Hostel Management System Report

Hostel management system
CHAPTER 1
INTRODUCTION
The data is scattered across multiple transactional systems, so we have to extract it from
those systems, transform it into a standardized format and finally load it into a central repository
called a data warehouse. The data has to be reorganized so that it is presented to the users in an
understandable way.
“The database Management System” is a system that manages databases and organizes the
data, so that it can be easily retrieved by the users. This system can be used to manage transactional
databases, such as HR systems, banking systems, hospital systems and so on. This project is
typically optimized for performing transactions and it provides discrete pieces of information for the
users.
The database management system organizes the files to give user more control over their
data. The system makes it possible for users to create, edit and update data in database files. Once
created, the system makes it possible to store and retrieve data from those database files. It provides
functions such as concurrency, security, backup, integrity and data description. It also provides
reliability. Database administrators are responsible for creating backups of databases, controlling
access and, in general, making sure it works the way it was intended.
The system provides automated methods to create, store and retrieve data and also can make
tedious manual tasks a thing of the past. A data base system reduces data redundancy and
inconsistency. It allows for concurrent access by multiple users, each with their own specific role.
Some users only need to view the data, some contribute to adding new data, while others design and
manages the database- all at the same time.
1.1 Database Management System Architecture
The design of a database management system depends on its architecture. It can be

centralized or decentralized or hierarchical. The architecture of a database management system can
be seen as either single tier or multi-tier. An n-tier architecture divides the whole system into related
but independent n modules, which can be independently modified, altered, changed, or replaced.
B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Page 1

Figure 1.1: The Database Management System Architecture

CHAPTER 2
SOFTWARE REQUIREMENT SPECIFICATION
Software Requirement Specifications (SRS) is an important part of software development

process. SRS includes overall description, functional requirements, supportability, performance
requirement, design constraints, etc. for any applications. These contents are very much useful in
fulfilling the goals while implementing software projects.
2.1 Overall Description
This project is to help the organizations to organize the huge amount of data and manipulate
it as required. . The requirement Specification is a document that describes the external and internal
requirements for any system. The Requirements analyst has to identify the requirements by talking to
the clients and understanding their needs. The inputs are to be gathered from different resources to
build the system based on the different requirements. The Requirements phase translates the ideas of
the clients into a formal document. This software helps in tracking details in various sectors such as
banks, library, universities, hospitals, shops etc. The main goal of the software is manage the data
efficiently
2.2 Specific Requirements
Many requirements represent stakeholder-defined characteristics the absence of which will

result in a major or even fatal deficiency. Others represent features that may be implemented if time
and budget permits. The requirements must specify a level of importance. The specification may
include a set of use cases that describe interactions the users will have with the software. It should
also include the specifications of hardware and software that are used for building the software.
2.2.1 Software Requirements
As previously mentioned there are many software that will be part of this project and all of
them are required for development.

1.1 2.2.1.1 MySQL

It is an open source Relational Database Management System (RDBMS) that is under the
GNU GPL and is one of the most widely used. It also allows to scale the project without much
overhead. It also has many features such as high availability, query caching, cross platform support
and security make it a good candidate for deployment. We will be using MySQL version 5.7.14
which is the latest version.
1.2 2.2.1.2 HTML

HTML is a markup language used for structuring and presenting content on the World Wide
Web.HTML includes detailed processing models.HTML5 would be used to design front-end.
 XAMPP : CONNECTION
 CSS : DESIGN
 Operating System : WINDOWS 10.
 Back End : PHP-MYADMIN.
 Front End : JAVA SCRIPT.
 Server : Apache
2.2.2 Hardware Requirements
Most of the current computer have enough specification to implement a database. But we need
to mention some minimal requirement. These would be the minimum specifications to run the
DBMS project. Use cases that describe interactions the users will have with the software
2.2.2.1 Processor Requirement
A basic fast processor is essential for efficient handling of load during server time and
development time. A processor with minimum 2 cores can handle the workload. Minimum
requirement processor is a Pentium 4(P4). Recommended processor is one with 4 cores like core i5
Sandy Bridge with larger L3 cache.
2.2.2.2 Memory Requirements
The RAM memory will be needed to efficiently run the server and the front end, hence at
least 2GB of DDR3 RAM would be necessary.
2.2.2.3 Disk Requirement
Python require 100MB of disk space. MySQL requires 1.3GB for Enterprise running. So in
total a minimum of 2GB disk space is required.
 Intel I3 or Above
 2GB RAM
 2GB disc space
 Microsoft controllable 101 or more keyboard
1.1 Problem definition
We have got nine hostels in our university, which consist of four boy’s hostel and five girl’s hostel.
All these hostels at present are managed manually by the hostel office. The Registration form
verification to the different data processing are done manually.
Thus there are a lot of repetitions which can be easily avoided. And hence there is a lot of strain on
the person who are running the hostel and software’s are not usually used in this context. This
particular project deals with the problems on managing a hostel and avoids the problems which
occur when carried manually
Identification of the drawbacks of the existing system leads to the designing of computerized
system that will be compatible to the existing system with the system which is more user friendly
and more GUI oriented. We can improve the efficiency of the system, thus overcome the
drawbacks of the existing system.

1.Admin Panel
1.Admin Login
Admin can login through login form.

2. Admin Profile
Admin can manage his own profile. Admin can also change his password
3.Courses
Admin can create add course, edit courses and also delete the course
4. Rooms
Admin can create rooms and allots seater to particular rooms and assign the fees.
5. Registration
Admin can create student profile and allot the rooms
6. Manage the Registration
Admin can manage the all the student Profile. Take a print out of all profiles and also delete the
profile.
7. Forgot Password
Admin can also retrieve the password if admin forgot the password.
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 details

2.3 Software Features
2.3.1 PHP TRIAD
PHPTriad installs a complete working PHP/MySQL server environment on Windows
platforms (9x/ NT). Installs PHP, MySQL, Apache, and PHPMyAdmin.
2.3.1.1 PHP
PHP is a scripting language originally designed for producing dynamic web pages. It has evolved to
include a command line interface capability and can be used in standalone graphical applications.
While PHP was originally created by Rasmus Lerdorf in 1995, the main implementation of PHP is
now produced by The PHP Group and serves as the de facto standard for PHP as there is no formal
specification. PHP is free software released under the PHP License, however it is incompatible with
the GNU General Public License.
Laying Out Pages with CSS
In Macromedia Dreamweaver 8, you can use CSS styles to lay out your page. You can either insert
div tags manually and apply CSS positioning styles to them, or you can use Dreamweaver layers to
create your layout. A layer in Dreamweaver is an HTML page element—specifically, a div tag, or
any other tag—that has an absolute position assigned to it. Whether you use CSS, tables, or frames
to lay out your pages, Dreamweaver has rulers and grids for visual guidance in your layout.
Dreamweaver also has a tracing image feature, which you can use to re-create a page design that
was created in a graphics application.

SYSTEM DESIGN
3.1 Input Design
The system design is divided in to two portions. The Administrator section and the User(student’s)
section.
3.1.1 Administrator
1. The Administrator can allot different students to the different hostels.
2.He can vacate the students for the hostels.
3.He can control the status of the fee payement.
4.He can edit the details of the students.He can change their rooms, edit and delete the student
records.
A process of converting user originated inputs to a computer-based format. Input design is an
important part of development process since inaccurate input data are the most common cause of
errors in data processing. Erroneous entries can be controlled by input design. It consists of
developing specifications and procedures for entering data into a system and must be in simple
format. The goal of input data design is to make data entry as easy, logical and free from errors as
possible. In input data design, we design the source document that capture the data and then select the
media used to enter them into the computer.
There are two major approaches for entering data in to the computer. They are
· Menus.

· Dialog Boxes.
Menus
A menu is a selection list that simplifies computer data access or entry. Instead of remembering what
to enter, the user chooses from a list of options. A menu limits a user choice of response but reduce
the chances for error in data entry.
Dialog Box
Dialog boxes are windows and these windows are mainly popup, which appear in response to certain
conditions that occur when a program is run. It allows the display of bitmaps and pictures. It can
have various controls like buttons, text boxes, list boxes and combo boxes. Using these controls we
can make a ‘dialog’ with the program.
3.2 Process Design
Process design plays an important role in project development. In order to understand the working
procedure, process design is necessary. Data Flow Diagram and System Flow chart are the tools used
for process design.
System Flow Chart is a graphical representation of the system showing the overall flow of control
in processing at the job level; specifies what activities must be done to convert from a physical to
logical model.
Data Flow Diagram is the logical representation of the data flow of the project. The DFD is
drawn using various symbols. It has a source and a destination. The process is represented using
circles and source and destination are represented using squares. The data flow is represented using
arrows.One reader can easily get the idea about the project through Data Flow Diagram.


Use case Diagram

User Use Case Diagram
Sign up /sign in
Password Recovery
Dashboard
Book Hostel
View Booked Hostel Details
View Profile
Change Password
Check Access Logs

Admin Use Case Diagram
sign in
Dashboard
Manage Courses
(Add, update, delete)
Manage Rooms
(Add, update, delete
Student Registration
Manage Students (View/ Delete)
B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Check User Access Logs

Page 12
Admin Profile (Update Details / Change Password)
Data Flow Diagram
A Data Flow Diagram (DFD) is a graphical representation of the "flow" of data through an
http://en.wikipedia.org/wiki/Information_systemInformation System. A data flow diagram can also

be used for the visualization of Data Processing. It is common practice for a designer to draw a
context-level DFD first which shows the interaction between the system and outside entities. This
context-level DFD is then "exploded" to show more detail of the system being modeled.
A DFD represents flow of data through a system. Data flow diagrams are commonly used during
problem analysis. It views a system as a function that transforms the input into desired output. A DFD
shows movement of data through the different transformations or processes in the system.
Dataflow diagrams can be used to provide the end user with a physical idea of where the data they
input ultimately has an effect upon the structure of the whole system from order to dispatch to restock
how any system is developed can be determined through a dataflow diagram. The appropriate register
saved in database and maintained by appropriate authorities.
Data Flow Diagram Notation
Function/Process

File/Database
Input/output
ER Diagram
An Entity Relation(ER) Diagram is a specialized graphics that illustrates the interrelationship

between entities in a database. ER diagrams often use symbols to represent 3 different types of
information. Boxes are commonly used to represent entities. Diamonds are normally used to
represent relationships and ovals are used to represent attributes.
An Entity Relationship Model (ERM), in software engineering is an abstract and conceptual

representation of data. Entity Relationship modeling is a relational schema database modeling
method, used to produce a type of conceptual schema or semantic data model of a system, often a
relation database, and its requirements in a top-down fashion
Entity:
Entity is the thing which we want to store information. It is an elementary basic building block of
storing information about business process. An entity represents an object defined within the
information system about which you want to store information. Entities are distinct things in the
enterprise.
Relationships:
A relationship is a named collection or association between entities or used to relate two or more
entities with some common attributes or meaningful interaction between the objects.

Attributes:
Attributes are the properties of the entities and relationship, Descriptor of the entity. Attributes are
elementary pieces of information attached to an entity.


RELATIONAL SCHEMA

3.3 Database Design

The data in the system has to be stored and retrieved from database. Designing the database is part of
system design. Data elements and data structures to be stored have been identified at analysis stage.
They are structured and put together to design the data storage and retrieval system.
A database is a collection of interrelated data stored with minimum redundancy to serve many users
quickly and efficiently. The general objective is to make database access easy, quick, inexpensive
and flexible for the user. Relationships are established between the data items and unnecessary data
items are removed. Normalization is done to get an internal consistency of data and to have
minimum redundancy and maximum stability. This ensures minimizing data storage required,
minimizing chances of data inconsistencies and optimizing for updates. The MySQL database has
been chosen for developing the relevant databases.

Database Table Relationship

Admin Table Structure
Courses Table Structure

Registration Table Structure
Rooms Table Structure

State Table Structure
3.4 Output Design

Designing computer output should proceed in an organized, well throughout manner; the right
output element is designed so that people will find the system whether or executed. When we
design an output we must identify the specific output that is needed to meet the system. The
usefulness of the new system is evaluated on the basis of their output.
Once the output requirements are determined, the system designer can decide what to include in the
system and how to structure it so that the require output can be produced. For the proposed software,
it is necessary that the output reports be compatible in format with the existing reports. The output
must be concerned to the overall performance and the system’s working, as it should. It consists of
developing specifications and procedures for data preparation, those steps necessary to put the inputs
and the desired output, ie maximum user friendly. Proper messages and appropriate directions can
control errors committed by users.
The output design is the key to the success of any system. Output is the key between the user and the

sensor. The output must be concerned to the system’s working, as it should.
Output design consists of displaying specifications and procedures as data presentation. User never
left with the confusion as to what is happening without appropriate error and acknowledges message
being received. Even an unknown person can operate the system without knowing anything about
the system.
SYSTEM ANALYSIS
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
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
SYSTEM TESTING
System testing is the stage of implementation, which is aimed at ensuring that the system works
accurately and efficiently before live operation commences. Testing is the process of executing the
program with the intent of finding errors and missing operations and also a complete verification to
determine whether the objectives are met and the user requirements are satisfied. The ultimate aim is
quality assurance.
5.1 Unit Testing

The software units in a system are modules and routines that are assembled and integrated to
perform a specific function. Unit testing focuses first on modules, independently of one another, to
locate errors. This enables, to detect errors in coding and logic that are contained within each
module.
5.2 Integration Testing

Data can be lost across any interface, one module can have an adverse effect on another, sub
functions when combined, may not produce the desired major functions. Integration testing is a
systematic testing to discover errors associated within the interface. The objective is to take unit
tested modules and build a program structure. All the modules are combined and tested as a whole.

5.3 User Acceptance Testing

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

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.
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. 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.
7.1 User Training
After the system is implemented successfully, training of the user is one of the most important
subtasks of the developer. 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.
7.2 Security and Maintenance
Maintenance involves the software industry captive, typing up system resources .It means restoring
something to its original condition. Maintenance follows conversion to the extend 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.

Output Screens
User Module
User Signup
User Sign in

User Password Recovery
User Dashboard

User Profile

User Change Password
User Hostel Booking

User Booked Hostel Details

User Access log Details
Admin Module

Admin Login
Admin Dashboard
Admin Profile

Admin Add Course

Admin Manage Courses
Admin edit Course Details
Admin add room

Admin Manage Rooms
Admin Edit Room Details

Manage Registered Students
Registered Student Details

User Access logs

CONCLUSION
To conclude the description about the project : The project, developed using PHP and MySQL is
based on the requirement specification of the user and the analysis of the existing system, with
flexibility for future enhancement.
The expanded functionality of today’s software requires an appropriate approach towards software
development. This hostel management software is designed for people who want to manage various
activi-ties in the hostel. For the past few years the number of educational institutions are increasing

rapidly.
Thereby the number of hostels are also increasing for the accommodation of the students studying
in this institution. And hence there is a lot of strain on the person who are running the hostel and
software’s are not usually used in this context. This particular project deals with the problems on
managing a hostel and avoids the problems which occur when carried manually.
and more GUI oriented.
REFERENCES
1. www.w3schools.com
2. in.php.net
3. en.wikipedia.org/wiki/PHP
4 . www.hotscripts.com/category/php/

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

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Hostel management system

1.1 Database Management System Architecture

The design of a database management system depends on its architecture. It can be

B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Page 1

Figure 1.1: The Database Management System Architecture

B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Page 2

SOFTWARE REQUIREMENT SPECIFICATION

Software Requirement Specifications (SRS) is an important part of software development

2.1 Overall Description

2.2 Specific Requirements

Many requirements represent stakeholder-defined characteristics the absence of which will

2.2.1 Software Requirements

B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Page 3

1.1 2.2.1.1 MySQL

1.2 2.2.1.2 HTML

 Operating System : WINDOWS 10.

 Back End : PHP-MYADMIN.

 Front End : JAVA SCRIPT.

2.2.2 Hardware Requirements

2.2.2.1 Processor Requirement

2.2.2.2 Memory Requirements

2.2.2.3 Disk Requirement

 2GB disc space

 Microsoft controllable 101 or more keyboard

1.1 Problem definition

verification to the different data processing are done manually.

occur when carried manually

drawbacks of the existing system.

B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Page 5

Admin can login through login form.

6. Manage the Registration

B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Page 6

2.3 Software Features

2.3.1 PHP TRIAD

PHPTriad installs a complete working PHP/MySQL server environment on Windows

platforms (9x/ NT). Installs PHP, MySQL, Apache, and PHPMyAdmin.

the GNU General Public License.

Laying Out Pages with CSS

was created in a graphics application.

B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Page 7

1. The Administrator can allot different students to the different hostels.

2.He can vacate the students for the hostels.

3.He can control the status of the fee payement.

A process of converting user originated inputs to a computer-based format. Input design is an

media used to enter them into the computer.

B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Page 8

can make a ‘dialog’ with the program.

3.2 Process Design

B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Page 9

B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Page 10

Use case Diagram

View Booked Hostel Details

Check Access Logs

B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Page 11

Admin Use Case Diagram

Manage Students (View/ Delete)

B.E.,5thSEM,Dept.of CSE,AIT,CKM,2022-23 Check User Access Logs

Admin Profile (Update Details / Change Password)

Data Flow Diagram

http://en.wikipedia.org/wiki/Information_systemInformation System. A data flow diagram can also