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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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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
PROJECT IN CHARGE ASSISTANT PROFESSOR
DEPTT. OF INFORMATION TECHNOLOGY
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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
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
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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
8. Conclusion
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
1.1 PurposeThe 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.
RAD- Rational application developerIt helps to design the diagrams like ER, Database schema
Diagrams and to generate DDL.
DB - Database
1.4 Tools used
JAVAJava 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
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1.Introduction
HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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
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/
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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
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.
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
2.1 Software Requirement
Windows versions after 98. Windows Installer. Java MySQL Server
2.2 Hardware Requirement
Minimum Requirements
Processer RAM Storage Display
Intel Pentium III or AMD -800 MHz
128 MB 2 GB 600*480
Recommended Requirements
Processer RAM Storage Display
Intel Pentium III with clock speed 1GHZ
512MB 128 GB 1024*768
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.
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2. Overall Description
HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
3.1 Functional requirements
3.1.0 Login3.1.0.1 Login detail
Input: - Enter user name and password.
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.
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3. Specific Requirements
HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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
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
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
Input: - Enter the father’s name.
Output: - A list containing all the names containing
that particular name.
Process: - Keyword will be compared with Database.
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
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
Input: - Update the Column along with payment date.
Output: - Confirmation message “Updated.
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.
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
DATA FLOW DIAGRAM
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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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
Construct Context Level DFD (identifies sources and sink)
Admin user name HMS authentication DB Password 0.0
Login Module:
Level 0
LoginUser name
If, False verification
DB 0
Admin Forgot password
Reset
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IF, true
HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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
Mess DB 3
Construct Level 1- n DFD (identifies actual data flows and data stores)
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Update
HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
1.0 Room matrix Availability Seat availability check
DB 1
Not available 2.0
2.0 RegistrationDB 1
If, yes Registration new entry DB 2
3.0 Students
Enter UID 3.1 UID verify
DB 2
3.2
Search
3.0.1
4.0 Mess
Daily Expenses
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IF, no
If, yes
Update
IF, no
If, yes
Update
HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
Enter expenses
Net Bill
DB 3
`
Electricity Bill
Miscellaneous Bills
If any
LEVEL 2 DFD:
3.0.1 UID
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Update
Update
Update
HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
Profile
Profile Update
If, yes (3.0)
DB 4
Room Renewal
Bills
Cancellation
3.0.2 Search
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Delete record
Renew
Update
Details
HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
Enter 1st Name
If, no (3.0)
Enter Father’s
Name DB 4
D.O.B
If, Found go to 3.0.1
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Name
Name
D.O.B
HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
Notations used:-
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
ER DIAGRAM
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
DESIGN MODULE DIAGRAM
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
DATA TABLE DESIGN
CREDENTIALS (DB 0)
S.NO
Field Name
DATA TYPE
NULLABLE
PRIMARY KEY
1 User Name
VARCHAR(20)
NO
YES
2 Password
VARCHAR(20)
YES
NO
3 Security Question
VARCHAR(30)
YES
NO
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 TYPE
NULLABLE
PRIMARY KEY
1
Room Availability
Matrix
NO
NO
2
Room No
Int(3)
NO
YES
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
STUDENT (DB 2)
S.NO
FIELD NAME
DATA TYPE
NULLABLE
PRIMARY KEY
1
UID
INT(10)
NO
YES
2 Std_name
VARCHAR(15)
NO
NO
3 Father’s Name
VARCHAR(30)
NO
NO
4 Mother’s Name
VARCHAR(30)
YES
NO
5 D.O.B
DATE
NO
NO
6 Address
VARCHAR(100)
NO
NO
7 Payment
DECIMAL(10,4)
YES
NO
MESS (DB 4) S.NO
FIELD NAME
DATATYPE
NULLABLE
PRIMARY KEY
1
Netbill_invoice_no
INT(20)
NO
YES
2 Netbill_payment_date
DATE
NO
NO
3 Netbill_amount
INT(5)
NO
NO
4 Electricity_invoice_no
INT(20)
NO
YES
5 Electricity_payment_date
DATE
NO
NO
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
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HOSTEL MANAGEMENT SYSTEM MINI PROJECT 2O15
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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