Dr.

Babasaheb Ambedkar Marathwada, University

Aurangabad

Project Report

On

"Hostel Management"

Developed By :

Miss. Mayuri D. Kulkarni.

Miss. Priyanka P. Puranik.
Mr. Ketan S. Deshpande.
Mr. Mukul R. Joshi
 S.B.E.S. Collage of Science, Aurangabad

DR.BABASAHEB AMBEDKAR MARATHWADA UNIVERSITY,

AURANGABAD

SARASWATI BHUVAN EDUCATIONAL SOCIETY

COLLEGE OF SCIENCE.

AURANGABAD.

CERTIFICATE
Submitted By:

Miss. Mayuri D. Kulkarni.

Miss. Priyanka P. Puranik.
Mr. Ketan S. Deshpande.
Mr. Mukul R. Joshi

This is to certify that the above student’s of B.Sc(Computer Science)T.Y

has completed a bonefied work on Project of Computer Hostel Management successfully
in the department of computer science during the year 2007–2008.
INCHARGE H.O.D
Mr. A. A .Zalte Mr. R .S. Parkhe
ACKNOWLEDGNAMENT

We wish to express out deep sense of gratitude out guide Mr. A. A.Zalte &

Mr.R.S. Parkhe for his valuable guidance & kind co-operation throughout the period of

work undertook which has been instrumental the success of out project work.

We also extend thanks to our teachers whose timely help made this project a great

success. We are also thankful to all staff of out computer science Dept. & out friends also

to all of those who have contributed intellectually & materially in works & deeds for the

preparation of out project.

Miss. Mayuri D. Kulkarni.

Miss. Pruyanka P. Puranik.
Mr. Ketan S. Deshpande.
Mr. Mukul R. Joshi

(B.SC III rd year)

 INDEX

Serial . Title Page no.

No.

1. Introduction 1
2. System Analysis 3
2.1 User interview 4
2.2 System Requirement Specification (SRS) 6
2.2.1 Current system information flow 7
2.2.2 Proposed system 8
3 Feasibility study report 9
3.1 Feasibility 10
3.1.1 Economical feasibility 10
3.1.2 Environment feasibility 10
3.1.3 Technical feasibility 10
3.1.3.1 Software feasibility 10
3.1.3.2 Hardware feasibility 10
4 Table structure 11
5 DFD-data flow diagram 21
6 ER-diagram (Entity Relationship) 23
7 Sample forms 26
8 All report 33
9 Requirement for project implementation 35
9.1 Software requirement 36
9.2 Hardware requirement 37
10 Scope of the system 38
11 Conclusion 39
12 Bibliography 41
1.
 1. INTRODUCTION

This project is related to hostel management, developed for Kamakshi Hostel

In this project we are developing software for hostel, in which following things

are include:

1. Admission system

2. Fees Information

3. Student Information

4. User Information

1. Admission system :

In this system module we are computerizing the admission process

of hostel.

2. Fees Information

In this system module we are making format of fees so they can

update the fees of student without any efforts.

3. Student Information

In this system module we are computerizing the student

information.This modules help to maintain all records of student that take

admission in hostel. For this software, we are using Visual basic and MS –

Access.
4. User Information

In this system module we are giving the information about the user that

are going to access the whole project.

2.
 2. SYSTEM ANALYSIS

2.1: USER INTERVIEW :

On 17th June we visited to “Kamakshi Hostel” we meet rector of hostel Mr Kini.

sir. We take information about hostel and system which they used currently. Firstly we

asked them whether they are interested in making new software or not. We got what we

expected. He was interested to make new software so, as proposed by Mr.Kini sir we are

developing software based on the current working system of the hostel. They ensure us

that they will give all their support.

Mr.Kini sir gave us all information about their current process, in that they inform about

admission process, student information, fees information and user information. In manual

system, the data is stored in different musters, reference books, file and folders. They

works in MS-OFFICE they gave us format of fees information and user information.

In hostel, they have computer of HCL Company. They don’t have any system

software but they have application software as MS-OFFICE .For new software they are

ready to spend maximum 3000 Rs.

We asked to hostel rector, what is the process for student admission in hostel

.They said, first condition is that student should fill the admission form. If student has any

economical problem they should talk about it to the rector of the hostel.
If all condition are satisfied then they gives admission to the student. All this process of

admission is completed by Mr.Nilesh . The data consist of the all the information of

student as, student name, Parent name, Permenant address, Local address, Birth date,

College address, Admission date and class etc. are present. So they were facing many

difficulties to maintain the record manually. So we are making software which helps

them to maintain records in proper and easy way.

As per their requirement we are going to develop such software by using:

 Visual Basic 6.0

 Ms Access

We used three tired architecture in our software. In three tired application, user

interface, Business logic and Backend are three types available. We used VB as a front-

end and access as backend.

2.2
2.2.1: CURRENT SYSTEM FLOW:

Currently in the hostel all processes are done manually, like the process of

admission, fees information and student information etc. In the admission process, firstly

Mr.Nilesh sir asked the candidates information orally. Then he asked the candidate to fill

up the form if they are eligible for admission. After filling the form Mr.Nilesh sir asked

them for the documents. After that they continue their process of admission, like the

signature of rector, giving the room number etc. In this way they perform their process of

admission manually .In the same way they perform the process of fees details also.

Due to all process is done manually it is very hectic for them and also it

increases their work load so they want such a system which helps them to decrease their

work load.
2.2.2: PROPOSED SYSTEM:

In this project we are developing software which includes:

1. Admission Process

2. Fees Information

3. Student Information

4. User Information

Currently in the hostel all the records are maintained manually in the

register .This lead to the problem of maintaining the record which increase

amount of data on paper. It becomes very hectic to the user to maintain the record

manually. If user misplaces the file of student record then complexity occurs to

access student data.

They decide computerize the whole system of hostel. Also they wanted to

reduce the work load of user. In this system module we are making format of

information, by which they obtain records of student without any efforts.

3.
 3. FEASIBILITY REPORT

3.1.1: ECONOMICAL FEASIBILITY:

Firstly we take idea weather they are ready to spend some money for project or not.

For developing software we use V.B as front-end and Access as back-end, so cost is not

much. They are already interested for hostel software and also the cost of proposed

software is less than there expectation .That’s why they are ready to spend minimum

3000 Rs. for proposed software. Also they said that they are ready to spend more than

3000 Rs. If proposed software is much better or convenient than there expectation.

3.1.2: ENVIRONNAMENT FEASIBILITY:

In hostel, the rector is ready to use the system i.e. software. Also computer

operator Mr.Nilesh sir is very excited to work on new software. Mr.Nilesh completed

MS-CIT course and he learnt only MS-OFFICE, so they want easy software to handle.

We used MS-ACCESS as backend and Mr.Nilesh knows ACCESS very well that’s why

we used MS-ACCES as a backend. In hostel, HCL computer is present.

3.1.3: TECHNICAL FEASIBILITY:

Two types of aspects that are software aspects and hardware aspects.
3.1.3.1: HARDWARE FEASIBILITY:

The hardware requirement of the computer is hard disk with minimum 40

GB, floppy disk with 4 MB, CD drives and also printer, the RAM is 512MB. These are

the necessary hardware aspects of computer.

3.1.3.2: SOFTWARE FEASIBILITY:

Software requirement of computer system are Ms-Access,

Ms-Word, Ms-Excel and Operating system windows XP.

 4.

4. TABLE STRUCTURE
4.1: TABLE NAME : TAB_ Fees Information
4.1.1 .TABLE DISCRIPTION: This table store information about general fees structure
of the hostel.
4.1.2 TABLE DETAILS:
Detail Field name Type Size Constrain Descriptions
1. Student ID Number Integer _ This field is
used to store ID
of student
2. Student Name Text 30 _ This field is use
to store name
of student

3. Fees paid Number Integer _ This field is use

to store fees
paid by student

4. Total Fees Number Integer _ This field is use

to store total
fees of hostel

5. Fees paid date Date/Time _ _ This field is use

to store date of
fees paid

6. Fees Type Text 10 _ This field is use

to store fees
type
7. Other due Number Integer _ This field is use
to store other
dues by student
8. Membership Text 5 _ This field
of mess shows whether
student is
member of
mess or not

4.2: TABLE _NAME: TAB_ Details of employee

4.2.1. TABLE DISCRIPTION: This table store information about employees of hostel.
4.2.2 TABLE DETAILS:
Sr. No Field _name Type Size Constrain Descriptions
This field is us to
1. Worker ID Number Integer _ store ID no. of
employee
This field is use to
2. Name Text 30 _ store name of
employee
This field is use to
3. Address Text 50 _ store address of
employee
This field is use to
4. Duty Text 20 _ store working type
of employee
This field is used to
5. Salary Number Integer _ store salary of
employee
This field is used to
6. Joining Date Date/Time store date of joining
of the employee.
This field stores
7. Gender Text 10 _ gender of the
employee
This field stores
whether the
8. Attendance Text 10 _
employee is present
or not.

4.3: TABLE _NAME : TAB_ Student Details

4.3.1.TABLE DISCRIPTION : This table store details about student.
4.3.2 TABLE DETAILS:
Sr. No Field name s Type Size Constrain Descriptions
This field is
use to store
1. Student ID Number Integer _
ID no of
student
This field is
2. Student name Text 30 _ use to store
student name
This field is
3. Age of student Number Integer _ use to store
age of student
This field is
use to store
4. Gender Text 10 _
gender of
student
This field is
5.
Room No. Number Inetger _ use to store
room no.
This field is
Parent use to store
6. Text 30 _
name student parent
name
This field is
Permanent use to store
7. Text 50 _
address permanent
address

8. This field is
use to store
Mobile No. Text 15 _ Mobile no of
student

This field is
use to store
9. Phone No. Text 15 _
Phone no of
student

This field is
use to store
10. Local Address Text 50 _
local address
of student
 This field is
Parent Mobile used to store
11. Text 15 _
No. parent mob
no

This field is
Parent Phone used to store
12. Text 15 _
No. parent Phone
no

This field is
used to store
13. Fees paid Number Integer _ how much
fees have
paid.

4.4: TABLE _NAME : TAB_ Student Information

4.2 TABLE DISCRIPTION: This table store information about student.
4.3 TABLE DETAILS:
Sr. No Field name Type Size Constrain Descriptions

This field is
use to store
1. Student ID Number Integer _
ID no of
student
2. Student name Text 30 _ This field is
 use to store
student name
This field is
3. Age of student Number Integer _ use to store
age of student
This field is
use to store
4. Gender Text 10 _
gender of
student
This field is
use to store
5. Date of Birth Date/Time _ _
birth-date of
student
This field is
Date of use to store
6. Date/Time _ _
admission date of
admission
This field is
use to store
Name of
7. Text 20 _ name od
course
course od
student.
This field is
use to store
8. Class Text 10 _
class of the
student.
This field is
use to store
9. College name Text 50 _ name of
college of the
student.
This field is
use to store
10. Roll No. Number Integer _
college roll
no of student
This field is
use to store
College
11. Text 50 _ address of the
Address
college of the
student.
4.5: TABLE _NAME: TAB_ User Information
4.5.1 TABLE DISCRIPTION: This table store information about system users.
4.5.2 TABLE DETAILS:
Sr. No Field name Type Size Constrain Descriptions
This field is use
1. User ID Number Integer _ to store User
ID
This field is use
to store
2. Username Text 10 _
Username of
the user
 This field is use
to store
3. Password Text 25 _ password of the
user

This field is use

Confirm to check correct
4. Text 25 _
Password password of the
user.

7.
7. SAMPLE FORM

LOGIN FORM
WELCOME FORM
MDI Form
About Form
Hostel Details
8.
9.
 (9.1)Software Requirement

 Operating System: Windows 98/2000/XP

 Application Softwares: Microsoft Access: For Database

Microsoft Visual Basic 6.0

(9.2)Hardware Requirements

 Microprocessor: Intel Petium III or Above Family


 Memories : RAM 64 M (Recommanded)

 Cache: 128 KB Minimum

 Hard disk : 20 GB
10.
10. Scope of The System:

In this project all the data maintain in a computer memory. At any time we can

get the information about any student’s information or of its details. It can be done

quickly by selecting the required information on a computer. This software can be used in
any hostel for saving the student details and student information information of any

hostel.
11.
 Conclusion :

At the beginning of the implementation of the system, it is observed that the user
in unaware of the miracles of computerized system. But soon he comes in contact with
this fabulous working with computer and prefers work only with this computer. The
major objectives that have been decided in initial phase of requirement analysis are
achieved successfully. After implementation the result provides reliable results. The
system is totally menu driver and user friendly, which make it easy for the user with
limited knowledge of windows environment to operate the developed system. The system
avoids the drawbacks of the existing manual system and the validation facility of the
system totally eliminates the changes of the wrong data entry, which is essential for
generating error free report.

It has following commendable features:

 User friendly
 Time saving
 Reduces paper work
 Generation of reports
12.
 Bibliography :

Search:

www.google.com

Website:

Reference Books :

1. Programming in V.B.

Publication of AICPTR

2. Mastering V.B.:

BPL publication

3. The Wait Group’s Visual Basic 6 Super Bible:

By Davin Jung