Software Requirements Specification

HOSTEL MANAGEMENT
SYSTEM

Submitted to: Submitted By:

Anjana Sangwan Shyam Varshney
(Associate Prof.) Roll No.: 18ESKCS166
Sourabh Kumar Mishra
Roll No.: 18ESKCS167

Department of Computer Science And Engineering (NBA Accredited)

SWAMI KESHVANAND INSTITUTE OF TECHNOLOGY, MANAGEMENT AND
GRAMOTHAN
i
 ABSTRACT
This Project “HOSTEL MANAGEMENT INFORMATION
SYSTEM” Targeted for the college Hostel integrates the
transaction management of the hostel for better control and
timely response. This eliminates time delay and paper
transactions being made. The warden is provided with a better
control over the transaction like adding the detail of new
students in the hostel, modifying the details of students,
deleting the students, viewing the student’s details in the
hostel. This project’s main motto is to reduce the effort of
Wardens and provide better service to the students.
The goal of the project is to develop a system for the
computerization of the Hostel. The common transactions of
the hostel includes the maintenance of mess bills, information
about students in the hostel, enrolling of new students and
their payments and dues etc. are stored into the databases and
reports are generated according to the user requirements.

ii
Table of Contents for SRS document
1. Introduction ..............................................................................................................................1
1.1 Purpose............................................................................................................................................. 1

1.2 Document Conventions .................................................................................................................... 1

1.3 Intended Audience and Reading Suggestions .................................................................................. 1

1.4 Project Scope ................................................................................................................................... 2

1.5 References ........................................................................................................................................ 2

2. Overall Description ..................................................................................................................3

2.1 Product Perspective.......................................................................................................................... 3

2.2 Product Features .............................................................................................................................. 3

2.3 User Classes and Characteristics ..................................................................................................... 4

2.4 Operating Environment .................................................................................................................... 4

2.5 Design and Implementation Constraints .......................................................................................... 5

2.6 Assumptions and Dependencies ...................................................................................................... 5

3. System Features……...……………………………………………………………………….5
3.1 Functional Requirements………………………………………………………………………..….5
4. External Interface Requirements ...........................................................................................6

4.1 User Interfaces ................................................................................................................................. 6

4.2 Hardware Interfaces ......................................................................................................................... 6

4.3 Software Interfaces .......................................................................................................................... 7

4.4 Communications Interfaces ............................................................................................................. 7

5. Nonfunctional Requirements ..................................................................................................7

5.1 Performance Requirements .............................................................................................................. 7

5.2 Safety Requirement .......................................................................................................................... 7

5.3 Security Requirements ..................................................................................................................... 7

5.4 Software Quality Attribute ............................................................................................................... 7

6. Conclusion And Future Scope…………………………………………………………...18

iii
 LIST OF FIGURES
Figure 1: 0 Level DFD 8
Figure 2: 1 Level DFD 9
Figure 3: 2 Level DFD 10
Figure 4: Entity Relationship Diagram 11
Figure 5: Use Case Diagram 12
Figure 6: Class Diagram 13
Figure 7: Sequence Diagram 14
Figure 8: Collaboration Diagram 15
Figure 9: State Diagram 16
Figure 10: Activity Diagram 17

iv
1. Introduction:
The project Hostel Management System is a system for managing the various activities in
the hostel. It can manage the hostel information. It manages the student information, room
information, room allocation details, fee detail, mess bill details and employee details of
the hostel. It is also used to generate reports of student details, fee details and mess bill
details of the student. It can also keep track of the number of student in the room and
availability of the room.

1.1 Purpose
The purpose of this project to make an automated system to carry out different operations
of a hostel. The system will provide the ease, comfort of use the staff of the hostel by
performing all work on computer system rather than following a paper pen approach. This
approach helps improving the reliability of data maintained and provides a fast and
efficient for users of the software.
Hostel Management System is a customize and user friendly software for hostel which
provide Hostel information, Hostel room information and Hostel accounts information. It
helps admin to manage Student record, staff record & generating report of students etc.

1.2 Document Conventions

a. Main Heading Titles:
- Font: Times
- Face: Bold black
- Size: 22
b. Sub Heading Titles:
- Font: Times
- Face: Bold black
- Size: 16
c. Main points:
- Font: Times
- Face: Bold, Black, Underline & displayed with bullets.
- Size: 12
d. Other text explanation:
- Font: Times
- Face: Normal black
- Size:12

1.3 Intended Audience and Reading Suggestions

The Software Requirements Specification is primarily intended for all project developers
associated with this project. This Specification is organized into several sections or
members that can be read and referenced as follows:

a. Project Manager - To manages all processes in the project

1
b. Software Designer - To design the models and diagrams that helps the programmer in
implementation phase
c. Software Tester - To test system by using dummy data
d. Database - Administrator To perform database operations
e. Software Analyst - To analyze the requirements of hostel management system

1.4 Product Scope

The software product “Hostel Management System” will be an application that will
beused for maintaining the records in an organized manner and to replace old paper
working on the system. This projects aims at automating the hostel management for
smooth working of the hostel by automating almost all the calculations and
accounting work would be accurate.
 Hostel Management System is designed for hostel like (Schools and
Universities).
 He checks the attested application form of students obtained from the internet
& verify it with student database.
 If the students are found eligible then they allotted to the hostel room.
 Objectives and Goals:
 Objectives:
HMS activities.
The basic HMS objectives as follows
 Room Allocation
 Bill Generation
 Maintaining Student’s Records
 Provide to student’s Complaints
 Maintaining Employee Records
 Goals:The goals of the system are to accept these problems in an
effective and optimal manner by:
A. Centralizing the database and thus providing consistent data
to all the employees in the Hostel.
B. Make the system more user friendly by providing an
intensive user interface.
C. Easy access through reports.
D. Restricted data access to employees thus providing
additional security to data.

1.5 References
 www.wikipedia.com
 www.vlab.co.in

2
2. Overall Description
This document contains the problem statement that the current system is facing which is
hampering the growth opportunities of the company.

2.1 Product Perspective

The HMS is fully independent project. Our project is not a part of any other system.
We have user interfaces. User interfaces will be divided like
 Administrator Interfaces
 Staff Interfaces
Interfaces for Administrator: List of interfaces are listed as below
 Account View: In this view User will add remove, new staff in the system. In
administrator view, administrator will confirm newly added department.
Administrator will be able to access all information about hostel staff,
students & managed them.
Staff Interfaces:
 At the start there will be a login screen where the user has to enter its login
name & password to authenticate himself or herself.
 After the login a homepage will be displayed showing all the information and
operations provided by Hostel Management System.
 A report will be generated for each student containing fee information, fines
dues & check in or check out information’s.

2.2 Product Functions

“Hostel Management system” is an attempt to simulate the basic management system. The
system enables to perform the following functions
 Maintaining the resident information.
 Maintaining room information.
 Maintaining fee information.
 Maintaining employee information.
 Searching, sorting and retrieval of data.
The various other functions covered by the requirement specifications which follows are
provided to meet the requirements of database administrator students and administrator with
role based updating and viewing rights.
The following general features will be included:
The student details are filled by as:
1 Student Name
2 Student father’s Name
3 Student year
3
 4 Room No
Following information given by the administrator:
 Student details
 Room details
 Attendance details
 Mess details
 Mess details per month
Updating by database administrator:
Updates the
 Student details
 Mess item expenditure
 Attendance details

2.3 User Classes and Characteristics

User Characteristics:
1. Educational Level:
At least user of the system should be comfortable with English language.
2. Technical Expertise:
User should be comfortable using general purpose applications on the system.
User Classes with Functionality:
A. Administrator: The administrator can
 Allot different student to different hostels.
 Vacate the Students for the hostels.
 Control the status of the fee payment.
 Edit the details of the students and modify the student record.
B. Students: Every student who have room in hostel have a database and a student
account to access his/her data. These permission shall be showed after administrator
approval. Student can check his or her data weather its true or need to some changes.
Also he or she can check the monthly reports of their fines, mess bills other stuffs.
C. Database Manager: Database manager is the user who have the administrator
permission to update the entire database. In this project the database manager has the
permission to update the student details, room details, student’s attendance details &
update item expenditure.

2.4 Operating Environment

The user will use this application to maintain the database of students and the rooms mess.
The application of HMS has a very user friendly interface. The software provides accuracy

4
along with a pleasant interface. Make the present manual system more interactive, speedy &
user friendly.

2.5 Design and Implementation Constraints

 The developed system should run under any platform i.e. UNIX, Linux, windows etc.
 There can be any security risk involved.
 Details provided by individual during his sign up should be stored in database.
 Student details can update or change by only administrator or database manager.
 The Hostel Id card is necessary to use mess.
 Time constraint.

2.6 Assumptions and Dependencies

 The details related to the students, room, and mess.
 Administrator is created in the database already.
 Roles and tasks are predefined.

3. System Features
3.1 Functional Requirements
The functions which are used in this project and their functioning:
 Student _detail () - To enter the details of the students.
 Room details () - To enter the details of hostel rooms.
 Attendances details () - Maintain the student attendance detail.
 Mess _details - To keep the record of challan of mess bill.

 Administrator:
 Add students: The HMS allows the administrator to add new student in to the
database.
 Create Account Number: The HMS generate an account number that is
allocated to student as his /her id card.
 Room Allocation: The HMS will allocate a room to student. The room no will
store in user profile.
 User Profile: The HMS shall generate the user’s profile containing the
following information, student account number, student full name, student
address, phone number, room number etc.
 Delete Student: The HMS allows the administrator to remove the student.
 Mess account: A mess account also will generate.
 Dues status: Student dues status will be changed according to student pay
dues.
 Database Administrator:
 Search Student: The HMS shall allow the students to search from database
according to different criteria.
 Mess Bill calculation: The database administrator can calculate the student
mess bill.

5
  State Attendance: The HMS shall allow to the database administrator to state
the student attendance.
 Check the availability of Room: The HMS allows to the database
administrator to check the availability of room.
 Student:
 Request for room: The student will request for room.
 Pay the Bill: The student will pay the bill to the manager.
 Check its Profile: The registered student will see his or her profile.
 Check Mess Bill Report: The student will see the mess report.

4. External Interface Requirements

4.1 User Interfaces
There are three types of user Interfaces like:
 Administration Interface
 Student Interface
 Database Manager Interface
 Communication Interface
 Administrator: An administrator is one who monitors all users and user tractions.
Admin has to maintain data of every student profile in database. When the request is
given by user admin checks the availability of user account then it forwarded to the
student database. Admin haves the complete information related to every student
database and all the information related to the students. All data is maintained at the
admin level.
 Student: Every student who have room in hostel have a database and a student
account to access his data. These permissions shall be showed after administrator
approval. Student can check his or her data. Also he/she can check the monthly
reports of their fines, mess bills and other staff.
 Database Manager: Database manager is a user who have the administrator
permission to update the entire database. In this project the database manager has the
permission to update the student update details, room details, student attendance
details & update of mess.

4.2 Hardware Interfaces

Hardware Interfaces exist in computing systems between many of the components such as
various storages devices, other input /output devices these are following for project
Processor: Intel core 2duo or higher
RAM: 3GB
Monitor: 15 color monitor Mouse & Keyboard
Hard:Hard disk

6
4.3 Software Interfaces
The software is developed with all the basic controls and class provided in java and SQL,
Windows XP or above installed on the system. Application package must be installed.
Operating system : Windows XP, Vista, 7, 8, Linux, Tec.
Developing tool : Command prompt, SQLyog

4.4 Communications Interfaces

The system shall be a standalone product that does not require any communication interfaces.

5.Other Non-functional Requirements

There are the following non-functional requirements of hostel management system:

5.1Performance Requirements
The application shall be based on java and has to be run on any platform. The application
shall task initial load time depending on performance of operating system. The performance
shall depend upon hardware and software components of the computer.

5.2 Safety Requirements

The database may get crashed any certain time due to the virus or operating system failure.
Therefore, it is required to take the backup of database.

5.3 Security Requirements

This project provides a genuine security to all those individuals who are having their account
on the database as they are password protected. This is very important aspect of the design
and should cover areas of hardware reliability fall, back procedures, physical security of data
and provision for detection of fraud and abuse.

5.4Software Quality Attributes

 Reliability and Availability: The project shall provide storage of all database on
redundant computer with oracle database.
 Maintainability: The system shall provide the capability to back up the database.
 Portability: The Hostel Management System shall run on any Microsoft Windows
environment.
 Flexibility: Ability to add new features to the system and handle them conveniently.
 Reusability: What is ability to use the available components of the system in other.
 Efficiency: How much less number of resources and time are required to achieve a
particular task through the system.

7
 ADMIN USER
MANAGEMENT MANAGEMENT

HOSTEL
MANAGEMEN
T SYSTEM

WARDEN
MANAGEMENT

FIGURE 1: ZERO LEVEL DFD OF HOSTEL MANAGEMENT

This is the Zero Level DFD of Hostel Management System, where we have elaborated the
high level process of Hostel. It’s a basic overview of the whole Hostel Management System
or process being analyzed or modeled. It’ designed to be an at-a-glance view of Students,
Admin, Warden and Hostel Facility showing the system as a single high-level process, with
its relationship to external entities of Hostel, Beds and Rooms. In Zero level DFD of Hostel
Management System, we have described the high level flow of the Hostel System.

8
 COMPLAINT Student Details
PROFILE
BOX management
MANAGEMENT
ACCOUNTS
USER FEE ADMIN
MANAGEMENT
MANAGEMENT MANAGEMENT
Employee
Detail
PROFILE
MANAGEMENT

HOSTEL
MANAGEMEN
T SYSTEM

Student PROFILE
Details DETAILS
WARDEN
MANAGEMENT

ATTENDANCE
REPORT

FIGURE 2: ONE LEVEL DFD OF HOSTEL MANAGEMENT

First Level DFD (1st Level) of Hostel Management System shows how the system is divided
into sub-systems (processes), each of which deals with one or more of the data flows to or
from and external agent, and which together provide all the functionality of the Hostel
Management System as a whole. It shows the flow of data between the various parts of
Hostel, Rooms, Payment, Hostel Facility, Students, Admin, Warden of the system. DFD
Level 1 provides a more detailed breakout of pieces of the 1st level DFD. We will highlight
the main functionalities of Hostel.

9
 PROFILE EDIT PROFILE
DETAILS DETAILS

ADMIN STUDENT
PROFILE DETAILS

DETAILS ATTENDANCE RECORD

ROOM DETAILS
WARDEN
Accounts
DETAILS
PROFILE DETAILS
Refund status

EDIT
EDIT PROFILE
FEE DETAILS DETAILS

PROFILE
USER DETAILS
EDIT FEE
DETAILS
FEE
DETAILS
EDIT PROFILE
PROFILE DETAILS

WARDEN DETAILS
VIEW
STUDENT
DETAILS

ATTENDANCE
REPORT VIEW AND
EDIT DETAILS

FIGURE 3: TWO LEVEL DFD OF HOSTEL MANAGEMENT

DFD Level 2 then goes one step deeper into parts of Level 1 of Hostel. It may require more
functionalities of Hostel to reach the necessary level of detail about the Hostel functioning.
The 2nd Level DFD contains more details of Hostel Facility, Payment, Students, Admin,
Warden, Fees, Rooms, Beds, Hostel.

10
 Admin_name
Admin_Phone
ADMIN
Admin_email
Admin_ID
Warden_name

MANAGE Warden_email
Account_No Warden_ID

ACCOUNTS WARDEN Warden_Phone

SALARY
Student_ID
Account_Type
Student_name
STUDENT
FEES
Student_email
Student_Phone

FIGURE 4: ERD OF HOSTEL MANAGEMENT

The ER (Entity Relationship) Diagram represents the model of Hostel Management System
Entity. The entity-relationship diagram of Hostel Management System shows all the visual
instrument ofz database tables and the relations between Admins, Student and Wardens. It
used structure data and to define the relationships between structured data groups of Hostel
Management System functionalities. The main entities are Admin, Student and Warden

11
FIGURE 5: USE CASE DIAGRAM OF HOSTEL MANAGEMENT
The Use Case Diagram is a graphic depiction of the interactions among the elements of
Hostel Management System. It represents the methodology used in system analysis to
identify, clarify, and organize system requirements of Hostel Management System. The main
actors of Hostel Management System in this Use Case Diagram are: Admin, Student and
Warden, who perform the different type of use cases such as login, fees payment, checking
attendance, checking profile details, checking room service, getting salary, etc.

12
FIGURE 6: CLASS DIAGRAM OF HOSTEL MANAGEMENT
Hostel Management System Class Diagram describes the structure of a Hostel Management
System classes, their attributes, operations (or methods), and the relationships among objects.
The main classes of the Hostel Management System are Student, Warden, Admin and
Accounts. Student have some attributes like name, phone no, date of birth, studentid etc. and
can do fee payment and check attendance. Warden have attributes like name, phone no and
warden id and can check attendance record. Admin have name, phone no, id as attributes and
can view account details and edit student data. We can ask for refund or salary pay from
accounts and can check account statement

13
FIGURE 7: SEQUENCE DIAGRAM OF HOSTEL
MANAGEMENT
This is the UML sequence diagram of Hostel Management System which shows the
interaction between the objects of Student, Warden, Admin and Accounts. This is the
sequence diagram in which student ask for viewing room details and admin grant him access.
Then the student give a request to book room. Admin accept the request and then the student
pay fess to the accounts. After getting confirmation from accounts, we proceed for giving
salary of Warden and other staffs. Warden request for salary and when the request is granted,
they get salary and a confirmation is given.

14
FIGURE 8: COLLABORATION DIAGRAM OF HOSTEL
MANAGEMENT
UML Collaboration Diagram illustrates how components are wired together to larger
components. The above following diagram is collaboration diagram of Hostel Management
System .It is derived from sequence diagram. It shows the collaboration between different
entities. The entities in our system are Admin, Student, Warden and Accounts. It tells us the
work flow. From above diagram, it is clear that the student is asking for room details and
after getting confirmation, he is giving a request to book room. After further confirmation, he
is paying the fees to the accounts and get confirmation for successful transaction. Then the
warden is asking for salary and after confirmation, he/she is getting their salary

15
FIGURE 9: STATE DIAGRAM OF HOSTEL MANAGEMENT
The Diagram shown above is State Diagram for Hostel Management System. It tells how an
entity works and through which stages it passes. The following above diagram shows the
state of a student. The student first logins to the system. He joins the college and then pay the
fess of the hostel. He gets registered and allotted the room in the hostel. Finally after
successful registration, he stays in hostel.

16
FIGURE 10: ACTIVITY DIAGRAM OF HOSTEL
MANAGEMENT
This is the Activity UML diagram of Hostel Management System which shows the flows
between the activity of Admin, Student, Accounts and Warden. The above diagram basically
shows the activity of a student when he joins a hostel. Firstly, the student login to the system,
if he enter wrong credentials , then he is sent to the login page again and on successful login,
he proceed further and ask for room details. After getting confirmation, he request for a room.
Afterwards, he pay the fess of hostel via debit card, cash or credit card. Finally after
successful payment of fess, he is allotted the room.

17
6. Conclusion and Future Scope
Hostel Management is a user-friendly and Customization software for student Hostel. Hostel
management system has been developed to manage and automate the over-all processing of
any large student hostel. Hostel management system project is capable of managing hostel
rooms, student record and room allocation process etc. Hostel Management system is a user-
friendly and customize software for providing support for hostel admin. This project is a very
flexible software and it can be upgraded according to the individual hostel needs.
The proposed project Hostel management project is a computerized system. The use of this
project in the hostel can reduce all the problems discussed above in the current manual hostel
management system. The main objective of developing hostel management system is to save
money and time. The proposed system generates following reports to help management of the
hostel in decision making:
 Allocated Room report
 Unallocated Room report
 Partially allocated room
 Student List(department wise)
 All student report

18