Hostel management system srs

Software Requirements Specification for Hostel Management System
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Software Requirements Specification
for
Hostel Management system
Date 14-05-2018
Submitted by:
Afifa Akram (MCS 2nd
Semester Roll No#003)
Hira Akram (MCS 2nd
Amta Ahmer (MCS 2nd
Submitted to:
Miss Sundus Munir
Department of Computer Science
Lahore Garrison University

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Table of Contents
1.Introduction................................................................................................................................1
0.1 Purpose ............................................................................................................................................... 1
0.2 Document Conventions....................................................................................................................... 1
1.3 Intended Audience and Reading Suggestions.................................................................................... 1
0.3 Product Scope..................................................................................................................................... 2
0.4 References........................................................................................................................................... 2
1. Overall Description....................................................................................................................2
1.1 Product Perspective............................................................................................................................. 2
1.2 Product Functions............................................................................................................................... 3
1.3 User Classes and Characteristics........................................................................................................ 3
1.4 Operating Environment....................................................................................................................... 4
1.5 Design and Implementation Constraints............................................................................................. 4
1.6 Assumptions and Dependencies......................................................................................................... 4
3. External Interface Requirements............................................................................................ 4
3.1 User Interfaces................................................................................................................................... 4
3.2 Hardware Interfaces........................................................................................................................... 5
3.3 Software Interfaces............................................................................................................................ 5
3.4 Communications Interfaces................................................................................................................ 5
4.System Features......................................................................................................................... 6
4.1Use Cases and Scenarios of Administrator:........................................................................................ 6
4.2Use Cases and scenarios of student:................................................................................................... 8
4.3Use cases and scenarios of database administrator:............................................................................ 9
4.4Use cases and scenarios of Assistant................................................................................................ 10
4.5System Feature 1............................................................................................................................... 10
5.Other Non-functional Requirements......................................................................................12
5.1Performance Requirements............................................................................................................... 12
5.2 Safety Requirements........................................................................................................................ 12
5.3 Security Requirements..................................................................................................................... 12
5.4Software Quality Attributes............................................................................................................. 12
5.6 Business Rules................................................................................................................................. 12
List Of Tables
Table 1:Add Students.................................................................................................................... 6
Table 2:Login with database........................................................................................................7

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Table 3:Create Account number................................................................................................. 7
Table 4:Room Allocation...............................................................................................................7
Table 5:Generate student profile..................................................................................................7
Table 6:Delete Student.................................................................................................................. 7
Table 7:Generate Mess Account...................................................................................................8
Table 8:Change the hostel dues of student.................................................................................. 8
Table 9:Student is Requesting For room....................................................................................8
Table 10:Pay Bill............................................................................................................................8
Table 11:Check profile.................................................................................................................. 9
Table 12:Check mess bill...............................................................................................................9
Table 13:Search Student In Database..........................................................................................9
Table 14:Mess Bill Calculation.....................................................................................................9
Table 15:State Attendance.......................................................................................................... 10
Table 16:Check the availability of room....................................................................................10
Table 17:solve the problem......................................................................................................... 10
List of Figures:
Figure 1:Use Case Diagram.................................................... 6
Figure 2:ERD.......................................................... 14

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Figure 3:Add student Sequence diagram:............................... 15
Figure 4:Sequence Diagram of Delete Student:.................................. 16
Figure 5:Sequence Diagram of Login:..................................................... 16
Figure 6:Generate profile of student:.............................................. 17
Figure 7:Sequence diagram of Room allocation:.......................................17
Figure 8:Sequence Diagram of search Student:........................................18
Figure 9:Sequence Diagram of Check the availability of room...............................19
Figure 10:Sequence Diagram of Mess Bill Calculation Payment...20
Figure 11:Sequence diagram Of State attendance.............................21
Figure 12:Sequence Diagram of request for mess bill..............................................................22
Figure 13:Sequence Diagram Of Check Mess bill.......................... 23
Figure 14:Sequence Diagram of request for room......................................24
Figure 15:Sequence Diagram of Assistant to solve the problem of students:
..................................................................................................................................................25
Figure 16:Zero Level DFD...................................................... 25

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1.Introduction
0.1 Purpose
The purpose of this project to make an automated system to carry out different operations of a
hostel. The system will provide the ease, comfort of use to the staff of the hostel by performing all
work on computer system rather than following a paper pen approach. This approach helps
improving the reliability of data maintained and provides a fast and efficient for users of the
software.
Hostel Management System is a customize and user friendly software for hostel which provide
Hostel information, Hostel room information and Hostel accounts information. It helps admin to
manage Student record, staff record & generating report of students etc.
0.2 Document Conventions
 Main Heading Titles:
 Font: Times
 Face: Bold black
 Size: 18
 Sub Heading Titles:
 Font: Times
 Face: Bold black
 Size: 14
 Main points:
 Font: Times
 Face: bold black underline & displayed with bullets .
 Size: 12
 Other text explanation:
 Font: Times
 Face: Normal black
 Size:12
1.3 Intended Audience and Reading Suggestions
The Software Requirements Specification is primarily intended for all project developers associated
with this project. This Specification is organized into several sections or members that can be read
and referenced as follows
1.Project Manager To manages all processes in the project
2.Software Designer To design the models and diagrams that helps
the programmer in implementation phase
3.Software Tester To test system by using dummy data
4.Database Administrator To perform database operations
5.Software Analyst To analyze the requirements of hostel
management system

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0.3 Product Scope
The software product “Hostel Management System” will be an application that will be used for
maintaining the records in an organized manner and to replace old paper working on the system.
This projects aims at automating the hostel management for smooth working of the hostel by
automating almost all the calculations and accounting work would be accurate.
 Hostel Management System is designed for hostel like (Schools and Universities).
 He checks the attested application form of students obtained from the internet &
verify it with student database.
 If the students are found eligible then they allotted to the hostel room.
 Objectives and Goals:
 Objectives:
HMS activities.
The basic HMS objectives as follows
 Room Allocation
 Bill Generation
 Maintaining Student’s Records
 Provide to student’s Complaints
 Maintaining Employee Records
 Goals:
The goals of the system are to accept these problems in an effective and optimal
manner by:
 Centralizing the database and thus providing consistent data to all the employees in
the Hostel.
 Make the system more user friendly by providing an intensive user interface.
 Easy access through reports.
 Restricted data access to employees thus providing additional security to data.
0.4 References
 http//freestudentprojects.com
 http//bzupages.net//
 www.iitm.ipu.ac.in
 www.du.ac.in
 http://en.wikipedia.org/wiki/secondry_data
 http//www.slidshare.net/fahadchishti/hostel-management-system
 www.student projectguide.com
 http://t4tataurials.com//srs
1. Overall Description
1.1 Product Perspective
The HMS is fully independent product. Our product is not a part of any other system. We
have user interfaces. User interfaces will be divided like
 Administrator Interfaces
 Staff Interfaces

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 Interfaces for Administrator:
List of interfaces are listed as bellow
 Account View:
In this view User will add remove, new staff in the system. In administrator view,
administrator will confirm newly added department. Administrator will be able to
access all information about hostel staff, students & managed them.
 Staff Interfaces:
 At the start there will be a login screen where the user has to enter its login
name & password to authenticate himself or herself.
 After the login a homepage will be displayed showing all the information and
operations provided by Hostel Management System.
 A report will be generated for each student containing fee information, fines
dues & check in or check out information’s.
1.2 Product Functions
“Hostel Management system” is an attempt to simulate the basic management system. The system
enables to perform the following functions
 Maintaining the resident information.
 Maintaining room information.
 Maintaining fee information.
 Maintaining employee information.
 Searching, sorting and retrieval of data.
The various other functions covered by the requirement specifications which follows are
provided to meet the requirements of database administrator students and administrator with
role based updating and viewing rights.
The following general features will be included:
 The student details are filled by as:
 Student Name
 Student father’s Name
 Student year
 Room No
 Following information given by the administrator:
 Student details
 Room details
 Attendance details
 Mess details
 Mess details per month
 Updating by database administrator:
Updates the
 Student details
 Mess item expenditure
 Attendance details
1.3 User Classes and Characteristics
User Characteristics:
 Educational Level:

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 At least user of the system should be comfortable with English language.
 Technical Expertise:
 User should be comfortable using general purpose applications on the system.
User Classes with Functionality:
 Administrator:
The administrator can
 Allot different student to different hostels.
 Vacate the Students for the hostels.
 Control the status of the fee payment.
 Edit the details of the students and modify the student record.
 Students:
Every student who have room in hostel have a database and a student account to access
his/her data. These permition shall be showed after administrator approval. Student can
check his or her data weather its true or need to some changes. Also he or she can check the
monthly reports of their fines, mess bills other stuffs.
 Database Manager:
Database manager is the user who have the administrator permition to update the entire
database. In this project the database manager has the permition to update the student
details, room details, student’s attendance details & update item expenditure.
1.4 Operating Environment
The user will use this application to maintain the database of students and the rooms mess. The
application of HMS has a very user friendly interface. The software provides accuracy along with a
pleasant interface. Make the present manual system more interactive, speedy & user friendly.
1.5 Design and Implementation Constraints
 The developed system should run under any platform i.e. Unix, Linux, windows etc.
 There can be any security risk involved.
 Details provided by individual during his sign up should be stored in database.
 Student details can update or change by only administrator or database manager.
 The Hostel Id card is necessary to use mess.
 Time constraint
1.6 Assumptions and Dependencies
 The details related to the students, room, mess.
 Administrator is created in the database already
 Roles and tasks are predefined.
3. External Interface Requirements
3.1 User Interfaces
There are three types of user Interfaces like

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 Administration Interface
 Student Interface
 Database Manager Interface
 Communication Interface
 Administrator:
An administrator is one who monitors all users and user tractions. Admin has to
maintain data of every student profile in database. When the request is given by user admin
checks the availability of user account then it forwarded to the student database. Admin
haves the complete information related to every student database and all the information
related to the students. All data is maintained at the admin level.
 Student:
Every student who have room in hostel have a database and a student account to
access his data. these permissions shall be showed after administrator approval. Student can
check his or her data. Also he/she can check the monthly reports of their fines, mess bills
and other staff.
 Database Manager:
Database manager is a user who have the administrator permission to update the entire
database. In this project the database manager has the permission to update the student
update details, room details, student attendance details & update of mess.
3.2 Hardware Interfaces
Hardware Interfaces exist in computing systems between many of the components
such as various storages devices, other i/o devices these are following for project
Processor: Intel core 2duo or higher
RAM: 3GB
Monitor: 15 color monitor
Mouse & Keyboard
Hard Hard disk
3.3 Software Interfaces
The software is developed with all the basic controls and class provided in java and SQL,
Windows xp or above installed on the system. Application package must be installed.
Operating system : windows xp, vista ,7.8, Linux, Tec.
Developing tool : Command prompt, SQLyog
3.4 Communications Interfaces
The system shall be a standalone product that does not require any communication interfaces.

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4.System Features
Use case Diagram Of System:
Student
Administrator
Database Administrator
Assistent
1.Request for room
2.Pay the Bill
3.Checks profile
4.Check mess Bill
5.Add student
6.Login
7.Create account no
8.Room Allocation
9.Delete Student
10.Generate Mess Account
11.Generate std profile
<<extend>>
Mess bill calculation
Search student
Request for Mess bill
State addentence
Check the availablity of
room
Keydestribution and solve problems
Figure 1:Use Case Diagram
4.1Use Cases and Scenarios of Administrator:
Table 1:Add Students
Name Add Students
Description The scenario describes the process to add the student .
Actor Administrator/Student/Database Administrator
Precondition To add the student in Database record of hostel.
Successful
Completion
1.The administrator login with database.
2.If the Login successful then he checks the availability of room in

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hostel.
3.The administrator add the student in database.
4.The student will receive the room number.
Post Condition The student has added in database of hostel.
Table 2:Login with database
Name Login with database
Description The scenario describes the process of login with database.
Actor Administrator/Student/Database Administrator/system
Precondition To login with system or database of hostel.
Successful completion 1.The user boot the system.
2.The user enter password.
3.If the password is valid the user login with database.
4.The user perform his/her tasks.
Post condition The user has logged with database or system.
Table 3:Create Account number
Name Create Account number
Description The scenario describes the process of create account.
Actor Administrator/Student
Precondition To create a student account number.
Successful completion 1.The administrator login with database.
2.If login successful then create account number.
3.The account number is allocated to student as id card.
Post condition The account has created & allocated to the student
Table 4:Room Allocation
Name Room Allocation
Description The scenario describes the process of room allocation.
Actor Administrator
Precondition To allocate the room to students.
2.If login successful then check the availability of room.
3.If the room is available then allocate the room and room number to
the student.
4.Successfuly room has allocated to the student.
Post condition The room has allocated to the student.
Table 5:Generate student profile
Name Generate student profile
Description The scenario describes the process of generation of student profile.
Actor Administrator/Database administrator
Precondition To generate the student profile.
Successful completion 1.The administrator login with database and click on profile page.
2.Display a profile page.
3.The administrator enter the student name, address, ph. no, room
number & account number.
4.The profile has created of student.
Post condition The student profile has successfully created and password is
allocated to the student.
Table 6:Delete Student
Name Delete Student

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Description The scenario describes the process of delete the student from
database.
Actor Administrator/Database Administrator
Precondition To delete the student from database or hostel
2.If the login is successful then database administrator searches the
student.
3.If the record of student is appears then checks his/her dues.
4.The database administrator delete the student from system or
database.
Post condition The student has deleted from hostel.
Table 7:Generate Mess Account
Name Generate Mess Account
Description The scenario describes the creation of mess account.
Actor Administrator/Database administrator
Precondition To create mess account of student.
2.If the login is successful then generate the mess account of
student.
3.If the login not successful then check the system.
Post condition The mess account has created or not based above procedure.
Table 8:Change the hostel dues of student.
Name Change the hostel dues of student.
Description The scenario describes the changing of hostel dues of student
Actor Administrator/Database Administrator
Precondition To Change the hostel dues of students if the student pay his/her
payment.
Successful completion 1.The Administrator login to system or database for changing of
hostel dues of student.
2.If the login is successful then the administrator checks the profile
and hostel dues report & dues current status.
3.If the student has payed the bill or payment then the dues will
updated.
Post condition The dues of student has changed or updated by administrator.
4.2Use Cases and scenarios of student:
Table 9:Student is Requesting For room.
Name Student is Requesting For room.
Description This scenario describes the process for requesting the room.
Actor Student /Administrator
Precondition To request for room allocation.
Successful completion 1.The student request for room to the administrator.
2.The administrator open the room detail.
3.If the room is available then the request is full filled.
Post condition The request has been submitted.
Table 10:Pay Bill
Name Pay Bill
Description This scenario describes the process of bill payment of hostel room.
Actor Student/database administrator.

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Precondition The student wants to pay the bill of hostel room.
Successful completion 1.The student for bill payment.
2.The database administrator search the student and open the
student profile.
3.The database administrator enters the fee bill payment detail.
4.the student pays the bill.
Post condition The student had paid the bill successfully.
Table 11:Check profile
Name Check profile
Description This scenario describes the checking of profile of student.
Actor Student
Precondition The student wants to check the profile.
Successful completion 1.The student will enter his/her password for login.
2.The student login with profile. The profile page will open.
3.The student checks his /her profile. And also long out it.
Post condition The student has checked his/her profile.
Table 12:Check mess bill
Name Check mess bill
Description The scenario describes that the student wants to checks his mess bill.
Actor Student
Precondition The student wants to check his/her mess bill.
Successful
completion
1.The student open the profile page.
2.The student enters password and login his/her profile.
3.The student checks his/her mess bill.
4.The student long out his profile
Post condition The student has been checked his mess bill.
4.3Use cases and scenarios of database administrator:
Table 13:Search Student In Database
Name Search Student In Database
Description The scenario describes that the DB administrator wants to search the
student.
Actor Database Administrator
Precondition The administrator wants to search the student.
Successful
completion
1.The Administrator login with database.
2.the administrator open the profile page.
3.The administrator search the student in database.
4.If the student found in the database then he performed his required
task.
5.The administrator long out the database
Post condition The student has been searched successfully.
Table 14:Mess Bill Calculation
Name Mess Bill Calculation
Description The Scenario describes the process of mess bill calculation.

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Precondition The database administrator calculates the mess bill.
Successful completion 1.The database administrator open the student profile.
2.He checks the mess bill detail.
3.The DB administrator calculates the mess bill.
Post condition The mess bill has been calculated successfully.
Table 15:State Attendance
Name State Attendance
Description The scenario describes that the database administrator wants to
check the current state of attendance of the students.
Actor Database administrator
Precondition The database administrator wants to state the attendance of the
students.
Successful completion 1.The Database administrator login with student profile.
2.He opens the attendance sheet and checks the attendance.
3.After the completion of his task he will long out the database.
Post condition The database administrator has been checked the state of the student
attendance successfully.
Table 16:Check the availability of room
Name Check the availability of room
Description The scenario describes the process of checking the availability of
room.
Precondition The database administrator wants to checks the availability of room.
Successful completion 1.The database administrator log in with database.
2.Open the room detail.
3.Checks the availability of room.
4.The database administrator long out the database
Post condition The database administrator has been check the availability of room
successfully.
4.4Use cases and scenarios of Assistant
Table 17:solve the problem
Name solve the problem
Description The scenario describes the process of solving the problems of the
students.
Actor Student /Assistant
Precondition The student tells the problems to the database administrator and he
solves the student problems.
Successful completion 1.The student tell his/her problem with detail.
2.The database administrator take some action and solve the
problems.
Post condition The problem has solved by assistant.
4.5System Feature 1
 Functional Requirements

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The functions which are used in this project and their functioning
 Student _detail () - To enter the details of the students
 Room details () - To enter the details of hostel rooms
 Attendances details () - Maintain the student attendance detail.
 Mess _details - To keep the record of challan of mess bill.
 Administrator:
 Add students: The HMS allows the administrator to add new student in to the database.
 Create Account Number: The HMS generate an account number that is allocated to student
as his /her id card.
 Room Allocation: The HMS will allocate a room to student. The room no will store in user
profile.
 User Profile: The HMS shall generate the user’s profile containing the following
information, student account number, student full name, student address, phone number,
room number etc.
 Delete Student: The HMS allows the administrator to remove the student.
 Mess account: A mess account also will generate.
 Dues status: Student dues status will be changed according to student pay dues.
 Database Administrator:
 Search Student: The HMS shall allow the students to search from database according to
different criteria
 Mess Bill calculation: The database administrator can calculate the student mess bill.
 State Attendance: The HMS shall allow to the database administrator to state the student
attendance.
 Check the availability of Room: The HMS allows to the database administrator to check the
availability of room,
 Student:
 Request for room: The student will request for room.
 Pay the Bill: The student will pay the bill to the manager.
 Check its Profile: The registered student will see his or her profile.
 Check Mess Bill Report: The student will see the mess report.

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5.Other Non-functional Requirements
There are the following non-functional requirements of hostel management system
5.1Performance Requirements
The application shall be based on java and has to be run on any platform. the
application shall task initial load time depending on performance of operating system. The
performance shall depend upon hardware and software components of the computer.
5.2 Safety Requirements
The database may get crashed any certain time due to the virus or operating system failure.
Therefore, it is required to take the backup of database.
5.3 Security Requirements
This project provides a genuine security to all those
individuals who are having their account on the database as they are password protected. This is
very important aspect of the design and should cover areas of hardware reliability fall, back
procedures, physical security of data and provision for detection of fraud and abuse.
5.4Software Quality Attributes
 Reliability and Availability:
The project shall provide storage of all database on redundant computer with
oracle database.
 Maintainability:
The system shall provide the capability to back up the database.
 Portability:
The Hostel Management System shall run on any Microsoft Windows environment.
 Flexibility:
Ability to add new features to the system and handle them conveniently.
 Reusability:
What is ability to use the available components of the system in other.
 Efficiency:
How much less number of resources and time are required to achieve a particular
task through the system.
5.6 Business Rules
The system is desired to handle all the activities of the students as well as the administrative
level. The system will have the ability to search the student’s information about his/her room
mess and all the other things. Once the current and previous record is entered then the
database will be updated for the new students automatically.
This system is for hostel so that the primary users of the system are the students and the
administrative penal. The main constraint is the system registration is valid if the department
has been approving that student is valid for the department. The constrains are the amount of
the hostel dues and the mess dues that are calculated in the system. These dues should be

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paid within 10 days. If anyone could not do the payment for some reason the system will
notify the name of the student.
• System will use warden of the hostel.
• The Hostel id card is necessary to use mess.
• Time constraint
Appendix A: Glossary
Abbreviations & Definitions:
 SRS System Requirement Specification
 DFD Data Flow Diagram
 ERD Entity Relationship Diagram
 HMS Hostel Management System
 User The student who lived in Hostel
 Database The records of every old and currant students is saved here
 Mess Status It tells the mess information of the student
 Account Number The issued by HMS when the new student becomes the part of the
hostel
Appendix B: Analysis Models

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Has
Login
Passoword
Login_user
_name
Login_id
User
User_id
Manage
Payment
Paument_i
d
Payment_d
eatil
Hostle
Hostle_na
me
Has
Rooms
Rppm_deta
il
Has Beds
Bed_no
Has
Mess_Detail
Mess_id
AdministratorGenerates
profile
id
Figure 2:ERD

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Sequence diagrams of Administrator:
Student
Administrat
or
Login page
1.Open
Verifier
2.Enterlogin Detail
3.VerifyingPassword
Room
6.Checkavailability
5.Login sucessful
Database
7.Add student
8.View detailsto the student
Studenthas addedindatabaseorhostelrecord
Figure 3:Add student Sequence diagram:

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Student
Administr
ator
DB
Administr
ator
Request For Leaving Hostal
Search student
Updating aDetails
Update deleted list of student
Delete student
Figure 4:Sequence Diagram of Delete Student:
Administ
rator
Login
Page
Authenti
cate
Enter ogin Detail
Send detail for authentication
Verifying
Send messege
Login successfully or not
Figure 5:Sequence Diagram of Login:

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Student Administrator DB Administrator
1.Give Detail
2.Enter Student Details
3.Update
4.Generate Profile
5.Update
Verify
Display details of creating profile
Figure 6:Generate profile of student:
Student
Adm inistr at
or
DB manager
1.Enter Room Detail
Update
Request For Room Availability
Checking
Enter Room No to view Deatil
Allot Room No
Display Room Detail
Figure 7:Sequence diagram of Room allocation:

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Sequence Diagrams of Database Administrator:
Administr
ator
Database
Login
Page
Enter User name
Enter password
Enter user detail
Validate
Valideuser
Search thestudent
Check availability ofstudent
Notify User
Seaching complete
Figure 8:Sequence Diagram of search Student:

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Datadbase
Administrator RoomRoomDatabase
Ckeck the authencationof loginner
Generatea message toadmin
Enter password & user name
Request for log in
Check the availability of the room
Checke it self
Administrator wants tocheck the availability of room
Return the detail of room
Figure 9:Sequence Diagram of Check the availability of room

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Administrator
DB
Administrator
Enter Mess Bill &item deatail
Calculate Total mess bill expenditure
Request Mess Fee Caclulation
Calculate
Publish
Mess feedetails.
Acknowlegment
Enter thepayment Detail
Student
Figure 10:Sequence Diagram of Mess Bill Calculation Payment
Administrator
DB
Administrator
Enter Mess Bill &item deatail
Calculate Total mess bill expenditure
Request Mess Fee Caclulation
Calculate
Publish
Mess fee details.
Acknowlegment
Enter thepayment Detail
Student

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Administrator
Database
Administrator
Enter Roll number
Enter attendence detail
Updatedetais
Updated
Check the statusof attendence
Figure 11:Sequence diagram Of State attendance

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Sequence Diagrams of Student:
Data base
Administrator
Request mess bill
Check mess bill
Return Mess Bill
Student
Figure 12:Sequence Diagram of request for mess bill

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StudentStudent :receptionist
:addministrato
r
:DB
check mess details
Enter mess item and expenditure details
Calculate
(total mees
expenditure)
Request for mess bill expenditure
Calculate
(total mess item expenditure
/total no of students
Mess fee details
View mess bill
Figure 13:Sequence Diagram Of Check Mess bill

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Student :reception Database
Query for available room
check room availablity
Room avaiable
provisionally book room
Create resernation
Total price
Advise student
Accept Terms
Request credit
Provide credit card
Reserve Room
Figure 14:Sequence Diagram of request for room

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Student Assistent
Complain to assitent
Take action
Problem solved
Figure 15:Sequence Diagram of Assistant to solve the problem of students:
Figure 16:Zero Level DFD

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Hostel management system srs

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