Chapter 3 INTRODUCTION

1.1 Introduction It is time to update the technology that is using in the hostel management. So the solution is to automate the hostel management system.

1.2 Background and Motivation In RUSL, the hostel information keeping is doing in a manual way. In RUSL, there are 35 hostels under management. Also there are 5 main hostels. Per year, nearly 1000 students are registered in to this hostel system. Almost these students stay at least four years in the university. Time to time they have to change their hostels. So the hostel management has to keep records and details about these students. In the past, management uses several types of forms to input the information by allowing students to fill those forms. Then due to increase the number of student registration per year, the hostel details become complex. Hostel management currently uses a manual system to keep these records. But now the manual system is not enough because the hostel details and payroll system due to rapidly growing complexity. The manual system is less efficient and less effective in its way and it causes serious problems in protection of information. Also, the process of manual system didnt update from a long time. There is a growing distance of relationship between the hostel management and students due to this manual system. Sometimes, its found as an unreliable system which gives incorrect information. 1.3 Aims and Objectives The aim of this project is to develop an automated system for current hostel management system in RUSL. Objectives: Study the drawbacks of the current hostel manual system Study the technologies ( C#, ASP.net, MYSQL,PHP) Concern the solution Design and develop a system to solve the system by making the system efficient and effective. Evaluate the results and test the system usability. Prepare the final documentation.
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1.4 The Problem 1.4.1 Problem in brief Hostel management gives on idea about how the students details, room allocation, m e s s e xp e nd it u r e a r e m a i nt a i n e d i n t h e p a r t i c u l a r c o nc e r n. T h e ho s t e l m a n a g e m e nt system also includes some special features. The administration has the unique identity for each members as well as students details. The stock management has also held by mess expenditure, the mess expenditure that used to calculate the mess bills of each of the students. The modules of this project are student details, attendance details, room details, mess modules. 1.4.2 Benefiters This project is to introduce a Hostel Management System for RUSL (HMS). As to the time limits this project will be conducted in the selected university-RUSL and the numbers of hostels which are depend on it. Students who will be registered in the future and who are registered in the present into hostels of RUSL, data entry operators and administrators are the main concerning and benefiting users in this project. 1.4.3 Technologies C# and MySQL is used as the front end tool and PHP is used as a backend tool. C# is one of the driven programming languages. The application wizards, menu e d it o r a nd d a t a r e p o r t s e t c . i s ve r y m u c h u s e f u l fo r c r e a t i n g v e r y g o o d p r o f e s s i o na l software. 1.4.4 System Requirements Internet connectivity, stationeries, human, Computer with Hardware Specification : Pentium IV 1.6GHz 512MB 80 107keys
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Processor

Process Speed : Memory Hard Drive Keyboard : : :

Software Specification : Microsoft windows 2000, Windows XP professional : Microsoft visual studio

Operating System Development

1.4.5 Definitions & Abbreviations HMS User Administrator ID card Database Account number : Hotel management system : The student who lived in the hostel. The warden of the hostel who manage all the things. : The card issued by the hostel which contains the information of the student. : The records of every current and old student is saved : The issued by the HMS when the new students becomes the part of the hostel. This number is on the ID card of the student. This is users ID. : It tells the mess information of the students. : It contains the students personal information. e.g... His name, fathers name, his full address etc.

Mess status Users profile 1.5 Summary

This chapter described the background and the reason of motivation to develop the hostel management system for RUSL. Manual system is inefficient so we have to convert the process to automated system. System requirement gathering and learning specific technologies to develop the system is essential. At the end, students and administrators will get the benefit of this system.

Chapter 2 PROBLEM DEFENITION

2.1 Introduction The project HMS has been developed to reduce manual effort and making things faster and efficient. 2.2 Problem Description Currently hostel management uses a manual system to enter the details and keep those details in hardcopies. So this manual system is found as an unreliable, time consuming, slow system which will give incorrect data and seems to be a more complex one. So it is not easy to understand and make the relationship between students and administrators weak. 2.3 Problem Solution By this automated system users can expect to automate the current manual system in RUSL hostels, to make the hostel management system efficient and effective, to protect the information of hostel management system, to make closer relationship between hostel management and students, to make reliable and mistake free system. So we will develop this system to achieve: Automate the current manual system. Efficient the hostel detail keeping.

We will expect a solution as an automated system instead of current hostel system. We suppose many advantages by the system. We are expecting several advantages by this system. They are: Speed - This can process information much more quickly than manual system. This means it is good for controlling machinery that might need to be adjusted instantly. Repetition - Automated system can do the same task over and over again without getting bored, needing breaks or making mistakes. Accuracy - It can do very detailed work and follow precise instructions without error. Safety - Automated system can work in places where it would be unsafe to put a human. Efficiency - It get more done than manual system but cost less to operate. This is because the do need breaks, wages, holidays, canteens, heating and

lighting. The quality of the work done is always of the same standard being materials are not wasted due to human error. Adaptability - Automated system can be reprogrammed to do different tasks. For example, this system that is used to make one type of hostel system could be reprogrammed to work with a new model instead of being used to weld parts together. This automated solution is an easy way to manage our HMS with many features and facilities. This standard software, which will have the capability been of customized to any university within hours. Interfaces allows for the students and officers to be controlled from any computer connected to the network. Hostel management system does necessarily have to be fully automated. It can be mixed or utilize discretionary input. This system takes support and resistance levels from published sources and use this for entry and exit points. An automated system takes the emotion and busy-work. Once this system is developed, it requires no work on human part until it breaks

2.4 Summary
This system is designed in favor of the hostel management which helps them to save the records of the students about their rooms and other things. It helps them from the manual work from which it is very difficult to find the record of the students and the mess bills of the students, and the information of about the those ones who had left the hostel three years before.

Chapter 3 The Technology of the Automated System

3.1 Introduction When developing an automated system we can adapt various technologies to the system. But those should be exactly supportive to achieve our aims of project. Otherwise those may make the system more complex and hard to understand. So in this case we choose Programming technologies that are not only supportive in our working environment but also make the system efficient. 3.2 The Software tool The visual part refers to the method used to create the graphical user interface ( G U I ) . R a t he r t h a n w r it i n g nu m e r o u s l i n e s o f c o d e t o d e s c r i b e t h e a p p e a r a n c e a n d locat ion of interface elements, you simply drag and drop pre-built objects into place onscreen. If youve ever used a drawing program such as paint, you already have most of the skills necessary to create an effective user interface. I t r e vo l v e s a r o u n d r e a d y - m a d e o b j e c t s a nd it i s e v e nt - d r i v e n t ha t i s a l l t h e act ivit ies in a program are triggered by one event or another. Each object has it s own properties, determining its posit ion, size, color, appearance and nature of its text and much more. Each object also has its own event-handling procedures. V i s u a l b a s i c k no w s w h a t a bu t t o n i s a nd ho w it w o r k s ? I t a l s o w o r k s ho w t o h a n d l e i m a g e s , m e n u s , d i a l o g bo xes, drive and d irectory list and much else. T h e p r o g r a m m e r d o e s no t ha ve t o w r i t e c o d e t o t r a p t he s e e v e nt s t he s ys t e m d o e s t h a t a u t o m a t i c a l l y b e c a u s e t h e p r o g r a m c o d e runs in response to events. T h e f l o w o f execution is not as fixed in a traditional program. Operations do not have to follow a set of sequence and can be easily interrupted, suspended or abandoned. The process of program design reflects the nature of the system. You begin by t he screen layout events and then any necessary code to co -ordinate the whole program.

3.3 Technological Languages We are supposed to use MySQL, C# and PHP technological languages. 3.2.1 MySQL

The purpose of using MySQL is, MySQL is a relational database management system which is an open source database. Many web applications use MySQL as the database component of a LAMP software stack. Its popularity for use with web applications is closely tied to the popularity of PHP, which is often combined with MySQL. Features:

Because of its unique storage engine architecture MySQL performance is very high. Supports large number of embedded applications which makes MySql very flexible. Use of Triggers, Stored procedures and views which allows the developer to give a higher productivity. Allows transactions to be rolled back, commit and crash recovery. Triggers & cursor.

3.2.2 C# The purpose of using C#; It is compiled to an intermediate language (CIL) indecently of the language it was developed or the target architecture and operating system

Automatic garbage collection Pointers no longer needed (but optional) Reflection capabilities Don't need to worry about header files ".h" Definition of classes and functions can be done in any order Declaration of functions and classes not needed Unexacting circular dependencies Classes can be defined within classes There are no global functions or variables, everything belongs to a class All the variables are initialized to their default values before being used (this is automatic by default but can be done manually using static constructors) You can't use non-Boolean variables (integers, floats...) as conditions. This is much more clean and less error prone Apps can be executed within a restricted sandbox

3.2.3 PHP The purpose of using PHP; it lies in its simplicity. It is easy to understand and learn, especially for those with backgrounds in programming such as C#. The language is similar to C# so that anyone with a background in either C# programming will feel comfortable using and understanding PHP. PHP also runs on Windows versions. PHP doesnt use a lot of the systems resources so it runs fast and doesnt tend to slow other processes down. It is typically used as an Apache module, written in C, so it loads and executes quickly. It works well with other software and can be quite fast. PHP is also fairly stable and since it is open source, the PHP community works together to fix any bugs. The community offers technical support and continuously updates the code further expanding PHPs capabilities. 3.4 Summary When considering about the advantages of MySQL, C# and PHP it really depends on what we are trying to do, and versus what. MySQL is good for automated systems, integrates nicely with PHP, and as its community server is free. These technological languages support a lot to reach our project goals.

Chapter 4 METHODOLOGY
4.1 Introduction This chapter describes the methodology we are working out. It contains four modules in it. They are given below

Student details Attendance details Room details Mess modules Students details:

This module consists of the details of the student such as roll number, name, date of birth, address, phone number, year, degree, room no, department name and etc.

Chapter 5 Analysis and Design

5.1 Introduction
We design this system on the request of the hostel management, through this they cannot require so efficient person to handle and calculate the things. This system automatically calculates all the bills and issued the notifications for those students who are against some rules.

5.2 Process flow There are four types of flow 5.2.1Registration flow To take the membership of the hostel the students should tell the departments name to the hostel management system. He/she should fill his/her personal profile on the profile page. After this the warden issued ID # to him/her. So that the student can access by his/her ID in case of any problem or other thing. 5.2.2 Mess Flow When a student will use the mess his/her ID card will be scanned by the system user at mess. A student can take only 2 messes at a time. At the end of the month the hard copy of mess details issued to the students room, which shows the detailed of his/her messes and all the dues of the mess The student should pay the dues within 10 days after the issue of mess bill. In case of not paying dues the warning letter is issued against the student. 5.2.3 Room process flow A room will be allocated when a student is registered in the hostel. The allocation will be on the basis of the department, semester and the session of the student. A room is only for the two students. The dues of the hostel are only for 1 semester and after the end of the semester the student should pay the next semesters dues. The student will pay the dues within 10 days after next semester. In case of not paying the dues of the hostel at the announced date a warning is send to the student. In case of the unavailability of a room the students will be entered in a waiting list when the room will be free the student will be told by the management of the hostel.

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5.2.4 Database flow When the new student is arrived then the administrator easily enters a new entry in the database of the system. All the information about mess and other facilities is updated easily. This database should save the record of all the current users and the 3 years old students.

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Chapter 6 Implementation
6.1 Introduction
The hostel management needs to create the hostel management system (HMS) to organize the rooms, mess, students record and the other information about the students. How many students can live in a room, and the students of the hostel can be recognized from their ID card number. 6.2 Registration Add Users: The Hostel Management System shall allow the warden to add new users to the systems database. ID card: The HMS shall generate an account number. This number will be the users ID number. Users Profile: The HMS shall generate the users profile containing the following information: users account number, users full name, users address, users phone number, users room # and mess account #. Room Allocation: The HMS will allocate a room to student according to the session or class. The room no. will store in the students profile. Mess A/C: A mess account will also generate. This account having the mess status of the whole month. On the base of this account monthly charges of mess of a student will be defined. Users Profile: Profile of each user will be created before operating HMS including guardian to maximize the HMS security. Students Profile: The HMS shall allow the hostel staff members or guardian to scan the students ID and access its profile. Student dues status and mass A/C status can be accessed here. Dues Status: Student dues status will be changed in database according to dues pay or not. Mess Status: HMS will also having the detail of mess of a student and stored in database.
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Room Reservation: The HMS will allow staff to put a hold on a room if any room is not available at the moment. 6.3 Database Database Entities: The HMS has entities users, students, room, mess A/C. SRS012 the HMS will have in the room profile the following information: room no, type and capacity. Student Search: The HMS shall allow the users to search the students from the database according to different criteria such as by name, id or phone number. User Search: The HMS shall allow the users to search the user from the database according to different criteria such as by name, id or phone number. Profiles Update: The HMS will allow the guardian to access and update any students, room, and HMS users profile information. Room at leaving: When a student will leave its room. Room will checkout and changes the status of room from room profile and students registration will be cancelled. 6.4 Registration Options Room Renewal: The HMS will allow renewing the students registration every year. Cancel Registration: The HMS will allow the guardian to cancel registration from the systems database who will leave room. 6.5 Performance The system shall support up to 2 students per room. ID scanning: The system requires the user to identify by using an ID card at the checkout point. Access Permission: The HMS shall have several types 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. At the same time, the other hostel staff members shall have restricted access to both the users and student profiles.
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The public in general shall be restricted from accessing any user profile. However, they shall be granted a read access on the student profile.

Maintainability: The system shall provide the capability to back up the database.

Reliability: The system shall be available 99.9% of the time. Other constrains: The system shall support barcode scanning of ID cards and hostel issues. 6.6 Summary This software product the hostel management to improve their services for all the students of the hostel. This also reduce the manual work of the persons in admin penal and the bundle of registers that were search when to find the information of a previous student, because through this system you can store the data of those students who had leaved the hostel three years ago. Through this you can check the personal profile of all the current students within few minutes the data base of the system will help you to check a particular one.

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Chapter 7 Discussion
7.1 Introduction This system also attach to the system of the library and the departments, so that t5hey can access the data of the particular student. In the last this system will improve the management work in the hostel 7.2 General Business Rules & Constraints
This system is for hostel so that the primary users of the system are the students and the administrative penal. The main constraint is the system registration is valid if the department has been approve that student is valid for the department. The constrains are the amount of the hostel dues and the mess dues that are calculated in the system. These dues should be paid within 10 days. If anyone could not do the payment for some reason the system will notify the name of the student. System will uses warden of the hostel. The Hostel ID card is necessary to use mess. Barcode is used to read the id of the student. Time constraint

7.3 General Assumptions

The following details any high level assumptions regarding the proposed changes including any restrictions regarding scope of the project. It also details any functionality limitations or environment or design limitation that may impact the design or delivery of the change. Details are also provided on any assumptions that may impact the requestor/customer/user. Area Hostel processes description All other hostel related functionality and/or processes will remain intact. The process and logic the system executes to manage the hostel user accounts will remain the same as the process before automation. The underlying database to be used for this system is already in place as part of the standard infrastructure. Only the warden will administer the system. All other hostel employees will only have access permissions like any other users.

Databases

Administrator

Figure 7.1: General assumptions

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7.4 Risk Assessment This section provides a risk assessment for each assumption or constraint. Also contained in this section is the analysis of the impact and prediction of the response including quantification, where possible. Area Acceptance Descriptions The system automates many of the current manual process. This may render some of the hostel employees redundant which may make them work against the success of the project. To mitigate this, adequate communication will be undertaken to explain the benefits to be derived from the system.

Figure 7.2: Risk assessment 7.5 Summary

The system is desired to handle all the activities of the students as well as the administrative level. The system will have the ability to search the students information about his/her room mess and all the other things. Once the current and previous record is entered then the database will be updated for the new students automatically.

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References
[1] Nicholas John M (2007), Project management for Business and Technology, Principles and Practice, Second edition. [2] Wyzocki Robert K, McGary Rudd (2009), Effective Project Management, Third edition. [3] Prof. Jayarathne W.M. University of Colombo (2011), Institutional Review Report-Rajarata University of Sri Lanka [4]http://nptel.iitm.ac.in/courses/Webcourse-contents/IIScBANG/System%20Analysis%20and%20Design/pdf/Lecture_Notes/LNm5.pdf [5] http://www.kassoftindia.com/Product/GeniusAcademic/hostelmgt.htm

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Appendix A Individual contribution to the project

Name of student: G.V.A.C.L Nanayakkara

Name of student: K. Laksan

Name of student: H.G Nishan Sandeepa

Name of student: E.A.P.S Edirisinghe

Name of student: Sumanadasa W.A.T.D

Name of student: U.Munasinghe

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Appendix

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