Homasy 15

Hostel Management System
SESSION: 2015-2019; GROUP ID: G-03
PROJECT SUPERVISOR
MIAN MUHAMMAD MUNIR UD DIN
GROUP MEMBERS
Saad Mansoor 2015-i-48 49/15185

Waqar Bhutta 2015-i-27 28/ 15177
Talha Akhtar 2015-i-144 85/15143
A DOCUMENTATION SUBMITTED IN PARTIAL FULFILLMENT OF THE

DEGREE OF BS HONOURS IN INFORMATION TECHNOLOGY
FROM
DEPARTMENT OF COMPUTER SCIENCE,
GOVT. ISLAMIA COLLEGE, CIVIL LINES, LAHORE
AFFILIATED WITH UNIVERSITY OF THE PUNJAB, LAHORE
CERTIFICATE
This is to certify that Saad Mansoor (Roll No. 15185), M. Waqar (Roll No. 15177) and M. Talha
(Roll No. 15147) members of group 3 have worked on and completed their software project at
Punjab University, Lahore in fulfillment of the requirement of the degree of BS IT under my
guidance and supervision.
By my opinion it is satisfactory and top to the mark and fulfills the requirements of BS
Information Technology.
Mian Muhammad Munir Ud Din

HEAD,
DEPARTMENT OF COMPUTER SCIENCE,
GOVERNMENT ISLAMIA COLLEGE CIVIL LINES LAHORE.
Accepted By:
__________________
(For Office Use Only)
2
ABSTRACT
The existing system is a manually maintained system. All the hostel student details are entered
into records manually. Separate records are to be maintained for the details of each student, fee
details, room allocation, attendance etc. All these details are entered and retrieved manually. We
have researched on much software in internet, related our field and we have found that database
management system is less used for hostel management but it is used in other fields. Most of them
were web-based. Management Systems like library management, hospital management, student
management are used much. In Library Management System, system used to manages the catalog
of a library. This helps to keep the records of whole transactions of the books available in the
library. In this system we found many admin panels those who were library staffs. In Hospital
management System, system tracks its day-today activities & records of its patients, doctors,
nurses, and other staff personals that keep the hospital running smoothly & successfully.
Description of our project like other system, we can store information. This Hostel Management
System is developed in context of the hostel management team which helps them to save the
records of the students about their room and all other necessary things. This solution is developed
on the plight of the hostel management team through this they cannot require so efficient person
to handle and manage the affairs of the students in the hostel. All you need to do is login as
administrator and you can see the information of all the students who use hostel. Identification of
the problems of the existing hostel management leads to the development of the computerized
solution that will be compatible to the existing hostel management, with the solution which is
more users friendly and more GUI oriented. We can improve the efficiency of the hostel
management, thus overcome the drawbacks of the existing management. Hence the aim of the
system is to provide the computerized management system for hostel that will transform the
hostels from its manual state to a well-known designed computerized state. Thus to say overall
our software reduces the work of admin penal and also through this we can check the personal
profiles of all the current students within few seconds.
3
ACKNOWLEDGMENT
Firstly, I am grateful to Allah Almighty who blessed me with courage and strength so that I may
accomplish my project. Verily He is All Knowing, All Seeing.
I thank my group members who helped me to accomplish this project. And my teachers who
supported me and elevated my spirit to fulfill my tasks and complete it.
We extend our sincere and heart felt thanks to our esteemed guide, Sir Mateen, Sir Wajid and Sir
Aezaz for providing us with the right guidance and advice at the crucial junctures and for showing
us the right way. We extend our sincere thanks to our respected head of the department Mr. Munir
Ud Din for allowing us to use the facilities available. We would like to thank the other faculty
members also, at this occasion. Last but not the least, we would like to thank friends for the
support and encouragement they have given us during the course of our work.
Muhammed Waqar Bhutta
Muhammad Talha Akhtar
Saad Mansoor
4
TABLE OF CONTENTS
CERTIFICATE ........................................................................................................................................... 2
ABSTRACT ............................................................................................................................................... 3
ACKNOWLEDGMENT............................................................................................................................ 4
TABLE OF CONTENTS ........................................................................................................................... 5
CHAPTER 1 .............................................................................................................................................. 2
Introduction ................................................................................................................................................ 2
Problem Statement ..................................................................................................................................... 3
Problem Discussion ................................................................................................................................... 3
Analysis of the Existing System ................................................................................................................ 3
Advantages of the Existing System ........................................................................................ 3
Disadvantages of the Existing System ................................................................................... 3
Solution to the Problems Identified ........................................................................................................... 4
Justification for the Proposed System ........................................................................................................ 4
Analysis of the Proposed System ........................................................................................... 4
Advantages of the Proposed System ...................................................................................... 5
Scope .......................................................................................................................................................... 6
Requirements ............................................................................................................................................. 7
Functional Requirements ................................................................................................................. 7
NON-Functional Requirements ....................................................................................................... 8
FEASIBILITY STUDY ............................................................................................................................. 9
Economic Feasibility .............................................................................................................. 9
Tools and Technology ...................................................................................................................... 9
Hardware Requirements ......................................................................................................... 9
Software Requirements ........................................................................................................ 10
Other Details ......................................................................................................................... 11
Behavioral Feasibility Analysis ...................................................................................................... 11
CHAPTER 2 ............................................................................................................................................ 12
Literature Review..................................................................................................................................... 12
Existing System .............................................................................................................................. 12
Previous Related Software Packages.................................................................................... 12
Other Related Works ............................................................................................................ 13
CHAPTER 3 ............................................................................................................................................ 15
Methodology ............................................................................................................................................ 15
Advantages of Object Oriented Methodology ............................................................................... 15
Design ...................................................................................................................................................... 16
Use Case Diagram .......................................................................................................................... 16
Collaboration Diagram (Communication Diagram) ...................................................................... 17
Sequence Diagram ......................................................................................................................... 18
Entity Relationship Diagram .......................................................................................................... 19
Gantt Chart(Time Constraints)................................................................................................................. 20
Conclusion ............................................................................................................................................... 21
User Interface ........................................................................................................................................... 22
The Main Page ............................................................................................................................... 22
User Login: Dashboard .................................................................................................................. 22
User Login: My Profile .................................................................................................................. 22
User Login: Admit in Hostel (Book hostel) ................................................................................... 23
User Login: Change Password ....................................................................................................... 25
User Login: My Room ................................................................................................................... 26
5
Admin Login: Dashboard ............................................................................................................... 26
Admin Login: Courses ................................................................................................................... 26
Admin Login: Rooms ..................................................................................................................... 27
Admin Login: Students Registration .............................................................................................. 27
Admin Login: Admin Profile ......................................................................................................... 28
LIST OF TABLES ................................................................................................................................... 29
Admin Table ................................................................................................................................... 29
City Table ....................................................................................................................................... 29
Courses Table ................................................................................................................................. 29
Registration Table .......................................................................................................................... 29
Rooms Table ................................................................................................................................... 30
UserLog Table ................................................................................................................................ 30
UserRegistratation Table ................................................................................................................ 30
References ................................................................................................................................................ 32
6
Project Title Hostel Management System
Government Islamia College Civil Lines Lahore 1

CHAPTER 1
1.1 Introduction
As the name specifies “HOSTEL MANAGEMENT SYSTEM” is software developed for managing
various activities in the hostel. 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. Because
of the enhancement of technology in every field of life, everyone wants to do his work very fast or even
in almost no time. In every organization, there is a need of quick system and therefore different
programs are developed to face these desires related to any field. Hostel management system is the
system of managing all the hostel actions. The software is used to automate the activities of the hostel.
The activities like, user management, record keeping and the processing of data. 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 and more GUI oriented. We can
improve the efficiency of the system, thus overcome the drawbacks of the existing system.

1.2 Problem Statement

We have got nine hostels in our university, which consist of four boy’s hostel and five girl’s hostel. All
these hostels at present are managed manually by the hostel office. The Registration form verification
to the different data processing are done manually. Thus there are a lot of repetitions which can be
easily avoided. 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 user friendly and more GUI oriented. We can
improve the efficiency of the system, thus overcome the drawbacks of the existing system.
1.3 Problem Discussion

This system is designed for the easement of Hostel Management that provides help to keep all the
details of the students: past or present. In present, there are a lot of problems keeping the data, entering
the data, updating the data, making mess bills and hostel bills and all the paper work. So the system that
is to develop to meet all these problems.
1.4 Analysis of the Existing System

The population of students gaining admission to higher institutions is increasing on yearly basis. This is
putting enormous pressure on the facilities in these institutions. Adopting the conventional manual
scheduling methods to the facility management job is the common practice in most institutions here in
developing world. This method is characterized by numerous drawbacks, some of which are human
error, low security,data redundancy, difficulty in management, difficulty in data update, difficulty in
record keeping, difficulty in data recovery in case of disaster etc.
1.4.1 Advantages of the Existing System
 Power supply does not affect the operation of the current system.
 The current system can be used by both computer literates and non-computer literates.
1.4.2 Disadvantages of the Existing System
The existing system is characterized but not limited to the following inefficiencies:
 The current system makes the retrieval of information very difficult because of the large volume
of file one has to sort through to retrieve or have access to one’s file.
 The current system lacks adequate security because unauthorized users can have access to
information which makes inefficient.

 The current system is vulnerable to natural disaster like flood, fire outbreak and rodent attack of
files which will cause loss of information.
 The current system lacks a computer-based database for the storage of files which makes these
files to occupy the physical storage space.
 Lots of time is devoted to the filling of forms in logical for easy retrieval of information.
 There is insufficient manpower to cope with the growing population.
1.5 Solution to the Problems Identified

The alternative solution to these problems is development of an online hostel management system; the
hostel management system will eliminate the problems encountered in the manual system. If
implemented, it will play a great role such as: 1. Increase efficiency: the computerized system
formulates accurate efficiency, faster and effective way of processing hostel activities, with the
intervention of computer. 2. Storage: the new system provides a better means of information storage, all
records related to hostel are stored on a centralized database and encrypted to avoid unauthorized
access. 3. Error free: the new system with the computer intervention in processing, errors will be
avoided or eliminated. 4. Speed: the new system offers the student’s affairs officer and the management
an opportunity to retrieve and sort files in the shortest possible time compared to the manual method. 5.
Reliability: delay is completely faced out on the retrieval of record about hostel using the computerized
system.
1.6 Justification for the Proposed System

After a thorough analysis of the existing system and a careful feasibility study to find out if there is
need for automation of the existing system, the adoption and implementation of the proposed system
will in no doubt be of great benefit to the institution (Govt. Islamia College Civil Lines, Lahore) which
will help in overhauling the current system which is characterized by inconsistency, data security, lack
of data integrity, concurrency problem and the possibility of student’s file being lost on transit. The
proposed system which will run on a Server with its robust database will prevent ineligible students
from applying, ensure data integrity by eliminating duplicity of information, keep track of information
in the system and above all interconnect all those involved in the student’s allocation/management
process.
1.6.1 Analysis of the Proposed System
The proposed system which is a web-based that can be launched on the internet or run on a server is a
robust system which interconnects all the departments and personnel involved in the student’s

management and allocation process in a network. The system also have robust database for the storage
of information in all places where students data needs to be stored.
1.6.2 Advantages of the Proposed System
The proposed system will automate the hostel’s allocation/management process thereby eliminating the
loopholes associated with the current system. The use of database will help in easy retrieval of
information and control data concurrency. The use of password will be incorporated to maintain and
ensure data security and integrity. The online connection of all the departments and the relevant
personnel involved in the allocation process will help users to locate and view information faster and
use application that is relevant to their roles and responsibilities. The new system is cost effective
because information can be accessed through web browsers rather than maintaining physical
documents which will help to save money on printing, duplicating of documents as well as document
maintenance overhead.

1.7 Scope
Scope of this online system is in every hostel modular business or hostel systems to manage data &
system as dynamically by web access. This project which is web-based, automates the student’s hostel
application process, allocates rooms to students, notifies students of their application status anytime
they log onto the portal and also maintains the integrity of the information being processed by using
password to limit access to only approved individuals. The system also creates automatic database for
the storage of students and staffs information. The administrative persons can generate monthly reports
by admin login to manage hostel scenario and future possibilities as access would be easy. In Future,
we can also enhance business possibilities in the current market area. It can manage hostel inventories
online as in web based. It can enlarge flexibilities in the existing system with web based user
interactive interface. In an future, this system can be extended up to accept the online fee payments as
with source of net banking and also can do analysis on the hosteller mess reviews and payment records
of mess. It can also serve the feedback system to each visitor or guest for rating and review of features
of the hostel.

1.8 Requirements
1.8.1 Functional Requirements
Sr. No FUNCTIONAL REQUIREMENTS DESCRIPTION
1. View Hostel Information Information the

system must contain
2. View application status Status the system

must contain
3. Registration Allocate rooms to

hostel
4. Room allocation Students can request for room

allocation and admins can approve.
5. Relevant login panel. Different panel for admin and

student.
6. Record synced with college students record. If a student leaves college, his room
allocation will also become non-
reserved.
7. Rights according to admin or students. Administrator have more permission

rights.
8. Admin can change permission rights of students. Admin can give some rights to the
students.
9. View payment details. Generate bills of mess, utility bills

and room charges.
10. Security requirements. Permissions and authentications to

access the system.

1.8.2 NON-Functional Requirements
Sr. No. NON-FUNCTIONAL DESCRIPTION

REQUIREMENTS
1. Updated every month. Software components

updated every month to
remove bugs.
2. Maintenance every six month. Software and hardware

maintenance.

1.9 FEASIBILITY STUDY

1.9.1 Economic Feasibility
Total budget for hostel management is nearly R.S 50,000/- annually. Our project, Online HMS, will
cost approximately R.S 33,000/- for just one time only. So, our HMS is completely in budget and
economically feasible. Human work and their monthly pay is not included in this economic feasibility
study as they had to be paid even without this HMS software. This HMS has no concern for the cost or
budget of employee nor for the cost at any student’s end.
Sr. No. Details Rupees PKR
1. Computer 20,000
1. Laptop
2. Required Software: 6,000

1. Microsoft Windows 10
2. Sublime text
3. MS Word
4. XAMP, WAMP
3. Paper work cost 300
4. Internet connection 3,000
5. Power Supply and backup 5,000
6. Maintenance 1,000 after 6 months
7. Miscellaneous 1,000
Cost: R.S 33,300/-
1.10 Tools and Technology
1.10.1 Hardware Requirements
The hardware is the physical and tangible components of a system unit which will function together to
perform the required task. These components are:

 Central processing unit (CPU): at least 1.0 GHz processor of i3 2nd generation.
 Network Internet Connection: PTCL[8] DSL[9] permanent connection of 4mbps.
 512MB RAM
 10 GB hard disk space
 peripherals
 Uninterrupted power supply (UPS)
1.10.2 Software Requirements
The technologies/tools that will be used for this work are as follows:
HTML:[1] Hypertext Mark-up Language is a web design application that works with codes on it. It is
the oldest application for designing websites. The HTML editor is similar to creating documents in
Microsoft word. A website is a whole bunch of interconnected computers talking to one another. The
computers on the web are typically connected by phone lines, digital satellites signals cables and other
types of data-transfer mechanisms. The codes written are viewed in the World Wide Web browser. The
HTML carries on it images, music, text etc.
PHP:[2] PHP is a powerful tool for making dynamic and interactive web pages; PHP is widely used,
free, and efficient competitors such as Microsoft’s ASP. PHP is an HTML embedded scripting
language, much of its syntax is borrowed from C, Java and Perl with a couple of unique PHP specific
features thrown in. the goal of the language is to allow web developers to write dynamically generated
pages quickly. PHP is used to establish the database connection, it is also used to make some queries on
this project.
MySQL:[3] MySQL is a relational database management system. It stores data in separate tables rather
than putting all the data in one big store room. This adds speed flexibility. The MySQL database server
is very fast, reliable, cheaper and easy to use and learn. MySQL today offers a rich and useful set of
functions. Its connectivity, speed and security make it highly suited for accessing databases on the
internet, it also supports clustering technology. On this project MySQL is used for creating the
database.
XAMP SERVER:[4] This is a local server that hosts a website that is designed for a test run. It is not
accessible through the internet; it is only on the system on which it is installed that it functions. It is
functional on only windows operating system.
JAVASCRIPT:[5] JAVASCRIPT is a web tool that adds interactive functions to HTML pages, which
are otherwise static, since HTML is a display language, not a programming language. On the client,
JavaScript is maintained as source codeembedded into an HTML page. On the server, it is compiled
into byte code (intermediate language), similar to java programs.

CSS:[6] Cascading style sheets have been used for document designs for years. They are the technical
specifications for layout, whether print or online. Print designers use style sheets to ensure that their
designs are printed exactly to specifications.
Microsoft Visio:[7] Visio is a program that falls under the Microsoft Office suite of products. It is used
for many things that utilize layouts, diagrams and charts. The graphics that are used in Visio are
standard images utilized by flowcharts, decision diagrams, playbooks and even network diagramming.
It even has enough diagrams to make planning a room layout for a conference accurate and simple.
1.10.3 Other Details
Normally, many students of giccl who wish to be hosteled, submit their application forms in
September, October when admissions are open in the college. On these months the database of our
HMS will need to be updated frequently, requiring more resources. And in other months not much
students leave or reside in the hostel, requiring less human effort and less power consumption. Students
must have an internet connection to register themselves for the hostel. And their application must be
able to efficiently, adequately, and speedily processed at all times, requiring above mentioned hardware
and software packages apart from primary and backup power supply of HMS servers present in the
hostel building. So keeping in mind all these conditions, we still can say that our HMS is feasible in
terms of Technology.
1.10.4 Behavioral Feasibility Analysis

It includes how strong the reaction of staff will be towards the development of new system that
involves computer's use in their daily work. So resistant to change is identified. The hostel management
already wants a system that could work automatically and reduce their work load. Students already
want a system through which they can join the hostel easily without waiting for weeks or months. And
without being in a long queue. Some students come to submit their forms but cannot wait for hours in a
queue. So some students just go home when they see such long queue without trying to submit their
forms. And some students stay in the queue but by the time when their time comes, to submitthe form,
the college time ends and they are just asked to come tomorrow for this humiliation. So, both the hostel
management and the students will approve this concept happily.

CHAPTER 2
2.1 Literature Review

2.2 Existing System
The current hostel allocation and management system at Government Islamia College, Civil lines,
Lahore is done manually; during application, the students first of all go to the student’s affairs unit
to verify hostel availability, if available the student is giving a bed-space requisition/allocation
form. The student will have to fill the form, take the form to his head of department for verification,
the HOD will check to find out if the student is eligible and belongs to the category of students
entitled to hostel accommodation. If the student is qualified, the HOD will approve by signing the
form. The student will now go to the bank and pay the accommodation fee to the college account,
the form is giving free but the accommodation fee is R.S 300/- and is paid alongside with the
school fees, while the maintenance fee is R.S 2500/- which is also paid to the school account but is
done separately. After the payment, the student proceed to the bursary unit for exchange of teller to
receipt, the student then goes to the student’s affairs unit with the form, the bank teller and the
receipts. The student’s affairs officer keeps the record of the bank details; the student affairs officer
who is also the hostel coordinator will verify the hostel availability and then allocate the student if
available. The allocation of rooms to students is done on the basis of first come first serve. Some of
the challenges faced by the college management and students include: limited hostel
accommodation, inefficient storage method, slow retrieval of information increased students
population each session.
2.3 Previous Related Software Packages

CloudBeds[10] is a cloud based software for the management of hostels, hotels, vacation rentals
etc. CloudBeds advertises: “Perform Every Task, From Room Management to Reporting, With One
Software Suite. Properties That Use Cloudbeds save An Average of 8 Hours Of Work Per Week.”
But it had two major problems making it not suitable for giccl, which are, Not developed
specifically for giccl, Requires good English literate to operate this software, Requires to learn its
interface before using it and it is very costly.
Hostel Management System for University of South Asia[11]is one of the best software to
manage hostels. It supports managing high number of student records effectively and efficiently.
But unfortunately its implementation was too much costly and it cannot be used for this college.
Online Hostel Management System for University of Otago, New Zealand[12]has a very
popular system for managing hostels. Their fame is solely due to its online feasibility. It has ability
to manage up to 10,000 students, staff members, teachers and other employee. Students of the
University can apply for hostalization sitting in their homes. And teachers, or managers of the
hostel can approve or disapprove them from their homes. No one needs to go to the university, For
management nor for applying for accommodations.

But it had two major problems making it not suitable for giccl, including: Not developed
specifically for college level, learning how to use it, is difficult, implementation of such big
program would be out of budget.
Hostel Management System for Govt. College University, Lahore[13]is the most suitable
program that can be implemented in giccl. But it had some issues as it was not optimized for
windows, starts slow and requires much time to find some record from the database. It did not had a
beautiful GUI.
2.4 Other Related Works

A review of the hostel situation in county down. Northern Ireland[14] is an article, in which it
is shown about the hospital’s situation. In 1992, the working party was
set up to report on the hostel situation in co. down, Northern Ireland and to make
recommendations regarding future needs. The hostels have been in existence in co. down
since 1963 and have increased from four beds to 102 beds at the time of the report.
A journal has been written about hostel policy by Smithey.P[15]and this journal discusses about
a contextual analysis of resident management in public housing. Resident management is a policy
that allows the tenants of the apartment to act wisely fully to settle the community problem, gain
the support from public and some funding. By using black empowerment cities as a research,
Smithey find out a suitable way to manage resident in public housing. By using this journal, one
can know what was needed in an apartment or hostel for students to live and what are the
requirements for a good resident.
A new role for student housing, revitalizing a mid-sized city core[16]is a journal that has been
written by Bowman K. the journal discusses about students residence. The survey from 380
respondents’ shows 1.6% expressed a desire to live in a student residence. Majority of students’
response indicate that they want to choose their own living environment than dormitory standard
space. The other results shows that they would like to add the parking lot, restaurants and grocery
store as the additional facilities at their resident. The apartments that are provided to students have
occupancy range from one to four people. The individual rooms were organized suitable to the
student’s activities in their rooms.
The ecological footprint of hostel tourists in Ontorio and Quebec[17]is a journal that had been
written by Purvis C. and it discusses about hostels survey. This
survey required detailed information on sample hostels. The survey was designed
appropriately to collect the information about the hostel. A qualitative questionnaire was
designed to get their opinion about the sample hostels. The collected information includes
the occupants, the month that gets higher occupants, and the facilities of the sample

hostels. After the survey, the manager will make the analysis about the sample hostels.
The modelling and control of hot water consumptionin residential hostels[18].

This paper describes the models that have been developed for the design of control of hot
water consumption of the residential hostel at the University of Pretoria. It is based on1999 tariff
rates. Hot water load capacity is available to be controlled on main campus
alone. In the optimal control of the hot water cylinders, stratification of hot water in the
cylinder is not considered.
Description of our project

Like other system, our HMS is a software that enables the management of hostels as easy as
possible. Our Hostel Management System is developed in context of the hostel management team
of giccl. This alleviates the problems and limitations that other HMS had, such as:
Our HMS is specially designed for giccl. It is within budget of giccl. It will provide guide in Urdu.
Easy to use and easy to learn to use. Provides fast data retrieval and other efficiency elated benefits.
It will have beautiful Graphic User Interface
It helps students to see and save the records about their room and all other necessary things before,
during and after their accommodation. It helps the college staff and teachers to do their hostel
oriented tasks themselves, without the need for extra specially trained computer literate. All they
would need to do is, login as administrator and they would see the information of all the students
who use hostel. Identification of the problems of the existing hostel management leads to the
development of the computerized solution that will be compatible to the existing hostel
management. We can improve the efficiency of the hostel management, thus overcome the
drawbacks of the existing management. Hence the aim of the system is to provide the computerized
management system for hostel that will transform the hostels from its manual state to a well-known
designed computerized state. Thus to say overall our software reduces the work of admin penal and
also through this we can check the personal profiles of all the current students within few seconds.

CHAPTER 3
3.1 Methodology
The Methodology for this project is object oriented methodology (OOP). We live in a world of
objects. These objects exist in nature, in man-made entities, in business, and in the products that
we use. They can be categorized, described, organized, combined, manipulated and created.
Therefore, an object-oriented view has come into picture for creation of computer software. An
object- oriented approach to the development of software was proposed in late 1960s. Object-
Oriented development requires that object-oriented techniques be used during the analysis, and
implementation of the system. This methodology asks the analyst to determine what the objects of
the system are, how they behave over time or in response to events, and what responsibilities and
relationships an object has to other objects. Object-oriented analysis has the analyst look at all the
objects in a system, their commonalties, difference, and how the system needs to manipulate the
objects. OOM of building systems takes the objects as the basis, Firstly, the system to be
developed is observed and analyzed and the requirements are defined. Secondly, the objects in the
required system are identified e.g. students, admin, computer systems, online allocation system etc.
in simple terms, OOM is based on identifying the objects in a system and their interrelationships,
once this is done, the implementation of the system is done. The basic steps of system designing
using Object Modelling may be listed as: a. System Analysis b. System Design c. Object Design
d. Implementation
3.2 Advantages of Object Oriented Methodology

Object Oriented Methodology closely represents the problem domain. Because of this, it is easier to
produce and understand designs. The objects in the system are immune to requirement changes.
Object Oriented Methodology designs encourage more re-use. New applications can use the existing
modules, thereby reduces the development cost and cycle time. Object Oriented Methodology
approach is more natural. It provides nice structures for thinking and abstracting and leads to
modular design.
System Analysis Systems analysis is a process of collecting factual data, understanding the
processes involved, identifying problems and recommending feasible suggestions for improving
the functionality of the system. This involves studying the business processes, entity relationships
gathering operational data, understand the information flow, finding out bottlenecks and evolving
solutions for overcoming the weaknesses of the system so as to achieve the organizational goals.
System Analysis also includes decoupling of complex processes that make up the entire system,
identification of data store and manual processes.

3.3 Design
3.3.1 Use Case Diagram

3.3.2 Collaboration Diagram (Communication Diagram)

3.3.3 Sequence Diagram

3.3.4 Entity Relationship Diagram

3.5 Gantt Chart(Time Constraints)
SDLC steps January February March April May June

Requirement Gathering
Analysis
Designing
Coding
Testing
Implementation
Documentation

3.5 Conclusion
In conclusion, the hostel management system developed in PHP provides a platform for students of
Govt. Islamlia College Civil Lines Lahore to carryout hostel application online and to also enable
the staffs manage the hostel applications. The proposed system is faster and efficient compared to
the existing system and can perform the following task: a. online hostel application b. online
students and staff information management c. online hostel application approval based on first
come first serve d. viewing hostel application status online e. Sending of application alert to
students via sms.
The software does not capture online payment, other hostel issues such as mess activities, visitors
profile etc.

User Interface
The Main Page
Students can register before they can enroll in the hostel.
User Login: Dashboard

The first page that a registered user will see after login.
User Login: My Profile

User can update his profile.

User Login: Admit in Hostel (Book hostel)

User can admit himself in hostel using this form.


User Login: Change Password

User Login: My Room
Admin Login: Dashboard
Admin Login: Courses

Admin Login: Rooms
Admin Login: Students Registration

Admin Login: Admin Profile

LIST OF TABLES
Admin Table
City Table
Courses Table
Registration Table

Rooms Table
UserLog Table
UserRegistratation Table


CHAPTER 7
USER MANUAL
Here is the User guide for project to run on Local PC and how to use functionality of
project. User interacts with the software with the help of following steps. What the first
page user interacts with is the main page of Hostel Management System. In this page
different tabs are used. These tabs names are HOME, ABOUT US, CONTACT US,
FAQS, LOGIN/ REGISTER.
Installing XAMPP:
• Download XAMPP from Apache Friends.
• Double-click the file to run the installer.
• Click OK on the warning to continue.
• Click Next.
• XAMPP offers a variety of components that you can install, such as MySQL,
PHPMyAdmin, PHP, Apache, and more.
• Click Install
• And you are done
Loading Project in Xampp:
Step 1: Start the XAMPP program. When started, XAMPP loads itself into your icon tray. The

Icon is orange with a white bone-like shape in its center. Single-click the icon to expand
The Control Panel. Click on the "Start" button next to "Apache" to start your Apache Web
server. When Apache is running, the word "Running" will appear next to it, highlighted in green.
Also Start "MySQL" if your PHP scripts depend on a MySQL database to run.
Step 2: Place your PHP files in the "htd docs" folder located under the "XAMMP" folder on
You’re C: drive. The file path is "C:\xampp\htdocs" for your Web server. Make sure your PHP
files are saved as such; they must have the ".php" file extension. Open up any Web browser on
your Desktop and enter "local host" into the address box. The browser will open a list of files
stored under the "Htdocs" folder on your computer. Click on the link to a PHP file and open it
to run a Script.
Step 3: Create any folders you need to test PHP files in under the "htdocs" folder. If you
Create a folder named "scripts," then use the address "local host/scripts" to open them in your
Browser.
6.3 Connecting MySQL Database:
Step 1: Open PhpMyAdmin home page
Step 2: Click New button to create a new database. In the new window, name your database
as per your need; I am naming it “hostel”. Now select Collation as utf8_general_ci, as we are
using it for learning purposes and it will handle all of our queries and data that will be covered

in this tutorial series. Now click on Create and your database will be created. The newly
created database will be empty now, as there are no tables in it. I will be covering that in the
upcoming series where we will learn how to create tables and insert data in it.
Step 3: Now, locate the folder where you installed XAMPP and open Htdocs folder (usually
c:/xampp). Create a new folder inside c: /Xampp/htdocs/ and name its “practices” we will place
web Files in this folder. Why we have created folder in Htdocs? XAMPP uses folders in Htdocs
to Execute and run your PHP sites.
Step 4: Create a new php file and name it Database and save it. Why am I creating a
Separate database connection file? Because if you have created multiple files in which you
want
To insert data or select data from the databases, you don’t need to write the code for database
Connection every time. You just have to include it by using PHP custom
Function include (include ‘connection. Php’) on the top of your code and call its function and
use
It. It also helps when you are moving your project location from one PC to another and you
have
To change the values on the single file and all the changes will be applied to all the other files
automatically. Write the following code in your db. Connection file.
Step 5: Now open your browser and go to local host/hostel/index.php

6.4 Running the System:
For opening the system following steps should be followed:
• Open any browser.
• Write the address of website “hostel.php”.
• The project opens in the Google chrome or any other browser.
Home Page User Manual:
For opening the User manual for home page:
• Open the any browser.
• Write the address of website “localhost/hostel/index1.php”.
• Home page is shown on screen.
• In the home page you see different tabs like HOME, ABOUT US, CONTACT US,
FAQS and LOGIN/Register. Click on “About” and see the useful information about
the project and us.
Register User:
• Go to the home page.
• Select the “LOGIN/REGISTER” button on the Navigation bar.
• You are shown a new page. Click on “User Registration” in the navigation.
• Fill the credentials and then click “Register”.

• If you want to cancel your registration process you can do so by clicking “Cancel”
About Page:
• In “About” page the user can view information about the developing team and their
work.
• Users can click on the “About” button located in the Navigation bar in the home
page for that information.
• User can also Contact us through his/ her E-mail.
6.11 Login Page User Manual
On the login page, user basically performs the following steps:
 Click on the “Login” button located in the Navigation bar.
 After clicking the system redirects to login page.
 User first enters a valid email.
 Then enter the password.
 After entering the required data user clicks on the “Login” button.
 The system then validates the data on the system database
If credentials are valid then the system will log the user in, otherwise user will be redirected to
same page with an error message to enter credentials again.

6.12 Change Password User/Admin Manual
Step 1: log in as admin or user.

Step 2: fill in your old password and email then fill in your new password.
Step 3: click “submit”.
6.13 Change Profile User Manual

Step 1: log in as admin or user.
Step 2: go to Profile then Fill the credentials. (NOTE: users can change their name only
from their side. It will not affect data base. Their names would be as they first send to
the admin for registration.
)
Step 3: click “submit”.

References
[1] Steve Faulkner (The Paciello Group), Arron Eicholz (Microsoft), and Travis Leithead (Microsoft),
“HTML 5.2,” 2017. [Online]. Available: https://www.w3.org/TR/html52/. [Accessed: 11-Feb-2019].
[2] “PHP: What is PHP? - Manual.” [Online]. Available: http://php.net/manual/en/intro-whatis.php.
[Accessed: 11-Feb-2019].
[3] Oracle Corporation, “MySQL,” May 23, 1995. [Online]. Available: https://www.mysql.com/.
[4] Apache Friends, “XAMPP Installers and Downloads for Apache Friends.” [Online]. Available:
https://www.apachefriends.org/index.html. [Accessed: 11-Feb-2019].
[5] Netscape Communications Corporation, Mozilla Foundation, and Ecma International,
“JavaScript.com,” December 4, 1995, 1995. [Online]. Available: https://www.javascript.com/.
[6] H. W. Lie and B. Bos, Cascading style sheets : designing for the Web. Addison-Wesley, 1999.
[7] Microsoft Corporation, “Flowchart Maker and Diagramming Software - Microsoft Visio,” October 1,
2018, 2018. [Online]. Available: https://products.office.com/en/visio/flowchart-software. [Accessed:
11-Feb-2019].
[8] Government of Pakistan, “About PTCL.” [Online]. Available:
https://ptcl.com.pk/Home/PageDetail?ItemId=395&linkId=949. [Accessed: 12-Feb-2019].
[9] PTCL, “Unlimited Internet Packages.” [Online]. Available:
https://ptcl.com.pk/Home/PageDetail?ItemId=122&linkId=176. [Accessed: 12-Feb-2019].
[10] O. New Zealand, “Cloudbeds - Hospitality Management Software for Hotels, Hostels & More.” .
[11] Derwing, T. M., Rossiter, M. J., & Munro, M. J. (2002). Hostel Management. Journal of Multipurpose
and Integrated Hostels, 23(4), 245-259
[12] “Residential Colleges, University of Otago, New Zealand.” .
[13] GCU institution, “Govt. College University, Hostel Management.” .
[14] E. F. Guirguis and E. F. Guirguis, “A review of the hostel situation in county down, Northern Ireland,”
International Journal of Social Psychiatry, vol. 23, no. 2. pp. 140–148, 1977.
[15] ‫ عيسى‬.‫ ا‬and Smithy.P, “Smithey. PN (1999). Empower and Partification: A contextual analysis of
resident management in public housing, 150.”
[16] K. Bowman, “New Role For Student Housing,” p. 173, 2007.
[17] C. Purvis, “The ecological footprint of hostel tourists in Ontario and Quebec,” vol. M.A.E.S., p. 163,
2008.
[18] Q. Catherine and G. De Jager, “Hot water usage profiling to improve geyser efficiency,” J. Energy
South. Africa, vol. 23, no. 1, pp. 39–45, 2012.


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Hostel Management System

SESSION: 2015-2019; GROUP ID: G-03

Saad Mansoor 2015-i-48 49/15185

A DOCUMENTATION SUBMITTED IN PARTIAL FULFILLMENT OF THE

Mian Muhammad Munir Ud Din

Government Islamia College Civil Lines Lahore 1

Government Islamia College Civil Lines Lahore 2

1.2 Problem Statement

1.3 Problem Discussion

1.4 Analysis of the Existing System

1.4.1 Advantages of the Existing System

1.4.2 Disadvantages of the Existing System

Government Islamia College Civil Lines Lahore 3

1.5 Solution to the Problems Identified

1.6 Justification for the Proposed System

1.6.1 Analysis of the Proposed System

Government Islamia College Civil Lines Lahore 4

1.6.2 Advantages of the Proposed System

Government Islamia College Civil Lines Lahore 5

Government Islamia College Civil Lines Lahore 6

1.8.1 Functional Requirements

Sr. No FUNCTIONAL REQUIREMENTS DESCRIPTION

1. View Hostel Information Information the

2. View application status Status the system

3. Registration Allocate rooms to

4. Room allocation Students can request for room

5. Relevant login panel. Different panel for admin and

7. Rights according to admin or students. Administrator have more permission

9. View payment details. Generate bills of mess, utility bills

10. Security requirements. Permissions and authentications to

Government Islamia College Civil Lines Lahore 7

1.8.2 NON-Functional Requirements

Sr. No. NON-FUNCTIONAL DESCRIPTION

1. Updated every month. Software components

2. Maintenance every six month. Software and hardware

Government Islamia College Civil Lines Lahore 8

1.9 FEASIBILITY STUDY

Sr. No. Details Rupees PKR

2. Required Software: 6,000

3. Paper work cost 300

4. Internet connection 3,000

5. Power Supply and backup 5,000

6. Maintenance 1,000 after 6 months

Cost: R.S 33,300/-

1.10 Tools and Technology

1.10.1 Hardware Requirements

Government Islamia College Civil Lines Lahore 9

1.10.2 Software Requirements

Government Islamia College Civil Lines Lahore 10

1.10.3 Other Details

1.10.4 Behavioral Feasibility Analysis

Government Islamia College Civil Lines Lahore 11

2.1 Literature Review

2.3 Previous Related Software Packages

Government Islamia College Civil Lines Lahore 12

2.4 Other Related Works

Government Islamia College Civil Lines Lahore 13

The modelling and control of hot water consumptionin residential hostels[18].

Description of our project

Government Islamia College Civil Lines Lahore 14

3.2 Advantages of Object Oriented Methodology

Government Islamia College Civil Lines Lahore 15

Government Islamia College Civil Lines Lahore 16