1. HOSTEL MANAGEMENT SYSTEM
Guided By Presented By
Mr Jinson Davis Shabana Basheer
Asst. Professor Jijo Antony
Dept. Of CSE And MCA Maria John
Arya Surendran
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3. INTRODUCTION
Hostel Management System (HMS) is web-based
system for managing various activities in the hostel
It helps in avoiding the problems which occur when
carried out manually
It improves the efficiency of the system
HMS is supposed to have the following features –
● Handle the activities of admin, warden,
and inmate
● Ability to manage application, admission, out
pass, room shuffling, student vacation and report
generation 3
4. OBJECTIVES
To automate each and every activity of the manual
system, which increases its throughput
To provide a quick response with very accurate
information as and when required
To make the present manual system more
interactive, speedy and user friendly
To avail any information, whatever and whenever
needed
Reduce the cost of maintenance
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5. EXISTING SYSTEM
The existing system is a manually maintained
system
It involves hand-written records stored into various
registers
Requires a lot of time as well as manpower
It is very difficult to maintain or update all the
records and retrieve a certain data
The loss or damage of any of the registers leads to
the damage of hundreds of records at a time
Reports need to be generated manually
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6. ADVANTAGES OF PROPOSED SYSTEM
Less human error
Strength and strain of manual labour 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 6
7. MODULES IN HMS
Hostel Settings
Application
Admission
Room Allocation
Room Shuffling
Out Pass Details
Fine and Concession
Inmate Vacation
Complaints and Requests
View Details 7
8. HOSTEL SETTINGS
This module is managed by the admin
The admin adds, edits and maintains –
The details and information regarding the hostel
The blocks build to the corresponding hostel
The room category available in the hostel
The details of room available in each blocks
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20. APPLICATION
Any applicant
Ask for the college admission number
Admission number checks for the validity
If valid allows submission of application
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23. ADMISSION
This module is maintained by the warden
The admission process is divided into 2 phase
Phase I –
● The inmate fills the online application form
● The system keeps a record
● The applicant wait for the confirmation
Phase II –
● At the hostel, the warden checks for the availability
of room
● If room is available, the inmate is admitted to the
hostel
● The room information will be displayed on inmate
panel
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27. ROOM SHUFFLING
This module is maintained by the warden
The rooms allotted is shifted after a particular
duration of time
The warden maintains the details of all the
rooms allocated and the inmates in those rooms
The warden also maintains the details of all the
vacant rooms
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31. OUTPASS DETAILS
This module is maintained by warden
The inmates apply for the out pass through online
application form
The details like –
● Where they are going
● Purpose
● When they are going
● When they will return
The warden approves or rejects the pass
After approval the inmate can take the printout of
out pass
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35. FINE AND CONCESSION
This module is maintained by warden
Fine
● Any misbehaviour of inmate can make the
warden charge fine
● The warden can edit and delete the fine charged
Concession
● Any genuine reason of inmate can make the
warden grant concession
● The warden can edit and delete the concession
granted
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44. COMPLAINTS AND REQUESTS
This module is maintained by warden
The inmates make complaints or requests
The warden looks into these complaints or
requests and takes necessary steps
The warden can provide feedback back to the
inmate
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54. CONCLUSION
HMS is a web based system which automates all
the activities in the hostel which is currently manual
It enhances the overall performance of the system
Removes the necessity of maintaining all the
registers
Removes all kinds of manual errors
Work overhead of employees is reduced
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