SYNOPSIS

HOSTEL MANAGEMENT SYSTEM

Submitted in partial fulfillment of the requirements for
The award of
DIPLOMA
In

INFORMATION TECHNOLOGY ENGINEERING

BY

JYOTI UNIYAL, KOMAL REKHARI, JYOTI DANU, KOMAL

Under The Guidance of :-

Mr. Sachin Joshi
Mr. Nitesh Vishwakarma
Mrs. Vijaya Verma

GOVT.GIRLS POLYTECHNIC ALMORA

2023-2024

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 Title of the Project
Hostel Management System

Content of the Project

Introduction
 Project statement
 Descriptions
 Objectives
 Process flow
 Project Category
 Tools, platforms / Hardware and Software
 ER Diagram
 Entity
 Relationships
 Attributes
 Data Flow Diagram

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 Introduction

This system is designed to help hostel management save records of students,

such as their room details and other information. It reduces the need for
manual work, which makes it difficult to find student records, especially for
those who left the hostel years ago.
We created this system at the request of the hostel management, so they don’t
need highly skilled people to handle and calculate everything. The system
automatically calculates all the bills and sends notifications to students who are
violating any rules.

 Project statement
The hostel management needs to develop a Hostel Management System (HMS)
to efficiently organize room assignments, student records, and other important
information. The system will help determine how many students can stay in
each room and will allow students to be identified using their unique ID
number. Additionally, the system will make it easy to retrieve old records
whenever needed, ensuring that past information is accessible when required.

 Descriptions
This software product helps hostel management improve their services for all
hostel students. It also reduces the manual work of the staff in the admin panel
and eliminates the need to search through a pile of registers to find
information about previous students. With this system, you can store data for
students who left the hostel even three years ago.
Through this system, you can quickly access the personal profiles of all current
students within minutes. The database will assist you in checking the details of
a particular student.
The students will be identified by the ID number allocated to them at the time
of room rental. In the end, this system will streamline and enhance the
management work in the hostel.

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 Objectives
Stake Holder Objective Student
Student The student can store his or her information

Warden The warden can see the data of students

 Process flow
There are three types of flow :-

Registration flow :
To take membership of the hostel, students need to tell the hostel
management the name of their department. They should fill out their personal
profile on the profile page. After this, the warden will issue an ID number to
them, so the student can be identified by their ID number in case of any issues
or other matters.

Room process flow :

A room will be allocated when a student is registered in the hostel. The
allocation will be on the basis of the department, semester and the session of
the student. A room is only for the three students.

Database flow :
When the new student is arrived then the administrator easily enter a new
entry in the database of the system. This database should save the record of all
the current users and the 3 years old students.

Project Category
RDBMS

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User Interface
A user interface (UI) in python involves using libraries specifically designed for
this purpose. Python offers multiple options for developing GUI (Graphical
user interface) out of all the GUI methods. Tinter is the most commonly used
method. It is a standard python interface to the Tk GUI tool kit shipped with
python.
Creating

Hardware Interface
1) 500 GB hard disk
2) 2 GB RAM
3) Peripheral devices

Software interface
There are many graphical user interface (GUI) tool kits that you can use
with the Python programming language. The big three are TKinter, WX Python,
and PYQT. Each of these tool kits will work with Windows, macOS, and Linux,
with PYQT having the additional capability of working on mobile.

• Graphical User Interfaces (GUIs):

Tkinter:

The standard Python GUI library, simple and easy to learn, good for
basic interfaces.

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PyQt:

A powerful cross-platform framework based on the Qt library, offering

a wide range of widgets and advanced features.

WxPython:

Another cross-platform GUI toolkit, providing a native look and feel across
different operating systems.

ER Diagram
An Entity Relationship (ER) Diagram is a special type of graphic that shows how
different entities in a database are related to each other. ER diagrams use
symbols to represent three types of information. Boxes are used to represent
entities, diamonds are used for relationships, and ovals are used to show
attributes.
In software engineering, an Entity Relationship Model (ERM) is a simple and
conceptual way of representing data. It is used to create a type of data model
or structure for a system, usually a relational database, and shows how data is
connected in a top-down approach.

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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.

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 Name branch

ADDRESS STUDENT TAKES HOSTEL

ID.NO
D.O.B

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 Data Flow Diagram:-

in database and maintained by appropriate authorities.

A Data Flow Diagram (DFD) is a graphical representation of the "flow" of data
through an Information System. A data flow diagram can also be used for the
visualization of Data Processing. It is common practice for a designer to draw a
context-level DFD first which shows the interaction between the system and
outside entities. This context-level DFD is then "exploded" to show more detail
of the system being modeled.
A Data Flow Diagram (DFD) represents flow of data through a system. Data
flow diagrams are commonly used during problem analysis. It views a system as
a function that transforms the input into desired output. A DFD shows
movement of data through the different transformations or processes in the
system. Dataflow diagrams can be used to provide the end user with a physical
idea of where the data they input ultimately has an effect upon the structure of
the whole system from order to dispatch to restock how any system is
developed can be determined through a dataflow diagram. The appropriate
register saved

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 Level DfD

NEW

STUDENT

MANAGE ROOM

UPDATE/DELETE

HOSTEL STUDENT

MANAGEMENT
SYSTEM

ALL STUDENT

LIVING
LEAVED

STUDENT

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