PROPOSED SYSTEM SOLUTION OF THESE PROBLEMS

The development of the new system contains the following activities, which try to automate the entire process keeping in view of the database integration approach. 1. User friendliness is provided in the application with various controls. 2. The system makes the overall project management much easier and flexible. 3. Readily upload the latest updates, allows user to download the alerts by clicking the URL. 4. There is no risk of data mismanagement at any level while the project development is under process. 5. It provides high level of security with different level of authentication.

To debug the existing system, remove procedures those cause data redundancy, make navigational sequence proper. To provide information about audits on different level and also to reflect the current work status depending on organization/auditor or date. To build strong password mechanism.

Scope of Proposed System

The scope of this system is to provide user efficient working environment and more output can be generated through this. This system provides user friendly interface resulting in knowing each and every usability features of the system. This system helps in tracking records so that past records can be verified through them and one can make decisions based on the past records. This system

completes the work in a very less time resulting in less time consumption and high level of efficiency. This system is developed in such a way that even a nave user can also operate the system easily. The calculations are made very quickly and the records are directly saved into databases and the databases can be maintained for a longer period of time. Each record can be retrieved and can be verified for the future transactions. Also this system provides high level of security for data leaking as only admin people can access the database no changes can be made in it until it verifies the user login id and password. We also have operator login through which operator can take orders but cant make changes in the database. Limited access is available to the operator.

Hostel management PROPOSED SYSTEM

The Hostel Management System of the organization is developed to overcome the most of the problems occurring in the manual system by computerizing the existing system. The features of the newly proposed computerized system are described in brief as below: After computerizing the system, the committee of the organization or the user of the system can finish their work in least amount of time and efforts. The computerized system has many gains and efforts, which the manual system cant give, in any type of situations. In any manual system if we take, the main problem arising is to maintain the number of records and finding a particular record. In manual system the user has to not down that the check-in and checkout of each and every student and also deliver the messages of each student given by the visitors and which is very tedious task, but in the case of computerized system the user just has to enter once and automatically all the messages delivered by all the visitors will be displayed and thus the user does not have to worry because all the work done is automatically and the system itself. Computerized systems are most helpful in dealing with areas where database comes into the existence. A computer can hold large amount of data in its storage devices and it can operate at very high speed. The user can put the entire information in the computer and can be able to perform any type of task which when done manually is tedious and time consuming. The new system will have the facility to sort data according to any specific type on the basis of what the user wants in any order. Also with the help of computerized system if the user wants to access any single users data from many users data he can automatically get the desired data of the desired student or staff or fees details, etc. in a fraction of second which is again time saving and very quick.

EXISTING SYSTEM We all know the importance of computerization. The world is moving ahead at lightening speed and every one is running short of time. One always wants to get the information and perform a task he/she/they desire(s) within a short period of time and too with amount of efficiency and accuracy. The application areas for the computerization have been selected on the basis of following factors:

Minimizing the manual records kept at different locations. There will be more data integrity. Facilitating desired information display, very quickly, by retrieving information from users. Facilitating various statistical information which helps in decision-making? To reduce manual efforts in activities that involved repetitive work. Updating and deletion of such a huge amount of data will become easier.

As we know manual system are quite tedious ,time consuming and less efficient and accurate in comparison to the computerized system. So following are some disadvantages of the old system: 1. Time consuming 2. Less accurate 3. Less efficient 4. Lot of paper work 5. Slow data processing 6. Not user friendly environment 7. Difficult to keep old records

Existing System In the existing system, each task is carried out manually and processing is also a tedious job. The Organization is not able to achieve its need in time and also the results may not accurate. Because of the manual maintenance there are number of difficulties and drawbacks exist in the system. Some of them are Increased transaction leads to increased source document and hence maintenance becomes difficult. If any student, staff entry is wrongly made then the maintenance becomes very difficult.

Existing system is based on manual work and all the process are done manually, so they maintain registers and files for recording all the details of the system. They maintain several registers for recording the entry of daily transactions such as visitors visited the hostel, visitor drop the message for a particular student, etc. They maintain the record of the students so they keep each and every information regarding the students in the student master file. In the similar fashion they maintain the records of their fees so they keep each and every information regarding their fees details in the fees master file. They keep the bill Book or receipt Book to maintain the record for the fees collected by the student. They maintain the register or Book for staff so they can pay the salary.

Thus maintaining Staff information, Student Information, Visitors information, Check-in and Checkout information and all the things are done manually.
The phase of system analysis process deals with problems that are affecting in the current manual system. The problems are those, which are affecting the organization in it daily routine work.

As the growing trend in InfoTech World of computers need of accuracy, perfect ness, speed and high memory data storage is a must. Each and every problem must be solved with a least amount of time and energy. The problems faced by existing system are described as below:

Difficulty in Maintenance of Records. Time Consuming. Editing of data becomes a tedious job. No Security of Data. Mistakes Occurring in long Calculations [Total fees, percentage calculations, etc.] Proper Generation of Report (i.e. Fees, etc.) Lack of Efficiency and Man Power. High Data Redundancy. Data Inconsistency.