A DMSL Mini Project Report

On

Hostel Management System

By

Mayuri Falke (23223068)

Ashwini Thikole (23221081)
Kalyani Jadhav (23221078)

Under the guidance of

Mr. Kishor B Sadafale

Department of Computer Engineering

Government College of Engineering and Research,
Awasari
SAVITRIBAI PHULE PUNE UNIVERSITY

2024-2025
 Government College of Engineering
and Research, Awasari

Department of Computer Engineering

Date:

CERTIFICATE

This is to certify that,

Mayuri Falke (23223068)

Ashwini Thikole (23221081)
Kalyani Jadhav (23221078)

of class T.E Computer Engineering have successfully completed their project work on “Hostel
Management System’’ at GOVERNMENT COLLEGE OF ENGINEERING AND RESEARCH,
AWASARI in the partial fulfillment of the Graduate Degree course in T.E (Computer Engineering)
2019 Course, in the academic Year 2024-2025 Semester – I as prescribed by the Savitribai Phule
Pune University.

Mr. Kishor B. Sadafale Dr. S. U. Ghumbre

Guide Head of the Department
 Acknowledgement

I feel great pleasure in expressing my deepest sense of gratitude and sincere thanks to my guide
Prof. K.B. Sadafale for their valuable guidance during the Project work, without which it would
have been very difficult task. I have no words to express my sincere thanks for valuable guidance,
extreme assistance and cooperation extended to all the Staff Members of my Department.

This acknowledgement would be incomplete without expressing my special thanks to Prof. Dr. S.
U. Ghumbre Head of the Department (Computer Engineering) for their support during the work.

I would also like to extend my heartfelt gratitude to my Principal, Dr. D. R. Panghavane who
provided a lot of valuable support, mostly being behind the veils of college bureaucracy.

Last but not least I would like to thanks all the Teaching, Non- Teaching staff members of my
Department, my parent and my colleagues those who helped me directly or indirectly for
completing of this Project successfully.

Name of Students
Mayuri Falke (23223068)
Ashwini Thikole (23221081)
Kalyani Jadhav (23221078)
 ABSTRACT

Hostel Management System

The Hostel Management System is a comprehensive solution developed to streamline and enhance the
management of hostel accommodations. This system is designed to automate various essential
functions, including student registration, room allocation, fee management, and visitor tracking,
thereby significantly reducing manual workloads and minimizing the risk of human errors. By
implementing a centralized database, the system ensures real-time availability of data, facilitates
accurate record-keeping, and enables quick and efficient access to vital information for both students
and staff.
The Hostel Management System also supports secure and easy management of student records, room
assignments, and payment histories, contributing to better oversight of hostel resources. Moreover, it
allows hostel administrators to manage multiple hostels through a single interface, providing a scalable
solution that adapts to the needs of diverse hostel settings. This centralized approach to hostel
management not only promotes operational efficiency but also enhances the overall user experience by
delivering a seamless and user-friendly interface for students and administrators alike.
In addition to its core functionalities, the Hostel Management System offers features such as automated
notifications, detailed reporting, and analytics capabilities that assist in decision-making processes. It
empowers hostel management to monitor and analyze hostel occupancy rates, fee collection trends,
and visitor logs in real-time, which is essential for strategic planning and effective hostel
administration. The system, therefore, represents a modern, efficient, and reliable approach to hostel
management, benefiting both students and administrative staff by fostering a more organized,
transparent, and accessible management framework.
 CONTENTS

1. INTRODUCTION

➢ Problem definition

2. SPECIFIC REQUIRMENTS

 Hardware Interface
 Software Interface
3. THEORY OF SOFTWERE USED
 PHP
 MYSQL
4. ER DIAGRAM

5. OUTPUT SCREEN (GUI)

6. DATABASE DESIGN

7. SAMPLE CODE

8. CONCLUSION

9. REFERENCES
1. INTRODUCTION
The Hostel Management System is developed in favour of the hostel management team which
helps them to save the records of the students about their rooms and their things. It helps them from
the manual work from which it is very difficult to find the record of the student and the information
about these ones who had help the hostel years before. This solution is developed on the plight of the
hostel management team through this they cannot require so efficient person to handle and manage the
affairs of the students in the hostel, all you need to do is to login as administrator and you can see the
information of all the students who have obtained and registered their hostel form, click verify to
ascertion their elightly and allocate them to the available hostel. We can improve the efficiency of the
hostel management, thus overcome the drawbacks of the existing management.
1.1 OBJECTIVES
The Hostel Management System aims to automate the administrative tasks of hostel
management, including record-keeping, fee tracking, room allocation, and resident details. This
project enhances efficiency and accuracy, reduces manual errors, and provides a centralized
database for hostel administrators. This system is designed in favour of the hostel management
which helps them to save the records of the students about their rooms. It helps them from the
manual work from which it is very difficult to final the record of the students and the mess bills of
the students and the information of about the those ones.

1.1.1 Profile Of Problem

Managing hostel accommodations traditionally involves manual record-keeping for various

aspects, such as student registration, room allocation, fee management, and visitor tracking. This
process is often time-consuming, prone to human errors, and lacks real-time accessibility, making it
challenging for hostel administrators to efficiently handle large volumes of data.

Some of the common issues faced in traditional hostel management include:

1. Inefficient Record-Keeping: Maintaining student details, room assignments, and fee

transactions on paper or basic spreadsheets is cumbersome and prone to mistakes. This can lead
to incorrect or lost information.
 2. Room Allocation Challenges: Tracking room availability and ensuring that students are
assigned appropriate accommodations can be difficult without a centralized system. This often
leads to issues like double-booking or inaccurate room status updates.

3. Fee Management Difficulties: Manually managing fee payments, due dates, and receipts can
result in delays, missed payments, and lack of clarity for both administrators and students.

4. Lack of Real-Time Access: Traditional methods don’t allow for real-time data access, making
it hard for administrators to quickly obtain necessary information and for students to check room
availability, payment status, or other details.

5. Limited Security and Data Integrity: Paper records or unsecured spreadsheets can be easily
tampered with or lost, leading to concerns about the security and integrity of sensitive data.

2. SPECIFIC REQUIRMENTS

2.1. HARDWARE REQUIREMENT

RAM: 8 GB
Operating System: Windows 11
Processor: Ryzen 5 7000 series or 12th Gen Intel(R)
200MB memory Space

2.2 SOFTWARE REQUIREMENT

Vs code
Chrome browser
XAMPP
MySQL
3 SOFTWARE USED
Directory (for XAMPP, this is usually located in the XAMPP installation directory) where
you will store your website files. This folder 3.1 XAMPP: XAMPP is a popular, open-source, and
cross platform web server solution that provides an environment for building websites with a
backend. It includes Apache (web server), MySQL (database), PHP, and Perl, collectively forming
the "AMP" in XAMPP. Here's how you can use XAMPP to build a website with a backend:

3.1.1. Download and Install XAMPP: Visit the Apache Friends website
(https://www.apachefriends.org) and download the XAMPP installer for your specific operating
system (e.g., Windows, macOS, or Linux).

3.1.2. Start XAMPP: Once installed, start XAMPP. Depending on your operating system, you can
start the XAMPP Control Panel or use terminal/command line commands.

3.1.3. Start Apache and MySQL: In the XAMPP Control Panel, click on the "Start" buttons next
to Apache and MySQL. This launches the Apache web server and MySQL database server.

3.1.4. Create a Project Folder: Create a folder in the "htdocs"will serve as your website's root
directory.
3.1.5. Develop Your Website: Create your website files using HTML, CSS, JavaScript, and any
server-side scripting language, such as PHP.

3.1.6. Deployment:
When your website is complete, you can deploy it to a live web server for public access. Choose
a web hosting provider that meets your requirements and upload your website files and databases
to the server.

3.2. VS code

Visual Studio Code (VS Code) is a versatile and efficient code editor that serves as a valuable asset
for website development. Its cross-platform compatibility, lightweight design, and support for
numerous programming languages make it a preferred choice among developers. VS Code offers
a rich ecosystem of extensions, aiding in frontend and backend development. With integrated
version control and powerful debugging tools, it simplifies issue resolution and enhances
collaboration. VS Code's user-friendly environment streamlines website development, making it
an indispensable tool in the modern web development landscape.

3.2.1. Frontend Development:

VS Code provides a lightweight and efficient environment for creating HTML, CSS, and JavaScript
code. Numerous extensions enhance the frontend development experience with autocompletion,
code linting, and live previews.

3.2.2. Backend Development:

Developers can write server-side code in languages like PHP and more, utilizing the rich ecosystem
of extensions available for backend technologies. Integrated debugging tools simplify the
identification and resolution of issues in the backend code.
3.2.3. Database Integration:

VS Code seamlessly integrates with databases, allowing developers to manage and interact with
databases efficiently through dedicated extensions.

3.2.4. Version Control:

Built-in Git support streamlines version control, making it easier to collaborate on web projects
and track changes.

3.2.5. Deployment:

After local development, VS Code facilitates the transfer of files to a production server through
Git and deployment-specific extensions.

3.3 MySQL Database

MySQL is a prevalent choice for backend database systems in website development. Its
reliability, performance, and scalability make it a top option for managing and storing the structured
data that websites require. MySQL integrates seamlessly with server-side scripting languages like
PHP and is often used in conjunction with popular web development platforms, including content
management systems (CMS) like WordPress and e-commerce platforms like Magento.

Websites leverage MySQL for a variety of purposes, including user account management, content
storage, e-commerce transactions, and dynamic content generation. It stores information like user
profiles, blog posts, product listings, and order histories efficiently and securely. MySQL's support
for indexing, querying, and transaction management ensures that websites can retrieve and
manipulate data quickly, leading to a seamless user experience.

3.3.1 Features of MySQL

MySQL, as a popular open-source relational database management system (RDBMS), offers a

robust set of features that make it a preferred choice for various applications, from web
development to enterprise-level solutions. Here are some key features of MySQL.

3.3.1.1 Open Source:

MySQL is available under the GNU General Public License (GPL), which means it's free to use
and can be modified and distributed without licensing costs.

3.3.1.2 Scalability:

MySQL supports vertical and horizontal scalability, allowing applications to grow to handle larger
workloads without major disruptions.

3.3.1.3 Performance:

It is known for its high performance, thanks to features like query optimization, indexing, and a
storage engine architecture that supports various data types.

3.3.1.4. High Availability:

MySQL offers features like replication, clustering, and failover support to ensure high availability
and data redundancy.

3.3.1.5. Reliability:

With its ACID compliance (Atomicity, Consistency, Isolation, Durability), MySQL ensures data
consistency and reliability, crucial for transactional applications. 3.3.1.5. Security: MySQL
provides robust security features, including user authentication, data encryption, and access
control, to protect sensitive data.

3.3.1.6. Data Types:

It supports a wide range of data types, including numeric, string, date and time, spatial, and JSON,
making it suitable for diverse data storage requirements.

3.3.1.7. Data Integrity:

MySQL enforces referential integrity constraints, ensuring that data relationships are maintained
accurately.

3.3.1.8. Storage Engines: MySQL offers different storage engines to accommodate specific
requirements, such as InnoDB for transactional support and MyISAM for read-heavy workloads.
3.3.1.9. Replication:

Replication features allow data to be copied and synchronized across multiple servers, improving
performance and providing data redundancy.

3.1.10. Partitioning:

MySQL supports table partitioning to enhance performance and manage large datasets more
efficiently. 3.3.1.11. Triggers and Stored Procedures: MySQL allows the creation of triggers and
stored procedures for automating tasks and enhancing data integrity. 5. DATABASE DESI

3.3.1.12. Triggers and Stored Procedures:

MySQL allows the creation of triggers and stored procedures for automating tasks and enhancing
data integrity.

4. ER DIAGRAM
An Entity Relation(ER) Diagram is a specialized graphics that illustrates the interrelationship
between entities in a database. ER diagrams often use symbols to represent 3 different types of
information. Boxes are commonly used to represent entities. Diamonds are normally used to represent
relationships and ovals are used to represent attributes. An Entity Relationship Model (ERM), in
software engineering is an abstract and conceptual representation of data. Entity Relationship modeling
is a relational schema database modelling method, used to produce a type of conceptual schema or
semantic data model of a system, often a relation database, and its requirements in a top-down fashion.

Entity:
Entity is the thing which we want to store information. It is an elementary basic building block of
storing information about business process. An entity represents an object defined within the
information system about which you want to store information. Entities are distinct things in the
enterprise.

Relationships:
A relationship is a named collection or association between entities or used to relate two or more
entities with some common attributes or meaningful interaction between the objects.
 Attributes:
Attributes are the properties of the entities and relationship, Descriptor of the entity Attributes are
elementary pieces of information attached to an entity.

Fig. ER Diagram of Hostel management System

 5 OUTPUT SCREEN

5.1 Admin View

9.1.1 Admin Login

5.1.2 Dashboard
 5.1.3 Manage Rooms

5.1.4 Manage Registered Students

5.1.4 Manage Complaints
5.2 User View

5.2.1 User Registration

5.2.2 User login

5.2.3 User Dashboard

5.2.4 Room Details

5.2.5 User Profile

5.2.6 Complaint Registration

6. DATABASE DESIGN OF PROJECT
6.1.1 Student Registration table

6.1.2 Admin login table

6.1.3 Complaints table

6.1.4 Courses table

6.1.5 Feedback table

6.1.6 Rooms table

7. SAMPLE CODE

Index.php:-
<?php
session_start();
include('includes/config.php');
if(isset($_POST['login']))
{
$emailreg=$_POST['emailreg'];
$password=$_POST['password'];
$stmt=$mysqli->prepare("SELECT email,password,id FROM userregistration WHERE (email=? ||
regNo=?) and password=? ");
$stmt->bind_param('sss',$emailreg,$emailreg,$password);
$stmt->execute();
$stmt -> bind_result($email,$password,$id);
$rs=$stmt->fetch();
$stmt->close();
$_SESSION['id']=$id;
 $_SESSION['login']=$emailreg;
$uip=$_SERVER['REMOTE_ADDR'];
$ldate=date('d/m/Y h:i:s', time());
if($rs)
{
$uid=$_SESSION['id'];
$uemail=$_SESSION['login'];
$ip=$_SERVER['REMOTE_ADDR'];
$geopluginURL='http://www.geoplugin.net/php.gp?ip='.$ip;
$addrDetailsArr = unserialize(file_get_contents($geopluginURL));
$city = $addrDetailsArr['geoplugin_city'];
$country = $addrDetailsArr['geoplugin_countryName'];
$log="insert into userLog(userId,userEmail,userIp,city,country)
values('$uid','$uemail','$ip','$city','$country')";
$mysqli->query($log);
if($log)
{
header("location:dashboard.php");
}
}
else
{
echo "<script>alert('Invalid Username/Email or password');</script>";
}
}
?>

<!doctype html>
<html lang="en" class="no-js">
<head>
<meta charset="UTF-8">
<meta http-equiv="X-UA-Compatible" content="IE=edge">
<meta name="viewport" content="width=device-width, initial-scale=1, minimum-scale=1,
maximum-scale=1">
<meta name="description" content="">
<meta name="author" content="">
<meta name="theme-color" content="#3e454c">
<title>Student Hostel Registration</title>
<link rel="stylesheet" href="css/font-awesome.min.css">
<link rel="stylesheet" href="css/bootstrap.min.css">
<link rel="stylesheet" href="css/dataTables.bootstrap.min.css">>
<link rel="stylesheet" href="css/bootstrap-social.css">
<link rel="stylesheet" href="css/bootstrap-select.css">
 <link rel="stylesheet" href="css/fileinput.min.css">
<link rel="stylesheet" href="css/awesome-bootstrap-checkbox.css">
<link rel="stylesheet" href="css/style.css">
<script type="text/javascript" src="js/jquery-1.11.3-jquery.min.js"></script>
<script type="text/javascript" src="js/validation.min.js"></script>
<script type="text/javascript" src="http://code.jquery.com/jquery.min.js"></script>
<script type="text/javascript">
function valid()
{
if(document.registration.password.value!= document.registration.cpassword.value)
{
alert("Password and Re-Type Password Field do not match !!");
document.registration.cpassword.focus();
return false;
}
return true;
}
</script>
</head>
<body>
<?php include('includes/header.php');?>
<div class="ts-main-content">
<?php include('includes/sidebar.php');?>
<div class="content-wrapper">
<div class="container-fluid">

<div class="row">
<div class="col-md-12">

<h2 class="page-title">User Login </h2>

<div class="row">
<div class="col-md-6 col-md-offset-3">
<div class="well row pt-2x pb-3x bk-light">
<div class="col-md-8 col-md-offset-2">

<form action="" class="mt" method="post">

<label for="" class="text-uppercase text-sm">Email / Registration Number</label>
<input type="text" placeholder="Email / Registration Number" name="emailreg"
class="form-control mb" required="true">
<label for="" class="text-uppercase text-sm">Password</label>
<input type="password" placeholder="Password" name="password" class="form-control
mb" required="true">
 <input type="submit" name="login" class="btn btn-primary btn-block" value="login" >
</form>
</div>
</div>
</div>
<script src="js/jquery.min.js"></script>
<script src="js/bootstrap-select.min.js"></script>
<script src="js/bootstrap.min.js"></script>
<script src="js/jquery.dataTables.min.js"></script>
<script src="js/dataTables.bootstrap.min.js"></script>
<script src="js/Chart.min.js"></script>
<script src="js/fileinput.js"></script>
<script src="js/chartData.js"></script>
<script src="js/main.js"></script>
</body>

</html>

8. CONCLUSION
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 activities 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.
10.REFERENCES
1. S.K.Singh, “Database Systems: Concepts, Design and Application”, Pearson Education.Keeves and
Murach’s PHP- MYSQL
2. www.w3schools.com
3. https://www.ijraset.com/research-paper/hostel-management-system-hms
4. https://www.wikipedia.org/
5. https://www.researchgate.net/publication/380400944_HOSTEL_MANAGEMENT_SYS TEM_PROJECT