Hall Management System

A Project Submitted to the

Dept. of CSE, Hajee Mohammad Danesh Science and Technology University in

partial fullfillment of the requirments for the degree of

B.Sc(Engineering) in Computer Science and Engineering

Prepared By

Mahfujur Rahman Chiranjib Chakraborty MD Nur Alam

Student ID: 1902006 Student ID: 1902059 Student ID: 1902067

Supervised By

Dr. Md. Abdulla Al Mamun

Professor, Dept. of CSE,HSTU

DEPARTMENT OF COMPUTER SCIENCE AND ENGINEERING

HAJEE MOHAMMAD DANESH SCIENCE AND TECHNOLOGY

UNIVERSITY, DINAJPUR-5200, BANGLADESH

January, 2024
 CERTIFICATE

This is to certify that the work entitled as “ Hall Management System” by Mahfuzur
Rahman and Chiranjib Chakraborty and MD Nur Alam has been carried out under our
supervision. To the best of our knowledge, this work is an original one and was not
submitted anywhere for a diploma or a degree.

Supervisor

. . . . . . . . . . . . . . . . . . . . . ..
(Dr. Md. Abdulla Al Mamun )
Professor
Department of Computer Science and Engineering
Hajee Mohammad Danesh Science and Technology University,
Dinajpur-5200, Bangladesh

Co-Supervisor

........................
(Pankaj Bhowmik)
Lecturer
Department of Computer Science and Engineering
Hajee Mohammad Danesh Science and Technology University,
Dinajpur-5200, Bangladesh

i
 DECLARATION

The work entitled “Hall Management System” has been carried out in the Department
of Computer Science and Engineering, Hajee Mohammad Danesh Science and Tech-
nology University is original and conforms the regulations of this University.

We understand the University’s policy on plagiarism and declare that no part of this
thesis has been copied from other sources or been previously submitted elsewhere for
the award of any degree or diploma.

.................................... .....................................
.....................................
Name:Mahafuzur Rahman Name:MD Nur Alam
Name:Chiranjib Chakraborty
Student ID: 1902006 Student ID: 1902067
Student ID: 1902059

ii
 CONTENTS

List of Figures vi

List of Tables vii

List of Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

Abstract viii

1 Introduction 1
1.1 Introduction: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.2 Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
1.3 Motivation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.4 Problem Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.5 Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1.6 Organization of the Report . . . . . . . . . . . . . . . . . . . . . . . . 6

2 Related Works 7
2.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2.2 Related Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2.3 Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

3 Requirement Analysis 10
3.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
3.2 Feasibility Study . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
3.2.1 Technical Feasibility . . . . . . . . . . . . . . . . . . . . . . . 11
3.2.2 Economic Feasibility . . . . . . . . . . . . . . . . . . . . . . . 11

iii
 3.2.3 Operational Feasibility . . . . . . . . . . . . . . . . . . . . . . 11
3.3 Requirement Specifications: . . . . . . . . . . . . . . . . . . . . . . . 12
3.3.1 Functional System Requirements : . . . . . . . . . . . . . . . . 12
3.3.2 Requirement Specifications for User Module: . . . . . . . . . . 14
3.3.3 Non-Functional System Requirements: . . . . . . . . . . . . . 15
3.4 Tools and Technologies . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.5 Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

4 Methodology 19
4.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
4.2 Entity Relationship (ER) Model . . . . . . . . . . . . . . . . . . . . . 20
4.3 Use Case Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
4.4 Activity Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
4.5 Data Flow Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
4.6 Software Development Model Selection . . . . . . . . . . . . . . . . . 26
4.6.1 Incremental Model . . . . . . . . . . . . . . . . . . . . . . . . 27
4.6.2 The Agile software development methodology . . . . . . . . . 27
4.7 System Architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
4.7.1 Backend Integration . . . . . . . . . . . . . . . . . . . . . . . 28
4.7.2 Software Architecture . . . . . . . . . . . . . . . . . . . . . . 29
4.8 Proposed Methodology for Implementing the Hall Management Module 30

5 Result and Discussion 32

5.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
5.2 Overview of Hall Management Module . . . . . . . . . . . . . . . . . 33
5.2.1 Home Page of HSTU website . . . . . . . . . . . . . . . . . . 33
5.2.2 Halls of HSTU . . . . . . . . . . . . . . . . . . . . . . . . . . 34
5.2.3 Home Page of a Hall . . . . . . . . . . . . . . . . . . . . . . . 35
5.2.4 Sign Up Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
5.2.5 Login Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

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 5.2.6 Student Dashboard . . . . . . . . . . . . . . . . . . . . . . . . 38
5.2.7 Student Profile . . . . . . . . . . . . . . . . . . . . . . . . . . 39
5.2.8 Application From Student . . . . . . . . . . . . . . . . . . . . 40
5.2.9 Hall Super Dashboard . . . . . . . . . . . . . . . . . . . . . . 41
5.2.10 Hall Super Profile . . . . . . . . . . . . . . . . . . . . . . . . . 42
5.2.11 Student List . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
5.2.12 Application List . . . . . . . . . . . . . . . . . . . . . . . . . 44
5.3 Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

6 Conclusion 46
6.1 Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
6.2 Future Works: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
6.3 Limitations: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

References 49

v
 LIST OF FIGURES

1.1 Hall Management Module Overview . . . . . . . . . . . . . . . . . . . 2

4.1 E-R Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

4.2 Use Case Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
4.3 Activity Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
4.4 Data Flow Diagram(For Login) . . . . . . . . . . . . . . . . . . . . . . 24
4.5 Data Flow Diagram(Student) . . . . . . . . . . . . . . . . . . . . . . . 25
4.6 Data Flow Diagram(Admin) . . . . . . . . . . . . . . . . . . . . . . . 26
4.7 Agile Software Development Methodology . . . . . . . . . . . . . . . 28

5.1 Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

5.2 Halls Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
5.3 Home of a Hall Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
5.4 Sign-Up Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
5.5 Login Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
5.6 Dashboard(Student) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.7 Student Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
5.8 Application(Student) . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
5.9 Dashboard(Hall Super) . . . . . . . . . . . . . . . . . . . . . . . . . . 41
5.10 Hall Super Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
5.11 Student list in that Hall . . . . . . . . . . . . . . . . . . . . . . . . . . 43
5.12 Application List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

vi
 LIST OF TABLES

3.1 Tools Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

vii
 ABSTRACT

In the realm of higher education, a ’smart campus’ symbolizes an institution’s com-

mitment to embracing cutting-edge technologies, transforming traditional operations
into streamlined, digital experiences. This abstract accentuates the pivotal develop-
ment and implementation of one core modules call Hall Management Module(HMM)
. Developed to meet the evolving needs of both administrators and students, the HMM
offers a range of features and functionalities aimed at enhancing efficiency, improving
the student experience, and ensuring safety and security within residential communi-
ties. Key features of the HMM include automated room assignments based on vari-
ous criteria such as student preferences and special needs, seamless room reservation
and check-in/check-out processes and streamlined maintenance request management.
The module also facilitates communication between hall administrators, resident advi-
sors, and students through announcements, messaging, and forums. Furthermore, the
HMM provides robust security and access control features, including visitor manage-
ment, emergency response capabilities, and real-time monitoring of entry and exit to
residential halls. It integrates seamlessly with the university’s broader student informa-
tion system, enabling administrators to access comprehensive reporting and analytics
for informed decision-making and planning. By leveraging technology to automate
manual processes, enhance communication, and ensure compliance with regulatory re-
quirements and university policies, the Hall Management Module serves as a vital tool
in optimizing the management of university residential halls, ultimately contributing
to a safer, more efficient, and more satisfying residential experience for students and
administrators alike.

viii
 CHAPTER 1
INTRODUCTION

1.1 Introduction:

In today’s rapidly evolving digital landscape, the concept of a smart campus has emerged
as a transformative solution for educational institutions. A smart campus represents a
vision where technology seamlessly integrates into every aspect of university life, revo-
lutionizing operations and experiences for students, faculty, and staff. This introduction
outlines the vision of a fully automated, cashless, and paperless smart campus, present-
ing a future where the entire university is automated and at the forefront of innovation.
This report focuses on Hall Management module which is imperative to create the
Smart Campus project as many other modules. This project has dependencies on two
modules which are student modules and administrative modules.
The Hall Management module is the main module which has the automated function
of providing the residential accommodation of an student. It also manages the hall
capacity, dinning and canteen and other co-curricular activities. It provides the full
information about an hall including of other stuffs and administrative persons. It is
controlled by three types of users, those are student, hall super which plays the role of
an admin and the university authority which plays the role of an super admin.
Student Module is one of the base modules which facilitates users which can be stu-
dents. Without this module students can’t use the automated accommodation facilities.
It uses an algorithm which can generate an list and the hall super can verified it.
Users through the Admin module of this project can control and manages the student
through his/her hall.

1
 Figure 1.1: Hall Management Module Overview

In conclusion, the vision of a fully automated, cashless, and paperless smart cam-
pus represents a paradigm shift in the way universities operate and provide services.
By embracing automation, digitalization, and sustainability, the smart campus aims to
create an environment that optimizes efficiency, improves the overall experience for the
university community, and this modules is imperative to do just that.

1.2 Background

Hajee Mohammad Danesh Science and Technology University (HSTU) is a renowned

educational institution dedicated to providing quality higher education in science, tech-
nology, and allied fields. Over the years, HSTU has witnessed significant growth in
terms of the number of students, faculty members, and academic programs. However,
the existing manual systems and processes used to manage academic activities and ser-
vices have struggled to keep pace with this growth.
Traditionally, HSTU has relied on paper-based documentation, manual data entry,
and fragmented communication channels to manage critical tasks such as course cur-
riculum management, faculty and department activities, course distribution, and class
routine scheduling. These manual processes are not only time-consuming but also prone
to errors, delays, and inconsistencies. This has led to a range of challenges, including
scheduling conflicts, inefficient resource allocation, and difficulties in accessing up-to-

2
date information.
Recognizing the need for a more efficient and streamlined approach, the Smart Cam-
pus project aims to introduce a digital solution to automate these processes. By lever-
aging modern technology, the project intends to replace manual methods with a mobile
application that can centralize and streamline the management of academic activities
and services at HSTU.
The development of the Smart Campus application involves many modules which
will bring together the whole project and to do that we need the base modules(Registry
Module and User Module) which is heavily relied on by other modules. And Hall Man-
agement Module which enhances the convenience of getting the residential facilities
for students and gives the efficient control in seat management directly to the university
authority.

1.3 Motivation

The motivation for developing a hall management module for a university can stem
from several factors, including:

• Efficiency and Automation: Managing residential halls manually can be time-

consuming and prone to errors. By developing a software module, the university
aims to automate routine tasks such as room assignments, billing, and mainte-
nance requests, thereby increasing efficiency and reducing administrative burden.

• Improved Student Experience: Providing a seamless and convenient residen-

tial experience is crucial for student satisfaction and retention. A well-designed
hall management module can enhance the student experience by streamlining
processes such as room reservations, clearance certificate, stipend and communi-
cation with hall administrators.

• Enhanced Security and Safety: With features such as access control, emer-
gency response management, and visitor tracking, the module can help ensure

3
 the security and safety of residents, providing peace of mind for both students
and university staff.

• Data-driven Decision Making: By collecting and analyzing data on occupancy

rates, maintenance issues, and student preferences, the module enables university
administrators to make informed decisions regarding housing allocation, resource
allocation, and long-term planning.

• Scalability and Flexibility: As universities grow and evolve, they need scal-
able and flexible systems to accommodate changing needs and requirements. A
modular hall management system can be customized and expanded to meet the
evolving needs of the university and its residential community.

• Compliance and Accountability: A digital hall management system can help

ensure compliance with regulatory requirements and university policies, such as
fire safety regulations, privacy laws, and housing policies. It also promotes ac-
countability by providing a transparent record of housing assignments, mainte-
nance activities, and financial transactions.

Overall, the motivation for developing a hall management module is to improve opera-
tional efficiency, enhance the student experience, ensure safety and security, and support
data-driven decision-making within the university’s residential community.

1.4 Problem Statement

The Smart Campus project comprises three integral modules, each addressing distinct
yet interconnected challenges. The Module Registry Module is prompted by the out-
dated and inefficient manual and paper-based systems at HSTU. It seeks to provide a
centralized solution for creating, managing, and retiring modules, thus enhancing scala-
bility and flexibility. In parallel, the User Module aims to fulfill the need for streamlined
user interactions within the project by providing essential user profile management ca-
pabilities, fostering user engagement and personalized services. Simultaneously, The

4
HMM aims to automate and optimize processes related to room assignments, reser-
vations, dinning facilities, maintenance requests, and communication. It should also
include robust security and access control features to ensure the safety of residents and
compliance with regulations. By centralizing data and providing real-time access to
relevant information, the HMM will enable administrators to make informed decisions,
improve efficiency, enhance the student experience, and ensure the overall well-being of
the university’s residential community. Together, these modules form a comprehensive
solution to elevate the Smart Campus project’s functionality and efficiency.

1.5 Objectives

1. Efficiency Improvement: Streamline administrative processes related to room

assignments, reservations, billing, and maintenance requests to reduce manual
workload and increase operational efficiency.

2. Enhanced Student Experience: Improve the residential experience for students

by facilitating seamless room assignments, dinning and stipend facilities, and
communication with hall administrators.

3. Safety and Security: Ensure the safety and security of residents through robust
access control measures, emergency response capabilities, and real-time monitor-
ing of residential halls.

4. Compliance Management: Ensure compliance with regulatory requirements

and university policies related to housing, safety, and privacy through automated
processes and comprehensive reporting capabilities.

5. Communication Enhancement: Facilitate effective communication between hall

administrators, resident advisors, and students through announcements, messag-
ing, and forums to address issues promptly and transparently.

6. Data-driven Decision Making: Provide administrators with access to compre-

hensive reporting and analytics to track occupancy rates, maintenance issues, and

5
 student preferences, enabling data-driven decision-making and long-term plan-
ning.

7. Scalability and Flexibility: Design the module to be scalable and flexible to

accommodate the evolving needs of the university and its residential community,
allowing for customization and expansion as required.

8. Cost Reduction: Reduce operational costs associated with manual administrative

tasks, maintenance inefficiencies, and security breaches through the implementa-
tion of automated processes and improved resource allocation.

9. improved Resource Allocation: Optimize resource allocation by gaining in-

sights into housing demand, occupancy patterns, and maintenance needs, thereby
maximizing the utilization of residential hall facilities and staff resources.

10. Enhanced Accountability: Promote accountability among administrators and

residents by maintaining transparent records of housing assignments, mainte-
nance activities, financial transactions, and compliance efforts.

1.6 Organization of the Report

The remaining sections of the report are organized as follows:

• Chapter 2 covers a extensive overview on existing works related to this project

and includes of general terminologies for the purpose of proving a better compre-
hension of this project.

• Chapter 3 encapsulates the requirement analysis and gave an step by step walk
through of the our work in details.

• Chapter 4 illustrates the details of our proposed methodology

• Chapter 5 this chapter covers the results of our development.

• Chapter 4 this chapter is the conclusion of our findings.

6
 CHAPTER 2
RELATED WORKS

2.1 Introduction

The adoption of technology-driven solutions in academic management and campus au-

tomation has gained significant attention. Various studies have explored the implemen-
tation of smart technologies and architectures in universities and campuses to enhance
efficiency, improve student experiences, and streamline administrative processes. These
studies have focused on areas such as information management, ubiquitous computing,
analytics, big data, and IoT technologies. This paper aims to provide an overview of
the related works and their contributions to the advancement of smart campuses and
universities.

2.2 Related Works

In [5], they present Octopus, an Open Source, dynamically extensible system that
supports information management for internet of things applications in which its ar-
chitecture is based on web services.
Another interesting work [2], uses an ubiquitous computing platform based on NFC,
where these devices and applications interact with each other to provide an intelligent
environment.
In [11], they use an architecture with three layers; sensing, data storage and analyt-
ics. They focus on the classroom attendance, student study space usage, parking lot
occupancy and bus-stop waiting-times.
A framework is proposed in [9], that involves (a) smart people -support staffs, aca-

7
demic staffs and students-; (b) big data analytics; (c) smart classroom -smart band,
smart board and blended learning- and smart faculty -e-learning, automated building
management and smart attendance-. They mention that there are a lot of benefits in be-
coming a smart university, such as increasing the education quality, the research output
by implementing the right analysis and understanding lots of information through the
use of big data, improved ranking and performance.
In this study [1], a daily analysis of internet traffic is carried out, in addition, four
learning approaches were used to analyze and compare the collected information, how-
ever, they don’t mention any architecture for the treatment of that data.
In [6], they consider the self-learning property as a basic constitutive feature of a
smart university and validate mathematically this criteria, in addition, they consider
the smart university as a self-learning organization functioning on the basis of a team of
like-minded people that has an established mechanism, such as: learning ability, relation
convergence, the transfer and increase of knowledge, meeting the society requirements,
adapting promptly to contemporary economic conditions.
In [7], they developed and tested models of defining a smart university infrastruc-
ture development level, taking into account some indices of assessment like: the use of
smart platforms, smart technologies, smart knowledge management systems, the teach-
ing staff using smart technologies, the use of mobile devices during the learning process
and the use of the e-learning tools.
Another study [8], shows the technologies that are implemented in smart campuses
and smart universities which are: big data, cloud computing, internet of things and arti-
ficial intelligence. They indicate by “Smart campus” four thematic axes: infra-structure,
governance and management, services and education; and for “smart uni-versity” high-
lights the development of an architecture that contributes to the active application of
smart technologies and devices in the educational process.
In [10], they propose a system architecture for smart universities that provides smart
building monitoring and management. The proposed a solution that integrates hetero-
geneous geographically disparate sensor networks and devices and enables optimal op-

8
erations of the building while reducing its energy footprint.
In [3], they propose the concept of Smart University describing needs and ad-
vantages and ending with a possible architecture based on smart objects.
In [11], they present a framework architecture for integrating various types of wire-
less networks into a smart university campus to enhance communication among stu-
dents, instructors, and administration.
In [12], they focuses on how to leverage IoT technologies to build a modular ap-
proach to smart campuses. The work identifies the key benefits and motivation behind
the development of IoT-enabled campus. Then, it provides a view of general types of
smart campus applications.

2.3 Conclusion

In conclusion, the reviewed studies highlight the growing interest and adoption of
technology-driven solutions in the academic sector, specifically in the context of smart
campuses and universities. These works demonstrate the potential of web services,
and smart objects to transform various aspects of academic management, infrastruc-
ture development, teaching and learning processes, and student services. By leveraging
these advancements, institutions can achieve improved efficiency, enhanced student ex-
periences, and optimized resource utilization. As the field continues to evolve, further
research and innovation in smart campus technologies are expected to drive continuous
improvements in academic environments

9
 CHAPTER 3
REQUIREMENT ANALYSIS

3.1 Introduction

In the realm of a smart campus, characterized by technology-driven, non-traditional

operations, the development and implementation of three pivotal modules hold equal
importance. These modules encompass the Module Registry Module, empowering su-
per admin/admin to create and disable other modules, the User Module, facilitating
the creation of user profiles for students, teachers, and faculty members, and the Hall
management module. The Hall Management Module serves as a cornerstone, ensuring
efficient and user-centric campus transportation. To ensure the success of the broader
Smart Campus project, it is imperative to conduct a comprehensive requirement anal-
ysis that comprehends the precise needs, objectives, and constraints of these modules.
This foundational analysis guarantees that the final system aligns with the expectations
and demands of both students and administrators, collectively forming a comprehensive
approach to modernizing the educational experience within the smart campus environ-
ment.

3.2 Feasibility Study

The feasibility study assesses whether it is viable to proceed with a more detailed anal-
ysis of the project.

10
3.2.1 Technical Feasibility

• The necessary software and hardware tools required for developing our web ap-
plication are readily available.

• Our web application is designed to streamline work processes efficiently in terms

of time and space.

• With the advancement of technology, our application can be easily updated to

incorporate future improvements.

3.2.2 Economic Feasibility

• All group members possess personal computers with sufficient processing power,
eliminating the need for additional hardware investment.

• We utilized open-source software whenever possible, and university email access

granted us access to required resources.

• Development costs for our web application were manageable due to the absence
of economic barriers.

3.2.3 Operational Feasibility

• Our web application is compatible with various devices such as desktop PCs,
laptops, Android phones, iOS phones, and tablets, ensuring accessibility for a
wide range of users.

• Operating our system is user-friendly and intuitive, requiring only basic knowl-
edge of navigating websites.

• During the development process, we prioritized user interface and user experi-
ence, resulting in an easily understandable interface that allows users to quickly
find and utilize the system’s features.

11
 By conducting this feasibility study, we have determined that the project is techni-
cally feasible, economically viable, and operationally feasible.

3.3 Requirement Specifications:

3.3.1 Functional System Requirements :

The functional system requirements for the “Hall Management System” are derived
from the analysis of users’ needs and expectations. These requirements define the spe-
cific features and functionalities that the system should possess to effectively manage
hall operations. The following functional system requirements have been identified:

1. User Management: The system should provide user management functionalities

to create and manage different user roles, including administrators, staff, and
students. It should support user authentication and authorization mechanisms to
ensure secure access to the system.
There should be 3 types of user in this system-

• Super-admin: The role of super admin will be to assign and manage admins
i. e. hall super and other hall administration employees.

• Admin: Admins will handle the administrative activities of a hall.

• Student: Students are the main user of this system. So the system should
provide all the academic and administrative services that are associated with
the hall.

2. Room Allocation: The system should automate the room allocation process
based on predefined criteria, considering factors such as student preferences, eli-
gibility, and availability of rooms. It should allocate rooms fairly and efficiently,
minimizing conflicts and manual intervention.
There are mainly 2 operation under this section-

• Hall Allocation Request: Students should be able to make requests to be

associated with any hall and also to get a suitable seat for themselves.

12
 • Hall Allocation Management: There should be scope for the admin to
verify the request sent by the students and assign seats according to the
availability of seats in that hall.

3. Room Availability: The system should provide a room application system where
students can view real-time room availability. It should display room and seat
details including the students staying in those seats which will facilitate informed
decision-making and verifying the students.

4. Finance Management: The system should generate comprehensive reports and

analytics related to hall occupancy, payment status, inventory utilization. It should
provide insights to support decision-making and performance monitoring.
This section will mainly cover these sectors of financing-

• Stipend and Scholarship: Stipend and scholarship provided by the hall

should be automatically transferred to the students following a suitable pay-
ment method. And send notification to the student.

• Hall Clearance: Hall clearance should be checked and updated automat-

ically after receiving the correct amount. Also send notification about de-
layed payment procedure.

5. Canteen and dining related activities: There should be a scope to manage hall
dining automatically. Services like ordering food, advance token collection. Also
seeing and selecting the menu will be covered under this section.

6. Co-curricular Activities: Co-curricular activities like Sports, cultural activities

and annual dinner will be done through online registration.

7. Other services and rostering: There are many other services provided by hall
administration like hall cleaning and repairing, duty roster of employees and dis-
tribution of resources. There should also be medical services available for the
students and facilities to handle emergency health issues.

13
 8. Communication and Notifications: The system should facilitate communica-
tion between administrators, staff, and students through notifications, alerts, and
messaging functionalities. Many services would need to be handled according
to their current status and it should be maintained in this section. There will be
some services for the students

• Receiving important public and individual notice

• Checking Status of any application

• Stage monitoring of any application

• Complain box

The role of admins in these case should be the following

• Receive and verify applications

• Approve of decline requests

• Send feedback

• Publish general and individual notice

9. User-Friendly Interface: The system should have a user-friendly web-based

interface accessible across different devices. It should prioritize ease of use, in-
tuitive navigation, and responsive design to enhance user experience for adminis-
trators, staff, and students.

3.3.2 Requirement Specifications for User Module:

1. User Registration: The system should allow the super-admin to create user ac-
counts and provide credentials to students, faculty, and staff. User registration
will be done by the super-admin, and users will be given their credentials to ac-
cess the smart campus system.

2. User Profiles: Each user should have a profile that includes their personal in-
formation, contact details, and role (student, faculty, staff). The system should
provide functionality for the super-admin to create and manage user profiles.

14
 3. Role-based Access Control: The system should differentiate user roles (stu-
dents, faculty, staff) and provide role-based access control. Only authorized users
with administrative privileges (super-admin) should have the ability to create,
edit, or delete user profiles.

3.3.3 Non-Functional System Requirements:

1. Security:

• User data should be securely stored and transmitted using encryption tech-
niques.

• Access to sensitive information should be restricted based on user roles and

permissions.

2. Performance:

• User data should be securely stored and transmitted using encryption tech-
niques.

• Access to sensitive information should be restricted based on user roles and

permissions.

3. Scalability:

• The application should be designed to handle increasing numbers of users,

rooms, and events without compromising performance.

• The system should support future scalability requirements by employing

appropriate architectural design principles.

4. Usability: The user interface should be intuitive, user-friendly, and accessible to

users with different levels of technical expertise.

5. Compatibility: The web application should be compatible with major web browsers
and device platforms, ensuring consistent performance and functionality across
different environments.

15
 6. Maintenance and Support:

• The application should be developed in a modular and maintainable manner,

allowing for future updates and enhancements.

• Adequate documentation should be provided to support system maintenance

and troubleshooting processes.

These requirements serve as a foundation for the development of the “Hall Man-
agement System”, addressing both functional and non-functional aspects to meet the
needs of users and ensure a reliable and efficient system.

16
3.4 Tools and Technologies

Table 3.1: Tools Overview

Version Control Git Version control, Collaboration, Branching and merging,
Code review and Backup and recovery
Management Github Task management, Collaboration, Agile methodologies,
Tools Time tracking and Reporting
React ReactJS is an open-source JavaScript library developed by
Front End
Facebook that is used for building user interfaces. It is
known for its simplicity, flexibility, and performance
Tailwind Tailwind CSS is a utility-first CSS (Cascading Style Sheets)
CSS framework with predefined classes that you can use to build
and design web pages directly in markup.
Node.js Node.js is a cross-platform, open-source JavaScript runtime
Back End
environment that can run on Windows, Linux, Unix, ma-
cOS, and more. Node.js runs on the V8 JavaScript engine,
and executes JavaScript code outside a web browser.
Express.js Express.js, or simply Express, is a back end web application
framework for building RESTful APIs with Node.js
Database MongoDB MongoDB is a source-available, cross-platform, document-
oriented database program. Classified as a NoSQL database
product, MongoDB utilizes JSON-like documents with op-
tional schemas.
ODM Mongoose Mongoose is a JavaScript object-oriented programming li-
brary that creates a connection between MongoDB and the
Node.js JavaScript runtime environment.
VsCode Free, open-source code editor with extensive features and
Development Tools extensions.
Google Fast, widely-used web browser developed by Google with
Chrome extensive extensions and cross-device synchronization.
Postman Collaborative API development tool with testing and au-
tomation capabilities.

17
3.5 Conclusion

After conducting a thorough requirement analysis and selecting appropriate tools for
development, it becomes evident that the Hall Management Module (HMM) is a criti-
cal solution for addressing the challenges and inefficiencies associated with managing
university residential halls. By streamlining administrative processes, enhancing com-
munication, ensuring safety and security, and enabling data-driven decision-making,
the HMM offers significant benefits to both administrators and residents. Through the
selection of suitable tools and technologies, such as database management systems,
web development frameworks, and security protocols, the project team can ensure the
scalability, reliability, and security of the HMM. Furthermore, leveraging modern devel-
opment methodologies, such as Agile or DevOps, can facilitate iterative development,
rapid prototyping, and continuous improvement throughout the project lifecycle.

18
 CHAPTER 4
METHODOLOGY

4.1 Introduction

The methodology section of the project report plays a pivotal role in delineating the
chosen approach and techniques harnessed to achieve the project’s multifaceted objec-
tives. It serves as a comprehensive blueprint for the development and implementation
of the Hall management module. The methodology encompasses an array of intricate
facets, spanning both the backend and frontend considerations, which collectively en-
sure a seamless and efficient system.
In the realm of backend considerations, the methodology delves into the nitty-gritty
of database design, outlining the schema, tables, and relationships necessary to encap-
sulate the project’s diverse modules. This meticulous design is not only fundamental
for data integrity but also instrumental for the efficient retrieval and storage of critical
information.
The API development aspect constitutes a core component of the methodology.
It delineates the creation of Application Programming Interfaces that facilitate seam-
less communication between various modules. These APIs are responsible for data
exchange, ensuring real-time updates and data synchronization across the modules.
Moreover, the methodology extends to file structure, which is pivotal for the orga-
nization and management of project files and resources. A well-thought-out structure
ensures that code, assets, and documentation are readily accessible and maintainable.
Routing within the frontend is meticulously addressed. It designs a user-friendly
and intuitive path for users to navigate through the web application. The routing system

19
channels users to relevant pages based on their interactions, enhancing user experience
and ensuring they can easily access the functionalities they require.
API integration, another critical element, is detailed within the methodology. This
aspect focuses on the seamless integration of APIs into the frontend, enabling a dynamic
connection between the user interface and the backend, fostering the flow of real-time
data.
State management, an essential consideration, is elucidated within the methodology.
It involves the meticulous handling of the application’s state to ensure data synchroniza-
tion across various components. Techniques such as state containers and data-binding
are discussed in detail to guarantee data consistency and integrity.
In summation, the methodology offers an intricate and systematic approach to the
development, integration, and management of the technical aspects of this project. It
caters to the multifaceted requirements of the Hall Management Module, ensuring an
efficient and user-centric implementation while abiding by the previous guidelines and
requirements.

4.2 Entity Relationship (ER) Model

The ER model uses a collection of entities and relationships among these entities. An
Entity is an object in the real world that is distinguishable from other objects. The ER
diagram of the Hall management module is shown below:

20
Figure 4.1: E-R Diagram

21
4.3 Use Case Diagram

A use case diagram is used to represent the dynamic behavior of a system. It encap-
sulates the system’s functionality by incorporating use cases, actors, and their relation-
ships. It models the tasks, services, and functions required by a system/subsystem of an
application. In this project, Teacher, Student, Super-Admin can perform different tasks
which is described by use case diagram. Use case diagram of the Hall Management
Module is shown below:

Figure 4.2: Use Case Diagram

22
4.4 Activity Diagram

The sequence diagram represents the flow of messages in the system and is also termed
as an event diagram. It helps in envisioning several dynamic scenarios. Activity dia-
gram of the Hall Management Module is shown below:

Figure 4.3: Activity Diagram

23
4.5 Data Flow Diagram

The sequence diagram represents the flow of data in the system. It helps in envisioning
data inflows and outflows. Data Flow diagram of Smart Campus System is shown
below:

• Data Flow Diagram for Login

Figure 4.4: Data Flow Diagram(For Login)

24
• Data Flow Diagram for Student

Figure 4.5: Data Flow Diagram(Student)

25
 • Data Flow Diagram for Admin

Figure 4.6: Data Flow Diagram(Admin)

4.6 Software Development Model Selection

The User, Module Registry and Transport modules in the Smart Campus System follow
the Incremental Model. This allows for the incremental addition and modification of
features over time to adapt to evolving requirements and user needs.

26
4.6.1 Incremental Model

The Incremental Model of development involves creating an initial version of the sys-
tem with essential functionality to meet customer requirements. Early increments focus
on delivering important features, allowing the customer to assess the system’s suitability
at an early stage. If necessary, changes can be made to the current increment, and ad-
ditional functionality can be defined for subsequent increments until the desired system
is fully developed.

4.6.2 The Agile software development methodology

emerged in the late 1990s as a response to the limitations of traditional plan-driven ap-
proaches. Agile methods aim to deliver software rapidly and accommodate changing
requirements. It is rooted in the Incremental development approach to software devel-
opment. In Fig 4.7 Agile methodology is described. [4]

27
 Figure 4.7: Agile Software Development Methodology

4.7 System Architecture

4.7.1 Backend Integration

Database Design

In the User and Module Registry Module system, the database schema is created by
determining the required tables, establishing relationships between them, and defining
attributes and constraints. The use of an ORM tool such as Prisma can simplify database
interactions and provide a higher level of abstraction for accessing and managing data.

28
State Management

Effective state management is vital for the synchronization and maintenance of data
across various frontend components. It entails overseeing the application’s state, en-
compassing factors like user authentication status, data sourced from the backend, and
the states of UI components. By adopting suitable state management frameworks like
Redux or VueX, developers can ensure the consistency and dependability of the appli-
cation’s state.

4.7.2 Software Architecture

Backend File Structure

The backend file structure in the User and Module Registry Module of Smart Cam-
pus project adheres to a monolithic architecture, where all backend components and
modules are consolidated within a single repository. This streamlined structure simpli-
fies the development, deployment, and upkeep processes by housing all backend-related
code, including database schemas, API endpoints, and business logic, in one centralized
location. It promotes seamless collaboration among backend developers and ensures the
overall coherence and reliability of the backend system.

Frontend File Structure

The file structure of the frontend may differ depending on the selected frontend frame-
work or library. Nonetheless, it typically consists of directories for organizing compo-
nents, routes, styles, and assets. This structured approach facilitates the management of
a modular and scalable frontend codebase, enhancing navigation, comprehension, and
extensibility of the frontend application.

29
4.8 Proposed Methodology for Implementing the Hall Management

Module

1. Conduct Feasibility study

• Start by conducting a comprehensive needs assessment to identify the spe-

cific requirements and challenges of the hall management module.

• Engage with various stakeholders, including administrators, faculty, IT pro-

fessionals, and students, to gather insights and understand their needs and
expectations.

• Identify the areas where technology can be leveraged to enhance the Hall
Management Module.

• Conduct a needs assessment to identify specific campus transportation re-

quirements and challenges, focusing on enhancing efficiency and user expe-
riences.

• Engage with students, staff, and hall supers to gather insights and align the
hall management module with their needs and expectations, fostering inclu-
sively within the project.

2. Define Goals and Objectives

• Automation: To automate and streamline academic activities and service

management at HSTU, reducing reliance on manual processes and improv-
ing efficiency.

• Hall Management Module: The goal of the hall management Module is to

establish an efficient and user-centric campus residence system, Streamline
administrative processes related to room assignments, reservations, billing,
and maintenance requests to reduce manual workload and increase oper-
ational efficiency. This module aims to reduce wait times and streamline
residence services, fostering a seamless and accessible campus residence
experience.

30
3. Develop a Detailed Implementation Plan

• Create a detailed implementation plan that outlines the steps, timeline, and
resources required for each goal.

• Identify key milestones and deliverables to track progress throughout the

implementation process.

• Allocate responsibilities to individuals or teams who will be responsible for

different aspects of the implementation.

• Consider any dependencies or potential risks that may arise during the im-
plementation and develop contingency plans.

4. Establish the Infrastructure of the Modules

• Assess and enhance the existing infrastructure to support the User and Hall
Management Module.

5. Select and Customize Technology Solutions

• Research and evaluate technology solutions that align with the identified
goals and objectives.

6. Implement and Test of the User and Module Registry Module system

• Begin implementing the selected technology solutions according to the de-

fined implementation plan.

• Conduct thorough testing and quality assurance to ensure the functionality,

reliability, and security of the implemented systems.

• Involve key stakeholders and users in the testing process to gather feedback
and address any usability or functionality issues.

31
 CHAPTER 5
RESULT AND DISCUSSION

5.1 Introduction

The Results and Discussion section offers a comprehensive assessment and evaluation
of the outcomes and findings derived from the implementation and utilization of the Hall
management module. This chapter aims to present and interpret the results obtained,
encompassing the system’s performance, functionality, user feedback, and its overall
impact on Academic activities and residence management at HSTU.
The chapter initiates by providing an overview of the project objectives and the
employed methodology for the implementation, setting the stage for the subsequent
analysis and discussion of the results. The results are presented in a well-structured and
coherent manner, encompassing both quantitative and qualitative findings.
The discussion segment critically examines the results, extracting meaningful in-
sights and implications for the Hall management module and its stakeholders. It ex-
plores the strengths, weaknesses, opportunities, and challenges identified during the
evaluation process. Furthermore, the discussion compares the achieved results against
the initial project objectives, identifying any gaps or areas that warrant improvement.

32
5.2 Overview of Hall Management Module

5.2.1 Home Page of HSTU website

The ”Home”page of Hajee Mohammad Danesh Science and Technology University

(HSTU) could include essential information and navigation options tailored to meet the
needs of its students, faculty, staff, and visitors. It is shown in figure 5.1 in detail

Figure 5.1: Home Page

33
5.2.2 Halls of HSTU

The ”Halls” page of Hajee Mohammad Danesh Science and Technology University
(HSTU) serves as a centralized hub of information for the university’s residential halls.
It provides residents, prospective students, and stakeholders with essential details about
each hall, fostering transparency, accessibility, and engagement within the university
community. It is shown in figure 5.2 in detail

Figure 5.2: Halls Page

34
5.2.3 Home Page of a Hall

The ”Home of a Hall” page begins with a brief overview of the residential halls, high-
lighting their significance within the university community.This includes details such as
the hall’s name, location on campus, capacity, and special features.he page highlights
upcoming events, programs, and activities organized within the residential halls.It is
shown in figure 5.3 in detail

Figure 5.3: Home of a Hall Page

35
5.2.4 Sign Up Page

The ”sign-up” page in the Hall Management Module (HMM) facilitates the registration
process for new users, offering flexibility to select their user type based on their role
within the university community. Upon accessing the sign-up page, users are prompted
to provide their personal information, including their ID, email address, and a password
for account security. How it is shown in figure 5.4 in detail.

Figure 5.4: Sign-Up Page

36
5.2.5 Login Page

The ”login” page for the Hall Management Module describes a secure entry point for
authorized super admin, admin and normal users. By entering their unique credentials,
such as a email and password, the all types of user can authenticate their identity and
gain access to the features and functionalities specific to their role. This login page pri-
oritizes security and confidentiality, ensuring that only authorized super admin users can
access and manage user accounts, define role-based access controls, and perform other
administrative tasks within the User Module. How it is shown in figure 5.5 in detail.

Figure 5.5: Login Page

37
5.2.6 Student Dashboard

The ”Student Dashboard” of the Hall management module.It shows the basic profile
which includes image,contacts,address,notifications and Application.It contains pro-
file,application,and logout options. How it works is shown in figure 5.6 in detail.

Figure 5.6: Dashboard(Student)

38
5.2.7 Student Profile

The ”Profile” page in the Hall Management Module shows his information which is
stored in Student database.Student have the permission to edit some of their personal in-
formation.A student haven’t any permission to edit their name,student id,result,department,date
of birth etc. How it works is shown in figure 5.7 in detail.

Figure 5.7: Student Profile

39
5.2.8 Application From Student

The ”Application” page in the Hall Management Module allows student to apply for
residence and clearance purpose.Student can able to track their application via this page.
How it works is shown in figure 5.8

Figure 5.8: Application(Student)

40
5.2.9 Hall Super Dashboard

The ”Hall Super Dashboard” page of the Hall management module.It shows the basic
profile which includes image,contacts,address,notifications and Application.It contains
profile,application list,student list and logout options. How it works is shown in figure
5.9 in detail.

Figure 5.9: Dashboard(Hall Super)

41
5.2.10 Hall Super Profile

The ”Profile” page in the Hall Management Module shows his information which is
stored in teacher database.Hall super have the permission to edit some of their personal
information. How it works is shown in figure 5.10 in detail.

Figure 5.10: Hall Super Profile

42
5.2.11 Student List

The ”All Students” page of the Hall management module shows the table of residential
student in that hall.The table also shows the department of the student.Hall super can
able to add and remove the a student from the list and the respective student is given or
lost their residential status in that hall. How it works is shown in figure 5.11 in detail.

Figure 5.11: Student list in that Hall

43
5.2.12 Application List

The ”Application List” page of the Hall management module.It shows a table of list
which includes application serial,name,studentId,purpose,department and Action. Hall
super can see the applications and approved or reject from this section. How it works is
shown in figure 5.12 in detail.

Figure 5.12: Application List

44
5.3 Conclusion

In conclusion, the Results and Discussion chapter provides a comprehensive analysis

and evaluation of the outcomes and findings of the hall management module. Through
the evaluation of system performance, gathering user feedback, and identifying strengths
and weaknesses, valuable insights have been gained regarding the effectiveness and us-
ability of the hall management module Overall, the Results and Discussion chapter
concludes that the Hall Management Module has successfully achieved its objectives.
The evaluation and discussions presented in this chapter provide a roadmap for future
development and continuous improvement of this project.

45
 CHAPTER 6
CONCLUSION

6.1 Conclusion

In conclusion, the Hall Management Module collectively fortified the academic ecosys-
tem at HSTU. This module have addressed critical needs within the institution, enhanc-
ing efficiency and convenience for both administrators and students.
The Hall management module have accomplished the vital goal of establishing role-
based access control, enabling precise management of user access to different sub mod-
ules. This role-based access control mechanism ensures that only authorized users,
including administrators and Superadmins, have the privilege to create, modify, or re-
move data. Such a system bolsters security and streamlines the user experience, deliv-
ering tailored access to specific features and services.
The User Module’s user profile management capability has facilitated the creation
and maintenance of detailed user profiles, encompassing personal information, contact
details, and designated roles. This enhancement has led to elevated user engagement
and personalized services within the full system.
Simultaneously, By automating tasks such as room assignments, billing, mainte-
nance requests, and emergency response, the Hall Management Module significantly
reduces manual workload and increases operational efficiency. Its integrated commu-
nication features foster transparent and timely interaction between administrators, res-
ident advisors, and students, facilitating prompt resolution of issues and enhancing the
residential experience.
As we move forward, it is imperative to continue monitoring, evaluating, and en-

46
hancing all the sub modules to ensure they remain attuned to the evolving needs of
users and the institution. Stakeholder feedback, which includes students, staff, and
transportation personnel, should be harnessed to drive further improvements, optimize
functionalities, and elevate the overall user experience.
By capitalizing on the capabilities of this modules, the Smart Campus project at
HSTU is poised to continually enhance its services, streamline administrative processes,
and provide an enriched and tailored experience for all users, ultimately reshaping the
educational landscape within the institution.

6.2 Future Works:

• Room Management: Creating different database for the room, the admin could
be able to manage student in a room.

• Dinning Facilities: Add this sub module for automation in dinning system will
help to students and hall stuff in managing.

• Stipend: Student will able to see his stipend in his/her account ,when we inte-
grated this project with the university account database.

47
6.3 Limitations:

• Dependency on Technology: The HMM relies heavily on technology for its

functionality. Any technical issues such as server downtime, software bugs, or
network disruptions could disrupt service delivery and hinder the effective man-
agement of residential halls.

• User Adoption Challenges: Introducing a new software system requires user

training and adaptation. Resistance to change or difficulties in understanding how
to use the HMM could slow down adoption rates and hinder its effectiveness.

• ntegration Challenges: The HMM needs to integrate seamlessly with existing

university systems such as the student information system, financial management
software, and security infrastructure. Integration challenges or compatibility is-
sues could hinder its effectiveness and lead to data inconsistencies

• Resource Constraints: Implementation and maintenance of the HMM require

financial and human resources. Limited budgets or staffing constraints may affect
the extent to which the module can be developed, supported, and updated over
time.

Despite these limitations, addressing them through proactive measures such as ro-
bust training programs, stringent security protocols, ongoing user support, and regular
system updates can help maximize the effectiveness and benefits of the Hall Manage-
ment Module for the university and its residential community.

48
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