The document describes a proposed Hostel Management System (HMS) that would automate the manual processes currently used to manage a hostel. The key modules of the HMS would include application submission, admission, room allocation/shuffling, outpass management, fines/concessions, vacation requests, complaints, and viewing student details. The system is aimed at reducing costs, improving efficiency, and making the hostel management processes more user-friendly, interactive and easily accessible compared to the existing manual system.

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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2. CONTENTS
 Introduction
 Objectives
 Existing System
 Proposed System
 System Environment
 Modules In HMS
 Conclusion
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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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9. HOSTEL MANAGEMENT SYSTEM
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10. STATIC PAGES
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11. FEE STRUCTURE
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12. LOGIN
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13. ADMIN DASHBOARD
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14. HOSTEL SETTINGS
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15. ADD HOSTEL SETTINGS
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16. BLOCK SETTINGS
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17. ADD NEW BLOCK DETAILS
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18. ROOM DETAILS
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19. ADD WARDEN INFORMATION
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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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21. HOSTEL PREFERENCES & ACCOUNT
SETTINGS
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22. APPLICATION FORM
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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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24. APPLICATIONS RECIEVED
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25. ROOM ALLOCATION
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26. ROOM ALLOCATED
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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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28. ROOM SHUFFLING
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29. ROOM SHUFFLING
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30. ROOM SHUFFLING
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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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32. OUTPASS REQUEST
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33. OUTPASS IN PDF FORMAT
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34. OUTPASS APPROVAL
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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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36. ADD NEW FINE AND CONCESSION
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37. ADD NEW FINE AND CONCESSION
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38. ADD NEW FINE AND CONCESSION
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39. INMATE VACATION
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40. INDIVIDUAL VACATE
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42. GROUP VACATE
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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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45. COMPALIANTS AND REQUEST
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46. COMPALIANTS AND REQUEST
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47. FEEDBACK FORM
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48. NOTIFICATIONS
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49. NOTIFICATIONS ON HOME PAGE
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50. VIEW DETAILS
 This module is maintained by the warden and
admin
 Details of an inmate –
● personal details
● room details
● course details
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51. VIEW DETAILS
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52. PDF GENERATION
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53. WARDEN INFORMATION
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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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