MAHARASHTRA STATE BOARD OF TECHNICAL EDUCATION

SHRI H.H.J.B POLYTECHIC,

CHANDWAD-423101 (NASHIK)

MICRO PROJECT
Academic Year 2023-24

TITLE OF PROJECT

Hostel Management System

PROGRAM: Computer Technology PROGRAM CODE:CM

COURSE: Software Engineering COURSE CODE:22413

 Teacher Evaluation Sheet

Name of Student: Nahar Yukti Paresh

Enrolment No: 2200790221
Name of Program: Computer Technology Semester:- 4I
Course Title: Software Engineering(SEN) Code: -22413
Title of the Micro Project: Hostel Management System

Course Outcomes Achieved:-

a) CO- A Select Suitable Software Process Model For Software Development

b) CO-B Prepare Software Requirement Specification.
c) CO-C Use Software Modelling To Create Data Designs
d) CO-D Estimates Size And Cost Of Software Product
e) CO-E Apply Project Management And Quality Assurance Principle In Software
Development.

Evaluation as per Suggested Rubric for Assessment of Micro-Project:

Sr. Poor Average

Characteristic to be Good Excellent
No. (Marks 1- (Marks 4-
assessed (Marks 6 - 8) (Marks 9-10)
3) 5)
(A) Process and Product Assessment (Convert above total marks out of 6 marks)
1 Relevance to the Course
Literature Survey /
2
Information Collection
Completion of the Target
3
as per project proposal
Analysis of data and
4
representation
Quality of Prototype /
5
Model
6 Report Preparation
(B) Individual Presentation / Viva (Convert above total marks out of 4 marks)
8 Presentation
9 Viva
Micro – Project Evaluation Sheet:
Process Assessment Product Assessment
Part Project Part Individual Total
A– Methodolog B – Project Presentation / Marks
Name of Student project y Report / Viva (4 10
Proposal (2 marks) Working marks)
(2 marks) Model(2 marks)

Nahar Yukti Paresh

Name and designation of the faculty Member: Mr. G.M.Lodha Signature

MAHARASHTRA STATE BOARD OF TECHNICAL EDUCATION

Sr.No. Name of Student Roll No Enrollment No Seat

No
1. Nahar Yukti Paresh 65 2200790221

CERTIFICATE
This Is To Certify 1) Nahar Yukti Paresh
Of 4rd Semester Of Diploma In Computer Technology Of Institute, SHHJB
POLYTECHNIC,CHANDWAD (Code:0079) Has Completed The Micro-Project
Satisfactorily In Subject Software Engineering (22413) For The Academic Year 2023- 2024 As
Prescribed In The Curriculum.

Place: CHANDWAD

Date: / 05/2024

Subject Teacher Head of the Department Principal

(Mr. G.M.Lodha) (Mr.P.R.Sali) (Dr. V.A.Wankhede)
 INDEX

SR_NO. CONTENT PAGE NO.

Part A

1.0 Brief Introduction 5

2.0 Aim of Micro Project 5

3.0 Action Plan 5

4.0 Resources Required 5

Part B

1.0 Brief Description 6

2.0 Aim of Micro Project 6

3.0 Course Outcome Integrated 6

4.0 Actual Procedure Followed 6

5.0 Actual Resource Used 6

6.0 Outputs of the Micro-projects 20

7.0 Skill Developed 20

8.0 Applications of this Microproject

 PART A-Plan

Title of micro-project: Hostel Management System

1.0 Aim/Benefits of the Micro-Project-

The aim of a hostel management system is to streamline and automate various tasks related
to managing a hostel facility. The benefits include efficient room allocation, easy tracking of
student or guest records, effective management of resources like food and utilities, simplified
billing and payment processes,and improved communication between hostel administration
and residents.
Course Outcomes Addressed-

Co-A. Select Suitable Software Process Model For Software Development

Co-B. Prepare Software Requirement Specification.
Co-C. Use Software Modelling To Create Data Designs
Co-D. Estimates Size And Cost Of Software Product.
Co-E. Apply Project Management And Quality Assurance Principle In Software
Development

2.0 Proposed Methodology-

A hostel management system is software developed for managing various activities in the
hostel. It manages activities including the student information, room information, mess
bills, room allocation details, fee details and tracking of the number of students and
availability of students.
3.0 Action Plan-

Planned Start Planned Finish

Sr no. Details of activity
Date Date
1. Finalization Of Topic
2. Preparation Of Abstract
3. Collection Of Data
4. Preparation Of Concept
5. Seminar / Presentation
6. Submission Of Micro Project

4.0 Resources Required:

Sr.No Name Of Resource/Material Specification Quantity Remarks
1. Computer (Desktop/Laptop) I5,Ram 8gb 1 Avaliable
2. Microsoft Office Word 2021 1 Avaliable
3. Books - - -
4. Websites Google - -
5. Software Staruml 1 Avaliable

PART B-Plan
Title of micro-project: Hostel Management System.

1.0 Brief Description:

A hostel management system is a software application designed to streamline and automate
various administrative tasks within a hostel or dormitory setting. It typically includes features
such as room allocation, check-in/check-out procedures, managing guest information,
handling reservations, billing and invoicing, inventory management, and reporting
functionalities. The system aims to enhance operational efficiency, improve guest experience,
and provide administrators with better control and insight into hostel operations.

2.0 Aims/Benefits of Micro Project:

The aim of a hostel management system is to streamline and automate various tasks related to
managing a hostel facility. The benefits include efficient room allocation, easy tracking of
student or guest records, effective management of resources like food and utilities, simplified
billing and payment processes, enhanced security through access control, and improved
communication between hostel administration and residents. Overall, it enhances operational
efficiency and improves the overall experience for both administrators and residents.

3.0 Course Outcomes Achieved:

CO-A. Select Suitable Software Process Model For Software Development

CO-B. Prepare Software Requirement Specification.
CO-C. Use Software Modelling To Create Data Designs
CO-D. Estimates Size And Cost Of Software Product.
CO-E. Apply Project Management And Quality Assurance Principle In Software
Development

4.0 Actual Resources Used:

Sr.No Name Of Resource/Material Specification Quantity Remarks

1. Computer (Desktop/Laptop) I5,RAM 8GB 1 Avaliable
2. Microsoft Office Word 2021 1 Avaliable
3. Books - - -
4. Websites - - -
5. Software Staruml 1 Avaliable

Introduction
A hostel management system is a software application designed to streamline and
automate the administrative tasks involved in managing a hostel or similar
accommodation facility. It serves as a centralized platform for hostel managers to
efficiently handle various aspects of hostel operations, including reservations, room
allocation, guest check-in and check-out, billing and invoicing, inventory management,
staff scheduling, and reporting.

Software Requirement Specification

Purpose:
The main goal of this project is to create an all in one software which will be used
for Hostel management.

Scope:
The scope of this project or system is to provide a user comfortable environment
for the students.

Reliability:
● In this application we are having timely backup so there will be no risk of data
loss.
● This application will also have a Separate admin panel so admin can monitor
each and every activity.
● We will also give you a technical support team(in case some issue arises).

Extensibility:
● Online booking
● Online payment
● Online room allotment

Problem definition

Problem Statement:
Develop a comprehensive Hostel Management System to efficiently manage the operations of
a hostel facility. The system should automate various tasks related to hostel administration,
such as student registration, room allocation, fee management, attendance tracking, inventory
management, and communication with residents.

Key Features:

1. Student Registration:
- Allow students to register for accommodation by providing necessary personal and
academic details.
- Verify and approve registrations by hostel administrators.

2. Room Allocation:
- Assign rooms to registered students based on preferences, availability, and other criteria.
 - Manage room occupancy and maintain records of allocated rooms.

3. Fee Management:
- Generate and manage fee structures for different room types and amenities.
- Enable online payment options and track payment status.
- Send automated reminders for fee dues and overdue payments.

4. Attendance Tracking:
- Track the attendance of students residing in the hostel.
- Generate reports on attendance patterns and late arrivals.

5. Inventory Management:
- Maintain an inventory of hostel facilities, including furniture, appliances, and
consumables.
- Track usage, damages, and replenishment of inventory items.
- Automate purchase requests for restocking inventory.

6. Complaints and Maintenance:

- Provide a platform for residents to submit complaints and maintenance requests.
- Assign tasks to maintenance staff and track the resolution status.
- Notify residents about the progress of their requests.

7. Communication:
- Facilitate communication between hostel administration, staff, and residents.
- Send announcements, notices, and important updates via email or SMS.
- Allow residents to communicate with administrators regarding queries or concerns.

8. Reporting and Analytics:

- Generate reports on various aspects of hostel management, such as occupancy rates,
revenue, expenses, and maintenance activities.
- Provide analytical insights to optimize operations and improve decision-making.

9. Security and Access Control:

- Implement secure authentication mechanisms for administrators, staff, and residents.
- Control access to sensitive information and administrative functions based on user roles
and permissions.

10. Integration and Scalability:

- Ensure compatibility with existing systems or platforms used by educational institutions.
- Design the system to accommodate future expansions or modifications in hostel
infrastructure and operations.

Objectives:
- Streamline hostel operations by automating administrative tasks and reducing manual
efforts.
- Enhance the overall experience for students/residents by providing efficient services and
communication channels.
- Improve the transparency and accountability of hostel management processes.
- Optimize resource utilization and financial management for the hostel facility.
- Enhance security and data privacy measures to safeguard sensitive information.

Target Users:
- Hostel administrators
- Staff members (wardens, maintenance personnel, etc.)
- Students/residents

Constraints:
- Adherence to data privacy regulations and institutional policies.
- Compatibility with existing infrastructure and technologies.
- Budgetary constraints for development and maintenance.
- User-friendliness and accessibility for diverse user groups.
- Scalability to accommodate future growth and changes in requirements.

Success Criteria:
- Reduction in administrative workload and processing time.
- Improved student satisfaction and feedback.
- Increase in operational efficiency and cost savings.
- Compliance with regulatory standards and institutional policies.
- Positive impact on hostel occupancy rates and revenue generation.
- Enhanced communication and collaboration among stakeholders.

Model suitable for Hostel Management System

Incremental Model:
 Iterative development: The incremental model divides the project into small,
manageable increments, with each increment delivering a subset of functionality.
 Flexibility and adaptability: It allows for flexibility in accommodating changes as
each increment can be developed, tested, and delivered independently.
 Early feedback: Stakeholders can provide feedback early in the development process,
allowing for adjustments and improvements along the way.
 Risk mitigation: Risks are mitigated through incremental delivery, enabling early
detection and resolution of issues.

For a Hostel Management System, where requirements might evolve or stakeholders may
need to see progress and provide feedback throughout the development process, the
incremental model could be more suitable. It allows for gradual refinement of the system
based on continuous feedback and ensures that the final product meets the evolving needs of
users.
Functional requirements :
User Management: The system should allow the administrator to create, modify, and delete
user accounts for both staff and students/residents.
Room Allocation: The system should facilitate the allocation of rooms to students based on
various criteria such as gender, course, year of study, etc.
Room Management: It should allow administrators to add, delete, or modify room details
including room types, capacities, facilities, and availability.
Check-in/Check-out: The system should handle the check-in and check-out process
efficiently, keeping track of entry and exit dates, reason for leaving, and any associated fees
or penalties.
Billing and Payment: It should manage billing processes, including generating bills for
accommodation, food, laundry, and other services provided by the hostel. It should also
handle payment processing and maintain records of payments made by students/residents.
Inventory Management: The system should maintain an inventory of hostel resources such
as furniture, appliances, and other amenities, ensuring efficient management and utilization.
Visitor Management: It should allow residents to register their visitors and manage visitor
access to the hostel premises while ensuring security and compliance with hostel policies.
Complaints and Feedback: The system should provide a platform for residents to submit
complaints, suggestions, and feedback regarding hostel facilities and services.
Security and Access Control: The system should incorporate security features such as
access control mechanisms, CCTV monitoring, and emergency alert systems to ensure the
safety and security of residents.

Non functional requirements:

Security: Ensuring data privacy, user authentication, authorization, and secure
communication channels to protect sensitive information like student records and
financial transactions.
Reliability: The system should be dependable, with minimal downtime and data
integrity ensured through regular backups and failover mechanisms.
 Scalability: The ability to accommodate an increasing number of users, hostel buildings,
rooms, and transactions without significant performance degradation.
Performance: The system should respond promptly to user requests, with acceptable
response times for tasks such as room booking, fee payments, and generating reports
even during peak usage periods.
Usability: The interface should be intuitive, easy to navigate, and accessible to users
with varying levels of technical expertise. It should also support multiple languages if
needed.
Accessibility: The system should comply with accessibility standards, ensuring that it is
usable by people with disabilities, including support for screen readers and keyboard
navigation.
Maintainability: The system should be easy to maintain and update, with well-
structured code, clear documentation, and modular architecture facilitating future
enhancements and bug fixes..

Data Flow Diagram

1. Hostel Management: This process involves the overall administration and supervision of
the hostel. It includes tasks such as managing hostel facilities, ensuring cleanliness, security,
and overseeing the smooth functioning of the hostel.
2. Payment Management: This process deals with handling payments related to hostel
accommodation. It includes collecting rent from the residents, managing payment records,
generating bills, and maintaining financial transactions.

3. Beds Management: Beds management involves tracking the availability and allocation of
beds within the hostel. It includes maintaining a record of occupied and vacant beds,
assigning beds to new residents, and updating bed status as per occupancy changes.

4. Rooms Management: This process involves managing the rooms within the hostel
premises. It includes tracking the occupancy status of each room, assigning rooms to
residents, and ensuring proper maintenance and cleanliness of the rooms.

First level DFD:-

Second level DFD:-

1. Logging into System: This module handles the process of user authentication and
authorization. It verifies user credentials against stored data to grant access to the system.
2. Check Credentials: Within the login process, this module specifically validates the
username and password provided by the user against the credentials stored in the system's
database.

3. Check Roles of Access: After successful authentication, this module determines the roles
assigned to the authenticated user. Roles define what actions and data the user can access
within the system.

4. Manage Modules: This module oversees the administration and configuration of various
system modules. It allows administrators to add, remove, or modify modules based on system
requirements or changes in business processes.

ER Diagram:-
1. User: This component represents individuals who interact with the Hostel Management
System. Users could include students, administrators, or staff members who access the system
for various purposes such as making bookings, managing hostel facilities, or processing
payments.

2. Login: This component represents the authentication process within the system. It includes
attributes such as username, password, and possibly additional security features for user
access control.

3. Roles: Roles define the specific permissions and access rights granted to users within the
system. For example, an administrator role might have full access to all system
functionalities, while a student role might have restricted access to certain features.

4. Permission: This component describes the specific privileges granted to users based on
their roles. Permissions could include actions such as creating, reading, updating, or deleting
data within the system.
5. Payment: This component manages the financial transactions associated with hostel
bookings, fees, and other charges. It includes attributes such as payment amount, transaction
date, payment method, and related details.

6. Hostel: This component represents the physical hostel facilities within the system. It
includes attributes such as hostel name, address, capacity, facilities available, and other
relevant information.

7. Allotees: Allotees are individuals who have been assigned accommodations within the
hostel. This component maintains information about each allotee, including personal details,
room assignment, check-in/check-out dates, and any special requirements.

Class Diagram

A class diagram shows a set of classes, interfaces and collaboration and their
relationships
 Most common diagram found in modelling object oriented systems
 Address the static design view of a system
 Class diagrams that include active classes address the static process view
of a system
Use case diagram for Hostel management system.
Activity Diagram Of Hostel Management System
Sequence diagram
Cocomo model
It is the one type of static model to estimates software development effort quicklyand
roughly. It mainly deals with the number of lines of code and the level of estimation
accuracy is less as we don’t consider the all parameters belongs to the project. The
estimated effort and scheduled time for the project are given by the relation

Effort € = a*(KLOC)b MM

Scheduled Time (D) = c*€d Months(M)where,

E = Total effort required for the project in Man-Months (MM).
D = Total time required for project development in Months (M).
KLOC = the size of the code for the project in Kilo lines of code.

A, b, c, d = The constant parameters for a software project.

Project type a b c d
Organic 5.4 1.05 2.5 0.83
Semidetache 3 1.12 2.5 0.35
d
Embedded 3.6 1.2 2.5 0.32
For a given project was estimated with a size of 300 KLOC. Calculate the Effort,
Scheduled time for development. Also, calculate the Average resource size and
Productivity of the software for Organic project type.

Effort (E) = a*(KLOC)b = 2.4*(300)1.05 = 957.61 MM

Scheduled Time (D) = c*(E)d = 2.5*(957.61)0.38 =33.95 Months(M)

Avg. Resource Size = E/D = 957.61/33.95 = 28.21 Mans

Productivity of Software = KLOC/E = 300/957.61 = 0.3132 KLOC/MM =

313LOC/MMs.

Test case
Sr.no Test Case Expected Result Actual Result Test Result

1) Verify Menu All Menu As expected, Successful

Buttons Functions All Menu
Functioning. should Work Functions are
properly. working properly.

2) Verify Shop section. All Shops sections As expected, All Successful

information should Shops sections

display. info is
displayed.

3) Verify available All the Data of As expected, All Data Successful

Faculty members/ Facultymember/Em is displayed.
Employees ployees Data
should be
displayed.
4) Verify Customers All the Data of As expected, All Successful
entries/data. Customers should Data of
be displayed. Customer is
displayed.

5) Verify available All the As expected, All Data Successful

Products/materials Data of of available Products
data. available /materials is
Products/ displayed.
Materialsh
ould
bedisply

6) Verify Payments All the Data of The system does Fail

Data Payments should be not displays the
displayed. data of
Payments

Login form:
 Timeline gantt chart

A Gantt chart is a visual representation of a project schedule, showing the start and finish
dates of various elements of the project. In the case of a Hostel Management System, the
timeline Gantt chart would illustrate the key tasks and milestones involved in developing and
implementing the system. Here's an explanation of what such a Gantt chart might include:

1. Research and Planning: This phase involves conducting market research, defining
requirements, and planning the project scope, budget, and timeline. Tasks may include:
 Conducting market research
 Defining system requirements
 Planning project scope, budget, and timeline
  Creating a project proposal
2. Design Phase: This phase involves designing the architecture, user interface, and database
schema of the hostel management system. Tasks may include:
 Designing system architecture
 Creating wireframes and mockups for user interface
 Designing the database schema
3. Development: This phase involves actual coding and development of the hostel management
system. Tasks may include:
 Front-end development
 Back-end development
 Database development
 Integration of different system components
4. Testing: This phase involves testing the developed system to ensure it meets the specified
requirements and is free of bugs. Tasks may include:
 Unit testing
 Integration testing
 System testing
 User acceptance testing
5. Deployment: This phase involves deploying the system to the production environment and
making it accessible to users. Tasks may include:
 Setting up hosting infrastructure
 Deploying the system
 Configuring user accounts and permissions
 Training users
6. Maintenance and Support: This phase involves providing ongoing support, maintenance,
and updates to the system post-deployment. Tasks may include:
 Monitoring system performance
 Providing technical support to users
 Performing regular maintenance tasks
 Releasing updates and patches

Skill developed

Technical Skills:
  Software Development: Building and maintaining a Hostel Management System
requires skills in programming languages, database management, web development,
and software engineering principles.
 System Administration: Managing servers, databases, and network infrastructure to
ensure the system's smooth operation.
Project Management Skills:
 Time Management: Planning and scheduling tasks effectively to meet project
deadlines and milestones.
 Resource Allocation: Allocating human, financial, and technological resources
efficiently to ensure project success.

Overall, working with a Hostel Management System can provide individuals with a diverse
set of technical, project management, analytical, interpersonal, and adaptability skills that are
valuable across various industries and roles within the technology sector.

Conclusion
A Hostel Management System plays a crucial role in efficiently managing the operations of
hostel facilities, catering to the needs of both administrators and residents. Overall, a well-
implemented Hostel Management System not only improves the efficiency and effectiveness
of hostel operations but also enhances the overall experience for administrators, staff, and
residents, ultimately contributing to a well-organized, secure, and thriving hostel
environment.