express our profound gratitude to our Dean & Professor
Dr.S.SIVA RANJANI B.E.,M.E.,Ph.D., and the Head of the Department
Dr.S.RathnamalaB.Tech.,M.Tech.,Ph.D.,for granting us the necessary permission
to proceed with our project and who motivated and encouraged us to do this trivial
project for this academic year.
Our profound, delightful and sincere thanks to our project guide
Mrs.C.Nivedha B.E., M.E., (Ph.D)., whose support was inevitable during the
entire period of our work.
We thank our teaching staff and our parents for giving us such a wonderful
life, our friends for their friendly encouragement throughout the project. Finally,
we thank the almighty for giving the full health to finish the project successfully.

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 ABSTRACT

The Hostel Management System aims to revolutionize the

administration and management of hostel environments through the adoption of
modern web technologies. By utilizing the MERN stack—MongoDB, Express.js,
React.js, and Node.js—this project offers a robust and scalable solution that
facilitates seamless communication between students and hostel wardens. The
system is designed to automate key processes such as student and staff
management, room allocation, and complaint resolution, thus minimizing manual
intervention and the potential for errors.Students can easily report issues they
encounter, and these are promptly addressed by hostel wardens through the
system's streamlined interface. Furthermore, the Hostel Management System
incorporates secure authentication and authorization mechanisms to ensure that
only authorized users have access to sensitive information and functionalities,
safeguarding the integrity of the system.
This report provides an in-depth exploration of the project, starting with a
comprehensive literature review that examines existing solutions and their
limitations. The problem definition section outlines the specific challenges that the
system seeks to address, while the objectives section delineates the goals and
desired outcomes of the project. The system design and implementation sections
detail the architectural framework and technical components that underpin the
project, offering insights into the development process and the technologies
employed.

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Keywords: Student Management, Administration, MERN, Hostel,Automation.

TABLE OF CONTENTS

CHAPTER NO. TITLE PAGE NO.

ABSTRACT iv
LIST OF SYMBOLS & ABBREVIATIONS vii
1 INTRODUCTION 1
1.1 OVERVIEW 1
1.2 GENERAL 1
1.2.1 General Focus 1
1.3 OBJECTIVES 2
1.4 PROBLEM MOTIVATION 2
2 REQUIREMENT ANALYSIS 3
2.1 FUNCTIONAL REQUIREMENT 3
2.2 HARDWARE REQUIREMENT 3
2.3 SOFTWARE CONFIGURATION 3

3 PROBLEM DEFINITION 5
3.1 EXISTING SYSTEM 5
3.2 PROPOSED SYSTEM 5

4 SYSTEM DESIGN 6
4.1 ARCHITECTURE 6
4.2 DATA FLOW 6
4.3 USER ROLES AND PERMISSIONS 7
4.4 SECURITY 7
5 FEATURES 9
5.1 STUDENT MANAGEMENT 9
5.2 STAFF MANAGEMENT 9

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 5.3 COMPLAINTS AND FEEDBACK 10
5.4 AUTHENTICATION AND AUTHORIZATION 10
5.5 DASHBOARD 10
5.6 NOTIFICATION 11
5.7 REPORTS AND ANALYTICS 11

6 IMPLEMENTATION 12
6.1 FRONTEND DEVELOPMENT 12
6.2 BACKEND DEVELOPMENT 12
6.2 DATABASE MANAGEMENT 12
7 TESTING 14
7.1 UNIT TESTING 14
7.2 INTEGRATION TESTING 14
7.3 SYSTEM TESTING 15
7.4 USER ACCEPTANCE TESTING(UAT) 15
7.5 REGRESSION TESTING 15
7.6 AUTOMATED TESTING 16
7.7 DOCUMENTATION AND REPORTING 16
8 DEPLOYMENT 17
8.1 FRONTEND DEPLOYMENT 17
8.2 BACKEND DEPLOYMENT 17
8.3 ADMIN APPLICATION DEPLOYMENT 18
9 RESULTS AND DISCUSSION 19
10 CONCLUSION AND FUTURE ENHANCEMENT 21
11 APPENDIX 22
11.1 SAMPLE CODE 22
11.2 SCREEN SHOTS 25
REFERENCES 28
COs& POs MAPPING 29
LIST OF PUBLICATIONS 31

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 LIST OF ABBREVIATIONS
ACRONYMS ABBREVIATIONS

MERN MongoDB, Express.js, React.js, Node.js

CRUD Create, Read, Update, Delete

API Application Programming Interface

UI User Interface

UX User Experience

DB Database

JWT JSON Web Token

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 CHAPTER 1
INTRODUCTION
1.1 OVERVIEW
The Hostel Management System is an integrated solution designed to facilitate the efficient
management of hostel-related activities. It serves as a communication bridge between students
and hostel wardens, allowing for the seamless resolution of issues and management of hostel
resources. The system is built using the MERN stack, which includes MongoDB for database
management, Express.js for backend development, React.js for frontend development, and
Node.js for server-side scripting. By implementing this system, hostels can achieve better
organization, improved communication, and enhanced satisfaction among residents and staff.

1.2 GENERAL

The primary focus of the Hostel Management System is to create a user-friendly and efficient
platform for hostel management. The system is designed to cater to the needs of both students and
hostel wardens, providing them with the tools and functionalities required to manage their
respective tasks effectively. The system includes features such as student and staff management,
complaint submission and resolution, and secure authentication mechanisms. By digitizing hostel
management processes, the system aims to reduce administrative burdens, improve
communication, and enhance the overall experience for all users.
1.2.1 General Focus
The primary focus of the Hostel Management System is to create a user-friendly and efficient
platform for hostel management. The system is designed to cater to the needs of both students and
hostel wardens, providing them with the tools and functionalities required to manage their
respective tasks effectively. The system includes features such as student and staff management,
complaint submission and resolution, and secure authentication mechanisms. By digitizing hostel
management processes, the system aims to reduce administrative burdens, improve
communication, and enhance the overall experience for all users.

User-Friendly Platform: The Hostel Management System focuses on creating an intuitive and
efficient platform that caters to both students and hostel wardens. It provides tools and
functionalities such as student and staff management, complaint submission, and secure
authentication mechanisms to streamline their respective tasks.

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1.3 OBJECTIVES
The primary objective of Hostel Management System(HMS) is to provide an organised support
system that offers real-time, personalized, and efficient access. The HMS aims to:
1. To provide a platform for students to submit complaints and feedback in a structured
manner.
2. To enable hostel wardens to efficiently manage student records, including personal
information and room allocation details.
3. To maintain an accurate record of hostel staff and their respective duties.
4. To ensure secure authentication and authorization for different user roles within the
system.
5. To automate routine administrative tasks, reducing the likelihood of errors and improving
efficiency.
6. To enhance communication between students and hostel wardens through a centralized
platform.
7. To provide insightful analytics and reports for better decision-making and management.
By achieving these objectives, Hostel Management System serves as an best solution for
bridging the gap between students and wardens and staff members.

1.4 PROBLEM MOTIVATION

The management of hostel activities using traditional methods is often fraught with challenges,
including inefficiencies, communication gaps, and errors in record-keeping. Hostel wardens and
staff frequently struggle to keep track of student information, room allocations, and complaints,
leading to delays in addressing issues and reduced overall satisfaction. Additionally, the lack of a
centralized system for managing hostel activities results in fragmented data and poor
accessibility. The motivation behind developing the Hostel Management System is to address
these challenges by providing a comprehensive, digital solution that automates and streamlines
hostel management processes, ensuring accuracy, efficiency, and improved communication.
Furthermore, manual processes can be time-consuming and labor-intensive, placing a significant

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burden on hostel staff. This often leads to overlooked details, inconsistent records, and an overall
lack of organization.

CHAPTER 2
REQUIREMENT ANALYSIS

2.1 FUNCTIONAL REQUIREMENT

2.1.1 FUNCTIONAL
1. User shall generate the users profile containing the following information users account
no, full name ,address, phone no & room no.
2. User will change dues status in database according to dues paid or not.
3. User must allow the warden to add new users to the system’s database.
4. User must allow the guardian to cancel the registration from the system’s database who
will leave rooms.

2.1.2 NON-FUNCTIONAL
1. The system should be reliable. It should always bep and running.
2. The system should have high performance

2.2 HARDWARE REQUIREMENT

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.

1) Users Processor: Pentium IV and above Processor speed: 1.4 GHz Onwards

2) System Memory: 128 MB minimum (256 MB recommended) Cache size: 512 KB

3) RAM: 512 MB (Minimum)

4) Network Card: Any card can provide a 100mbps speed Network connection: UTP or Coaxial
cable connection Printer: Inkjet/Laser Colour printer provides at least 1000 Dpi Hard disk: 80 GB
5) Mouse: 104 keys US Key Serial, USB or PS/2

2.3 SOFTWARE CONFIGURATION

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A major element in building a system is the section of compatible software since the software in
the market is experiencing in geometric progression. Selected software should be acceptable by
the firm and one user as well as it should be feasible for the system. This document gives a
detailed description of the software requirement specification. The study of requirement
specification is focused specially on the functioning of the system. It allow the developer or
analyst to understand the system, function to be carried out the performance level to be obtained
and corresponding interfaces to be established

1) Technology Implemented: Apache Server

2) Language Used: HTML, JAVA SCRIPT, CSS or newer versions

3) Database: MONGODB

4) User Interface: HTML, CSS, MATERIAL-UI, NEXTJS, REACTJS

5) Web Browser: Mozilla, Chrome or Internet Explorer 8(or newer)

6) Backend : MONGOOSE, EXPRESS-JS, NODE-JS

The project utilizes the Apache Server to handle web requests and serve content to users. Apache
is a widely-used and robust web server that ensures reliable performance and scalability. The
system is compatible with modern web browsers such as Mozilla Firefox, Google Chrome, and
Internet Explorer 8 (or newer). Ensuring cross-browser compatibility allows users to access the
system seamlessly, regardless of their preferred browser. The project relies on MySQL Server and
XAMPP for database management and server configuration. MySQL Server handles data storage
and retrieval, while XAMPP provides an easy-to-use environment for running and managing the
necessary web server components. MySQL, powered by XAMPP Server, is used to store and
manage data. MySQL is a popular relational database management system known for its
reliability and ease of use. XAMPP provides an integrated environment for running Apache,
MySQL, and PHP, simplifying the development process.The user interface is designed using
HTML, AJAX, CSS, and J-FRAME. HTML provides the structure of the web pages, CSS handles
the styling, and AJAX enables asynchronous data loading, enhancing user experience. J-FRAME
is used to create a flexible and responsive layout for the interface.

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 CHAPTER 3
PROBLEM DEFINITION
3.1 EXISTING SYSTEM
Traditionally, hostels have relied on paper-based management systems to keep track of student
records, room allocations, and staff duties. This method involves maintaining physical registers
and files, where information is manually entered and updated. While this approach is
straightforward, it is prone to human error, inefficiencies, and difficulties in data retrieval and
analysis.Some hostels use basic spreadsheet applications like Microsoft Excel or Google Sheets to
manage their operations. These spreadsheets allow for more organized record-keeping compared
to paper-based methods. However, they still require manual data entry and updates, and lack
advanced features for automation, data security, and user access control.

Web-based hostel management systems are becoming increasingly popular due to their
accessibility, scalability, and ease of use. These systems are hosted on cloud servers and can be
accessed from any device with an internet connection. They offer features such as real-time
updates, secure data storage, role-based access control, and integration with other software tools.
Examples of web-based solutions include HostelSys, StarRez, and Hostelworld. However, the
reliance on internet connectivity and data security concerns are potential drawbacks of web-based
systems.
3.2 PROPOSED SOLUTION

The proposed Hostel Management System addresses the challenges of traditional methods by
providing a comprehensive digital platform that automates and streamlines hostel management
processes. The system includes functionalities for student and staff management, complaint
submission and resolution, and secure authentication mechanisms. By leveraging the MERN
stack, the system ensures data accuracy, improves accessibility, and enhances overall efficiency.
The proposed solution aims to reduce administrative burdens, improve communication, and
enhance the overall experience for all users.

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 CHAPTER 4
SYSTEM DESIGN

4.1 ARCHITECTURE
The Hostel Management System is designed using the MERN stack, which consists of
MongoDB, Express.js, React.js, and Node.js. The architecture is divided into three main
components:

 Frontend: Developed using React.js and Next.js, the frontend provides a responsive and
user-friendly interface for students and hostel wardens.

 Backend: Built using Node.js and Express.js, the backend handles server-side logic, API
endpoints, and communication with the database.

 Database: MongoDB is used for storing and managing data related to students, staff,
complaints, and other hostel-related information.

4.2 DATA FLOW

The data flow within the Hostel Management System follows a client-server model. When a
user interacts with the frontend, the request is sent to the backend server via API endpoints.
The server processes the request, interacts with the database if necessary, and sends the
response back to the frontend. This architecture ensures efficient communication between the
client and server, providing a seamless user experience.

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4.3 USER ROLES AND PERMISSIONS
The system includes two primary user roles: students and hostel wardens. Each role has specific
permissions and access rights within the system:

 Students: Can submit complaints and feedback, view personal information, and track the
status of their complaints.

 Hostel Wardens: Can manage student and staff records, address complaints, and perform
administrative tasks.

4.4 SECURITY

Security is a critical aspect of the Hostel Management System. The system includes secure
authentication and authorization mechanisms to ensure that only authorized users can access

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specific functionalities. User data is encrypted, and sensitive information is protected using
industry-standard security practices.

4.4.1 AUTHENTICATION AND AUTHORIZATION

The system uses secure authentication mechanisms to verify the identity of users. This includes:

 User Registration: New users must provide valid credentials to create an account. The
system verifies the information before granting access.

 Login and Logout: Users must log in with their credentials to access the system. Secure
session management ensures that user sessions are properly maintained and terminated
upon logout.

 Role-Based Access Control (RBAC): The system assigns roles to users (e.g., student,
hostel warden) and restricts access to specific functionalities based on these roles. This
ensures that users can only access the features relevant to their role.

4.4.2 DATA ENCRYPTION

Data encryption is employed to protect sensitive information both in transit and at rest:

 In Transit: Data transmitted between the client and server is encrypted using HTTPS
(SSL/TLS) to prevent interception by unauthorized parties.

 At Rest: Sensitive data stored in the database, such as passwords and personal
information, is encrypted using strong encryption algorithms. This ensures that even if the
database is compromised, the data remains protected.

4.4.3 SECURE COMMUNICATION

The system ensures secure communication between different components:

 API Security: All API endpoints are secured with authentication tokens (e.g., JWT) to
verify the identity of the client making the request. This prevents unauthorized access to
the backend services.

 Firewall and Network Security: Firewalls and network security measures are implemented
to protect the server infrastructure from external threats and attacks.

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 CHAPTER 5
FEATURES

5.1 STUDENT MANAGEMENT

The Student Management feature enables hostel wardens to keep track of all hostel residents
efficiently. It includes functionalities such as:

1. Personal Information Management: Store and manage personal details of each student,
including name, age, contact information, and emergency contact details.
2. Room Allocation: Assign rooms to students and keep a record of room changes and
allocations.
3. Attendance Tracking: Monitor student attendance and maintain records of their presence
in the hostel.
4. Student Profiles: Create and manage profiles for each student, which can be updated with
relevant information as needed.

5.2 STAFF MANAGEMENT

The Staff Management feature allows hostel wardens to maintain comprehensive records of all
hostel staff. This includes:

1. Staff Details: Store personal information of staff members, such as name, contact details,
and position.
2. Duty Roster: Schedule and manage staff duties, ensuring that all tasks are covered and
staff members are aware of their responsibilities.
3. Performance Records: Keep track of staff performance and provide feedback for
improvement.
4. Payroll Management: Manage payroll information for staff members, including salary
details and payment history.

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5.3 COMPLAINTS AND FEEDBACK

This feature provides a platform for students to submit their complaints and feedback. Key
functionalities include:

1. Complaint Submission: Allow students to lodge complaints about issues they face in the
hostel, such as maintenance problems or room issues.
2. Feedback Forms: Provide forms for students to give feedback on various aspects of hostel
life, including facilities, staff behavior, and overall satisfaction.
3. Complaint Tracking: Enable hostel wardens to track the status of complaints and ensure
they are resolved promptly.
4. Resolution Notifications: Notify students when their complaints have been addressed and
resolved.

5.4 AUTHENTICATION AND AUTHORIZATION

To ensure secure access to the system, the Authentication and Authorization feature includes:

1. User Registration: Allow new users to register for an account, providing necessary
information for identity verification.
2. Login and Logout: Secure login and logout functionalities to protect user accounts.
3. Role-Based Access Control: Implement role-based access control to restrict access to
certain features based on user roles (e.g., student, hostel warden).
4. Password Management: Enable users to change their passwords and recover forgotten
passwords securely.
5. Session Management: Maintain user sessions to ensure continuous access without
frequent logins.

5.5 DASHBOARD

The Dashboard provides an overview of hostel activities and important information at a glance.
Key features include:

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 1. Activity Summary: Display a summary of recent activities, such as new complaints, room
allocations, and staff duty changes.
2. Quick Access Links: Provide quick links to commonly used features, such as complaint
submission and student profiles.
3. Notifications: Show notifications for important events and updates, such as resolved
complaints and upcoming duties.
4. Analytics: Display key analytics and metrics, such as the number of active students,
pending complaints, and staff performance.

5.6 NOTIFICATION

The Notifications feature keeps users informed about important events and updates.
Functionalities include:

1. Real-Time Alerts: Send real-time alerts to users about significant events, such as new
complaints or resolved issues.
2. Email Notifications: Send email notifications for important updates, ensuring users are
informed even when not logged into the system.
3. Reminder Notifications: Provide reminders for upcoming duties, pending complaints, and
other critical tasks.
4. Customizable Notifications: Allow users to customize their notification preferences,
selecting the types of alerts they want to receive.

5.7 REPORTS AND ANALYTICS

The Reports and Analytics feature generates insightful reports and analytics to aid in decision-
making. Key functionalities include:

1. Custom Reports: Generate custom reports based on specific criteria, such as student
attendance, staff performance, and complaint resolution times.
2. Data Visualization: Use graphs and charts to visualize key metrics and trends, providing a
clear understanding of hostel activities.
3. Exportable Reports: Allow users to export reports in various formats, such as PDF .

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 CHAPTER 6
IMPLEMENTATION
6.1 FRONTEND DEVELOPMENT

The frontend of the Hostel Management System is developed using Next.js and React.js. Material
UI is used for styling and creating a responsive design. Key components include:

 Login and Registration Forms: For user authentication.

 Dashboard: Displaying an overview of the hostel activities.

 Complaint Submission Form: For students to submit complaints.

6.2 BACKEND DEVELOPMENT

The backend is developed using Node.js and Express.js. Key functionalities include:

 API Endpoints: For handling requests related to student and staff management.

 Database Integration: Using Mongoose to interact with MongoDB.

 Authentication and Authorization: Implementing secure authentication using Next-Auth.

6.3 DATABASE MANAGEMENT

Database management is a critical component of the Hostel Management System, ensuring

efficient storage, retrieval, and manipulation of data. The system leverages MongoDB, a powerful
NoSQL database, for handling various data entities such as student records, staff details, room
allocations, and complaint logs. MongoDB is chosen for its scalability, flexibility, and ability to
handle large volumes of unstructured data.
Data Modeling: The database schema is designed to capture the relationships between different
entities, ensuring data integrity and consistency. Key collections include students, staff, rooms,
complaints, and auth. Each collection is defined with relevant fields and indexes to optimize
query performance.

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Data Validation: Mongoose, an Object Data Modeling (ODM) library for MongoDB and
Node.js, is used to define schema validations. This ensures that only valid data is stored in the
database, reducing the risk of errors and inconsistencies.
Data Security: The system implements robust security measures to protect sensitive data. This
includes encryption of sensitive fields, such as passwords and personal information, both in
transit and at rest. Access control mechanisms are in place to ensure that only authorized users
can access or modify specific data.
Backup and Recovery: Regular database backups are scheduled to prevent data loss in case of
hardware failures or other unforeseen events. Automated backup scripts are configured to create
snapshots of the database at regular intervals, ensuring data can be restored to a consistent state if
needed.
Performance Optimization: Indexes are created on frequently queried fields to improve query
performance. The system also uses caching mechanisms to store commonly accessed data in
memory, reducing the need for repetitive database queries and enhancing overall responsiveness.
Data Consistency: Transactions are used to ensure data consistency during complex operations
that involve multiple collections. This ensures that all related updates are applied atomically,
maintaining the integrity of the database.

By implementing these database management practices, the Hostel Management System ensures
that data is stored securely, accessed efficiently, and remains consistent and available for all users.

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 CHAPTER 7
TESTING

Testing is a crucial phase in the development of the Hostel Management System, ensuring that all
functionalities work as intended and that the system is reliable, secure, and user-friendly. The
testing process includes various methodologies to validate different aspects of the system.

7.1 Unit Testing

Unit testing focuses on verifying the functionality of individual components and modules within
the system. Each unit of code, such as a function or method, is tested in isolation to ensure it
performs as expected. Automated testing tools like Jest and Mocha are used to create and execute
test cases. Unit tests help identify and fix bugs early in the development process, reducing the risk
of defects in the final product.

Key Steps in Unit Testing:

 Identify critical components and functions to be tested.

 Develop test cases that cover different scenarios, including edge cases.

 Execute tests and analyze results to identify any discrepancies.

 Refactor code and retest to ensure all issues are resolved.

7.2 Integration Testing

Integration testing involves testing the interactions between different components and modules
within the system. This ensures that integrated parts work together seamlessly. Integration tests
help identify issues related to data flow, communication between modules, and overall system
behavior.

Key Steps in Integration Testing:

 Define test scenarios that cover interactions between multiple components.

 Develop test cases to validate data exchange and communication.

 Execute tests and monitor system behavior for any inconsistencies.

 Debug and resolve any issues identified during testing.

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7.3 System Testing

System testing evaluates the entire system's functionality and performance as a whole. It ensures
that all components work together as intended and that the system meets the specified
requirements. System testing includes functional testing, performance testing, security testing,
and usability testing.

Key Steps in System Testing:

 Develop comprehensive test plans that cover all system functionalities.

 Execute functional tests to validate that the system meets user requirements.

 Perform performance tests to assess system responsiveness and stability under load.

 Conduct security tests to identify and address vulnerabilities.

 Carry out usability tests to ensure the system provides a good user experience.

7.4 User Acceptance Testing (UAT)

User Acceptance Testing (UAT) involves real users testing the system to ensure it meets their
needs and expectations. UAT is the final phase before the system goes live. Feedback from users
is crucial for identifying any usability issues and making necessary improvements.

Key Steps in UAT:

 Identify representative users who will perform testing.

 Provide users with test scenarios and guidance on using the system.

 Collect feedback on system performance, functionality, and usability.

 Address any issues raised by users and make necessary adjustments.

7.5 Regression Testing

Regression testing ensures that recent code changes do not adversely affect existing
functionalities. It involves re-running previously executed test cases to verify that the system
remains stable and functional after updates or bug fixes.

Key Steps in Regression Testing:

 Maintain a comprehensive suite of test cases covering all critical functionalities.

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  Execute regression tests after each code update or bug fix.

 Analyze results to ensure no new issues have been introduced.

 Continuously update the test suite to include new features and scenarios.

7.6 Automated Testing

Automated testing plays a significant role in the testing process, allowing for efficient and
repeatable test execution. Automated tests are particularly useful for unit testing, integration
testing, and regression testing. Tools like Selenium, Cypress, and Jenkins are used to automate
test cases and integrate testing into the continuous integration and delivery pipeline.

Key Steps in Automated Testing:

 Identify test cases suitable for automation.

 Develop automated test scripts using appropriate tools and frameworks.

 Integrate automated tests into the development workflow.

 Monitor test execution and analyze results to ensure system quality.

7.7 Documentation and Reporting

Comprehensive documentation and reporting are essential for the testing process. Test plans, test
cases, and test results are documented to provide a clear record of the testing activities. Detailed
reports help stakeholders understand the system's quality and identify areas for improvement.

Key Steps in Documentation and Reporting:

 Document test plans and test cases, including detailed descriptions and expected
outcomes.

 Record test execution results, noting any issues or discrepancies.

 Generate reports that summarize testing activities, results, and recommendations.

 Share reports with stakeholders for review and feedback.

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 CHAPTER 8
DEPLOYMENT

Deployment is a critical phase in the development of the Hostel Management System. It involves
making the system accessible to users by hosting it on reliable platforms. The deployment process
ensures that the system is scalable, secure, and performs well under different conditions.

8.1 Frontend Deployment

The frontend application of the Hostel Management System is deployed on Vercel. Vercel is
chosen for its ability to provide a seamless deployment experience with features like automatic
scaling, fast serverless functions, and easy integration with GitHub repositories.

8.1.1 Steps for Frontend Deployment:

1. Build the Application: Run the build command (npm run build) to generate the
production-ready files.

2. Connect the Repository: Link the GitHub repository containing the frontend code to
Vercel. This allows Vercel to access the codebase and manage deployments.

3. Deploy the Application: Initiate the deployment process through the Vercel dashboard.
Vercel will build and deploy the application to a Vercel domain.

4. Configure Environment Variables: Set up the necessary environment variables required

for the frontend application to function correctly.

5. Domain Configuration: Optionally, configure a custom domain for the frontend

application to make it more accessible to users.

6. Monitoring: Use Vercel's built-in monitoring tools to track the application's performance
and uptime.

8.2 Backend Deployment

The backend application is deployed on Render, a platform that provides robust infrastructure for
hosting backend services. Render is selected for its ease of use, scalability, and support for
continuous deployment.

24
8.2.1 Steps for Backend Deployment:
1. Prepare the Backend Code: Ensure the backend code is ready for production deployment
by running tests and optimizing configurations.

2. Create a Render Account: Sign up for a Render account if you don't already have one.

3. Connect the Repository: Link the GitHub repository containing the backend code to
Render. This allows Render to access the codebase and manage deployments.

4. Deploy the Backend: Initiate the deployment process through the Render dashboard.
Render will build and deploy the backend application to a Render domain.

5. Configure Environment Variables: Set up the necessary environment variables, including

the MongoDB connection string (MONGO_URI), authentication secrets, and other
configurations.

6. Database Configuration: Ensure the backend application is connected to the MongoDB

database hosted on a cloud service like MongoDB Atlas.

7. Continuous Deployment: Enable continuous deployment to automatically redeploy the

backend whenever changes are pushed to the GitHub repository.

8. Monitoring and Logging: Use Render's monitoring and logging tools to track the
application's performance, error rates, and other metrics.

8.3 Admin Application Deployment

The admin application is also deployed on Vercel, following similar steps as the frontend
deployment. This ensures that the admin interface is accessible and scalable.

25
 CHAPTER 9
RESULTS AND DISCUSSION
The Hostel Management System has been successfully implemented and deployed, providing a
comprehensive solution for managing hostel activities. The system has been tested rigorously to
ensure its functionality, performance, and security. Key results and discussions are as follows

9.1 IMPROVED EFFICIENCY

The digitalization of hostel management processes has significantly improved efficiency. Tasks
that were previously performed manually, such as record-keeping and complaint resolution, are
now automated, reducing the likelihood of errors and saving time. This automation has not only
streamlined administrative tasks but also enabled hostel staff to focus on more critical
responsibilities, ultimately enhancing overall productivity. The system's intuitive interface allows
users to perform tasks quickly and efficiently, further contributing to operational efficiency. The
ability to access and update records in real-time ensures that information is always up-to-date and
easily retrievable.

9.2 ENHANCED COMMUNICATION

The system provides a centralized platform for communication between students and hostel
wardens. Students can easily submit complaints and feedback, and wardens can address these
issues promptly. This has improved overall satisfaction and reduced communication gaps. The
platform's real-time notifications and updates ensure that both students and staff are always
informed about the status of submitted complaints and other important matters. This transparency
fosters a sense of trust and accountability within the hostel community, as students feel confident
that their concerns are being heard and addressed in a timely manner. Additionally, the system's
message board feature allows for general announcements and important information to be shared
with all users efficiently.

9.3 SECURE AUTHENTICATION

The implementation of secure authentication and authorization mechanisms ensures that only
authorized users can access specific functionalities. This enhances the security of the system and
protects sensitive user data. By using encryption techniques and robust access control measures,
the system safeguards personal information, reducing the risk of data breaches and unauthorized
access. The inclusion of password management and session control features further strengthens

26
the system's security, providing users with a secure environment for their interactions. Regular
security audits and updates are conducted to identify and mitigate potential vulnerabilities.

9.4 SCALABILITY
The use of modern web technologies and deployment platforms like Vercel and Render ensures
that the system is scalable and can handle increased load and traffic. This is particularly important
for larger hostels with a high number of residents. The system's architecture is designed to support
horizontal scaling, allowing it to accommodate future growth and additional features without
compromising performance. As a result, the Hostel Management System remains responsive and
efficient even as the number of users and data volume increases. The ability to integrate with
other systems and services further enhances the system's flexibility and scalability.

9.5 USER EXPERIENCE

The user-friendly interface of the system, developed using Material UI, provides an intuitive and
seamless user experience. Both students and hostel wardens have found the system easy to
navigate and use. The responsive design ensures compatibility with various devices, including
desktops, laptops, tablets, and smartphones, enabling users to access the system from anywhere,
at any time. The overall user experience is further enhanced by the system's interactive elements,
such as real-time notifications, search functionality, and customizable dashboards, which make it
easy for users to find and manage information. User feedback has been overwhelmingly positive,
highlighting the system's ease of use and aesthetic appeal.
9.6 LIMITATIONS
Despite its many benefits, the Hostel Management System has some limitations that need to be
addressed:
 Internet Dependency: The system relies on internet connectivity for access and
functionality. In areas with limited or unstable internet access, users may experience
difficulties in using the system.
 Initial Setup and Training: Implementing the system requires initial setup and
configuration, as well as training for users to familiarize themselves with the new
platform. This may involve a learning curve and some resistance to change from staff
accustomed to traditional methods.
 Cost of Implementation: While the system offers long-term benefits, the initial cost of
implementation, including hardware, software, and training, may be a concern for some
institutions.
 Customization Requirements: The system may require customization to meet the specific
needs and requirements of different hostels. This customization can add to the
development time and cost.

27
 CHAPTER 10
CONCLUSION AND FUTURE ENHANCEMENT

The Hostel Management System has been successfully developed and implemented, addressing
the various challenges associated with traditional hostel management methods. By leveraging the
MERN stack, the system provides an efficient, user-friendly, and secure platform for managing
hostel activities. The system's comprehensive features, including student and staff management,
complaint resolution, and secure authentication, have significantly improved the overall
efficiency and effectiveness of hostel operations. The project has demonstrated the potential of
digital solutions in transforming traditional management practices. The system's automated
processes have reduced administrative burdens, minimized errors, and enhanced communication
between students and hostel wardens. The user-friendly interface and real-time notifications have
further improved the overall user experience, ensuring that both students and staff can easily
navigate and utilize the system.

Future Enhancements:

Integration with Payment Gateways: One of the primary future enhancements is the integration of
payment gateways for hostel fee management. This feature will allow students to pay their hostel
fees online, providing a convenient and secure method for transactions. Integration with popular
payment gateways such as PayPal, Stripe, or local banking services will ensure seamless and
secure financial transactions, reducing the administrative burden on hostel staff.

Mobile Application Development: To improve accessibility and convenience, the development of

a mobile application is planned. The mobile app will provide users with the same functionalities
as the web-based system, allowing them to manage hostel activities on-the-go. The app will be
available for both Android and iOS devices, ensuring compatibility with a wide range of
smartphones and tablets. Features such as push notifications, real-time updates, and offline access
will enhance the

28
 CHAPTER 11
APPENDIX

11.1 SAMPLE CODES

import { Button } from '@mui/material'
import React from 'react'
import Footer from '../components/Footer'
import Navbar from '../components/Navbar'
import styles from '../components/signup.module.css'
import Head from 'next/head'
import { Toaster,toast } from 'react-hot-toast'
import axios from 'axios'
import { useRouter } from 'next/router'
import Router from 'next/router'
const Signup = () => {

// const router = useRouter()

const handleSubmit = async (e)=>{
e.preventDefault();

const res = await axios.post(`https://hms-backend-89o3.onrender.com/users/`, {

name: e.target[0].value,
rollNumber: e.target[1].value,
email: e.target[2].value,
contact: e.target[3].value,
hostelName: e.target[4].value,
roomNumber: e.target[5].value,
password: e.target[6].value,

})
if(res.status === 200){
29
 console.log(res)
console.log('user created')
toast.success("User created successfully")
setTimeout(()=>{
Router.push('/')
},1000)
}
else{
toast.error("User not created")
router.push('/Error')
}
}
return (
<div>
<div><Toaster /></div>
<Head>
<title>Sign Up - HMS</title>
</Head>
<Navbar />
<div className={styles.mainContainer}>

<h1 className={styles.mainText}>let us know about you</h1>

<p className={styles.subText}>(it won&apos;t take long)</p>

<form onSubmit={handleSubmit} className={styles.signUpForm}>

<input type='text' name="name" placeholder='name' />
<input type='text' name="rollNumber" placeholder='roll number' />
<input type='email' name="email" placeholder='university email address' />
<input type='number' name="contact" placeholder='contact number' />
<input type='text' name="hostelName" placeholder='hostel name' />
<input type='text' name="roomNumber" placeholder='room number' />

30
 <input type='password' name="password" placeholder='choose a password' />
<Button type="submit" variant="outlined" color="error"
className={styles.submitButton}>Sign Up</Button>
</form>
</div>
<Footer />
</div>
)
}

export default Signup

31
32
import Head from 'next/head'
import React, { createContext, useState } from 'react'
import Footer from '../components/Footer'
import Hero from '../components/Hero'
import Navbar from '../components/Navbar'

const UserContext = createContext({

id:'',
name:'',
rollNumber:'',
email:'',
contact:'',
hostelName:'',
roomNumber:'',
password:'',
v:''
})

const Login = () => {

const [user,setUser] = useState({

id:'',
name:'',
rollNumber:'',
email:'',
contact:'',
hostelName:'',
roomNumber:'',
password:'',
33
 v:''

})

const updateUser = (newUser) =>{

setUser(newUser)
}

// setUser(newUser)

return (
// <UserContext.Provider value={{user,updateUser}}>

<div>
<Head>
<title>Login - HMS</title>
</Head>
<Navbar />
<Hero />
{/* <Guest /> */}
<Footer />
</div>
// </UserContext.Provider>
)
}

// export {UserContext}
export default Login

34
35
import Head from 'next/head'
import React from 'react'
import styles from './Footer.module.css'
const Footer = () => {
return (
<div className={styles.footerContainer}>
<Head>
<link rel="stylesheet" href="https://cdnjs.cloudflare.com/ajax/libs/font-
awesome/6.2.1/css/all.min.css" integrity="sha512-
MV7K8+y+gLIBoVD59lQIYicR65iaqukzvf/nwasF0nqhPay5w/
9lJmVM2hMDcnK1OnMGCdVK+iQrJ7lzPJQd1w==" crossorigin="anonymous"
referrerpolicy="no-referrer" />
</Head>

</div>
)
}

export default Footer

36
Fig 11.1.2 Sample code for Frontend(login)

import mongoose from "mongoose";

import { Schema } from "mongoose";

const issueSchema = new Schema({

name:{
type:String,
required:true,
},
priority:{
type:Number,
required:true,
},
status:{
type:String
},
date:{
type:Date,
}
})

37
module.exports = mongoose.models.Issues || mongoose.model('Issues',issueSchema) //check if
'User' model is already defined, if not, then it explicitly defines it

Fig 11.1.3 Sample code for Database

import React, { useEffect,useState } from 'react'

import { useSession } from 'next-auth/react'
import Router from 'next/router'
import Navbar from '../components/Navbar'
import Head from 'next/head'
import axios from 'axios'
import IssueDisplay from '../components/IssueDisplay'

38
import styles from '../components/FrontComponent.module.css'

const StudentDashboard = () => {

const {status,data} = useSession()
const [stat,setStat] = useState('unauthenticated')
const [userInfo,setUserInfo] = useState({
email:'',password:''
})
// console.log(status)

useEffect(()=>{
if(status==="unauthenticated"){
// alert("You are not logged in! Redirecting to login page...")
Router.push('/Login')
}
},[status])

async function getUser(){

if(stat==='authenticated'){
const {email,password} = data.user
const res = await axios.post('/api/login',{
email,password
})
const user = await res.data
console.log(user)
}
}

// useEffect(()=>{
// getUser()

39
// },[])

// console.log(myData)

if(status==="authenticated"){

// const [myData,setMyData] = useState(null)

return (
<div>
<Head>
<title>{data.user.name}&apos;s Dashboard - HMS</title>
</Head>
<Navbar email={data.user.email} logOut='true'/>
<center>
<h2 className={styles.mainText}><i>hola</i>, {(data.user.name).toLowerCase()} </h2>
<p style={{marginTop:'-10px'}}>How&apos;s your day today?</p>
{/* {findUserProfile()} */}
<IssueDisplay email={data.user.email} password={data.user.password}/>

</center>
</div>
)
}
}

40
export default StudentDashboard

Fig 11.1.4 Sample code for Frontend(student dashboard)

11.2 SCREENSHOTS

Figure 11.2.1 Home page of Hostel Management System

41
Figure 11.2.2 Register Form

Fig 11.2.3 Login Form

42
Fig 11.2.4 Issue Page

43
 REFERENCES

[1] Mr. A.Aswar, Mr. A.Ganesan, Dr. V.Kavitha, Mr. V.Karthicksabri PG & Research Department
of Computer Applications, on Hostel Automation system.
[2] Development of an Automated Hostel Facility Management System Journal of Science and
Engineering
[3] SSRG International Journal of Computer Science and Engineering (SSRG-IJCSE) – volume 3
Issue 4–April 2016 ISSN: 2348 – 8387 www.internationaljournalssrg.org
[4] Online Hostel Management International Journal of Advanced Engineering & Science
Research (IJAES) Volume 5, Issue 1, March 2017
[5] SOFTWARE FOR HOSTEL MANAGEMENT SYSTEM Master’s Degree student, 2) PhD.,
Lecturer
[6] HOSTEL MANAGEMENT SYSTEM USING SERVICE NOW European Journal of
Molecular & Clinical Medicine, 2020, Volume 7, Issue 4, Pages 1078-1084
[7] Mastering the Management System by Robert S. Kaplan and David P. Norton
[8] Lore: a database management system for semistructured data Publication:ACM SIGMOD
Record
[9] HOTEL FRONT OFFICE MANAGEMENT THIRD EDITION James A. Bardi, Ed.D.,CHA
The Pennsylvania State University
[10] Measuring Hotel Guest Satisfaction by Using an Online Quality Management System Kesh
Prasad,Philip W. Wirtz &Larry Yu

44
 COs & POs MAPPING
COURSE OUTCOMES

1. Design and develop digital management solutions for hostel environments using the MERN
stack (MongoDB, Express.js, React.js, Node.js).[K6-Create]

2. Apply database management practices in designing, implementing, and managing databases

using MongoDB, ensuring data integrity, security, and scalability.[K3-Apply]

3. Develop user-friendly interfaces using HTML, CSS, JavaScript, and Material UI, enhancing
user experience and accessibility.[K4-Analyze]

4. Implement secure authentication mechanisms and authorization mechanisms using Next-

Auth, ensuring data protection and user privacy.[K5-Evaluate]

5. Integrate frontend and backend components and integrate RESTful APIs using Node.js and
Express.js, enabling seamless communication between frontend and backend components.
[K4Analyze]

6. Conduct comprehensive testing in various testing methodologies, including unit testing,

integration testing, and user acceptance testing, ensuring the reliability and functionality of
the system.[K5-Evaluate]

7. Deploy web applications engaging in understand the process of deploying web applications
on platforms like Vercel and Render, and will be able to manage deployment configurations
and environment variables.[K3-Apply]

8. Utilize project management techniques will develop project management skills, including task
planning, resource allocation, and progress tracking, ensuring effective project execution and
collaboration.[A4-Organize]

45
MAPPING OF COS WITH POS

Program Outcomes PSOs

Course ((POs)
Outcomes
1 2 3 4 5 6 7 8 9 10 11 12 1 2
CO 1 3 3 3 3 3
CO 2 3 3 3 3
CO 3 3 3 3 3
CO 4 3 3 3 3
CO 5 3 3 3 3
CO 6 3 3 3 3 3
CO 7 3 3 3
CO 8 3 3
3 3 3 3 3 3 3 3 3 3 3 3 3 3

46
LIST OF PUBLICATIONS

47