A

PROJECT REPORT
ON

“ FIND YOUR HOSTEL ”

Submitted By

PALLAVI SANJESHRAO CHATSE

SALONI SIDDHARTH PAIKRAO
VAISHNAVI ANIL BACCHEWAR

Guided By

MS. DUDHMLE M.N.

(DEPARTMENT OF COMPUTER ENGINEERING)

GRAMIN TECHNICAL AND MANAGEMENT CAMPUS

VISHNUPURI NANDED – 431606
2023-2024
 CERTIFICATE

This is to be certified that project entitled, ‘Find My Hostel’ Submitted by

In fulfilment of the requirements for the award of Diploma in Computer
Engineering Department at the Gramin Polytechnic Vishnupuri, Nanded
during session 2023 to 2024.

It is an authentic workout by Ms. Dudhmle M.N. under the supervision and

guidance. To the best of my knowledge, the matter embodied in
dissertation has not submitted to any other university/Institute for the
award of any diploma.

( ) ( )
Mr. Pathan Sir Ms. Dudhmle M.N
Hod Guide

( )
Dr. Pawar V.S
Principal

_______________________________________________________________________________________________

APPROVAL CERTIFICATE

Viva voice examination for determination work on is conducted on

Date..../..../2023 and work is approved for diploma in Computer Engineering.

( ) ( )
Internal Examiner External Examiner
 Vision & Mission of Computer Engg. Department

VISION /

The Department of Computer Engineering will be one of the National leader, catering
dynamic IT knowledge to serve society and the globe at large.

ववद्यार्थीयाानामादितीवताााााां त्रज्ञानक्षत्रााााां ााचकाळानरूप ा ज्ञािनउनसगा

ाााााााां णकअदियाात्रत्रकीववााााां िााागराष्ट्रीयनतत्वाचाएिकागअसल ा.

MISSION / जीववतकाय य

Department of Computer Engineering will be role model for Computer Engineers by:
1. Exposing the learners to latest tools and technologies in the field of Computer,
hardware and software.
1. सागणिकाववयााााां अ रवसॉफ्टवअरक्षत्रातीलअद्यावततात्रज्ञानवसाधनवााााां
वध्यार्थीयाानादिााााां कवण.

2.Providing fruitful learning environment, enhancing problem solving

skills amongst the learners, to make them successful.

3
 २. िवद्यार्थथवाााााााााां चायशस्वीसाठीफदलायीशक्षै र्थ

िविकातािाररतयारकरूनताााााााााां च्यामधीलप्रश्नर्थ सोदिण्याचक

ा शल्यिवकवसतकरर..

3.Support society by participating in and extending technologicalservices.

३. समाजालालािगाऱ्यासािगकीयतााााााां िवकसिााापााााां
ररूनसमाजाचाआधारबिन .

Program Educational Objectives

PEO1. Provide socially responsible, environment friendly solutions to

Computer engineering related broad-based problems adapting professional ethics.

PEO2. Adapt state-of-the-art Computer engineering broad-based

technologies to work in multi-disciplinary work environments. PEO3. Solve
broad-based problems individually and as a team member communicating
effectively in the world of work

4
 Gramin Technical and management campus, Vishnupuri, Nanded

Department of Computer Engineering

PROGRAM OUTCOME
1. Basic and Discipline specific knowledge: Apply knowledge of basic
mathematics, science and engineering fundamentals and engineering
specialization to solve the engineering problems.
2. Problem analysis: Identify and analyze well-defined engineering problems using
codified standard methods.
3. Design/ development of solutions: Design solutions for well-defined technical
problems and assist with the design of systems components or processes to meet
specified needs.
4. Engineering Tools, Experimentation and Testing: Apply modern engineering
tools and appropriate technique to conduct standard tests and measurements.
5. Engineering practices for society, sustainability and environment: Apply
appropriate technology in context of society, sustainability, environment and
ethical practices.
6. Project Management: Use engineering management principles individually, as a
team member or a leader to manage projects and effectively communicate about
well-defined engineering activities.
7. Life-long learning: Ability to analyze individual needs and engage in updating in
the context of technological changes. 7. Life-long learning: Ability to analyze
individual needs and engage in updating in the context of technological changes.
5
 ABSTRACT

The purpose of Hostel Management System is to automate the existing manual system
by the help of computerized equipments and full-fledged computer software, fulfilling
their requirements, so that their valuable data/information can be stored for a longer
period with easy accessing and manipulation of the same. The required software and
hardware are easily available and easy to work with.A hostel management system
was designed to provide a computerized process that is stress free, reliable and quick
through the use of PHP computer programming language and MySQL database
application to both the students and the staff in charge of the registration and
hostel management processes. HTML would be at the front-end and provide the
graphical user interface.

Hostel Management System, as described above, can lead to error free, secure, reliable
and fast management system. It can assist the user to concentrate on their other
activities rather to concentrate on the record keeping. Thus it will help organization in
better utilization of resources. The organization can maintain computerized records
without redundant entries. That means that one need not be distracted by information
that is not relevant, while being able to reach the information. The aim is to automate
its existing manual system by the help of computerized equipments and full-fledged
computer software, fulfilling their requirements, so that their valuable data/information
can be stored for a longer period with easy accessing and manipulation of the same.

Thus, it will help organization in better utilization of resources. The organization can
maintain computerized records without redundant entries. That means that one need
not be distracted by information that is not relevant, while being able to reach the
information. The aim is to automate its existing manual system by the help of
computerized equipment and full-ledged computer software.

6
 ACKNOWLEDGEMENT

I take this opportunity to express my deep sense of gratitude to words Computer

Engineering course in charge of Ms. Dudhmle M.N. who has been a constant source
of inspiration to us and without her valuable guidance this work could not possible.

I am thankful to all faculty members of my Department also for their guidance, support
and encouragement for the accomplishment of our micro-project. I would like to
thankful to Mr. Pathan F.S. HOD of COMPUTER DEPARTMENT (Poly) for his
valuable comments and suggestion for me to improve my creativity regarding project
work.

I also express my sincere thanks to my friends for their assistance and comments for
the betterment of this project.

7
 CONTENT

Chapter 1

Introduction……………………………………………………………………… 10

1.1 Overview……………………………………………………………………. 11

1.2 Objectives……………………………………………………………………12

1.3 Problem statement…………………………………………………………...12

1.4 Features……………………………………………………………………...13

1.5 Proposed system…………………………………………………………….15

Chapter 2

System Analysis………………………………………………………………….16

2.1Software Requirement Specification………………………………………….16

2.1.1 Data Gathering……………………………...16

2.1.1 Feasibility Study…………………………….16

2.1.2 Software Procees Model……………………..17

2.2Hardware Configuration…………………………………………………….17

2.3Software Configuration……………………………………………………. 18

2.4Justification of selection of technology…………………………………….19

XAMPP
PHP
HTML
CSS
Javascript

2.5 Data flow diagram…………………………………………………………20-23

8
 2.5.1DFD level 0………………………………………………………….25

2.5.2DFD level 1…………………………………………………………. 26

2.5.3DFD level 2………………………………………………………….27-28

Chapter 3

System Design…………………………………………………………………..29

3.1 Database Design………………………………………………………..……29

3.2Entity Retionship………………………………………………...…………..29

Chapter 4

4.1 Limitations…………………………………………..……………30

4.2 Future Scope………………………………………………………31

Chapter 5

Conclusion………………………………………………………………………32

Chapter 6

References………………………………………………………………………33

9
 Chapter 1

1.INTRODUCTION

Hostel Management System is for managing various activities of the hostel report. The report helps
the user in case of Hostel Information, registration, room and Searching Hostel Account. Aim of this
System report is to make the records of all the used tools and the time is taken. It helps users to get
the reference for their project and many more.

An increase in an educational institution this system are also increasing for the accommodation.
Therefore, report for them is also an online application will help students or users for managing
various activities of hostel report. Deals with the problem of managing the hostel.Avoided the
problem which occurs when carried out manually.

This system is designed in favour of the Hostel Management which helps them to save the records of
the students about their rooms and other things. It helps them form the manual work from which it is
very difficult to find the record of the students and the mess bills of the students and the information
of about of about how many rooms are available. The hostel management system will also contain
special features like how many students login .

The hostel management system is web based software to provide college students accommodation to
the university hostel more efficiently. This project also keeps details of the hostellers and applied
students. It is headed by Warden. She/he will be the administrator.

This document is intended to minimize human works and make hostel allocation an easier job for
students and hostel authorities by providing online application for hostel, automatically select the
students from the waiting list. Students will get approval notification in their mails, hostellers can
view notice board , hostel fee by login into the online system.

10
OVERVIEW

The Hostel Management System is developed in favour of the hostel management team which helps
them to save the records of the students about their rooms and their things. It helps them from the
manual work from which it is very difficult to find the record of the student and the information
about these ones who had help the hostel years before. This solution is developed on the plight of the
hostel management team through this they cannot require so efficient person to handle and manage
the affairs of the students in the hostel, all you need to do is to login as administrator and you can see
the information of all the students who have obtained and registered their hostel form, click verify to
ascertion their elightly and allocate them to the available hostel. We can improve the efficiency of
the hostelmanagement, thus overcome the drawbacks of the existing management.

1.1 OBJECTIVES
• To make it easier for data coolection, storage and referencing reliable.
• To maintain the students as hostellersand waiting list students separately.

• To process allotment list.

1.2 PROBLEM STATEMENT

There are a lot of drawbacks in keeping and maintaining a hostel. Especially with a manualsystem.
Since most hostels are being run by only one hostel manager, the number of studentsin a room are
sometimes not known by the officer. He has to go room by room to ensure thata room is occupied or
not. Sometimes people may be owing in the hostel and they are savedon papers or huge notebooks,
and sometimes receipts. If the books should go missing orstolen, one would never be able to know if
a student is owing or not. Room allocation alsobecomes a problem as the officer might not know
which rooms are available or not. Andsome hostels have a lot of rooms or have mare storeys and it
would be very tedious to gothrough all storeys in search of a free room for an applicant. Also the
officer might not knowthe number of students in a room or know if a room is full or not.This project
is aimed at developing a system for keeping records and showing informationabout or in a hostel.
This system will help the hostel officer to be able to manage the affairsof the hostel.

11
1.3FEATURES

• Student Panel
• Admin Panel
• Student Registration
• Book Hostel
• View Personal Room Details
• Manage Hostel Students
• Manage Hostel Room
• Set Pricing Details

• Course Management Account Settings

1.4 LIMITATIONS OF STUDY

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

1.5 PROPOSED SYSTEM

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

12
 Chapter 2

2.SYSTEM ANALYSIS

2.1 REQUIREMENT ANALYSIS AND SPECIFICATION

Functions and features delivered to the end users. The end users of the proposed system are:

USER MODULE

This helps the administrator and user to login to homepage only if password and usernamematches.
CHANGE PASSWORD MODULE

Allows the user to change the password.

STUDENT MODULE

This module is used to store student details i.e. information like profile details, contactinformation,
educational details etc. Users can search according different criteria such asname, course, room
number etc.
ROOM ALLOTMENT MODULE

This deals with allocation of room to students according to education details, section orcourse.
Rooms will be allocated to students and an ID will be generated for it. It will displaydetails students
staying in the room or rooms. When a student leaves the room after thesemester, the left date will be
also saved.
ROOM FEES MODULE

This displays fee records depending on the kind of room they choose, whether they avail mess
facilities and calculate and display the final bill amount.
REPORT GENERATION MODULE
This is provided to view summary detail regarding hostel fees and bills. Students can checkhostel
fees and bill details by entering the unique hostel ID.
SETTINGS MODULE

13
In this module, only the administrator can access. Administrator has a unique account withmuch
special access and permissions over normal users. Module allows add, edit, delete andemployee
records, building block information, room details, course details etc.

USER PANEL

1. User Registration - User can register through user registration form

2. User Login - User can login through login form

3. Forgot Password - user can retrieve password through forgot password link

4. User Dashboard

5. User Profile - User can manage own profile

6. Book Hostel – User can book hostel

7. Room Details - Booked Room Details

8. Change Password - User Can change own password

9. User access log - User can watch last login detail

2.1 Software Requirement Specification(SRS)

A software requirements specification (SRS) is a detailed description of a software system to be

developed with its functional and non-functional requirements. The SRS is developed based the
agreement between customer and contractors. It may include the use case of how user is going to
interact with software system. The software requirement specification document consistent of all
necessary requirements required for project development. To develop the software system we should
have clear understanding of software system. To achieve this we need to continuous communication
with customers to gather all requirements.
2.1.1 Data Gathering Data Gatheringis the process of gathering and measuring information on
variables of interest, in an established systematic fashion that enables one to answer stated research

14
questions, test hypotheses, and evaluate outcomes. The data collection component of research is
common to all fields of study including physical and social sciences, humanities, business, etc. Data
gathering techniques used in the (Software Development Lifecycle) SDLC.
2.5 FEASIBILITY STUDY

A. TECHNICAL FEASIBLITY

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 latesttechnology or not and if
it happens that after a system is prepared, a new technology arisesand the user wants the system
based on that technology. This system use windows platform,apache server, sql for database, php as
the language and html or xml as user interface. ThusHOSTEL MANAGEMENT SYSTEM is
technically feasible.
B. ECONOMIC FEASIBILTY

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

C. OPERATIONAL FEASIBILTY

The project has been developed in such a way that it becomes very easy even for a personwith little
computer knowledge to operate it. This software is very user friendly and does notrequire any
technical person to operate .Thus the project is even operationally feasible.
2.1.3 Software Process Model

To solve an actual problems in an industry , software developer or a team of developers must

integrate with a development strategy that include the process , methods and tools layer and generic
phases. This strategy is often reffered to a process model or a software developing paradigm. Our
project follows the waterfall model. The steps of waterfall model are:
* Requirement Defination

* System and software Design

* Implementation

* Integration and System Testing

15
* Operation and Maintenance

2.2 HARDWARE CONFIGURATION

The section of hardware configuration is an important task related to the softwaredevelopment.

Insufficient random access memory may affect adversely on the speed andefficiency of the entire
system. The process should be powerful to handle the entireoperations. The hard disk should have
sufficient capacity to store the file and application.
Processor: Pentium III 630MHz

Processor speed: 1.4 GHz Onwards

System memory: 128 MB minimum (256 MB recommended)

Cache size: 512 KB

RAM: 218 MB

Printer: Inkjet/Laser Colour printer provides at least 1000 Dpi

Hard disk: 20 GB

Monitor: SVGA Colour 15”

Mouse: 104 keys US Key Serial, USB or PS/2

2.3 SOFTWARE CONFIGURATION

A major element in building a system is the section of compatible software since the softwarein the
market is experiencing in geometric progression. Selected software should beacceptable by the firm
and one user as well as it should be feasible for the system. Thisdocument gives a detailed
description of the software requirement specification. The study ofrequirement specification is
focused specially on the functioning of the system. It allow thedeveloper or analyst to understand the
system, function to be carried out the performancelevel to be obtained and corresponding interfaces
to be established.
Technology Implemented: Apache ServerLanguage

Used: PHP 5.3 or newer versions

16
Database: My SQL

User Interface: HTML

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

Software: XAMPP or WAMP Server

Operating System: Windows XP , Windows 98, Linux

Software Development kit : Java JDK 1.7 or Above

Scipting Language Enable: JSP(Java Server Pages)

2.4 JUSTIFICATION OF SELECTION OF TECHNOLOGY

2.4.1 XAMPP is a free and open-source cross-platform web server solution stack package.XAMPP
is an abbreviation where X stands for Cross-Platform, A stands for Apache, M stands for MYSQL,
and the Ps stand for PHP and Perl, respectively. It is an open-source package of web solutions that
includes Apache distribution for many servers and command-line executables.XAMPP helps a local
host or server to test its website and clients via computers and laptops before releasing it to the main
server. It is a platform that furnishes a suitable environment to test and verify the working of
projects.
2.4.2 Language

• HTML : Hypertext Markup Language is the standard markup language for documents
designed to be displayed in a web browser. It can be assisted technologies such as Cascading Style
Sheets and scripting languages such as JavaScript.

• CSS : Cascading Style Sheets (CSS) is a style sheet language used for describing the
presentation of a document written in a markup language like HTML. CSS is a cornerstone technology
of the World Wide Web, alongside HTML and JavaScript.

Bootstrap : Bootstrap is a free and open-source CSS framework directed at responsive, mobile-
first front-end web development. It contains CSS and JavaScript-based design templates for
typography, forms, buttons, modals navigation, and other interface components

17
 JavaScript : JavaScript is a programming language that conforms to the ECMAScript
specification. JavaScript is high-level, often just-in-time compiled, and multi-paradigm. It has curly-
bracket syntax, dynamic typing, prototype-based objectorientation, and first-class functions.
PHP : Php is a server side scripting language. that is used to develop Static websites or Dynamic
websites or Web applications. PHP stands for Hypertext Pre-processor, that earlier stood for Personal
Home Pages. PHP scripts can only be interpreted on a server that has PHP installed.
MY SQL?

What is a database? Quite simply, it’s an organized collection of data. A database management
system (DBMS) such as Access, FileMaker Pro, Oracle or SQL Server provides you with the
software tools you need to organize that data in a flexible manner. It includes facilities to add,
modify or delete data from the database, ask questions (or queries) about the data stored in the
database and produce reports summarizing selected contents. MySQL is a multithreaded,multi-user
SQL database management system(DBMS). The basic program runs as a server providing multi-user
access to a number of databases.Originally financed in a similar fashion to the JBoss model, MySQL
was owned and sponsored by a single for-profit firm, the Swedish company MySQLAB now a
subsidiary of Sun Microsystem , which holds the copyright to most of the codebase. The project’s
source code is available under terms of the GNU General Public Licence, as well as under a variety
of proprietory agreements. MySQL is a database.The data in MySQL is stored in database objects
called tables.A table is a collections of related data entries and it consists of columns and
rows.Databases are useful when storing information categorically.
A company may have a database with the following tables: “Employees”, “Products”, “Customers”
and “Orders”.

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2.5 DATA FLOW DIAGRAM

Data flow diagram is the starting point of the design phase that functionally decomposes the
requirements specification. A DFD consists of a series of bubbles joined by lines. The bubbles
represent data transformation and the lines represent data flows in the system. A DFD describes what
data flow rather than how they are processed, so it does not hardware, software and data structure. A
data-flow diagram (DFD) is a graphical representation of the "flow" of data through an information
system. DFDs can also be used for the visualization of data processing (structured design). A data
flow diagram (DFD) is a significant modelling technique for analysing and constructing information
processes. DFD literally means an illustration that explains the course or movement of information in
a process. DFD illustrates this flow of information in a process based on the inputs and outputs. A
DFD can be referred to as a Process Model. The data flow diagram is a graphical description of a
system's data and how to Process transform the data is known as Data Flow Diagram (DFD). Unlike
details flow chart, DFDs don't supply detail descriptions of modules that graphically describe a
system's data and how the data interact with the system.
Data flow diagram number of symbols and the following symbols are of by DeMarco.

PROCESS

EXTERNAL ENTITY

DATA FLOW

19
 DATABASE

There are seven rules for construct a data flow diagram. I.

Arrows should not cross each other.

II.Squares, circles and files must wear names.

III.Decomposed data flows must be balanced.

IV.No two data flows, squares or circles can be the same names. V.Draw all

data flows around the outside of the diagram.

VI.Choose meaningful names for data flows, processes & data stores.

VII.Control information such as record units, password and validation requirements are not penitent
to a data flow diagram.

Additionally, a DFD can be utilized to visualize data processing or a structured design.This basic
DFD can be then disintegrated to a lower-level diagram demonstrating smaller steps exhibiting
details of the system that is being modelled.On a DFD, data items flow from an external data source
or an internal data store to an internal data store or an external data sink, via an internal process. It is
common practice to draw a context-level data flow diagram first, which shows the interaction
between thesystem and external agents, which act as data sources and data sinks. On the
contextdiagram (also known as the Level 0 DFD'), the system's interactions with the outside world
are modelled purely in terms of data flows across the system boundary. The context diagram shows
the entire system as a single process, and gives no clues as to its internal organization.
This context-level DFD is next "exploded", to produce a Level 1 DFD that shows some of the detail
of the system being modelled. The Level 1 DFD shows how the system isdivided into sub-systems
(processes), each of which deals with one or more of the data flows to or from an external agent, and
which together provide all of the functionality of the system as a whole. The level 1 DFD is further
spreader and split into more descriptive and detailed description about the project as level 2 DFD.

20
The level 2 DFD can be a number of data flows which will finally show the entire description of the
software project.

DATA FLOW DIAGRAMS

DFD LEVEL 0

21
DFD LEVEL 1

22
DFD LEVEL 2

23
DFD LEVEL 3

24
25
 Chapter 3

3. SYSTEM DESIGN

3.1 DATABASE DESIGN

Database design is the process of producing a detailed data model of database. This data model
contains all the need logical and physical design choices and physical storage parameters needed to
generate a design in a data definition language, which can then be used to create a database. A fully
attributed data model contains detailed attributes for each entity.The term database design can be
used to describe many different parts of the design of an overall database system. Principally, and
most correctly, it can be thought of as the logical design of the base data structure used to store the
data. In the relational model these are the tables and views. In an object database the entities and
relationships map directly to object classes and named relationships.However, the term database
design could also be used to apply to the overall process of designing, not just the base data structure,
but also the forms and queries used as part of the overall database application within the database
management system.

3.2 ENTITY-RELATIONSHIP

E-R Model is a popular high level conceptual data model. This model and its variations are
frequently used for the conceptual design of database application and many database design tools
employ its concept.A database that confirms to an E-R diagram can be represented by a collection of
tables in the relational system. The mapping of E-R diagram to the entities are:

• Attributes
• Relations
Many-to-many
Many-to-one
One-to-many
One-to-one

• Weak entities
• Sub-type and super-type

26
The entities and their relationships between them are shown using the following conventions.
• An entity is shown in rectangle.
• A diamond represents the relationship among number of entities. • The attributes shown as ovals are
connected to the entities or relationship by lines.
• Diamond, oval and relationships are labelled.
• Model is an abstraction process that hides super details while highlighting details relation to
application at end.
• A data model is a mechanism that provides this abstraction for database application.
• Data modelling is used for representing entities and their relationship in the database.
• Entities are the basic units used in modelling database entities can have concrete existenceor
constitute ideas or concepts.
• Entity type or entity set is a group of similar objects concern to an organization for which it maintains
data,
• A key is a single attribute or combination of 2 or more attributes of an entity set is used to identify
one or more instances of the set.
• In relational model we represent the entity by a relation and use tuples to represent an instance of the
entity.
• Relationship is used in data modelling to represent in association between an entity set.

DIAGRAM

27
Chapter 4

28
PROGRAM CODE AND TESTING

4.1 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

IMPLEMENTATION

Implementation is the stage in the project where the theoretical design is turned into a working
system and is giving confidence on the new system for the users that it will work efficiently and
effectively. It involves careful planning, investigation of the current system and its constraints on
implementation, design of methods to achieve the change over, an evaluation of change over
methods. Apart from planning major task of preparing the implementation are education and training
of users. The implementation process begins with preparing a plan for the implementation of the
system. According to this plan, the activities are to be carried out, discussions made regarding the
equipment and resources and the additional equipment has to be acquired to implement the new
system. In network backup system no additional resources are needed. Implementation is the final
and the most important phase. The most critical stage in achieving a successful new system is giving
the users confidence that the new system will work and be effective. The system can be implemented
only after thorough testing is done and if it is found to be working according to the specification.

29
This method also offers the greatest security since the old system can take over if the errors are found
or inability to handle certain type of transactions while using the new system.

User Training

After the system is implemented successfully, training of the user is one of the most important
subtasks of the developer. For this purpose user manuals are prepared and handled over to the user to
operate the developed system. Thus the users are trained to operate the developed system. Both the
hardware and software securities are made to run the developed systems successfully in future. In
order to put new application system into use, the following activities were taken care of:· Preparation
of user and system documentation. Conducting user training with demo and hands on· Test run for
some period to ensure smooth switching over the system The users are trained to use the newly
developed functions. User manuals describing the procedures for using the functions listed on menu
are circulated to all the users. It is confirmed that the system is implemented up to users need and
expectations.

Security and Maintenance

Maintenance involves the software industry captive, typing up system resources .It means restoring
something to its original condition. Maintenance follows conversion to the extend that changes are
necessary to maintain satisfactory operations relative to changes in the user’s environment.
Maintenance often includes minor enhancements or corrections to problems that surface in the
system’s operation. Maintenance is also done based on fixing the problems reported, changing the
interface with other software or hardware enhancing the software. Any system developed should be
secured and protected against possible hazards. Security measures are provided to prevent
unauthorized access of the database at various levels. An uninterrupted power supply should be so
that the power failure or voltage fluctuations will not erase the data in the files. Password protection
and simple procedures to prevent the unauthorized access are provided to the users .The system
allows the user to enter the system only through proper user name and password.

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LIMITATIONS OF THE SYSTEM

Although we have put our best efforts to make the software flexible, easy to operate but limitations
cannot be ruled out even by me. Through the software present a broad range of options to its user
some intricate options could not be covered into it; partly because of logistics and partly due to lack
of sophistication. Paucity of time was also major constraint; thus, it was not possible to make the
software full-proof and dynamic

Some of the limitations of the proposed system are:

a. The system cannot handle online payment of student's accommodation fee and
maintenance fee.

b. The system cannot handle other hostel issues such as mess activities because the existing
system does not have one.

c. The admin has to enter student details manually. There are certain fields that need to be filled
up for student booking. Such as naming details, registration code, guardian’s information, and contact
details.

d. The admin has to register the student and provide the login credentials to the student either
manually/ email, then only the student can login and access the system.

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FUTURE SCOPE

As the numbers of students grow, there will always be a need for an accommodation and in this
scenario the most reliable and safest option would be booking a hostel which absolutely needs to be
managed by the administration, i.e. warden. There are lot many things which go inside a
management system so this system will always be handy.It is easy to extend the system that we have
proposed. A person could see any of the issued, unissued or all the rooms according to his/her will.
In future we can implement some features for “HOSTEL MANAGEMENT SYSTEM” project.

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 Chapter 5

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 activities in the hostel.Hostel Management System is a
Customizeble and user-friendly software for Hostel. It has been designed to automate, manage and
look after the overall processing of even very large hostel. It is capable of managing Enquiry details,
Student Details, Payment Details etc. Hostel Management System is a Customize and user-friendly
software for Hostel which provide hostel information, hostel room information, hostel accounts
information. Hostel Management Software System is offering a maximum of stability, cost-
effectiveness and usability. It provides the most flexible and adaptable standards management system
software solutions for hostel.

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 Chapter 6

REFERNCES

1. www.w3schools.com

2. in.php.net

3. en.wikipedia.org/wiki/PHP

. www.hotscripts.com/category/php/

4. www.apache.org/

5. www.mysql.com/click.php?e=35050

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