Hostel Management System

HOSTEL MANAGEMENT SYSTEM
PROJECT 2O15
MINI

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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PROJECT 2O15
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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 INFORMATION TECHNOLOGY of COCHIN UNIVERSITY OF SCIENCE AND
TECHNOLOGY.
MRS.NEETU (LECTURER)
MR.JABIR KVT
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PROJECT 2O15
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ASSISTANT
PROJECT IN CHARGE
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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PROJECT 2O15
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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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PROJECT 2O15
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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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PROJECT 2O15
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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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PROJECT 2O15
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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

Its 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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PROJECT 2O15
RAD-
DB -
MINI
Rational application developer

It helps to design the diagrams like ER, Database schema
Diagrams and to generate DDL.
Database
1.4 Tools used

JAVA
Java is an object-oriented programming language developed by Sun MicroSystems 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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PROJECT 2O15
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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:
RAD:
Netbeans:
MySQL:
JDK:
Relational Database Management System.

Rational Application Developer.
Official IDE for java 8.
Open source Database.
Java Development Kit
1.7 Overview
Existing System
Manual Recordkeeping
Multiple Paper Registers.
Manager
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PROJECT 2O15
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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 its 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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PROJECT 2O15
Intel Pentium III or

AMD 800 MHz
MINI
128 MB
2 GB
600*480
RAM
Storage
Display
512MB
128 GB
1024*768
Recommended Requirements
Processer
Intel
Pentium
III
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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PROJECT 2O15
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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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PROJECT 2O15
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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 Students 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 Fathers Name

Input: - Enter the fathers name.
Output: - A list containing all the names containing
that particular name.
Process: - Keyword will be compared with Database.
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PROJECT 2O15
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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.Bs.
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.
.
3.1.4.3 Electricity Bill

Input: - Update the Electricity Bill Column along with payment date
3.1.4.4 Miscellaneous Expenditure

Input: - Update the Column along with payment date.
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PROJECT 2O15
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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 systems administrator. Thus, the
warden shall be able to perform any type of activities on the system
and both the users 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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PROJECT 2O15
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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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PROJECT 2O15
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Construct Context Level DFD

(identifies sources and sink)
Admin
user name
Password
HMS
DB
authentication
0.0
Login Module:
Level 0
Login
User name
If, False
verification
IF, true
DB 0
Admin
Forgot password
Reset
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PROJECT 2O15
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Construct Level 0 DFD

(identifies manageable sub processes)
1.0
check
Room Matrix
Availability
DB 1
If, true
Update
2.0
Registration
New entry
Admin
DB 2
Detail
3.0
search
Students
Enter Details
4.0
Mess
Update
DB 3
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PROJECT 2O15
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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
3.2
Search
verify
DB 2
IF, no
If, yes
3.0.1
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PROJECT 2O15
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4.0 Mess
Daily Expenses
Enter
expenses
Update
Net Bill
Update
Update
DB 3
Electricity Bill
Update
Miscellaneous Bills
If any
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PROJECT 2O15
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LEVEL 2 DFD:
3.0.1 UID
Profile
If, yes (3.0)
Detail
s
Profile Update
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 Fathers
Name
Name
DB 4
D.O.B
D.O.B
If, Found go to 3.0.1
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PROJECT 2O15
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PROJECT 2O15
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Notations used:Notations
HMS
UID
D.O.B
DB 0
DB 1
DB 2
DB 3
1.0
2.0
3.0
4.0
3.1
3.2
3.1.1
3.1.2
Their meaning
Hostel Management System
Unique Identification Number
Date of Birth
Credentials database
Room Availability Database
Student Details Database
Mess Details Database
Room Matrix Function
Registration Function
Student Function
Mess Details Function
Function to enter UID
Function to search UID
Detail Functionality of 3.1
Detail Functionality of 3.2
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PROJECT 2O15
MINI
ER DIAGRAM
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PROJECT 2O15
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DESIGN MODULE DIAGRAM
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PROJECT 2O15
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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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PROJECT 2O15
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DATA TABLE DESIGN
CREDENTIALS (DB 0)
S.NO
Field Name
DATA
TYPE
NULLABLE
PRIMARY
KEY
User Name
VARCHAR(20)
NO
YES
Password
VARCHAR(20)
YES
NO
Security
Question
VARCHAR(30)
YES
NO
Security Answer
VARCHAR(20)
D.O.B
New Password
DATE
VARCHAR(20)
YES
NO
YES
NO
NO
NO
ROOM (DB 1)
S.N0
FIELD NAME
DATA
TYPE
NULLABL
E
PRIMARY
KEY
Room Availability
Matrix
NO
NO
Room No
Int(3)
NO
YES
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PROJECT 2O15
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STUDENT (DB 2)
S.NO
FIELD NAME
DATA TYPE
NULLABLE PRIMARY KEY
UID
INT(10)
NO
YES
Std_name
VARCHAR(15)
NO
NO
Fathers
Name
VARCHAR(30)
NO
NO
Mothers
Name
VARCHAR(30)
YES
NO
D.O.B
DATE
NO
NO
Address
VARCHAR(100)
Payment
DECIMAL(10,4)
NO
YES
NO
NO
MESS (DB 4)
S.NO
1
FIELD NAME
Netbill_invoice_no
DATATYPE
NULLABL
E
PRIMARY KEY
INT(20)
NO
YES
DATE
NO
NO
Netbill_payment_date
3
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Netbill_amount
4
MINI
INT(5)
NO
NO
INT(20)
NO
YES
DATE
NO
NO
Electricity_invoice_no
5
Electricity_payment_d
ate
6
Electricity_amount
INT(5)
NO
NO
Daily_Expense_amt
INT(5)
YES
NO
Daily_Expense_date
DATE
NO
NO
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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PROJECT 2O15
MINI
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