4. Hostel Management

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Hostel-Management-System

1HOSTEL MANAGEMENT SYSTEMHOSTEL MANAGEMENT SYSTEM Introduction Current System and Limitations Proposed System and Its Features GNATT Chart DFD Context Analysis Diagram Functional Decomposition System Flowchart Structured chart Menu Tree Form Layout Table Listing Report Listing

2IntroductionThis 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.

3Current SystemThe 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 time4LIMITATIONS :-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.

5PROPOSED SYSTEM

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.

6ADVANTAGES :-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.

7GNATT CHART8System Design

Data Process and ModelingInvestigating System RequirementsProject SearchPlanned DateActual DateExtended Date

Nov Dec Jan Feb Mar Apr

E-R Diagram9STUDENTAdmitt--ed toHOSTELhaspaysBILLissueshasVISITORSEat inMESSprovidesStays inROOMallotsnameaddrgenderagedatetimeNameName of studentRoom no.chargescapacitymenubillcapacitytimedateBill no.amtaddrphnonameSTAFFdsecuritymessmgmtidyosnamesalarygenderActive sincessntimingCONTEXT ANALYSIS DIAGRAM10HOSTEL MANAGEMENTSYSTEMSTUDENTROOMSMESS FACILITYallocatesAdmitted toPays bill toGives receipt toAllocates room toProvides services toprovidesGives bill toFUNCTIONAL DECOMPOSITION110HOSTEL1.0

Admission of students2.0

Room evacuation3.0

Mess facility4.0

Bill generation5.0

Staff/ student detailsSYSTEM FLOWCHART12Student entryAdmission of studentReportHOSTELRoomsCalculate BillReportReportStaffMessVisitorsReportReportReportBill registerRoom registerStaff register Mess register Visitor register Student detailsSTRUCTURED CHART13HOSTEL MANAGEMENT SYSTEMMess ManagementStudent RoomManagementStudent DetailsMenuBill DetailsStudent DetailsStudent DetailsRoom DetailsStaff DetailsMess DetailsBill DetailsReportTotal amountMENU

TREE14HOSTEL SETTINGSHostel master settingsCategory SettingsRoom settingsMess settingsREGISTRATION/ MEMEBERSHIPAllotmentEvacuationRoom transferRoom ChargesATTENDANCEHostel login / logoutPhoto IDDaily attendance reportFEE MANAGEMENTFee settingsIndividual fee assigning

Fee collectionReportsOTHER DETAILS

Student detailsStaff detailsRoom transferRoom/ bed no.No. of studentsMeal/ breakfast MenuTimingNo. of studentsBillReportAdd new studentView students detailsAdd new staffView staff detailsFORM LAYOUT15

Table listingStudent TableHostel TableMess TableRoom TableStaff TableVisitors TableBill Table

16Sr. No.FieldData TypeSize1.Room Chargesfloat52.Mess Chargesfloat53.Other Chargesfloat54.Totalfloat6Eg: Bill TableIt consists of the following tables:REPORT LISTINGStudent ReportStaff ReportMess ReportVisitors ReportAttendance ReportRoom ReportBilling Report17Thank you18