Hostel Database Management

System
Project
Introduction
This blog is design to implement the our project named as hostel management
database system.

Proposal
The basic purpose of designing this project is to get rid from manual entry and
record system and try to give easy and simple database management system
for hostels.

This project is designed to keep the record of the students living in hostel,
allocation of rooms, their monthly or semester wise dues and many more
things but we are trying to make this management system as much as simple
and easy as we can, but we well try to cover all the basic elements use for
hostel management database.

If we talk in simple functionality of this project so our basic target is to keep

database of students in hostels with different angles such that their room
number, fees status, their course name, semester and can be many more.

As mentioned earlier we will try to make our project easy and simple so it can
be implement at any level and can be productive and useful for any hostel
administration.

Members:

We are two members (Muhammad Fahad & Asad Ali), we will try to work
together throughout the project to make it more effective and efficient.

Abstract View:

Just mention the screenshot to show the abstract view it can be extend and
reduce according to requirement and thinking during the designing of
project.
Changes can be possible later on.....!

ER-Diagram And Business Rules:

Hostel management system is design so that our universities and colleges can easily
manage the data of students and related things.
For the best understanding first we have to define the project scope or the scenario
because different problem can be solve different design and more than one scenarios
can be created for each problem. People design them according to their thinking.
We are also creating some type scenario so that our design can be bit specific for
some kind of situation.
Our project is defined as;
As we can see that our university has the facility of hostel for boys and girls.
We will focus on the boy’s hostel only as almost all the things will be same in both
hostel we will manage only boys so that it will be simple and easy to understand for
everyone.
Obviously many students will be living in the boy’s hostel.
Boy’s hostel has many rooms for the accommodation of the students in which more
than one student accommodate their self.
Each room has assigned different types of furniture for the students so they can
easily spend the time in room.
There are many workers in the boy’s hostel who work in the mess and hostel as well
(cleaning, washing etc );
Every student must submit his fees in-time so they can get the every facility in hostel.
For the food service the hostel management is providing the facility of mess for
students so students and easily get the meal in hostel.
It is also possible that visitors can come to meet students those are living in hostel.
 Formal Specification
This document is explaining about the entities we are using in the project,
reason for choosing the entities their attributes how they will
work ,data_type, size, primary key, foreign key , constraints (if exists) and
flow of data that how the data will move between the entities.
Basically this is designed to make it more easy and understandable for
everyone.
Entities:
1. hostel
2. Students
3. Fees
4. Room
5. Furniture
6. Mess
7. Mess_employee/staff
8. Visitor
Hostel:
Many institutes provide the facility of hostel for boys and girls.
But we are mentioning only boys here , almost all the working is same in both
hostels.

Reason:

We are taking the entity named as hostel because from here data will move to
other entities and we will manage the database.
This entity will manage the data of students in hostel.

Attributes:
If we talk about the attributes, there can be many but we have mention only
few those will be more help full to make the project workable and simple.

Datatype And Size:

Each attribute have the suitable data-type and size according to the
requirement.

Primary Key:
Building_num because one institute can have more than one block or building
so by assigning the num it will be easy to track the data.

Constraints:
Primary key should be unique and cannot be null.

Data Flow:
Only administrator will get in the system and manage the database and check
the status of students and will allocate the room to new students.
It will also do the check and balance of mess.
The data will move from here to different side like the branches of tree.

Students:
Students will be in hostel or hostel has students.

Reason:
The reason for choosing this entity is that ,student is the main entity in the
hostel and we will keep the database of students and logically related things
with the students.
Attributes:
Studend_id, Student_name , father_name,department, room_id, cell_no, age,
DOB etc
These are selected so that hostel administration can easily manage the whole
information about student and through different perspectives students can be
accessed by hostel management.

Datatype And Size:

Each attribute have the suitable data-type and size according to the
requirement.

Primary Key:
Student_id is the primary key and it can’t be null.

Constraints:
Primary key should be unique and cannot be null.
When primary key move to the other relation and join the tables the values
should be same.

Data Flow:
The admin will enter the data of students (this entity), on the basis of
different attributes like age, department the administrator will assign the
room so that the students of same age fellow and alike department can share
the room.

Room:
Students come in the hostel to get the room.

Reason:
Room will be allotted to different students, so the students can be accessed by
the attributes of room as well.

Attributes:
There can be many attribute in this entity
No_of_students, Students_name, furniture_id ,student_id can be added as a
foreign key to relate the both entities.
As we have composite foreign key this is coming from admin to student and
then student to room.

Datatype And Size:

Each attribute have the suitable data-type and size according to the
requirement.

Primary Key:
Room_id is the primary key and it can’t be null.

Constraints:
Primary key should be unique and cannot be null.
As we have composite foreign key in this table which is of boys_hostel_admin
and student so there data-type size and values should be same.

Data Flow:
We can also see that there is a composite foreign key which is of
boys_hostel_admin and student so data will flow from admin to student and
student to room.
But in ER diagram we can see there is direct relation of admin and room so
admin can retrieve the condition and data of room directly as well.

Fees:
Obviously when students will live in the hostel they will submit fee.

Reason:
This is weak entity here because if the student will exist then fee will be
submitted other-wise not.
When students will live in hostel there will be fees charges on the monthly
basis.

Attributes:
There will be few attributes because it is the weak entity and just made to
keep the fees status of student.

Datatype And Size:

Each attribute have the suitable data-type and size according to the
requirement.

Primary Key:
student_id is the primary key and it can’t be null.

Constraints:
student_id is the primary key and foreign key as well. it can’t be null.

Data Flow:
The data will follow the route, admin to student and then fees.
Admin will check the student status by getting in the student entity and fees is
a weak entity attached to the student so admin will be able to check the fees
status of student.

Furniture:
Reason:
The reason for adding this entity is to just track the either students are getting
the facilities promised by the institute or not.

Attributes:
Furniture_type: chair, table etc
Datatype And Size:
Each attribute have the suitable datatype and size according to the
requirement.

Primary Key:
Furniture_id

Constraints:
Primary key should be unique and cannot be null.
Foreign key (room_id) will be same as values in room relation

Data Flow:
The data come from room boys_hostel_admin will track through it.

Mess:
Students will get the facility of mess

Reason:
Students will get the facility of mess. It can be considered as marketing
strategy so more students will come in this hostel because every hostel do not
give this facility.

Attributes:
There will be mess incharge , who will handle the mess, there will be monthly
expenses of each student, students name to know which have got their meal
or not.
Mess timing can be added to make the environment much better.

Datatype And Size:

Each attribute have the suitable data-type and size according to the
requirement.

Primary Key:
Mess_incharge will be the primary key

Constraints:
Primary key should be unique and cannot be null.
Data Flow:
Admin will check the mess staff and then staff will manage it.

Mess_employees:
Reason:
There will be staff in mess and hostel as well.
Some will work in mess and others like sweepers in hostel and many more.

Attributes:
Employee_name, address, salary, cell_no etc are the attributes used in this
entity.
 Datatype And Size:
Each attribute have the suitable datatype and size according to the
requirement.

Primary Key:
Employee_id is used as a primary key.

Constraints:
Primary key should be unique and cannot be null.
Mess_incharge will be foreign key in this table.

Data Flow:
The data will flow from admin to staff and then mess.

Visitors:
Reason:
This entity is added as the extra entity so that our project can be look
complete from every aspect.

Attributes:
Student_id,visitor_name,time_in,time_out,date these are the attributes to
check what time visitor came and when he/she will leave the hostel.

Datatype And Size:

Each attribute have the suitable datatype and size according to the
requirement.

Primary Key:
CNIC is considered as primary key.

Constraints:
Primary key should be unique and cannot be null.
Student_id will be the foreign key in this.

Data Flow:

This is the optional entity and data will come from student and admin.
Admin can log in to see the student data in which visitor is also attached with
the foreign key so admin can keep eye on the visitor position of every student.

•Meta-Data
Entity Names Data-Type Size Key/Non-key
Attributes
Hostel:
Hostel_id int 10 Primary key
No_of_room Int 25 Non_key attribute
No_of_students int 10 Non_key attribute
Annual_expenses Int 25 Non_key attribute
Location Varchar 10 Non_key attribute

Students:
Student_id Int 10 Primary_key
Student_name Varchar 40 Non_key attribute
Student_fathername Varchar 40 Non_key attribute
Department Varchar 30 Non_key attribute
Cell_no Int 20 Non_key attribute
Age Int 5 Non_key attribute
DOB int 15 Non_key attribute
Room:
Room_id Int 10 Primary key
Capacity Int 10 Non_key attribute
Name_of_students varchar 40 Non_key attribute

Mess:
Mess_incharge Int 20 Primary key
Monthly_avg_expence Int 30 Non_key attribute
Mess_Timing TIME By-default Non_key attribute

Staff:
Emp_id Int 20 Primary key
Emp_name Varchar 40 Non_key attribute
Address Varchar 50 Non_key attribute
Emp_salary Int 20 Non_key attribute
Cell_no Int 20 Non_key attribute
Furniture:
Furniture_id Int 10 Primary key
Furniture_type varchar 40 Non_key attribute

Fee:
Fee_month Varchar 45 Primary key
Fee_status varchar 45 Non_key attribute

Visitor:
CNIC int 15 Primary key
Student_id int 10 Non_key attribute
Visitor_name varchar 40 Non_key attribute
Time_in time By_default Non_key attribute
Time_out time By_default Non_key attribute
Date date By_default Non_key attribute

•Data Flow Diagram

Project Coding:
We have developed our project in the my-sql, my entering the raw data so we
can identifies the errors and can make our project much better.

create database hostel;

use hostel;

show databases;

drop database hostel;

create table boys_hostel

(hostel_id int (10) not null,

no_of_rooms int (25) not null,

no_of_student int (22) not null,

annual_expences int (25) not null,

location varchar (10) not null,

primary key (hostel_id)

);

drop table boys_hostel;

insert into boys_hostel values

(1001,'25','50','2450000','attock'),
(1002,'30','60','2740000','attock'),
(1003,'31','62','2870000','attock'),
(1004,'22','44','2120000','attock');

select * from boys_hostel;

This is just showing that any institute can have many hostel but we will take the
only one of them and will manage the data for them.

######################################################################
############################################################

create table room

(room_id int (10) not null,

capacity int (10) not null,
hostel_id int (10) not null,
name_of_student varchar (40) not null,
room_status varchar(10) not null,
primary key (room_id),
foreign key (hostel_id) references boys_hostel (hostel_id)
);
drop table room;

insert into room values

(2001,'2','1001','asad and qayyum','full'),
(2002,'2','1001','hassan and junaid','full'),
(2003,'2','1001','amin and atiq khan','full'),
(2004,'2','1001','asif hussain','full'),
(2005,'2','1001','kashif ktk and bahadur khan','full'),
(2006,'2','1001','m.bilal','not_full'),
(2007,'2','1001','atiq-ur-rehman and sajawal','full'),
(2008,'2','1001','noman and m.ahsan','full'),
(2009,'2','1001','m.danish','not_full'),
(2010,'2','1001','khashif','not_full'),
(2011,'2','1001','faisal khan','not_full');

select * from room;

Let us take the example that we need the data about rooms having capacity mean
those which are not full so new student can get the accommodation.

select room_id,name_of_student from room where room_status='not_full';

######################################################################
############################################################

create table student

(student_id int (10) not null,

student_name varchar (40) not null,
student_father_name varchar (40),
department varchar (30) not null,
address varchar (40) not null,
cell_no varchar (20) not null,
student_age int (5) not null,
student_DOB varchar (15) not null,
hostel_id int (10) not null,
room_id int (10) not null,
primary key (student_id),
foreign key (hostel_id) references boys_hostel (hostel_id),
foreign key (room_id) references room (room_id)
);
drop table student;

insert into student values

(101,'Asad','masood elahi','computer science','mardan cantt','03xx-

xxxxxxx','20','15-june-93','1001',2001),

(102,'qayyum','momen shah','management','garm chashma chatral','03xx-

xxxxxxx','23','13-july-90','1001',2001),
(103,'hassan','M.tariq','management','DI khan','03xx-xxxxxxx','21','13-feb-
92','1001',2002),
(104,'amin','m.fazal','computer science','takht bai','03xx-xxxxxxx','22','1-may-
91','1001',2003),
(105,'atiq khan','shamshat khan','computer science','hango','03xx-
xxxxxxx','21','19-apri-92','1001',2003),
(106,'juniad','m.munir','management','fatih jung','03xx-xxxxxxx','23','28-may-
90','1001',2002),
(107,'asif hussain','m.hussain','computer science','liyya gorak pur','03xx-
xxxxxxx','22','19-april-91','1001',2004),
(108,'kashif ktk','m.ijaz','computer science','karak','03xx-xxxxxxx','20','1-sep-
93','1001',2005),
(109,'bahadur khan','mazdoor khan','management','akorha khatak','03xx-
xxxxxxx','21','20-sep--92','1001',2005),
(110,'bilal','m.younas','computer science','mardan cantt','03xx-xxxxxxx','22','1-
may-91','1001',2006),
(111,'atiq-ur-rehman','saifullah','computer science','peshawer','03xx-
xxxxxxx','22','1-march-91','1001',2007),
(112,'sajawal','m.shafiq','computer science','attock','03xx-xxxxxxx','23','20-march-
90','1001',2007),
(113,'noman','m.shafiq','computer science','haripur','03xx-xxxxxxx','21','14-aug-
92','1001',2008),
(114,'m.ahsan','ijaz ahmad','computer science','pendigape','03xx-xxxxxxx','21','20-
april-92','1001',2008),
(115,'m.danish','jahanzeb khan','Electrical engineering','deer','03xx-
xxxxxxx','22','2-sep-91','1001',2009),
(116,'kashif','masood','Electrical engineering','swat','03xx-xxxxxxx','23','2-jun-
90','1001',2010),
(117,'faisal khan','allah dita','Electrical engineering','mardan cantt','03xx-
xxxxxxx','21','2-sep-92','1001',2011);

select * from student;

select student_name,room_id,address,student_DOB from student where
student_DOB='20-march-90';

######################################################################
############################################################
create table mess
(
mess_incharge_Id varchar (20) not null,
monthly_avg_expence varchar (30) not null,
mess_bf_timing varchar (45) not null,
mess_dinner_timing varchar (45) not null,
sunday_bf_timing varchar (45) not null,
primary key ( mess_incharge_Id)
);
drop table mess;
insert into mess values
('9321','102400','7:00 AM to 8:45 AM','7:30 PM to 8:45 PM','9:00 AM to 11:00 AM'),
('9322','106400','7:30 AM to 8:45 AM','7:00 PM to 8:45 PM','9:00 AM to 11:00 AM');
select * from mess;

######################################################################
############################################################

create table staff

(emp_name varchar (40) not null,

emp_id int (20) not null,
emp_address varchar (50) not null,
emp_salary int (20) not null,
emp_cellno varchar (20) not null,
hostel_id int (10) not null,
emp_designation varchar (40) not null,
mess_incharge_Id varchar (20),
primary key (emp_id),
foreign key (hostel_id) references boys_hostel (hostel_id),
foreign key (mess_incharge_id) references mess (mess_incharge_id)
);

drop table staff;

insert into staff values

('habib','8321','sheen bagh attock','15000','03xx-xxxxxxx','1001','cook','9321')

('zahid','8322','awan sharif attock','15042','03xx-xxxxxxx','1001','sweeper','null'),
('abdul rehman','8323','sheen bagh attock','15042','03xx-xxxxxxx','1001','mess
manager','9322'),
('waqar','8324','fowara chock attock','12050','03xx-xxxxxxx','1001','sweeper','null'),
('taimur','8325','madni chock,attock','18000','03xx-
xxxxxxx','1001','technician','null'),
('zaheen','8326','awan sharif attock','18000','03xx-
xxxxxxx','1001','technician','null'),
('mazhar','8327','sheen bagh attock','12050','03xx-
xxxxxxx','1001','laundryman','null');

select * from staff;

######################################################################
############################################################

CREATE table visitor(

visitor_id int (34) not null,
student_id int (10) not null,
visitor_name varchar (40) not null,
visitor_time_in varchar (40) not null,
visitor_time_out varchar (40) not null,
student_name varchar (40) not null,
date_entring varchar (24) not null,
primary key (visitor_id),
foreign key (student_id) references student (student_id)
);
drop table visitor;

insert into visitor values

(4561,'101','fahad','8:45 PM','9:25 PM','asad','1-may-14'),
(4562,'101','zahid','8:45 PM','9:25 PM','asad','1-may-14'),
(4563,'105','tanveer','6:50 PM','7:10 PM','atiq khan','2-april-14'),
(4564,'106','fawad','2:00 PM','2:30 PM','junaid','2-april-14'),
(4565,'107','ali','3:24 Pm','4:45 Pm','asif husain','10-april-14'),
(4566,'107','noman','10:00 AM','11:00 AM','asif husain','10-april-14'),
(4567,'110','yasir','2:23 PM','3:08 PM','bilal','20-april-14'),
(4568,'112','umair','3:09 pM','4:43 PM','sajawal','3-may-14'),
(4569,'114','jawad','7:00 PM','8:45 PM','m.ahsan','4-may-14'),
(4560,'116','muazzam','8:00 AM','9:56 AM','kashif','23-april-14');

select * from visitor;

select * from visitor where student_name='asad';

######################################################################
############################################################

create table furniture(

furniture_id varchar (34) not null,
room_id int (10) not null,
furniture_type varchar (40) not null,
primary key (furniture_id),
foreign key (room_id) references room (room_id)
);

drop table furniture;

insert into furniture values

('AK97','2001','bed'),
('AK98','2001','study chair'),
('AK99','2002','bed'),
('AK10','2002','study chair'),
('AK11','2002','study table'),
('AK12','2003','bed'),
('AK13','2004','study chair'),
('AK14','2004','study table'),
('AK15','2004','bed'),
('AK16','2005','bed'),
('AK17','2006','study chair'),
('AK18','2006','study table'),
('AK19','2006','bed'),
('AK20','2007','bed'),
('AK21','2007','study table'),
('AK22','2008','bed'),
('AK23','2008','study chair');

select * from furniture;

select room_id,furniture_id from furniture where furniture_type!='bed,study
table,study chair';

######################################################################
############################################################
create table Fee

(fee_month_year varchar (40) not null,

fee_status varchar (40) not null,
student_id int (10) not null,
student_name varchar (40) not null,
primary key (fee_month_year,student_id),
foreign key (student_id) references student (student_id)
);
drop table Fee;
insert into Fee values

('january-2014','paid','101','asad'),
('february-2014','not paid','101','asad'),
('march-2014','paid','101','asad'),
('april-2014','not paid','101','asad'),
('may-2013','paid','101','asad'),
('january-2013','paid','101','asad'),
('march-2013','piad','101','asad'),
('dec-2014','paid','101','asad'),
('februay-2013','not paid','101','asad'),
('nov-2013','paid','101','asad'),
('april-2013','not paid','101','asad'),
('may-2014','paid','101','asad');

select * from fee;

######################################################################
#################################################

Joins
•Select room.no_of_student,room.room_id,room.capacity,student.student_name fro
m room inner join student
on room.room_id=student.room_id where room.no_of_student<2;

Select student.student_name,visitor.visitor_id, visitor.visitor_name from student inner join

visitor on student.student_id=visitor.student_id where visitor.student_id=101
or visitor.student_id=107;
 Implementation:

hostel.web44.net

##############################################################
##################################

Thanks

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74 comments:
1.

AnonymousMay 6, 2014 at 10:27 PM

Division of labour and Main feature of project has not been mentioned in the project,,
Reply
Replies

1.

UnknownMay 7, 2014 at 10:33 PM

The main feature is to keep database of students who are living in the
hostel and I have added few facilities those are interrelated with hostel
students.(mentioned in proposal).
Under the proposal there is a sub-heading(members) I've mentioned that
we are doing every thing collectively.

2.

UnknownMay 30, 2020 at 3:21 AM

What is cnis
Reply

2.

UnknownMay 7, 2014 at 10:22 AM

awesome work fahad bhai ;)

Reply
Replies

1.
 UnknownMay 7, 2014 at 10:33 PM
Nomi fanx :)
Reply

3.

UnknownMay 8, 2014 at 6:01 AM

good work fahad bhai ,, best of luck :)

Reply

4.

UnknownMay 8, 2014 at 6:01 AM

ER diagram is awosomee
Reply
Replies

1.

UnknownMay 8, 2014 at 9:35 AM

Best of luck u 2...!
Thanks sis..!
Reply

5.

Amin KhanMay 10, 2014 at 8:52 AM

Awesome fadicool !!!!!!!!!!!!!

Reply
Replies

1.

UnknownMay 14, 2014 at 8:29 AM

Amin (y)
Reply

6.

UnknownSeptember 24, 2016 at 12:23 AM

best Fahad bro it easy and simple everyone can understand it easily
 Reply

7.

dharemndra bhagatApril 17, 2017 at 7:52 AM

can u help mi
Reply

8.

UnknownDecember 10, 2017 at 8:47 AM

o7m project

Reply

9.

UnknownJanuary 27, 2018 at 5:22 AM

ma sha ALLAH gr8 work

Reply

10.

UnknownJune 21, 2018 at 12:16 PM

very good yaar

Reply

11.

UnknownJuly 11, 2018 at 6:51 AM

can we see the normalization of the tables

Reply

12.

UnknownAugust 2, 2018 at 2:50 AM

amazing blog sir. thanks for sharing useful information.its really beautiful blog post.
awesome diagram. thanks for sister.Employee Management System
Reply

13.

UnknownAugust 3, 2018 at 12:58 AM

 it is the best blog from all of that thanks for sharing it ...need for employee management
Reply

14.

UnknownAugust 3, 2018 at 11:31 PM

Great Blog with good content. thanks for sharing this blog with us. For more Employee
Management System Click here.
Reply

15.

UnknownAugust 4, 2018 at 12:06 AM

awesome post. Such a nice blog i really like what you write in these blog i also have
some relevant information about online hrm software if you want more information
please check our blog on too Employee Management System. thanks for this useful
information.................
Reply

16.

UnknownDecember 30, 2018 at 3:42 AM

thank you so much you just saved my semester love from jhelum ummmaahhhhhhhh
Reply

17.

UnknownJanuary 15, 2019 at 8:50 AM

Where is the hostel most important staff like "Warden" who will enter all these data of
student and manage? you should enter that as it is most relevant to student.
Reply

18.

UnknownJanuary 15, 2019 at 9:09 AM

Have You Applied the Normalizations on these tables ??

Reply

19.

UnknownFebruary 2, 2019 at 5:57 AM

can i get the source code ??

 Reply

20.

UnknownApril 9, 2019 at 7:40 AM

Plz beo made a DFD with its three level

Reply

21.

sultanMay 19, 2019 at 4:23 AM

Anyone can send it to me on my email

[email protected]
Reply

22.

UnknownJuly 21, 2019 at 10:09 PM

Unable to view the website ui.. can someone help me with it

Reply

23.

UnknownSeptember 8, 2019 at 10:56 AM

Halo,I'm Helena Julio from Ecuador,I want to talk good about Le_Meridian Funding
Investors on this topic.Le_Meridian Funding Investors gives me financial support when
all bank in my city turned down my request to grant me a loan of 500,000.00 USD, I
tried all i could to get a loan from my banks here in Ecuador but they all turned me
down because my credit was low but with god grace I came to know about Le_Meridian
so I decided to give a try to apply for the loan. with God willing they grant me loan of
500,000.00 USD the loan request that my banks here in Ecuador has turned me down
for, it was really awesome doing business with them and my business is going well
now. Here is Le_Meridian Funding Investment Email/WhatsApp Contact if you wish to
apply loan from them.Email:[email protected] /
[email protected] Contact:+1-989-394-3740.
Reply

24.

android.r.codingSeptember 27, 2019 at 12:35 AM

Provide normalisation
Reply

25.
 UnknownOctober 18, 2019 at 7:04 AM

wanted the source code of the project

Reply

26.

UnknownOctober 18, 2019 at 7:07 AM

wanted the source code of the project

Reply
27.

Books And KnowledgeDecember 25, 2019 at 11:11 PM

good work bro...!

Reply

28.

Iqbal MohammadDecember 26, 2019 at 4:50 AM

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