Hostel

Management System

By:
Sanjay Mate,
Akshay Parmar.

Submitted at:
MMCOE, Pune
UoP.

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 CERTIFICATE

This is to certify that this Project Report entitled “Hostel

Management System” submitted to ‘Marathwada Mitra
Mandal College of Engineering,Pune’. in partial fulfillment of
the requirement at the third year of the degree of Engineering
of branch Information Technology, is an original work carried out by
Master.Sanjay Mate & Akshay Parmar under the guidance
of Mrs.Rupali Chopade.

The matter embodied in this project is a genuine work done

by the student and has not been submitted whether to other
University or to any other Institute for the fulfillment of
the requirement of any course of study.

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Introduction :-

Hostel Management System provides facilities to create delete & update

student entries of hostel student. The current system which handles all this jobs manually
required a lot of time, so for saving time for this purpose the Hostel Management System is
introduced. It allows moving among the student database as per Block, via their
Registration ID. Hostel management system consists of various records of student, visitor,
room& block information. The system enables to store student Registration ID, Visitor ID,
Block ID information.
Therefore Hostel Management System is the best way to decrease the work load and
saves time required in creation, updating, removal or view within records.

1.1 SCOPE OF THE PROJECT

HOSTEL MANAGEMENT allows maintaining the records of hostel student from

different branches & year for boys and girls. It uses Oracle database and hence it can
accommodate vast amount of data. It evaluates the hostel accommodation status either of
vacancy or accommodation. Design of the software is user friendly and rector or hostel in
charge is kept in mind as a user of this application.

1.2 Application Of The Project:

The proposed system can be used for maintaining the records of Hostel. This system
can be used in:-
1) College Hostel
2) Private Hostel
3) Government Hostel, etc.

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Reequirement :-

Software requirement:
For Software requirement, its two different sections are considered that is Front End and
Back End.
Front end:
• Microsoft’s Visual Studio 6.0 [Microsoft’s Visual Basic 6.0]
Back end:
• Oracle 10g

Hardware requirement:
• Windows operating system(XP is compatible)
• 20 GB hard disk
• 512 MB RAM

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5
 First_
Departmen name
ER Diagram :- Surname
t
Year
Gender
Address Nam
e Middle
_name
LG_Name

Registr Blood_Group
ation_
No
Student Charges

1
capacity allocate

M Room
_numb
er
Allocate Room
1

M
Visi
ts IN

M
Visitor_I 1 Stud_Name 1
Visitor
d
Block

Date Block_Incharg
Visitor_ e
Name Block_Id

Vehicle_Number Type
In_Time
Block_Name
Capacity

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Data dictionary :-

Student:
This is one of the main table in this application as here various information about student is enrolled.
This table contains Registration No which is unique for every student in the hostel. Other information about
student is its full name, local guardian name and address, student blood group, gender, room, allocated, year
and branch.

Visitor:
This is the record about the guest or visitor who meets hostel student. Records maintained about
visitors are unique ID, his name, vehicle no. and name of student is also searched to whom they are willing to
meet.

Block:
This table contains the rooms available for students. One restriction is maintained as per gender. As
every floor contains 20 room, out of which 10 are allocated to boys and 10 for girls.

Room:
This table mainly consists of room no and also gives the information about student allotted within that
room.

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Relational Database Design :-

Student :-

Attribute Data Field Constraints

Type Width

Registration_No Number 5 Primary Key (Not Null)

Surname Varchar 20 -

First_Name Varchar 20 -

Middle_Name Varchar 20 -

Gender Varchar 10 -

Department Varchar 20 -

Year Varchar 5 -

Blood_Group Varchar 5 -

Address Varchar 80 -

LG_Name Varchar 20 -

Room_Number Number 5 Foreign Key

Charges Number 5 -

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Room :-

Attribute Data Field Constraints

Type Width

Room_Number Number 5 Primary Key (Not Null)

Room_Capacity Number 5 -

Allocate Number 10 -

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Visitor :-

Attribute Data Field Constraints

Type Width

Visitor_id Number 5 Primary Key (Not Null)

Visitor_Name Varchar 20 -

Vehicle_Number Varchar 20 -

Todays_date Varchar 20 -

To_meet Varchar 20 -

In_time Varchar 20 -

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 Attribute Data Field Constraints
Type Width

Block_Id Number 5 Primary Key (Not Null)

Block_Number Varchar 20 -

Type Varchar 10 -

Capacity Number 4 -

Block :- Block_Incharge Varchar 20 -

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Database Normalization :-

Registration key is a Primary key. The Key value is never duplicated anywhere. No any Non prime
attribute functionally depend on any prime attribute. As every table is not fully depends on other table.

Database schema :-

Student(registration_no,surname,first_name,middle_name,gender,department,year,blood_grou
p,address,lg_name,room_number,charges)

Room(room_number,room_capacity,allocate)

Block(block_id,block_number,type,capacity,block_incharge)

Visitor(visitor_id,visitor_name,vehicle_number,to_meet,in_time,todays_date)

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Test Cases :-

Create New Student

Test Case Name: Create New Student

Test Case Id: 1

Summary/Abstract: To check functionality of Create New Student

Form

Created by: Akshay K. Parmar, Sanjay R. Mate

Date: 18-10-2010

Prerequisites: Create New Student Form

Steps Description Input Data Expected Actual Status

Result Result

1(Test-to- Blank Input - Message Message is Pass

Pass should be displayed
displayed, that

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 the enter all the
values.
2(Test-to- Adding a Details like Record must Record is Pass
Pass record. name, be added added.
year,department, withour error.
address,etc
3(Test-to- Registration_Id - Registration_Id ID generated Pass
Pass must be
generated
automatically.
4(Test-to- Clear Values - Fields must be Field goes Pass
Pass goes blank blank
5(Test-to- Check - New member Working Pass
Pass Database Entry to be added in
database

Showing Student Records

Test Case Name: Display Student Entry

Test Case Id: 2

Summary/Abstract: To check functionality of Displaying Student

Entry

Created by: Akshay K. Parmar, Sanjay R. Mate

Date: 19-10-2010

Prerequisites: Showing Student Record Form

Steps Description Input Data Expected Actual Status

Result Result

1(Test-to- Blank - Message Message is Pass

Pass Registration_Id should be displayed
displayed, that

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 please select
the values.
2(Test-to- Selecting Select Student Details Pass
Pass Registration_Id Registration_Id details must Displayed
be shown with
respect to
student
registration_I
d
3(Test-to- Clear Values - Fields must be Field goes Pass
Pass goes blank blank

Edition of Student Records

Test Case Name: Editing Student Record

Test Case Id: 3

Summary/Abstract: To check functionality of Editing Student Entry

Created by: Akshay K. Parmar, Sanjay R. Mate

Date: 20-10-2010

Prerequisites: Showing Editing Student Record

Form

Steps Description Input Data Expected Actual Status

Result Result

1(Test-to- Blank - Message Message is Pass

Pass Registration_Id should be displayed

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 displayed, that
please select
the values.
2(Test-to- Selecting Select Student Details Pass
Pass Registration_Id Registration_Id details must Displayed
be shown with
respect to
student
registration_I
d
3(Test-to- Clear Values - Fields must be Field goes Pass
Pass goes blank blank
4(Test-to- Updating Enter the new Record must Record Pass
Pass Record value in any be updated. Updated
field Successfully
5(Test-to- Deleting Select Record must Record Pass
Pass Record Registration_Id be deleted Deleted
to delete a Sucessfully
record

Block Management

Test Case Name: Block Management

Test Case Id: 4

Summary/Abstract: To check functionality of Block

Created by: Akshay K. Parmar, Sanjay R. Mate

Date: 21-10-2010

Prerequisites: Block Management Form

Steps Description Input Data Expected Actual Status

Result Result

1(Test-to- Creating Block Click on New Block Block Pass

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Pass Create buttonmust be Created.
created.
2(Test-to- Displaying Select Room Students Details Pass
Pass total allocated Number. Records must Displayed
Student in be displayed.
room

Visitor Management Records

Test Case Name: Visitor Management Records

Test Case Id: 5

Summary/Abstract: To check functionality of Visitor Entry

Created by: Akshay K. Parmar, Sanjay R. Mate

Date: 22-10-2010

Prerequisites: Visitor Management Form

Steps Description Input Data Expected Actual Status

Result Result

1(Test-to- Blank Fields - Message Message is Pass

Pass And click on should be displayed
Search displayed, that

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 please select
the values.
2(Test-to- Automatic - Visitor_id Generated Pass
Pass Generation of must be
Visitor_Id generated
3(Test-to- Clear Values - Fields must be Field goes Pass
Pass goes blank blank
4(Test-to- Searching Enter valid Record found Record Pass
Pass Record Student Name and displayed Dispalyed
in DataGrid
Control
5(Test-to- Storing Record Enter All Record must Record Saved Pass
Pass Values be saved.

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CONCLUSION

The product has enormous repetition value as user will be in need of saving
time for efficient management of his computer resources. The volume of data and
storage capacity is increasing exponentially.
The program is not only useful for educational institutions, organizations or
companies hostel where most tasks need to be maintains records within numerous
hostellers.

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