A

PROJECT REPORT
ON

“HOSTEL MANAGEMENT SYSTEM”

TO

DEPARTMENT OF MASTERS IN COMPUTER APPLICATIONS

SUBMITTED BY:

• CHINTHOJU PAVAN- (104322862011)

• KOMAKULA AKSHAY - (10432286010)

OSMANIA UNIVERSITY PG COLLEGE,

SIDDIPET.
(2022-2024)
 Abstract
HOSTEL MANAGEMENT SYSTEM is a software developed for managing
various activities in the hostel. For the past few years, the number of educational
institutions were increasing rapidly. Thereby the number of hostels were also
increasing for the accommodation of the students studying in the institution. The
particular project deals with the problems on managing a hostel and avoids the
problems which occur when carried manually. In the system we can easily manage
hostel details, room details, student records, mess expenditure, mess bill calculation,
easy way of room allocation and hostel attendance. We can improve the efficiency of
the system.

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Introduction
Hostel management system is designed to manage all hostel activities like
hostel admissions, fees, room, mess allotment, hostel stores & generates related
reports for smooth transactions. It is also used to manage monthly mess bill
calculation, hostel staff payroll, student certificates, etc.

Designed & developed keeping in mind all the hostel management concerns of staff,
Hostel Management Software is a one-stop-solution for higher education institutions.

Right from students' registration to allocating rooms & mess, managing student count
records, and ins-and-outs of students, it streamlines & automates all the day-to-day
hostel activities.

Checking the rooms' availability, allocating room to new students, managing hostel
fees, visitors' records, mess, and all such hostel management related activities
manually consume efforts, time, and resources.

Moreover, hostel management also requires looking after the security of students
which can only be achieved with close supervision of daily students' activities .

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Features
1.0 Aim

“To manage the requirements along with future concerns for hostel management
development, room booking and students information in hostel using this web-based
software”.

1.1 PROJECT OVERVIEW

The aim of the Hostel Management System is to do all the activities of Hostel in a
systemic way. It is a web-based software to provides college students accommodation
to the university hostel more efficiently. It is headed by Warden. Who will be the
administrator. This project keeps details of the hostellers and applied students. The
main theme of this project is to minimize the hostel requirements and problem by
using web-based software and reduce the human works and makes the hostel activities
easier. This project providing online application for hostel, automatically select the
students from the waiting list and mess calculation, complaint registration,
noticeboard etc. Students will get approval notification can view notice board, hostel
fee by login into the online system.

1.2 PROBLEM STATEMENT

The Hostel Management System is developed for advancing the activities of the
hostel. The main benefit of the software is to remove manual system and manage the
needs of hostel immediately and fulfilling the requirements. Since most hostels are
being run by only one hostel manager. The number of students in a room, the students
who owe to the hostel etc are saved on papers or sometimes receipts. If these
documents should go missing or stolen, one would never be able to know. The
employee might not know the number of students in a room or know if a room is full
or not. This project will be great relief to the employees. This will help to carry out
the activities of Hostel in an efficient way.

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1.2.1 Goal

The hostels handle the entire information manually, which is very tedious and
mismanaged.

• The objective of our project is as follows.

• To keep the information of students.

• To keep all detail in brief like room information and total number of students.

1.3 OBJECTIVES

• To automate each and every activity of the manual system.

• To make it easier for data collection, storage and referencing reliable.

• To store the data of all current students and also the students who had left the
hostel.

• To provide a quick response with very accurate information when needed.

• To make the hostel management system more interactive, speedy and user
friendly

1.4 EXISTING SYSTEM

For the past few years, the number of educational institutions are increasing rapidly.
Thereby, the number of hostels were 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. We
can improve the efficiency of the system, thus overcome the following drawbacks of
the existing system.

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1.5 DISADVANTAGES

• More human power

• More strength and strain of manual labour needed

• Repetition of same procedure.

• Low security.

• Data redundancy.

• Difficulty to handle.

• Difficulty to update data.

• Record keeping is difficult.

• Backup data can be easily generated.

1.6 ADVANTAGES

• Less human error

• Strength and strain of manual labour can be reduced

• High security

• Data redundancy can be avoided to some extent

• Data consistency

• Easy to handle

• Easy data updating

• Easy record keeping

• Backup data can be easily generated.

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1.7 SYSTEM REQUIREMENT ANALYSIS AND SPECIFICATION

1.7.1 User Module

This helps the administrator and user to login to homepage only if password and username
matches.

1.7.2 Student Module

This module is used to store student details i.e. information like profile details, contact
information, educational details etc. Users can search according different criteria such
as name, course, room number etc.

1.7.3 Room Allotment Module

This deals with allocation of room to students according to education details, section
or course. Rooms will be allocated to students and an ID will be generated for it. It
will display details students staying in the room or rooms. When a student leaves the
room after the semester, the left date will be also saved.

1.7.4 Room Fees Module

This displays fee records, student dues status and balance amount status. It is also used
to renew students rent every semester.

1.7.5 Settings Module

In this module, only the administrator can access. Administrator has a unique account
with much special access and permissions over normal users. Module allows add, edit,
delete and employee records, building block information, room details, course details
etc.
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SYSTEM DESIGN

This system design is to be divided into two sections or portion. Administrator section
and student section.

1.8 ADMINISTRATOR

• Administrator can allot different students to the different rooms.

• He can store the records of the students and edit or delete the student records.

• He can control the free payment status of the students.

• He can provide notice and edit the news board.

• He can check the student complaint.

1.9 DATA FLOW DIAGRAMS

Verification

Figure: Diagram for login process

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Figure: Diagram for Student Registration

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 Verification

IMPLEMENTATION AND TESTING

Implementation is the stage in the project where the theoretical design is turned
into a working system and is giving confidence on the new system for the users that
it will work efficiently and effectively. It involves careful planning, investigation of
the current system and its constraints on implementation, design of methods to
achieve the changeover, an evaluation of change over methods. Apart from planning
major task of preparing the implementation are education and training of users. The
implementation process begins with preparing a plan for the implementation of the
system. According to this plan, the activities are to be carried out, discussions made
regarding the equipment and resources and the additional equipment has to be
acquired to implement the new system. In network backup system no additional
resources are needed. Implementation is the final and the most important phase. The
most critical stage in achieving a successful new system is giving the users confidence
that the new system will work and be effective. The system can be implemented only
after thorough testing is done and if it is found to be working according to the
specification. This method also offers the greatest security since the old system can
take over if the errors are found or inability to handle certain type of transactions
while using the new system.

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2.0 SUMMARY

This project is aimed at developing a system for keeping records and showing
information about or in a hostel. This system will help the hostel officer to be able to
manage the affairs of the hostel. This system will provide full information about a
student in the hostel. It will show rooms available or not and number of people in a
particular room. This will also provide information on students who have paid in full
or are still owing. This system will also provide a report on the summary detail
regarding fees and bills students are owing. Also included is a user module for
employees or the hostel officer.

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Conclusion

To conclude the description about the project: The project, developed based on
the requirement specification of the user and the analysis of the existing system, with
flexibility for future enhancement. Last few years the educational institutions are
increased rapidly. As a result, for the accommodation of the students of these
institutions, the number of hostels also increase. So, it is very hard to do all the hostel
management activities manually. There is a lot of strain on the person who are running
the hostel. This hostel management software is designed for those people who want
to manage hostel activities easily. In this particular project deals with the problems on
managing a hostel and avoids the problems and fulfils the requirements of the hostel
management.

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