Dr G.

D POL Foundation
YMT College Of Management
Institutional Area, Sector -4, Kharghar, Navi Mumbai, Maharashtra 410210
Tel:-022 2774 4408

A Project Report
On

Hostel Management System

Submitted By
Rohit Menon (18)
Satyajit Dandi (04)
 (Web Technology & Web Project Development Lab)

MINI PROJECT

CERTIFICATE

This Mini Project duly signed in this Documentation represents

the bonafide work by

Rohit Menon (18),

Satyajit Dandi (04).
For SEMESTER - I of First Year of the Master in Computer
Application (MCA) in the Computer Laboratory of this College
during the academic year 2017-18.

Lecturer In-Charge Head, Department of ICA

Lab Incharge External Examiner

 ACKNOWLEDGEMENT

It is in good fortune that we find the opportunity to express our deep sense of
gratitude to all those people who helped us with their guidance and assistance
without which this project would not be possible.

The successful completion of any task would be incomplete without the

mention of those people whose cooperation made it possible, whose constant
guidance and encouragement crown all our efforts with success.

We would like to give our heartiest thanks to the Project guide, Mrs. Pallavi
giving us his precious time, incessant encouragement, and for his valuable
advice and guidance without which this project would not have seen the light of
day.

We also thank our group members and colleagues who have helped in the
successful completion of this project. And last but not least, we would like to
thank all those who contributed to this project either morally or materially.
Thank you all.
Table of Contents

Sr.No Topic Page No.

1 Introduction 6
2 Preface 7
3 Project Synopsis 8
4 Application Overview 9
5 System Analysis 10
1. Existing System
2. Proposed System
3. Feasibility Study
Economic Feasibility
Technical Feasibility
Behavioral Feasibility
Operational Feasibility

6 Hardware/Software Specifications 16
7 Requirement Analysis 16
1. Problem Recognition
2. Problem Evaluation & Synthesis
3. Modeling
8 System Design 17
1. Architectural Design
2. Procedural Design
3. Interface Design
9 System Testing 18
1. Unit Testing
2. Integration Testing
3. Validation Testing
4. Test Results
5. Test Cases
10 Implementation 23
 11 Software Maintenance 24
Appendix A Diagrams 27
Appendix B Screen shots 33
Appendix C Database Tables 36
12 Conclusion 47
13 Bibliography 48
INTRODUCTION

Project Name: Hostel Management System

Team Members:

1. Rohit Menon (Roll No. 18)

2. Satyajit Dandi (Roll No. 04)

Aim:

The Hostel Management System is developed for automating the

activities of hostel. The website will be great relief to the employees.
This website will help user in case of registration and searching the
information about rooms present at that time. The aim of the Hostel
Management System is to carry out the activities of Hostel in an
efficient way. It will take the operations of Hostel to an upper level
by providing faster access to data and allowing addition, up
gradation, modification, and deletion of data in a very systematic and
reliable manner.

Description:

The Hostel Management System will allow any student to create an account to reserve a
room for a particular period. The student, through the process of account creation, will have
the option to choose and browse a particular room as per his/her needs.

The Hostel Management System also allows an admin to manage the reservation system,
retrieve, update and delete functionality with regards to rooms in the system. The system will
provide the ease of use to the admin of the hostel by performing all the work on a computer
system rather than following a paper pen approach. This approach helps improving the
reliability of the data maintained and provides a fast and efficient interface for the users of the
website.

The application has been developed using HTML,PHP,CSS and MYSQL.

PREFACE

Hostel Management System is designed to deal with the students problems regarding
information

about availability of rooms. This is an online system that matches the student queries

regarding the availability of room according to their course the price of the room and other
facilities against the information stored in the centralized database.

PROJECT SYNOPSIS
Synopsis is a general documentation tool. By means of a modular structure, it adapts to
different styles of embedded documentation, different programming languages and various
output formats. It scales well with the size of the project by allowing processing to be
controlled by making files.

The website Hostel Management System has been developed for all those people who
are interested in checking the availability of rooms for their entire course in proper manner.

Website Modules

1. User Registration

a. Enter the Details.

2. User Login

a. Enter details and verification.

3. ADMIN Login

a. Add/Edit/Courses

b. Add/Edit/Rooms

c. Manage Student Registration

d. Manage User Access logs

APPLICATION OVERVIEW:

Application Requirements:

Website Description: Detailed descriptions of all the available and occupied rooms.
This includes details such as students name, students details, course for which they
have enrolled and other information that helps the system to organize its collection,
and helps the other students to search for another room which is not occupied.

Student Information: Data on every student registration. This includes information

such as name, password, address, and other details that enable the smooth
functioning of this system

Functioning of the system.

1. At the beginning, student will be introduced with a login page where he/she can sign
in if already registered or can opt for a new account where he/she has to give all the
important information about them.
2. After registration, if he/she needs a particular room then they can browse through this
system.
3. Then he/she can place a reservation for that particular room and the admin will
provide with all necessary details available at the moment.
4. Once he/she has completed the room allotment process the entire summary details
will be provided along with a printout of a copy.
5. Further admin part is provided where admin can manage the website contents. Only
admin is permitted to add the course, add a particular room, and allow the
accessibility to a particular room.

Objective

The objective of the project Hostel Management System is to develop a viable online
system which helps to provide the student with a particular room by giving necessary details
and information.
The major objectives of this project are as follows: -

Automating basic hostel management activities.

The basic hostel management activities comprise of activities

like:

Room Allotment
Maintaining Students Records

In course, they may face problems like:

Data Redundancy
Problems due to Human errors
Tedious Maintenance of data
Facilities availed by the student, Number of available
rooms etc.

About the website

The website constitutes of web pages developed using HTML,PHP,CSS and

MYSQL.

It is user friendly.
SYSTEM ANALYSIS

System Analysis works with users to identify goals and build systems to achieve them.
System analysis is an important phase of any system development process. The system is
studied to the minutest details and analyzed. The system analyst plays the role of an
interrogator and dwells deep in to the working of the present system. In analysis, a detailed
study of these operations performed by a system and their relationships within and outside
of the system is done. A key question considered here is, what must be done to solve the
problem? One aspect of analysis is defining the boundaries of the system and determining
whether or not the candidate system should be considered. The system is viewed as a whole
and the inputs to the system are identified. The outputs from the system are traced through
the various processing that the input phases through in the organization. During analysis,
data are collected on available files, decision points, and transactions handled by present
system. Once analysis is completed the analyst has a firm understanding of what is to be
done.

Existing System

All the work is done manually. Different copies of the student

information are kept for different departments.

Room is allotted according to the room requirements and other

special facilities demanded by the student.
One time Single payment through cash for the entire course.
Hostel facilities and charges and other information are all kept
in a booklet.
Students information, fee records, student check-in and check-
out, room status, all these information are kept in registers.
 All calculations relating to students fees, fines and hostel funds
are done manually.

Drawbacks of the existing system are as follows:

The existing system is highly manual involving a lot of paper
work and calculation and therefore may be erroneous. This has
lead to inconsistency and inaccuracy in the maintenance of
data.
The data, which is stored on the paper only, may be lost, stolen
or destroyed due to natural calamity like fire and water.
The existing system is sluggish and consumes a lot of time
causing inconvenience to students and the employees.
Due to manual nature, it is difficult to update, delete, add or
view the data.
Since the number of students have drastically increased
therefore maintaining and retrieving detailed record of every
student is extremely difficult.

Proposed System

The aim of the project is to bring about improvement to the system; this report
necessarily concentrates on overcoming weakness and raising standards.
The objective is to design and develop a website, which could maintain data and
provide a user friendly interface for retrieving students room availability details just in
few seconds, with 100% accuracy. As all the bookings will be made online it saves
students time.
The proposed system can overcome all the limitations of the existing system. The
system provides accuracy, data consistency and reduces manual work.
Developing a viable Hostel Management System that fulfills the following
requirements: -

Faster and accurate information retrieval.

Easy registration.
Login dependent information retrieval and updating.
Correct and consistent maintenance of data and its quick retrieval.
Minimizing the page download time and hence less Investment.
Improving the switches button and hyperlink so that the candidate shall find all
the details they need at first sight.
Maintaining the fast download of the page by using the flavors of cookies.
Smooth transition and easy access to the pages not requiring much training to
the end user.

Advantages of the proposed system are as follows:

The main advantage of the current system is that it maintains the data in database and
thus eliminates the use of register books or files to store the data.
Another major advantage is the security. No anonymous user will be able to access
the data stored by admin.
Current system provides standardize format to store data, user friendly User Interface
helping user to enter appropriate data and thus reducing errors.
Ensures data accuracy.
As all the data is maintained in the database it saves a lot of time which otherwise was
wasted in maintaining in papers.
Admin can easily add new records, update previous ones and search past records just
on a button click.
 Long-term storage of records.
Upgrades the level of working and presentation.

Feasibility Study

A feasibility study is a test of system proposal according to its workability, impact on the
organization, ability to meet user needs and effective use of resources. Apart from these, an
initial investigation is launched to study the present system, evaluate the possible
application of computer based of methods. Selecting a tentative system, evaluate the cost
and effectiveness of the proposed system, evaluate the impact of the proposed system,
existing personal and ascertain the need of new personal.

To define an improved information system, the study group must understand the
information requirements of the organization. This understanding may be obtained by
determining what is currently being done and of investigating through interviews and
analysis what information is needed to be provided that is not being furnished by the
existing system . Data on the cost of operating the current system needs to be collected in
order to make a cost benefit for a new system.

The objective of feasibility study is not to solve the problem, but to acquire a sense of its
scope. During the study, the problem definition is crystallized and aspects of the problem to
be included in the system are determined, consequently costs and benefits are estimated
with greater detail at this stage. The result of the feasibility study is a system formal
proposal. This is a simply a form of documenting or detailing the nature and scope of
proposed solutions. The proposal summarizes what is known and what is going to be done.

Three key considerations involved in the feasibility analysis are:

Economic Feasibility

Economic analysis is the most frequently used method for comparing the cost with
the benefit or income that is expected from developed system.

In the existing system, many people are involved in the process but in the proposed
system, number of persons involved be reduced drastically. So the proposed system
is economic.
 In the existing system, storage of all these records should be arranged and security
should be provided for the records. In the proposed system, separate security
arrangement is not needed since the software provides security and maintenance is
simply and hardly needs one or two person to operate the system.

Technical Feasibility

The feasibility centered on the existing computer system (software, hardware) and
to what extend it can support the proposed addition.

In the proposed system, data can be easily stored and managed in computers
memory. The results for various queries can be generated easily.

Therefore, the system is technically feasible

Behavioral Feasibility

People are inherently resistant to change and computer has known to facilitate
change. An estimate should be made of how strong a reaction the user staff likely to
have towards the developments of computerized system.

In the existing system more manpower is required and time factor is more but in the
proposed system, manpower and time factors are reduced. So, the remaining
numbers are engaged with some other important works.

Operational Feasibility

The operational feasibility of this application lies in the fact that it is user-friendly,
easy to use, and has a simple user interface. This system promises to be quite user
friendly by providing a simple system that requires no prior training for handling or
using this application. This project is easy to use and has no functions which require
the user to provide any special system commands or write any code for accessing
data or perform any functions.
HARDWARE/SOFTWARE REQUIREMENT SPECIFICATION

The minimum hardware requirement component list for system is:

Processor Type Intel Pentium 4 733 MHz or higher

System RAM 512 MB or higher
Hard Disk 80 GB or higher

The minimum software requirement component list for system is:

Operating System Windows XP, Windows 7

Server Xampp Server
Database MySQL
Languages HTML, PHP & CSS

REQUIREMENT ANALYSIS

Requirement analysis task is a process of discovery, refinement, modeling and

specification. Both the developers and customers take an active role in requirement
analysis. Requirement analysis is a communication intensive activity. Requirement analysis
can be divided into:

Problem Recognition
Problem Evaluation & Synthesis

Problem Recognition

The goal of this step is recognition of basic problem elements as indicated by the customer.
The basic purpose of this activity is to obtain a thorough understanding of the needs of the
client and the user, what exactly is desired from the software and what are the constraints
on the solution.
 Problems of the existing system:

Security cant be assured

Delay in storing and retrieving information

Possibility of human errors

Problem Evaluation & Synthesis

In this step analyst must define all externally observable objects, evaluate flow and control
of the information, define and elaborate all software functions, understand. Software
behavior and design, constraints etc. Evaluation and synthesis continues until both analyst
and customer field confident about the product.

Once the problems are identified, evaluation process begins. After evaluation of the current
problem and desired in formations, the analyst synthesis one or more solutions.

Security can be assured

Cost effective
No chance of errors

SYSTEM DESIGN
The most creative and challenging phase of the system life cycle is system design.
The term design describes a final system and the process by which it is developed. It refers
to the technical specifications that will be applied in implementing the proposed system. It
also includes the construction of program and designing of output, input, menu, code,
database and process of the system.

System output may be report, document or a message. In on-line applications,

information is displayed on the screen. The layout sheet for displayed output is similar to
the layout chart used for designing output.

On-line data entry makes use of processor that accepts commands and data from the
operator through a keyboard or a device such as touch screen or voice input.
 Designing the code depends on the programming language chosen and mostly they
are not specified while outlining the design of the system. The goal of coding is to translate
the design of the system in to code in a programming language. The aim of the code design
is to implement the system in best possible manner.

Architectural Design

We have used bottom-up programming structure in designing our website Hostel

Management System.

About Bottom-Up approach

In a bottom-up approach the individual base elements of the system are first specified in
great detail. These elements are then linked together to form larger subsystems, which then
in turn are linked, sometimes in many levels, until a complete top-level system is formed.
This strategy often resembles a "seed" model, whereby the beginnings are small, but
eventually grow in complexity and completeness. However, "organic strategies", may result
in a tangle of elements and subsystems, developed in isolation, and subject to local
optimization as opposed to meeting a global purpose.

SYSTEM TESTING

System testing is a critical aspect of Software Quality Assurance and represents the ultimate
review of specification, design and coding. Testing is a process of executing a program
with the intent of finding an error. A good test is one that has a probability of finding an as
yet undiscovered error. The purpose of testing is to identify and correct bugs in the
developed system. Nothing is complete without testing. Testing is the vital to the success of
the system.

In the code testing the logic of the developed system is tested. For this every module of the
program is executed to find an error. To perform specification test, the examination of the
 specifications stating what the program should do and how it should perform under various
conditions.

Unit testing focuses first on the modules in the proposed system to locate errors. This
enables to detect errors in the coding and logic that are contained within that module alone.
Those resulting from the interaction between modules are initially avoided. In unit testing
step each module has to be checked separately.

System testing does not test the software as a whole, but rather than integration of each
module in the system. The primary concern is the compatibility of individual modules. One
has to find areas where modules have been designed with different specifications of data
lengths, type and data element name.

Testing and validation are the most important steps after the implementation of the
developed system. The system testing is performed to ensure that there are no errors in the
implemented system. The software must be executed several times in order to find out the
errors in the different modules of the system.

Validation refers to the process of using the new software for the developed system in a live
environment i.e., new software inside the organization, in order to find out the errors. The
validation phase reveals the failures and the bugs in the developed system. It will be come
to know about the practical difficulties the system faces when operated in the true
environment. By testing the code of the implemented software, the logic of the program can
be examined. A specification test is conducted to check whether the specifications stating
the program are performing under various conditions.

The testing steps performed in Hostel Management System are given below:

Unit testing
Integration testing
Validation testing

Unit Testing
In unit testing different modules are tested against the specifications produced during the
design of the modules. Unit testing is essential for the verification of the code produced
during the coding phase, and hence the goal is to test the internal logic of the modules.

The testing is carried out during the programming itself. After designing and coding each
form they are run to see whether there are any anomalies. Some of the various test cases used
to test the system are as follows:

Test cases are given for testing against requirements of the unit being tested.
Test case for path or branch covering.
Test case for data flow coverage.
Testing with classes of bad data

In unit testing the program unit that make up the system are tested individually. Unit testing
focuses first on the modules, independent of one another to locate errors. Here in Hostel
Management System unit testing contains testing like user registration test, login test, user
updating test, search records test etc. This enables to detect error in coding and the logic
within the module alone. This testing is also used to ensure the integrity of data stored
temporarily.

Integration Testing

Integration testing is systematic technique for constructing the program structure, while at the
same time conducting test to uncover errors associated with interfacing. That is the program
is constructed and tested in small segments, which makes it easier to isolate and correct.

Invalid modules are invariably related to one another and interact in a total system. Each
portion of the system is tested against the entire module with both testing and live data before
the entire system is ready to be implemented. When the individual modules were found
works satisfactory, the system integration test was carried out. Data was collected in such a
way that all program paths could be covered. Using these data a complete test was made. All
outputs were generated. Different users were allowed to work on the system to check its
performance.

Validation Testing
At the culmination of the integration testing, the software was completely assembled as
package, interfacing errors have been uncovered and a final series of software validation
testing began. Here we test the system functions in manner that can be reasonably expected
by customer, the system was tested against system requirement specification. Different
unusual inputs that the users may use were assumed and the outputs were verified for such
unprecedented inputs. Deviation or errors discovered at this step are corrected prior to the
completion of this project with the help of user by negotiating to establish a method for
resolving deficiencies. Thus the proposed system under consideration has been tested by
using validation testing and found to be working satisfactorily.

Test Results

The primary goal of software implementation is the production of source code that is easy to
read and understand. Clarification of source code helps in easier debugging, testing and
modification. Source code clarification is enhanced by structural coding techniques, by good
coding style, by appropriate supporting documents, by good internal comments and by the
features provided in the modern programming language.

In our implementation phase, source code contains both global and formal variables. It
contains predefined functions as well as the user defined functions. The result of the new
system is compared with the old system and supposes the result is wrong the error must be
debugged.

After the acceptance of the system by the user, the existing system must be replaced by this
new system. Any user can work in this package very easily. It does not require any intensive
training for the user. Procedures and functions in the system are very simple that anyone can
understand and correspondingly act to the system with no difficulty.