EVEREST ENGINEERING COLLEGE

(Affiliated to Pokhara University)

Sanepa-2, Lalitpur

[Subject Code: CMP 290]

A MINOR PROJECT PROPOSAL ON

“HOSTEL MANAGEMENT SYSTEM”

Submitted by
NABIN KUMAR BAMMA [18120047]
RABIN KUMAR MANDEL [18120061]
SANTOSH CHAPIGAIN [18120076]
SUSIL KUMAR SHRESTHA [18120091]

Submitted to

Department of Engineering

07, 2019
 ABSTRACT

“HOSTEL MANAGEMENT SYSTEM” is software developed for managing various activities

in the hostel. For the past few years the number of educational institutions is increasing rapidly.
There by the number of hostels are also increasing rapidly day by day for the accommodation
of the students studying in the 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 project deals
with the problem on the managing a hostel and avoid 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.

Key Words: GUI

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 TABLE OF CONTENTS

ABSTRACT .................................................................................................................... i

LIST OF FIGURES ...................................................................................................... iv

LIST OF TABLES ......................................................................................................... v

CHAPTER 1: INTRODUCTION ............................................................................ 1

1.1 Background ...................................................................................................... 1

1.2 Problem Statement ........................................................................................... 2

1.3 Objectives of project ........................................................................................ 2

1.4 Project Features ................................................................................................ 2

1.5 Feasibility Analysis .......................................................................................... 2

1.5.1 Economic Feasibility ............................................................................... 3

1.5.2 Technical Feasibility ................................................................................ 3

1.5.3 Operational Feasibility ............................................................................. 4

1.6 System Requirement......................................................................................... 4

1.6.1 Software Requirement ............................................................................. 4

1.6.2 Hardware Requirement ............................................................................ 4

CHAPTER 2: LITERATURE REVIEW ................................................................. 5

CHAPTER 3: METHODOLOGY ........................................................................... 6

3.1 Introduction ...................................................................................................... 6

3.2 Hardware and software requirement ................................................................ 6

3.2.1 Hardware requirement ............................................................................. 6

3.2.2 Software requirement ............................................................................... 7

3.3 Proposed system analysis ................................................................................. 7

3.4 Proposed system design.................................................................................... 8

3.5 Proposed project block diagram ....................................................................... 9

CHAPTER 4: RESULTS AND ANALYSIS ........................................................ 11

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 4.1 Expected Output. ............................................................................................ 11

4.2 Budget Analysis ............................................................................................. 12

4.3 Work Schedule ............................................................................................... 13

REFERENCES ............................................................................................................ 14

iii
 LIST OF FIGURES

FIGURE PAGE

Figure 3.1 Flow Chart diagram for Hostel Management System .............................................. 8
Figure 3.2 Block Diagram for Hostel Management System ...................................................... 9
Figure 4.1 Expected output for Home page ............................................................................. 11
Figure 4.2 Gantt chart .............................................................................................................. 13

iv
 LIST OF TABLES

TABLE NAME PAGENO.

Table 4.1Budget Analysis ........................................................................................................ 12

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 CHAPTER 1: INTRODUCTION

The project hostel management system is a system for managing the various
activities in the hostel. It can manage the hostel information. It can manage the
student information, room allocation details, fee details and employee details of the
hostel. It is also used to generate reports of the student details, fee details of student.
It can also keep track of the number of students in the room and availability of the
room. The main purpose of the project hostel management system is to manage the
details of beds, hostel, rooms, allocates, rent. It manages all information about beds,
payment, rent etc.

1.1 Background

This Hostel Management System is developed in favor of the hostel management

team 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 information about those ones who had left
the hostel years before.

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 to login as administrator and you can see
the information of all the students who have obtained and registered their hostel
form, click verify to ascertain their eligibility and allocate them to the available
hostel.

Identification of the problems of the existing hostel management leads to the

development of 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.

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1.2 Problem Statement

The old system of keeping records in hostel was paper file system. On which
records are kept in a paper file by hand. There were many problems such as security,
slowness, calculation errors, storage place, backup of records, redundancy and
many more.

• Lack of security
• Time consuming
• Consumes large volume of paperwork.
• lack of time management.
• Lack of storage.
• Implementation and monitoring.

1.3 Objectives of project

 To make the present manual system more interactive, speedy and user
friendly

1.4 Project Features

 Long term storage of records

 High accuracy in calculation.

 Efficiency in modification, sorting and retrieval of data.

1.5 Feasibility Analysis

It aims to objectively and rationally uncover the strengths and weakness of the
existing software, opportunities and threats as presented by the environment, the
resources required to carry through, and ultimately the prospects for success.

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1.5.1 Economic Feasibility

For any system if the expected benefits or exceed the expected costs, the system
can be judged to be economically feasible. In economic feasibility, costs benefit
analysis is done in which expected costs and benefits are evaluated. Economic
analysis is used for evaluating the effectiveness of the project system.

In economic feasibility, the important is cost benefit analysis. As the name suggests,
it is analysis of the costs to be incurred in the system and benefits derivable out of
the system.

When it comes to HOSTEL MANAGEMENT SYSTEM project, the project is

privately sponsored by the organization. Sponsoring such as a project will not be a
problem for the organization as this S/W will decrease the time of various operation
and working of hostel by providing an automated system which takes lesser time to
compare to other means. The project will enable user to perform all the operation
of the hostel quickly and correctly without any problem.

1.5.2 Technical Feasibility

The assessment is based on an outline design of system requirement in term of input,

processer, output, field, programs and producers. This can be qualified in term of
volumes of data, trends, frequency of updating etc. in order to estimate whether the
new system will perform adequately or not. Technological feasibility is carried out
to determine whether the company has the capacity, in term of the projects when
writing a feasibility report, the following should be taken to consideration.

 A brief description of the business

 The part of business being examined

 The human and economic factor

 The possible solution to the problem

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1.5.3 Operational Feasibility

The user must know about the operation of software product to use it in the efficient
way. Thus, the process of operation must be pre-defined in many ways. Such as
training, meeting, presentation demo etc. Since the system is being in user friendly
way, the new students/employee within a time can master it and use it easily. We
can give training to the customers if there is some difficulty for customer in using it.

1.6 System Requirement

1.6.1 Software Requirement

The operating system on which it can run are windows, Linux etc. As well as it runs
on general browsers like Mozilla Firefox and chrome as a browser. Also, the
programming language PHP is used for the development. It uses the database
MYSQL. During the documentation we also use software like Microsoft word,
Microsoft Visio for the creation of flowchart and block diagram.

1.6.2 Hardware Requirement

Hardware consists of the Pentium III 630MHz processor or more, and RAM of 128
MB or more. A general PC is enough for it which supports the developer interface.
A general mouse, keyboard and a monitor are enough for it.

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 CHAPTER 2: LITERATURE REVIEW

Hostel management system development using PHP program has lots of codes,
Using Internet in gathering information partially contributed to the success of this
project. Since PHP is an open source program, development of hostel management
system was not too difficult. However, thanks to the cyber world (Internet) that
makes it possible to study and make comparison in needs of some code function.

Numbers of hostel management system documents were examining and compare to

the need 0f Rufus Gina Polytechnic proposed hostel management system. For
instance, Hostel Management System by Cochin University of Science and
Technology Division of Computer Engineering Centre for Engineering Studies
Cochin-682022, help in my initial research of hostel management system
application. [1]

Among other web site that was used in my research is freesourcecode.com.

It provided me with different codes which I used in the development of this
program

Using of textbooks and journal on the net was also a great source of information
and assistance in realizing the goal of this project. For instance, "A review of PHP
compilers and their outputs" Favre, Nicolas (2010-02-16) gave a good layout of
product design. Also, Personal Home Page Tools (PHP Tools) Leadoff, Rasmus
(1995-06-08), was very helpful and supportive in the product development of the
pages of this project.[2]

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 CHAPTER 3: METHODOLOGY

3.1 Introduction

The methodology adopted for this research work is object-oriented methodology (OOM). We
live in a world of objects. These objects exist in nature, in man-made entities, in business, and
in the products that we use. They can be categorized, described, organized, combined,
manipulated and created. Therefore, an object-oriented view has come into picture for creation
of computer software. This methodology asks the analyst to determine what the objects of the
system are, how they behave over time or in response to events, and what responsibilities and
relationships an object has to other objects. OOM of building systems takes the objects as the
basis, Firstly, the system to be developed is observed and analyzed and the requirements are
defined. Secondly, the objects in the required system are identified e.g. students, admin,
computer systems etc. in simple terms, OOM is based on identifying the objects in a system
and their interrelationships.

3.2 Hardware and software requirement

3.2.1 Hardware requirement

 Minimum 350MB Hard Disk space for installation

 4GB HD space required for a typical live system with 1000-2000 events

 Recommended minimum CPU - Pentium 4, 3.2GHz

 Recommended 1GB RAM for a Central Server with 3 Nodes

 Network card

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3.2.2 Software requirement

The software is the non-physical part of the system that uses the hardware
components to successfully run the system that has been built. The system must
have word processor. The system will run under windows operating system

Different software we used are:

PHP is the most popular scripting language for web development. It is free, open
source and server-side (the code is executed on the server).

MYSQL is an open source relational database management system (RDBMS) based

on Structured Query Language. MySQL runs on virtually all platforms, including
Linux, and Windows. Although it can be used in a wide range of applications,
MySQL is most often associated with web applications.

XAMPP stands for Cross-Platform (X), Apache (A), MariaDB (M), PHP (P) and
Perl (P). It is a simple, lightweight Apache distribution that makes it extremely easy
for developers to create a local web server for testing and deployment purposes.

Once XAMPP is active, you can access your local copy with a browser using an
URL like:

http://localhost/

3.3 Proposed system analysis

Systems analysis is a process of collecting factual data, understanding the processes

involved, identifying problems and recommending feasible suggestions for
improving the functionality of the system. This involves studying the business
processes, entity relationships gathering operational data, understand the
information flow, finding out bottlenecks and evolving solutions for overcoming
the weaknesses of the system to achieve the organizational goals. System Analysis

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also includes decoupling of complex processes that make up the entire system,
identification of data store and manual processes.

3.4 Proposed system design

SART

HOME

No Do u have a
account?
Yes

Register for account login

No Is there a single Yes

room vacant?

Is other room Yes

See the room
avilable

No

stop Make payment

Figure 3.1 Flow Chart diagram for Hostel Management System

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3.5 Proposed project block diagram

Level 0:

LOGIN
Hostel Database
User
Management
DETAILS

Level 1:

USER VERIFY
PASSWORD
USER login Login

Level 2:

Allocates
Admitted to

USER
Pays bill to Rooms

Gives receipt to

Allocates room to Hostel

management
system
Provides services to

MESS FACILITY

Gives bill to

Figure 3.2 Block Diagram for Hostel Management System

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Working principle

Algorithm:

Step1: START

Step2: Go to Home

Step3: Do you have an account?

3.1: If yes, Login to account

3.1.1: Is there is a single room vacant?

3.1.1.1: If yes, See the room and make payment

3.1.1.2: If No, Is other room available?

3.1.1.2.1: If yes, See the room and make payment

3.1.1.2.2: No, exit

3.2: If no, register for the account and go to step 3

Step4: STOP

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 CHAPTER 4: RESULTS AND ANALYSIS

4.1 Expected Output.

 All the details related to hosteller could be fining in one place like the
admission details, fees details, room details, attendance, message
details, student details etc.

 The same system could be used by both the account section and the
hostel management for their specific needs and purposes.

 The home page of our project is:

Figure 4.1 Expected output for Home page

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4.2 Budget Analysis

Table 4.1Budget Analysis

S. N PARTICULARS QUANTITY

1. Hourly cost per programmer Rs 500

2. No. of hours per day 3 hours

3. No. of working day per weeks 4 days

4. Project Period 3 months

5. No. of programmer 4

6. Total programmer cost Rs 50,000

7. Total project cost Rs 50,000

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4.3 Work Schedule

Jul 2019 Aug 2019 Sep 2019

ID Task Name Start Finish Duration
7/14 7/21 7/28 8/4 8/11 8/18 8/25 9/1

1 Requirement gathering and analysis 7/12/2019 7/19/2019 1w 1d

2 Design 7/18/2019 7/26/2019 1w 2d

3 Coding 7/29/2019 8/21/2019 3w 3d

4 Testing 8/15/2019 8/29/2019 2w 1d

5 Implementation and Documentation 7/12/2019 9/10/2019 8w 3d

Figure 4.2 Gantt chart

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 REFERENCES

[1]Rufus Gina polytechnic purposed Krishna; S. Nagaraj (2016), “Design and

implementation of short message service (SMS) based hostel management”, 2016
International Conference on Inventive Computation Technologies (ICICT).

[2] Favre, Nicolas, Leadoff Ramus, Md.Danish Ali, Mahesh Charan N, (2016)
“Effective Hostel Management System Based on RFID in Real Time System”.

[3] https://www.ezeeabsolute.com/hostel-management-system.php

[4] Mayor Kumar Patel Grand Valley State University, 2015:

https://scholarworks.gvsu.edu/cgi/viewcontent.cgi?article=1222&context=

cistechlib

[5] ] https://www.w3schools.com/

[6] https://www.ezeeabsolute.com/hostel-management-system.php

[7] Y.-C. Zeng and C.-H. Tsai "Controllable transparency image sharing scheme
for grayscale and color images with unexpanded size”, Signal and Information
Processing Association Annual Summit and Conference (APSIPA), 2013 Asia-
Pacify, pp. 1-4, 2013

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