A PROJECT REPORT

“HOSTEL MANAGEMENT SYSTEM”

SUBMITTED TO
SHIVAJI UNIVERSITY, KOLHAPUR
FOR THE PARTIAL FULFILLMENT OF DEGREE OF
BSC COMPUTER SCIENCE ENTIRE
BCS-III SEM-VI (2021-2022)
UNDER THE FACULTY OF SCIENCE
SUBMITTED BY

Mr Sahil Santosh Tavate

Mr Rohan Maru& Durgule
UNDER THE GUIDANCE OF

Mrs. S.S. Gurav

DEPARTMENT OF COMPUTER SCIENCE
THE NEW COLLEGE, KOLHAPUR

May 2024-25
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 CERTIFICATE

This is to cer%fy that the project en%tled “Hostel

Management System" which is being submi3ed here with for
the par%al fulfillment of the degree of B.Sc. Computer Science
(En%re) as laid down by Shivaji University, Kolhapur, is the
original work completed in this college by Mr Sahil Santosh
Tavate and Mr Rohan Maru& Durgule under our supervision
and guidance and to the best of our knowledge has not been
submi3ed to any other university or examining body.

Place : Kolhapur

Date :

Project Guide Examiner Dr. A.A. Kalgonda

Director
2
 DECLARATION
We hereby declare that the project en%tled “Hostel
Management System” which is being submi3ed here with has
been developed and completed by us is our original work and
has not previously been submi3ed to any university or
examining body for the award of any degree .

We have referred the websites given in the bibliography during

the development of the project and have not copied any of
wri3en material or its part there of . This project is purely our
own and on our merits.

Place : Kolhapur

Date :
Mr Sahil Santosh Tavate

Mr Rohan Maru& Durgule

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 ACKNOWLEDGEMENT
The first and foremost person, we would like to thank is our guide
Mrs. S.S. Gurav for her keen interest, valuable guidance and con%nuous
encouragement throughout the development of this project work. We
express our sincere thanks to other faculty members of computer
science department for their valuable sugges%ons and support.

We express our sincere thanks to Dr. V.M. Pa&l, the Principal, The
New College , Kolhapur and Dr. A.A. Kalgonda, The Co-ordinator,
Department of Computer Science En%re for making us available the
laboratory facili%es.

We would like to express our deepest gra%tude for constant support,

understanding and care that we received from our parents who taught
us to go ahead in the right way and never to be depressed even in the
complicated situa%ons .

Finally, we would like to express our sincere gra%tude to those who

have helped us directly or indirectly in our project .

Date :

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Sr. No. Title Page .No.
1. Introduction:-
- Introduction 6
- Existing System 7
- Need and Scope of
Computer System 7

2. Proposed System :- 9
- Objectives 10
- Requirement Gathering 10
- SRS 11

3. System Analysis :-
System Diagram
- DFD 16
- ERD 17
- UML 18

4. System Design :-
- Database Design 20
- Input Design 25
- Output Design 30

5. Implementation :-
System Requirements 39
- Hardware 39
- Software 39
- User Guideline 39
- Installation process 45

6. Outputs Reports
Screens And Reports 46

Conclusion :-
7. - Conclusion 54
5
- Future Enhancement 54

Bibliography 55

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 INTRODUCTION
In our current era of automated systems with it being either
software or hardware, it’s not advisable to be using manual system.
Hostels without a management system are usually done manually.
Registration forms verification to other data saving processes are done
manually and most at times, they are written on paper. Thus, a lot of
repetitions can be avoided with an automated system. The drawbacks
of existing systems lead to the design of a computerised system that
will help reduce a lot of manual inputs. With this system in place, we
can improve the efficiency of the system, thus overcome the
drawbacks of the existing manual system.

This system is designed in favour 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 information of about
those ones who had left the hostel years before. This system gives an
idea about student, room allocation is maintained in a better way. The
hostel management system will also contain special features like how
many students are in a room, student’s id and free rooms or space
available. The administration has a unique identity for each member
as well as students’ details.

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EXISTING SYSTEM

The existing system is manual based and need lot of efforts and consume
enough time. In the existing system we can apply for the hostels online but the
allotment processes are done manually. It may lead to corruptions in the
allocation process. The existing system does not deal with complaint
registration.

Need and Scope of Computer System

Need:

This software ensures the proper managing room allocation, updating of

data, adding notice, adding queries and many more. Having this tool is particularly
great for hostels. There are times when there are increased demands for these
hostels but the process is manual. Many parts of the travel industry are seasonal,
and this can sometimes mean handling sudden spikes in demand, with limited staff.
Hostel management systems can make work within a hostel both easier and more
efficient, while the automation options available can also help to free up staff to
focus on other parts of the job.

Scope:

• Hostel Managements System is designed for Hostel (like schools, universities).

• There will be pre-defined criteria for the Reserve to the hostels.

• He checks the attested application forms of the students obtained from the internet
and verify it with the student database.

• If the students are found eligible then they are allotted to the hostel Room.
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 Organiza%on Profile

The hostel management system is an organization dedicated to streamlining and automating the
operation of hostels. It typically involves software solutions and administrative processes aimed
at efficiently managing accommodation facilities. Key aspects of the organization profile may
include:

Mission Statement:
Focus on enhancing hostel operations, ensuring optimal utilization of resources, and improving
the overall experience for residents.

Services:

Development and implementation of hostel management software.

Training and support for staff and administrators.

Customization of systems to meet specific hostel needs.

Key Features:

Reservation and room allocation systems.

Check-in and check-out procedures.

Security and access control measures.

Clientele:
Collaborations with educational institutions, businesses, or organizations managing hostel
facilities.

Technology Integration:
Emphasis on utilizing modern technologies such as cloud computing, mobile applications, and
IoT devices for efficient management.

Compliance:

Ensuring the system adheres to relevant data protection and privacy regulations.

Customer Support:

Provision of ongoing support and maintenance for the implemented systems.

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Innovation:

Constantly exploring and integrating new technologies to improve hostel management processes.

Training Programs:
Conducting training sessions for hostel staff and administrators to maximize the benefits of the
management system.

Success Stories:

Showcase successful implementations and positive outcomes for clients.

Social Responsibility:

Consideration of environmental sustainability and ethical practices in the provision of services.

Future Plans:

Outline of the organization's vision for future development and expansion.

Partnerships and Collaborations:

Details of any partnerships with educational institutions, technology providers, or other
organizations.

Feedback Mechanism:

Implementation of feedback systems to continuously improve the software and services offered.

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 PROPOSED SYSTEM

This project is aimed at developing a system for keeping records and showing
information about or in a hostel. This system will help the hostel officer to be able to manage
the affairs of the hostel. This system will provide full information about a student in the
hostel. It will show rooms available or not and number of people in a particular room. Also
included is a user module for employees or the hostel officer. There will also be an
administrator module which will accessed by the administrator and has the ability to delete,
add and edit employee records.

This system will be developed based on Software Development Life Cycle (SDLC)
with ASP.Net C# and MS SQL server. C# is good for the development and design of
webbased programs while MS SQL is good for databases because of its security and its
advanced features and properties.
OBJECTIVES

• To make it easier for data collection, storage and referencing reliable.

• To maintain the students as hostellers and waiting list students separately.
• To process allotment list

Requirement Engineering
Requirement Gathering:

The requirement gathering for a Hostel Management System involves identifying and
documenting the needs and specifications of the system. Key requirements may include:

User Registration and Management:

Capture and store student details.
Manage administrative user accounts.
Room Allocation:
Assign rooms to students based on preferences and availability.
Track room occupancy and vacancies.
Complaint Management:
Provide a platform for students to submit complaints.
Track and address complaints efficiently.
Communication:
Enable communication between administrators and students.
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 Implement notifications for important updates.
Security and Access Control:
Ensure data security and access control measures.
Define user roles and permissions.
Reporting:
Generate various reports for administrators.
Include customizable reporting features.
Integration:
Integrate with existing systems if required.
Support data exchange with other relevant platforms.
User Interface:
Develop a user-friendly interface for both administrators and students. Ensure
accessibility and responsiveness.
Scalability:
Design the system to accommodate future growth and additional features.
Backup and Recovery:
Implement regular data backup procedures.
Ensure a reliable system for data recovery.
Documentation:
Prepare comprehensive documentation for users and administrators.

Specific Requirements Specification(SRS):

This section gives a functional requirement that applicable to the HMS. These are sub modules in

this phase.

Administrator module.

✓User Module

✔Hostel Module

Registration Module

The functionality of each module is as follows:

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✓ Administrator module:

The Administrator can:

1. Allot different students to the different rooms of hostel.

2. Vacate the students for the hostels.

4. Edit the details of the students & modify the student records.

✓User Module:

1. It allows the different users to access the registration forms.

2. He can view the student administration division of the different hostels and also view the
notice boards.

✓ Hostel Module:
As the student's course is over, they will vacate their rooms. So, it is required for the
administrator to
remove their records from the database tables. This section includes the option for the room
vacation and the deletion of the particular record from the database.

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 SYSTEM ANALYSIS

For the past few years, the number of educational institutions is increasing rapidly. Thereby the
number of hostel is 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 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 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

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Feasibility Study

TECHNICAL FEASIBILITY

The technical feasibility in the proposed system deals with the

technology used in the system. It deals with the hardware and software used in
the system whether they are of latest technology or not and if it happens that
after a system is prepared, a new technology arises and the user wants the
system based on that technology. This system use windows platform, SQL
Server, SQL for database, C# as the language and html or xml as user interface.
Thus, HOSTEL MANAGEMENT SYSTEM is technically feasible.

ECONOMIC FEASIBILITY

Economic analysis is the most frequently used method for evaluating the
effectiveness of a new system. More commonly known as cost/benefit analysis
C#, html, SQL database is easily available on internet.

OPERATIONAL FEASIBILITY

The project has been developed in such a way that it becomes very easy even
for a person with little computer knowledge to operate it. This software is very user
friendly and does not require any technical person to operate. Thus, the project is
even operationally feasible.

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SYSTEM ANALYSEIS

16
Data low Diagram(DFD):

Zero level Data Flow Diagram

Login

Hostel
Management
System

Rector Student

17
 First level Data Flow Diagram

18
19
 Use Case Diagram

Login

Application

View Notice
Student

View Allocated Room

Apply for Room Change

Add Queries

Login

Approve Application

Allocate Room

Rector
Add Notice

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SYSTEM DESIGN

21
DATABASE DESIGN

Registration Table:

Login Table:

22
Application Table:

Notice Table:

23
Allocated Room Table:

Leave Application Table:

Queries Table:

24
Change Room Table:

25
Input Design

26
Home page:

Registration Page:

27
About Page:

Login Page:

28
Contact Page:

Student Home Page:

29
Application Page:

Display Notice Page:

30
Approved Application Page:

Allocated Room Page:

31
Leave Application Page:

Rector Home Page:

32
Approve Application Page:

Allocate Room Page:

33
Allocation:

34
Add Notice Page:

Student Queries Page:

35
View Room Change Request Page:

36
Output Design

37
Registration Output:

Application Page Output:

38
Leave Page Output:

Change Room Request Output:

39
Query Page Output:

Approve Application Page Output:

40
Room Allocation Page Output:

Notice Page Output:

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IMPLEMENTATION

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System Requirement:

System requirement divided into two categories hardware and software requirement are
as follows:

Hardware Specification:

• Processor: Any processor with speed 1.06Hz or above

• RAM:2GB RAM or above
• Hard Disk: Minimum 2GB free Space available

Software Specification:

• Opera&ng System: Windows 10/11

• Front End: Visual Studio 2019

• Language Used: C#

• Back End: SQL Server Management 2019

• Report: MicrosoH RDLC Reports

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User Guideline

User Registration:

Use accurate and up-to-date information for student registration.

Ensure that login credentials are kept confidential.

Room Allocation:

Submit room preferences on time.

Respect the allocated room and report any issues promptly.

Attendance Tracking:

Attend classes regularly to maintain accurate attendance records.

Notify the administration in case of any discrepancies.

Complaint Submission:

Use the designated platform to submit complaints.

Provide clear and detailed information about the issue.

Communication:

Check notifications regularly for important updates.

Use the communication features responsibly and professionally.

Security Measures:

Protect login credentials and personal information.

Report any suspicious activities or security concerns.

Reporting:

Utilize generated reports for personal reference or compliance.

Seek assistance if additional customized reports are required.

User Interface:

Familiarize yourself with the user interface for efficient navigation.

Report any user interface issues for improvement.

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OUTPUT REPORTS

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 RDLC Reports:

Application Report

Stu Stud DO Gend Aadhaar Departme Clas Semest Admissio Address Distanc
d Id Name B er nt s er n Date e From
Home
1 Rohan 2004 male 696534234856 Computer BSC Semester 2022-11- Durgulwadi, tal- 30
Durgul -08- Science 3 6 24 karveer, Dist-
e 13 Kolhapur
2 Sahil 2004 male 879065423416 Computer BCS Semester 2022-02- A/p - kasaba 25
Tavate -07- 82 Science 3 6 23 arale,tal-karveer,
20 Dist- Kolhapur
3 sahil 2004 Male 493220771514 Computer BSC Semester 2022-02- at kll arale dist 40
patil -07- Science 3 5 10 kolhapur
16
4 Saeed 2004 Male 493120890579 Chemistry BCS Semester 2025-03- dgrythdf fggdgs 56
Bagwa -07- 2 4 05 dvff
n 07
5 Samar 2004 Male 493220771551 Computer BCS Semester 2022-03- Ghotwade, 57
Chava -06- Science 3 5 10 Kolhapur,radhana
n 04 gri
6 sonal 2004 Female 493120890565 Maths 11th Semester 2025-03- kolhapur 65
patil -03- 1 06
13
7 susha 2009 Male 493220771523 Chemistry BSC Semester 2025-03- sdfad dhsfsg 67
nt patil -06- 1 3 08
07

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 Allocated Room Report

Student Id Student Name Room No

1 Rohan Durgule 2

2 Sahil Tavate 1

1 Rohan Durgule 1

2 Sahil Tavate 10

3 sahil patil 3

5 Samar Chavan 5

6 sonal patil 4

7 sushant patil 10

1 Rohan Durgule 44

1 Rohan Durgule 2

1 Rohan Durgule 1

1 Rohan Durgule 2

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Leave Page Report

Id Name From To Reason

Date Date
1 Rohan 2024- 2024- Family
Durgule 02-27 03-01 Issue
2 Sahil 2024- 2024- Health
Tavate 02-28 03-04 Issue
9 sahil 2025- 2025- family
patil 03-04 03-12 issue
15 sushant 2025- 2025- Family
patil 03-10 03-11 function
14 sonal 2025- 2025- xyz
patil 03-10 03-14

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 CONCLUSION

To conclude the description about the project:

The project, developed using C# and SQL server 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 activities in the hostel. For the past
few years, the number of educational institutions is 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. Identification of the drawbacks of the
existing system leads to the designing of computerized system that will be
compatible to the existing

49
 Limitations (Future Enhancement)
Some limitations of a hostel management system could include:
Limited Scalability: The system may struggle to handle a large number of hostels, rooms, or
students, impacting its performance.

Security Concerns: If not properly secured, sensitive student and financial information could be

vulnerable to unauthorized access.

Dependency on Internet Connectivity: A reliance on internet connectivity might pose

challenges in areas with inconsistent or unreliable network access.

Customization Constraints: Users may face limitations in customizing the system to meet

specific requirements or adapt to unique hostel management processes.

Integration Challenges: Difficulty integrating the system with other existing campus
management systems or software could hinder seamless operations.

User Training Needs: Staff and administrators may require training to effectively use and

navigate the system, leading to a learning curve.

Maintenance and Updates: Regular maintenance and updates are crucial, and neglecting these
could result in system inefficiencies or security vulnerabilities.

Cost of Implementation: Initial setup costs and ongoing maintenance expenses might be a

limitation for institutions with tight budgets.

Limited Reporting Capabilities: Insufficient reporting features may hinder administrators'

ability to extract valuable insights from the data.

Compatibility Issues: Compatibility problems with various devices or operating systems could
impact user accessibility and experience.

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 BIBLIOGRAPHY
WebSites

https://www.w3schools.com/sql/sql_alter.asp

https://www.youtube.com/

https://www.tutorialspoint.com/how-to-add- acolumn-in-a-table-in-mysql

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THANK YOU

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