i

Contents

Recommendation i
Acceptance ii
Abstract iii

Acknowledgments iv
List of Figures viii
1 Introduction 1

1.0.1 Aim . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.1 PROJECT OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.2 PROBLEM STATEMENT . . . . . . . . . . . . . . . . . . . . . . . . . . 2

1.2.1 Goal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
1.3 OBJECTIVES ................................. 2
1.4 LIMITATIONS OF STUDY . . . . . . . . . . . . . . . . . . . . . . . . . . 3
2 Background Knowledge 4

2.1 EXISTING SYSTEM...............................................................4

2.2 DISADVANTAGES....................................................4
2.3 ADVANTAGES..........................................................5

2.4 PROPOSED SYSTEM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

3 Feasibility Study 6
3.1 TECHNICAL FEASIBILITY . . . . . . . . . . . . . . . . . . . . . . . . . 6

3.2 ECONOMIC FEASIBILITY . . . . . . . . . . . . . . . . . . . . . . . . . 6

3.3 OPERATIONAL FEASIBILITY . . . . . . . . . . . . . . . . . . . . . . . 6
3.4 REQUIREMENT ANALYSIS AND SPECIFICATION . . . . . . . . . . . 7

3.4.1 User Module.........................................................7

3.4.2 Student Module.................................................................7
3.4.3 Room Allotment Module..................................................7

3.4.3.1 Room Fees Module ..................... 7

3.4.4 Report Generation Module..............................................7
3.4.5 Settings Module................................................................7
ii
3.5 HARDWARE CONFIGURATION...........................................8
3.6 SOFTWARE REQUIREMENTS.............................................8
3.6.1 HTML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

iii
Contents vi

3.6.2 CSS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.6.3 JAVA SCRIPT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.6.4 JQuery ................................. 9
3.6.5 PHP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.6.6 APCHE SERVER (XAMPP) . . . . . . . . . . . . . . . . . . . . . 9
3.6.7 BOOTSTRAP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
3.6.8 TEXT-EDITOR (SUBLIME TEXT) . . . . . . . . . . . . . . . . . 10
3.6.9 MYSQL DATABASE SERVER . . . . . . . . . . . . . . . . . . . . 10
3.6.10 FACTORS CONSIDERD FOR MySQL SELECTION . . . . . . . 10
3.6.10.1 Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
3.6.10.2 Performance . . . . . . . . . . . . . . . . . . . . . . . . . 11
3.6.10.3 Easy to use . . . . . . . . . . . . . . . . . . . . . . . . . . 11
3.6.10.4 Installation Maintenance . . . . . . . . . . . . . . . . . . 11
3.6.10.5 Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

4 SYSTEM DESIGN 13
4.0.1 ADMINISTRATOR . . . . . . . . . . . . . . . . . . . . . . . . . . 13
4.0.2 DATA FLOW DIAGRAMS (DFD) . . . . . . . . . . . . . . . . . . 14

5 IMPLEMENTATION AND TESTING 16

5.1 SYSTEM TESTING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
5.1.1 SYSTEM TESTING . . . . . . . . . . . . . . . . . . . . . . . . . . 16
5.1.2 UNIT TESTING . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
5.1.3 INTEGRATION TESTING . . . . . . . . . . . . . . . . . . . . . . 17
5.1.4 USER ACCEPTANCE TESTING . . . . . . . . . . . . . . . . . . 17
5.1.5 SUMMARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
5.2 CODE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
5.2.1 Index.php . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
5.2.2 login.php . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
5.2.3 logout.php . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
5.2.4 Admin.php . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
5.2.5 Create-Room.php . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
5.2.6 Registration.php . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
5.3 SCREENSHOTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
5.3.1 Log-in page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
5.3.2 Student Registration . . . . . . . . . . . . . . . . . . . . . . . . . . 37
5.3.3 Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.3.4 User Room Details . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.3.5 User-booked Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
5.3.6 Admin Login in page . . . . . . . . . . . . . . . . . . . . . . . . . . 40
5.3.7 Admin Manage Room . . . . . . . . . . . . . . . . . . . . . . . . . 40
5.3.8 Admin Create Room . . . . . . . . . . . . . . . . . . . . . . . . . . 40

6 Conclusion 41
6.1 Future Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Contents vii
Bibliography 42
List of Figures
4.1 Diagram for Login Process . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
4.2 Diagram for Student module ......................... 14
4.3 Diagram for Student Registration . . . . . . . . . . . . . . . . . . . . . . . 14
4.4 Diagram for Admin Module . . . . . . . . . . . . . . . . . . . . . . . . . . 15
4.5 Diagram for Admin Module . . . . . . . . . . . . . . . . . . . . . . . . . . 15
5.1 Login-page ................................... 37
5.2 Student registration form ........................... 37
5.3 User logged in page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.4 User Room Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.5 User-booked Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
5.6 Admin Login in page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
5.7 Admin Manage Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
5.8 Admin Create Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
viii
Chapter 1

Introduction

The Lord has been faithful in granting the strength, wisdom, knowledge and the courage
needed throughout this period of study. We take this occasion to thank almighty for
blessing us with his grace and taking our effort to a successful culmination. We are
grateful and deeply indebted to our supervisor Dr. Anup Kumar Paul For guiding us
through the right way and give his valuable advice at the crucial moment. He gives us
the freedom to pursue aspects of reversible fault tolerant computing which we found
interesting and compelling. We would like to thank the other faculty members for their
supporting instructions and encouragements. Finally, we would like to thank our friends
for their support and assistance they have given us during the course of our work.

1.0.1 Aim

“To manage 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 human works and makes the hostel activities more easier. This
project providing online application for hostel, automatically select the students from
the waiting list and mess calculation, complaint registration, notice

1
List of Figures 2

board 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. 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
employees 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.

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.
List of Figures 3

1.4 LIMITATIONS OF STUDY

Time and financial constraints were the major factors that hindered the progress of this
research. The study involved a lot of financial obligations such as the cost of stationary,
printing, photocopying and transportation. Moreover, combining fieldwork and lectures
to produce a comprehensive research report within the time limit was tiresome.
Nevertheless, the quality of this study was not compromised.
Chapter 2

System design

2.1 ER to relation mapping rules

Chapter 3

Feasibility Study

3.1 TECHNICAL FEASIBILITY

The technical feasibility in the proposed system deals with the technology used in the
system. It deals with the hardware and software used in the system whether they are of
latest technology or not and if it happens that after a system is prepared, a new
technology arises and the user wants the system based on that technology. This system
use windows platform,[4] apache server, sql for database, php as the language and html
or xml as user interface. Thus HOSTEL MANAGEMENT SYSTEM is technically feasible.

3.2 ECONOMIC FEASIBILITY

Economic analysis is the most frequently used method for evaluating the effectiveness
of a new system. More commonly known as cost/benefit analysis. Php, html, xml and sql
database are easily available on internet.
List of Figures 5

3.3 OPERATIONAL FEASIBILITY

The project has been developed in such a way that it becomes very easy even for a person
with little computer knowledge to operate it. This software is very user friendly and does
not require any technical person to operate .Thus the project is even operationally feasible.
[5]

3.4 REQUIREMENT ANALYSIS AND SPECIFICATION

Functions and features delivered to the end users. The end users of the proposed system
are:

3.4.1 User Module

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

3.4.2 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.

3.4.3 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,[6] the left date will be also saved.

3.4.3.1 Room Fees Module

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

This is provided to view summary detail regarding hostel fees and bills. Students can check
hostel fees and bill details by entering the unique hostel ID.

3.4.5 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,
List of Figures 7
delete and employee records, building block information, room details, course details etc.

3.5 HARDWARE CONFIGURATION

The section of hardware configuration is an important task related to the software

development. Insufficient random access memory may affect adversely on the speed
and efficiency of the entire system. The process should be powerful to handle the entire
operations. The hard disk should have sufficient capacity to store the file and
application.

Processor: Pentium IV and above

Processor speed: 1.4 GHz
Onwards
System memory: 128 MB minimum (256 MB recommended)
Cache size: 512 KB
RAM: 512 MB (Minimum)
Network card: Any card can provide a 100mbps
speed Network connection: UTP or Coaxial cable
connection
Printer: Inkjet/Laser Colour printer provides at least 1000 Dpi
Hard disk: 80 GB
Monitor: SVGA Colour 15”
Mouse: 104 keys US Key Serial, USB or PS/2

3.6 SOFTWARE REQUIREMENTS

To implement this database management system any technologies that are used are open
sources. We are discussing about them below:

3.6.1 HTML

Html is a markup language for describing the web documents. In our website we use
HTML5. Every web page you see on the Internet, including this one contains HTML code
that helps format and show text and images in an easy to read format . Without HTML a
browser would not know how to format a page and would only display plain text with
no formatting that contained no links.www.w3schools.com

3.6.2 CSS
List of Figures 8
We use CSS3 to give our HTML a shape.CSS stands for cascading style sheet.

3.6.3 JAVA SCRIPT

JavaScript is the programming language of HTML and the Web Programming makes
computers do what you want them to do. We use JavaScript for our drop-down menu.

3.6.4 JQuery

We used JQuery for our subcategories drop-down form. It is a framework of

core JavaScript.

3.6.5 PHP

PHP is probably the most popular scripting language on the web. It is used to enhance
web pages. With PHP, you can do things like create username and password login pages,
check details from a form, create forums, picture galleries, surveys, and a whole lot
more. If you’ve come across a web page that ends in PHP then the author has written
some programming code to liven up the plain, old HTML. PHP is known as a server-
sided language. That’s because the PHP doesn’t get executed on your computer. But on
the computer you requested the page from. The results are then handed over to you,
and displayed in your browser.

3.6.6 APCHE SERVER (XAMPP)

The Apache HTTP Server, commonly referred to as Apache is a web server application
notable for playing a key role in the initial growth of the World Wide Web. Apache is
developed and maintained by an open community of developers under the auspices of
the Apache Software Foundation. Most commonly used on a Unix-like system, the
software is available for a wide variety of operating systems, including Unix ,FreeBSD ,
Linux, Solaris
, Novell NetWare , OS X , Microsoft Windows , OS/2 , TPF, OpenVMS and e-Com Station.
Released under the Apache License, Apache is open-source software.
List of Figures 9
3.6.7 BOOTSTRAP

Bootstrap is the most popular HTML, CSS, and JS framework for developing responsive,
mobile first projects on the web. Bootstrap makes front-end web development faster
and easier. It’s made for folks of all skill levels, devices of all shapes, and projects of all
sizes.

3.6.8 TEXT-EDITOR (SUBLIME TEXT)

Sublime Text is the web development tool that lets you efficiently design, develop and
maintain standards-based websites and applications. Sublime text provides a powerful
combination of visual layout tools, application development features, and code editing
support.

3.6.9 MYSQL DATABASE SERVER

MySQL is an open-source relational database management system (RDBMS). In July

2013, it was the world’s second most widely used RDBMS, and the most widely used
open- source client– server RDBMS. It is named after co-founder Wideness’s daughter.
The SQL acronym stands for Structured Query Language. The MySQL development
project has made its source code available under the terms of the GNU General Public
License, as well as under a variety of proprietary agreements. We used MySQL for our
database management system. Database server selection is a crucial factor in
determining the long term success of the system application and maintaining its
stability at all time. Before making a decision on an appropriate selection of database
server, several influencing factors from different aspects have to be considered
adequately. The selected database is required to be suitable for the purpose of usage of
end user and full-fill the ultimate objective of end user. Criteria on selection of database
consists of scalability, costs/license, efficiency, stability, security, functions, platform
supportability, data types and data size limits. To construct hospital database
management system, MySQL database server has been chosen to store patient medical
record in hospital. MySQL is a relational database management system which stores
data in separate tables, instead of storing all data sets in a single massive storage room.
It runs as a server, providing multiple users to access a number of data sets
concurrently.
List of Figures 10
3.6.10 FACTORS CONSIDERD FOR MySQL SELECTION

There are several factors considered in selecting MySQL for hospital database
management system such as:

3.6.10.1 Cost

The most obvious cost associated with database software is the purchase price. MySQL
is the most popular free relational database management system and eliminating any
related costs for the system software. While some users may think that free software
should be inferior to commercial product, MySQL has been evaluated in a review in PC
Magazine as “one of the top five databases”. Also, training and support materials that are
also freely available on the web as MySQL is being widely used and grown in popularity.

3.6.10.2 Performance

MySQL database system takes a very less storage in disk space while provides a well
performance on UNIX and LINUX system. Although MySQL may fall shorts in consisting
less features when comes to comparison with other database system, however its own
features and capabilities is usually more than enough to handle system that requires a
reliable database. Besides, MySQL has complementary features in many areas. For
example, partitioning MySQL provides more options for various type of partitioning as it
offers range, hash, key, list and composite partitioning.

3.6.10.3 Easy to use

The aspects of ease of use include the ability to install the software without difficulties,
allows user to maintain the software with minimal effort and problems, and also access
the software from remote location. Also, supporting materials and documentations can
be acquired easily as a reference tool for end users. MySQL comprises all the aspects
stated and hence it has become a fast, robust and a reliable open source system.

3.6.10.4 Installation Maintenance

Compare to other existing relational database management system software, MySQL is

relatively easy to install and maintain. Furthermore, with the MySQL Server, there are
several GUI management tools provided by MySQL for users to download and use.
List of Figures 11
Facilities such as strong modeling tool in MySQL Workbench helps user visually design
databases. For beginner who is starting at the most basic level, there are a number of
command line monitoring options that can run to get a handle on general server
operations.

3.6.10.5 Security

Security is a vital factor in database selection process, especially when the software
system may be accessed remotely by connecting to Internet. Risk can be minimized if
security mechanism is adequately employed. MySQL adopts ample security measures
from the very beginning. The advantages in security are to allow user to change the port
if it becomes vulnerable. Besides, user is required to update software from time to time
to shield them from unwanted users or intruders.
Chapter 4

SYSTEM DESIGN

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

4.0.1 ADMINISTRATOR

• The Administrator can allot different students to the different rooms.

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

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

• He can provide notice and edit the news board.

• He can check the students complaint.

• He can make mess menu and provide meal.

13
List of Figures 14
List of Figures 13

4.0.2 DATA FLOW DIAGRAMS (DFD)

Log in/ Registration
form
Hostel Verification

Student Management Admin

Access Log in System Confirmation

Figure 4.1: Diagram for Login Process

username
Access Student Register
Student Log in
password

Details

HMS
Figure 4.2: Diagram for Student module

Student Registration filling

Personal Details Application

Student Admin

Figure 4.3: Diagram for Student Registration

Username Student Registration filling

Admin password
Log in

Eligible

HMS
Figure 4.4: Diagram for Admin Module
Create new Room Modify Databas

Username Eligible
Application Verification
Admin Log in HMS
password

Manage Room Database

Figure 4.5: Diagram for Admin Module

Chapter 5

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
List of Figures 15

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.

5.1 SYSTEM TESTING

5.1.1 SYSTEM TESTING

As the part of system testing we execute the program with the intent of finding errors
and missing operations and also a complete verification to determine whether the
objectives

16
are met and the user requirements are satisfied. The ultimate aim is quality assurance.
Tests are carried out and the results are compared with the expected document. In the
case of erroneous results, debugging is done. Using detailed testing strategies a test plan
is carried out on each module. The various tests performed are unit testing, integration
testing and user acceptance testing.

5.1.2 UNIT TESTING

The software units in the system is are modules and routines that are assembled and
integrated to perform a specific function. As a part of unit testing we executed the
program for individual modules independently. This enables, to detect errors in coding
and logic that are contained within each of the three module. This testing includes
entering data that is filling forms and ascertaining if the value matches to the type and
entered into the database. The various controls are tested to ensure that each performs
its action as required.

5.1.3 INTEGRATION TESTING

Data can be lost across any interface, one module can have an adverse effect on another,
sub functions when combined, may not produce the desired major functions. Integration
testing is a systematic testing to discover errors associated within the interface. The
objective is to take unit tested modules and build a program structure. All the modules
are combined and tested as a whole. Here the admin module, employee module and
student module options are integrated and tested. This testing provides the assurance
that the application is well integrated functional unit with smooth transition of data.
5.1.4 USER ACCEPTANCE TESTING

User acceptance of a system is the key factor for the success of any system. The system
under consideration is tested for user acceptance by constantly keep the records of
applicants and making changes to the details and password whenever required.

5.1.5 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
List of Figures 17
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.

5.2 CODE

5.3 SCREENSHOTS

5.3.1 Home page

Figure 5.1: Login-page

List of Figures 18
5.3.2 Student Registration

Figure 5.2: Student registration form

5.3.3 Dashboard

Figure 5.3: Dashboard form

List of Figures 19
5.3.4 User Room Details

Figure 5.4: User Room Details

5.3.5 User-booked Info

(a) User-booked Info1

(b) User-booked Info2

List of Figures 20

(c) User-booked Info3

Figure 5.5: User-booked Info

5.3.6 Admin Login in page

Figure 5.6: Admin Login in page

5.3.7 Admin Manage Room

Figure 5.7: Admin Manage Room

List of Figures 21
5.3.8 Admin Create Room

Figure 5.8: Admin Create Room

Chapter 6

Conclusion

To conclude the description about the project : The project, developed using PHP and
MySQL is 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 hostel 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.This particular project deals with the problems
on managing a hostel and avoids the problems which occur when carried manually.

6.1 Future Work

In this app, we already set a platform as the users want. We also take some user
feedback. But it needs more user feedback. As much we get feedback it becomes easy to
make this app more user-friendly. It needs to involve the authority to solve this kind of
issue. We also need authority’s feedback to solve their issues.
41

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[3] Kiplimo Changwony. Online hostel management system. 2015.

[4] AR Sujana. Hostel management system for Trincomalee Campus. PhD thesis, Faculty of
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[5] MUHAMMED SHAHEER KA. Hostel management system. 2010.

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