This document describes a proposed hostel management system. The existing manual system is time-consuming and prone to errors. The new computerized system will allow for easy access and updating of student data. It will automatically calculate bills and issue notifications. The system will have administrative functions to manage student, room, and fee details. It will generate reports. Diagrams are included that depict the system requirements, design, components, and deployment.

1. Hostel Management System
Submitted By:- Guided By:-
Ketan.M.Tapkirkar Prof. Mrs. P.Rane
Dhiraj.Waghat
Omkar.G.Walavalkar
Submited To:-
S.S.P.M College of Engineering.

2. Introduction
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 three years before.
We design this system on the request of the hostel management, through this they
cannot require so efficient person to handle and calculate the things.
This system automatically calculates all the bills and issued the notifications for those
students who are against some rules.

3. Existing System
The existing system is a manually maintained system.
All the Hostel 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(On Paper Work).
Time consuming.
Updating process
Inaccuracy of data.

4.  The New system is computerized version of the existing
system.
 Provides easy and quick access over the data.
 Authorization schemes.
 Admin is easy to change or update the students details.
New System

5. Functional Requirement
Admin :-
Show the all data.
Handle the data(Insert , Update , Delete).
Student :-
Visit the system.
Registration.
Show the basic information of the Hostel & Mess.

6. Non-Functional Requirement
Recommended Hardware Requirements :-
Processor : 2.0GHz
RAM : 512MB
Hard Disk : 320GB
Recommended Software Requirements :-
Operating System : Windows XP Professional, 7, or above
Front End : Visual Basic 2010
Back End : MS Access

7. 0 10 20 30 40 50 60 70 80 90
Requirements(0-10)
Analysis(10-20)
Designing(20-40)
Coding(35-70)
Testing(35-80)
Implementation(80-90)
Documentation(20-90)
DAYS
A
C
T
I
V
I
T
Y
Time line chart (Gantt chart) HMS

8. Data Flow Diagram of HMS

9. DFD Level -0
DFD Level -1

10. DFD Level -2

11. Data Dictionary Of HMS

12. Sr.n
o
Field Datatype
(Size)
Constrains Description Control name Validation
1 uid int(6) primary
key/Auto
Unique id Auto_gen
2 fname varchar(20) NotNull Firstname Textbox NotNull
3 mname varchar(20) NotNull Middlename Textbox NotNull
4 lname varchar(20) NotNull Lastname Textbox NotNull
5 dob varchar(10) NotNull Date of birth Dropdownlist
6 Add varchar(50) NotNull Address of
student
Textarea NotNull
9 pin varchar(6) NotNull Pincode no Textbox Fixedlength
10 Mob varchar(10) NotNull Student mobile
no
Textbox Fixedlength
11 Fno int(10) Not null Father mobile no Textbox Fixedlength
Table Name : Stu_reg
Description : This table show information about Student Registration form

13. Sr.n
o
Field Datatype
(Size)
Constrains Description Control name Validation
12 photo Mblob(15KB) Not null Image of student Fileupload NotNull
15 uname varchar(50) Not null University name Textbox NotNull
16 clgname varchar(50) Not null College name Textbox NotNull
17 cors varchar(20) Not null Cource Textbox NotNull
18 sem int(2) Not null Semester Dropdownlist NotNull
19 year int(4) Not null Current year Dropdownlist NotNull
20 lcors varchar(20) Not null Last year cource Textbox NotNull
21 per float(5,2) Not null Percentage Textbox NotNull
22 regdate timestamp Not null Reg_date Dropdownlist NotNull
23 username varchar(50) Not Null Username Textbox NotNull
24 Upass varchar(50) Not Null Password Textbox NotNull
25 email Varchar(50) Not Null Email Textbox NotNull
Table Name : Stu_reg
Description : This table show information about Student Registration form

14. Activity Diagram of HMS

17. State Machine Diagram of HMS

18. Idle
Checking
Waiting details
Obtaned
Processing
Update Details
Calculate room
expenditure
Report
Generator
get_details
system_in_idle state
all details are correct
some details are missed
room details
details_verfied
details_obtained
update details
room_bills
report

19. State Sequence Diagram of HMS

20. StudentStudent HMSHMS AdiministratorAdiministrator
register/login
stud_registration
registration done
registraton succesful
login
student_information
room_information
Alert_msg_hostel_fees
payment through
updation_stud_info
payment_fees
account_updation
payment done
payment_succesful
sign/logout

21. Class Diagram of HMS

23. Use Case Diagram of HMS

24. maintain warden details maintain students records
include
exclude exclude
maintain student details
maintain fees details
check/view the rooms allotment
allot rooms to student
generate bill
maintain mess details
maintain the monthly mess bill
enter the warden details
maintain records
Student
maintain room status
Admin

25. Component Diagram of HMS

26. Documents.mdb
<<documentation>>
personal_details
form.vb
<<documentation>>
Main
Program.exe
<<executable>>
rooms.sql
<<Availiability>>
Registration.vb
<<registration>>
receipt.vb
<<receipt generation>>
reportgenerate.db
receiptgenerate.db

27. Deployement Diagram of HMS

28. Backup
SERVER
Print Receipt &Scan
ID/Documents
Administrator
Displaying
Information
scanner Keyboard Mouse
Monitor
Printer

29. Conclusion
Thus,we have Design and Analyse Hostel Management System on Basic Prototype
Requirements.
Also, System works on Automation Technique and had reduce manual work.

30. BIBLOGRAPHY
REFERENCE SITE
• http://www.TutorialPoint.com
• http://www.w3schools.com
-Murach’s PHP and MySQL – Joel Murach &Ray Harris.
-Software engineering - Roger S. Pressman.
-PHP and MySQL- Bible.

31. ThankYou…