Hostel Management System

Title of the Project

INTRODUCTION OF The project "Hostel Automation System” is system which manages all the working of a hostel. It has provided best facility to manage all the work. It can manage all the permanent and many temporary students’ records. Hostel Automation System can manage every type of hsotel facility such as fooding details, room details, expenses details, student details etc. In hostel, there are many things which are managed by the files, so the errors, redundancy of will be increase so I have developed this system to reduce the errors and the redundancy of the data. These systems manage all the things such as new student registration, the charges details, expenses details etc. The system gives various types of reports which are more helpful for hostel manager. Thus the software Hostel Automation System may be boom for the Hostels to computerize their manual system.

Objectives of the Project

This project deals with the information criteria of the “Hostel Automation”. The main objective to develope the system is to computerize the management of the Hostel by which, to reduce the errors and redundancy. The planning includes first preventing the mistake of calculation.Generally all these works are done and managed manually hence leading to the chances of human errors that may create wrong information and reliable system is required to handle error. Automation of Hostel, can lead to error free, secure, reliable and fast Information retrieval system. It can assist the staff to concentrate on their other activities rather to concentrate on the record management. Thus it will help organization in better utilization of resources and manpower.

The main objectives behind the development of this project are as follows: 1. Manage all the details of hostel rooms and their types. 2. Manage the Student details stay in hostel. 3. Manage the allotment of the rooms to the student 4. Manage the student fees and receipt. 5. Manage the fooding/mess details. 6. Manage the bed details allotted to particular student. 7. Manage the expenses details of the hostel. Thus, there are a number of objectives behind developing the system and it reduces a lot of burden of the Hostel entangled in hectic paper works. INPUT TO THE PROJECT

There are the following input to the project: 

Details of Student and their address.



Details of room and their types.



Details of bed and their type.



Expenses details of hostel.



Staff details of hostel.



Fooding/mess details for students and the meal type.



Student bill/fees details related with hostel expenses.

These system, also takes various type of input according to their usage. Such as, if user wants to perform search, then searching form will ask for many inputs.

OUTPUT TO THE PROJECT

There are the following output of the project: 

Provides output about the student of hostel inmate.



Provides output of the rooms.



Provides details of the booked room and the allocated room.



Provide the fooding details according to the student.



Provides the staff details of hostel like warden.



Provide the invoice/bill details.



Provide the expenses details.

PROJECT CATEGORY

“RDBMS PROJECT” The project is application software that satisfies the application area of hostel. The project comes under RDBMS category. The project handles the huge data in hostel subjected to students, their rooms, food and rent and other charges. The RDBMS is capable of creating storage, keeping date, manipulating data and retrieving data in desired manner.

SOFTWARE AND HARDWARE REQUIREMENTS

Software Requirements:

 Operating System

: Windows XP/2000 Server/2003 Server

 Database

:

 Fronend

: Visual Basic

SQL Server 2000

Hardware Requirements:

 1 PC at least Pentium II (recommended)  128 MB RAM (recommended)  20 GB Hard Disk (recommended)  1 Printer and  Other related peripherals.

Reasons For Proposing The Above Tools After looking the available tools and platform, we analyzed that Visual Basic 6.0 and SQL SERVER 2000 would be a better option to develop the proposed system. As Visual Basic provides GUI interface, it was a better option as far as location dependency, exception handling and network traffic was concerned. SQL Server provides an easy and quick way to design and handle database. So SQL Server is chosen as back-end to the project. Windows X P is capable of running SQL Server 2000 and provides client/server environment.

Description Of The Front End And The Back End

A brief note about the Front End Visual Basic 6.0 – Visual Basic’s user interface programming is all about responding to events and user actions. The users’ actions drive the event response in the application. Based on the event response, you can choose the code in your application that is appropriate to respond to the event. In this scenario, the users’ actions initiate an event in your application. This is called event driven programming because the code that is executed is driven by the event that happens to your program. In formal sense, an event is an action recognized by a form or control in your application. Forms and controls are the basic elements in the user interface of any Windows application. In Visual Basic these elements are called objects. Objects have properties and methods, and they react to external events, as does any physical object. Normally properties are set when an object is created, but one can change a property later by assigning a new value to it. Objects have methods too, which are the actions they can carry out like hide, load, unload etc. Visual Basic provides a wealth of tools for creating and accessing databases on both individual machines and networks.

SQL Server – A brief note about the Back End SQL SERVER 2000, a Relational Database Management System (RDBMS), works to efficiently manage its resource, a database of information, among the multiple clients requesting and sending data in the network. SQL 2000 SERVER has many important features that make it not only an exceptional database management system but also an excellent database server choice for client/server database computing. Here are some of these features: 1) Supports all major operating systems for both clients and servers, including MS-DOS, NETWARE, WINDOWS, NT MATCH OS/2 and most flavors of UNIX. 2) It has client/server features developers can use to minimize the network traffic between client and server. Therefore, application based on SQL 2000 SERVER can deliver the performance that users require to the productive in their jobs. 3) It maintains database security using a system of access controls. This simply means that at an administrator's discretion, the administrator creates registered database user and then grants them the privileges to perform specific database operation and use specific data. So the overall system will prove to reliable, secure and efficient for the organization.

REPORT GENERATION The proposed system generates the following report: 1)

Report of available rooms.

2)

Report of allotted rooms.

3)

Report of food type.

4)

Report of the student.

5)

Invoice report.

6)

Report of the Expenses The above report will be in printer friendly format which are very useful for

the system.

LIMITATION OF PROJECT

Though the software presents a broad range of options to its users some intricate options could not be covered into it, partly because of logistic and partly due to lack of sophistication. These are the following limitations for the Project:  The system has not able to run on online enviroment.  The database cannot be converted into centralized.  Multiusers are not supported in the system.  The project is on VB environment therefore, it is platform dependent.  The system is not able to generate the PDF, CSV reporting.

FUTURE OF THE PROJECT

There are many additional features, which can be planned to be incorporated during the future enhancements of this project. The Future version of system can handle the accounting of the hostel. The Future version can be improved to provide functionality of working as in a general purpose hostel too. In future we can also add a module satisfying the restaurant in the hostel :  We can make the database centralized by which multiuser can work on the system.  PDF and CSV reporting will be integrated for more reliability  The project has been designed in such manner by which, new changes will be managed by adding a single module.