P.E.

Society’s

MODERN COLLEGE OF

ARTS, SCIENCE & COMMERCE.

(BUSINESS ADMINISTRATION CAMUS),

SHIVAJI NAGAR, PUNE 411005.

HOSTEL MANAGEMENT SYSTEM

Name: Ishraq Shaikh Name: Umar Shaikh
Roll no - 8640 Roll no - 8751
Class: TYBBA(CA) Class: TYBBA(CA)
Div: B Div: B
 Project Guide:
Prof.Vaibhav Thakare

EXISTING SYSTEM:-

The method of maintaining the record in the organization is by writing all details in register as well as online but on recording it on
register they find some difficulty to add new records, delete any existing record or for editing (or)doing any changes in records. If they
want to do any of the above tasks, they are writing the whole things again it is a time consuming task. There is one more difficulty they
found on register is that while on the condition of searching any particular record they have to go through the whole register.
Proposed System:-
The aim of proposed system is to develop a system of improved facilities. The proposed system can overcome all the limitations of
the existing system. The system provides proper security and reduces the manual work.
The system is very simple in design and to implement. The system requires very low system resources and the system will work in
almost all configurations.

Design Specification (DFD & ERD)

DFD diagram
Context Level DFD:
 Visitors time in/out
Quarterly Fee
Room Choice Request
Mess fee Quarterly Dues Confirmation
Hostel Bus fee
Room Allotement Details
0.0
Students Hostel Warden
Management Recording Visitors Details
System
Room Choice Req. Accept
Check Quarterly Dues

Hotel bus fee confirmation

Hostel bus fee receipt Check bus dues
Room Allotted
Mess Fee Receipt Check Mess
Quarterly Fee Receipt Dues Mess Fee Hostel Bus Manager
Conifirmation

Mess Manager

1st Level DFD:

 Username & Password
1.0
Admin User & Password Login Deatils
Login
Access Granted

Application Form Verification

2.0 Warden Db
Student
Allotement Allotemen Confirm Admission
t
Process

Room Choice 3.0 Checks Availability

Student Room Room Details
Room fee Details Managem Room Confirmation
ent
 Mess type 4.0 Mess Confirmation
Student Mess Mess Details
Managem
Mess Fee Confirmation Mess Fee Details
ent

Hostel Bus 5.0 Hostel Bus Confirmation

Student Hostel Bus Hostel Bus Details
Managem
Hostel Bus Fee Confirmation Hostel Bus Fee Details
ent

Parking detail 6.0 Hostel Bus Confirmation

Employee Parking Hostel Bus Details
Managem
Hostel Bus Fee Confirmation Hostel Bus Fee Details
ent

Paying Fees
Student

7.0 Parking Details

Update details
Payment Parking
Get Parking Details
Admin

Update Parking Details

 Add/Delete/Update 8.0 Updating details
Employee Employee Employee Details
Emp Salary Managem Emp Designation
ent

Complaint Details 9.0 Lodge Complaint

Student Complaint Complaint Box
Managem
Action taken Check Complaint Status
ent
Update Complaint Satus

Time in 10.0 Recording time

Visitors Visitors Visitors Details
Managem
Time Out Recording Time
ent
 Send query 11.0 Employee Details
Admin Report Employee
Generatio
Get report
n Student Details
student

Mess Details
Mess

Hostel Bus Details

Hostel Bus

Room Details
Rooms

Complaint Details
Complaints

Visitors Details
Visitors
Parking Details
Parking
ERD Diagram:-
Payment Details
Payment
 s_name R_Type
H_name
W_name R_Charges
H_No
S_add R_no
W_ID
H_add

New Getting
Warden Manages Hostel Has Rooms
1 M M Allocated 1 1 M
student by
1 1
E_name
M
E_ID
M Employee
Has
Visitors Has
MM_name by E_Sal
by B_no
B_Charges
S_ID
M_Type 1
V_name In/Out Time Mess M
M_Charges
Bed

E_ID
M Fee Due
Emp Parking
After
Allocation
1 Pay_ID
P_NO
Hostel Bus S_ID

Pay_type

Vehicle Payment
Bus NO Bus name 1
Type
DESCRIPTION

1.Admin Login Form: Admin Login using username and passcode only, forgot password
2.New Employee Registration: New employee registration include all details related to
employee(name,address,mobile no,email)
3.Employee Login Form: Employee login page with ID,Password and Forgot Password.
4.Employee details form: The employee form details contains id,name,mob number,designation.We can
add,edit,delete,update details of emloyee
5.Hostel Employee Salary Details: It generate salary of emloyees contain employee name, basic salary, DA,
HRA,MA,PF,PT,II, submit button used to display the salary of employee.
6.New Student registration: New student will be get added by filling information of student.
7.Students View: Student details will be displayed name, age, number, room no., etc
8.Room Details Form: All room details include(room charge,beds allocation)
1.A/C Room
2.Non A/C Rooms
3.Simple Rooms
9.Employee Report: All details and Salary details, In and Out timing
10.Bed Allocation Report: Complete bed allocation report is generate.
11.Visitors Details: Arriving time of visitors, met which student, and leaving time will be recorded.
12.Update/Find records: Update/Find records of students
13.Allocated Rooms: Rooms allocated to which student will be displayed.
14.Unallocated Rooms: Rooms not occupied by anyone will be displayed with room no.
15.Invoice: Bill will be generated after adding new student.
16.Mess Management: Mess charges will be added for students who opted for the mess.
17.Hostel Bus Management: Hostel Bus charges will be added for students who opted for the Hostel bus.
18.Emp_Parking: This form will be use to access Employee parking Details.
19.Complaint: This form will be used for having complaint details.

20.Expenditure: All expenses done for hostel and mess, Bus comes under this.

21. Report : This form gives the final report of the management

FUTURE ENHANCEMENT:
It is easy to extend the system that we have proposed. A person could
see any of the issued, unissued or all the rooms according to his/her will. In
future we can implement some features for “HOSTEL MANAGEMENT
SYSTEM” project. In this system its possible to categorize room rent for
middle class students and poor students. Some poor students are given a
particular concession for the entire year. System can generate email facility.
It also generate online booking.

SOFTWARE REQUIREMENT
Front end:-C# programming
Back end:-Ms Access 2008

HARDWARE

Processor:- Intel Core 2 Duo Or Above

Operating System:-Windows 7 or Above
RAM:- 2 GB or Above
Hard Disk:-40 GB