Title of the Project

Hostel Management System

Introduction
This system is designed in favor of the hostel
management which helps them to save the records
of the students about their rooms and other things. It
helps them from 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 the those ones who had left the hostel three
years before.
We design this system on the request of the hostel
management, through this they cannot require so
efficient person to handle and calculate the things.
This system automatically calculates all the bills and
issued the notifications for those students who are
against some rules.

Content of the Project

Project statement
The hostel management needs to create the
hostel management system (HMS) to organize the
rooms, mess, students record and the other
information about the students. how many students
can live in a room, and the students of the hostel can
be recognized from their ID number.

 Descriptions
This software product the hostel management to
improve their services for all the students of the
hostel. This also reduce the manual work of the
persons in admin panel and the bundle of registers
that were search when to find the information of a
previous student, because through this system you
can store the data of those students who had leaved
the hostel three years ago.
Through this you can check the personal profile
of all the current students within few minutes the
data base of the system will help you to check a
particular one.
The system will help you to check the mess bills
of every student and the students hostel dues. The
students of the hostel will be recognized from the ID
number allocated at the room rental time. In the last
this system will improve the management work in
the hostel.
Objectives
Stake
Holder
Student

Objective

The student can store his or her

information
Administrat The warden can see the data of
ive
students
Process flow

There are four types of flow

Registration flow :
To take the membership of the hostel the students
should tell the departments name to the hostel
management system. He/she should fill his/her
personal profile on the profile page. After this the
warden issued ID # to him/her. So that the student
can accessed by his/her ID # in case of any problem
or other thing.
Mess Flow :
When a student will use the mess using his/her ID
card at mess. A student can take only 2 messes at a
time.
At the end of the month the hard copy of mess
details issued to the students
room, which shows the detailed of his/her messes
and all the dues of the mess .
The student should pay the dues within 10 days after
the issued of mess bill.
In case of not paying dues the warning letter is
issued against the student.
Room process flow :
A room will be allocated when a student is registered
in the hostel. The
allocation will be on the basis of the department,
semester and the session of
the student. A room is only for the two students.

The dues of the hostel is only for 1 semester and

after the end of the semester the student should pay
the next semesters dues. The student will pay the
dues within 10 days after next semester.
In case of not paying the dues of the hostel at the
announced date a warning is send to the student.
In case of the unavailability of a room the students
will be entered in a waiting list when the room will be
free the student will be told by the management of
the hostel.
Database flow :
When the new student is arrived then the
administrator easily enter a new
entry in the database of the system. All the
information about mess and other
facilities is updated easily. This database should save
the record of all the
current users and the 3 years old students.

Project Category
RDBMS

Tools, platforms / Hardware and

Software Requirements
Language to be used
VB.NET

Specific Requirements
External Interface Requirements
User Interface
VB.Net is the successor of the Visual
Basic 6 programming language. VB.Net has
brought
about
a
great
number
of
architectural changes in the Visual Basic
language that are not backward compatible.
A number of core elements and concepts in
VB6 have been modified or removed. A great
many new features have been added to the
VB.Net language. It will be right to say that
VB.Net will change the way Visual Basic
programmers perceive their development.
VB.Net has gained some credibility among
serious programmers. Visual Basic has
gained
much
favor
amongst
many
developers. Currently, there are more VB
programmers in the world than there are for
any other programming language and there
is more application development done in VB
than in any other programming language.
Hardware Interface
1)40 GB hard disk
2)256 MB RAM
3 Peripheral devices
Software Interface
The software is developed with all the
basic controls and class provided in

VB.net .Windows XP or above installed on

the system. Application Package must be
installed.
Communication Interface
Windows Forms
Security
This system is provided with authentication
without which no user can pass. So only the
legitimate users are allowed to use the
application. If the legitimate users share the
authentication information then the system
is open to outsiders.
Maintainability
There will be no maintenance required for
the software. The database is provided by
the end-user and therefore is maintained by
this user.
Portability
The system is not portable as it is a
standalone application running on single
system with no shared database.

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.

Data Flow Diagram

A Data Flow Diagram (DFD) is a graphical

representation of the "flow" of data through an
Information 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 contextlevel 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

Flow

Testing
INTRODUCTION
Testing is the process of running a system with the
intention of finding errors. Testing enhances the
integrity of a system by detecting deviations in
design and errors in the system. Testing aims at
detecting error-prone areas. This helps in the
prevention of errors in a system. Testing also adds
value to the product by conforming to the user
requirements.
The main purpose of testing is to detect errors and
error-prone areas in a system. Testing must be
thorough and well-planned. A partially tested system

is as bad as an untested system. And the price of an

untested and under-tested system is high.
The implementation is the final and important phase.
It involves user-training, system testing in order to
ensure successful running of the proposed system.
The user tests the system and changes are made
according to their needs. The testing involves the
testing of the developed system using various kinds
of data. While testing, errors are noted and
correctness is the mode.
OBJECTIVES OF TESTING:
The objectives of testing are:
Testing is a process of executing a program with the
intent of finding errors.
A Successful test case is one that uncovers an asyet-undiscovered error.
System testing is a stage of implementation, which is
aimed at ensuring that the system works accurately
and efficiently as per the user need, before the live
operation commences. As stated before, testing is
vital to the success of a system. System testing
makes a logical assumption that if all parts of the as
system are correct, the goal will be successfully
achieved. A series of tests are performed before the
system is ready oft the user acceptance test.
TESTING METHODS
System testing is the stage of implementation. This is
to check whether the system works accurately and
efficiently before live operation commences. Testing
is vital to the success of the system. The candidate

system is subject to a variety of tests: on line

response, volume, stress, recovery, security and
usability tests. A series of tests are performed for the
proposed system is ready for user acceptance
testing.
The Testing Steps are:
Unit Testing
Unit testing focuses efforts on the smallest unit of
software design. This is known as module testing.
The modules are tested separately. The test is carried
out during programming stage itself. In this step,
each module is found to be working satisfactory as
regards to the expected output from the module.
Integration Testing
Data can be lost across an interface. One module can
have an adverse effect on another, sub functions,
when combined, may not be linked in desired
manner in major functions. Integration testing is a
systematic approach for constructing the program
structure, while at the same time conducting test to
uncover errors associated within the interface. The
objective is to take unit tested modules and builds
program structure. All the modules are combined and
tested as a whole.
Validation
At the culmination of the integration testing,
Software is completely assembled as a package.
Interfacing errors have been uncovered and
corrected and a final series of software test begin in
validation testing. Validation testing can be defined

in many ways, but a simple definition is that the

validation succeeds when the software functions in a
manner that is expected by the customer. After
validation test has been conducted, one of the three
possible conditions exists.
The function or performance characteristics confirm
to specification and are accepted.
A deviation from specification is uncovered and a
deficiency lists is created.
Proposed system under consideration has been
tested by using validation test and found to be
working satisfactory.
Output Testing
After performing the validation testing, the next step
is output testing of the proposed system, since no
system could be useful if it does not produce the
required output in a specific format. The output
format on the screen is found to be correct, The
format was designed in the system design time
according to the user needs. For the hard copy also;
the output comes as per the specified requirements
by the user. Hence output testing did not result in
any correction for the system.
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 the user acceptance by
constantly keeping in touch with the prospective
system users at the time of developing and making
changes whenever required.

This is done in regard to the following point:

Input Screen Design
Output Screen Design
Online message to guide the user
Format of reports and other outputs.

Benefits and and the scope of the

Project
The proposed system for HOSTEL
MANAGEMENT SYSTEM is computerized. Today is the
era of computers. This software project solves all the
problems discussed above in the present system.
The main objective of developing this project is to
save time and money. The proposed system provides
the following features on different tasks.
All the details related to a hosteller could be find
in one place like the admission details, fees
details, room details , attendance ,mess details,
stipend details etc.
Will make the monitoring of student moment and
stock details easy.
The same application could be used by both the
account section and the hostel management for
their specific needs and purposes.

Limitation
Hostel Management System is very user friendly
application but its not portable Application.

Future Scope and Future

Enhancement of the Project
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. In this system its
possible to categorize room rent for middle class
students and poor students. Some poor students are
given a particular concession for the entire year.

Conclusion
Hostel Management System is a Customize and
user-friendly software for Hostel. It has been
designed to automate, manage and look after the
over-all 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.

Bibliography
1. Pro VB 2008 and the .NET 3.5 Platform by
Andrew Troelsen (Author)
2. Beginning SQL Server 2008 for Developers:
From Novice to Professional by Robin
Dewson (Author)