“ Hostel Management System”

submitted in partial fulfillment of requirement of the Degree of

B.E

Submitted By,

Miss.sayyedswaleha

Miss.Pahilwankartiki

Mentor

Prof.Deshmukhsir

Prof.thoratmam

Department of Computer engineering

Vidya niketan collageof engineering , bota-422602
 (2023-24)

CERTIFICATE
This is to certify that MISS. SAYYEDSWALEHA

MISS. PAHIlWANKARTIKI

Of S.y have satisfactorily Completed the project entitled,

“Hostel Management System“

And submitted in partial fulfillment of requirement for the award of

Bacholer of computer engineering second year of Savitribai Phule
University of Pune during the academic year 2023-24 is record of students
own work carried out under my supervision & guide

Date :-

Place :- Bota

Prof.Deshmukh sir,
(Head of Department)
(Principal)
 External Sign

ACKNOWLEDGEMENT

Here we gladly present this project report on

“ONLINE HOSTEL MANAGEMENT SYSTEM” as part of the
second year OF BACHOLER OF COMPUTER ENGINEERING . At this
time of submitting this report we use this opportunity to mention
those people who are with us along the work. We take this occasion
to thank God, almighty for blessing us with his grace and taking our
endeavour to a successful culmination. We extend our sincere and
heartfelt thanks to our esteemed Prof. Deshmukh H.D sir for
providing us with the right guidance and advice at the crucial
junctures and for showing us the right way. We extend our sincere
thanks to our respected Prof.
Deshmukh H.D sir for allowing us to use the facilities available. We
would like to thank the other faculty members also, at this occasion.
Last but not the least; we would like to thank friends for the support
and encouragement they have given us during the course of our work.

Submitted by

Miss.

Sayyad Swaleha.
 Miss.

Pahilwan kartiki
 ACKNOWLEDGEMENT

We take this occasion to thank God, almighty for blessing

us with his grace and taking our endeavor to a successful
culmination. We extend our sincere and heart felt thanks to our
esteemed guide, Mr.Satpute Sir for providing us with the right
guidance and advice at the crucial junctures and for showing us
the right way. We extend our sincere thanks to our respected
head of the division Mr.Wagh Sir, for allowing us to use the
facilities available. We would like to thank the other faculty
members also, at this occasion. Last but not the least, we would
like to thank friends for the support and encouragement they
have given us during the course of our work.
 ABSTRACT

As the name specifies “HOSTEL MANAGEMENT

SYSTEM” is a software developed for managing 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. We can improve the
efficiency of the system, thus overcome the drawbacks of the
existing system.
·Less human error

·Strength and strain of manual labor can be reduced

·High security

·Data redundancy can be avoided to some extent

·Data consistency

·Easy to handle

·Easy data updating

·Easy record keeping

 Table of Contents

Contents
Chapter I: Introduction 6
1.1 Background 7
1.2 Introduction of Project 8
1.3 Current situation/Problem of the organization 8
1.4 Objective 8
1.5 Methodology Development Model 9
1.6 Tools and Technique 10
Chapter II: Task and Activities Performed 25
2.1 Problems 28
2.2 Existing System 28
2.3 Improvement 28

2.5 Screen Short 29

Chapter III: Discussion and Conclusion 32
3.1 Conclusion 33
 Introduction

1.1 Background
Tilak University, Faculty Computer Science initiated Bachelor of
Computer Application program to produce the competent students
with blend of both theoretical knowledge and practical exposure. In
order to make BIM a complete package progressive study two weeks
of project in related field would certainly boost up the performance of
students in real world to develop socially responsive and creative and
result oriented management professionals.
The program aims to prepare knowledgeable, skillful and confident
and self-motivated professionals who will be able to perform their job
competitively in organizations of modern business world. Summer
project is a method by which the students get an opportunity to
experience the real work environment through indulgence into real
task accomplishment where they learn by doing things. The major
objectives of this summer project is to acquaint students with
corporate world and involve in practical decisions and actions and
observe the relevance of theories in practices as well as closely
experience the organization realities.
The students of program under Tilak University are required to
prepare an VI sem project report based on their experience and
findings in organization on their sixth semester. Being the students of
BIM we have selected to work as project in Abasaheb Kakade College
of information technology , HOSTEL MANAGEMENT SYSTEM. This
BCA project report provides the glimpse about the experience
working on the college management system of AKCIT College.
1.2 Introduction of Project
Hostel Management System is a Software development for managing
various activities of the hostel. The Software help user in case of
Hostel Information, registration, room and Searching Hostel Account.
Aim of the Hostel Management System is to manage the records and
make user friendly Software. It helps admin to manage student
records, Staff Records and many more. Due to the increase in
educational institution Hostel are also increasing for the
accommodation.
Hostel management System is online application developed for
managing various activities of the hostel. Deals with the problem on
managing the hostel and avoided the problem which occur when
carried out manually.

1.3 Current situation/Problem of the organization

All the People who wants to book, see the rooms, wants some of the
details about hostel, its facilities and many more .The need to visit
themselves. If there is some mistake while recording the information
that will take long time to correct it. Sometime records may be
destroyed .

1.4 Objective
Provide quick and efficient means for gathering the
student information along with their rooms, course,
contact, check-in and check-out.
Maintaining Employee Records.
 Secure all the data of the Hosteller

1.5 Methodology Development Model

The sequential phases in Waterfall model are −

Requirement Gathering and analysis − All possible requirements of
the system to be developed are captured in this phase and
documented in a requirement specification document.
● System Design − The requirement specifications from first
phase are studied in this phase and the system design is
prepared. This system design helps in specifying hardware and
system requirements and helps in defining the overall system
architecture.
● Implementation − With inputs from the system design, the
system is first developed in small programs called units, which
 are integrated in the next phase. Each unit is developed and
tested for its functionality, which is referred to as Unit Testing.
● Integration and Testing − All the units developed in the
implementation phase are integrated into a system after testing
of each unit. Post integration the entire system is tested for any
faults and failures.
● Deployment of system − Once the functional and
non-functional testing is done; the product is deployed in the
customer environment or released into the market.
● Maintenance − There are some issues which come up in the
client environment. To fix those issues, patches are released.
Also to enhance the product some better versions are released.
Maintenance is done to deliver these changes in the customer
environment.

SYSTEM ENVIRONMENT

Hardware Configuration

1. Pentium IV Processor

2. 512 MB RAM

3. 80GB HDD

4.1024 * 768 Resolution Color Monitor

Note: This is not the “System Requirements”.

Software Configuration

5. OS : Windows 7, windows XP

6. PHP Triad (PHP, MySQL, Apache, and PHP

MyAdmin)
1.6 Tools and Technique
a. Php
b. Xampp
c. Mysql
d. HTML
e. Bootstrap
f. Sublime text
g. Java Script
h. Css

Php
Hypertext Preprocessor (or simply PHP) is a server-side
scripting language designed for Web development, but also used as
a general-purpose programming language. It was originally created
by Rasmus Lerdorf in 1994,] the PHP reference implementation is
now produced The PHP Group. PHP originally stood for Personal
,] but it now stands for the recursive acronym
.
PHP code may be embedded into HTML code, or it can be used in
combination with various web template systems, web content
management systems, and web frameworks. PHP code is usually
processed by a PHP interpreter implemented as a module in the web
server or as a Common Gateway Interface (CGI) executable. The
web server combines the results of the interpreted and executed PHP
code, which may be any type of data, including images, with the
generated web page. PHP code may also be executed with
a command-line interface (CLI) and can be used to
implement standalone graphical applications.
Xampp
XAMPP is a free and open source cross-platform web
server solution stack package developed by Apache
Friends, consisting mainly of the Apache HTTP Server, Maria
DB database, and interpreters for scripts written in
the PHP and Perl programming languages. XAMPP stands for Cross-
Platform (X), Apache (A), Maria DB (M), PHP (P) and Perl (P). It is a
simple, lightweight Apache distribution that makes it extremely easy
for developers to create a local web server for testing and
deployment purposes. Everything needed to set up a web server –
server application (Apache), database (Maria DB), and scripting
language (PHP) – is included in an extractable file. XAMPP is also
cross-platform, which means it works equally well on Linux, Mac and
Windows. Since most actual web server deployments use the same
components as XAMPP, it makes transitioning from a local test server
to a live server extremely easy as well.

Mysql
MySQL Workbench is a unified visual tool for database architects,
developers, and DBAs. MySQL Workbench provides data modeling,
SQL development, and comprehensive administration tools for server
configuration, user administration, backup, and much more. MySQL
Workbench is available on Windows, Linux and Mac OS X.

HTML
Hypertext Markup Language (HTML) is the standard markup
language for creating web pages and web applications.
With Cascading Style Sheets (CSS) and JavaScript, it forms a triad of
cornerstone technologies for the World Wide Web.[4]
Web browsers receive HTML documents from a web server or from
local storage and render the documents into multimedia web pages.
HTML describes the structure of a web page semantically and
originally included cues for the appearance of the document.
HTML elements are the building blocks of HTML pages. With HTML
constructs, images and other objects such as interactive forms may
be embedded into the rendered page. HTML provides a means to
create structured documents by denoting structural semantics for
text such as headings, paragraphs, lists, links, quotes and other items.

Bootstrap
Bootstrap is a free and open-source front-end framework for
designing websites and web applications. It contains HTML-
and CSS-based design templates for typography, forms, buttons,
navigation and other interface components, as well as
optional JavaScript extensions. Unlike many web frameworks, it
concerns itself with front-end development only.

Java Script
JavaScript often abbreviated as JS, is
a high-level, interpreted programming language. It is a language
which is also characterized as dynamic, weakly
typed, prototype-based and multi-paradigm.
Alongside HTML and CSS, JavaScript is one of the three core
technologies of the World Wide Web. JavaScript enables
interactive web pages and thus is an essential part of web
applications. The vast majority of websites use it, and all major web
browsers have a dedicated JavaScript engine to execute it.

Sublime Text
Sublime Text is a proprietary cross-platform source code editor with
a Python application programming interface (API). It natively supports
many programming languages and markup languages, and functions
can be added by users with plugins, typically community-built and
maintained under free-software licenses.

CSS
 Cascading Style Sheets (CSS) is a style sheet language used for
describing the presentation of a document written in a markup
language like HTML. CSS is a cornerstone technology of the World
Wide Web, alongside HTML and JavaScript.
CSS is designed to enable the separation of presentation and content,
including layout, colors, and fonts. This separation can improve
content accessibility, provide more flexibility and control in the
specification of presentation characteristics, enable multiple web
pages to share formatting by specifying the relevant CSS in a
separate css file, and reduce complexity and repetition in the
structural content.

1.7 Specification Requirement

External Interfaces
 - This interface will be actual interface through which the user
will communication with the application and perform the desired
tasks.

Admin login
I.D:
Role: Admin wishes to login to the system
Precondition: Username and Password
Success end Condition: Main option of screen display
Failed end Condition: User has entered incorrect Username and
Password or both

Edit

ID:
Precondition: User has successfully navigated to the
search result
 Success end Condition: User has successfully made the
changes
Failed end Condition: No room details is available

1.To edit room records in the data base, first search the record
you want to edit then click on ‘+’ button.
2.Edit the particulars of the room that you want to change and
click on’ Save’ button.

Software Product Features

1Hostel management System
Login Information System
Description
-The system will maintain the login information of its user
to enter in to the software
Validating Checks
-Administrator need to login the unique id and password.
-Contact number should have maximum 10 digits.
 -All the details must be fill up.
-Email address should be in the proper format.
Sequencing information
-Login information should be filled before the user allowed
to choose from the option such as Details, Facilities, Room
Details, and Booking.
Error Handling
-If user doesn’t filled up validate information then the
system display error message for user and request to
enter the validate information.
2.2.2Employee information System

Description
-The system will maintain employee information including
employee id, name, Address, Contact, Working time and
Salary.
Validity Checks
-Employee Address should not be incorrect.
-Employee id cannot be NULL.
-Employee Salary cannot be NULL.
Sequencing Information
-Employee information is filled before the employee will
join the work.
Error Handling
-If the employee NULL the id and Salary then the System
display error until the employee information are filled
Student Information

Description
-The System will maintain the student details such as
Parents name, Contact number and department.
Validity Check
-Student parent name and contact must be fill up. Student
Department should not be NULL.
Sequencing information
-Student Information should be filled at the same time
when the registration information are been filled.
Error Handling
-Validate information should be filled.
Performance required

Security
-System should be Protected from unauthorized access
Where the validate Username and Password are required
so no other can access.
Maintainability
-System should be design in a maintain order. So it can be
easily modified.
Logical Database

Sno. Entity Attribute

1 Admin ● Id

● First name

● Last name

● Email

● Contact

● Password

● Role

● Status
2 Room ● Room id

● Name

● Bed

● Status

● Description
3 Student ● Student Id

● Student Name

● Parents Name

● Parents Contact

● Department

● year

● Room

● Status
4 User ● User Id

● User name

● User password

● Email

● Contact

● Gender

3.Data Design
3.1 Data Model: A database model is a type of data model that
determines the logical structure of a database and fundamentally
determines in which manner data can be stored, organized and
manipulated.
Level 0

Figure: Data flow

Figure:ER diagram
 Figure: Use case Diagram of Hostel Management
System
Figure: Use case Diagram of Hostel Management System
Figure: Schema Diagram
Figure: Sequence Diagram
Figure: Flowchart of Hostel Management System
Table 2: Test Case
 Chapter II: Task and Activities Performed

2.1 Problems
Data store on the Paper may be lost, Stolen or destroyed due
to natural calamity.
Time consuming Process.
Chances of Human error.
Lack of Security.
High Cost of Maintenance.
Updating Process

2.2 Existing System

Difficult to maintain or update records all the records
Time consuming.
Inaccuracy data.
Updating process

2.3 Improvement
Reduce the cost maintenance.
Make present Manual System more interactive, Speedy and
User Friendly.
Provide Quick response.
Avail Information When ever needed.
Highly Security.
Easy to handle, Update and keep record.
 Backup data are easily generated.

2.5 Screen Short

2.4.1 Admin index

2.4.2 User Registration
2.4.3 User Index

Database Tables :
 Discussion and Conclusion

3.1 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
References:

● log/sdlc/waterfall-model
● http://www.tutorialspoint.com
● https://www.w3schools.com/
● https://www.cloudbeds.com/lp/hostels-with-video/?op
ti_ca=868359737&opti_ag=46331462085&opti_ad=256
248026129&opti_key=kwd-327038592466&utm_sourc
e=google&utm_medium=cpc&utm_campaign=hostel&
utm_term=%2Bhostel%20%2Bmanagement%20%2Bsy
stem&gclid=EAIaIQobChMIy-W0l7KZ3QIVAR4rCh2RXw
BGEAAYASAAEgIooPD_BwE
https://airbrake.io/b