PROJECT REPORT

On
E-Hostel
In partial fulfilment for the award of the degree

Of

BACHELOR OF ENGINEERING
IN
COMPUTER SCIENCE AND ENGINEERING

Under the guidance of Submitted by

Dr. Manminder Singh Manohar Suman (GCS - 1830054)
Associate Professor Sumit Kumar (GCS – 1830024)
CSE Department Donaldson Kurabh (GCS - 1830073)

SANT LONGOWAL INSTITUTE OF ENGINEERING AND TECHNOLOGY,

LONGOWAL – 148106, DISTRICT- SANGRUR, PUNJAB, INDIA
June, 2021
 CERTIFICATE
This is to certify that this project report entitled “E-Hostel” by Manohar Suman (GCS-1830054),
Sumit Kumar (GCS-1830024) and Donaldson Kurabh (GCS-1830073) submitted in partial
fulfillment of the requirements for the degree of Bachelor of Engineering in Computer Science &
Engineering of the Sant Longowal Institute of Engineering & Technology during the
academic year 2020-2021, is a bonafide record of work carried out under my guidance and
supervision.

Under the guidance of Submitted by

Dr. Manminder Singh Manohar Suman (GCS - 1830054)
Associate Professor Sumit Kumar (GCS – 1830024)
CSE Department Donaldson Kurabh (GCS - 1830073)

…………………………….
Signature
 ACKNOWLEDGEMENT

I wish to express my heartfelt gratitude to the all the people who have played a crucial role in the
research for this project, without their active cooperation the preparation of this project could not
have been completed within the specified time limit.

I am thankful to my respected Mentor, Dr. Manminder Singh for guiding and motivating me to
complete this project with complete focus and attention.

I am also thankful to Komal ma’am & all teachers who supported me throughout this project
with utmost cooperation and patience and for helping me in doing this Project.
 ABSTRACT

“E-Hostel” is software developed for managing various activities in the hostel. For the past few
years the number of educational institutions is increasing rapidly. Thereby the number of hostels
is 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 users friendly and more GUI oriented. We can
improve the efficiency of the system, thus overcome the drawbacks of the existing system.
 Contents

List of Figures............................................................................................... 6

Introduction.................................................................................................. 7

Literature Review...................................................................................... . 8-10

Problem Definition .................................................................................... 11

Objectives………………............................................................................ 12

Methodology……………………………………………………………13-16

Tools & Technology Used……………….................................................. 17

Hardware & Software Requirements........................................................18

DFD………………………………………………………………………..19

Results & Screenshot............................................................................ 20-28

Conclusion....................................................................................................29

Future Scope................................................................................................30

References....................................................................................................31
 List of Figures

Figure 1 DFD …….....................................................................................19

Figure 2 Home Page ..................................................................................20

Figure 3 Sign up Page ...............................................................................21

Figure 4 Log in Page .................................................................................22

Figure 5 Main Dashboards .......................................................................23

Figure 6 Student Modules ........................................................................24

Figure 7 Student Info ................................................................................25

Figure 8 Room Modules ............................................................................26

Figure 9 Room Info ...................................................................................27

Figure 10 Staff Module ...............................................................................28

 Introduction

In our current era of automated systems with it being either software or hardware, it’s not
advisable to be using manual system. Hostels without a management system are usually done
manually. Registration forms verification to other data saving processes are done manually and
most at times, they are written on paper. Thus a lot of repetitions can be avoided with an
automated system. The drawbacks of existing systems lead to the design of a computerized
system that will help reduce a lot of manual inputs. With this system in place, we can improve
the efficiency of the system, thus overcome the drawbacks of the existing manual system. 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 years before. This system gives an
idea about how a student and fee details, room allocation, mess expenditure are maintained in a
better way. The hostel management system will also contain special features like how many
students are in a room, student’s id and free rooms or space available. The administration has a
unique identity for each member as well as students details.
 2. Literature Review
The development of hostel management system seeks solve the challenges that are experienced
by the current manual system. Some of the challenges are redundancy, data security, too much
paper work, data retrieval and inaccuracy. This proposed system will computerise most of the
operations in the Tuk and other organization with hostels
in an attempt to review existing literature. I came across a number of similar products that are in
use in many colleges worldwide. Some of them are described below:

College Hostel Management Software – It is developed by Initio has six modules such as the
library module, the transport module, the hostel module, the inventory/store module, the enquiry
module and the visitors tracking module. It offers information on the building, rooms and
students.
Microbes Hostel system is another software product that automates the hostel facility
management exercise. It has several compelling features like powerful reservation management,
synchronization of computers, reception and cash box administration, point of sale, accounts
statistics and reports.
Loventis booking system is another innovation from Loventis systems (2005). It has features
like property management system (PMS), channel manager and booking engine, plug and play.
In addition, Indocon micro engineers limited developed Hostel management software with
special features such as customizing technology, revenue management, integrated web booking
engine and interfaces to all booking.
According to (Stein, 2006) an organization or institution can’t be competitive or successful
today’s business without computer system that can make operations efficient and easy to run.
Automated systems reduce the workload and paperwork experienced by the current manual
system. It’s clear that computerised system is needed in institution and organizations to make
operations efficient and improve customer experience.
Despite advancement in technology, there are institutions and organization which still use
manual system to keep records and other operations in the hostel. Though (Griffin, 2011) stated
that many organizations can still function quite well with manual system using paper documents,
it’s still considered high risk and inaccurate. Therefore the hostel management system will
automate the current system to reduce this high risks and inaccuracy.
The difference between computer and manual execution of job as stated by (Watford, 1998) is
that computers perform tasks much faster than humans. To stress this (O’Connor, 2000)
describes that the accuracy of computer highly reduces mistakes and maintains high accuracy
level hence customer satisfaction and easy control of hostel operations.
According to (O’Connor, 2000) the computer systems have greater benefits and advantages than
the manual system because of its mode record keeping, speeding, no repetition of data
and accuracy. As per (Griffin 2011) and (O’Connor 2000) it’s evident that computer systems are
more accurate and appropriate compared to human or manual system.
(Dutta, 1994) wrote that in automated systems the user, in this case the administrators have the
ability to make “quick, well timed and informed decisions.
In manual system there cases of religions of data, according to (M, Deepika, Achitra, 2010) the
automated system reduces data redundancy and that is exactly what this proposed system is all
about. To meet the needs of the users, an efficient management system is required to run
operations of any organization and institutions like to keep records, information and attendance
(Feurstein, 2009).
Now days there is rational data base management system (RDBMS) these systems makes storing
,retrieval of data more efficient(Heuer 1993).on the other hand (Gennick 2000) stated that getting
good information from database is by choosing the right data.
Managing institutions that have hostel have always been tedious and challenging for admin.
This proposed system seeks to change this scenario. Some of the benefits of this new system
compared to manual system are:
1. The lower cost of management that comes with it. This system will be designed to reduce the
cost of paperwork and reduce the number of people managing stuff.
2. The system will offer a common platform for admin to share information and notices
regarding the exams and admission by the allowing management to create a virtual notice board.
3. Increased transparency in this proposed system will ensure transparency of records and data
maintenances.
EXISTING SYSTEM:
The existing system is manual based and need lot of efforts and consume enough time. In the
existing system we can apply for the hostels online but the allotment processes are done
manually.
DISADVANTAGES:
More human power
More strength and strain of manual labour needed
Repetition of same procedure.
Low security.
Data redundancy.
Difficulty to handle.
Difficulty to update data.
Record keeping is difficult.
Backup data can be easily generated.

PROPOSED SYSTEM:
This project is aimed at developing a system for keeping records and showing information about
or in a hostel. This system will help the hostel officer to be able to manage the affairs of the
hostel. This system will provide full information about a student in the hostel. It will show rooms
available or not and number of people in a particular room. This will also provide information on
students who have paid in full or are still owing. This system will also provide a report on the
summary detail regarding fees and bills students are owing. Also included is a user module for
employees or the hostel officer. There will also be an administrator module which will accessed
by the administrator and has the ability to delete, add and edit employee records. This system
will be developed based on Software Development Life Cycle (SDLC) with MERN stack i.e.
MongoDB, Express.js, React.js, Node.js. MERN stack is good for the development and design of
web based programs.
 Problem Definition
There are a lot of drawbacks in keeping and maintaining a hostel. Especially with a manual
system. Since most hostels are being run by only one hostel manager, the numbers of students in
a room are sometimes not known by the officer. He has to go room by room to ensure that a
room is occupied or not. Sometimes people may be owing in the hostel and they are saved on
papers or huge notebooks, and sometimes receipts. If the books should go missing or stolen, one
would never be able to know if a student is owing or not. Room allocation also becomes a
problem as the officer might not know which rooms are available or not. And some hostels have
a lot of rooms or have mare storeys and it would be very tedious to go through all storeys in
search of a free room for an applicant. Also the officer might not know the number of students in
a room or know if a room is full or not.
 Objectives

To make it easier for data collection, storage and referencing reliable.

To maintain the students as hostellers and waiting list students separately.
To process allotment list.
 Methodology

Backend
Node.js is used as a server-side technology. Node.js is a server-side platform built on Google
Chrome's JavaScript Engine (V8 Engine).
Here is how Node.js handles a file request:
 Sends the task.
 Ready to handle the next request.
 When the file system has opened and read the file, the server returns the content to the
client.
Node.js eliminates the waiting and simply continues with the next request.
Node.js runs single-threaded, non-blocking, asynchronously, which is very memory efficient.

Although Node.js is capable of creating the server and handling requests on itself, Express is a
minimal and flexible Node.js web application framework that provides a robust set of features
for web and mobile applications provides a thin layer of fundamental web application features. A
myriad of HTTP utility methods and middleware at your disposal, creating a robust API is quick
and easy. With a myriad of HTTP utility methods and middleware at disposal, it helps to create a
robust API very quickly and easily. The back-end of the Hostel Management System is built
using RESTful API architecture using Express with Node.js.
Authentication
JSON Web Token (JWT) is an open standard (RFC 7519) that defines a compact and self-
contained way for securely transmitting information between parties as a JSON object. This
information can be verified and trusted because it is digitally signed. JWTs can be signed using a
secret (with the HMAC algorithm) or a public/private key pair using RSA or ECDSA.
In authentication, when the user successfully logs in using their credentials, a JSON Web Token
will be returned. Whenever the user wants to access a protected route or resource, the user agent
should send the JWT. The server's protected routes will check for a valid JWT in the
Authorization header, and if it's present, the user will be allowed to access protected resources.
Database
MongoDB is a cross-platform document-oriented database program. Classified as a NoSQL
database program, MongoDB uses JSON-like documents with the schema. MongoDB scales
horizontally using sharding. The user chooses a shard key, which determines how the data in a
collection will be distributed. The data is split into ranges (based on the shard key) and
distributed across multiple shards. (A shard is a master with one or more replicas.). Alternatively,
the shared key can be hashed to map to a shard – enabling an even data distribution. MongoDB
can run over multiple servers, balancing the load or duplicating data to keep the system up and
running in case of hardware failure.
A record in MongoDB is a document, which is a data structure composed of field and value
pairs. MongoDB supports a rich query language to support read and write operations (CRUD).
Frontend
 UI
React is used to build the User Interface of the Hostel Management System. React makes it
painless to create interactive UIs. Design simple views for each state in your application, and
React will efficiently update and render just the right components when your data changes.
Declarative views make your code more predictable and easier to debug. Since component logic
is written in JavaScript instead of templates, you can easily pass rich data through your app and
keep the state out of the DOM.
 State Management
Redux is used as a state management library for Hostel Management System Redux is an open-
source JavaScript library for managing application state. Redux helps us write applications that
behave consistently, run in different environments (client, server, and native), and are easy to
test. Redux helps in using the same data at multiple places without having duplicates by
maintaining an application-level state from where any component can get the desired data. When
the application level state is updated by redux, the data in the front-end automatically updates as
the components are using the data from redux. This helps to keep data persistent throughout the
app.

Testing
Jest is a JavaScript testing framework designed to ensure the correctness of any JavaScript
codebase. Tests are designed to check if the correct data is fetched and correct data is added to
the database. Along with checking the correctness, the incorrect data is not added to the database
is also tested with authenticated routes included.
 Technology or any specific tool to be used

This Task Management Application is build using the following Technology:

 MongoDB
MongoDB is a document database with the scalability and flexibility that you want with the
querying and indexing that you need.
 Express
Express is a minimal and flexible Node.js web application framework that provides a robust
set of features for web and mobile applications.
 React.js
React is a declarative, efficient, and flexible JavaScript library for building user interfaces. It
lets you compose complex UIs from small and isolated pieces of code called “components”.
 Node.js
Node.js is a platform built on Chrome's JavaScript runtime for easily building fast and
scalable network applications. Node.js uses an event-driven, non-blocking I/O model that
makes it lightweight and efficient, perfect for data-intensive real-time applications that run
across distributed devices.
Some Tools are:
 Visual Studio Code
Visual Studio Code is a lightweight but powerful source code editor which runs on your
desktop and is available for Windows, macOS and Linux. It comes with built-in support for
JavaScript, TypeScript and Node.js and has a rich ecosystem of extensions for other
languages (such as C++, C#, Java, Python, PHP, Go) and runtimes (such as .NET and Unity)
 MongoDB Compass
MongoDB Compass is a GUI to explore, analyze, and interact with the content stored in a
MongoDB database without knowing or using queries. Compass a GUI alternative to
the Mongo shell, which we’ve previously discussed. MongoDB Compass is an open-source
tool.
 Hardware / Software requirements

Hardware Requirements
 OS: Windows, MacOS or a popular Linux distribution like Ubuntu

 Processor: 2.7 GHz Intel Core i5

 Memory: 4 GB RAM

 Storage: Around 500MB of free space for project files.

Software Requirements

 Operating system: Any modern version of MacOS, Windows, or Linux

 Browser: Any modern browser such as Chrome, Firefox, Safari, Opera, etc.

 A code editor or IDE such as Visual Studio Code.

 Node.js – Current recommended version and a package manager i.e. npm.

 React.js – Current recommended version

 MongoDB installed
Data Flow Diagram
 Results and Screenshots

1. Home Page

This is the Home Page of E-Hostel consist of two Buttons Sign up & Log in.
2. Signup Page

This is Sign up page. For Sign up it needs Username, Email & Password.
3. Login Page

This is a Login Page.

 Email and a password are required to Login.

 All future authentications are done through the email address and password provided at
the time of sign up.
4. Main Dashboard

This is a Dashboard page of E-Hostel.

The E-Hostel software comprises of many sections as shown in Fig 4. Each has its own
functions which to help to manage things like mess bills, student details, employee details
and many others.
5. Student Module

This is a Student Module.

Under the Student Modules Section, you can –

a) View Records of each student batch-wise.

b) Add new Student Records.

c) Delete Student Records.

d) View and update the attendance status (Absent/Present) of a particular student.

e) Search Records of a Student with three options for keys:

 Student ID
 Room Number
 Attendance Status
6. Student Info

Here we can add student according to Batch wise.

We can add following information of student:

 Name
 Email
 Reg. ID
 Block
 Room No
 Gender
7. Room Module

Here is the Room Module in which Whole hostel is divided into 4 Section.
Here we can Add and Check Info regarding Room according to Blocks.
8. Room Info

This is the Room Information Page where we can see room maintains records.

Room maintenance records:

 View all Maintenance (cleaning/repair) Records block-wise.

 Add a new Maintenance Record.
 Delete Maintenance Records.
9. Staff Modules

Staff Modules:

Under the Staff Information section, you can –

 View Records of all the hostel staff.

 Add new Employee Records.
 Delete Employee Records.
 View and update the availability status (Available/Unavailable) of a particular employee.
 Conclusion

To conclude the description about the project. The project is developed using MongoDB,
Express.js; React & Node.js is based on the requirement specification of the user and the analysis
of the existing system, with flexibility for future enhancement. E-Hostel is very useful for hostel
allotment, Room & staff management. This E-Hostel software is designed for people who want
to manage various activities in the hostel. For the past few years the numbers of educational
institutions are increasing rapidly. Thereby the numbers 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 users friendly and more GUI oriented.
 Future Scope

Add the day-to-day attendance of students.

Time and room-based filter and search for cleaning/repair activities.
Students Complaint Record.
 REFERENCES

https://reactjs.org/tutorial/tutorial.html
https://nodejs.org/en/docs/
https://docs.mongodb.com/
https://www.w3schools.com/nodejs/nodejs_mongodb_create_db.asp
https://www.w3schools.com/nodejs/
https://www.freecodecamp.org/learn/javascript-algorithms-and-data-
structures/basic-javascript/
https://www.youtube.com/watch?v=IIpiLZGTWuo&list=PLwGdqUZWnOp00IbeN
0OtL9dmnasipZ9x8
https://www.youtube.com/watch?v=DLX62G4lc44
https://scrimba.com/learn/learnreact
https://www.youtube.com/results?search_query=namaste+javascript

K.A. Muhammed Shaheer, A. Muhammed Shiras, R. Vinod Raj, G.V Prashobh (2009).
Project Report on Hostel Management System.

R. Radhakrishhan, P.A Rinsha, R Roopersree (2014). Online Hostel Management

System: Mini Project.

GIS Based Hostel Management System for Punjab University.

Shaw m, 2002-international journal of technology

College Hostel Management Software by Initio (2010).

Indocon Hostel Management Software by Indocon Micro Engineers Limited .