HOSTEL MANAGEMENT SYSTEM PROJECT

HOSTEL MANAGEMENT SYSTEM

ABSTRACT

As the name specifies “HOSTEL MANAGEMENT SYSTEM” is a software

developed for managing various activities in the hostel. For the past few years the
number of educational institutions are 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 system with the system
Which is more user friendly and more GUI oriented. We can improve the efficiency of
the system, thus overcome the drawbacks of the existing system.

· Less human error

· Strength and strain of manual labour can be reduced

· High security

· Data redundancy can be avoided to some extent

· Data consistency

· Easy to handle

· Easy data updating

· Easy record keeping

· Backup data can be easily generated

 sCONTENTS
1.1 OVERVIEW OF THE PROJECT

CONTENTS
Page No.

1. Introduction

1.1 Overview of the project

1.1.1 Problem Definition
1.2 System Specification
1.2.1 Hardware Specification
1.2.2 Software Specification
1.2.3 Software Selection
2. Analysis of the System

2.1 Scope of the System

2.2 Existing System
2.3 Proposed System
2.4 Feasibility Study 3.
System Design

3.1 Input Design

3.2 Database Design

3.3 Process Design

3.4 Output Design

4. Testing and Implementation

4.1 System Testing

 4.1.1 Unit Testing

4.1.2 Integration Testing

4.1.3 Validation Testing

4.1.4 Output Testing

4.2 System Implementation

5. Conclusion

6. Appendix

6.1. Dataflow Diagram

6.2. Screen Layouts

6.3 Table Structure

7. Bibliography

INTRODUCTION

1. INTRODUCTION
1.1 Overview of the Project

We have got nine hostels in our university, which consist of four boy’s hostel
and five girl’s hostel. All these hostels at present are managed manually by the hostel
office. The Registration form verification to the different data processing are done

manually.

Thus, there are a lot of repetitions which can be easily avoided. 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 drawbacks of the existing system.

1.1.1 Problem Definition

Registration Form:
This section provides an online form to the students which can be filled by them, and a
copy of the filled page can be taken in the printed form. This is later submitted to the
Hostel authorities which can be verified by them before allocating them to the
respective hostels.

Notice Board:
All the 9 hostels have their Notice boards. Any change in the Hostel fee, mess fee will
be shown in this. It can be also used for different notifications.

Administrator Login

The Administrator can:

1. Allot different students to the different hostels.
2. Vacate the students for the hostels.
3. Control the status of the fee payment.
4. Edit the details of the students & modify the student records.

Allotment of the hostels:

Their will be pre-defined criteria for the admission 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.

Vacating the rooms:

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.
 SYSTEM CONFIGURATION

1.2. SYSTEM CONFIGURATION

1.2.1 Hardware Specifications:

PROCESSOR : PENTIUM IV

SPEED : 2.4 GHZ

RAM : 512MB (DDRRAM)

HARD DISK : 80 GB

MONITOR : VGA COLOR

KEYBOARD : 104 KEYS

MOUSE : OPTICAL

1.2.2 Software Specifications:

OPERATING SYSTEM : WINDOWS XP

PLATFORM : VB.NET 2005

BACK END : MS ACCESS

2. Analysis of the System

2.1 SCOPE OF THE SYSTEM

This Project work is designed with the following scopes.

• The system is able to provide complete information about the college

Administration and Students Details.
• The System is also able to maintain all the information even in critical
circumstances
• It is designed in a user-friendly manner, in order to help the end user to
avoid errors.  Precise and standard reports are generated according to
the user wish.

2.2 Existing System

For the past few years the number of educational institutions is increasing rapidly.
Thereby the number of hostels 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
2.3 Proposed System

The system design is divided in to two portions. The Administrator section and the
User(student’s) section.

1. The Administrator can allot different students to the different hostels.

2.He can vacate the students for the hostels.
3. He can control the status of the fee payment.
4. He can edit the details of the students. He can change their rooms, edit and delete the
student records.
A process of converting user originated inputs to a computer-based format. Input design is an
important part of development process since inaccurate input data are the most common
cause of errors in data processing. Erroneous entries can be controlled by input design. It
consists of developing specifications and procedures for entering data into a system and must
be in simple format. The goal of input data design is to make data entry as easy, logical and
free from errors as possible. In input data design, we design the source document that capture
the data and then select the media used to enter them into the computer.

2.4 Feasibility Study

The project is feasible given unlimited resources and infinite time. It is both
necessary and prudent to evaluate the feasibility of the project at the earliest possible
time. Feasibility and risk analysis are related in many ways. If project risk is great, the
feasibility listed below is equally important.

The following feasibility techniques has been used in this project

• Operational Feasibility
• Technical Feasibility  Economic
Feasibility

Operational Feasibility

Proposed system is beneficial since it turned into information system analysing the
traffic that will meet the organizations operating requirements in security, the file is
transferred to the destination and the acknowledgement is given to the server. Bulk of data
transfer is sent without traffic.
Technical Feasibility

Technical feasibility canters on the existing computer system (hardware,

software, etc.) and to what extent it can support the proposed addition. For example, if
the current computer is operating at 80% capacity. This involves, additional hardware
(RAM and PROCESSOR) will increase the speed of the process. In software,
language that is VB 6 and Access is used. We can also use in Linux, Windows
operating system.

The technical requirement for this project is Windows Operating System as

software and normal hardware configuration is enough, so the system is more feasible
on these criteria.

Economic Feasibility

Economic feasibility is the most frequently used method for evaluating the
effectiveness of a candidate system. More commonly known as cost / benefit analysis,
the procedure is to determine the benefits and saving that are expected from a
candidate and compare them with the costs. If the benefits outweigh cost then the
decision is made to design and implement the system. Otherwise drop the system.

This system has been implemented such that it can be used to analysis the traffic.
So, it does not require any extra equipment or hardware to implement. So, it is
economically feasible to use.
 SYSTEM DESIGN
3.1 Input Design

Input design is a process of converting user orientation into a computer-based format. Input
data are collected and organized into groups similar data. The goal of designing input data is to make
data entry as easy, logical and free from error as possible.

Once the input data are identified appropriate input media are selected for processing. The
major approaches for entering data into computer are.

➢ Links

➢ Forms

➢ prompts

Among these links and forms are used in the proposed system. Links are used to provide a
selection list that simplifies computed data access or entry. A form is pre-designed templates that
request the user to enter data in the appropriate location. Input and designs are considered as the heart
of the system. Input design forms are developed using visual basic in user friendly manner

CHARACTERISTICS OF DATABASE MANAGEMENT SYSTEM:

➢ It represents complex relationships between data.

➢ Keeps all light control of data redundancy.

➢ Enforces user-defined rule to ensure the integrity of table data has a

centralized data dictionary for the storage of information pertaining

to data and its manipulation.

➢ Ensure that data can be shared across application.

➢ Enforces data access authorization have automatic, intelligent backup

and recovery procedures for data.

DATABASE DESIGN

When we design a database, first decide what tables we need, what type of goes
in each table, who can access each table and so on. As you create and work with
tables, you continue to make more detailed decisions about them.
 The most efficient way to create a table is to define every a table is to define
everything you need in the table at one time, including its data restrictions and
additional components. However, you can also create a basic table, add some data to
it, and then work with it for a while. This approach gives you a chance to see what
types of transactions are most common and what types of data are frequently entered.

Before you commit to firm design by adding constrains, indexes, defaults, rules
and other objects.

3.3 Process Design

Process design plays an important role in project development. In order to understand

the working procedure, process design is necessary. Data Flow Diagram and System Flow
chart are the tools used for process design. System Flow Chart is a graphical representation of
the system showing the overall flow of control in processing at the job level; specifies what
activities must be done to convert from a physical to logical model. Data Flow Diagram is the
logical representation of the data flow of the project. The DFD is drawn using various
symbols. It has a source and a destination. The process is represented using circles and source
and destination are represented using squares. The data flow is represented using arrows. One

reader can easily get the idea about the project through Data Flow Diagram.

3.4 OUTPUT DESIGN

In output design, the emphasis is on producing a hard copy of the information

request or displaying the output on the CRT screen in a pre-defined format.

Computer output is the most important and direct source of information to the
user. Efficient, intelligible output design improves the system relationship with the
user and helps in decision making.

The output design mainly contributes towards the reports generated for making
the decision .by checking the desired condition, the reports are generated.
TESTING AND IMPLEMENTATION
4.1 Testing

The goals of verification and validation activities are to access and improve
quality of the work products generated during development is “Are we building the
product, right?” and validation is “Are we building the right product?” 4.1. 1 System
Testing:

Software once validate must be combined with other system elements. System
testing verifies that all the elements miss properly and that overall system function
performance is achieved. It also tests to find discrepancies between system and its
original current specification and system documentation.

4.1.2 Unit testing

Starting from the bottom, the first level of testing is component testing some
time it is called unit testing specified in the component correctly. In theory an
independent tester should do this. But in practice the developer does it as they people
to understand how a component works. The problem with a system, which may not
have been built it. To overcome component is that it performs only a small part of
functionality of a system and it relies on cooperating with other parts of this developer
either built or uses special software to make it accurately.

Black box testing is the most important testing to ensure that users of the
application have a flawless and satisfying experience. Because black box testing is to
identifying contradictions in function specification from the user’s perspective, having
a tool that brings efficiency to your testing process is essential.

Testing anywhere gives the power and organization to gain efficiency in the
block box testing, with tools that make test creation and management a breeze for
anyone. Automate the test with intuitive tools that make testing quickly and effective
allowing for quicker development. The purpose of any security testing method is to
ensure the robustness of the system in the face of malicious attacks or regular software
failure.

The white box testing is performed based on the knowledge of how the
system is implemented. White box testing includes analysing data flow, control flow,
information flow, coding practices exception and error handling within the system.
 To testing the intended and unintended software behaviour. White box testing
can be performed to validate whether code. Implementation follows intended design,
to validate implemented security functionality and uncover exploitable vulnerabilities.

4.1.3 Integration Testing:

Integration testing address issues associated with the dual problem of

verification and program construction. After the software has been integrates a set of
high-order tests are conducted.

The main objective of this testing process is to take unit tested

modules and build a program structure that has been dictated by design.

The following are the types of integration testing,

➢ Top-down integration

➢ Bottom-Up integration

4.1.4 Output Testing:

This system developed and give the different types of inputs and tested the
required outputs are displayed.
4.2 IMPLEMENTATION

The Hardware Sales and Service system developed may be totally new,
replacing an existing system. Proper implementation is essential to provide a reliable
system to meet organization requirements. Implementation is the stage of the project
when the theoretical design is turned into an actual working system. The process of
implementation involves:

• Training the implementation to learn the system. Careful planning and

method to implementation
• Making necessary changes to the system as desired by the user.
• Testing the developed program with adequate sample data.
 Maintenance hold the software industry captive, typing up programming
resources; analyst and programmers spend for more time maintaining programs
that they do write them.

Maintenance is not as rewarding as exciting as developing system, few tools

and techniques are available for maintenance a good test plan is lacking. Maintenance
covers a wide range of activities, including correcting coding and design errors,
updating user support.

Maintenance hold the software industry captive, typing up programming

resources; analyst and programmers spend for more time maintaining programs that
they do write them. Maintenance is not as rewarding as exciting as developing system,
few tools and techniques are available for maintenance a good test plan is lacking.
Maintenance covers a wide range of activities, including correcting coding and design
errors, updating user support.

5. CONCLUSION
It is an excellent tool for the maintenance of the Garment Management.

The development stages follow system analysis and design approach. This system has
undergone testing techniques and bugs have been removed in this project. Input entries
can be updated and maintained in several other systems. It is also very useful for
Performing day to day management activities. It is menu driven and user-friendly.

POSSIBILITIES OF ENCHANCEMENTS:

Our aim is to make future enhancement To the Software Tool for The
Additional Business Logic. A website can be established with support of our system
and the transactions can be performed from remote access. The development stages
follow system analysis and design approach. This system has undergone testing
techniques and bugs have been removed in the forms. It is very useful for performing
day to day management activities. Employee details and account number can also be
maintained in this project. Employee pay role can also be an Enhancement
6.2. Screen Layouts

Login Form :
 Main Form:

Student registration:
Hostel management:

BRANCH_INFO
 Field Name Data Type Size Allow Nulls
BCODE Text 50 False
BNAMEd Text 50 False
DURATION NUMBER

FINE_DETAILS

regno Data Type Size Allow Nulls

Student name Text 50 False
hostel name Text 50 False
Block type Text 50 False
Blockdesc Text 50 False
ROOM NO Number
Finedesc Text 50 False
_fineamount Currency
date Date/time False
FNO Text 50 False

Hostel fee
Field Name Data Type Size Allow Nulls
Regno Number
name Text 50 False
bcode Number
bname Text 50 False
Hostel_name Text 50 False
Blocktype Text 50 False
 roomno Text 50 False
Roomdesc Text 50 False

fees Currency

Hostel_info

Field Name Data Type Size Allow Nulls

Hostel_name Text 50 False
Blocktype Text 50 False
blockdesc Text 50 False
roomstart Number
roomend Number
NO_OF_PERSONS Number

ITEM_ALLOC

Field Name Data Type Size Allow Nulls

REGNO Number 50 False
STUD_NAME Text 50 False
HOSTEL NAME Text 50 False
BLOCK NAME Text 50 False
BLOCK DESC Text 50 False
ROOM NO Number 50 False
ITEM NAME Text
ITEM CODE Text

ITEM_DESC
 Field Name Data Type Size Allow Nulls
IT CODE Text 50 False
ITEM NAME Text 50 False

JOIN DETAILS

Field Name Data Type Size Allow Nulls

Regno Number 50 False
Date_of _joining Date/time 50 False
Hostel name Text 50 False
Block type Text 50 False
Block desc Text 50 False
Room no Number 50 False
Fees paid Text
Fees_receip_no Number

ROOM _ALLOC

Field Name Data Type Size Allow Nulls

APPLICATAION Number 50 False
REGNO Number 50 False
NAME Text 50 False
SEX Text 50 False
HOSTEL NAME Text 50 False
BLOCK Text 50 False
BLOCK DESC Text 50 False
 ROOM NO Number False
BRANCH Text 50 False
HOSTELID Text 50 False
YEAR Number False

ROOM_INFO

Field Name Data Type Size Allow Nulls

Hostel name Text 50 False
Room no Number 50 False
Room desc Text 50 False
No_of_person Number 50 False

STUD_INFO

Field Name Data Type Size Allow Nulls

App_no Number 50 False
Reg_no Number 50 False
Name Text 50 False
Sex Text 50 False
Marital status Text 50 False
Father name Text 50 False
Guardian name Text 50 False
Permanent add Text 50 False
Local add Text 50 False
Blood group Text 50 False
PHONE NO Number False
VACCATING_DETAIL

Field Name Data Type Size Allow Nulls

REGNO Number 50 False
NAME Text 50 False
HOSTEL NAME Text 50 False
BLOCK TYPE Text 50 False
BLOCK DESC Text 50 False
ROOM NO Number 50 False
ITEM SERVICE Text 50 False
FINE PAID Text 50 False
DATE_OF_DELETING Date/time False

BIBLIOGRAPHY

➢ Visual Basic 6.0 Programmer’s Guide

-User Manual

➢ Visual Basic 6.0: The Complete Reference

-Neol Jerke

➢ Visual Basic Programming For Dummies

-Wallace Wang

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