Project Report

A
PROJECT REPORT
ON
Hostel Management System

(Website)
SUBMITTED
TO
BHARATI VIDYAPEETH (DEEMED TO BE) UNIVERSITY, PUNE

IN THE PARTIAL FULFILLMENT OF
MASTER OF COMPUTER
APPLICATIONS SEMESTER-II (2022 - 23)
BY
Mr. Pavan Digambar Chincholkar
Mr. Chaitanya Siddhappa
Birajdar UNDER THE
GUIDANCE OF
Prof S. N. Gambhire
(B.Sc., M.C.A., M.Phil)
THROUGH
DIRECTOR
ABHIJIT KADAM INSTITUTE OF MANAGEMENT AND

SOCIAL SCIENCES, SOLAPUR
Hostel Management System 1
BHARATI VIDYAPEETH
(DEEMED TO BE ) UNIVERSITY, PUNE (INDIA)
ABHIJIT KADAM INSTITUTE OF MANAGEMENT AND SOCIAL SCIENCES, SOLAPUR
Vijapur Road, Jule Solapur, Solapur – 413 004
http://akim.bharatividyapeeth.edu
0217 – 2302016/2341353 e-mail: akim@bharatividyapeeth.edu
Name of the Student Mr. Pavan Digambar
Chincholkar Mr. Chaitanya
Siddhappa Birajdar
PRN 2223100020
2223100021
Batch 2022-23
Subject No. & Name Project
Name of Project Guide Prof. S. N. Gambhire
Project Title Hostel Management System
Project Duration 2 Months

CERTIFICATE
This is to certify that Mr. Pavan Digambar Chincholkar & Mr. Chaitanya Siddhappa Birajdar
having Exam Seat No. 2323760011 & 2323760012 are bonafide student of this Institute studying in
MCA SEM–II have completed the project report entitled “Hostel Management System” for the
partial fulfillment of the requirement of M.C.A. submitted to BHARATI VIDYAPEETH
UNIVERSITY, PUNE. He has carried out the work satisfactory.
Place: Solapur
Date:
Dr. S. B. Sawant
Director

CERTIFICATE
UNIVERSITY, PUNE. He has carried out the work satisfactory.
Place: Solapur
Date:
Dr. A. B. Nadaf
HOD, Department of Computer Application

CERTIFICATE
UNIVERSITY, PUNE.
He has carried out the work
satisfactory. Place: Solapur
Date:
Prof. S. N. Gambhire
Project Guide (Internal) External Examiner

DECLARATION
To,
The Director,
Bharati Vidyapeeth University,
Abhijit Kadam Institute of
Management And Social Sciences,
Solapur – 413004 Respected Sir,
I undersigned hereby declare that the project report entitled “Hostel Management System” written
and submitted under the guidance of Prof. S.N.Gambhire, it’s my original work. The empirical
findings in this project are based on the data collected by myself while preparing this project. I have
not copied from any other project report.
I understood that, any such copying is liable to be punished in a way the University authorities may
deem fit.
Place: Solapur
Date:
Mr. Chaitanya Siddhappa Birajdar

ACKNOWLEDGEMENT
The happiness of anything depends on what we give more than what we get. I would like
to give the words of thanks, but the words are not enough to express my deep sense of gratitude to
many persons who spread their time and efforts during the course of study work without their whole
hearted assistance and co-operation the project won’t be successful
I would like to give special thanks to our Director Dr. S.B. Sawant for giving an opportunity to
complete my project.
I got the opportunity to express my sincere thanks to project guide Prof. S.N.Gambhire for their
valuable guidance and contribution in preparing the project.
I am especially thankful to Dr. A.B.Nadaf for his valuable guidance and contribution in preparing the
project.
I also, thank to my classmates everyone of my family and all the people who helped me directly and
indirectly to complete this project.
Mr. Chaitanya Siddhappa Birajdar

INDEX
1 Introduction to the Project 9
2 Objectives of the Project 11
3 Feasibility Study 12
 Technical feasibility
 Economical feasibility
 Operational feasibility
4 Project Work Plan 13
5 Configuration Needed 14
 Hardware Specification
 Software Specification
6 Object Oriented Analysis / Structured Analysis
 DFD Diagram 15
 Use Case Diagram 17
 ER Diagram
18
7 Database design 19
8 Screens layout 22
9 Testing 34
10 Conclusion 35
11 Suggested References 36

Introduction
1.1) Existing System
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 following
drawbacks of the existing system.
 more human error.
 more strength and strain of manual labour needed
 Repetition of the same procedures.
 low security
 Data redundancy
 difficult to handle
 difficult to update data
 record keeping is difficult
 Backup data can be easily generated

·

1.2) Proposed System:
The aim of proposed system is to develop a system of improved facilities. The proposed system can
overcome all the limitations of the existing system. The system provides proper security and reduces
the manual work.
The proposed system is having many advantages over the existing system. It require less overhead
and very efficient. The proposed system deals with the mess calculation and allotment process
efficiently.
 Security of data.
 Ensure data accuracy’s.
 Minimize manual data entry.
 Minimum time needed for the various processing.
 Greater efficiency.
 Better service.
 User friendliness and interactive.
 Minimum time required.

Objective of the Project
 Maintain the students as hostellers and waiting list students
separately Process allotment list.
 Admin can send the approval notification to every approved student

via email .
 Automatically insert student’s details to the hosteller’s record when

the allotment is confirmed by the admin and deleted when vacation is
conformed or after the course end date.
 Students can register their complaints.
 Admin can edit notice board and each student can view it.

FEASIBILITY STUDY
Introduction:
The preliminary investigation tells us whether the system that we are Developing is
practical or not. The feasibility study helps in that matter. Feasibility study is a very important stage
in the system development. It helps to obtain an overview of the problem and to get rough
assessment of whether feasible solutions exist. It can define problems, objectives involved in the
project.
1. Technical Feasibility:
The technical feasibility in the proposed system deals with the technology used in the
system. It deals with the hardware and software used in the system whether they are of latest
technology or not. It happens that after a system is prepared a new technology arises and the user
wants the system based on that technology. This system use windows platform, .net as front end
technology and sql server as backend technology. Thus ONLINE HOSTEL MANAGEMENT
SYSTEM is technically feasible.
2. Economic Feasibility: -
Economic analysis is the most frequently used method for evaluating the effectiveness of a
new system. More commonly known as cost/benefit analysis. .net using visual C# and sql datdabase
easily available in internet.
3. Operational Feasibility:
The project has been developed in such a way that it becomes very easy even for a person
with little computer knowledge to operate it. This software is very user friendly and does not
require any technical person to operate .Thus the project is even operationally feasible.
Project Work Plan
For developing major software project work, I have chalked out the project development
plan as:
Project Initiation: January 2022
Tas Day to Complete(Approx)

k
Initial Discussion 5
Study of Tools 5
Analysis 1
0
Module design ,Menu , Toolbar , Interface design 1
0
Screens 1
0
Construction 1
0
Testing 5
Documentation 5
In whole project we required 60 Days.

CONFIGURATION NEEDED
 Hardware requirements:
1. Pentium IV Processor
2. 512 MB RAM
3. 40GB HDD
 Software requirements:
1. OS : Windows XP
2. PHP Triad (PHP5.6, MySQL, Apache, and PHPMyAdmin)

Data Flow Diagram

Use case Diagram

ER-Diagram

Database Design

Admin Table Structure
Courses Table Structure
State Table Structure

Registration Table Structure
Rooms Table Structure

Screens layout
User Module
User Signup
User Sign in

User Password Recovery
User Dashboard

User Profile
User Change Password

User Hostel Booking

User Booked Hostel Details
User Access log Details

Admin Login Admin Module
Admin Dashboard

Admin Profile
Admin Add Course

Admin Manage Courses
Admin edit Course Details

Admin add room
Admin Manage Rooms

Admin Edit Room Details
Manage Registered Students

Registered Student Details

User Access logs

Testing
Testing is the process of execution of the program with explicit intention of searching for errors.
A successful test is one that reveals errors in the system. Test cases are devised with normal
input. The data is created with the express intent of determining whether the system will process
it in the correct & pre-planned order. Testing is a step, which is actual usage of the system to
remove the various discrepancies present.
System is neither designed as entire system nor tested as single system. System design,
development, debugging and testing is carried out in modules. These modules are integrated to
have entire fully fledged system.
Unit Testing:
The software units in a system are modules and routines that are assembled and integrated to
perform a specific function. Unit testing focuses first on modules, independently of one another,
to locate errors. This enables, to detect errors in coding and logic that are contained within each
module. This testing includes entering data and ascertaining if the value matches to the type and
size supported by java. The various controls are tested to ensure that each performs its action as
required.
System Testing:
System testing checks for the integration of each module in the system. It also searches
for the discrepancies between the system and its original objectives, current specification, and
system documentation. The primary concern is the compatibility of the individual modules.
Actual Testing of System:
The system is tested with these methods of testing. Testing is carried out using the test
data and checked for discrepancies. The dummy data was provided in each & every possible way
to ensure consistency of the system. The system with the validation at every stage handles all the
data and also provides relevant message to the user in case of incorrect information.

3
CONCLUSION
To conclude the description about the project : The project, developed using PHP and MySQL
is based on the requirement specification of the user and the analysis of the existing system,
with flexibility for future enhancement.
The expanded functionality of today’s software requires an appropriate approach towards
software development. This hostel management software is designed for people who want to
manage various activi-ties 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.

3
Suggested References
1. www.w3schools.com
2. in.php.net
3. en.wikipedia.org/wiki/PHP
4 . www.hotscripts.com/category/php/
5. www.apache.org/

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A

Hostel Management System

BHARATI VIDYAPEETH (DEEMED TO BE) UNIVERSITY, PUNE

ABHIJIT KADAM INSTITUTE OF MANAGEMENT AND

Name of the Student Mr. Pavan Digambar

Chincholkar Mr. Chaitanya

Subject No. & Name Project

Name of Project Guide Prof. S. N. Gambhire

Project Title Hostel Management System

Project Duration 2 Months

Hostel Management System 2

ABHIJIT KADAM INSTITUTE OF MANAGEMENT AND SOCIAL SCIENCES, SOLAPUR

partial fulfillment of the requirement of M.C.A. submitted to BHARATI VIDYAPEETH

UNIVERSITY, PUNE. He has carried out the work satisfactory.

Hostel Management System 3

ABHIJIT KADAM INSTITUTE OF MANAGEMENT AND SOCIAL SCIENCES, SOLAPUR

partial fulfillment of the requirement of M.C.A. submitted to BHARATI VIDYAPEETH

UNIVERSITY, PUNE. He has carried out the work satisfactory.

HOD, Department of Computer Application

Hostel Management System 4

ABHIJIT KADAM INSTITUTE OF MANAGEMENT AND SOCIAL SCIENCES, SOLAPUR

partial fulfillment of the requirement of M.C.A. submitted to BHARATI VIDYAPEETH

He has carried out the work

satisfactory. Place: Solapur

Project Guide (Internal) External Examiner

Hostel Management System 5

Bharati Vidyapeeth University,

Abhijit Kadam Institute of

Management And Social Sciences,

Solapur – 413004 Respected Sir,

Mr. Pavan Digambar Chincholkar

Mr. Chaitanya Siddhappa Birajdar

Hostel Management System 6

Mr. Pavan Digambar Chincholkar

Mr. Chaitanya Siddhappa Birajdar

Hostel Management System 7

2 Objectives of the Project 11

6 Object Oriented Analysis / Structured Analysis

Hostel Management System 8

drawbacks of the existing system.

 more human error.

 more strength and strain of manual labour needed

 Repetition of the same procedures.

 difficult to update data

 record keeping is difficult

 Backup data can be easily generated

Hostel Management System 9

 Ensure data accuracy’s.

 Minimize manual data entry.

 Minimum time needed for the various processing.

 User friendliness and interactive.

 Minimum time required.

 Maintain the students as hostellers and waiting list students

separately Process allotment list.

 Admin can send the approval notification to every approved student

 Automatically insert student’s details to the hosteller’s record when

 Students can register their complaints.

Hostel Management System 11

Project Initiation: January 2022

Tas Day to Complete(Approx)

Hostel Management System 13

2. PHP Triad (PHP5.6, MySQL, Apache, and PHPMyAdmin)

Hostel Management System 14