HOSTEL MANAGEMENT SYSTEM

A Project Report
Submitted In partial fulfillment of the requirements for the Degree of
Computer Science and Engineering From City University

Submitted To
CITY UNIVERSITY, DHAKA, BANGLADESH

Submitted By

MD. ISMAIL HOSSAIN

MD. AYUB ALI

Supervised By

BUSHRA RAHMAN
Lecturer, CSE

Department of Computer Science & Engineering

City University, Dhaka, Bangladesh
 Certificate

This is certified that this is a bona fide record of the project work entitled
“HOSTEL MANAGEMENT SYSTEM”
Done by the following students

MD. ISMAIL HOSSAIN

MD. AYUB ALI

Of the 12th semester, Computer Science and Engineering in the year 2015 in partial fulfillment

of the requirements to the award of Degree Bachelor of Computer Science and Engineering of City
University.
The Project report has been carried out under by guidance and is a record of work carried out
successfully. No part of this report consists of materials copied of plagiarized from any published
works.

Approved By

Signature: …………….. Signature: ……………..

Date: …………………. Date: ………………….

Project Supervisor Head Of Department

Dept. Of CSE Dept. Of CSE
City University, Dhaka City University, Dhaka
 ACKNOWLEDGEMENT

We take this occasion to thank Allah, almighty for blessing us with his grace and taking our

Endeavour to a successful culmination. We extend our sincere and heartfelt thanks to our esteemed

guide, BUSRA RAHMAN for providing us with the right guidance and advice at the crucial

junctures and for showing us the right way. We extend our sincere thanks to our respected.

Professor Dr. Md. Matiur Rahman Mian Dean, faculty of Science and engineering, And Md. Safeat

Hossain head of the Dept., for allowing us to use the facilities available. We would like to thank

the other faculty members also, at this occasion. Last but not the least, we would like to thank

friends for the support and encouragement they have given us during the course of our work.

We would like to thanks BUSRA RAHMAN once again because of his sincere guidance and

sharing of his arcane knowledge with us so that we can get more logic understanding on how to

develop software which is suitable for current society. This project also provides us a good

opportunity to acquire how to work with a team and to develop research skills.

Finally, we are grateful to all our respected teachers of department of Computer science &

Engineering, City University, for their advice and nice co-operation

…………………….
Signature
 DECLARATION

We hereby declare that project titled “HOSTEL MANAGEMENT SYSTEM” is a bonafide original

record done by us at CITY UNIVERSITY, DHAKA affiliated to the partial fulfillment of

requirement for the award of degree of Bachelor of Computer Science and Engineering during the

period of 2011-2015 in City University, Dhaka and also we state that this or any other University.

We further declare that the work reported in this project has not been submitted and will not be
submitted, either in part or in full, for the award of any other degree or diploma in this institute or
any other institute or university.

Signature of Students

-------------------------- --------------------------
MD. ISMAIL HOSSAIN MD. AYUB ALI

ID: 11328750 ID: 11328800

 ABSTRACT

Hostel management by manual way is tedious process, since it involves work load and
time consumption. In this system, we can easily manage the hostel details, room
details, student records, mess expenditure, mess bill calculation, easy way of room
allocation and hostel attendance.

The main feature of this project is easy to allocate for the student and also easy to
calculate mess bill.

This project is carried out using PHP as front end and MYSQL as back end.
SYNOPSIS
 Table of Contents
Title
1. Introduction
2. Requirement Specification
3. Feasibility study
4. System Analysis
5. System Design
6. System Implementation
7. System Testing
8. Sample Screenshots
9. Future work and Conclusion
10. References
 Chapter 1
INTRODUTION

Hostel management gives on idea about how the students 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, room
details, mess modules.

1.1.1 Problem definition

We have got four hostels in our university, which consist of two boy’s hostel and two 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.

1.1.2 Project Overview
The hostel management system is web based software to provide university students

accommodation to the university hostel more efficiently. This project also keeps details of the

hostellers and applied students. It is headed by Provost. He will be the administrator. For

accommodate a large number of students into hostel. This document is intended to minimize

human works and make hostel allocation is an easier job for cu students and hostel authorities

by providing online application for hostel, automatically select the students from the waiting list

and mess calculation, complaint registration, notice board etc. etc. Students will get approval

notification in their mails. Hostellers can view notice board, hostel fee, mess menu by login into

the online system.

1.1.3 Objectives

The objectives of this project are:-

1. To develop an integrated system for hostel management system.

2. Providing online student application for student to apply the hostel.

3. To compare the efficiency of system design for a small IT project.

4. Maintain the students as hostellers and waiting list students separately

Process allotment list.

5. Admin can send the approval notification to every approved student via email.

6. Automatically insert student’s details to the hosteller’s record when the allotment is

confirmed by the admin and deleted when vacation is conformed or after the course end

date.

7. Students can register their complaints.

8. Admin can edit notice board and each student can view it.

9. Hostel secretary can calculate hostel fee including mess fee and can edit mess menu

10. Hostellers can check the status of every month’s hostel fee
1.2 User Panel

1.2.1 User Login

1.2.1.1 Home

1. This consist of the different pop-up menus showing the details of the different hostels

2. It contain a link to the CU official web-site.

3. It allows the different users to access the registration forms.

4. He can view the Student administration division of the different hostels and also view the

notice boards.

1.2.1.2 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 allotting them to the respective hostels.

1.2.1.3 Notice Board

All the 4 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.

1.3 Admin Panel

1.3.1 Administrator Login

1.3.2.1 Home

The Administrator can:

1. Allot different students to the different hostels.

2. Vacate the students for the hostels.

3. Control the status of the fee payment.

4. Edit the details of the students & modify the student records.
 1.3.2.1.1 Allotment of the hostels

Their will be pre-defined criteria’s for the admission to the hostels. He checks the

attested application forms of the students obtained from the internet and verify it with the

student database. If the students are found eligible then they are allotted to the hostel.

1.3.2.1.2 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.

1.3.2.1.3 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 allotting them to the respective hostels.
 Chapter 2
Requirement Specification

2.1 Hardware Configuration

The most common set of requirements defined by any operating system or software application is
the physical computer resources, also known as hardware.

Processor : Pentium IV Processor And Above

RAM : 512 MB RAM

Hard Disk : 40GB HDD

Monitor : 1024 * 768 Resolution Color Monitor

2.2 Software Configuration

Software Requirements deal with defining software resource requirements and pre-requisites that
need to be installed on a computer to provide optimal functioning of an application

Operating System : Windows XP/ Windows7/ Windows8/ Windows10

Front End : HTML, CSS, JAVA SCRIPT, PHP

Server Side Script : XAMAP/ WAMAP/

Back End : MySQL

IDE : Notepad++
 Chapter 3
Feasibility study
Feasibility Study is basically the test of the proposed system in the light of its workability, meeting
user’s requirements, effective use of resources and of course, the cost effectiveness. As the name
implies, feasibility study is an analysis of the viability of an idea. It ensures that a project is legally
and technically feasible and economically justifiable.

Moreover this study can be used in various ways with focus on the proposed business. It tells us
whether a project is worth doable or not? Feasibility study is a must because: A feasibility study
evaluates the project's potential for success; therefore, perceived objectivity is an important factor in
the credibility of the study for potential investors and lending institutions

The main goal of feasibility study is not to solve the problem but to achieve the scope. In the process
of feasibility study, the cost and benefits are estimated with greater accuracy. It has three types:

 Operational Feasibility
 Technical Feasibility
 Economic Feasibility

3.1 Economic Feasibility

Economic analysis is the most frequently used method for evaluating the effectiveness of a new
system. More commonly known as cost/benefit analysis. PHP using IDE and MySQL database easily
available Script Server Side (like XAMAP/ WAMAP) in internet.

This procedure is to determine the benefits and savings that are expected from a candidate system and
compare them with costs. If benefits outweigh costs, then the decision is made to design and
implement the system. Otherwise, further justification or alterations in proposed system will have to
be made if it is to have a chance of being approved. This is an ongoing effort that improves in accuracy
at each phase of the system life cycle.

Economic feasibility talks about the benefits that which we get from this project. Here with the
introduction of this online process we are not only reducing the time take for the registration of the
entrants. We even reduce the burden on the administrator. As this project is not only reducing the time
but also the work burden of the user we say that this product is economically feasible.
3.2 Technical Feasibility
The technical feasibility in the proposed system deals with the technology used in the system. It deals
with the hardware and software used in the system whether they are of latest technology or not. It
happens that after a system is prepared a new technology arises and the user wants the system based
on that technology. This system use windows platform, PHP as front end technology and MySQL
server as backend technology. Thus HOSTEL MANAGEMENT SYSTEM is technically feasible.

Technical feasibility centers on the existing computer system (hardware, software, etc.,) and to what
extent it can support the proposed addition. If the budget is a serious constraint, then the project is
judged not feasible.

Technical feasibility speaks about the existing hardware and the software that we are using and the
deviations that we have to make from the existing one, as we are developing the application using
java there is no change in the hardware that we are using. So we a say that this application is
technically feasible as there is no change in the configuration more over it is cost effective.

3.3 Operational Feasibility

The project has been developed in such a way that it becomes very easy even for a person with little
computer knowledge to operate it. People are inherently resistant to change, and computers have been
known to facilitate change. It is understandable that the introduction of a candidate system requires
special effort to educate, sell, and train the staff on new ways of conducting business.

As this project is a user friendly version there is not much training required for the people to use. This
product is not only making the task of the administrator easy but it is reducing the time that is taken
otherwise. So we say that this product is operationally feasible.
 Chapter 4
System Analysis
4.1 Existing System

The existing system is manual based and need lot of efforts and consume enough time. In the existing
system we can apply for the hostels online but the allotment processes are done manually. It may lead
to corruptions in the allocation process as well as hostel fee calculation. The existing system does not
deals with mess calculation and complaint registration.

For the past few years the number of educational institutions are increasing rapidly. Thereby the
number of hostels are 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 user friendly and more
GUI oriented. We can improve the efficiency of the system, thus overcome the following drawbacks
of the existing system.

4.1.1 Disadvantages of Existing System

 More human Power.

 More strength and strain of manual labor needed

 Repetition of the same procedures.

 Low security

 Data redundancy

 Difficult to handle

 Difficult to update data

 Record keeping is difficult

 Backup data can be easily generated.

4.2 Proposed System:
Hostel Management System (HMS) is web-based system for managing various activities in the
hostel thought online. It helps in avoiding the problems which occur when carried out manually
It improves the efficiency of the system. Ability to manage application, admission, Allotting room
and mess bill & hostel bill, student vacation and report generation

 Less human error

 Strength and strain of manual labour 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
 Chapter 5
System Design

The system design is divided into two portions. The Administrator section and student section.

Administrator (Provost)
1. The Administrator can allot different students to the different hostels.
2. He can vacate the students for the hostels.
3. He can control the status of the fee payment.
4. He can edit the details of the students. He can change their rooms, edit and delete the student
records.
5. Make the Mess menu
6. Make the mess bill & hostel bill
7. Give notifications in Notice Board

Students
1. Can edit information before submit
2. After getting conformation can’t access any information
3. Meal Order and View Meal Cost Report
4. Change Password

. In input data design, we design the source document that capture the data and then select the media
used to enter them into the computer. There are two major approaches for entering data in to the
computer. They are
· Menus.
· Dialog Boxes.

Menus
A menu is a selection list that simplifies computer data access or entry. Instead of remembering
what to enter, the user chooses from a list of options. A menu limits a user choice of response but
reduce the chances for error in data entry.

Dialog Box
Dialog boxes are windows and these windows are mainly popup, which appear in response to
certain conditions that occur when a program is run. It allows the display of bitmaps and pictures. It
can have various controls like buttons, text boxes, list boxes and combo boxes. Using these controls
we can make a ‘dialog’ with the program. The proposed system has three major inputs. They are
Machine Registration, Machine Scheduling and Request Form.
Process Design

Process design plays an important role in project development. In order to understand the working
procedure, process design is necessary. Data Flow Diagram and System Flow chart are the tools
used for process design.

System Flow Chart is a graphical representation of the system showing the overall flow of control in
processing at the job level; specifies what activities must be done to convert from a physical to
logical model.

Data Flow Diagram is the logical representation of the data flow of the project. The DFD is drawn
using various symbols. It has a source and a destination. The process is represented using circles and
source and destination are represented using squares. The data flow is represented using arrows.
One reader can easily get the idea about the project through Data Flow Diagram.

SYMBOLS USED IN DATA FLOW DIAGRAM

4.2.1 - source rectangle, which defines or destination

4.2.2 -Arrow, which shows dataflow.

4.2.3 -Circle, which represent a process that transforms incoming data

into outgoing flow.

4.2.4 -Open rectangle, which shows a data store.

DATAFLOW DIADRAMS

4.2.1 Data Flow Diagram

4.1 Context level DFD

Fig: DFD for allotment process

4.2 Student Module

Fig: DFD for student

module

4.3 Registration process

Fig: DFD for Student

Registration
4.4 Admin module

Fig : DFD for Admin

module

4.5 Allotment process

4.6 Vacating process

Fig: DFD for Vacation Process

Overall Diagram:
USE CASE DIAGRAM: Use case diagram is a diagram that shows the interaction between user and
system to capture the user’s goals.

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
CLASS DIAGRAM:
Class diagram is a collection of static elements such as classes and their relationships
connected as a graph to each other.
Activity Diagram:

It describes the sequence of activity it support for the conditional and parallel behavior.

It is a variant of a state diagram in which most of the states are activity states.

start

Login

enter student enter room

details details enter mess
details

calculate mess
expenditure& mess bill

generate
report

Update details

stop
Student Modules:
USE CASE DIAGRAM:
Use case diagram is a diagram that shows the interaction between user and system to
capture the user’s goals.

enter student details

edit details

adminis db manager
delete details

view details

details updated
CLASS DIAGRAM:

Class diagram is a collection of static elements such as classes and their relationships connected as a
graph to each other.
Activity Diagram:
It describes the sequence of activity it support for the conditional and parallel behaviour .

It is a variant of a state diagram in which most of the states are activity states.

start

enter student enter student

details rollno

inv alid
update details

v alid

edit delete v iew

update

stop
Room Modules:
USE CASE DIAGRAM:
Use case diagram is a diagram that shows the interaction between user and system to
capture the user’s goals.

enter room details

update details

view details

enter the hostelno

adminis DBmanager

check free room

check for availability in other hostel

no

enter the other hostelno

allocate room

display free rooms

request room

student
room details displayed
CLASS DIAGRAM:
Class diagram is a collection of static elements such as classes and their relationships connected as a graph to
each other.

Activity Diagram:
It describes the sequence of activity it support for the conditional and parallel behaviour . It is a variant of a
state diagram in which most of the states are activity states.

start

room detai l s

enter room
detai l s request for room
avai l abi l i ty
enter room no

UPDAT E check room request room

Detai l s avai l abi l i ty detai l s

di spl ay room
vi ew room
avai l abi l i ty detai l s
detai l s

exi t

stop
Mess Modules:
USE CASE DIAGRAM:
Use case diagram is a diagram that shows the interaction between user and system to
capture the user’s goals.

enter mess expenditure

calculate expenditure for veg

calculate expenditure for non-veg

DBmanager
ADMINISTRATOR
calculate mess expenditure details
per day

mess bill calculation

calculate mess expenditure details
acknowledgement for messbill per month

display mess bill report request for messbill report

student
CLASS DIAGRAM:

Class diagram is a collection of static elements such as classes and their relationships connected as a
graph to each other.
Activity Diagram:

It describes the sequence of activity it support for the conditional and parallel behaviour .

It is a variant of a state diagram in which most of the states are activity states.

start

enter mess item

details(veg,nonveg) enter payment
details

Update
UPdate

calculate mess bill calculate mess bill

expenditure per day expenditure per month

display the mess Display the mess

expenditure(veg,nonveg) expenditure (veg,non veg)

generate mess bill

& payment report

stop
Database Design :

ER diagram:
 Chapter 6
System Implementation
Implementation is the stage in the project where the theoretical design is turned into a working system

and is giving confidence on the new system for the users that it will work efficiently and effectively. It involves

careful planning, investigation of the current system and its constraints on implementation, design of methods

to achieve the change over, an evaluation of change over methods. Apart from planning major task of preparing

the implementation are education and training of users. The implementation process begins with preparing a

plan for the implementation of the system. According to this plan, the activities are to be carried out, discussions

made regarding the equipment and resources and the additional equipment has to be acquired to implement the

new system. In network backup system no additional resources are needed.

Implementation is the final and the most important phase. The most critical stage in achieving a

successful new system is giving the users confidence that the new system will work and be effective. The

system can be implemented only after thorough testing is done and if it is found to be working according

to the specification. This method also offers the greatest security since the old system can take over if the

errors are found or inability to handle certain type of transactions while using the new system.

7.1 User Training

After the system is implemented successfully, training of the user is one of the most

important subtasks of the developer. For this purpose user manuals are prepared and handled over to

the user to operate the developed system. Thus the users are trained to operate the developed system.

Both the hardware and software securities are made to run the developed systems successfully in

future. In order to put new application system into use, the following activities were taken care of:

· Preparation of user and system documentation

. Conducting user training with demo and hands on

· Test run for some period to ensure smooth switching over the system
 The users are trained to use the newly developed functions. User manuals describing the

procedures for using the functions listed on menu are circulated to all the users. It is confirmed that

the system is implemented up to users need and expectations.

7.2 Security and Maintenance

Maintenance involves the software industry captive, typing up system resources .It means

restoring something to its original condition. Maintenance follows conversion to the extend that

changes are necessary to maintain satisfactory operations relative to changes in the user’s

environment. Maintenance often includes minor enhancements or corrections to problems that surface

in the system’s operation. Maintenance is also done based on fixing the problems reported, changing

the interface with other software or hardware enhancing the software.

Any system developed should be secured and protected against possible hazards. Security measures are

provided to prevent unauthorized access of the database at various levels. An uninterrupted power supply should

be so that the power failure or voltage fluctuations will not erase the data in the files.

Password protection and simple procedures to prevent the unauthorized access are provided to the

users .The system allows the user to enter the system only through proper user name and password.
 Chapter 7
System Testing
System testing is the stage of implementation, which is aimed at ensuring that the system works accurately

and efficiently before live operation commences. Testing is the process of executing the program with the intent

of finding errors and missing operations and also a complete verification to determine whether the objectives

are met and the user requirements are satisfied. The ultimate aim is quality assurance.

Tests are carried out and the results are compared with the expected document. In the case of

erroneous results, debugging is done. Using detailed testing strategies a test plan is carried out on each

module. The various tests performed in “Network Backup System” are unit testing, integration

testing and user acceptance testing.

7.1 Unit Testing

The software units in a system are modules and routines that are assembled and integrated to

perform a specific function. Unit testing focuses first on modules, independently of one another, to

locate errors. This enables, to detect errors in coding and logic that are contained within each module.

This testing includes entering data and ascertaining if the value matches to the type and size supported

by java. The various controls are tested to ensure that each performs its action as required.

7.2 Integration Testing

Data can be lost across any interface, one module can have an adverse effect on another, sub

functions when combined, may not produce the desired major functions. Integration testing is a

systematic testing to discover errors associated within the interface. The objective is to take unit tested

modules and build a program structure. All the modules are combined and tested as a whole. Here the

Server module and Client module options are integrated and tested. This testing provides the assurance

that the application is well integrated functional unit with smooth transition of data.

7.3 User Acceptance Testing

User acceptance of a system is the key factor for the success of any system. The system under
consideration is tested for user acceptance by constantly keeping in touch with the system users at
time of developing and making changes whenever required.
 CHAPTER 8

Sample Screenshots
 CHAPTER 9

Future work and Conlusion

To conclude the description about the project: The project, developed using PHP and

MySQL 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 activi-

ties in the hostel. For the past few years the number of educational institutions are increasing rapidly.

Thereby the number of hostels are 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 user friendly and more GUI oriented

CHAPTER 10
References