HOSTEL MANAGEMENT SYSTEM

Synopsis

As the name specifies “HOSTEL MANAGEMENT SYSTEM” is a software developed

for managing various activities in the hostel Using PHP as Front End and My Sql as Back End.
For the past few years the number of educational institutions is increasing rapidly. Thereby the
number of hostels is 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
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 users friendly and more GUI
oriented. We can improve the efficiency of the system, thus overcome the drawbacks of the
existing system.

1
1. INTRODUCTION

This system is designed in 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 of about the those ones who had left the hostel. All the 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. Hence there is a lot of
strain on the person who are running the hostel and web applications 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. We can improve the efficiency of the
system, thus overcome the drawbacks of the existing system. We design this system of the hostel
management especially for the college hostel, through this they cannot require so efficient person
to handle and calculate the things. This system automatically calculates all the bills and issued
the notifications for those students who are against some rules.

This web application 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 panel and the
bundle of registers that were search when to find the information of a previous student, because
through this system you can store the data of those students who had left 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.

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. In the last this system will improve the management work in the hostel. This
project is mainly focus on the solution regarding the hostel management online process to
accommodate the issues that are done in manual existing offline systems. So, this project is
designed on the base of core web site concept using PHP based technologies.

2
1.1 PROBLEM DEFINITION

The hostel management system is the system that manages the details of the students
staying in the hostel, admission details, staffs details, visitor’s details and the receipt of the fees
paid by the students. It will be one of the important projects that will simplify the work of the
institutions in getting the seats booked in the hostels with great ease. Hostels are the part of the
institutions which will help the students to stay here who are coming from far places. It will help
the students in getting the seats in the hostels without any difficulty and will also help in
maintaining transparency.

It will help in simplifying life of everyone to acquire seats with great ease. Current
manual system cannot able to track those candidates who are not present within their hostel
rooms during night hour. Another demerit is in mess payment system. Each month candidates
have to make full payment even if they eat or not on particular day due to certain reason or may
be due to holiday. Attendance is made manually by counting heads in every hostel within the
campus.

3
2. SYSTEM ANALYSIS

2.1 EXISTING SYSTEM

The hostel keeps a database of information regarding students who are staying at the
hostel. It also incorporates in its database details of fees paid. The tasks mentioned above are
performed manually using a register system. The paper work also includes new student entry,
updation in fee structure, etc. The main job of this module is to make entry of students applying
for accommodation and to provide information regarding vacancies and profile of students
already registered. As and when a student applies, he is made aware of the rules and regulation
of the stay at the refuge.

That done, if the student accepts and promises to abide by the rules, he may be made
aware of the vacancies and the students occupying the various rooms, and he may be given the
choice to decide on a room provided, the room has the capacity. The main problem faced is
dealing with the databases such as fees register and other types of register in which they have to
update, delete. With every transaction, the details are noted down sequentially in the order of
time and that too, manually.

Thus, use of computer come into existence where there are such tedious and very hard tasks to be
performed in the system.

 Time Consuming.
 Editing of data is tedious job.
 No Security of data.
 Maintenance is difficult.
 Not obtain accurate and relevant information.
 Problems of Report generation.

4
2.2 PROPOSED SYSTEM
Each hosteller is provided a unique id during the admission time. The system keeps track
of each and every hosteller by that unique id. The system can be used to find the vacant rooms if
the hostel is very big. It can also be used to find the total numbers of rooms in the hostel, and the
students residing in a particular hostel room. The system displays information regarding the
hostel room for boys and girls. Hostel number can be assigned on the basis of year of admission
and the course taken by the hosteller.

In addition to the aforementioned features, an admin can keep track of data of each and
every employee working in the hostel. These employees, like the hostel students, are given
unique id number. The admin can see list of all employees working in the hostel; they can add,
edit, delete various information such as mess charges, hostel charges, etc.

The Proposed System handles and notifies the following,

 Vacancies.
 Hostel Trustees.
 System Objectives
 Maintaining Student Information regarding feedbacks and facilities details.
 Maintaining fees related details.
 Recording all the day-to-day transaction.