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This system is designed in the 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 about those students who left the hostel some years before.
It also helps them to retrieve the staff details.
This system also carries out the automatic allotment or evacuation of rooms
for the students and also, automatically calculates all the bills and issues
the notifications for those students who are against some rules.
Thus, in order to ease the process, we need to develop software which can
handle all the aforementioned problems.
To replace the existing system which is much more time consuming, we are
developing a software which is user-friendly and its functionality is very
good compared to the existing one.

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The current hostel management system involves hand-written records that are
stored into various registers.
This requires a lot of time as well as manpower.
Each department has its own register and the student and staff registers are
maintained on a daily basis.
It is very difficult to maintain or update all the records and retrieving a certain data
from such a number of registers is almost impossible.
Also, the loss or damage of any of the registers leads to the damage of hundreds of
records at a time
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LIMITATIONS :-

Records are hand-written in registers.
Too many registers for too much information.
Registers are not very well maintained.
Any types of details are not available easily.
Any type of loss or damage of these registers causes the loss
of many records at a time.

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This software makes the user to store the details of the student in a data base
and it is easy to retrieve the data whenever necessary.
We can say that this product has the highest priority because it is going to be a
god product according to us.
User should log in this software to use it. It can be used only by one person called
the Manager to enter the student/staff records etc.
Its validation is done standard as it looks very impassive system product.

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ADVANTAGES :-
The system takes the details of reservations. It allocates reservations to
beds. It stores all the information on a database. Links within the display
make it especially easy to use.
Any data from the system can be exported either on paper, as a comma-
separated text file, or in XML format. In this way, it can be made to interact
with other packages, such as financial systems, word processors (for
invoices) and booking engines, provided those systems facilitate it.
All the data are held on your computer, it does not involve the Internet.
Within the scope of the software, the system can be tailored to your
particular hostels needs for a moderate extra cost.
The system runs on a single computer.
It is kept simple, easy to learn, and low cost, thus making it work on a
wide range of platforms.


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GNATT CHART
8
System
Design

Data Process
and
Modeling
Investigating
System
Requirements
Project
Search
Planned Date
Actual Date
Extended Date


Nov Dec Jan Feb Mar Apr

E-R Diagram
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STUDENT
Admitt-
-ed to
HOSTEL
has
pays
BILL
issues
has
VISITORS
Eat in
MESS
provides
Stays
in
ROOM
allots
name
addr
gender
age
date
time
Name
Name of
student
Room
no.
charges
capacity
menu
bill
capacity
time
date
Bill no.
amt
addr
phno
name
STAFF
d
security mess
mgmt
id
yos
name
salary
gender
Active
since
ssn
timing
CONTEXT ANALYSIS
DIAGRAM
10
HOSTEL
MANAGE
MENT
SYSTEM
STUDENT
ROOMS
MESS
FACILITY
allocates
Admitted to
Pays bill to
Gives receipt to
Allocates room to
Provides services to
provides
Gives bill
to
FUNCTIONAL
DECOMPOSITION
11
0
HOSTEL
1.0

Admission
of students
2.0

Room
evacuation
3.0

Mess facility
4.0

Bill generation
5.0

Staff/ student
details
SYSTEM
FLOWCHART
12
Student
entry
Admission of
student
Report
HOSTEL
Rooms
Calculate Bill
Report Report
Staff
Mess
Visitors
Report
Report
Report
Bill register
Room register
Staff register
Mess register
Visitor
register
Student details
STRUCTURED
CHART
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HOSTEL MANAGEMENT
SYSTEM
Mess
Management
Student Room Management
Student
Details
Menu Bill
Details
Student
Details
Student
Details
Room
Details
Staff
Details
Mess
Details
Bill Details
Report Total amount

M
E
N
U


T
R
E
E
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HOSTEL
SETTINGS
Hostel master
settings
Category
Settings
Room
settings
Mess
settings
REGISTRATION/
MEMEBERSHIP
Allotment
Evacuation
Room transfer
Room Charges
ATTENDANCE
Hostel login / logout
Photo ID
Daily attendance report
FEE MANAGEMENT
Fee settings
Individual fee assigning

Fee collection
Reports
OTHER DETAILS

Student
details
Staff
details
Room transfer
Room/ bed no.
No. of students
Meal/ breakfast Menu
Timing
No. of students
Bill
Report
Add new student
View students details
Add new staff
View staff details
FORM LAYOUT
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TABLE LISTING
Student Table
Hostel Table
Mess Table
Room Table
Staff Table
Visitors Table
Bill Table

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Sr. No. Field Data Type Size
1. Room Charges float 5
2. Mess Charges float 5
3. Other Charges float 5
4. Total float 6
Eg: Bill Table
It consists of the following tables:
REPORT LISTING
Student Report
Staff Report
Mess Report
Visitors Report
Attendance Report
Room Report
Billing Report
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Thank you
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