OSTEL MANAGEMENT SYSTE

 Presented by:

Sujata R. Patil Roll No. 38

Neha R. Divekar Roll No. 11

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 HOSTEL MANAGEMENT
SYSTEM
 Introduction
 Current System and Limitations

 Proposed System and It’s Features

 GNATT Chart

 DFD

• Context Analysis Diagram

• Functional Decomposition

 System Flowchart

 Structured chart

 Menu Tree

 Form Layout

 Table Listing

 Report Listing 2
INTRODUCTION
 This system is designed in the favor of the Hostel Management, which helps
them to save the records of the students about their rooms and other things.
 It helps them from the manual work from which it is very difficult to find the
record of the students and the mess bills of the students, and the
information about those students who left the hostel some years before.
 It also helps them to retrieve the staff details.
 This system also carries out the automatic allotment or evacuation of rooms
for the students and also, automatically calculates all the bills and issues the
notifications for those students who are against some rules.
 Thus, in order to ease the process, we need to develop software which can
handle all the aforementioned problems.
 To replace the existing system which is much more time consuming, we are
developing a software which is user-friendly and its functionality is very good
compared to the existing one.

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 Current System
 The current hostel management system involves hand-written records that are stored
into various registers.
 This requires a lot of time as well as manpower.
 Each department has its own register and the student and staff registers are
maintained on a daily basis.
 It is very difficult to maintain or update all the records and retrieving a certain data
from such a number of registers is almost impossible.
 Also, the loss or damage of any of the registers leads to the damage of hundreds of
records at a time

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LIMITATIONS :-

 Records are hand-written in registers.

 Too many registers for too much information.
 Registers are not very well maintained.
 Any types of details are not available easily.
 Any type of loss or damage of these registers causes the loss of
many records at a time.

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 PROPOSED SYSTEM

 This software makes the user to store the details of the student in a data base
and it is easy to retrieve the data whenever necessary.
 We can say that this product has the highest priority because it is going to be a
god product according to us.
 User should log in this software to use it. It can be used only by one person called
the Manager to enter the student/staff records etc.
 Its validation is done standard as it looks very impassive system product.

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 ADVANTAGES :-
 The system takes the details of reservations. It allocates reservations to beds. It stores all
the information on a database. Links within the display make it especially easy to use.
 Any data from the system can be exported either on paper, as a comma-separated text file,
or in XML format. In this way, it can be made to interact with other packages, such as
financial systems, word processors (for invoices) and booking engines, provided those
systems facilitate it.
 All the data are held on your computer, it does not involve the Internet.
 Within the scope of the software, the system can be tailored to your particular hostel’s
needs for a moderate extra cost.
 The system runs on a single computer.
 It is kept simple, easy to learn, and low cost, thus making it work on a wide range of
platforms.
  

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 GNATT CHART

Planned Date

Actual Date

Extended Date

System
Design

Data Process
and
Modeling

Investigating
System
Requirements

Project
Search

Nov Dec Jan Feb Mar Apr 8

 Bill no.
amt
issues
name BILL
pays

addr age addr

gender date
STUDENT Admitt-
HOSTEL has
-ed to

name name
id
Eat in
phno STAFF
yos
provides
gender
has menu
salary

Active
MESS since
Name
Stays
in d
bill mgmt
VISITORS time
capacity
security mess
allots

date tim
timing
e ROOM ssn
Name of
student

capacity
Room charges
no.
E-R Diagram 9
 CONTEXT ANALYSIS
DIAGRAM

Admitted to

STUDENT
Pays bill to ROOMS
allocates

Gives receipt to HOSTEL

MANAGE
Allocates room to MENT provides
SYSTEM

Provides services to
Gives bill MESS
to FACILITY

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 FUNCTIONAL
DECOMPOSITION

0
HOSTEL

1.0 2.0 3.0 4.0 5.0

Admission Room Mess facility Bill generation Staff/ student

of students evacuation details

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 SYSTEM
FLOWCHART

Report
Report
Student
Admission of Visitors
entry Visitor
student
register

Report
Student details HOSTEL Mess

Mess register

Calculate Bill Rooms Staff Report

Bill register
Room register
Report Report
Staff register

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 STRUCTURED
CHART

HOSTEL MANAGEMENT
SYSTEM

Mess Student Room Management

Management

Student Menu Bill Student Student Room Staff Mess

Details Details Details Details Details Details Details

Bill Details

Report Total amount

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 HOSTEL
SETTINGS Hostel master
Category settings
Settings

Room
settings

M Mess
settings
No. of students

E
Room/ bed no.

REGISTRATION/ Allotment
Room transfer

N MEMEBERSHIP
Evacuation Meal/ breakfast Menu

U Room transfer

Room Charges
Timing

No. of students

Hostel login / logout Bill

ATTENDANCE
Photo ID Report

Daily attendance report

T FEE MANAGEMENT
Fee settings

R Individual fee assigning

Student
Add new student

E
Fee collection details
View student’s details
Reports

E OTHER DETAILS Staff

details
Add new staff

View staff details

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FORM LAYOUT

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TABLE LISTING
 Student Table Eg: Bill Table
It consists of the following tables:
 Hostel Table
Sr. No. Field Data Type Size
 Mess Table 1. Room Charges float 5

 Room Table 2.
3.
Mess Charges
Other Charges
float
float
5
5

 Staff Table 4. Total float 6

 Visitors Table
 Bill Table

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REPORT LISTING
 Student Report
 Staff Report
 Mess Report
 Visitors’ Report
 Attendance Report
 Room Report
 Billing Report

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Thank you

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