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Term Paper Term Paper Course code CAP 406

Course Instructor Ms. Navdeep Kour Date of sub 10 Nov 2010

Roll No RD3803A25 Section No D3803

“Hostel Management System”

Declaration:

I declare that this assignment is my indivisible work, I have not copied from any other
student’s work or from any other source except where due acknowledgement is made
explicitly in text, not has any part become written for me by another person.

Neeraj Kumar

Evaluation content

Marks Obtained Out of:

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Acknowledgement

It is a great and challenging experience for me, working with term paper “Hostel
Management System”. It’s our pleasure to take this opportunity to thank all those who help us
directly or indirectly in preparation of this project.

I would like to thank Department of Computers Application of “LOVELY

PROFESSIONAL UNIVERSITY” which provide me enough infrastructures to complete the
Term Paper on this topic. I am thankful to our Lect. Ms. Navdeep Kour not only for their
valuable instructions which she gives me to prepare the Term Paper over this topic but also
for solving various types of problem, which came across during study of this topic and also
for inspiring us to do such job.

I am extremely grateful to my friends for their help, support and inspiration to keep
my moral high to complete the task.

Table of Content
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CONTENTS PAGE NO

• Acknowledgement 2

• Introduction 4

• Project Description 5

• User Panel 5

• Admin Panel 6

• Dataflow Diagram 6

• Context Level DFD 7

• Case Diagram 10

• State Diagram 12

• Screen Shot 13

• Software Environment 15

• Conclusion 15

• References 16

Hostel Management System

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Introduction

Hostel management gives on idea about how the student details, room allocation, mess
expenditure are maintained in the particular concern. The hostel management system also
includes some special features. The administration has the unique identity for each members
as well as students details. The stock management has also held by mess expenditure, the
mess expenditure that used to calculate the mess bills of each of the students. The modules of
this project are student details, attendance details, room details, mess modules.

C Sharp is used as the front end tool and MSSQL is used as a backend tool. Visual
Basic is one of the driven programming languages. The application wizards, menu editor and
data reports etc is very much useful for creating very good professional software.

As the name specifies “HOSTEL MANAGEMENT SYSTEM” is software developed for

managing various activities in the hostel. For the past few years the numbers of educational
institutions are 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 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 users
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 labor 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
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Problem definition

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 users
friendly and more GUI oriented. We can improve the efficiency of the system, thus overcome
the drawbacks of the existing system.

User Panel

Home

 This consist of the different pop-up menus showing the details of the different hostels
 It contain a link to the CUSAT official web-site.
 It allows the different users to access the registration forms.
 He can view the Student administration division of the different hostels and also view
the notice boards.

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 alotting 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.

Admin Panel
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Administrator Login

The Administrator can:

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

Allotment of the hostels

There 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 varify 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.

Data Flow Diagram

Data flow diagram (DFD) is a graphical representation of the "flow" of data through an
information system. DFDs can also be used for the visualization of data processing.

On a DFD, data items flow from an external data source or an internal data store to an
internal data store or an external data sink, via an internal process.

A DFD provides no information about the timing of processes, or about whether processes
will operate in sequence or in parallel. It is therefore quite different from a flowchart, which
shows the flow of control through an algorithm, allowing a reader to determine what
operations will be performed, in what order, and under what circumstances, but not what
kinds of data will be input to and output from the system, nor where the data will come from
and go to, nor where the data will be stored.

Context level DFD

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Student Module

Registration process
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Admin module

Allotment process
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Vacating process

Case Diagram
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collect& store the student details

store the availability of hostel&

room details

generate & update the attendance

details

calculate& generate report for

mess expenditure detail for ...
aadministrator
db manager

calculate & generate report for

mess expenditure detail for ...

request for mess bill report

check and verify mess bill report mess bill calculation

update the payment details

display the mess bill report to the

student

payment of mess bill

student

State Diagram
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State diagram are a familiar technique to describe the behaviour of a system. They describe
all of the possible states that a particular object can get into and hoe the objects state changes
as a result of events that reach the object.

get details

CHeking all details correct processing

update details

some details missing

mess details
details verified update
details obtained

Waiting missing calculating calculate

details obtained mess expenditure

mess bill

Reporting
generated report

stop

Screen shots
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Home page
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Contact us
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Feedback form
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System Environment

Hardware Configuration

 Pentium IV Processor
 512 MB RAM
 40GB HDD
 1024 * 768 Resolution Color Monitor

Software Configuration

 OS : Windows XP, Windows Vista

 Front End: asp.net
 Back End: MSSQL 2005 or above

Conclusion

The project developed using VS and inbuilt SQL 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 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 users
friendly and more GUI oriented.
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References

 http://www.hostels.com/
 http://www.hostelboarding.com/
 http://www.google.co.in/
 http://www.google.co.in/images?
hl=en&q=dfd&wrapid=tlif12893294594081&um=1&ie=UTF-
8&source=og&sa=N&tab=wi&biw=1259&bih=594