Original Documentation

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COLLEGE HOSTEL MANAGEMENT SYSTEM

A mini project report submitted in

partial fulfillment for the award of degree of

BACHELOR OF TECHNOLOGY

in

COMPUTER SCIENCE & ENGINEERING

By

A.C.Rahul A.V.Sandeep

(08331A0501) (08331A0501)

A.Dhanunjay Prasad K.L.P.Kumar

(08331A0506) (08331A0547)

Under the Esteemed Guidance of

Ms.Ch.Sarojini Devi

Dept. of Computer Science & Engg

M.V.G.R. College of Engg.

MAHARAJ VIJAYARAM GAJAPATHI RAJ COLLEGE OF ENGINEERING

(Permanently affiliated to Jawaharlal Nehru Technological University, Kakinada)

(Approved by AICTE, New Delhi)

(NBA accredited for all branches & NAAC A Graded)

VIZIANAGARAM

2008-2012

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CERTIFICATE

This is to certify that Mini Project work entitled COLLEGE HOSTEL

MANAGEMENT, done by A.C.Rahul (08331A0501), A.Dhanunjay Prasad(08331A0506),

A.V.Sandeep(08331A0509), K.L.P.Kumar(08331A0547) submitted in partial fulfillment for

the award of the credits in Bachelor of Technology in Computer Science &engineering

during the academic year 2011-2012.

Project Guide Head of the Department

Ms.Ch.Sarojini Devi Dr.Sumit Gupta

Department of CSE Professor

M.V.G.R College of Engineering Department of CSE

M.V.G.R College of Engineering

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DECLARATION

We here by declare that the work done on the Mini project entitled COLLEGE

HOSTEL MANAGEMENT has been carried out by us and submitted in partial fulfillment

for the award of credits in Bachelor of Technology in COMPUTER SCIENCE &

ENGINEERING of MVGR College of Engineering affiliated to the Jawaharlal Nehru

Technological University (Kakinada).

The various contents incorporated in the dissertation have not been submitted for

the award of any other degree of any other institution or university.

A.C.Rahul A.V.Sandeep

(08331A0501) (08331A0509)

A.Dhanunjay Prasad K.L.P.Kumar

(08331A0506) (08331A0547)

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ACKNOWLEDGEMENT

We wish to express our deep sense of gratitude to Ms.Ch.Sarojini, Sr.Assistant

Professor, Department of Computer Science, for his cooperation and guidance in carrying our

project work successfully.

We consider it our privilege to express our deepest gratitude to Dr.Sumit Gupta,

Professor, and Head of the Department for his precious suggestions that helped the project

work to get successfully completed.

We also thank Dr.K.V.L.Raju, Principal for extending his at most support and

cooperation in providing all provisions for successful completion of the project.

Finally, we thank all those who have rendered us their assistance, both directly and

indirectly, for carrying out this project.

A.C.Rahul

A.Dhanunjay Prasad

A.V.Sandeep

K.L.P.Kumar

ABSTRACT

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College Hostel Management helps the admin to ease the procedure of

managing a college hostel with an easy way. It is easy to track the details of all the students

who are staying in the hostel and also give the payment dues of the students who are present

in the hostel with due.

The program is easy to use, and it is well suited for any organization that needs

to keep track of student details and also the payment transactions in a college. It also provides

the details of the latest payment transactions that take place.

The purpose of developing College Hostel Management System is to have a

computerized way of getting the payment information of a student which is better than old

traditional way of maintaining student payment details in files. Another purpose for

developing this project is to access the student information of a particular student in a

particular year and branch in an effective way by providing dynamic updation , deletion,

insertion and retrieval. The development of this system will definitely reduce the human

effort and valuable time.

The scope of the project is that one can easily track the information of a student

based on which the administrator can give the information about the pending due of a

particular student. It also lists all the students who come into a particular due category.

CONTENTS

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1. INTRODUCTION, PURPOSE &SYSTEM ANALYSIS..9-10

1.1 Introduction

1.2 Purpose

1.3 System Analysis

2. SOFTWARE REQUIREMENTS SPECIFICATION..11-13

2.1 Requirements Specification

2.2 System Requirements

2.3 Functional Requirements

2.4 Non- Functional Requirements

3. DESIGN...14-21

3.1 Data Flow Diagram

3.2 Static Model

3.2.1 CLASS Diagram

3.3 Dynamic Model

3.3.1 USECASE Diagram

3.3.2 SEQUENCE Diagram

3.4 Persistence Model

3.4.1 ER Diagram

4. SAMPLE CODE.22-24

5. TESTING.....25-30

5.1 Test Case Design

5.1.1 White Box Testing

5.1.2 Black Box Testing

6. USER INTERFACE SCREEN SHOTS...31-43

7. CONCLUSION44

8. REFERENCES.....45

LIST OF FIGURES

Figure 1 : Dataflow Diagram

Figure 2 : Class Diagram

Figure 3 : Use case Diagram

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Figure 4 : Sequence Diagram

Figure 5 : ER Diagram

Figure 6 : Admin Login

Figure 7 : Invalid Username

Figure 8 : Wrong password

Figure 9 : Home page of the system

Figure 10 : When password is changed

Figure 11 : When passwords are mismatched

Figure 12 : View of student fee details

Figure 13 : While accepting payment

Figure 14 : View the fee pending details

Figure 15 : When amount is submitted

Figure 16 : Before entering values

Figure 17 : When register no already exists

Figure 18 : Delete by regd id

Figure 19 : Successful deletion

Figure 20 : When there are no transactions

Figure 21 : electing the students to mark.

Figure 22 : Marking The Selected Students.

Figure 23 : Table After Marking.

Figure 24 : Selecting a Task.

Figure 25 : Create New Page.

Figure 26 : Create New Continued.

Figure 27 : Select The User To Edit.

Figure 28 : Edit User

Figure 29 : Edit User Continued

Figure 30 : Select a Task

Figure 31 : Delete Confirmation

1. INTRODUCTION, PURPOSE AND SYSTEM ANALYSIS

1.1 INTRODUCTION:

College hostel management system is a sophisticated system which is highly

used in organizations like colleges, schools and institutions. In this system, administrator

record payment information of every student present in the hostel. We do have actions like

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new joining of a student, deleting a particular student from the hostel if he/she wish to leave

hostel and also view the latest payment transactions. You can create customized student

payment reports for the admin.

The program is easy to use, and its well suited for any organization that needs to

keep track of payment details.

The scope of the project is that one can easily track the information of a student

based. This project is made to operate online, but later on it can be developed as a desktop

application and can be installed on any system.

1.2 PURPOSE:

The purpose of developing College hostel management system is to

have a computerized way of getting the information of students eligible for the

placements which is better than old traditional way of maintaining student

details in files. Another purpose for developing this project is to access the

payment details mainly useful to know the due details in an effective way.

1.3 SYSTEM ANALYSIS:

System analysis is an important activity that takes place when we are building new

information system or extending the existing system. The investigation into system operation

and possible changes to the system is called system analysis. If there is no existing system

then analysis defines only requirements. System analysis results in a detailed model of the

system. The model describes the system functions, system data and system information

flows. Once the system analysis is completed, design commences.

System analysis is conducted with the following objectives in the mind:

Identify the administrators need by Information Gathering and problem definition.

To evaluate the system concept for Feasibility.

Perform Economic and Technical analysis.

Allocate function to Hardware, Software, People, Database and other system

elements.

Establish cost and scheduling constraints.

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Create a system requirements specification SRS that forms the basis for all

subsequent software engineering work.

Existing System, Drawbacks:

The Existing System performs all the work manually which consumes manpower.

This process mainly prone to errors due to repetitive nature of this work.

This process is also time consuming.

Proposed System:

The proposed System is less prone to errors as the details are verified at every stage.

The details entered are stored in the database so viewing the details also becomes easy

as it is only retrieving from database.

As the entire process is online, it saves the time of the user there by increasing the

efficiency.

2. SOFTWARE REQUIREMENTS SPECIFICATION

Software Requirements Specification document has been prepared based on adetailed study of the existing systems and analysis of the field and with the end users. The

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objective of the software requirement specification document is to describe the scope,

objective and purpose of the project.

2.1 REQUIREMENTS SPECIFICATION:

The software requirements specification is produced at the culmination of the

analysis task. The function and performance allocated to software as part of system

engineering are refined by establishing a complete information description, a detailed

functional and behavior description, an indication of performance requirements and design

constraints, appropriate validation criteria, and other data pertinent to requirements.

2.1.1 System Requirements:

SOFTWARE REQUIREMENTS:

Browser compatible with HTML 4.0

PHP

MySQL

WAMP SERVER

System with any compatible OS such as Windows 95 onwards,

MAC OS, Linux etc.

HARDWARE REQUIREMENTS:

Processor: Intel Pentium or compatible,550 MHx or higher

Memory: 256MB (512 MB Recommended) and 2 GB Hard Disk

2.1.2 Functional Requirements:

Module 1:

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Building a simple and easy to access user interface through HTML

User interface is a HTML site that is built using html

Module 2:

Authentication of admin Admin login in the site to gain access to make changes or to

update the database. Their login entries are validated against the

entries in admin table in the database to authenticate them.

Module 3:

Admin enters students fee details during the joining in the hostel

The student information is stored into the database in the table

called Student detail

This is done by using Wamp Server which take the details and

store them into the database tables.

Module 4:

Admin accepts the payment of fees and records the transactions The details for each student are displayed by entering the register

number, which can be edited by the admin.

The dynamic manipulation of the database can be made using

PHP.

Changes to the database can be like modifying the hostel fee due

that has to be paid by the students or removing the student

completely and adding a new one.

Module 5:

Presenting a list of transactions that happened in a month or an year

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The admin can view the transaction details of a particular month

or year by entering the respective month or year. In this way by

viewing the report the admin can analyze the payment history.

Module 6:

Viewing the list of all the pending due details of the students

The admin can view all the details of the students who have due

pending to be paid

2.1.3 Non-

Functional Requirement

The system should take less time for processing the calculation, manipulation

and view.

User- friendly GUI.

Unauthorized person should be restricted. Only administrator should be

allowed

3. DESIGN

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3.1 Dataflow Diagram

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user login

enter correctlogin

details

END

no

validatelogin

details

true

accessservices

enter user

login details

START

logout

false

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Figure 1: Dataflow Diagram

Design phase consists of the following two models:

1. Static Model

2. Dynamic Model

3.2 Static Model:

3.2.1 CLASS Diagram:

Class diagram is an illustration of the relationships and source code dependencies

among classes in the Unified Modeling Language. In this context, a class defines the methods

and variables in an object, which is a specific entity in a program or the unit of code

representing that entity.

In a class diagram, the classes are arranged in groups that share common

characteristics. The top rectangle contains the name of the class; the middle rectangle

contains the attributes of the class; the lower rectangle contains the methods, also called

operations, of the class. Lines, which may have arrows at one or both ends, connect the

boxes. These lines define the relationships, also called associations, between the classes.

Class diagram is a diagram showing a collection of classes and interfaces, along with the

collaborations and relationships among classes and interfaces.

In the following class diagram, there are five classes namely-Student, Editstudent,

Admin, MarkSelected, RetrieveList, GenerateReport and one package called Oracle database.

The Student class consists of attributes like name,address,educationaldetails,

companyselected and methods like-insertdetails()

The Admin class contains attributes like username,password and methods like

MarkSelected(),generateReport(),editStudent(),retrieveList()

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EditStudent class consists of attributes like rollno and methods like executeQuery()

The GenerateReport class consists of attributes like year,name,rollno,branch and

methods are individualreport(),groupreport()

The RetrievalList class consists of attributes like branch,year,backlogs,cutoff etc and

methods like retrieve()

The Markselected class contains attributes like company,year,branch and methods

like markselected().

Figure 2: Class Diagram

3.3 Dynamic Model:

3.3.1 USECASE Diagram:

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A usecase is a methodology used in system analysis to identify, clarify and

organize system requirements. The usecase is made up of a set of possible sequences of

interactions between systems and users in a particular environment and related to a particular

goal.

A usecase is a methodology used in system analysis to identify, clarify and

organize system requirements. The usecase is made up of a set of possible sequences of

interactions between systems and users in a particular environment and related to a particular

goal. The main purpose of a usecase diagram is to show what system functions are performed

for which actor. Roles of the actors in the system can be depicted. Use case diagrams depict

usecases, actors and associations.

The below usecase depicts the interactions between the admin, student

and the system. The admin interacts with the system for doing the following actions like-

creating a new student, viewing the student details, updating the already existing batch, and

for generating academic reports to analyze the students performance and for making any

modifications. . In one form of interaction, a given usecase may include another.Include is a

Directed Relationship between two usecases, implying that the behavior of the included

usecase is inserted into the behavior of the including usecase. In another form of interaction,

a given usecase (the extension) may extend another. This relationship indicates that the

behavior of the extension usecase may be inserted in the extended usecase under some

condition.

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all the functions

utilise oracle

database

validate

login

retrieve

mark selected

generate report

edit student detailsstudent

insert details

admin

Figure 3: Use Case Diagram.

3.3.2 SEQUENCE Diagram:

A sequence diagram shows, as parallel vertical lines lifelines, different processes or

objects that live simultaneously, and, as horizontal arrows, the messages exchanged between

them, in the order in which they occur. This allows the specification of simple runtime

scenarios in a graphical manner. Time is represented in the vertical direction showing the

sequence of interactions of the header elements, which are displayed horizontally at the top of

the diagram.

Sequence Diagrams are used primarily to design, document and validate the

architecture, interfaces and logic of the system by describing the sequence of actions that

need to be performed to complete a task or scenario. UML sequence diagrams are useful

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design tools because they provide a dynamic view of the system behavior which can be

difficult to extract from static diagrams or specifications. The Elements of the sequence

diagram are Object and Message.

The following sequence diagram shows the sequence of actions that take place during

this process:

The student first inserts his details into the database.the admin needs to login first,it is

only then he can make use of any of the services. The services offered are to create a student,

updating the already existing details, viewing the placement details, deleting the unwanted

group and generating academic reports. After selecting a service and performing the

operations the user has to logout.

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adminadmin studentstudent system :

NewClass

system :

NewClass

databasedatabase

5: login

6: validate

7: select service

includes

retrieve,edit,mark

selected,generate

report

8: get connection

9: request operation

10: perform operation

11: result of operation

13: dynamic html page

14: log out

12: end of connection

1: insert

2: get connection

3: insert

4: end connection

Figure 4: Sequence Diagram

3.4 PERSISTENCE Model:

Relational technology is based on tables, columns, rows and the relationships between

them -- classes and objects are completely different animals.

Relational databases support stored procedures and triggers, not member functions.

Associations are implemented via keys, not references.

Tables are joined, not traversed.

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Traceability within a relational database can be complex yet important for

extensibility.

Access paths are important to understand for performance tuning.

Relational databases allow you to implement indices and views on tables

3.4.2 ER-diagram:

An entity-relationship(ER) diagram is a specialized graphic that illustrates the

interrelationships between entities in a database. ER diagrams often use symbols to represent

different types of information. Boxes are commonly used to represent entities. Diamonds are

normally used to represent relationships and ovals are used to represent attributes. An entity

may be defined as a thing which is recognized as being capable of an independent existence

and which can be uniquely identified. An entity is an abstraction from the complexities of

some domain. When we speak of an entity we normally speak of some aspect of the real

world which can be distinguished from other aspects of the real world.

A relationship captures how two or more entities are related to one another. Entity-

relationship diagrams dont show single entities or single instances of relations. Rather, they

show entity sets and relationship sets. Lines are drawn between entity sets and relationshipsets they are involved in. An attribute is a property or descriptor of an entity, for example,

Customer Name is an attribute of the entity Customer. Each attribute will eventually be

represented by one or more entity attributes in the physical database structure.

Figure 5: ER Diagram

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4.SAMPLE CODE:

HOSTEL PAYMENT WIZARD

Admin Id

Password


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print htmlspecialchars($_GET['msg']); //print message

echo '';

}

?>

Code for different modules:

body,table{

font-size:1.2em;

font-weight:bold;

}

span.left {

position: absolute;

left: 0;

}

span.right {

position: absolute;

font-size:0.5cm;

font-color:blue;

text-align: right;

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right: 0;

}

div.line {

font-size:1.3em;

font-weight:bold;

position: relative;

text-align: center;

width: 100%;

}

Change password
Sign out

WELCOME TO HOSTEL PAYMENT WIZARD

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Student Fee Details

Accept payment

Pending Details

New Joining

Delete Record

Transactions

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5. TESTING

The testing phase is an important part of software development. It is the process of

finding missing operations and also a complete verification to determine whether the

objective is met and the user requirements are satisfied.

5.1 Test Case Design:

Any Engineering product can be tested in one of the two ways:

5.1.1 White Box Testing: This testing is also called as Glass Box Testing. In this testing by

knowing the specific function that a product has been designed to perform the test can be

conducted, that demonstrates each function is fully operated at the same time searching for

errors in each function. It is a test case designed method that uses the control structure of the

procedural design to derive test cases. Basis path testing is a white box testing.

5.1.2 Black Box Testing: In this testing, by knowing the internal operation of the product,

tests can be conducted to ensure all gears mesh, that is the internal operation performs

according to specification and all internal components have been adequately exercised. It

fundamentally focuses on the functional requirements of the software.

5.1.3 Test cases:

Table 3: The test cases conducted in this system

S.No Test Cases Description Expected

Output

Actual

Output

Result Reference

Screen

Shot

1.When a

wrong

username or

password is

entered

during

login.

Whenever the admin

wants to retrieve the

list of students,

generate report,

mark selected

students, he needs to

login.

A

message

showing

user does

not exist

is

displayed

A

message

showing

user does

not exist

is

displayed

Pass Fig. 6 and

7

2. When New

Password

Whenever the admin

wants to change

A

message

An alert

message

Pass Fig. 11

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and Confirm

Password

Fields are

not same

password he follows

this process

showing

new

password

and

confirm

password

are not

same is

displayed.

showing

password

mismatch

is

displayed

3. When the

entered

admin id

and

password

are correct

Whenever the admin

authentically wants

to log in with correct

admin id and

password

The home

page will

be

displayed

The home

page will

be

displayed

Pass Fig.9

4. When

admin gives

wrong

password

and correct

admin id

When admin gives

wrong password and

correct admin id

An error

message is

shown,

Invalid

register

number.

An error

message is

shown,

Invalid

register

number.

Pass Fig 8

5. When

password is

changed

When admin wants

to change the

existing password

A

message

showing-

password

changed

successful

ly is

displayed

A

message

showing-

password

changed

successful

ly is

displayed

Pass. Fig.10

Test cases screen shots:

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Figure 6:Admin Login.

Figure 7: Invalid Username

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Figure 8:Wrong password

Figure 9:Home page of the system

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Figure 10:When password is changed

Figure 11:When passwords are mismatched

6. USER INTERFACE SCREEN SHOTS

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Student fee details:

Figure 12: View of student fee details

Accept payment:

Figure 13: While accepting payment

Fee pending details:

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Figure 14:View the fee pending details

Figure 15:When amount is submitted

New joining:

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Figure 16:Before entering values

Figure 17: When register no already exists

Deleting record:

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Figure 18:Delete by regd id

Figure 19:Successful deletion

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Figure 20:When there are no transactions

Figure 21:When fee entered is more than due

7. CONCLUSION

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The College hostel management system is developed using PHP, MySQL and Wamp

server. It fully meets the objectives of the system on which it has been developed. The system

is operated at a high level of efficiency and all the students and the administrator associated

with the system understand its advantage.

The documentation and the project report are finally prepared to be referred as user

manual for the further effective results of this software solution.

Finally we would like to conclude that this project would be of immense use in

college hostels for maintaining the database of students in hostel and their payment

transactions in an easy way and also to help the administrator to have a watch which could

result in good hostel management.

The scope of the project is that one can easily track the information of a student based

on which the administrator can give the information about the pending due of a particular

student. It also lists all the students who come into a particular due category.

The program is easy to use, and it is well suited for any organization that needs to

keep track of student details and also the payment transactions in a college. It also provides

the details of the latest payment transactions that take place.

8.REFERENCES

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1. Database Management System by Korth, fifth edition

Database manipulation and queries

2. The Unified Modeling Language User Guide by Grady Booch, James Rambaugh.

UML diagrams and concepts

3. http://www.w3schools.com/php/

PHP Tutorials

4. http://www.w3schools.com/css/

CSS Tutorials

5.http://www.w3schools.com/mysql/ MySQL Tutorials

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