Hostel Management

Submitted To:
Submitted By:

Mr. Gurpreet Singh Ghali

Gagandeep Kaur
H.O.D
1709
(Computer science)
BCA III

Hostel Management

Certificate
This is certify that hospital management system
embodies the original work done by Gagandeep kaur
during this project submission as a partial Fulfillment
of the requirement for system design project of masters
of Computer application .

Mr. Gurpreet Ghali

H.O.D
(computer science)

Hostel Management

Acknowlegement

The satisfaction that accompanies that the

successful completion of any task would be
incomplete without the mention of people whose
ceaseless cooperation made it possible ,whose
constant guidance ,encouragement crown all efforts
with success.

I am grateful to my project guide

Mr.Mandeep handa for the guidance,inspiration
and constructive suggestions that is helpful for
me in the preparation of this project.
Gagandeep kaur

Hostel Management

Index
1)
2)
3)
4)
o
o
o
o
o
o
5)

Hostel Management
VB Information
MS Access
Forms
Login Form
Main Form
Student Info Form
Staff Info Form
Room Info Form
Fee Info Form
Bibiliography

Hostel Management

Over view of Hostel Management

This project is provides the information about the

Hostel .it gives the information about students,staff,rooms
etc.
Hostel management System Project will keep details of each and
every student by suing their unique id which will be provided
during the admission time. It will provide the expenditure
details of mess department and able to keep track on the stock
details of materials used under the mess departments. Admin
can access information of each and every employee working
under particular hostel number by using their unique number.
The list of all working employees working under particular
hostel will be displayed separately. Admin can add, delete,
modify, and change information and other fields used in hostel
management system. Admin can make changes in the mess
charges, hostel charges, and other expenditures charges used
within hostel campus.

etc.
This project is a desktop application to be developed
in vb 6.0 having MS access as backend.

Database design(Ms access)

Form design(VB 6.0)
Coding (VB 6.0)
Testing(Vb 6.0)
Reporting tool(Data report)

Hostel Management

INTRODUCTION
This Hostel Management System is developed in favor of the hostel
management team 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 information about
those ones who had left the hostel years before.
This solution is developed on the plight of the hostel management team,
through this they cannot require so efficient person to handle and manage the
affairs of the students in the hostel, all you need to do is to login as
administrator and you can see the information of all the students who have
obtained and registered their hostel form, click verify to ascertain their
eligibility and allocate them to the available hostel.
Identification of the problems of the existing hostel management leads to the
development of computerized solution that will be compatible to the existing
hostel management with the solution which is more users friendly and more
GUI oriented. We can improve the efficiency of the hostel management, thus
overcome the drawbacks of the existing management.

Objectives
The main objectives of this project work are that:
Student will no longer apply for their hostels manually.
The warden can see and access the students data.
This also will reduce the manual work of the persons in admin penal.
It helps the admin to know the number of students that can leave in a
room and a block.
To ensure that the number of student staying in a room does not exceed
specified limit.
Help the admin to disseminate information to students without calling
for a meeting or moving room b room.
To know the number of items (e.g. bed) given to student staying in the
hostel
To ensure that student remit the hostel property given to them before
vacating the hostel.
The system helps the admin to:
Allot different students to their different hostels.
Vacate the student from the hostels
Control the status of the hostel fee payment.
Edith the details of the students and modify the students records.

Hostel Management
Problem Description:Rufus Giwa Polytechnic has eleven hostels, which consist of five boys hostels
and six girls hostels. All these hostels at present are managed manually by the
hostel officer. Thus, there are a lot of duplications which cannot be easily
avoided. Hence, there is lot strains on the hostel management due to the manual
processes presently in used.

Hostel Management
ABOUT ORGANIZATION

Slovenias climate is as diverse as the geography: sub-mediterranean on the coast, alpine

in the mountains, and continental with mild to hot summers and cold winters in the plateaux
and valleys to the east. With such a range of areas to explore, this Central European
country is ideal for all types of group trips. From educational travel in subjects such as
history, art or language studies, to extracurricular school and college group travel, to active
sports trips with groups of friends, HIs group hostels in Slovenia provide safe, cost-effective
and quality-assured accommodation for groups of all kinds.
All of our group hostels in Slovenia meet HIs assured standards for quality, cleanliness and
comfort, and many also provide extra services tailored to the needs of groups, such as:
Private rooms for leaders and drivers
Parking for coaches, buses or mini-buses
Seminar rooms, games rooms and/or lounge areas
Full meals service, and lunch packs for days out
Staff who understand the needs of groups
Our group accommodation in Slovenia is available in both urban and countryside locations,
and either locale provides a great base for exploring this countrys diverse offerings.
Whether you want an active trip rafting, canoeing or mountaineering, or a more relaxing
break sightseeing or chilling out by a thermal lake, HIs group hostels in Slovenia provide
the perfect way to do it all on a budget.

Hostel Management

existing system
3.1 Existing System 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
softwares 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. We
can improve the efficiency of the system, thus overcome the following
drawbacks of the existing system. more human error. more strength and strain
of manual labour needed Repetition of the same procedures. low security
Data redundancy difficult to handle difficult to update data record keeping is
difficult Backup data can be easily generated

Hostel Management

Visual Basic
Visual basic is a tool that allow us to develop windows
(Graphical UserInterface(GUI)) applications.It is developed
by microsoft corporation USA.The applications have the
familiar appearance to the user . Visual basic is event
driven , meaning code remains idle until called upon to
respond to some event .Visual basic is governed by an
event processor.

Features of Visual Basic

Visual basic is an advanced version of basic , an old
programming languages which was largly used to teach
programming and software development . So visual basic
is a popular programming language to develop common
applications for windows. it has following features
1) Full set of objects.
2) Lots of icons and pictures for use.
3) Response to mouse and keyboard actions.

Hostel Management

4) Clipboard and printer access.

5) Full array mathematical, string handling and
graphics functions.
6) Visual basic handle fixed and dynamic variable and
control arrays.
7) It has useful debugger and error handling facilities.
8) It has sequential and random access files support.
9) It has powerfull database access tools.
10) It has action X support.
11)

11)It package and deployment makes distributing user

application

MS Access is used as Backend in VB

MS Access is used as backend in visual basic.

MS access is a relational database management system
from Microsoft corporation.Software developers and
data architects uses the MS access to develop powerful
complex application software . It is used in visual basic
to create and store databases related to visual basic forms.

Hostel Management

The

objective

of

the

proposed

system

are

as

follows:

Enable the users to reserve his /her accommodation in a hotel sitting at home
through
the
internet.
Enable the user to look up his/her confirmed reservation status or cancel the
reservation
if
required.
Allow the manager of the hotel to change the hotel information from time to time.

FEASIBILITY

STUDY OF HOTEL

MANAGEMENT SYSTEM

PROJECT

Feasibility study conducted once problem is clearly understood. It is a high

level capsule version of the complete system-analysis and design process.The
purpose is to determine at the minimum expense and how quickly resolve the
problem and to determine that the problem is solved.The following feasibility in the
following ways. There are three types of feasibility study : technical feasibility,
operational
feasibility,
economical
feasibility.
Technical

feasibility:

A technical feasibility study of function ,performance and constraints can effect the
ability to achieve an acceptable system. The software developed for managing Hotel
Reservation System is used in client server architecture with Asp.Net as front end
and Sql Server as back end so the project is technically feasible.
Operational

feasibility:

The main purpose of this program is to develop a Web based application which
facilitates on line reservation of hotel accommodation through internet .All the users
of this project are trained in this area.Therefore this project is operational feasible.
Economical

feasibility:

Economic feasibility analysis includes a broad range of tests that include long term
cooperative income strategies,cost of resources needed for development,cost benefit
analysis. In existing system they had to maintain many registers/books is a costly
affair.This can be reduced by keeping data in the digital format that is reliable and
cheaper .Since the development cost for system satisfies the organization therefore
the software is economically feasible.

data base design

Hostel Management
Database Design The data in the system has to be stored and retrieved from database.
Designing the database is part of system design. Data elements and data structures to be
stored have been identified at analysis stage. They are structured and put together to
design the data storage and retrieval system. A database is a collection of interrelated data
stored with minimum redundancy to serve many users quickly and efficiently. The
general objective is to make database access easy, quick, inexpensive and flexible for the
user. Relationships are established between the data items and unnecessary data items are
removed. Normalization is done to get an internal consistency of data and to have
minimum redundancy and maximum stability. This ensures minimizing data storage
required, minimizing chances of data inconsistencies and optimizing for updates. The MS
Access database has been chosen for developing the relevant databases.

Hostel Management

Normalization of Database
Database Normalisation is a technique of organizing the data in the database. Normalization is a
systematic approach of decomposing tables to eliminate data redundancy and undesirable
characteristics like Insertion, Update and Deletion Anamolies. It is a multi-step process that puts data
into tabular form by removing duplicated data from the relation tables.
Normalization is used for mainly two purpose,

Eliminating reduntant(useless) data.

Ensuring data dependencies make sense i.e data is logically stored.

Problem Without Normalization

Without Normalization, it becomes difficult to handle and update the database, without facing data
loss. Insertion, Updation and Deletion Anamolies are very frequent if Database is not Normalized. To
understand these anomalies let us take an example of Student table.
S_id

S_Name

S_Address

Subject_opted

401

Adam

Noida

Bio

402

Alex

Panipat

Maths

403

Stuart

Jammu

Maths

404

Adam

Noida

Physics

Updation Anamoly : To update address of a student who occurs twice or more than twice in
a table, we will have to update S_Address column in all the rows, else data will become
inconsistent.

Insertion Anamoly : Suppose for a new admission, we have a Student id(S_id), name and
address of a student but if student has not opted for any subjects yet then we have to
insert NULL there, leading to Insertion Anamoly.

Hostel Management

Deletion Anamoly : If (S_id) 401 has only one subject and temporarily he drops it, when we
delete that row, entire student record will be deleted along with it.

Normalization Rule
Normalization rule are divided into following normal form.
1.

First Normal Form

2.

Second Normal Form

3.

Third Normal Form

4.

BCNF

First Normal Form (1NF)

As per First Normal Form, no two Rows of data must contain repeating group of information i.e each
set of column must have a unique value, such that multiple columns cannot be used to fetch the same
row. Each table should be organized into rows, and each row should have a primary key that
distinguishes it as unique.
The Primary key is usually a single column, but sometimes more than one column can be combined
to create a single primary key. For example consider a table which is not in First normal form
Student Table :
Student

Age

Subject

Adam

15

Biology, Maths

Alex

14

Maths

Stuart

17

Maths

In First Normal Form, any row must not have a column in which more than one value is saved, like
separated with commas. Rather than that, we must separate such data into multiple rows.
Student Table following 1NF will be :

Hostel Management

Student

Age

Subject

Adam

15

Biology

Adam

15

Maths

Alex

14

Maths

Stuart

17

Maths

Using the First Normal Form, data redundancy increases, as there will be many columns with same
data in multiple rows but each row as a whole will be unique.

Second Normal Form (2NF)

As per the Second Normal Form there must not be any partial dependency of any column on primary
key. It means that for a table that has concatenated primary key, each column in the table that is not
part of the primary key must depend upon the entire concatenated key for its existence. If any column
depends only on one part of the concatenated key, then the table fails Second normal form.
In example of First Normal Form there are two rows for Adam, to include multiple subjects that he has
opted for. While this is searchable, and follows First normal form, it is an inefficient use of space. Also
in the above Table in First Normal Form, while the candidate key is {Student, Subject}, Age of
Student only depends on Student column, which is incorrect as per Second Normal Form. To achieve
second normal form, it would be helpful to split out the subjects into an independent table, and match
them up using the student names as foreign keys.
New Student Table following 2NF will be :
Student

Age

Adam

15

Alex

14

Stuart

17

Hostel Management
In Student Table the candidate key will be Student column, because all other column i.e Age is
dependent on it.
New Subject Table introduced for 2NF will be :
Student

Subject

Adam

Biology

Adam

Maths

Alex

Maths

Stuart

Maths

In Subject Table the candidate key will be {Student, Subject} column. Now, both the above tables
qualifies for Second Normal Form and will never suffer from Update Anomalies. Although there are a
few complex cases in which table in Second Normal Form suffers Update Anomalies, and to handle
those scenarios Third Normal Form is there.

Third Normal Form (3NF)

Third Normal form applies that every non-prime attribute of table must be dependent on primary key,
or we can say that, there should not be the case that a non-prime attribute is determined by another
non-prime attribute. So this transitive functional dependency should be removed from the table and
also the table must be in Second Normal form. For example, consider a table with following fields.

Hostel Management

Input Design

The system design is divided in to two portions. The Administrator

section and the User(students) section. 4.1.1 Administrator 1. The Administrator can allot
different students to the different hostels. 2.He can vacate the students for the hostels.
3.He can control the status of the fee payement. 4.He can edit the details of the
students.He can change their rooms, edit and delete the student records. A process of
converting user originated inputs to a computer-based format. Input design is an
important part of development process since inaccurate input data are the most common
cause of errors in data processing. Erroneous entries can be controlled by input design. It
consists of developing specifications and procedures for entering data into a system and
must be in simple format. The goal of input data design is to make data entry as easy,
logical and free from errors as possible. In input data design, we design the source
document that capture the data and then select the media used to enter them into the
computer. There are two major approaches for entering data in to the computer. They are
Menus. Dialog Boxes. Menus A menu is a selection list that simplifies computer data
access or entry. Instead of remembering what to enter, the user chooses from a list of
options. A menu limits a user choice of response but reduce the chances for error in data
entry. Hostel Mangement System Division of computer Engineering, SOE 28 Dialog Box
Dialog boxes are windows and these windows are mainly popup, which appear in
response to certain conditions that occur when a program is run. It allows the display of
bitmaps and pictures. It can have various controls like buttons, text boxes, list boxes and
combo boxes. Using these controls we can make a dialog with the program. The
proposed system has three major inputs. They are Machine Registration, Machine
Scheduling and Request Form. 4.2 Process Design Process design plays an important role
in project development. In order to understand the working procedure, process design is
necessary. Data Flow Diagram and System Flow chart are the tools used for process
design. System Flow Chart is a graphical representation of the system showing the
overall flow of control in processing at the job level; specifies what activities must be
done to convert from a physical to logical model. Data Flow Diagram is the logical
representation of the data flow of the project. The DFD is drawn using various symbols.
It has a source and a destination. The process is represented using circles and source and

Hostel Management
destination are represented using squares. The data flow is represented using arrows. One
reader can easily get the idea about the project through Data Flow Diagram

output design
Designing computer output should proceed in an organized, well throughout manner; the
right output element is designed so that people will find the system whether or executed.
When we design an output we must identify the specific output that is needed to meet the
system. The usefulness of the new system is evaluated on the basis of their output. Once
the output requirements are determined, the system designer can decide what to include
in the system and how to structure it so that the require output can be produced. For the
proposed software, it is necessary that the output reports be compatible in format with the
existing reports. The output must be concerned to the overall performance and the
systems working, as it should. It consists of developing specifications and procedures for
data preparation, those steps necessary to put the inputs and the desired output, ie
maximum user friendly. Proper messages and appropriate directions can control errors
committed by users. The output design is the key to the success of any system. Output is
the key between the user and the sensor. The output must be concerned to the systems
working, as it should. Output design consists of displaying specifications and procedures
as data presentation. User never left with the confusion as to what is happening without
appropriate error and acknowledges message being received. Even an unknown person
can operate the system without knowing anything about the system.

SYSTEM TESTING System testing is the stage of implementation, which is

aimed at ensuring that the system works accurately and efficiently before live operation
commences. Testing is the process of executing the program with the intent of finding
errors and missing operations and also a complete verification to determine whether the
objectives are met and the user requirements are satisfied. The ultimate aim is quality
assurance. Tests are carried out and the results are compared with the expected document.
In the case of erroneous results, debugging is done. Using detailed testing strategies a test
plan is carried out on each module. The various tests performed in Network Backup
System are unit testing, integration testing and user acceptance testing. 5.1 Unit Testing
The software units in a system are modules and routines that are assembled and
integrated to perform a specific function. Unit testing focuses first on modules,
independently of one another, to locate errors. This enables, to detect errors in coding and

Hostel Management
logic that are contained within each module. This testing includes entering data and
ascertaining if the value matches to the type and size supported by java. The various
controls are tested to ensure that each performs its action as required. 5.2 Integration
Testing Data can be lost across any interface, one module can have an adverse effect on
another, sub functions when combined, may not produce the desired major functions.
Integration testing is a systematic testing to discover errors associated within the
interface. The objective is to take unit tested modules and build a program structure. All
the modules are combined and tested as a whole. Here the Server module and Client
module options are integrated and tested. This testing provides the assurance that the
application is well integrated functional unit with smooth transition of data. 5.3 User
Acceptance Testing User acceptance of a system is the key factor for the success of any
system. The system under consideration is tested for user acceptance by constantly
keeping in touch with the system users at time of developing and making changes
whenever required.

IMPLEMENTATION 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.

Security and Maintenance Maintenance involves the software industry captive,

typing up system resources .It means restoring something to its original condition.
Maintenance follows conversion to the extend that changes are necessary to maintain
satisfactory operations relative to changes in the users environment. Maintenance often

Hostel Management
includes minor enhancements or corrections to problems that surface in the systems
operation. Maintenance is also done based on fixing the problems reported, changing the
interface with other software or hardware enhancing the software. Any system developed
should be secured and protected against possible hazards. Security measures are provided
to prevent unauthorized access of the database at various levels. An uninterrupted power
supply should be so that the power failure or voltage fluctuations will not erase the data
in the files. Password protection and simple procedures to prevent the unauthorized
access are provided to the users .The system allows the user to enter the system only
through proper user name and password

CONCLUSION To conclude the description about the project : The project,

developed using PHP and MySQL is based on the requirement specification of the user
and the analysis of the existing system, with flexibility for future enhancement. The
expanded functionality of todays software requires an appropriate approach towards
software development. This hostel management software is designed for people who
want to manage 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 softwares 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.

BIBILIOGRAPHY 1
. www.w3schools.com
2. in.php.net
3. en.wikipedia.org/wiki/PHP
4 . www.hotscripts.com/category/php/
5. www.apache.org/
6. www.mysql.com/click.php?e=35050

Hostel Management

Login Form
This form is used to provide
security to the project by
username and password.

Hostel Management

Private Sub cmd1_Click()

If Text1.Text
"gaganAndText2.Text"gaga
n" Then

Form5.Show

Unload Me
Else
MsgBox "you are wrong"
End If

End Sub
Private Sub cmd2_Click()

Hostel Management

Unload Me

End Sub

Hostel Management

Main Form
After login form there
is a main form.
All other forms are
connected to this form.

Hostel Management

Private Sub Exit_Click(Index

As Integer)
Unload Me
End Sub
Private Sub Exit1_Click(Index
As Integer)
Unload Me
End Sub
Private Sub Exit2_Click(Index
As Integer)
Unload Me
End Sub
Private Sub Exit3_Click(Index
As Integer)
Unload Me
End Sub

Hostel Management

Private Sub Fee_Click(Index

As Integer)
Form6.Show
Unload Me
End Sub
Private Sub Form_Load()
Label1.Caption = "HOSTAL"
Label2.Caption =
"MANAGEMENT"
End Sub
Private Sub
Room_Click(Index As Integer)
Form3.Show
Unload Me
End Sub
Private Sub staff_Click(Index
As Integer)
Form2.Show

Hostel Management

Unload Me
End Sub
Private Sub
Student_Click(Index As
Integer)
form4.Show
Unload Me
End Sub

Hostel Management

Student Information

Form

This form provide the

information about the
students of hostel like:
studentname,studentID,
student parentss
information etc.

Hostel Management

Private Sub cmd6_Click()

Adodc1.Recordset.AddNew
End Sub
Private Sub cmd7_Click()
Adodc1.Recordset.Delete
End Sub
Private Sub
Command1_Click()
Adodc1.Recordset.Update
End Sub
Private Sub
Command2_Click()
Form5.Show
Unload Me
End Sub

Hostel Management

Private Sub
Command3_Click()Dim A As
String
Dim A1 As String
Dim F As Integer
F=0
A = InputBox("ENTER
Student Id : ")
If
Adodc1.Recordset.RecordCo
unt <> 0 Then
Adodc1.Recordset.MoveFirst
End If
While Adodc1.Recordset.EOF
= False
A1 =
(Adodc1.Recordset.Fields("st
udent id"))
If A = A1 Then
F=1

Hostel Management

Exit Sub
End If
Adodc1.Recordset.MoveNext
Wend
If F = 0 Then
MsgBox "THERE IS NO
ACCOUNT EXIST WITH
ACCOUNT NUMBER: "A
End If
End Sub

Hostel Management

Staff information form

This form provide the
information about the
hostels staff like hostel
warden,hostel
Gatekeeper, cleaner etc.

Hostel Management

Hostel Management

Private Sub cmd1_Click()

Adodc1.Recordset.AddNew
End Sub
Private Sub cmd2_Click()
Adodc1.Recordset.Delete
End Sub
Private Sub cmd3_Click()
Adodc1.Recordset.Update
End Sub
Private Sub cmd4_Click()
Unload Me
End Sub
Private Sub
Command1_Click()
Form5.Show
Unload Me
End Sub

Hostel Management

Private Sub
Command2_Click()
Dim A As String
Dim A1 As String
Dim F As Integer
F=0
A = InputBox("ENTER staff Id
: ")
If
Adodc1.Recordset.RecordCo
unt <> 0 Then
Adodc1.Recordset.MoveFirst
End If
While Adodc1.Recordset.EOF
= False
A1 =
(Adodc1.Recordset.Fields("st
aff id"))
If A = A1 Then

Hostel Management

F=1
Exit Sub
End If
Adodc1.Recordset.MoveNext
Wend
If F = 0 Then
MsgBox "THERE IS NO
ACCOUNT EXIST WITH
ACCOUNT NUMBER: " & A
End If
End Sub

Room Information Form

This form provides the
information about
The hostels room i.e total
rooms of hostal etc.

Hostel Management

Private Sub Command1_Click()

Adodc1.Recordset.AddNew
End Sub
Private Sub Command2_Click()
Adodc1.Recordset.Delete
End Sub
Private Sub Command4_Click()
Form5.Show

Hostel Management

Unload Me
End Sub
Private Sub Command5_Click()
Adodc1.Recordset.Update
End Sub

Hostel Management

Bibiliography
This project is completed with the help
Of books .these are:
Beginning Microsoft visual basic 2008
Written by Thtaron willis.
Mastering Microsoft visual basic 2008
Written by Evangelos petrutros.

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