Hostel Management System Project Document 2024 PDF

CONTENTS TABLE OF CONTENTS NO. TITLE PAGE 1 2 ABSTRACT 2 INTRODUCTION 3 3 FEASIBILITY STUDY 4 4 SCOPE OF THE WORK...

CONTENTS TABLE OF CONTENTS NO. TITLE PAGE 1 2 ABSTRACT 2 INTRODUCTION 3 3 FEASIBILITY STUDY 4 4 SCOPE OF THE WORK 7 5 PROBLEM STATEMENT 8 6 AIM AND OBJECTIVES OF THE PROJECT 9 7 PROPOSED SYSTEM 10 8 PROGRAMMING 13 9 EXISTING SYSTEM 15 10 SYSTEM SPECIFICATIONS 20 11 MODULE DESCRIPTION 25 12 CODING 30 13 SCREENSHOTS 33 14 CONCLUSION 44 15 BIBLIOGRAPHY 45  ABSTRACT As the name specifies “HOSTEL MANAGEMENT SYSTEM” is a software developed for managing various activities in the hostel. For the past few years the number of educational institutions are increasing rapidly. Thereby the number of hostels are also increasing for the accommodation of the students studying in this institution. And hence there is a lot of strain on the person who are running the hostel and software’s are not usually used in this context. This particular project deals with the problems on managing a hostel and avoids the problems which occur when carried manually. Identification of the drawbacks of the existing system leads to the designing of computerized system that will be compatible to the existing system with the system Which is more user friendly and more GUI oriented.  INTRODUCTION We have got nine hostels in our university, which consist of four boy’s hostel and five girl’s hostel. All these hostels at present are managed manually by the hostel office. The Registration form verification to the different data processing are done manually. Thus there are a lot of repetitions which can be easily avoided. And hence there is a lot of strain on the person who are running the hostel and software’s are not usually used in this context. This particular project deals with the problems on managing a hostel and avoids the problems which occur when carried manually Identification of the drawbacks of the existing system leads to the designing of computerized system that will be compatible to the existing system with the system which is more user friendly and more GUI oriented.  FEASIBILITY STUDY A Feasibility Study serves as a crucial process for analysing the viability of proposed projects, aiming to answer the fundamental question: "Should we proceed with these project ideas?" This comprehensive evaluation can be applied across various domains, whether it involves systems and software development, acquisitions, or other endeavours. It entails assessing the workability of the proposed solution, its impact on the organization, its ability to fulfil user needs, and the efficient utilization of resources. The study typically comprises six key components: 1. Project Scope: This defines the specific business problem or opportunity to be addressed concisely and definitively, avoiding unnecessary complexity. 2. Current Analysis : This phase involves understanding the existing implementation method, such as systems or products, to ascertain whether any issues stem from misunderstandings or require minor adjustments rather than a complete overhaul. 3. Requirements : The manner in which requirements are delineated depends on the project's focus, whether it pertains to a product or an information system. 4. Approach: This outlines the recommended solution or course of action to meet the identified requirements effectively. 5. Evaluation: This stage involves assessing the cost-effectiveness of the chosen approach, beginning with an analysis of the project's estimated total cost. 6. Review: Once all preceding elements are compiled into a Feasibility Study, a formal review involving all stakeholders is conducted to ensure alignment and understanding. In essence, a Feasibility Study guides decision-making by providing a systematic assessment of project viability, encompassing various facets crucial for informed choices and successful implementation. There are 5 types of the feasibilities which are discussed here. These are as follows: 1. Technical Feasibility: A study of resource availability that may affect the ability to achieve an acceptable system. This evaluation determines whether the technology needed for the proposed system is available or not. This system can be made in any language that support good user interface and easy database handling. Technical needs may include:  Front-End Selection: Front-End means a language that is used for user  interface designing and coding. Front-End should have following qualities:  It must have a graphical user interface that assist employees that are not  from some IT background.  Scalability and Extensibility Robustness  According to the organization requirements and culture.  Must provide excellent reporting features with good printing support.  Platform independent.  Easy to deploy and maintain.  Event driven programming. 2. Economical Feasibility In this we consider following tasks:  The cost to conduct a full system investigation.  The cost of hardware and software for class of application being considered.  The benefit in the form of the reduced cost.  Our system has a lot of features at a minimum cost so it is feasible to implement and it will be very much beneficial to the sellers in the reduced cost. It’s software and hardware cost is also low then the existing system. 3.Operational Feasibility: In this feasibility assessment, we factor in the implementation of significant changes for staff members in the new system. These modifications necessitate training to familiarize them with the newly integrated features. These substantial adjustments have the potential to usher in a new era for the supermarket, particularly in enhancing production and sales management capabilities. 4.Schedule Feasibility: Time management is a paramount consideration in project development. Ensuring adherence to the scheduled timeline is crucial for the company's objectives. Given that the new system is relatively small in scale, it can be efficiently developed within a few days.. 5. Behavioral Feasibility: People often exhibit resistance to change, and introducing a new computer system implies a significant shift. It's essential to anticipate the level of resistance the user staff may display towards the development of the new system. By estimating this reaction, proactive measures can be taken to educate and train the staff effectively, helping to mitigate resistance and facilitate a smoother transition.  SCOPE OF THE WORK The scope of this project entails investigating and designing a software solution that enhances the efficiency and productivity of both customers and salespersons in their daily tasks. The objective is to streamline operations by automating manual processes, allowing salespersons to manage, handle, and retrieve necessary information swiftly in various formats. The proposed solution aims to expedite operations by simplifying bill management, financial data handling, and document production for different clientele. Specifically, the software will enable salespersons to: 1. Easily manage bill details, financial data, and historical information. 2. Automate manual processes to reduce effort and time spent on bill management. 3. Generate documents in different formats tailored to specific customer requirements. 4. Facilitate quick billing processes and maintain accurate records of purchased items. 5. Set tax rates and product commissions. 6. Access reports on product performance and categories within defined time periods. 7. Customize the Graphical User Interface (GUI) for improved user experience. Overall, the project aims to provide a comprehensive software solution that empowers salespersons to efficiently perform their tasks, manage data effectively, and enhance customer service through streamlined processes and automation.  PROBLEM STATEMENT In today's fast-paced society, staying competitive necessitates leveraging cutting-edge technology available in the market. As businesses accumulate vast amounts of data over the years, effectively managing this data becomes increasingly challenging. To enhance productivity in order processing, a solution that integrates technology and software into current processes is essential. With the surge in order volume, salespersons struggle to manage orders efficiently and effectively. Manual paperwork makes it arduous to navigate through orders and address complaints or reviews promptly, leading to resource loss, increased time consumption, and decreased output. The drawbacks of the current manual system include: 1. Time consumption: Retrieving necessary information from extensive datasets is time-consuming. Making changes, edits, and updates to multiple files is a slow and laborious process. 2. Poor communication: Manual inventory systems rely on employees and managers to manually record every item transaction. If an employee forgets to update the inventory, discrepancies may arise, causing confusion during sales. 3. Effort-intensive: Maintaining records for each item in separate files requires significant effort. Modifying or deleting transaction data necessitates changes across multiple files and locations. 4. Space requirements: Manual record-keeping necessitates storing data in various physical locations, consuming additional storage space. In summary, the limitations of the manual system impede efficiency and productivity. Transitioning to a technology-driven solution is imperative to streamline processes, improve communication, reduce effort, and optimize space utilization.  AIM AND OBJECTIVES OF THE PROJECT AIM: To make software fast in processing, with good user interface so that user can change it and it should be used for a long time without error and maintenance. OBJECTIVES:  To reduce the time for organisation.  To increase efficiency and accuracy of the system.  To reduce pressure on the labour and relieving man power from repetitive and dull job.  To make the retrieval of information faster.  To make the system more feasible  To reduce large amount of paper work.  To make the system more reliable and to avoid any ambiguity.  To reduce the cost factor  PROPOSED SYSTEM Implementation is the stage in the project where the theoretical design is turned into a working system and is giving confidence on the new system for the users that it will work efficiently and effectively. It involves careful planning, investigation of the current system and its constraints on implementation, design of methods to achieve the change over, an evaluation of change over methods. Apart from planning major task of preparing the implementation are education and training of users. The implementation process begins with preparing a plan for the implementation of the system. According to this plan, the activities are to be carried out, discussions made regarding the equipment and resources and the additional equipment has to be acquired to implement the new system. In network backup system no additional resources are needed. Implementation is the final and the most important phase. The most critical stage in achieving a successful new system is giving the users confidence that the new system will work and be effective. The system can be implemented only after thorough testing is done and if it is found to be working according to the specification. This method also offers the greatest security since the old system can take over if the errors are found or inability to handle certain type of transactions while using the new system.  LANGUAGES HTML HTML stands for HyperText Markup Language, it is a Standard Markup language for web pages. HTML is used to create content and structure of any web page. If you think of the human body as a web page then HTML is the skeleton of the body. It is the building block of web pages. HTML was created by Berners-Lee in late 1991 but "HTML 2.0" was the first standard HTML specification which was published in 1995. HTML is a MUST for students and working professionals to become a Web Developer. HTML is being widely used to create web pages with the help of different tags and attributes along with the HTML you can learn CSS and JavaScript.  Create a Website: You can create a website or customize an existing web template if you know HTML well.  Become a Web Designer: If you want to start a career as a professional web designer, HTML and CSS designing is a must skill.  Understand Web: If you want to optimize your website, to boost its speed and performance, it is good to know HTML to yield the best results.  HTML Basics: In basic part we have covered all the fundamentals of HTML like - editors, basic tags, elements, attributes, heading, paragraph, formatting, etc..  HTML Tables: After getting the knowledge of fundamentals of HTML we should learn about tables. The primary tags used to create tables are , , , and.  HTML Lists: The lists can be ordered or underdered depending on the requirement. In html we can create both order and unorder lists by using and tags and for the list item we can use tag.  HTML Links: Links allow visitors to navigate between Web sites by clicking on words, phrases, and images. A link is specified using HTML tag.  HTML Backgrounds: Background of a webpage is a layer behind its content, which includes text, images, colors and various other elements. HTML allow to change background color of any elements within a document using bgcolor attribute.  HTML Colors: Colors are a way of specifying the appearance of web elements. Colors are very important aspects of web design, as they not only enhance the visual appeal but also influence user behavior. They are also used to evoke emotions and highlight important content.  HTML Form: HTML forms are simple form that has been used to collect data from the users. HTML form has interactive controls and varius input types such as text, numbers, email, passowrd, radio butons, checkboxes, buttons, etc. There are lots of form elements in HTML, you can learn those from HTML - Forms.  HTML Media: Media is an improtant element in HTML, sometines we wants to include videos and audios into our websites, we can embed any media into our websites.  HTML Header: Header part of an HTML document is represented by the tag. It serve as a container of various other important tags like , , , , , , and tags.  HTML Layout: Layouts specifies the arrangement of components on an HTML web page. A good layout structure of the webpage is important to provide a user-friendly experience on our website. It takes considerable time to design a website's layout with a great look and feel.  HTML Graphics: HTML allows two types of graphics development in the doument directly. SVG is an XML-based markup language used for creating scalable 2D graphics and graphical applications, and Canvas gives you an easy and powerful way to draw graphics using JavaScript.  HTML API: APIs are essential for the development of software because they let programmers use the features and services offered by other software components to create more complex applications. Let’s dive into the API we will learn in this tutorial - Geolocation, Drag & Drop, Web Workers, WebSockets, Web Storage and Server Sent Events. PHP PHP is an open-source general purpose scripting language, widely used for website development. It is developed by Rasmus Lerdorf. PHP stands for a recursive acronym PHP: Hypertext Preprocessor. PHP is the world’s most popular server-side programming language. Its latest version PHP 8.2.8, released on July 4th, 2023. PHP is a server-side scripting language that is embedded in HTML. PHP is a cross-platform language, capable of running on all major operating system platforms and with most of the web server programs such as Apache, IIS, lighttpd and nginx. A large number of reusable classes and libraries are available on PEAR and Composer. PEAR (PHP Extension and Application Repository) is a distribution system for reusable PHP libraries or classes. Composer is a dependency management tool in PHP. Advantages of Using PHP PHP is a MUST for students and working professionals to become great Software Engineers, especially when they are working in Web Development Domain.   PHP is a multi-paradigm language that supports imperative, functional, object-oriented, and procedural programming methodologies.  PHP is a server-side scripting language that is embedded in HTML. It is used to manage dynamic content, databases, session tracking, even build entire e-commerce sites.  PHP is integrated with a number of popular databases including MySQL, PostgreSQL, Oracle, Sybase, Informix, and Microsoft SQL Server.  PHP is pleasingly zippy in its execution, especially when compiled as an Apache module on the Unix side. The MySQL server, once started, executes even very complex queries with huge result sets in record-setting time.  PHP supports a number of protocols such as POP3, IMAP, and LDAP. PHP supports distributed object architectures (COM and CORBA), which makes n-tier development possible. SQL SQL (Structured Query Language) is a language to operate databases; it includes Database Creation, Database Deletion, Fetching Data Rows, Modifying & Deleting Data rows, etc. SQL stands for Structured Query Language which is a computer language for storing, manipulating and retrieving data stored in a relational database. SQL was developed in the 1970s by IBM Computer Scientists and became a standard of the American National Standards Institute (ANSI) in 1986, and the International Organization for Standardization (ISO) in 1987. When you are executing an SQL command for any RDBMS, the system determines the best way to carry out your request and SQL engine figures out how to interpret the task. There are various components included in this process. These components are −  Query Dispatcher  Optimization Engines  Classic Query Engine  SQL Query Engine, etc. Field Every table is broken up into smaller entities called fields. A field is a column in a table that is designed to maintain specific information about every record in the table. For example, our CUSTOMERS table consists of different fields like ID, Name, Age, Salary, City and Country. Record or a Row  A record is also called as a row of data is each individual entry that exists in a table. For example, there are 7 records in the above CUSTOMERS table. Following is a single row of data or record in the CUSTOMERS table –  EXISTING SYSTEM The existing hostel management system requires a thorough review to identify areas for improvement and optimize its functionality. Here's an overview of the system review: 1. User Experience Evaluation: Assess the user interface for ease of navigation, intuitiveness, and overall user experience. Identify any pain points or areas where users may encounter difficulties in accessing or using features. 2. Functionality Assessment: Evaluate the system's core functionalities such as student registration, room allocation, fee management, attendance tracking, and complaint handling. Determine if all necessary features are present and functioning effectively. 3. Data Management Review: Review how student and hostel data are stored, managed, and updated within the system. Assess data integrity, security measures, and backup procedures to ensure the confidentiality and reliability of information. 4. Communication and Notification Analysis: Examine how the system facilitates communication between hostel administrators, students, and staff members. Evaluate the effectiveness of notification mechanisms for informing stakeholders about important updates, events, or announcements. 5. Reporting and Analytics: Analyze the system's reporting capabilities to generate insights and track key performance metrics related to hostel occupancy, revenue, maintenance issues, and student behavior. Evaluate the comprehensiveness and accuracy of reports generated by the system. 6. Integration and Scalability: Assess the system's ability to integrate with other campus management systems and third-party applications. Consider its scalability to accommodate future growth and expansion requirements. 7. Feedback Collection: Solicit feedback from users, including hostel administrators, staff, and students, to gather insights into their experiences with the system. Identify areas of improvement based on user feedback and suggestions. 8. Compliance and Regulations: Ensure that the system complies with relevant regulatory requirements, such as data protection laws and educational institution guidelines. Review security measures to safeguard sensitive information and prevent unauthorized access. 9. Cost-Benefit Analysis: Conduct a cost-benefit analysis to evaluate the return on investment (ROI) of the existing system in terms of its benefits, efficiency gains, and cost savings compared to alternative solutions or manual processes.  By conducting a comprehensive review of the existing hostel management system, administrators can identify strengths, weaknesses, and opportunities for enhancement to optimize hostel operations and enhance the overall user experience.  SYSTEM SPECIFICATION HARDWARE SPECIFICATIONS Processor : Intel Pentium Processor RAM : 4GB HDD : 40GB SOFTWARE SPECIFICATIONS Operating System : Windows 8.1 Front end: HTML, CSS, JavaScript 1. HTML: HTML is used to create and save web document. E.g. Notepad/Notepad++ 2. CSS : (Cascading Style Sheets) Create attractive Layout 3. Bootstrap : responsive design mobile freindly site 4. JavaScript: it is a programming language, commonly use with web browsers. Back end: PHP, MySQL 1. PHP: Hypertext Preprocessor (PHP) is a technology that allows software developers to create dynamically generated web pages, in HTML, XML, or other document types, as per client request. PHP is open source software. 2. MySQL: MySql is a database, widely used for accessing querying, updating, and managing data in databases. CODE REGISTRATION