Sardar Vallabhbhai Patel Institute of

Technology
Final Year Project (2010-2011)

First Report

Project Title Hostel Management System

Project Guide Falguni N. Patel
Project Group Bhavsar Birwa P. (28-ITG-94)
Members Patel Kusum B. (28-ITG-97)
E-mail id and Contact Email id: birwabhavsar@yahoo.com
No. Ph No.: 9537640626
Email id: kp_shahin@ymail.com
Ph No.: 9067825162
Project Definition
Hostel Management System an Online system to manage Hostel services.
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 is 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. We can
improve the efficiency of the system, thus overcome the drawbacks of
the existing system.
Project Scope
This project is used for the automation of the work done at hostels for the
booking and allocating the rooms. For the manual entries in the database it is
difficult to maintain those huge records so by using this system it will be
easy for manager and staff to maintain those data.

This software product the hostel management to improve their services for
all the students of the hostel. This also reduce the manual work of the
persons in admin penal and the bundle of registers that were search when to
find the information of a student, because through this system you can store
the data of those students who are staying in the hostel. Through this you
can check the personal profile of all the current students within few minutes
the data base of the system will help you to check a particular one. You can
select the time of the student to use the internet by allocating the specific
time to every student. The system will help you to check the mess bills of
every student and the student’s hostel dues. The students of the hostel will
be recognized from the ID number allocated at the room rental time. This
system also attach to the system of the library and the departments, so that
t5hey can access the data of the particular student. In the last this system will
improve the management work in the hostel.
Project Introduction

Modules

There are two module : Admin & User

Admin Module contains the authorities like allocating the rooms,

complaining about student’s miss behavior, taking fees and maintaining the
services of the hostel.

User module includes the student side functions.

Functional Requirements :

Add Users
The Hostel Management System shall allow the warden to add new users to
the system’s database.
Room Allocation
The HMS will allocate a room to student according to the session or class.
The room no. will store in the student’s profile.
Student’s Profile
The HMS shall allow the hostel staff members or guardian to scan the
student’s ID and access its profile. Student dues status and mass A/C status
can be accessed here.
Room Reservation
The HMS will allow staff to put a hold on a room if any room is not
available at the moment.

Non-Functional Requirements:
Performance
The system shall support up to 2 students per room.
Maintainability
The system shall provide the capability to backup the database.
Reliability
The system shall be available 99.9% of the time.
Context level DFD

Student Module

Registration process

Admin module
Allotment process

Vacating process
Project Platform
Hardware Configuration:
1. Pentium IV Processor
2. 512 MB RAM
3. 80GB HDD

Software Configuration:

1. Operating System: Windows XP

2. Front End Tools: ASP.NET with C#
3. Back End Tools: SQL Server 2008