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

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PROJECT IN CHARGE ASSISTANT

PROFESSOR
DEPTT. OF INFORMATION TECHNOLOGY

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.

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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

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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
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

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8. Conclusion

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.

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 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.

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

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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/

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

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 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.

2. Overall Description

2.1 Software Requirement

 Windows versions after 98.
 Windows Installer.
 Java
 MySQL Server

2.2 Hardware Requirement

Minimum Requirements
Processer RAM Storage Display

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Intel Pentium III or 128 MB 2 GB 600*480

AMD -
800 MHz

Recommended Requirements
Processer RAM Storage Display

Intel Pentium III 512MB 128 GB 1024*768

with clock 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.

3. Specific Requirements

3.1 Functional requirements

3.1.0 Login
3.1.0.1 Login detail

Input: - Enter user name and password.

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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.

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

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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.

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.

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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”. .
3.1.4.4 Miscellaneous Expenditure

Input: - Update the Column along with payment date.

Output: - Confirmation message “Updated.

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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.

DATA FLOW DIAGRAM

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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 IF, true

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

IF, no
If, yes

Not available
2.0

2.0 Registration
DB 1

Update

If, yes Registration new entry DB 2

3.0 Students

Enter UID 3.1

UID verify
DB 2

IF, no
3.2
If, yes
Search
3.0.1

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4.0 Mess

Daily Expenses
Enter
expenses

Update

Net Bill Update

DB 3
Update
`
Electricity Bill
Update

Miscellaneous Bills
If any

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LEVEL 2 DFD:
3.0.1 UID

Profile

Detail Profile Update

s
If, yes (3.0)
Update
DB 4
Rene

Room Renewal

Delete record

Bills

Cancellation

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3.0.2 Search

Enter 1st Name

If, no (3.0)
Name

Enter Father’s Name

Name DB 4

D.O.B

D.O.B
If, Found go to 3.0.1

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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

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DESIGN MODULE DIAGRAM

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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 NULLABLE PRIMARY

TYPE KEY

1 User Name VARCHAR(20) NO YES

2 Password VARCHAR(20) YES NO

3 Security VARCHAR(30) YES NO

Question

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 NULLABL PRIMARY

TYPE E KEY

1 Room Availability Matrix NO NO

2 Room No Int(3) NO YES

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STUDENT (DB 2)

FIELD NAME DATA TYPE NULLABLE PRIMARY KEY

S.NO

1 UID INT(10) NO YES

2 Std_name VARCHAR(15) NO NO

3 Father’s VARCHAR(30) NO NO
Name

4 Mother’s VARCHAR(30) YES NO

Name

5 D.O.B DATE NO NO

6 Address VARCHAR(100) NO NO

7 Payment DECIMAL(10,4) YES NO

MESS (DB 4)

FIELD NAME NULLABL PRIMARY KEY

S.NO DATATYPE E

1 Netbill_invoice_no INT(20) NO YES

2 DATE NO NO
Netbill_payment_date

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Netbill_amount INT(5) NO NO

4 INT(20) NO YES
Electricity_invoice_no

5 DATE NO NO
Electricity_payment_d
ate

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

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.

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