HOSTEL MANAGEMENT SYSTEM

Summer Internship-1 Report

Submitted

In partial fulfillment of the requirements for the award of the diploma

DIPLOMA
In
COMPUTER SCIENCE & ENGINEERING

By

B. Manikanta (221FE04030)

Under the Guidance of

Mr. A.Suresh Babu
Assistant Professor
DCSE
 DIRECTORATE OF POLYTECHNIC EDUCATION

CERTIFICATE

This is to certify that the report entitled “PROJECT REPORT ON HOSTEL

MANAGEMENT SYSTEM” is submitted by “B.Manikanta (221FE04030),” in the

partial fulfillment of Summer Internship-I work carried out in the Directorate of Polytechnic
Education, VFSTR Deemed to be University.

Mr. A.Suresh Babu External Examiner Dr. S.K.Satpathy

Assistant Professor Director
VFSTR

i
 DECLARATION

We hereby declare that the project entitled "Hostel Management System “submitted for the
Directorate of Polytechnic Education. This report is our original work and the project has
not formed the basis for the award of any degree / Diploma or any other similar titles.

By

B.Manikanta (221FE04030)

ii
 ACKNOWLEDGEMENT

This summer Internship-I program is a golden opportunity for learning and self-development.
Consider ourselves very lucky and honored to have so many wonderful people lead us through in
the completion of this summer internship.

We extend our sincere appreciation to the Project Guide Mr. A.Suresh Babu, for granting us
permission to undertake the Program and for his continuous support and cooperationthroughout
the duration of our summer Internship-I.

We express our gratitude to the Project Coordinator Mr. A.Suresh Babu, for permitting us to
undertake the Program and for the help and cooperation throughout the course of our summer
Internship-I.

It is a great pleasure for us to express our sincere thanks Dr.S.K.Satpathy, Director, Directorate of
Polytechnic Education of VFSTR Deemed to be a university, for providing us with an opportunity
to do our summer Internship-I.

We extend our wholehearted gratitude to all our faculty members, programmers, and technicians
of the Directorate of Polytechnic Education who helped using our academics throughout the
Summer Internship-I.

Finally, we wish to express thanks to our family members for the love and affection overseas and
cheerful depositions, which are vital for sustaining the effort required forcompleting this work.
With Sincere regards,
B.Manikanta (221FE04030)

iii
 ABSTRACT

For past few years onwards the educational institutions are increasing rapidly, So the hostels also increasing
automatically. It will bring a lot of strain on the people the person who will manage the activities of the
hostel, because they store and manage the data manually. So this particular project will deal with all these
problems which occurs when carried manually. It makes easy to do the activities in the hostel in a proper
manner. Up to now there is no extendible software availability for this process. The existing system of The College
Hostel is run manually by entering data in books and keeping track of all the data in the books. Adding, searching is
quite difficult if it is it the form of long books. So this software is well required for the Hostel Management
Information System.

This Project “HOSTEL MANAGEMENT SYSTEM” targeted for the College Hostel. Integrates the transaction
management of the Hostel for better control and timely response. This eliminates time delay and paper
transactions being marked. The warden is provided with a better control over the transactions like adding
the details of new students in the hostel, modifying the details of the students, deleting the students, viewing the
student details in the Hostel. This project’s main motto is to reduce the effort of Wardens and provide better service
to the students.

4
 CONTENTS
TITLE PAGENO

CERTIFICATE ii
DECLARATION iii
ACKNOWLEDGEMENT iv
ABSTRACT v
LIST OF FIGURES vi
LIST OF TABLES vii

1. INTRODUCTION
1.1 Introduction of the project 8
1.2 Prevalence and Impact 9
1.3 Introduction to Database 10

2. Requirements
2.1 Software Requirements 13
2.2 Hardware Requirements 13

3. Proposed System 15
3.1 E-R Diagram 17
3.2 Diagrams 18
3.2.1 Class Diagram 19
3.2.2 Use case diagram 20
3.2.3 Table commands 21

4. Implementation
4.1 Tables 26
4.2 Queries 28

5. Testing 32

6. Results 36
6.1 Screen shots 36
38
7. Conclusion
8. Future Scope 40
41
9. References
5
 List of Figures

3.1 E-R Diagram 17

3.2 Class Diagram 18
3.3 Use Case Diagram 19
3.3.1 Admin Diagram 19
3.3.2 User Diagram 19

6
 List of Tables

4.1 Tables 26

7
Chapter-1 INTRODUCTION

8
1.1 Introduction to the Project:

The Vignan University’s Hostel Management System (HMS) is a

streamlined software solution designed to automate and optimize key hostel
registration, room allocation, and fee management to attendance tracking and
communication tools, the HMS provides a centralized platform. Its core
objectives include improving operational efficiency, minimizing errors, and
enhancing the overall hostel experience for administrators and residents. This
system integrates various features to create a cohesive and data-driven
approach to hostel management.

1.2 Prelavance and Impact:

University’s Hostel Management System (HMS) have become increasingly

prelevant in educational institutions worldwide. These systems, encompassing
features like Room Allocating, managing the students and real-time updates,
aim to enhance hostel efficiency and service quality. Implementing HMS in
universities has demonstrated several benefits, including improved resource
utilization, cost savings, enhanced safety measures and data-driven decision
making. Challenges such as implementation costs, integration complexities,
and ensuring user adoption need careful consideration. Despite these
challenges, HMS contributes a more streamlined software and efficient hostel
management infrastructure within the universities, positively impacting both
operational efficiency and the overall experience of the admins.

1.3 Introduction to DataBase:

➢ A database is an organized collection of data, so that it can be
easily accessed and managed.

9
 ➢ 1.3.1 Types of Database Languages

DBMS Languages

DDL DML DCL TCL

1. Data Defination Language(DDL) :

DDL is used to create the skeleton of the database and its
Tables and there are total 5 commands in DDL.

• Create: It is used to create objects in the database.

• Alter: It is used to alter the structure of the database.

• Drop: It is used to delete objects from the database.

• Truncate: It is used to remove all records from a table.

• Rename: It is used to rename an object.

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2.Data Manipulation Language (DML):
DML stands for the Data Manipulation Language. It is used to
access and manipulate the data in the records of tables. There are 5 commands
in the DML.
o Select: It is used to retrieve data from a database.

o Insert: It is used to insert data into a table.

o Update: It is used to update existing data within a table.

o Delete: It is used to delete all records from a table.

o Merge: It performs UPSERT operation, i.e., insert or update

operations.

3.Data Control Language(DCL):

DCL stands for the Data Control Language. It is used to

control the data among the users. There are 2 commands in the DCL.
o Grant: It is used to give user access privileges to a database.

o Revoke: It is used to take back permissions from the user.There

are the following operations which have the authorization of
Revoke:
(CONNECT, INSERT, USAGE, EXECUTE, DELETE,
UPDATE and SELECT)

11
4. Transaction Control Language (TCL)

➢ TCL is used to run the changes made by the DML statement. TCL can be
grouped into a logical transaction. There are 2 commands.

▪ Commit: It is used to save the transaction on the database.

▪ Rollback: It is used to restore the database to original since the last
Commit.

12
Chapter-2 REQUIREMENTS

13
2.1 Software Requirements
▪ Windows 10 pro
➢ Technology Used: -
▪ Notepad.
▪ Front End: - Bootstrap.
▪ Back End: - mysql, XAMPP.

2.2 Hardware Requirements

To run the project system needs to have following minimum hardware
▪ Monitor, keyboard, Mouse, printer, scanner.
➢ configuration: -
▪ RAM: - 8GB
▪ ROM: - 256GB.
▪ Processor: - intel i5 core

14
Chapter-3 PROPOSED SYSTEM

15
 3.Proposed System
We proposed a Database Project to the Hostel to rectify the previous system’s
disadvantages. This proposed system consists of all the data from hostel. The
advantage of this system is we can delete the unwanted data of students. Here is
the facility to find rooms, blocks, individual profile of the student. Online
updating and changes is possible. The application is made of frontend and
backend languages.
➢ By developing the system, we can attain the following facilities: -
▪ Easy to handle and useful.
▪ Easy to operate.
▪ Cost reduction.
▪ Fast and Efficiently
The system is very simple and easy to use. This allows low powered system
resources and the system will work in almost all configurations. It has got
following features:
▪ It will ensure data accuracy.
▪ Records will be efficiently maintained by DBMS.
▪ Availability of bus route can be enquired easily.
▪ Minimum time needed for the various processing.
▪ It will provide better service.
▪ It can provide daily bases updating of bus on route.
▪ It can provide all the info about the students, wardens, rooms, block.
Stated that system design is to create a technical solution that satisfies the
functional requirement for the system. At this point in the project life cycle there
should be a Function specification, written primarily in business terminology
containing a complete description of the operational needs of the various
organizational entities that will use the system. The challenge is to translate all
of this information into Technical Specifications that accurately describe the
design of the system, and that can be used as input system construction.

16
ADVANTAGES OF PROPOSED SYSTEM:

➢ Apart from reduction in storage costs data outsourcing to the cloud also
helps in reducing the maintenance.
➢ Avoiding the local storage of data.
➢ By reducing the costs of storage, maintenance and personnel.
➢ It reduces the chance of losing data by hardware failures.

17
Figure 3.1 E-R Diagram

18
Figure 3.2.1 Class Diagram

19
 Figure 3.2.2 Use Case Diagram Of Admin

Figure

3.2.2 Use Case Diagram Of User

3.2.3

20
TABLE COMMANDS

Comand-1 :
Show existing databases –
Let’s consider the existing database like information_schema, mysql, performance_schema, sakila,
student, sys, and world. And if you want to show the exiting database then we will use the show
database query as follows.
Syntax :-
SHOW DATABASES;
Output :
Existing database Name

information_schema

mysql

performance_schema

sakila

student

lms

world

21
Comand-2:
Drop a database–
Suppose we want to drop the database namely student.
Syntax:-
DROP DATABASE student;
SHOW DATABASES;

Database Name

information_schema

mysql

performance_schema

sakila

lms

world

Comand-3:
Create
Suppose we want to create a database namely a bank.
Syntax:-
CREATE DATABASE bank;
SHOW DATABASES;

Database Name

bank

information_schema

mysql

performance_schema

sakila

lms

22
 Database Name

world

Comand-4:
Using a database
Syntax:
USE lms;

Comand-5:
Create
Here data type may be varchar, integer, date, etc.
Syntax:
CREATE TABLE table_name (
column1 datatype,
column2 datatype,
....
);
Example:
CREATE TABLE student (
sid int,
sname varchar(55),
address varchar(55),
Email varchar(150),
DOB date
);
Comand-6:
Show tables in the same database:
Syntax:
SHOW TABLES;
Comand-7:
Dropping a Table:
Syntax:
DROP TABLE table_name;
Comand-8:
Inserting values into an existing table:
Syntax:

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INSERT INTO Employee
VALUES(02561,'Sai','manager','[email protected]','1998-66-27');
Comand-9:
Fetching values in a table –
Syntax:-
SELECT * FROM Employee;

Comand-10:
Not.Null–
We can specify which column does not accept the null value when we insert a value(row) in a table. It
will be done at the time of table creation.
Syntax:-
CREATE TABLE table_name (
column1 datatype NOT NULL,
column2 datatype,
....
);
Comand-11:
Unique–
We can also specify that entries in a particular column should be unique.
Syntax:
CREATE TABLE table_name (
column1 datatype UNIQUE,
column2 datatype,
....
);
Example:
CREATE TABLE student
(
SID int NOT NULL UNIQUE,
FirstName varchar(55),
LastName varchar(55)
);
Comand-12:

24
GROUP.BY:
This keyword is used for grouping the results.
Example:
SELECT COUNT(AType) FROM Account GROUP BY AType;
Output :

AType count(AType)

savings 2

current 2

Comand-13:
WHERE.CLAUSE:
This clause is used for filtering our data.
Syntax:
SELECT column1, column2, ...
FROM table_name
WHERE condition;
Example:
SELEC sno,age FROM student WHERE age>=10;
Output :

sno age

102 12

106 14

114 10

Comand-14:
HAVING.CLAUSE:
This is required as the WHERE clause does not support aggregate functions such as count, min, max,
avg, sum, and so on.
Syntax:
SELECT column1, column2, ...
FROM table_name
25
HAVING condition;
Example:
SELECT sno,marks FROM student HAVING marks=30;
Output:
sno marks

105 30

26
Chapter-4 IMPLEMENTATION

27
4.1Tables

Table-

28
Table-2

Table-3

Table-4

29
4.1 Queries:
Query 1:
Syntax: -
select * from student
WHERE sno<=605;

Query 2:
Syntax: -
select * from student
WHERE nationality = "Sudan";

30
Query 3:
Syntax:-
select * from room
WHERE roomType = "ac";

Query 4:
Syntax:
select * from
maintenance
WHERE date =
"12- 10-23";

Query 5:
Syntax:
select * from student
WHERE sNo = 2007;

31
Chapter-5 TESTING

32
 5.Testing

System testing of software or hardware is testing conducted on a complete, integrated system

to evaluate the system's compliance with its specified requirements. System testing falls
within the scope of black box testing, and as such, should require no knowledge of the inner
design of the code or logic. As a rule, system testing takes, as its input, all of the "integrated"
software components that have passed integration testing and also the software system itself
integrated with any applicable hardware system(s). The purpose of integration testing is to
detect any inconsistencies between the software units that are integrated together (called
assemblages) or between any of the assemblages and the hardware. System testing is a more
limited type of testing; it seeks to detect defects both within the "inter-assemblages" and also
within the system as a whole.

5.1 UNIT TESTING

In computer programming, unit testing is a software testing method by which individual

units of source code, sets of one or more computer program modules together with
associated control data, usage procedures, and operating procedures, are tested to determine
whether they are fit for use. Intuitively, one can view a unit as the smallest testable part of
an application. In procedural programming, a unit could be an entire module, but it is more
commonly an individual function or procedure. In object-oriented programming, a unit is
often an entire interface, such as a class, but could be an individual method. Unit tests are
short code fragments created by programmers or occasionally by white box testers during
the development process. It forms the basis for component testing.

Ideally, each test case is independent from the others. Substitutes such as method stubs,
mock objects, fakes, and test harnesses can be used to assist testing a module in isolation.
Unit tests are typically written and run by software developers to ensure that code meets its
design and behaves as intended.

The goal of unit testing is to isolate each part of the program and show that the individual
parts are correct. A unit test provides a strict, written contract that the piece of code must
satisfy

5.2 INTEGRATION TESTING

Integration testing (sometimes called integration and testing, abbreviated I&T) is the
phase in software testing in which individual software modules are combined and tested as
a group. It occurs after unit testing and before validation testing. Integration testing takes
as its input modules that have been unit tested, groups them in larger aggregates, applies
33
tests defined in an integration test plan to those aggregates, and delivers as its output the
integrated system ready for system testing.
The purpose of integration testing is to verify functional, performance, and reliability
requirements placed on major design items. These "design items", i.e. assemblages (or
groups of units), are exercised through their interfaces using black box testing, success and
error cases being simulated via appropriate parameter and data inputs. Simulated usage of
shared data areas and inter-process communication is tested and individual subsystems are
exercised through their input interface. Test cases are constructed to test whether all the
components within assemblages interact correctly, for example across procedure calls or
process activations, and this is done after testing individual modules, i.e. unit testing. The
overall idea is a "building block" approach, in which verified assemblages are added to a v
verified base which is then used to support the integration testing of further assemblages.
5.3 VALIDATION TESTING
• Determining if the system complies with the requirements and performs functions for
which it is intended and meets the organization’s goals and user needs.
• Validation is done at the end of the development process and takes place after
verifications are completed.
• It answers the question like: Am I building the right product?
• Am I accessing the right data (in terms of the data required to satisfy the
requirement).
• It is a High level activity.
• Performed after a work product is produced against established criteria
ensuring that the product integrates correctly into the environment.
• Determination of correctness of the final software product by a development project with
respect to the user needs and requirements.
A product can pass while verification, as it is done on the paper and no running or functional application
is required. But, when same points which were verified on the paper is actually developed then the
running application or product can fail while validation. This may happen because when a product or
application is build as per the specification but these specifications are not up to the mark hence they fail
to address the user requirements.

Advantages of Validation

• During verification if some defects are missed then during validation process it can
be caught as failures.
• If during verification some specification is misunderstood and development had
happened, then during validation process while executing that functionality the
difference between the actual result and expected result can be understood.
• Validation is done during testing like feature testing, integration testing, system
testing, load testing, compatibility testing, stress testing, etc.
34
Validation is basically done by the testers during the testing. While validating the product
if some deviation is found in the actual result from the expected result then a bug is
reported or an incident is raised. Not all incidents are bugs. But all bugs are incidents.
Incidents can also be of type ‘Question’ where the functionality is not clear to the tester.
Hence, validation helps in unfolding the exact functionality of the features and helps the
testers to understand the product in much better way. It helps in making the product more
user friendly.

35
Chapter-6 RESULTS

36
 Results
6.1 Screen Shots

STUDENT

Maintenance

Warden

QUERY

37
 ROOMS

Chapter-7
CONCLUSION

38
 7.Conclusion
The main purpose of making this project “Hostel management system” is to make the
Work easier and less time consuming. With the help of this project, the data can be
stored and retrieved easily. A Hostel Management System (HMS) is a system which makes
the task of consigner and consignee easier. In this modern world everyone wants everything
to be done quickly. So, this website has been built to make the task of consigner and
consignee easier and less time consuming.

39
Chapter-8 FUTURE SCOPE

40
 8. Future Scope:
The future scope of a Hostel Management System (HMS) is promising, as technological
advancements continue to shape the landscape of education and accommodation
management. Here are some key points regarding the future scope of a Hostel Management
System:

Integration of AI and Machine Learning:

Implementing AI and machine learning algorithms can enhance predictive analytics for hostel occupancy,
allowing better resource planning and allocation. Intelligent chatbots can be integrated to provide instant
responses to queries, improving overall user experience.

Mobile App Development:

Future HMSs are likely to focus on mobile app development to provide students, administrators, and hostel
staff with seamless access to information and services from anywhere at any time.

IoT Implementation:
Internet of Things (IoT) can be leveraged for better security, monitoring, and control of hostel facilities.
Smart devices and sensors can be used to manage energy consumption, room occupancy, and other aspects
of hostel infrastructure.

Blockchain for Security:

Blockchain technology can be integrated to enhance the security of sensitive data such as student records,
financial transactions, and room allocations. It can also streamline the verification process for hostel
admissions and payments.

Data Analytics for Decision-Making:

Advanced data analytics tools can be employed to generate insights from historical data, helping in
strategic decision-making and optimizing hostel operations. Predictive analytics can assist in forecasting
future hostel requirements and trends.

Enhanced Security Measures:

Biometric authentication, facial recognition, and other advanced security measures can be integrated to
ensure the safety of students and their belongings within the hostel premises.

Cloud-Based Solutions:
Cloud-based HMSs can offer scalability, flexibility, and ease of maintenance, enabling
institutions to adapt to changing requirements and technological advancements.
41
User Experience and Interface Design:
Focus on user-centric design and intuitive interfaces to enhance the user experience for both
administrators and students, making it easier to navigate and use the system.

Customization and Scalability:

Future HMSs should be highly customizable to cater to the unique needs of different educational
institutions, accommodating variations in hostel management policies and practices. Scalability is crucial
to adapt to the growing size and complexity of hostel infrastructures.

Cybersecurity Measures:
With the increasing reliance on digital platforms, robust cybersecurity measures will be essential to
protect sensitive data from cyber threats and unauthorized access.

42
 Chapter-9.REFERENCES

Reference:

• Abraham Silberschatz, Henry F. Korth and S. Sudarshan, “Database System Concepts”,7th edition,
Tata Mc Graw Hill,2019.
• Allen G. Taylor “Database Development for Dummies" 1st Edition, 2011.
• C. J. Date “introduction to database systems” 7th edition, Addison Wesley, 2003.
• James Rumbaugh, Ivar Jacobson, Grady Booch, “The Unified Modeling Language (UML)”,2 nd
edition, Pearson Higher Education,2004.

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