Hostel Management System

HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
HOSTEL MANAGEMENT SYSTEM

Mini Project Report
Submitted in the partial fulfilment with the requirements for the award of the degree
Of
Bachelor of Technology
In
INFORMATION TECHNOLOGY
Of
Cochin University of science and Technology

by
SUMIT KUMAR-14140223
SUMIT KUMAR-14140224
MOHIT KUMAR-14140236
Under the guidance

Of
Mr JABIR KVT (ASST. PROFESSOR)
Mrs NEETU (LECTURER)
October 2015
Department of Information Technology
Cochin University College of Engineering kuttanadu, Pullincunnoo
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COCHIN UNIVERSITY COLLEGE OF ENGINEERING

KUTTANADU PULINCUNNU
DEPARTMENT OF INFORMATION TECHNOLOGY

CERTIFICATE
This is to certify that the project entitled HOSTEL MANAGEMENT SYSEM

is a bonafide report work done by SUMIT KUMAR (Reg No: 14140223) and
SUMIT KUMAR (Reg No. 14140224) and MOHIT KUMAR (Reg No.
14140236) the student of fifth semester INFORMATION TECHNOOGY in
partial fulfilment of the requirement for the degree of B.Tech in INFORMAT-
ION TECHNOLOGY of COCHIN UNIVERSITY OF SCIENCE AND
TECHNOLOGY.
MRS.NEETU (LECTURER) MR.JABIR KVT

PROJECT IN CHARGE ASSISTANT PROFESSOR
DEPTT. OF INFORMATION TECHNOLOGY
Page | 2
ACKNOWLEDGEMENT
Many people have contributed to the success of this Project. Although a single
sentence hardly suffices, we would like to thanks Almighty GOD for blessing us
with his grace and taking our endeavour to a successful culmination.
We are extremely grateful to our principal DR. SREEJITH for his whole hearted
cooperation for the success complication of this project. We extend our sincere
and heart full thanks to MRS. JAYAPRABHA Head of Department
(INFORMATION TECHNOLOGY), for providing us the right ambience for
carrying out the work on this project and for the facilities provided to us. We are
profoundly indebted to our project guide, MR. JABIR KVT, Assistant Professor
and MRS.NEETU lecture in Department of INFORMATION TECHNOLOGY
for their innumerable act of timely advice, encouragement and we sincerely
express our gratitude to her.
We would like to extend our gratitude to all the staffs and classmate of the
Department INFORMATION TECHNOLOGY for the help and support rendered
to us. We have benefitted a lot from the feedback and suggestion given to us by
them.
Page | 3
ABSTRACT
This project “HOSTEL MANAGEMENT SYSTEM” is developed for

managing various activities in a hostel. Managing the records of a large no of
students has always been a challenging task for a hostel manager. There is a lot
of strain on the person who is running the hostel and software are not usually used
in this context. Managing everything on paper is now a days not a beneficial way
as it is time consuming, error prone and have many more complications like that.
Various new features like MESS MANAGEMENT, STAFF SHIFTS, and
PAYMENT DETAILS etc. are also included in this project to facilitate an Admin.
Identifying the problems which occur when carried manually, we have tried our
best to design the software in such a way that a not so tech-friendly administrator
can also handle it an easy way. Interface has been kept simple and user-friendly
keeping in mind the complications in managing a hostel. One can enhance his
efficiency and productivity being an administrator using this software, thus
overcome the drawbacks of the existing traditional system.
Front End: - Java has been used to develop the front end.
Back End: - My SQL has been used to develop the back end of the Project.
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CONTENTS
1. Introduction
1.1 Purpose
1.2 Scope
1.3 Definitions, Acronyms and Abbreviations
1.4 Tools Used
1.5 References
1.6 Technologies to be used
1.7 Overview
2. Overall Description
2.1 Software Interface
2.2 Hardware Interface
2.3 Communication Interface
2.4 Constraints
3. Specific Requirement
3.1 Functional requirements
3.1.0 Login
3.1.0.1 Login Detail
3.1.0.2 Forgot Password
3.1.0.3 Reset Password
3.1.1 Room Matrix
3.1.1.1 Availability
3.1.1.2 Room Allocation
3.1.2 Registration
3.1.2.1 New Student Reg
3.1.3 Student Details
3.1.3.1 UID
3.1.3.2 Search
3.1.3.2.1 Student's Name
3.1.3.2.2 Father's Name
3.1.3.2.3 DOB
3.1.4 Mess
3.1.4.1 Daily expenses
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3.1.4.2 Net Bill

3.1.4.3 Electricity Bill
3.1.4.4 Miscellaneous Expenditure
3.2 Non-Functional requirements
3.2.1 Performance
3.2.2 ID Verification
3.2.3 Access Permission
3.2.4 Maintainability
3.2.5 Reliability
3.2.6 Other Constraints
4. DFD
4.1 Symbols to be used
4.2 context level DFD
4.3 Level o DFD
4.4 Level 1 DFD
4.5 level 2 DFD
4.6 Nations Used
5. ER diagram
6. Design Module Diagram
7. Data Table Design
8. Conclusion
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1.Introduction
1.1 Purpose
The purpose of this document is to present an overall description and listing of the
functionality of the system behind the project “HOSTEL MANAGEMENT SYSTEM”. It
is developed for the hostel administrator keeping in mind the complications they face
during management such as room allocation, mess management, bills etc.
1.2 Scope
 The basic users of this software is Hostel administrator.

 The user will be provided a login panel as interface.
1.3 Definitions, Acronyms and Abbreviations
 HMS- Hostel management system

It’s an application to manage various functionalities of a Hostel.
 Admin- Administration
The one who is intended to use this application.
 J2EE- Java 2 Enterprise Edition
A programming platform which is a part of java platform for
developing and distributed java.
 RAD- Rational application developer
It helps to design the diagrams like ER, Database schema
Diagrams and to generate DDL.
 DB - Database
1.4 Tools used

JAVA
Java is an object-oriented programming language developed by Sun Micro-
Systems a company best known for its high end UNIX workstations. Java
Language was designed to be small, simple, and portable across platforms,
Operating systems, both at the source and at the binary level, which means
that Java programs (applet and application) can run on any machine that
has the Java virtual machine (JVM) installed.
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J2EE
Java Platform, Enterprise Edition or Java EE is a widely used platform for
Server programming in the Java programming language. The Java platform
(Enterprise Edition) differs from the Java Standard Edition Platform (Java SE)
in that it adds libraries which provide functionality to deploy fault-tolerant,
distributed, multi-tier Java software, based largely on modular components
running on an application server.
RAD
IBM Rational Application Developer for Web Sphere Software for Web Sphere
Software. RAD is an integrated development environment (IDE), made by
IBM's Rational Software division, for visually designing, constructing, testing,
and deploying Web services, portals, and Java (J2EE) applications.
MySQL
MySQL is the world's most popular open source database. With its prove
Performance, reliability and ease-of-use, MySQL has become the leading
Database choice for web-based applications, used by high profile web
Properties including Facebook, Twitter, YouTube, Yahoo! and many more.
Oracle drives MySQL innovation, delivering new capabilities to power next
generation web, cloud, mobile and embedded applications.
1.5 References
 Java Tutorial,
www.tutorialspoint.com/java/
 PHP: MySQL Database,
www.w3schools.com/php/php_mysql_intro.asp
 Software requirements specification,
en.wikipedia.org/wiki/Software_requirements_specification
 YouTube
 MySQL Tutorial
http://www.tutorialspoint.com/mysql/
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1.6 Technologies to be used
 DB2: Relational Database Management System.

 RAD: Rational Application Developer.
 Netbeans: Official IDE for java 8.
 MySQL: Open source Database.
 JDK: Java Development Kit
1.7 Overview
 Existing System
 Manual Recordkeeping
 Multiple Paper Registers.
 Manager
 Drawbacks
 Security is not ensured.
 Searching of any record is tough.
 Too much paper work.
 Very hard to keep archives maintained.
 Stressful for an individual person to handle.
 Propose System
 A software package containing all the functionalities.
 Benefits
 Automated system
 Requires only a man with very little technical knowledge to operate.
 Data Security is ensured.
 Data retrieval is fast.
 Since it’s paperless, we can archive years of data.
 Record keeping is very simple.
 Automatic bill calculations.
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2. Overall Description
2.1 Software Requirement

 Windows versions after 98.
 Windows Installer.
 Java
 MySQL Server
2.2Hardware Requirement
Minimum Requirements
Processer RAM Storage Display
Intel Pentium III or AMD - 128 MB 2 GB 600*480

800 MHz
Recommended Requirements
Processer RAM Storage Display
Intel Pentium III with clock 512MB 128 GB 1024*768

speed 1GHZ
2.3 Communication Interface
 Admin
The administrator will login into the system via an admin panel.
2.4 Constraints
 GUI is only in English.

 Login and password is used for the identification of users.
 Only Admin is authorized to access the software.
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3. Specific Requirements
3.1 Functional requirements

3.1.0 Login
3.1.0.1 Login detail
Input: - Enter user name and password.

Output: - A page containing the below mentioned function
Process: - Password will be compared. If matched proceed,
Requirements. It unmatched, display Invalid.
3.1.0.2 Forgot password
Input: - Enter user name.

Output: - A page containing the link “RESET PASSWORD”.
3.1.0.3 Reset password
Input: - Enter the security question and answer.

Output: - If matched with DB, Type new password.
If Unmatched, Wrong Credentials.
Process: - Comparison of credentials with DB.
3.1.1 Room Matrix

3.1.1.1 Availability
Input: - Select room availability.

Output: - A page containing the availability of room.
Process: - Retrieval of details from database.
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3.1.1.2 Room allocation
Input: - Enter unique id and available room no.

Output: - Confirmation message and print the check in bill.
3.1.2 Registration
3.1.2.1 New Student Registration
Input: - Details of Student, Room no & Payment.

Output: - Generation of an unique Id no.
Process: - Creation of an entry about student in Database
3.1.3 Students Details

3.1.3.1 UID
Input: - Enter UID no.

Output: - Showing the student profile.
3.1.3.2 Search
3.1.3.2.1 Student’s Name
Input: - Enter the first name of student.

Output: - A list containing all the names containing that
Particular first name.
Process: - Keyword will be compared with Database.
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3.1.3.2.2 Father’s Name
Input: - Enter the father’s name.

Output: - A list containing all the names containing
that particular name.
Process: - Keyword will be compared with Database.
3.1.3.2.3 D.O.B
Input: - Enter the D.O.B.

Output: - A list containing all the names containing
the particular D.O.B’s.
Process: - Keyword Value will be compared with DB.
3.1.4 MESS
3.1.4.1 Daily Expenses
Input: - Update the daily Expenses Column.

Output: - Confirmation message “Updated”.
.
3.1.4.2 Net Bill
Input: - Update the Net Bill Column along with Payment date.
Output: - Confirmation message “Updated”.
.
3.1.4.3 Electricity Bill
Input: - Update the Electricity Bill Column along with payment date
Output: - Confirmation message “Updated”. .
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3.1.4.4 Miscellaneous Expenditure
Input: - Update the Column along with payment date.

Output: - Confirmation message “Updated.
3.2 Non Functional requirements
3.2.1 Performance
The system shall support all type of room.
3.2.2 ID Verification
The system requires the user to identify by using an ID no. at the
Checkout point.
3.2.3 Access Permission

This HMS shall have several type of access permissions. For instance,
the warden is recognized as the system’s administrator. Thus, the
warden shall be able to perform any type of activities on the system and
both the user’s and student profiles. The public in general shall be
restricted from accessing any user profile. However, they shall be
granted a read access on the student profile.
3.2.4 Maintainability
The system shall provide the capability to back up the database.
3.2.5 Reliability
The system shall be available 99.9% of the time.
3.2.6 Other constrains

The system shall support other hostel issues. The HMS shall be flexible
and adaptable due to future plans of expanding the system.
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DATA FLOW DIAGRAM
Symbols to be used:
Symbol Meaning Example
An entity. A source
of data or a
destination for data.
A process or task
that is performed by
the system.
A data store, a
place where data is
held between
processes.
A data flow.
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Construct Context Level DFD

(identifies sources and sink)
Admin user name HMS authentication DB

Password 0.0
Login Module:
Level 0
Login
User name
If, False verification
DB 0
Admin Forgot password
Reset
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Construct Level 0 DFD

(identifies manageable sub processes)
1.0 check
Room Matrix DB 1
Availability If, true
Update
2.0
Registration New entry
Admin DB 2
Detail 3.0 search
Students
Enter Details
4.0
Update
Mess DB 3
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Construct Level 1- n DFD

(identifies actual data flows and data stores)
1.0 Room matrix
Availability Seat availability check

DB 1
Not available
2.0
2.0 Registration
DB 1
If, yes Registration new entry DB 2
3.0 Students
Enter UID 3.1

UID verify
DB 2
If, yes
3.2
Search
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3.0.1
4.0 Mess
Daily Expenses
Enter expenses
Net Bill
DB 3
`
Electricity Bill
Miscellaneous Bills
If any
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LEVEL 2 DFD:
3.0.1 UID
Profile
Details
Profile Update
If, yes (3.0)

DB 4
Room Renewal
Bills
Cancellation
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3.0.2 Search
Enter 1st Name
If, no (3.0)
Enter Father’s Name
Name DB 4
D.O.B
If, Found go to 3.0.1
Page | 21
Page | 22
Notations used:-
Notations Their meaning
HMS Hostel Management System
UID Unique Identification Number
D.O.B Date of Birth

DB 0 Credentials database
DB 1 Room Availability Database
DB 2 Student Details Database
DB 3 Mess Details Database
1.0 Room Matrix Function
2.0 Registration Function
3.0 Student Function
4.0 Mess Details Function
3.1 Function to enter UID
3.2 Function to search UID
3.1.1 Detail Functionality of 3.1
3.1.2 Detail Functionality of 3.2
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ER DIAGRAM
Page | 24
DESIGN MODULE DIAGRAM
Page | 25
INPUT OUTPUT DESIGN
INPUT DESIGN
This part deals with the various input from supplied to the Admin so as to get the details
which can be further processed in a meaningful way.
Username and Password
User need to provide a valid username and password. After entering the details first
the administrator will check if the entered username and password exist in the data
base or not. The process only start if the Admin is found authenticated.
OUTPUT DESIGN
 Room Matrix.
 Student Registration
 Student Details
 Payment Due
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DATA TABLE DESIGN
CREDENTIALS (DB 0)
S.NO Field Name DATA TYPE NULLABLE PRIMARY KEY
1
User Name VARCHAR(20) NO YES
2
Password VARCHAR(20) YES NO
3
Security Question VARCHAR(30) YES NO
4
Security Answer VARCHAR(20) YES NO
5
D.O.B DATE NO NO
6
New Password VARCHAR(20) YES NO
ROOM (DB 1)
S.N0 FIELD NAME DATA TYPE NULLABLE PRIMARY KEY
1 Room Availability Matrix NO NO
2 Room No Int(3) NO YES
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STUDENT (DB 2)
S.NO FIELD NAME DATA TYPE NULLABLE PRIMARY KEY

1
UID INT(10) NO YES
2
Std_name VARCHAR(15) NO NO
3
Father’s Name VARCHAR(30) NO NO
4
Mother’s Name VARCHAR(30) YES NO
5
D.O.B DATE NO NO
6
Address VARCHAR(100) NO NO
7
Payment DECIMAL(10,4) YES NO
MESS (DB 4)
S.NO FIELD NAME DATATYPE NULLABLE PRIMARY KEY
1 Netbill_invoice_no INT(20) NO YES

2
Netbill_payment_date DATE NO NO
3
Netbill_amount INT(5) NO NO
4
Electricity_invoice_no INT(20) NO YES
5
Electricity_payment_date DATE NO NO
6
Electricity_amount INT(5) NO NO
7
Daily_Expense_amt INT(5) YES NO
8
Daily_Expense_date DATE NO NO
9 Misc._Expense_amt INT(5) NO NO
10 Misc_Expense_date DATE NO NO
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CONCLUSION
The “HOSTEL MANAGEMENT SYSTEM” project will serve as a useful project to carry
out the complex process is simple and vivid manner for search of criminals. It serve
as helpful approach for the police for assembling and improving their things. It reduces
the time taking and the redundant effort wasted during the criminal details searching
as it is a centralised approach. Thus, the project is user friendly.
Page | 29

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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15

HOSTEL MANAGEMENT SYSTEM

Cochin University of science and Technology

Under the guidance

Mr JABIR KVT (ASST. PROFESSOR)

Mrs NEETU (LECTURER)

Cochin University College of Engineering kuttanadu, Pullincunnoo

COCHIN UNIVERSITY COLLEGE OF ENGINEERING

DEPARTMENT OF INFORMATION TECHNOLOGY

This is to certify that the project entitled HOSTEL MANAGEMENT SYSEM

MRS.NEETU (LECTURER) MR.JABIR KVT

This project “HOSTEL MANAGEMENT SYSTEM” is developed for

3.1.4.2 Net Bill

 The basic users of this software is Hostel administrator.

1.3 Definitions, Acronyms and Abbreviations

 HMS- Hostel management system

1.4 Tools used

1.6 Technologies to be used

 DB2: Relational Database Management System.

2.1 Software Requirement

Intel Pentium III or AMD - 128 MB 2 GB 600*480

Intel Pentium III with clock 512MB 128 GB 1024*768

2.3 Communication Interface

 GUI is only in English.

3.1 Functional requirements

Input: - Enter user name and password.

3.1.0.2 Forgot password

Input: - Enter user name.

3.1.0.3 Reset password

Input: - Enter the security question and answer.

3.1.1 Room Matrix

Input: - Select room availability.

3.1.1.2 Room allocation

Input: - Enter unique id and available room no.

3.1.2.1 New Student Registration

Input: - Details of Student, Room no & Payment.

3.1.3 Students Details

Input: - Enter UID no.

3.1.3.2.1 Student’s Name

Input: - Enter the first name of student.

3.1.3.2.2 Father’s Name

Input: - Enter the father’s name.

Input: - Enter the D.O.B.

3.1.4.1 Daily Expenses

Input: - Update the daily Expenses Column.

3.1.4.4 Miscellaneous Expenditure

Input: - Update the Column along with payment date.

3.2 Non Functional requirements

3.2.3 Access Permission

The system shall provide the capability to back up the database.

The system shall be available 99.9% of the time.

3.2.6 Other constrains

DATA FLOW DIAGRAM

Symbol Meaning Example

Construct Context Level DFD

Admin user name HMS authentication DB

If, False verification

Admin Forgot password

Construct Level 0 DFD

Detail 3.0 search

Construct Level 1- n DFD

Availability Seat availability check