Hostel management system

Objective of the Project

As the name specifies “HOSTEL MANAGEMENT SYSTEM” is a software developed for managing
various activities in the hostel.
For the past few years the number of educational institutions are increasing rapidly.
Thereby the number of hostels are also increasing for the accommodation of the students studying in
this institution.
And hence there is a lot of strain on the person who are running the hostel and software’s are not
usually used in this context.
This particular project deals with the problems on managing a hostel and avoids the problems which
occur when carried manually.
Identification of the drawbacks of the existing system leads to the designing of computerized system
that will be compatible to the existing system with the system which is more user friendly and more
GUI oriented. We can improve the efficiency of the system, thus overcome the drawbacks of the
existing system.
Less human error
Strength and strain of manual labor can be reduced
High security
Data redundancy can be avoided to some extent
Data consistency
Easy to handle
Easy data updating
Easy record keeping
Backup data can be easily generated
Save cost
Save work of staff, students
Reduce cost of paper, staff pay
INCREASE MOTIVATION OF THE STUDENTS IN HOSTALIZATION.

Software Requirements
XAMPP server
Language Used
Front End (User Interface) HTML 5, CSS, JAVASCRIPT
Server Language PHP 5.5
Backed End MYSQL
Abstract:
The existing system is a manually maintained system. All the hostel student details are entered into
records manually. Separate records are to be maintained for the details of each student, fee details,
room allocation, attendance etc. All these details are entered and retrieved manually. We have
researched on many software in internet, related our field and we have found that database
management system is less used for hostel management but it is used in other fields. Most of them
were web-based .System like library management, hospital management, student management etc.
are used a lot. In Library Management System, system used to manages the catalog of a library.
This helps to keep the records of whole transactions of the books available in the library. In this
system we found many admin panel those who were library staffs. In Hospital management System,
system tracks its day-today activities & records of its patients, doctors, nurses, and other staff
personals that keep the hospital running smoothly & successfully. Description of our project like
other system, we can store information. This Hostel Management System is developed in context of
the hostel management team which helps them to save the records of the students about their room
and all other necessary things. This solution is developed on the plight of the hostel management
team through this they cannot require so efficient person to handle and manage the affairs of the
students in the hostel. All you need to do is login as administrator and you can see the information
of all the students who use hostel. Identification of the problems of the existing hostel management
leads to the development of the computerized solution that will be compatible to the existing hostel
management, with the solution which is more users friendly and more GUI oriented. We can
improve the efficiency of the hostel management, thus overcome the drawbacks of the existing
management. Hence the aim of the system is to provide the computerized management system for
hostel that will transform the hostels from its manual state to a well-known designed computerized
state. Thus to say overall our software reduces the work of admin penal and also through this we
can check the personal profiles of all the current students within few minutes
 LITERATURE REVIEW
Existing System
The existing Hostel Management System of Govt. Islamia Collsege Civil lines, Lahore is a
manually maintained system. All the hostel student details are entered into records manually.
Separate records are to be maintained for the details of each student, fee details, room allocation,
attendance etc. All these details are entered and retrieved manually.
We have researched on many software in internet, related our field and we have found that database
management system is less used for hostel management but it is used in other fields. Most of them
were web-based. System like library management, hospital management, student management etc.
are used a lot.
In Library Management System, system used to manages the catalog of a library. This helps to
keep the records of whole transactions of the books available in the library. In this system we found
many admin panel those who were library staffs.
In Hospital management System, system tracks its day-to-day activities & records of its patients,
doctors, nurses, and other staff personals that keep the hospital running smoothly & successfully.

Previous Related Software Packages

CloudBeds is a cloud based software for the management of hostels, hotels, vacation rentals etc.
CloudBeds team says: “Perform Every Task, From Room Management To Reporting, With One
Software Suite. Properties That Use Cloudbeds Save An Average of 8 Hours Of Work Per Week.

But it had two major problems making it not suitable for giccl, which are,
 Not developed specifically for giccl.
 Requires to learn its interface before using it.

Hostel Management System for University of South Asia.

This Hostel is one of the best software to manage hostels. It supports managing high number of
student records effectively and efficiently. But unfortunately its implementation was too much
costly and it can not be used for this college.

Online Hostel Management System for University of Otago, New Zealand

University of Otago is located in New Zealand. It has a very popular system for managing hostels.
Their fame is solely due to its online feasibility. It has ability to manage up to 1,0000 students, staff
members, teachers and other employee. Students of the University can apply for hostalization
sitting in their homes. And teachers, or managers of the hostel can approve or disaprove them from
their homes. No one needs to go to the university for hostel registration.
But it had two major problems making it not suitable for giccl, which are,
 Not developed specifically for college level.
 Learning how to use it, is difficult.
 Implementation of such big program would be out of budget.

Hostel Management System for Govt. College University, Lahore

It is the most suitable program that can be implemented in giccl. But it had some issues as
 not optimized for windows.
 starts slow and requires much time to find some record from the database.
 Not beautiful GUI

Other Related Works

Ezzat F. Guirgius. A review of the hostel situation in county down. Northern Ireland
Queen Street Mental Health Centre, Toronto, Ontario, Canada.
In this article, it is shown about the hospital’s situation. In 1992, the working party was
set up to report on the hostel situation in co. down, Northern Ireland and to make
recommendations regarding future needs. The hostels have been in existence in co. down
since 1963 and have increased from four beds to 102 beds at the time of the report.

Smithey. PN (1999). Empower and Partification: A contextual analysis of resident

management in public housing, 150.

A journal has been written by Smithey.P discuss about a contextual analysis of resident
management in public housing. Resident management is a policy that allows the tenants
of the apartment to act wisely fully to settle the community problem, gain the support
from public and some funding. By using black empowerment cities as a research,
Smithey find out a suitable way to manage resident in public housing. By using this
journal, one can know what was needed in an apartment or hostel for students to live and
what are the requirements for a good resident.
Bowman k. (2007) A new role for student housing, revitalizing a mid-sized city core,
174.
The journal has been written by Bowman K. the journal discusses about students
residence. The survey from 380 respondents’ shows 1.6% expressed a desire to live in a
student residence. Majority of students’ response indicate that they want to choose their
own living environment than dormitory standard space. The other results shows that they
would like to add the parking lot, restaurants and grocery store as the additional facilities
at their resident. The apartments that are provided to students have occupancy range from
one to four people. The individual rooms were organized suitable to the student’s
activities in their rooms.
Pulvis C.L. (2008). The ecological footprint of hostel tourists in Ontorio and Quebec.
This journal had been written by Pulvis C. and it discusses about hostels survey. This
survey required detailed information on sample hostels. The survey was designed
appropriately to collect the information about the hostel. A qualitative questionnaire was
designed to get their opinion about the sample hostels. The collected information includes
the occupants, the month that gets higher occupants, and the facilities of the sample
hostels. After the survey, the manager will make the analysis about the sample hostels.
JE Calmeyer & GJ Delport. (2002). The modelling and control of hot water consumption
in residential hostels. Centre for new electricity studies, department of electrical and
electronics engineering University of Pretoria, South Africa.
This paper describes the models that have been developed for the design of control of hot
water consumption of the residential hostel at the University of Pretoria. It is based on
15
1999 tariff rates. Hot water load capacity is available to be controlled on main campus
alone. In the optimal control of the hot water cylinders, stratification of hot water in the
cylinder is not considered.

Description of our project

Like other system, we can store information. This Hostel Management System is developed in
context of the hostel management team which helps them to save the records of the students about
their room and all other necessary things. This solution is developed on the plight of the hostel
management team through this they cannot require so efficient person to handle and manage the
affairs of the students in the hostel. All you need to do is login as administrator and you can see the
information of all the students who use hostel. Identification of the problems of the existing hostel
management leads to the development of the computerized solution that will be compatible to the
existing hostel management, with the solution which is more users friendly and more GUI oriented.
We can improve the efficiency of the hostel management, thus overcome the drawbacks of the
existing management. Hence the aim of the system is to provide the computerized management
system for hostel that will transform the hostels from its manual state to a well-known designed
computerized state. Thus to say overall our software reduces the work of admin penal and also
through this we can check the personal profiles of all the current students within few minutes.
Literature Review

Information system is a system, automated or manual, that comprises people, machines,

and or methods organized to collect, process, transmit, and disseminate data that
represent user information. (Wikipidia)

According to John Cooper, Jane Sullivan, (2003), failure of

the information systems can cause a major loss of service, and so their
dependability is a
major concern.
 SCOPE
Scope of this online system is in every hostel modular business or hostel systems to manage data &
system as dynamically by web access.
The administrative persons can generate monthly reports by admin login to manage hostel scenario
and future possibilities as access would be easy.
In Future, we can also enhance business possibilities in the current market area.
It can manage hostel inventories online as in web based.
It can enlarge flexibilities in the existing system with web based user interactive interface.
In an future, this system can be extended up to accept the online fee payments as with source of net
banking and also can do analysis on the hosteller mess reviews and payment records of mess.
It can also serve the feedback system to each visitor or guest for rating and review of features of the
hostel.
Feasibility Study:
A feasibility study describes whether or not the proposed system is worthwhile. A short focused
study of hostel management system project report checks
The assessment is based on an outline design of system requirements in terms of Input, processes,
Output fields, programs and procedures. This hostel can be quantified in term of volumes of data
trends, frequency of updating etc. in order to estimate whether the new system will perform
adequately or not. Considering our project if is technically feasible.
It also provide the definition of the problem with the alternative solution and their benefits.
Required resource" cost and delivery date. Following questions need be answered:
If the system contributes to organizational objectives? If the system can be engineered using
technology and within budget? If the system can be integrated with other systems hostel
management system project report are used. Facts considered in the feasibility analysis were?
There are three types of feasibility study:
Technical feasibility
Economic feasibility
Behavioral feasibility

Economic Feasibility
Sr. No. Details Rupees PKR

1 Computer 25000
1. Laptop

2 Required Software: 6000

1. Microsoft Windows 10
2. Sublime text
3. MS Word
4. XAMP, WAMP

3 Paper work cost 300

4 Miscellaneous 1000

Cost: 29300 per

Technical Feasibility Analysis
Hardware
Hardware requirements includes following
Any computer (dual core' laptop etc.)
RAM 4GB ddr3
Printer
Peripherals (mouse and Keyboard)

Software
It include following program:
Operating System
Sublime Text
REFERENCES
1.
2. Whitten, Bentley, and Wittman. 2004. System
Analysis and Design Methods (5th end). McGraw-
Hill: New York, NY.
PerlScriptsJavaScripts.com. 2006. “MySQL
Tutorial, Database Commands, Beginners Guide”.
http://www.perlscriptsjavascripts.com/tutorials/mys
Qi/index.html. Accessed 2/3/06.
3. HTML Elements. W3schools. Retrieved 3/16/15.
4. CSS Introduction. W3schools. Retrieved 3/16/15.
5. Xhtml.com. Retrieved on 5/16/12.
6. MySQL: Project Summary. Black Duck Software.
Retrieved 9/17/12.
7. PHP Manual: www.php.net
8. PHP for Windows: php.net. Retrieved 10/29/13.
https://wikipedia.org/wiki/PHP
9. https://wikipedia.org/wiki/HTML
10. https://wikipedia.org/wiki/CSS
11. https://wikipedia.org/wiki/MySQL
12. Seguin O. Latino and et al. 2014. “Development
Of an Automated Hostel Facility Management
System”. Journal of Science and Engineering. 5
(1): 1-10.