Hostel Management System

PROJECT synopses

Name- Nikhil Kumar REG.NO:-18303313003 BCA VITH SEM

Hostel Management System

PROJECT SYNOPSES
ON

Hostel Management System

(PAPER CODE: 604)

SUBMITTED BY
Nikhil Kumar

In partial fulfilment of the requirements for the award of Degree

Of
BACHELOR IN COMPUTER APPLICATION
(SESSION: 2018-2021)

UNDER THE GUIDANCE OF

Mrs. Vandana Verma

ARYABHATTA KNOWLEDGE UNIVERSITY, PATNA

INTERNATIONAL SCHOOL OF MANAGEMENT, PATNA

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Hostel Management System

PROJECT APPROVAL

PROJECT SYNOPSES
ON

“Hostel Management System”

PREPARED BY
Nikhil Kumar
(REG. NO.-18303313003)

IS EXAMINED AND APPROVED

Mrs. Vandana Verma

Internal Examiner External Examiner

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Hostel Management System

TABLE OF CONTENTS
I) DECLARATION……………………………………………………………………………4
II) ACKNOWLEDEGEMENT………………………………………………………………..5
III) ABSTRACT……………………………………………………………………………….6

1. INTRODUCTION
1.1 PROBLEM DEFINITION……………………………………………………………….7
1.2 OBJECTIVES AND SCOPES OF PROJECT…………………………………………...7

2. SYSTEM ENVIRONMENT
2.1 HARDWARE CONFIGURATION……………………………………………………..8
2.2 SOFTWARE CONFIGURATION………………………………………........................9

3. SYSTEM ANALYSIS
3.1 EXISTING SYSTEM…………………………………………………….........................10
3.2 PROPOSED SYSTEM…………………………………………………………………...11
3.3 SOFTWARE TOOLS TO BE USED…………………………………….........................12-13

4. SYSTEM DESIGN
4.1 TABLE DESIGN………………………………………………………………………...14-17
4.2 DATA FLOW DIAGRAMS……………………………………………………………..18
4.3 ER DIAGRAM…………………………………………………………………………...19

5. LIMITATIONS OF THE PROJECT…………………………………………………...20

6. FUTURE SCOPE OF THE PROJECT……………………………………………….20

7. CONCLUSION………………………………………………………………………….20

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Hostel Management System

DECLARATION

I hereby declare that all the documents prepared/attached in this project are original,
complete and of my own effort. It is further declared that this report is not submitted
anywhere partially or completely for fulfilment of requirement of a course of study
to the best of my knowledge and belief.

In the event of any information being found false at any stage about the originality,
my project is liable to the rejected.

Place: Patna Name: Nikhil Kumar

Sem: BCA- VI
Session: 2018 - 2021
Reg. No:- 18303313003

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Hostel Management System

ACKNOWLEDGEMENT
The college International School of Management, Patna is itself a source of
Inspiration. I feel indebted to the Institute which provided me an opportunity to
undergo the BCA course.

It is my privilege to have the opportunity for expressing my deep sense of gratitude

and humble regards to all those people who guide and helped in accomplishing this
project work under the course “BCA604” submitted as partial fulfilment for the
award of the degree of “Bachelor in Computer Application (BCA)”.

I am grateful to Mrs. Vandana Verma, Asstt. Prof. of ISM, Patna, who guided me
throughout the work, deserves my special thanks. Without their guidance and
assistance I was totally unable to complete the project work and I also thanks to Mr.
Rajeshwar Dayal, (HOD, IT), ISM, Patna for his remarkable tips to complete the
project work.
I am also grateful to Mrs Jaya Kumari Pathak, Asstt. Prof., ISM, Patna, who guided
me throughout the work, and deserves my special thanks.

My revered father and mother who nursed me since infancy, is also a perennial
source of inspiration to continue study. I pay my humble respects to them. Last but
not least, my friends who also motivated and assisted me time to time in
accomplishment of this Project work.

I express my gratitude to those who help me directly or indirectly leading to

accomplishment of the job.

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Hostel Management System

ABSTRACT

Hostel management system’ provides a detailed view of how the students records,
room allocation and courses. The hostel management system also equipped with
some special features for helping hostel admin.

Each record in the system has unique identity and it can be searched by an unique id.
For developing front end of the Hostel management system HTML, CSS, JavaScript
have been used and SQL SERVER and PHP have been used for its back-end.

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INTRODUCTION
1. Project Introduction
This Hostel Management System is developed in favor of the hostel
management team 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 about
those ones who had left the hostel years before.

This solution is developed on the plight of the hostel management team,

through this they cannot require so efficient person to handle and manage the
affairs of the students in the hostel, all you need to do is to login as
administrator and you can see the information of all the students who have
obtained and registered their hostel form, click verify to ascertain their
eligibility and allocate them to the available hostel. 

Identification of the problems of the existing hostel management leads to the

development of computerized solution that will be compatible to the existing
hostel management with the solution which is more users friendly and more
GUI oriented. We can improve the efficiency of the hostel management, thus
overcome the drawbacks of the existing management.

The system helps the admin to:-

 Allot different students to their different hostels.

 Vacate the student from the hostels
 Control the status of the hostel fee payment.
 Edit the details of the students and modify the student’s records.

1.1 Project Objective

Objectives of HOSTEL MANAGEMENT SYSTEM

 The main objective of the project is to design an application which

allows to easily handling the data regarding the hostel.
 To avoid the complexity and to reduce time in data processing.
 To maintain and manage the hostel information easily.
 To provide data access through the users and students according to
their roles and levels.

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2. SYSTEM ENVIRONMENT

2.1 HARDWARE CONFIGURATION

The section of hardware configuration is an important task related to the software

development, insufficient random access memory may affect adversely on the speed
and efficiency of the entire system. The hardware should be powerful to handle the
entire operations. The storage (hard disk) should have sufficient capacity to contain
the file and application.

 Processor : i5
 Processor speed : 1.6 GHz Onwards
 System memory: 8 GB or more.
 Cache size : 6 GB or more
 RAM : 512 GB or more
 Network card : Any card can provide a 100mbps speed
 Network connection : UTP or Coaxial cable connection
 Printer : Inkjet/Laser Color printer provides at least 1000 Dpi
 Hard disk : 512GB or above
 Monitor : IPS LED Display

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 2.2 SOFTWARE CONFIGURATION

A major element in building a system is the section of compatible software since the
software in the market is experiencing in geometric progression. Selected software
should be acceptable by the firm and one user as well as it should be feasible for the
system.
This document gives a detailed description of the software requirement
specification. The study of requirement specification is focused specially on the
functioning of the system. It allows the developer or analyst to understand the
system, function to be carried out the performance level to be obtained and
corresponding interfaces to be established.

 Front end tool : HTML , CSS , & JavaScript

 Backend : Microsoft SQL Server , PHP
 Operating system : Windows
 Client Side : HTML, Photoshop, Bootstrap, CSS

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3. SYSTEM ANALYSIS

3.1 EXISTING SYSTEM

The existing system is manual based and need lot of efforts and consume enough
time. In the existing system the ORDER processes are done manually. It may lead to
corruptions in the appointment process as well as service facilities. The existing
system maintains the patient manually, so wrong information may be inserted in the
register. The existing system does not maintain the organized records related to food
like customer details such as service taken, date, time etc.

DISADVANTAGES:
 More human power
 More strength and strain of manual labour needed
 Repetition of same procedure.
 Low security.
 Data redundancy.
 Difficulty to handle.
 Difficulty to update data.
 Record keeping is difficult.
 Backup data can be easily generated.

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3.2 PROPOSED SYSTEM

The drawback of the existing system is that it is very difficult to retrieve data from
records. It is difficult to handle the whole system manually and it is less accurate and
to keep the data in records for future reference because it may get destroyed.
Moreover it is very difficult to retrieve data. Redundancy of data may occur and this
may lead to the inconsistency. The manual system is so time-consuming. The
proposed system is very easy to operate. Speed and accuracy are the main
advantages of proposed system. There is no redundancy of data. The data are stored
in the computer secondary memories like hard disk, etc. it can be easily receive and
used at anytime. The proposed system will easily handle all the data and the work
done by the existing systems. The proposed systems eliminate the drawbacks of the
existing system to a great extent and it provides tight security to data.

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 3.3 SOFTWARE TOOLS TO BE USED

The whole Project is divided in two parts the front end and the back end.

3.3.1 FRONT END

We used HTML, CSS, JavaScript, and Bootstrap to design Front End.

 CSS: CSS stands for Cascading Style Sheets. CSS describes how HTML

elements are to be displayed on screen, paper, or in other media. CSS saves a
lot of work. It can control the layout of multiple web pages all at once. CSS
handles the look and feel part of a web page. Using CSS, you can control the
colour of the text, the style of fonts, the spacing between paragraphs, how
columns are sized and laid out, what background images or colours are used,
layout designs, and variations in display for different devices and screen sizes
as well as a variety of other effects.

 JavaScript: JavaScript is a dynamic computer programming language. It is

lightweight and most commonly used as a part of web pages, whose
implementations allow client-side script to interact with the user and make
dynamic pages. It is an interpreted programming language with object-oriented
capabilities.

 Bootstrap: Bootstrap is a front-end framework for HTML, CSS and JavaScript

that is notable for developing mobile-first and responsive websites. With some
basic knowledge of HTML and CSS, we can create Bootstrap forms, tables,
buttons, typography, navigation, modals, image carousels and optional
JavaScript plugins, by using the premade templates Bootstrap provides us.

3.3.2 BACK END

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We used SQL Server Management Studio to design Back End.

 SQL Server Management Studio: Microsoft SQL Server Management

Studio (SSMS) is an integrated environment to manage a SQL
Server infrastructure. It provides a user interface and a group of tools with rich
script editors that interact with SQL Server. Tasks we can perform with SSMS
include: Create, modify & delete databases and database objects such
as tables, views, stored procedures, etc.

 PHP: PHP is a server side scripting language that is embedded in

HTML. It is used to manage dynamic content, databases, session
tracking, even build entire e-commerce sites. It is integrated with a
number of popular databases, including MySQL, PostgreSQL, Oracle,
Sybase, Informix, and Microsoft SQL Server

4. SYSTEM DESIGN
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4.1 TABLE DESIGN

 Admin

Attribute Datatype Size Constraint

Id Int 11 Not Null
Username Varchar 255 Not Null
Email Varchar 255 Not Null
password Varchar 300 Not Null
reg_date Timestamp Not Null
updation_date Date Not Null

 adminlog

Attribute Datatype Size Constraint

Id Int 11 Not Null
adminid Int 11 Not Null
Ip Varbinary 16 Not Null
logintime Timestamp Not Null

 Courses
Attribute Datatype Size Constraints
Id Int 11 NOT NULL
Course_code Varchar 255 NOT NULL
Course_sn Varchar 255 NOT NULL
Course_fn Varchar 255 NOT NULL
Posting_date Timestamp Default

 registration

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Attribute Datatype Size Constraint

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Id Int 11 Not Null

Room_no Int 11 Not Null

Seater Int 11 Not Null

Feespm Int 11 Not Null

Foodstatus Int 11 Not Null

Stayfrom Date Not Null

Duration Int 11 Not Null

Course Varchar 500 Not Null

Regno Int 11 Not Null

firstName Varchar 500 Not Null

middleName Varchar 500 Not Null

lastName Varchar 500 Not Null

Gender Varchar 250 Not Null

Contactno Bigint 11 Not Null

Emailed Varchar 500 Not Null

Egycontactno Bigint 11 Not Null

guardianName Varchar 500 Not Null

guardianRelation Varchar 500 Not Null

guardianContactno Bigint 11 Not Null

corresAddress Varchar 500 Not Null

corresCIty Varchar 500 Not Null

Corresstate Varchar 500 Not Null

corresPincode Int 11 Not Null

pmntAddress Varchar 500 Not Null

pmntCity Varchar 500 Not Null

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pmnatetState Varchar 500 Not Null

pmntPincode Int 11 Not Null

postingDate Timestamp Not Null

updationDate Varchar 500 Not Null

 rooms

Attribute Datatype Size Constraint

Id Int 11 Not Null

Seater Int 11 Not Null

room_no Int 11 Not Null

Fees Int 11 Not Null

posting_date Timestamp Not Null

 states
Attribute Datatype Size Constraint
Id Int 11 Not Null

State varchar 150 Not Null

 Userlog
Attribute Datatype Size Remarks
Id Int 11 NOT NULL

userId Int 11 NOT NULL

userEmail Varchar 255 NOT NULL

userIp Varbinary 16 NOT NULL

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City Varchar 255 TEXT

Country Varchar2 255 YES/NO

loginTime Timestamp Default

 userregistration
Attribute Datatype Size Remarks
Id Int 11 NOT NULL

regNo Varchar 255 NOT NULL

firstName Varchar 255 NOT NULL

lastName Varchar 255 NOT NULL

Gender Varchar 255 NOT NULL
Email Varchar 255 NOT NULL

Password Varchar 255 NOT NULL

regDate timestamp Default(current_time)
updationDate Varchar 255 NOT NULL
passUpdateDate Varchar 255 NOT NULL

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4.2 DATA FLOW DIAGRAMS

Hostel
Management

Beds
Payment
Management
Management

Hostel
Management
System

Allottees Rooms
Management Management

Food
Management

Zero (0) – Level DFD – HOSTEL MANAGEMENT SYSTEM

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4.3 E-R DIAGRAMS

5.

LIMITATIONS OF THE PROJECT

 Challenges in technology adaption.
 Editing of data is tedious job.
 Less Security of data.
 Maintenance is difficult.
 Not obtain accurate and relevant
information.
 Problems of Report generation.

6. FUTURE SCOPE OF THE PROJECT

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“Hostel Management System” will be an application that will be used for maintaining
the records in an organized manner and to replace old paper work system.
This project aims at automating the hostel management for smooth working of
the hostel by automating almost all the activities.

7. Conclusion:-
Hostel Management System is a Customize and user-friendly software for Hostel. It
has been designed to automate, manage and look after the overall processing of
even very large hostel. It is capable of managing Enquiry details, Student Details,
Payment Details etc. Hostel Management System is a Customize and user-friendly
software for Hostel which provides hostel information, hostel room information, and
hostel accounts information.
Hostel Management Software System is offering a maximum of stability, cost-
effectiveness and usability. It provides the most flexible and adaptable standards
management system software solutions for hostel.

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