Every College has a hostel for accommodation of students. Hostel records have to be maintained properly.
For the past few years the number of educational institutions is increasing rapidly. Thereby the number of hostels is also increasing for the accommodation of students. And hence there is a lot of strain on the person running the hostel. Our project deals with the problems on managing the hostel records manually.
Hostel management records include room details, student records, mess expenditure, mess bill calculation, easy way of room allocation and hostel attendance. Since management involves many activities, hence it is a tedious and time consuming process.
The proposed system is more user friendly, reduces redundancy and also reduces the mistakes occurred due to manual entries.
The document aims to highlight the features, specifications and the functionality of software designed to ease the load of managing hostel records.
We are developing software known as hostel management system. As the name suggests this is software for managing various activities in a hostel.
Evaluators Guide Application developers Product perspective Manager The hostel management system is a system through which the manager of the hostel can easily maintain and update student records, record attendance and allocate rooms to the students. Student by using the proposed system the student can view his/her details, can pay hostel and mess fee and can also register any complaints they have regarding the hostel.
SNO USER CLASS CHARACTERISTICS 1 Manager/ Warden They have separate login. They can update the bills of each student. They can check attendance and complaints. They can update student information. 2 Students They can register the complaint. They can view the details and payment of Hostel and mess bill. They can check their attendance. They can change their password. 3 Parents They get message about the payments They get mail/message about their childs attendance. They can get room mate details if they want. Hardware Requirements Processor : Intel core i3 Processor speed : 2.53 GHz RAM : 4GB Keyboard
Software Requirements Operating system: Windows 7, Windows 8 Development: Net Beans IDE 7.3.1 Front end: Java / HTML Back end: MySQL 5.6.20 The site is restricted only to the intranet. The attendance is not compulsory for senior boys hostel that is from 2 nd year. But we assume that attendance is compulsory for all the hostels in the college.
Functional Requirements 1. User shall be able to login as student.
2. User shall be able to login as staff
3. Manager shall be able to retrieve the details of the students based on their name.
4. Manager shall be able to maintain the attendance of students and workers.
5. Manager shall be able to send appropriate mail or message to the parent about payment due.
6. Manager shall be able to allot rooms to the students.
7. Student shall be able to pay hostel as well as mess fee.
8. Students shall be able to register any complaints they have regarding the hostel or mess (this facility will be anonymous).
9. Student shall be able to mention when he/she will be bringing any guest and accordingly additions will be made in his mess fees.
Id 1 Name: User can login as student. Pre-Conditions: The System is powered on. Normal Scenario: 1.User accesses the system using intranet. 2.User clicks on login as student button. 3.User is granted permission according to their designation.
Post-Conditions: Student details page is visible. Exception Scenario: 1.Intranet is not working and thus an error message is generated to try again later. 3.User is not an authorized member and thus is not granted permission
Use case 1: Login as student. Hostel management system Login student name password <<include>> Id 2 Name: User can login as staff. Pre-Conditions: The System is powered on. Normal Scenario: 1.User accesses the system using intranet. 2.User clicks on login as staff button. 3.User is granted permission according to their designation.
Post-Conditions: Staff page is visible. Exception Scenario: 1.Intranet is not working and thus an error message is generated to try again later. 3.User is not an authorized member and thus is not granted permission
Use case 2: Login as staff. Hostel management system Login staff staff ID password <<include>> Id 3 Name: Manager can retrieve details of students based on their name. Pre-Conditions: All student records are entered in the database. User is logged in using staff option. Normal Scenario: 1.Manager accesses the system using intranet. 2.Manager enters the name of the student whose details are needed. 3.Student details are displayed.
Post-Conditions: Details of a particular student is visible. Exception Scenario: 1.Intranet is not working and thus an error message is generated to try again later. 2.Details of a student is not available and an error message is generated to check the spelling.
Use case 3: Retrieve student details based on their name Hostel management system Retrieve details of students manager Id 4 Name: Manager can update the attendance of students and working. Pre-Conditions: Staff is logged in. Everyone has given their attendance. Normal Scenario: 1.Manager accesses the system using intranet. 2.Manager clicks on the update attendance button. 3.Manager successfully updates the respective attendances.
Post-Conditions: Attendance is updated and successfully displayed. Exception Scenario: 1.Intranet is not working and thus an error message is generated to try again later. 3.Manager cannot update the attendance and an error message is displayed.
Use case 4: Update attendance of students and workers Hostel management system Update attendance of students and workers Manager Id 5 Name: Manager can send mail to parent when there is payment due .
Pre-Conditions: Staff is logged in. Normal Scenario: 1.Manager accesses the system using intranet. 2.Manager checks the fee payment details of all students. 3.Manager sends mail to the parents of those students who have payment due.
Post-Conditions: Mail is sent to the parent. Exception Scenario: 1.Intranet is not working and thus an error message is generated to try again later. 3.Manager cannot send the mail due to network problem
Use case 5: Send mail to parent about payment due Hostel management system Send mail to parent about payment due Manager Id 4 Name: Manager can allot rooms to students. Pre-Conditions: Staff is logged in. Normal Scenario: 1.Manager accesses the system using intranet. 2.Manager clicks on the allot room button. 3.Manager successfully allots the room as per the details mentioned by the student.
Post-Conditions: Room is successfully allotted. Exception Scenario: 1.Intranet is not working and thus an error message is generated to try again later. 3.Manager cannot allot rooms as student has not mentioned the room and room mate preference.
Use case 6: Allot rooms to students. Hostel management system Allot rooms to students Manager Id 7 Name: Students shall be able to pay hostel and mess fee online.
Pre-Conditions: Student is logged into his/her account. Normal Scenario: 1.Student accesses his/her account using intranet. 2.Student checks the Hostel and mess fee payment details of that particular academic year. 3.Student accesses the payment gateway of a particular bank and makes payment.
Post-Conditions: Hostel and mess bill is paid. Exception Scenario: 1.Intranet is not working and thus an error message is generated to try again later. 2.Details about the hostel and mess bills have not been updated. 3.The bank server is down.
Use case 7: Pay hostel and mess fee. Hostel management system Pay hostel and mess fees online Student Id 8 Name: Students can register any complaints regarding hostel or mess.
Pre-Conditions: Student is logged into his/her account. Normal Scenario: 1.Student accesses his/her account using intranet. 2.Student clicks on Register complaints option and posts the particular complaint. Post-Conditions: Student registers complaint(s). Exception Scenario: 1.Intranet is not working and thus an error message is generated to try again later.
Use case 8: Register complaints. Hostel management system Register complaints Student Id 9 Name: Students shall be able to inform in advance when he/she will be taking leave.
Pre-Conditions: Student is logged into his/her account. Normal Scenario: 1.Student accesses his/her account using intranet. 2.Student clicks on Apply for leave option and posts the dates from when to when he/she shall be on leave. 3.Student is granted leave. Post-Conditions: Student informs when he/she will be taking leave Exception Scenario: 1.Intranet is not working and thus an error message is generated to try again later. 3.Manager did not approve of the leave and an error message is sent to the student..
Use case 9:Inform in advance when he/she will be taking leave. Hostel management system Inform in advance when he/she will be taking leave Student Performance requirements Manager must be able to update the Database 24 hours a day and 7 days a week. Student must be able to view profile, register complaint 7 days a week and 24 hours a day. The response time of the software should be less than 5 seconds. Safety requirements The database can restore the memory after the update.
Security Requirements The software will be accessed only by registered members. Only manager can update the database. Students can view only their details. The User must be able to change password, retrieve password, in case the user forgets the password.
Communication can only be done using intranet.
For sending email to the parents when there is shortage of attendance or payment of hostel or mess fee is done using FTP protocol. Phase Effort estimated Actual effort Problem identification 20 hours 25 hours SRS 25 hours 35 hours Effort estimation