HOSTEL AUTOMATION SYSTEM

Hostel Automation System (HAS) is a web-based applications which can be used in hostels. The software is meant for automating all the activities in the hostel. Nowadays in hostels, almost all the procedures are undergone by manually. The various activities include student registration, allocation of room, collection of different fees like rent, mess fee, fine etcIt is sure that this will consume time and hostel resources. As all the activities are done manually there is a chance to occur errors, data redundancy, and problems like security issues, unauthorized access and manipulation. This caused the development of HAS so that it will save the time and improve the efficiency. HAS is developed in C#.NET with back end Sql 2005. OBJECTIVES Provide a consistent, interactive and flexible interface to the administrative user. All the manipulations can be done with little ease Make the works of hostel director easier Make the student register process easier Students can be easily searched based on their batch, room, basic information like blood group etc. Students are able to view mess fee, academic details and apply leave request etc. Make the Mess Fee manipulations easier Mess fee information are send SMS. Administrator can easily view account, academic, basic details of a particular student. SYSTEM ANALYSIS Requirement analysis involves studying the current system to find out how it works and what improvements could be made. System studies result in an evaluation of how methods are working and whether adjustments are necessary or possible. A requirement is a feature that must be included in the new system. It may include ways of capturing or processing data, producing information, controlling some activities to support management. EXISTING SYSTEM Nowadays almost all activities in hostels are done manually. The different activities in a hostel include the following Student Registration Room Allocation Mess Fee Payments Room Change During every Academic year Vacating the hostel Warden Change Student registration is the first process while one joins a hostel. In this the person who is going to join has to give the details that are specified in the application form. All these details are entered into a record for further usage. This record system has a lot of 1. 2. 3. 4. 5. 6.

disadvantages like data redundancy, security, time consuming etc. When the administrator need the informations about a specific person he has to search the entire record to find it. Fee payment is also done manually. All details regarding fee payment are kept in a record based system. It also has all the disadvantages that mentioned above. Room allocation and the details of each room are kept in records. So if one needs to find the status of a room he needs to search all records. This also needed when we need information about room status, list of free rooms, list of rooms closed for maintenance etc. Fee payment is another main activity in hostels. Each one need to pay fee like mess fee annual fee etc... And we need to keep the informations correctly. As we use record based system it is very difficult to find those who dont pay the fee, making reports and many other financial functions. We also need to keep track of room changing and vacating processes in hostels. While one changing the room we make the corresponding change in his record and the same in the case of vacating also.The hostel warden changes during a specific period of time. So we have to keep track of these details for HAS. PROPOSED SYSTEM The primary aim is to automate the various activities in the hostel which are listed above. For this we use C#.NET and SQL server 2005.By carefully monitoring the various activities in the hostels, we divide the system into five modules. They are Basic Information System, Account System, and Room System, Management System, Academic System. The system has the following g advantages. Centralized data management. Redundancies and inconsistencies can be reduced Flexibility of the system is improved Improvement in administration and control. Improved efficiency. There is no need of paper work. Minimize the time and efforts for data collection. Improve query answering capabilities.

SYSTEM SPECIFICATION SOFTWARE SPECIFICATION FRONT END TOOL : VB.NET BACK END TOOL : SQL SERVER 2005 HARDWARE SPECIFICATION Processor : Intel(R) Pentium(R) 4 CPU

Clock speed Memory Hard Disc Drive Peripherals SYSTEM DESIGN

: 2.66 GHz : 512MB RAM : 40 GB (sata) : Printer and other basic I/O devices

System Design is the process of designing a system. The objective of system design is to improve the existing system or designing a new system that will satisfy the user requirements. System design mainly consists of three stages. They are a). Module design b). Input Design c). Output Design d). Database Design e).User Interface Design

Module Design By analyzing the different activities in the system it is found that we can implement the system with five modules. The modules are selected carefully by making it sure that all the activities are included into any on of the module without overhead. The different modules are, 1. 2. 3. 4. 5. Basic Information System Account System Room System Management System 5.Attendance System

INPUT DESIGN Input design is the part of overall system design, which requires very careful attention, and often collection of input data is the most expensive part of the system. If the input is incorrect the project will not produce the desired output. The main objectives of input design are: 1. 2. 3. 4. Student Basic Details Present Room Details Current Mess Fee Details Yearly Fee Details

5. Management Details Student basic information form is used to enter the basic details of the student. This input form is used while a student registers in the hostel, at the time of admission. Present room details are entered to the system room settings by the administrator. This is used while adding new rooms to the system or changing the type of a room or closing the room for maintenance. Current mess fee details are also enters to the system mess fee settings table by the administrator. Yearly fee details are entered into the yearly fee table by the system administrator. Management details are added while the warden changes. This is also performed by the administrator. DATABASE DESIGN The key to integrate an automated design system with an automated manufacturing process is a well structured common database. Databases are normally implemented by using a package called database management system. It includes schema design, data flow diagrams, table design and code design etc. A database is designed as a collection of related records. The main objective of database design is to provide effective auxiliary storage and contribute the overall efficiency of the computer program components DATA FLOW DIAGRAMS The purpose of data flow diagram is to indicate the flow of data in the system. The number and type of data flow diagrams depends on the number of modules and type of modules in the system. A simplified level 0 data flow diagram of HAS is shown in following figure. Detailed data flow diagrams based on the corresponding modules are also shown.

Level 0

Level 0 DFD of HAS

In HAS we have the following modules

1. 2. 3. 4. 5.

Basic Information System Account System Room System Management System Attendance System

The dataflow diagrams of the corresponding modules are shown below. Basic Information System Basic information system includes the basic informations about the students and the guests in the hostel

Account System

Room System

Attendance system

Management System

USER ID AND PASSWORD

ADMINISTRATOR
INVALID USER

LOGIN
VALID USER

MANAGEMENT SYSTEM
SELECT SELECT

MANAGEMENT ADD
MANGEMENT DETAILS

VIEW

MANAGEMENT INFO

MANAGEMENT TABLE

Student Login

ER Diagram

Guest Registeration

Add new Warden

Creating an Account