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this document is a project report for the hostel management system ...

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BONAFIDE CERTIFICATE

Certified that this project report titled Hostel Management System (H.M.S) is the bonafide work of Mr. Abdikani Hussein. Certified further, that to the best of my knowledge the work reported herein does not form part of any other project report or dissertation on the basis of which a degree or award was conferred on an earlier occasion on this or any other candidate.

………………….

Mr. Abdikani Hussein Abdisamad

Program Coordinator & Project Supervisor

ACKNOWLEDGEMENT

I would like to express my deepest appreciation to all those who provided me the possibility to complete this report. A special gratitude we give to my final year project Supervisor, Mr.Simba, whose contribution in stimulating suggestions and encouragement, helped me to coordinate my project especially in writing this report. Furthermore, I would also like to acknowledge with much appreciation the crucial role of the staff of Isbat University, who gave the permission to me all required equipment and the necessary materials to complete the task. Iam thankful and fortunate enough to get constant support from my seniors and every teaching staff of M.Sc.IT department which helped me successfully complete my project. I would also like to extend my regards to all the non-teaching staff of B.Sc. CSIT department for their timely support. Special thanks go to my classmate, Imran Rabit Hashim. I have to appreciate the guidance given by other supervisor as well as the panels especially in my project presentation that has improved my presentation skills thanks to their comment and advices. My thanks and appreciations also go to each and every one of our colleagues for their encouragement and support in developing the project.

ABSTRACT 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. 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. Less human error The strength and strain of manual labor can be reduced High security Data redundancy can be avoided to some extent Data consistency Easy to handle Easy data updating Easy record keeping Backup data can be easily generated

Table of Contents BONAFIDE CERTIFICATE........................................................................................................................i ACKNOWLEDGEMENT...........................................................................................................................ii ABSTRACT...............................................................................................................................................iii Lis of Figures..............................................................................................................................................vi List of Tables.............................................................................................................................................vii Chapter I......................................................................................................................................................1 1.1.

Introduction.....................................................................................................................................1

1.2.

STATEMENT OF THE PROBLEM................................................................................................2

1.3.

AIMS AND OBJECTIVES OF PROJECT......................................................................................2

1.4

METHODOLOGY..........................................................................................................................3

1.5.

SCOPE OF PROJECT.....................................................................................................................3

1.6Conclusion..............................................................................................................................................4 CHAPTER II: SYSTEM ANALAYSIS AND DESIGN..............................................................................5 2.1.

Introduction.....................................................................................................................................5

2.2.

Analysis of Existing System............................................................................................................5

2.3.

Description of Proposed system.......................................................................................................6

2.4.

Design and Methodology.................................................................................................................7

2.5.

Technical structure of Hostel Management system..........................................................................7

2.6.

Software Requirements....................................................................................................................9

2.6.1.

HARDWARE...............................................................................................................................9

Chapter III: SYSTEM DESIGN................................................................................................................11 3.1.

Database design.............................................................................................................................12

CHAPTER IV: SYSTEM IMPLEMENTATION AND TESTING...........................................................16 4.1. Introduction........................................................................................................................................16 4.2. Testing method Used..........................................................................................................................16 4.3. Purpose of Testing..............................................................................................................................16 4.3.1. Unit Testing.....................................................................................................................................16 4.3.2. Testing Component Interface...........................................................................................................17 4.4. Documentation...................................................................................................................................17 4.5. INSTALLATIONS OF SOFTWARE AND NEW PROGRAMS / USERS INSTRUCTIONS............18

4.6. PROJECT SCREENSHOTS AND SOFTWARE SOURCE CODE STRUCTURE FUNCTIONALITY...................................................................................................................................19 4.6.1. PROJECT SCREENSHOTS............................................................................................................19 4.7.2. SOFTWARE SOURCE CODE................................................................................................58 CHAPTER V: RECOMMENDATION AND CONCLUSION..................................................................79 5.1. Introduction........................................................................................................................................79 5.2. Recommendation................................................................................................................................79 5.3. Challenges..........................................................................................................................................79 5.3.1. Hardware Challenge........................................................................................................................79 5.3.2. Software challenge..........................................................................................................................79 5.4. Conclusion..........................................................................................................................................80 References.................................................................................................................................................81

Lis of Figures Figure 1. Login Screen..................................................................................................................25 Figure 2. ADMIN HOME PAGE...................................................................................................26 Figure 3 ATTENDENCE ADD......................................................................................................27 Figure 4. ATTENDENCE LIST.....................................................................................................28 Figure 5. ATTENDENCE VIEW...................................................................................................29 Figure 6. MEAL ADD...................................................................................................................30 Figure 7. MEAL LIST...................................................................................................................31 Figure 8. COST ADD...................................................................................................................32 Figure 9. COST VIEW.................................................................................................................33 Figure 10. STUDENT ADMITION/REGISTRATION.................................................................34 Figure 11. STUDENT LIST..........................................................................................................35 Figure 12. DEOSIT........................................................................................................................36 Figure 13. SEAT ALOCATION.....................................................................................................37 Figure 14. PAYMENT ADD..........................................................................................................38 Figure 15. PAYMENT VIEW........................................................................................................39 Figure 16. ADD EMPLOYEE.......................................................................................................40 Figure 17. EMPLOYEE LIST VIEW............................................................................................41 Figure 18. EMPLOYEE SALARY ADD......................................................................................42 Figure 19. EMPLOYEE SALARY VIEW.....................................................................................43 Figure 20. VENDOR PAYMENT ADD........................................................................................44 Figure 21. VENDOR PAYMENT VIEW......................................................................................45 Figure 22. BILLING ADD............................................................................................................46 Figure 23. BILLING ADD............................................................................................................47 Figure 24. NOTICE BOARD ADD...............................................................................................48 Figure 25. SYSTEM ADMIN USER REGISTRATION...............................................................49 Figure 26. FEES SETUP...............................................................................................................50 Figure 27. MEAR RATE PRICE...................................................................................................51 Figure 29. TIME SET....................................................................................................................52 Figure 30. BLOCK........................................................................................................................53 Figure 31. ROOMS........................................................................................................................54 Figure 32. Student Home Page......................................................................................................55 Figure 33. Student Menu Bar.........................................................................................................56 Figure 34. Student Profile..............................................................................................................57 Figure 35. Student Attendance View.............................................................................................58 Figure 36. Student Payment Add...................................................................................................59 Figure 37. Student Payment View.................................................................................................60

Figure 3.8 Student Billing View....................................................................................................61 Figure 39. Employee Home Page..................................................................................................62 Figure 40. Employee Profile..........................................................................................................63

List of Tables Table 3.2.1. User Table structure.................................................................................................19 Table 3.2.2. User Table structure..................................................................................................20 Table 3.2.3. Employee table structure...........................................................................................21 Table 3.2.4 Room Table Structure.................................................................................................21 Table 3.2.5. .Blocks Table Structure..............................................................................................21 Table 3.2.6. Attendance Table Structure........................................................................................22 Table 3.2. 7 payment Table structure.............................................................................................22

Chapter I 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. 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. 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.

1.2.

STATEMENT OF THE PROBLEM

We have a lot of hostels in Uganda, which consist of four boys and girls. 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.

AIMS AND OBJECTIVES OF PROJECT

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. Identification of the drawbacks of the existing system leads to the development of computerized hostel management 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 hostel management system. Less human error, Strength and strain of manual labour can be reduced, High security, Data redundancy can be avoided to some extent, Data consistency, Easy to handle, Easy data updating, Easy record keeping, Backup data can be easily generated.

1.4

METHODOLOGY

In software engineering, a software development methodology is a splitting of software development work into distinct phases (or stages) containing activities with the intent of better planning and management. It is often considered a subset of the systems development life cycle. In software development method, there are a different methods used for software development. I have selected to develop this software using a method known as ‘‘Evolutionary prototyping” .Evolutionary prototyping built to understand the requirements. This prototype is developed based on the currently known requirements. By using this prototype, the client can get understand the requirements of the desired system. Prototyping is an attractive idea for complicated and large systems for which there is no manual process or existing system to help determining the requirements.

1.5.

SCOPE OF PROJECT

 Hostel management system is developed for hostel to management easy  The admin has privilege of managing students , employees , payments , bills

attends , notice board and so on.  Administrator create every student’s profile by using id and password , after

the admin creates the students profile student can access the system  Administrator can view every activity

 The Hostel manage system has ability of managing hostel quickly.

1.6Conclusion This particular pro...