INDIAN INSTITUTE OF TECHNOLOGY KANPUR

Internship Report On Conference Hall Booking

Prepared By:

M Yuktika Singh Chauhan

Tanya Agrawal

Program : B.Tech(CSE)

Jaypee University of Engineering And Technology Guna [M.P]

Date of Submission : Alingment theek kr and

Size chota kar
 CERTIFICATE

This is to certify that M Yuktika Singh Chauhan and Tanya Agrawal student of
Jaypee Universty of Engineering and Technology Branch(CSE), has successfully
completed 45 days (From 22 May 2018 To 7 July 2018) Internship Program at
Indian Institute of Technology Kanpur.

I appreciate there work and contribution and wish them all the best for the future
endevours.

Mr. Gopesh Tiwari

(Principal Computer Engineer)

IIT Kanpur
 ACKNOWLEDGEMENT

We have taken efforts in this project. However, it would not have been possible without the
kind support of community members of IIT KANPUR. Would like to extend our sincere thanks to
them.

At the very first we wish to tender our sincere gratitude and deep indebtedness to our
honorable internship supervisor Mr. Gopesh Tiwari, Principal Computer Engineer, Department
of Computer Science (IIT Kanpur) for his valuable advice and guidance. Without his support it
would have been very difficult for us to complete this report.

Signature of Students:-

M Yuktika Singh Chauhan

Tanya Agrawal
 SUMMARY(Last me aati h Starting me sirf
abstract hota h)
Conferences are indispensable events in every organization where people can simply share
Knowledge and information or discuss the important decision. To facilitate those activities

We propose Web Portal, "Conference Hall Booking Portal " using CS6 Dreamweaver6 and
PHPMYADMIN XAMPP SERVER. An efficient and user-friendly system is required for booking the
hall and make the information available to others to check the status of the hall before booking.

The System architecture has been divided into following 2 modules

1) Admin module

2) User module

The proposed solution is Three-Tier architecture that contains user, server, Database. The user
interface is used to book the hall, the server check for conflict and reserve the halls and
database is used to store the reservation details and generate reports.

It is easy to maintain and developed using open source software. The solution is transparent
and easy to use. It is helpful booking conference hall for faculty. It also sends mail to the users
as well as admin when a slot is requested, confirmed or cancelled with all the details of the
Booking. The project is very helpful, transparent and provide conflict-free booking.
 TABLE OF CONTENTS
S.No. TITLE Page Number
1. Introduction 1
1.1 System Perspective 2
1.2 System Features 2
1.3 Users Characteristics 2
1.4 Operating Environment 3
1.5 Design and implementation Constraints 4

2. System Features 3
2.1 Single Login Authentication 3
2.2 Conference Request 3
2.3 Features of Sending Approving and 4
cancelling mail by SMTP
2.5 Web Page Announcements 5

3. External Interface 6
3.1 User Interface 6
3.2 Hardware Interface 6
3.3 Software Interface 6
3.4 Communication Interface 6

4. Non Functional Requirements 7

4.1 Performance Requirements 7
4.2 Software Quality Attributes 9

5. Performance Requirements 10

6. Model 12
6.1 Sequential Model 12
6.2 Use Case Diagram 15
6.3 Class Diagram 16

7. Project Figures 17
7.1 Login Page 18
7.2 Admin page 22
7.3 Email Pages 23

8. Appendix 26
 Abstract

In every organization there is always need of meeting and conference rooms to conduct events.
It is found that there is at least one conference hall in every organization, whether it is an
educational institution or any company. Many different departments have to share this single
conference hall for conducting its event. Hence there is always a possibility of the hall being
booked by two or more departments on the same day. The clash in timing will be known to the
departments only when the day of the event has reached, by that time it will be too late for
alternate arrangement. Hence an efficient and user friendly system is required to reserve the
hall beforehand and make the information available to others to check the status of the hall
before booking.
 CHAPTER-1

INTRODUCTION
The conference Hall Booking web portal allows a user to book conference hall across
departments. It is a Web/Intranet based System, available from any workstation through a
Browser. It is Simple to follow, which has web-based options. It is going to provide flexible
repetitive bookings. Authentication with the existing user database. Ensures that conflicting
entries cannot be entered.

If the user enters the same entry user will get an alert message to change his/her entries.
Multiple authentication levels (read-only, user, admin). The web portal "Conference Hall
Booking Portal ” using the Dreamweaver and PHPMYADMIN XAMPP SERVER. An efficient and
user-friendly system is required to reserve the hall beforehand and make the information
available to others to check the status of the hall before booking. since many people today uses
online booking.

Meetings are indispensable events in every organization where people can simply share
knowledge and information or discuss important decisions. To facilitate those activities, most
researches concentrate on improving scheduling software to help participants select optimal
meeting time or building smart meeting rooms where content are automatically recorded for
future viewing.

It will work inside the IIT Kanpur campus as it is connected to its server so only the registered
id’s will able to log in and perform booking of conference Hall. User login with their id’s and
password and can book their hall. They can also check the previous booking in the system so
they can select their date and time accordingly. And their booking is only confirmed when the
booking is approved by the admin.

After the user book the hall he/she will get a mail that his/her request is pending. A user can
also cancel their booking after cancellation they again get a mail that they cancelled their
booking of the particular date. A user also check their pending request and today’s booking. A
user has to fill the purpose of booking hall otherwise hall can’t be booked.

As we discuss previously that this system is connected with the server of IIT Kanpur campus so
only registered id’s can login. As the id’s are already registered so there is no use of new
registration form and registered id’s can login in their system and only these registered id get
a mail after a booking is confirmed or cancelled by admin.

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1.1 System Perspective
Conference hall booking manages all administrative tasks of a conference. The system is a server-side
web application that uses an external relational database management system as a data tier. Every user
of this system needs only a web browser to use the system and connect to it. The system will be based
on PHP/MYSQL technologies which provide easy and rapid development. This system will be able to host
conference.

1.2 System Features

Mandatory features (conference hall booking provide)

 Single Login Authentication.

 Conference Request.
 Sending Email to Admin and users.
 Features of Approving and cancelling mail by SMTP.
 Web Page Announcements.

1.3 User Characteristics

Conference hall booking system is mainly meant to be used by academic staff. However, the system will
not require any higher technical knowledge and experience with similar applications. Thus it can be used
by general users too.

1.4 Operating Environment

The system will be able to run on every platform where Web Browser exists. Web server should be
reliable. Server uptime is critical around author and reviewer deadlines. Web server and DBMS should
be capable of receiving a number of requests simultaneously. System shall possess these features on a
server.

1.5 Design and implementation Constraints

The system will be an independent system written in PHP/MySQL languages. Its user interface is written
in HTML and CSS. To handle the administration of DBMS we have use PhpMyAdmin. Also, for server side
we used XAMPP, which includes Apache Tomcat Server and mysql . Apache Server is used for
development and maintenance of our HTTP server in Windows.

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 CHAPTER-2

System Features
This system provides different features for different user types. There also exist common features for
every user type. Some of the basic features this system provides and their functional requirements are
described in this section. These features and functional requirements are described in detail to assist the
testers and developers that will provide future extensions.

2.1 Single Login Authentication.

2.1.1: Description:

This function specifies the signing-in process of the system. E-mail and password will be required for the
login process. Only those user can log in the system who already had a registered id’s because our
system is connected to the IIT Kanpur server. Single Login Authentication consists of the following: • E-
mail Field: Users will need to put their e-mail addresses in this field. E-mail address is used for
identification of a user. • Password Field: Users will need to put their passwords in this field.

2.2.2 Functional Requirements:

REQ:1- Server should check if the e-mail and password entered by the user are valid or not.

2.2 Conference Request:

2.2 : Description:

Description In order to request a conference, a user should click “submit button” link on his/her
homepage. After the required fields are filled and a booking is requested, the booking is created and
displays on the user’s homepage. This feature handles the process by asking event information.

Conference Request consists of the following:

Required Information: Following information is requested by this feature:

1. Reference no. 2. Selected Date 3. Booking Date 4. Time slot 5. Purpose of booking
2. Send Request: User will send his/her request to the server by clicking “Request ” button after
filling in the required fields. Mail send to the Admin and login user after confirm the request.

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2.3: Features of Sending Approving and cancelling mail by using SMTP protocol
This feature will include sending mails to all users of a conference about their booking dates and
conference details. This process will be done by emails periodically sent to users. Conference
administrator will be able to manage approval and canceling of mail. Hence in both cases mail will be
send to the user as well Admin. This can be done by using SMTP protocol. Almost all of our online
activity is made possible through the help of protocols—the special networking-software rules and
guidelines that allow our computer to link up to networks everywhere so you can shop, read news, send
email and more. (our IP address, which stands for Internet Protocol, is just one of many.) The protocols
are vital to your networking activity and, fortunately for you, you don't need to manage, install or even
think about them. They're built in to the networking software on your computers. Thank goodness for
advanced technology and IT geniuses! Still, every once in a while, we may find ourself having to learn
about a protocol— such as your IP address. That's the case with a term that affects every email we've
ever sent out in your entire life—Simple Mail Transfer Protocol, or SMTP. Without it, our emails would
go nowhere.

 What is SMTP?
SMTP is part of the application layer of the TCP/IP protocol. Using a process called "store and forward,"
SMTP moves our email on and across networks. It works closely with something called the Mail Transfer
Agent (MTA) to send our communication to the right computer and email inbox. SMTP spells out and
directs how our email moves from our computer's MTA to an MTA on another computer, and even
several computers. Using that "store and forward" feature mentioned before, the message can move in
steps from our computer to its destination. At each step, Simple Mail Transfer Protocol is doing its job.
Lucky for us, this all takes place behind the scenes, and we don't need to understand or operate SMTP.

 SMTP at work.
SMTP provides a set of codes that simplify the communication of email messages between email servers
(the network computer that handles email coming to you and going out). It's a kind of shorthand that
allows a server to break up different parts of a message into categories the other server can understand.
When we send a message out, it's turned into strings of text that are separated by the code words (or
numbers) that identify the purpose of each section. SMTP provides those codes, and email server
software is designed to understand what they mean. As each message travels towards its destination, it
sometimes passes through a number of computers as well as their individual MTAs. As it does, it's briefly
stored before it moves on to the next computer in the path. Think of it as a letter going through
different hands as it winds its way to the right mailbox.

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2.5: Web Page Announcement (Serial no 2.4 is missing!!)
2.5.1. Description: This is the process which will announce all the updates and details about conference
Hall. Conference administrators will be able to make announcements for their conferences. Web Page
Announcements consist of the following:

Booking Page:

A user will be able to view all conferences booking that he/she is participating in this page.

 Booking Details Page:

A user can check their all booking details in this page.

2.5.2. Functional Requirements

REQ-01: Some of the updates will be automatically viewed as the user selected their date of booking
this system show the booking details of that date with time.

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 CHAPTER-3

EXTERNAL INETERFACE REQUIREMENTS

3.1 User Interface:

User Interfaces will be provided through a web browser as a web site. Thus the user interface will be
constrained by the web browser capabilities.

3.2: Software Interface:

System will be provided through a web browser, and it will be compatible with most of the widely used
ones, if not all. Thus it will be independent from the operating system of the computer on which it runs.

3.3 Communication Interface:

Communications Interfaces It is a web application, so constant network communication will be needed
to be able to use the system.

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 CHAPTER-4

NON FUNCTIONAL REQUIREMENTS

Non-functional Requirements describe quality measures by which a software product must abide. In this
section, several non-functional requirements are presented. These requirements cover the performance,
reliability, availability and maintainability of The Conference Management Portal.

4.1: Performance Requirements:

Performance of the system depends on the response time and the speed of the data submission. The
response time of the system is direct and the application is considered real-time. System should have a
fast response time, which depends on the efficiency of implemented algorithm. The first version of the
system will have a limited file submission speed; that is why there will be no need for large network.
However, it may grow up depending on the increase in usage.

4.2: Software Quality Attributes:

The system will have a simple and user friendly graphical interface. Users will be able to understand and
use all the features of the website easily. Any action will be performed with just a few clicks.

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 CHAPTER -5

PERFORMANCE REQUIREMENTS
Performance is defined as the responsiveness. Conference Hall Booking Portal should manage the user
load and response time. Loading of static pages of the web portal should not take much time and page
should be rendered immediately within few seconds. It will take less time (in seconds) for database
access/update transactions as well. However, for report generation and query retrieval it may take
sufficiently more time depending on data volume and complexity of queries.

The response time for average network connectivity speed should be as follows:

 90% of the responses for static web pages should be within 2 seconds.

 5-10 second: For user operation on data (for e.g .sending mail)

 1 minute – Unacceptable response time It is essential that the performance of the portal must not
deteriorate with increase in volume of data or number of end users. The proposed architecture should
take care of the application level performance requirement by load balancing and caching technique.
Size of pages should be such that even on low bandwidth internet connections response time should be
satisfactory. The enterprise level performance should be taken care of by restricting the number of users
to consume various services by defining an access control mechanism. However, regular performance
tuning initiatives like purging and archiving of data are to be adopted to ensure optimum performance.

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 CHAPTER – 6

FIGURES(Approach Used)

6.1 Sequential Approach

Waterfall approach was first SDLC Model to be used widely in Software Engineering to ensure success of
the project. In "The Waterfall" approach, the whole process of software development is divided into
separate phases. In this Waterfall model, typically, the outcome of one phase acts as the input for the
next phase sequentially.

Fig.1.1

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6.2 Use Case Diagram:
A use case diagram is a graphic depiction of the interactions among the elements of a system. A use case
is a methodology used in system analysis to identify, clarify, and organize system requirements. In this
context, the term "system" refers to something being developed or operated, such as a mail-order
product sales and service WEb site. Use case diagrams are employed in Uml (Unified Modeling
Language), a standard notation for the modeling of real-world objects and systems. System objectives
can include planning overall requirements, validating a hardware design, testing and debugging a
software product under development, creating an online help reference, or performing a consumer-
service-oriented task. For example, use cases in a product sales environment would include item
ordering, catalog updating, payment processing, and customer relations. A use case diagram contains
four components.

 The boundary, which defines the system of interest in relation to the world around it.

 The actors, usually individuals involved with the system defined according to their roles.

 The use cases, which are the specific roles played by the actors within and around the system.

 The relationships between and among the actors and the use cases.

enquriy (from use case) user (from actor) login (from use case) add details (from use case) admin (from
actor) view details (from use case).

Fig.1.2

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6.3 Class Diagram:
A class diagram is an illustration of the relationships and source code dependencies among classes in the
Unified Modeling Language (UML). In this context, a class defines the methods and variables in an object,
which is a specific entity in a program or the unit of code representing that entity. Class diagrams are
useful in all forms of object-oriented programming (OOP). The concept is several years old but has been
refined as OOP modeling paradigms have evolved. In a class diagram, the classes are arranged in groups
that share common characteristics. A class diagram resembles a flowchart in which classes are portrayed
as boxes, each box having three rectangles inside. The top rectangle contains the name of the class; the
middle rectangle contains the attributes of the class; the lower rectangle contains the methods, also
called operations, of the class. Lines, which may have arrows at one or both ends, connect the boxes.
These lines define the relationships, also called associations, between the classes.

Fig.1.3

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 Chapter-7
Project Figures
7.1 Login Page:

Fig.1.4

User Login Page: (Highlight & Bold)

Description:

In this page first user enter their email id and password to login. This page is
connected to IIT Kanpur server so only registered id’s can login. After login with
their id’s user redirected to the next page.

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7.1.1 Mainpage:

Fig.1.5

Description:

After login with their id’s user redirected to the main page in which they can
check their pending request, Approved Request, Today’s Booking. They can also
log out of the page. A calendar is displayed in which user has to select a date .

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 Fig.1.6

Description:

After choosing the date user click the submit button to confirm the selected date
as they click the submit button user is redirected to the next page. In which user
have to Select a Time slot and fill the purpose of booking field. On the same page,
they can check the details of the previous booking of the same date they selected.

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 Fig.1.7

And user click the submit button and move to the next page.

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7.1.2 Booking Details

Fig.1.8

Description:

In this page, a user can check their details of booking he/she made. In this portal
user can cancel their booking anytime, when a user click the request button two
requests are made, one request go to the user and another one to the admin in
the form of mail. Only admin can approve or cancel user booking.

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7.1.3 Admin Login Page

Fig.1.9

Description:

Admin has a unique id and password. In this page, admin can login with his/her
id and password. There is also a link for instruction that gives the information
about the portal and how to use this portal. As the admin click to the login
button he gets redirected to the next page.

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7.1.4 Request Page

Fig.1.9

Description:

In this page admin check the pending request coming from the users, admin can
approve or cancel the booking of the user. As the admin approve or cancel the
booking of the user. They both get the email of Pending, Approving and
Cancelling of booking with all booking details.

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7.2 Emails Page: (Size Difference)

User Pending Request Mail:

Fig.1.10
User Approved mail:

Fig .1.11

19
User Cancel Mail:

Fig.1.12

Admin Pending Request Mail

Fig.1.12
Admin gets a mail when a request is made by the user.

Admin Approved Mail

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 Fig.1.13
An approval mail is sent to the admin

Admin Cancelled Mail

Fig.1.14
Admin gets a mail of booking cancelled by him/her.

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7.1.6 Pending Request Page:

Fig.1.15

Description:

In this page, admin checks the pending requests that the user requested.

In this admin can approve or cancel the booking of the user.

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7.1.7 Confirmed Booking

Page

Fig.1.16

Description: (Remove bold)

In this page admin check can the confirmed booking.

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 Conclusion
Seeing large number of conferences being organized by organizations nowadays, the system
can be very helpful in various institutions. The system provides rich support to the Program
Committee chairs for managing the conference workflow including customization of conference
properties e.g., multiple tracks, deadlines, author submission and reviewer forms, double-blind
reviewing, allowing authors to mark conflicts of interest with reviewers, use of external
reviewers and meta reviewers. The system also provides filtering, sorting and aggregation
functionality as well as emailing capability to authors and reviewers that makes it easy to
handle conferences with a large number of reviewers and submissions. In the last few years,
Conference Hall has been used for workshops, and various other programs.

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 CHAPTER - 8

APPENDIX
8.1: Appendix: Glossary:
 PHP (Personal Home Page / Hypertext Preprocessor) is an open source general-purpose server-side
scripting language originally designed for Web development to produce dynamic Web pages.

 MySQL (My Structured Query Language) is the world's most used open source relational database
management system(RDBMS) as of 2008 that runs as a server providing multi-user access to a number
of databases.

 CSS (Cascading Style Sheets) is a style sheet language used for describing the presentation semantics
(the look and formatting) of a document written in a markup language.

 HTML (HyperTextMarkup Language) is the main markup language for displaying web pages and other
information that can be displayed in a web browser.

 XAMPP is a free and open source cross-platform web server solution stack package, consisting mainly
of the Apache HTTP Server, MySQL database, and interpreters for scripts written in the PHP and Perl
programming languages.

 The Apache HTTP Server, commonly referred to as Apache, is a web server software notable for
playing a key role in the initial growth of the World Wide Web.

 PhpMyAdmin is a free and open source tool written in PHP intended to handle the administration of
MySQL with the use of a Web browser.

 CHBS (Conference Hall Booking System): is web-based software that supports the organization of
conferences.

 DBMS (Database Management System): is a set of programs that enables you to store, modify, and
extract information from a database, it also provides users with tools to add, delete, access, modify, and
analyze data stored in one location.

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8.2.1 Software: (Remove Bold)

Required Recommended

XAMPP server HTTP Apache HTTP

PHP 5.2 5.2

MYSQL 5.1 5.5+

8.2.2 Hardware:

This hardware configurations are of system we have worked on.

Components configurations

Server 2GHZ Dual-Core

Operating System 64 bit

Memory (RAM) 4GB

Hard Drive 120 GB

8.2 System Requirements:

The following is an overview on the software and hardware requirements for a successful completion of
the project .

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