A

Project report on

HOSTEL MANAGEMENT SYSTEM

A MAJOR PROJECT REPORT

Submitted for the partial fulfillment of the requirement for the

Award of Degree of

MASTER OF COMPUTER APPLICATION - MCA

BY

Shireen Sulthana (390122864006)

Naaz Tabassum (390122864019)

Under the guidance of

Mr. Md. Ghouse Mohiuddin

DEPARTMENT OF COMPUTER SCIENCE

UNIVERSITY COLLEGE PALAMURU UNIVERSITY

MAHABUBNAGAR – 509001

2022-2024

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DEPARTMENT OF COMPUTER SCIENCE

UNIVERSITY PG COLLEGE

PALAMURU UNIVERSITY
MAHABUBNAGAR-509001

(Accredited by NAAC with ‘B’ Grade)

CERTIFICATE

This is to certify that the major project report titled “HOSTEL MANAGEMENT
SYSTEM” is a Bonafide record of work done by SHIREEN SULTHANA ( 3901-22-
864-006) and NAAZ TABASSUM (3901-22-864-019) under my guidance and
supervision and is submitted in partial fulfilment of the requirements for the award of the
degree of MASTER OF COMPUTER APPLICATION, PALAMURU UNIVERSITY
during the academic year 2022-2024.

HOD Principal

Evaluation of Report

This project report is Evaluated on ______________________________________

Examiners:
1.
2.

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DEPARTMENT OF COMPUTER SCIENCE
UNIVERSITY COLLEGE PALAMURU UNIVERSITY

MAHABUBNAGAR-509001

(Accredited by NAAC with ‘B’ Grade)

DECLARATION OF GUIDE

We hereby declare that the project work presented in this report entitled “HOSTEL
MANAGEMENT SYSTEM” is a genuine work carried out by SHIREEN SULTHANA,
HT.No:3901-22-864-006 and NAAZ TABASSUM , HT.No: 3901-22-864-019, students
of MCA II year during the academic year 2023-2024 from Palamuru University,
Mahabubnagar , under my guidance and supervision.

This project work has not been produced to any other University/Institution for the award
of any other degree or diploma.

Signature of Guide

Name:
Designation:

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DECLARATION

We hereby declare that the work presented in this project report titled “HOSTEL
MANAGEMENT SYSTEM” is genuine work done by us in partial fulfillment for the award
of Master of Computer Application degree offered by PALAMURU UNIVERSITY for the
academic year 2022-2024 and it has not previously formed the basis for the award of any
degree of diploma.

SHIREEN SULTHANA
NAAZ TABSSUM

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ACKNOWLEDGEMENT

We would like to express our sincere gratitude and indebtedness to our project guide Mr
Md. GHOUSE MOHIUDDIN SIR for giving us valuable suggestions and interest
throughout the course of this project. The Palamuru University, Mahabubnagar for
providing excellent infrastructure and a nice atmosphere for completing this project
successfully as a part of our course. We sincerely acknowledge and thank all those who
have directly / in directly given their support in completion of this project work.

SHIREEN SULTHANA
NAAZ TABSSUM

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ABSTRACT

In our current era of automated systems, both software and hardware, relying on manual
systems is not advisable. For the past few years, Palamuru University has been managing
hostels for both male and female postgraduate students. The university campus hosts four (4)
such hostels providing accommodation to its students. Currently, the management of these
hostels is done manually with the help of wardens and caretakers, placing a significant strain
on the administration due to the lack of software utilization in this context.

There is a pressing need to adopt software solutions for hostel administration to ease the
workload and ensure transparent management. The Hostel Management System is a software
solution developed to manage various hostel activities efficiently. This project addresses the
challenges of manual hostel management and aims to resolve issues inherent in such a system.
Identifying the drawbacks of the existing manual system led to the design of a computerized
system that is user-friendly and GUI-oriented. This new system aims to improve efficiency and
address the limitations of the current system.

The Hostel Management System, tailored for college hostels, integrates transaction
management for better control and timely responses. It eliminates time-consuming and error-
prone paper transactions. The system provides wardens with better control over transactions,
such as adding new student details, modifying existing details, deleting records, and viewing
student information. The primary goal of this project is to reduce the burden on wardens and
provide better services to students by computerizing hostel management processes. Common
transactions, including the maintenance of mess bills, student information, enrollment of new
students, and their payments and dues, are stored in databases, and reports are generated based
on user requirements.

The Web-based Student Hostel Management Application System is an online application

developed using PHP and MySQL. HTML provides the front-end graphical user interface,
while MySQL handles data storage at the back-end. This system improves hostel services by
providing online access for managing various activities and automating the student
accommodation application process. It allocates rooms to students, notifies them of their
application status via the portal, and maintains information integrity by using passwords to
limit access to authorized individuals only.

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INDEX

Contents Page No

CHAPTER 1 : INTRODUCTION

1.0 : Introduction of Project ---------------------------------------- 1

1.1 : Need of Automation -------------------------------------------- 2

1.2 : Problem Statement --------------------------------------------- 2

1.3 : Problem Solution ----------------------------------------------- 3

1.4 : Objectives of the Project --------------------------------------- 4

1.5 : Brief Description of Proposed Work to fulfill Objectives ----- 5

1.6 : Conclusion ------------------------------------------------------ 7

CHAPTER 2 : REQUIREMENT & SPECIFICATIONS

2.0 : Introduction --------------------------------------------------- 8

2.1 : Requirement Gathering Process ------------------------------ 8

2.2 : Fulfilment of Requirements ----------------------------------- 9

2.3 : Software Requirements Specification(SRS) Document ------ 9

2.4 : Specified Software for Requirements ------------------------- 12

2.5 : Conclusion ----------------------------------------------------- 13

CHAPTER 3 : ANALYSIS & DESIGN

3.0 : Introduction ---------------------------------------------------- 15

3.1 : System Analysis ------------------------------------------------ 15

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3.2 : Model View Controller Architecture --------------------------- 16

3.3 : System Design ---------------------------------------------------- 17

3.4 : UML Diagrams -------------------------------------------------- 19

3.4.1 : Administrator Case Diagram for the Hostel Management

System-------------------------------------------------------------- 20
3.4.2 : Student Use Case Diagram for the Hostel Management
Application System ------------------------------------------------ 21

3.4.3 : Activity Diagram for the Hostel Management Application

System -------------------------------------------------------------------------- 22

3.5 : Flow Chart -------------------------------------------------------- 25

3.6 : Data Flow Diagram(DFDs) --------------------------------------- 28

3.7 : System Integration and Testing Plan ----------------------------- 40

3.8 : Process of Cleaning the Raw Data Through Normalization ----- 41

3.9 : Conclusion --------------------------------------------------------- 45

CHAPTER 4 : IMPLEMENTATION & TESTING

4.0 : Introduction ------------------------------------------------------- 46

4.1 : What is PHP ------------------------------------------------------- 46

4.2 : Why PHP ---------------------------------------------------------- 47

4.2.1 : Importance and Advantages of PHP ------------------------ 48

4.3 : Database Creation and Management using phpMyAdmin ------ 49

4.4 : Database table creation -------------------------------------------- 52

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4.4.1 : Process of creating hostel database for student registration
module --------------------------------------------------------------------------------- 52

4.4.2 : Process of creating staff database for staff module -------- 56

4.4.3 : Process of creating menu database for menu module ------ 57

4.4.4 : Process of creating security database for security module - 59

4.4.5 : Process of creating registration database for payment module -62

4.5 : Description of Screens -------------------------------------------- 64

4.5.1 : User Interface ------------------------------------------------ 64

4.5.2 : Admin Login Interface --------------------------------------- 64

4.5.3 : User Registration Interface ---------------------------------- 65

4.5.4 : Home page Interface and Student login --------------------- 68

4.5.5 : User Dashboard Interface ------------------------------------ 70

4.5.6 : User Profile Interface ----------------------------------------- 71

4.5.7 : User Change Password Interface ----------------------------- 74

4.5.8 : User Book Hostel Interface ----------------------------------- 74

4.5.9 : User Room Details Interface ---------------------------------- 78

4.5.10 : User Access Log Interface ----------------------------------- 78

4.5.11 : Admin Dashboard Interface --------------------------------- 79

4.5.12 : Admin Profile Interface -------------------------------------- 81

4.5.13 : Admin Interface to Add Course ------------------------------ 82

4.5.14 : Admin Interface to Manage Course -------------------------- 83

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4.5.15 : Admin Interface to add Room -------------------------------- 85

4.5.16 : Admin Interface to Manage Rooms --------------------------- 86

4.5.17 : Admin Registration of Student Interface --------------------- 87

4.5.18 : Admin Interface to Manage Students ------------------------- 91

4.5.19 : Admin Interface to Manage and Display the Staff List ------- 92

4.5.20 : Admin Access Logs Interface ---------------------------------- 95

4.5.21 : Staff List ------------------------------------------------------- 96

4.5.22 : Menu ----------------------------------------------------------- 97

4.5.23 : Payment gateway ---------------------------------------------- 98

4.5.24 : Security ------------------------------------------------------- 100

4.6 : Testing of Project --------------------------------------------------- 112

4.6.1 : Introduction --------------------------------------------------- 112

4.6.2 : Types of Testing ----------------------------------------------- 112

4.6.3 : Test Scenarios ------------------------------------------------- 113

4.6.4 : Test Cases ------------------------------------------------------ 114

4.7 : Conclusion ---------------------------------------------------------- 118

CHAPTER 5 : RESULT & DISCUSSION

5.0 : Way of Execution --------------------------------------------------- 120

5.1 : Student login -------------------------------------------------------- 120

5.2 : Admin login --------------------------------------------------------- 121

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5.3 : Student Registration ------------------------------------------------ 121

5.4 : User Dashboard Interface ------------------------------------------ 123

5.5 : Admin Dashboard Interface ---------------------------------------- 123

5.6 : Menu ---------------------------------------------------------------- 124

5.7 : Staff list ------------------------------------------------------------- 125

5.8 : Payment gateway --------------------------------------------------- 126

5.9 : Security ------------------------------------------------------------- 127

5.10 : conclusion --------------------------------------------------------- 129

CHAPTER 6 : CONCLUSION & FUTURE WORK ------------------------ 130

REFERENCE ------------------------------------------------------------------------ 132

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LIST OF FIGURES

FIG.NO FIGURE NAME PAGE NO

Figure 3.1 1VC Architecture ----------------------------------------- 17

Figure 3.2 Use case diagram for Admin ------------------------------ 20

Figure 3.3 Use case diagram for Student ----------------------------- 21

Figure 3.4 Activity diagram (Student and Admin login) ------------- 23

Figure 3.5 Flowchart showing a student booking a hostel(room) ---- 26

Figure 3.6 Dataflow diagram ------------------------------------------ 28

Figure 3.7 level-1 admin DFD ------------------------------------------- 29

Figure 3.8 level-1 User DFD --------------------------------------------- 31

Figure 3.9 level-2 admin DFD ------------------------------------------- 32

Figure 3.10 level-2 admin DFD ------------------------------------------- 34

Figure 3.11 level-2 user DFD ---------------------------------------------- 36

Figure 3.12 level-2 user DFD ---------------------------------------------- 38

Figure 4.1 User Interface ------------------------------------------------- 64

Figure 4.2 Admin login ---------------------------------------------------- 64

Figure 4.3 Student Registration – 1 --------------------------------------- 65

Figure 4.4 Student Registration – 2 --------------------------------------- 66

Figure 4.5 Student Registration – 3 --------------------------------------- 66

Figure 4.6 Student Registration – 4 --------------------------------------- 66

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Figure 4.7 Student Login and Homepage -------------------------------- 68

Figure 4.8 Student dashboard -------------------------------------------- 70

Figure 4.9 Student profile – 1 --------------------------------------------- 71

Figure 4.10 Student profile – 2 --------------------------------------------- 71

Figure 4.11 Student profile – 3 --------------------------------------------- 72

Figure 4.12 Change password page ---------------------------------------- 74

Figure 4.13 Student room related info – 1 --------------------------------- 74

Figure 4.14 Student room related info – 2 --------------------------------- 75

Figure 4.15 Student room related info – 3 --------------------------------- 75

Figure 4.16 Student room related info – 4 --------------------------------- 75

Figure 4.17 Room details page --------------------------------------------- 78

Figure 4.18 Student Access logs -------------------------------------------- 78

Figure 4.19 Admin dashboard --------------------------------------------- 79

Figure 4.20 Admin’s profile ------------------------------------------------ 81

Figure 4.21 Admin’s page to add Course ---------------------------------- 82

Figure 4.22 Admin’s page to Manage Course ------------------------------ 83

Figure 4.23 Admin’s page to Add a Room ---------------------------------- 85

Figure 4.24 Admin’s page to Manage Rooms ------------------------------- 86

Figure 4.25 Admin’s Student Registration-1 -------------------------------- 87

Figure 4.26 Admin’s Student Registration-2 -------------------------------- 88

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Figure 4.27 Admin’s Student Registration-3 -------------------------------- 88

Figure 4.28 Admin’s Student Registration-4 -------------------------------- 88

Figure 4.29 Admin’s page to Manage Students ------------------------------ 91

Figure 4.30 Admin’s page to Manage and display Staff --------------------- 92

Figure 4.31 Admin Access Logs ---------------------------------------------- 95

Figure 4.32 Staff Members --------------------------------------------------- 96

Figure 4.33 Mess Weekly Schedule ------------------------------------------ 97

Figure 4.34 Payment Registration form ------------------------------------- 98

Figure 4.35 Security Registration -------------------------------------------- 100

Figure 4.36 Security Login --------------------------------------------------- 101

Figure 4.37 Warden Dashboard --------------------------------------------- 102

Figure 4.38 Student Requests page ------------------------------------------ 104

Figure 4.39 Response Status of requests ------------------------------------- 105

Figure 4.40 Student Dashboard ---------------------------------------------- 107

Figure 4.41 Request Form ---------------------------------------------------- 109

Figure 4.42 Page to View Response ------------------------------------------ 110

Figure 5.1 Student login ----------------------------------------------------- 120

Figure 5.2 Admin Login ----------------------------------------------------- 121

Figure 5.3 Student Registration --------------------------------------------- 121

Figure 5.4 Student Registration – 2 ----------------------------------------- 122

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Figure 5.5 Student Registration – 3 ----------------------------------------- 122

Figure 5.6 Student Dashboard ---------------------------------------------- 123

Figure 5.7 Admin dashboard ------------------------------------------------ 123

Figure 5.8 menu ------------------------------------------------------------- 124

Figure 5.9 Shows Schedule ------------------------------------------------- 124

Figure 5.10 Staff List --------------------------------------------------------- 125

Figure 5.11 Payment registration form -------------------------------------- 126

Figure 5.12 Payment Successful ---------------------------------------------- 126

Figure 5.13 Security Registration -------------------------------------------- 127

Figure 5.14 Registered Successfully ------------------------------------------ 128

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LIST OF TABLES

TABLE NO TABLE NAME PAGE NO

Table 3.1 Example Table – 1 -------------------------------------- 41

Table 3.2 First Normal Form ------------------------------------- 42

Table 3.3 Example Table – 2 -------------------------------------- 42

Table 3.4 Student Room 2nd Normal Form ----------------------- 43

Table 3.5 Rooms table 2nd Normal Form ------------------------- 43

Table 3.6 Example – 3 --------------------------------------------- 44

Table 3.7 Student’s Room 3rd Normal Form ---------------------- 44

Table 3.8 Room table’s 3rd Normal Form ------------------------- 44

Table 3.9 Hostel Table 3rd Normal Form -------------------------- 45

Table 4.1 structure of user registration ---------------------------- 55

Table 4.2 structure of staff ---------------------------------------- 57

Table 4.3 structure of Mess_Weekly_Schedule ------------------- 58

Table 4.4 structure of user table ----------------------------------- 60

Table 4.5 structure of permission table ---------------------------- 61

Table 4.6 structure of registration table --------------------------- 63

Table 4.7 Test Scenarios ------------------------------------------- 113

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