HOSTEL MANAGEMENT

SYSTEM

Jyothi Lakshmi A
Reg No:B4GMCA2315
ITEC KASARGOD
 INTRODUCTION
We have got a ladies hostel in our college . At present this hostel is
managed manually by the hostel office. The Registration form verification to
the different data processing are done manually .There are a lot of repetitions
which can be easily avoided. 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 and more GUI oriented. We can
improve the efficiency of the system, thus overcome the drawbacks of the
existing system. The drawbacks are

More strength and strain of manual labour needed

Low security.
Data redundancy.
Difficulty to handle.
Difficulty to update data.
Record keeping is difficult.
 MODULE DISCRIPTION

The main modules in these project are

• Administrator
• Warden
• Student
 ADMINISTRATOR

• Approve warden

• View staff , security, warden and student details and

also course details.

• Add and view rooms

• Change password
 WARDEN
• Warden can allot different students to the different rooms.
• Warden can vacate the students for the hostels.
• Warden can control the status of the fee payment.
• Warden can edit the details of the students. He can change
their rooms, edit and delete the student records.
• Warden can check the complaints
• Warden can Make the Mess menu
• Warden can Make the mess bill & hostel.
• Warden can change password
• Warden can enter staff,security details
• Warden can view staff,security,mess menu,and course details
added.
• Warden can mark attendance
• Warden can add course
 STUDENT

• Can register for room.

• Can view monthly mess bill,attendance.
• Can submit complaints,leave letter,change
room and vacate
REQUIREMENT SPECIFICATION

Hardware Specification

• Processor : Core i3 OR Above

• Primary Memory : 1 GB RAM
• Storage : 250 GB Hard Disk
• Display : VGA Color Monitor
• Key Board : Windows compatible
• Mouse : Windows compatible
 Software Specification

• Front End : PHP

• Back End : My SQL
• Operating System : LINUX/ Windows
• IDE : Macro-media
Dream Weaver/
G Editor
USECASE DIAGRAM
Use case Diagram For Admin
Use case Diagram For Warden
Use case Diagram For Student
ACTIVITY DIAGRAM
 Activity diagram for admin

NO
LOGIN

AUTHENTICATION
?

YES

ADD ROOMS
DELETE COURSE APPROVE W ARDEN

VIEW
COURSE,REGIS
TERD
STUDENT,STAF
F,MESS MENU
CHANGE PASSW ORD
 Activity diagram for warden

NO
LOGIN

AUTHENTICATION
?

YES

ADD
ROOMS,COURSE,VISI
TOR,MESS APPROVE
VIEW
MENU,FEE,STAFF STUDENT,ROOM
STAFF,STUDENT,COM
CHANGE,ROOM
PLAINTS
VECATE,LEAVE

ALLOCATE
ROOM
REPLY FOR
CHANGE PASSWORD COMPLAINTS
 Activity diagram for student

NO
LOGIN

AUTHENTICATION
?

YES

VIEW ROOM,MESS
MENU,ATTENDENCE,
BILLS SUBMIT
REQUESTING FOR ROOM
COMPLAINTS,LEAVE
VECATE
LETTERS

EDIT PROFILE

CHANGE PASSW ORD

DATAFLOW DIAGRAM
CONTEXT LEVEL DFD(LEVEL 0)
Level 1 DFD
Level 2 of process 1
Level 2 of process 1(continued)
Level 2 of process 2
Level 2 of process 3
E-R DIAGRAM
TABLE DESIGN
Table Name:users
Discription:Users details

Column name Data type Null Description

Id Int(11) No User id

Username Varchar(50) No User name

Password Varchar(50) No Password

User_status Int(11) No Status of user

User_email Varchar(50) Yes Email id of user

Flag Int(11) No Flag

P_id Int(11) Yes Password id

Table Name:register_warden
Discription:Stores the details of registered warden

Column name Data type Null Description

Id Int(25) No Id
Wname Varchar(50) No Name of warden
dob Varchar(50) No Date of birth
Address Varchar(50) No Address
Higher qualification Varchar(50) No High qualification
Email Varchar(50) No Email id
Experience Varchar(50) No Experience
Doj Varchar(50) No Date of join
Username Varchar(50) No User name
Password Varchar(50) No Password
Photo Varchar(50) No Photo
Status Varchar(50) No Status
Register_id Varchar(50) No Register id
Hint Varchar(50) No Password hint
Table Name:register_user
Discription:Stores the details of registered student

Column name Data type Null Description

Id Int(11) No User id

fname Varchar(50) No First name of student

lname Varchar(50) No Last name of student

Pname Varchar(50) No Name of parent

Guardian Varchar(50) No Name of guardian

hname Varchar(50) No House name

city Varchar(50) No Name of the city

Pin Varchar(50) No Pin number

street Varchar(50) No Address of user

Dob Date No Date of birth of user

Course Varchar(50) No Course done by the user

Course_dur Varchar(50) No Duration of the course

Ds_pg Varchar(50) No The user is either day
scholer or paying guest

Doj Date No Date of join of the user

Photo Varchar(25) No Profile picture of user

Challan Varchar(30) No Challan form

Username Varchar(50) No User name

Password Varchar(50) No password

Status Int(11) No status

Register_id Varchar(50) No Registration id of user

Hint Varchar(20) No Password hint

Table Name:bill_amount
Discription:per day amount entry

Column name Data type Null Description

Id Int(11) No Id

Data Varchar(25) No Data

Price float No Amount

 Table Name:bill_update
Discription:updation of bill

Column name Data type Null Description

Id Int(11) No Id

Date Varchar(20) No Date

Deposite Float No Deposite

Mess Float No Mess

Table Name:change_room
Discription:to store the datas of change room request

Column name Data type Null Description

Id Int(11) No Id

U_id Int(11) No Studentid

Discription Text No Request

Status Int(11) No Status

Created_on Timestamp No Date of creation

Table Name:complaints
Discription:to store the datas of complaints

Column name Data type Null Description

Id Int(11) No Id

Msg Text No Complaints

U_id Int(11) No Student id

Created_on Timestamp No Date of creation

 Table Name:complaint_reply
Discription:to store the datas of reply

Column name Data type Null Description

Id Int(11) No Id

Reply Text No Reply message

U_id Text No Student id

C_id Text No Complaint id

Created_on Timestamp No Date of creation

Table Name:course
Discription:store the details of course

Column name Data type Null Description

Id Int(50) No Id

Course_name Varchar(50) No Name of the course

No_of_fears Int(50) No Duration of the course

Table Name:leave_date
Discription:store the details of leave

Column name Data type Null Description

Id Int(11) No Id

Date Varchar(50) No Date of leave submition

Reason Text No Reason for message

Status Int(11) No Status

Created_on Timestamp No Date of creation

U_id Int(11) No User id

Id Int(11) No Id

Date Varchar(50) No Date

Created_on Timestamp No Date of creation

Description Varchar(100) No Description

Price Float No Price

L_id Int(11) No Leave id

 Table Name:rooms
Discription:store the details of rooms

Column name Data type Null Description

Id Int(11) No Id

Room_count Int(11) No No of rooms

Table Name:timetable
Discription:store the attendance

Column name Data type Null Description

Id Int(11) No Id

A_date Varchar(50) No Attendance date

U_id Int(11) No Register id

Status Int(11) No Status

Table Name:vecate
Discription:to store the datas of room vacate

Column name Data type Null Description

Id Int(11) No Id

Date Timestamp No Date

U_id Int(11) No Register id

Status Int(11) No Status

Table Name:visitor
Discription:store the datas of visitors

Column name Data type Null Description

Id Int(11) No id

Date Varchar(20) No Visiting date

U_id Int(11) No Student id

Created_on Timestamp No Date of creation

SCREEN SHOTS
MAIN PAGE
ABOUT
FACILITY
GALLERY
CONTACT
LOGIN
STUDENT REGISTRATION FORM
ADMIN HOME
ADD ROOMS
VIEW AND DELETE COURSE
VIEW AND DELETE STUDENTS
APPROVAL OF WARDEN
VIEW AND DELETE STAFF DETAILS
VIEW MESS FOOD MENU
CHANGE PASSWORD
WARDEN HOME
ADD STAFF DETAILS
ADD NEW VISITOR
ADD ATTENDENCE
EDIT MESS MENU
REQUEST FOR CHAINGING ROOM
VIEW AND APPROVE CHAINGING ROOM REQUEST
ADD COMPLAINTS
VIEW AND REPLY TO THE COMPLAINTS
SUBMIT LEAVE LETTER
VIEW AND CONFIRM LEAVE LETTER
REQUEST FOR VECATING ROOM
HOSTEL BILL UPDATE
EDIT PROFILE
VIEW ATTENDANCE
MONTHLY BILL OF A STUDENT
FORGOT PASSWORD
VALIDATION
 CONCLUSION

To conclude the description about the project, the project, developed

using PHP with My SQL is based on the requirement specification of the
user and the analysis of the existing system, with flexibility for future
enhancement.
HOSTEL MANAGEMENT SYSTEM is very useful for hostel
allotment and mess fee calculation. This hostel management software is
designed for people who want to manage various activities in the hostel. For
the past few years the numbers of educational institutions are increasing
rapidly. Thereby the numbers of hostels are 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.
THANK YOU