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Design and implementation of an automated system for hostel management

using cloud technology and app development

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 SCHOOL OF COMPUTER SCIENCE & ENGINEERING
Jain global campus, Kanakapura taluk

Ramanagara District – 562112

Karnataka, India.

CERTIFICATE
This is to certify that the PCL work titled “Hostel Management System” is carried out by Chandra
Prasad Luitel (20BTRCM026), Yogesh Kumar Shah (20BTRCM030), Ankit Raj jaiswal
(20BTRCM010), Sajat (20BTRCM022), Manoj Anand (20BTRCM015) a bonafide students of
Bachelor of Technology at the Faculty of Engineering & Technology, Jain (Deemed to-be
University), Bangalore in partial fulfillment for the award of degree Bachelor of Technology
in Computer Science and Engineering (CLOUD TECHNOLOGY & MOBILE APPLICATION),
during the Academic year 2022- 2023.

Dr. Gowrishankar Jayaraman Dr.Sonal Sharma Dr. Geeta Ganesan

Assistant Professor Associate Director
Professor and
Program Head
Dept. of CSE-CTMA & CTIS Dept. of CSE-CTMA & CTIS School of Computer Science &
Engineering,
Faculty of Engineering Faculty of Engineering Faculty of Engineering
&Technology &Technology &Technology

Jain Deemed to be University Jain Deemed to be University Jain Deemed to be University

Date: Date: Date:

Name of the Examiner Signature:

1:

2:
 DECLARATION

We, Chandra Prasad Luitel (20BTRCM026), Yogesh Kumar Shah (20BTRCM030),

Ankit Raj jaiswal (20BTRCM010), Sajat (20BTRCM022), Manoj Anand
(20BTRCM015) are the students of Sixth Semester B. Tech in Computer Science &
Engineering (Cloud Technology and Mobile Application), at Faculty of Engineering &
Technology, Jain (Deemed- To-Be University), hereby declare that the PCL work titled
“Hostel Management System” has been carried out by us and submitted in partial fulfillment
for the award of degree in Bachelor of Technology in Computer Science & Engineering
(Cloud Technology and Mobile Application) during the academic year 2022-2023.

Signature
Chandra Prasad Luitel
USN: 20BTRCM026

Yogesh Kumar Shah

USN: 20BTRCM030

Ankit Raj jaiswal

USN: 20BTRCM010

Sajat
USN: 20BTRCM022

Manoj Anand
USN: 20BTRCM015

Place: Bangalore
Date:
 ACKNOWLEDGEMENT
It is a great pleasure for us to acknowledge the assistance and support of a large number of
individuals who have been responsible for the successful completion of this PCL work.

First, we take this opportunity to express our sincere gratitude to the Faculty of Engineering &
Technology, Jain (Deemed-to-be University), for providing us with a great opportunity to pursue
our Bachelor’s Degree in this institution.

In particular, we would like to thank Dr. Geetha Ganesan, Director, School of Computer Science
and Engineering, Jain (Deemed-to-be University), for their constant encouragement and expert
advice.

It is a matter of immense pleasure to express our sincere thanks to Dr. Sonal Sharma, Associate
Professor and Program Head, Computer Science & Engineering (CTMA & CTIS), Jain (Deemed-
to-be University), for providing the right academic guidance that made our task possible.

We would like to thank our guide Dr. Gowrishankar Jayaraman, Assistant Professor, Dept. of
Computer Science & Engineering, Jain (Deemed-to-be University), for sparing his valuable time
to extend help in every step of our PCL work, which paved the way for smooth progress and fruitful
culmination of the PCL project.

We would like to thank our PCL Coordinator Dr.Gowrishankar Jayaraman, Assistant Professor
and all the staff members of Computer Science & Engineering (CTMA) for their support.

We are also grateful to our family and friends who provided us with every requirement throughout
the course.

We would like to thank one and all who directly or indirectly helped us in completing the PCL work
successfully.

Signature of Students
 TABLE OF CONTENTS

SL.NO
MODULE PAGE NO.

TITLE
1

2 ABSTRACT

3 INTRODUCTION

LITERATURE SURVEY
4

5
PROPOSED METHODOLOGY

6
IMPLEMENTATION

7
APPLICATIONS

8 FUTURE SCOPES

9 REFERENCES
 “Hostel Management System”

ABSTRACT

In a hostel or dorm there are so many things to keep track of, from managing
reservation, accounts, taking care of inventory, assigning chores and many
more. The majority of institutions manage their assets, particularly dormitory
facilities, using outdated conventional methods. The overall organizational
effectiveness has been significantly influenced by outdated inherent
constraints. The creation of an automated system for managing dorms or
hostel accommodations is suggested in this research to maximize the
efficiency of organization and to automate the inherent system. Microsoft
Access is utilized to create the underlying database while Visual Basic is use
to create the automated system's codes. Additionally, it contains an internal
authentication process to guard against unauthorized access. The created
solution outperforms the shortcomings of conventional dorms or hostel
administration techniques; the system is more graphical user interface (GUI)
focused, dependable, efficient, and safeguarded with access control systems.
 INTRODUCTION
Our system is designed to assist hostel administrators in saving student records and
information about their rooms, as well as avoiding the manual work that makes it difficult
to locate student records. The front end of this project uses XML and Android Java, and
the back end uses MYSQL. The IDE used is Android Studio. It will add a log, and by
doing so, the system will be able to track where the hostel member is. So, the QR Code
system will provide the attendance logs when a person has gone in and out of the hostel
and every room, too.

This system is intended to help hostel administrators. Hostels are based on a system of
patronage and are required to provide accommodation to students. However, not every
student is interested in lodging in a hostel. To address the interests of students who prefer
to remain independent while attending university, Leading Hostel came up with an app
that can help hostels run efficiently.

Hostels can use this app to meet the needs of students and hostellers alike. The Leading
Hostel is an app that hosts can use to manage their hostels. Administrators set up the app
by translating its functionalities into codes and then inputting them into their devices.
Afterward, they can assign tasks and manage their hostels by using the app. This makes
daily operations much easier for hostel directors.

Hoteliers can use the Leading Hostel app to meet individual needs. For example, a hostel
may want to manage its reservation systems and create a database of all its guests.
Alternatively, a hostel administrator may want to create an app for managing his or her
staff members and their duties. Hostel admins can use these apps for managing different
aspects of their business.

A university student may not have access to advanced access like a hostel owner does, but
he or she still requires accommodation at university facilities. To help students who do not
have access to hostels, the Leading Hostel app helps them organize group travels at budget
prices. It also facilitates group chats between travelers to resolve any issues they may
encounter on their trip. The Leading Hostel app provides a platform for managing
everyday tasks and organizing group trips at university hostels. These apps help owners
run their businesses efficiently while helping students organize independent studies in
hostels and budget accommodations at university facilities.
 LITERATURE SURVEY

There are similar patterns of modules used in many hostels and dorms worldwide. Hostel
Management System Software developed and used currently has mainly six modules (i.e):
reservation, accounts, assigning chores inventory, enquiry, visitors tracking modules.
Microbes Hostel system is another software that automates and manages the hostel
facilities. It has some attractive features such as powerful reservation, synchronization of
computers, reception and accounts department, point of sale and reports & statistics.
Loventis booking system is another innovative idea that has the features such as property
management system (PMS), channel manager and booking engine, plug and play. Addition
to this, ,Indocon micro engineers has developed a hostel management software with
attractive features like customizing technology, revenue management, integrated web
reservation engine and interfaces to all booking channel.
 PROPOSED METHODOLOGY

Systems analysis is the process of gathering factual data, comprehending the processes involved,
detecting issues, and making workable recommendations for enhancing the system's functionality. To do
this, you must research the business functions, and entity relationships, obtain operational data and
comprehend the Information flow, identifying bottlenecks, and developing ways to deal with system
flaws are all important for achieving corporate goals. Decoupling of intricate operations that constitute
the entire system as well as data collection and manual process identification are all included in system
analysis.
The design process is an effort toward the establishment of a new structure. The system's precise
implementation is the main emphasis of this phase. Logical model and physical design are the two stages
of system design.
The researcher defines inputs (references), outcomes (destinations), databases (data stores), and
processes (data flow) all in a format that complies with the needs of the user during the logical design
phase. Additionally, the analyst describes user requirements at a level that practically controls the flow
of information between and within the system as well as data resources. As a result, database design and
data flow diagrams are used for logical design. The physical design, or coding, comes after the
intellectual design. By creating the design parameters, which specify to the developers exactly what the
potential system must accomplish, the physical design creates the functional system. The programmers
create the required programs that write the required reports on a physical copy or display them on the
screen, take input from the user, process accepted data as needed through calls, and produce the
appropriate reports

a.) Existing System

Every year, a growing number of students are accepted into higher education institutions. The
infrastructure in these institutions is under a great deal of pressure as a result. The majority of
institutions in the developing world employ traditional manual scheduling techniques for facilities
management work. This approach has several problems, including human error, poor security, redundant
data, management challenges, data update challenges, record-keeping challenges, and data recovery
challenges in the event of a disaster, among others. As a result, the authority overseeing the facilities
must employ efficient optimization techniques and scheduling algorithms to improve the management of
hostel facilities

b.) Software Tool (Programming Language)

Visual Basic (VB) is a 3rd generation event-driven software program and integrated development
\environment (IDE). The generation of Developer tools and objects as well as the agile methodologies
(RAD) of GUI applications utilizing Shared Data Items, Offsite Replication Objects, or ActiveX Data
Objects are all made possible by Visual Basic. Although they differ in functionality, scripting languages
like VBA and VBScript are syntactically identical to Visual Basic. The database management system
Microsoft Office Access, formerly known as Microsoft Access, integrates the underlying relational
Microsoft Jet Database

Engine with a GUI and software-development capabilities. Based on the Jet Database Engine, Microsoft
Access stores information in its format. Additionally, it can immediately import or connect to data held
in other programs and databases.

c.) Modular Design

A system is divided into smaller components (called modules) using the modular design method. These
modules may be independently built and utilized in other systems to power a variety of functionality.
Module for Administrator Login The
administrator has the ability to:
i. Place various students in various hostels.
ii. Remove the student from the dorm.
iii. Ascertain the payment status for the charge.
iv. Change student records and edit student information.

● Module for Student Registration

Information about the pupils is included in this module, including their registration number, names,
DoB, residence, blood type, genotype, mobile number, year, class, room number, guardian name, and
contact information. Details are updated and entered here. ● Timekeeping Module
Details about attendance are kept in this module. As a result, each student's most recent
attendance is kept up to date.
● Space Module
In this module, students are given a room number in the dorm and their personal information is stored
and updated regularly.
● Modules for Mess
Inside this module, the monthly cost of each student's meal expenses in the dorm is calculated,
and the cost of each student's meal is computed and presented

d.) Input Design

The control of input requirements, mistake detection, delay avoidance, avoidance of additional
processes, and process simplification are the main goals of input design. Data on asset types,
depreciation rates, asset transfers,
verification/validation checks, calculations, and report production are required by the system. When an
erroneous input is supplied into the system, the error detection function included in the program helps to
raise a flag.

e.) Process Design

Project development heavily relies on process design. Process design is required to comprehend the
operating technique. For process design, we used a tool called a Data Flow Diagram. The conceptual
model of the flow of data in the system is a data flow diagram. Different symbols are used to draw the
DFD. Each process has a starting point and an ending point. Circles are used to symbolize the process,
squares are utilized to represent the source and destination, and lines are used to show data flow.
 IMPLEMENTATION
The implementation of a Hostel Management System involves several steps to ensure its
successful deployment. The key steps include requirement analysis, system design, development,
testing, deployment, data migration, training, and ongoing maintenance and support.

During the requirement analysis phase, the specific needs of the hostel management system are
identified through discussions with stakeholders. This helps in determining the necessary features
and functionalities of the system.

System design involves creating a detailed plan for the architecture, modules, and database
structure of the system. The technology stack and frameworks required for development are also
determined at this stage.

The development phase focuses on coding the various modules of the hostel management system,
including user interfaces, database integration, and business logic implementation.

Thorough testing is conducted to identify and fix any bugs or functional issues. Unit testing,
integration testing, and system testing ensure that the system functions as intended and meets the
specified requirements.

Once testing is complete, the system is deployed in the production environment. Hardware,
software, and networking infrastructure are installed and configured accordingly.

If data migration is required, data from the old system is transferred to the new hostel
management system while ensuring data integrity.

Comprehensive training is provided to hostel administrators, staff, and residents on how to use the
system effectively. User feedback is gathered, and necessary improvements are made based on
their input.

Maintenance and support activities are established to address any issues or enhancements that may
arise post-implementation. Regular updates are made to incorporate new features, security patches,
and bug fixes.
 CONCLUSION

A consumer computer-based system for managing hostel amenities at colleges is called the Hostel
Accommodation Management System. It is intended to manage, automate, and take care of the
whole processing of the records of students living in a sizable hostel. It can manage information
about inquiries, students, payments, and other things. The created system contains data such as
dormitory info, hostel accommodation information, and hostel accounts information as well as
solutions to manual hostel administration issues. The program delivers dependability,
affordability, and usability. It gives hostels the most versatile and flexible standards management
system option.
 Future Scope

Voice interaction with Large Language Model (LLM) has a bright future and a lot of promise.
Exciting possibilities arise from merging it with Chat-GPT. Voice interaction enables users to
communicate with LLM using speech, exactly like speaking to a human, and provides a more
natural and intuitive conversational experience. Numerous industries, including customer service,
personal help, education, gaming, healthcare, and more could undergo a revolution thanks to this
development. Voice-enabled LLM can improve user experience, create immersive gameplay
experiences, deliver fast information and recommendations, and expedite chores. Furthermore, the
precision and comprehension of voice interactions with LLM will keep improving as voice
recognition and natural language processing technologies evolve. This makes speech interaction
with LLM a crucial part of the platform and opens the door to new applications and use cases.
 REFERENCES
1. http://www.kassoftindia.com/Product/GeniusAcademic/hostelmgt. htm [accessed September 24,
2012]

2. Hampton, David R. 1977. Contemporary Management, McGraw-Hill Series in Management.

3. http://www.educationmanagementsoftware.com [accessed June 15, 2011]

4. http://nptel.iitm.ac.in/courses/Webcoursecontents/IIScBANG/System%20Analysis%20and%2
0Design/pdf/Lec ture_Notes/L Nm5.pdf [accessed June 20, 2012]

5. http://www.bbnisys.com/images/eschool.pdf [accessed October 10, 2012].

6. College Hostel Management Software by Initio (2010).

7. Leventis Booking System by Loventis Systems (2005).

8. Indocon Hostel Management Software by Indocon Micro Engineers Limited

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