Hostel Management System | Java (Programming Language) | Java ...

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

HOSTEL MANAGEMENT SYSTEM Mini Project Report Submitted in the partial fulfilment with the requirements for the award of the degree

Of

Bachelor of Technology In

INFORMATION TECHNOLOGY Of

Cochin University of science and Technology by SUMIT KUMAR-14140223 SUMIT KUMAR-14140224 MOHIT KUMAR-14140236

Under the guidance Of Mr JABIR KVT (ASST. PROFESSOR) Mrs NEETU (LECTURER)

October 2015 Department of Information Technology Cochin University College of Engineering kuttanadu, Pullincunnoo

Page | 1

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

COCHIN UNIVERSITY COLLEGE OF ENGINEERING KUTTANADU PULINCUNNU

DEPARTMENT OF INFORMATION TECHNOLOGY CERTIFICATE

This is to certify that the project entitled HOSTEL MANAGEMENT SYSEM is a bonafide report work done by SUMIT KUMAR (Reg No: 14140223) and SUMIT KUMAR (Reg No. 14140224) and MOHIT KUMAR (Reg No. 14140236) the student of fifth semester INFORMATION TECHNOOGY in partial fulfilment of the requirement for the degree of B.Tech in INFORMATION TECHNOLOGY of COCHIN UNIVERSITY OF SCIENCE AND TECHNOLOGY.

MRS.NEETU (LECTURER) MR.JABIR KVT

Page | 2

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

ASSISTANT

PROJECT IN CHARGE

PROFESSOR DEPTT. OF INFORMATION TECHNOLOGY

ACKNOWLEDGEMENT

Many people have contributed to the success of this Project. Although a single sentence hardly suffices, we would like to thanks Almighty GOD for blessing us with his grace and taking our endeavour to a successful culmination. We are extremely grateful to our principal DR. SREEJITH for his whole hearted cooperation for the success complication of this project. We extend our sincere and heart full thanks to MRS. JAYAPRABHA Head of Department (INFORMATION TECHNOLOGY), for providing us the right ambience for carrying out the work on this project and for the facilities provided to us. We are profoundly indebted to our project guide, MR. JABIR KVT, Assistant Professor and MRS.NEETU lecture in Department of INFORMATION TECHNOLOGY for their innumerable act of timely advice, encouragement and we sincerely express our gratitude to her. We would like to extend our gratitude to all the staffs and classmate of the Department INFORMATION TECHNOLOGY for the help and support rendered to us. We have benefitted a lot from the feedback and suggestion given to us by them.

Page | 3

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

ABSTRACT This project “HOSTEL MANAGEMENT SYSTEM” is developed for managing various activities in a hostel. Managing the records of a large no of students has always been a challenging task for a hostel manager. There is a lot of strain on the person who is running the hostel and software are not usually used in this context. Managing everything on paper is now a days not a beneficial way as it is time consuming, error prone and have many more complications like that. Various new features like MESS MANAGEMENT, STAFF SHIFTS, and PAYMENT DETAILS etc. are also included in this project to facilitate an Admin. Identifying the problems which occur when carried manually, we have tried our best to design the software in such a way that a not so tech-friendly administrator can also handle it an easy way. Interface has been kept simple and user-friendly keeping in mind the complications in managing a hostel. One can enhance his efficiency and productivity being an administrator using this software, thus overcome the drawbacks of the existing traditional system. Front End: - Java has been used to develop the front end. Back End: - My SQL has been used to develop the back end of the Project.

Page | 4

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

CONTENTS 1. Introduction 1.1 Purpose 1.2 Scope 1.3 Definitions, Acronyms and Abbreviations 1.4 Tools Used 1.5 References 1.6 Technologies to be used 1.7 Overview

2. Overall Description 2.1 Software Interface 2.2 Hardware Interface 2.3 Communication Interface 2.4 Constraints

3. Specific Requirement 3.1 Functional requirements 3.1.0 Login 3.1.0.1 Login Detail 3.1.0.2 Forgot Password 3.1.0.3 Reset Password 3.1.1 Room Matrix 3.1.1.1 Availability 3.1.1.2 Room Allocation

Page | 5

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

3.1.2 Registration 3.1.2.1 New Student Reg 3.1.3 Student Details 3.1.3.1 UID 3.1.3.2 Search 3.1.3.2.1 Student's Name 3.1.3.2.2 Father's Name 3.1.3.2.3 DOB 3.1.4 Mess 3.1.4.1 Daily expenses 3.1.4.2 Net Bill 3.1.4.3 Electricity Bill 3.1.4.4 Miscellaneous Expenditure

3.2 Non-Functional requirements 3.2.1 Performance 3.2.2 ID Verification 3.2.3 Access Permission 3.2.4 Maintainability 3.2.5 Reliability 3.2.6 Other Constraints

4. DFD 4.1 Symbols to be used 4.2 context level DFD 4.3 Level o DFD 4.4 Level 1 DFD 4.5 level 2 DFD 4.6 Nations Used

5. ER diagram 6. Design Module Diagram 7. Data Table Design Page | 6

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

8. Conclusion

1.Introduction 1.1 Purpose The purpose of this document is to present an overall description and listing of the functionality of the system behind the project “HOSTEL MANAGEMENT SYSTEM”. It is developed for the hostel administrator keeping in mind the complications they face during management such as room allocation, mess management, bills etc.

1.2 Scope  The basic users of this software is Hostel administrator.  The user will be provided a login panel as interface.

1.3 Definitions, Acronyms and Abbreviations  HMS-

Hostel management system It’s an application to manage various functionalities of a Hostel.

 Admin-

Administration The one who is intended to use this application.

 J2EE-

Java 2 Enterprise Edition A programming platform which is a part of java platform for developing and distributed java.

Page | 7

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

 RAD-

 DB -

MINI

Rational application developer It helps to design the diagrams like ER, Database schema Diagrams and to generate DDL. Database

1.4 Tools used JAVA Java is an object-oriented programming language developed by Sun MicroSystems a company best known for its high end UNIX workstations. Java Language was designed to be small, simple, and portable across platforms, Operating systems, both at the source and at the binary level, which means that Java programs (applet and application) can run on any machine that has the Java virtual machine (JVM) installed.

J2EE Java Platform, Enterprise Edition or Java EE is a widely used platform for Server programming in the Java programming language. The Java platform (Enterprise Edition) differs from the Java Standard Edition Platform (Java SE) in that it adds libraries which provide functionality to deploy fault-tolerant, distributed, multi-tier Java software, based largely on modular components running on an application server. RAD IBM Rational Application Developer for Web Sphere Software for Web Sphere Software. RAD is an integrated development environment (IDE), made by IBM's Rational Software division, for visually designing, constructing, testing, and deploying Web services, portals, and Java (J2EE) applications. MySQL MySQL is the world's most popular open source database. With its prove Performance, reliability and ease-of-use, MySQL has become the leading

Page | 8

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

Database choice for web-based applications, used by high profile web Properties including Facebook, Twitter, YouTube, Yahoo! and many more. Oracle drives MySQL innovation, delivering new capabilities to power next generation web, cloud, mobile and embedded applications.

1.5 References  Java Tutorial, www.tutorialspoint.com/java/

 PHP: MySQL Database, www.w3schools.com/php/php_mysql_intro.asp

 Software requirements specification, en.wikipedia.org/wiki/Software_requirements_specification

 YouTube  MySQL Tutorial http://www.tutorialspoint.com/mysql/

1.6 Technologies to be used     

DB2: RAD: Netbeans: MySQL: JDK:

Relational Database Management System. Rational Application Developer. Official IDE for java 8. Open source Database. Java Development Kit

1.7 Overview  Existing System  Manual Recordkeeping  Multiple Paper Registers.  Manager

Page | 9

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

 Drawbacks     

Security is not ensured. Searching of any record is tough. Too much paper work. Very hard to keep archives maintained. Stressful for an individual person to handle.

 Propose System  A software package containing all the functionalities.

 Benefits       

Automated system Requires only a man with very little technical knowledge to operate. Data Security is ensured. Data retrieval is fast. Since it’s paperless, we can archive years of data. Record keeping is very simple. Automatic bill calculations.

2. Overall Description 2.1 Software Requirement    

Windows versions after 98. Windows Installer. Java MySQL Server

2.2 Hardware Requirement Minimum Requirements Processer

RAM

Storage

Display

Page | 10

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

Intel Pentium III or AMD 800 MHz

MINI

128 MB

2 GB

600*480

RAM

Storage

Display

512MB

128 GB

1024*768

Recommended Requirements Processer Intel Pentium III with clock speed 1GHZ

2.3 Communication Interface  Admin The administrator will login into the system via an admin panel.

2.4 Constraints  GUI is only in English.  Login and password is used for the identification of users.  Only Admin is authorized to access the software.

3. Specific Requirements 3.1 Functional requirements 3.1.0 Login 3.1.0.1 Login detail

Input: -

Enter user name and password.

Page | 11

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

Output: -

A page containing the below mentioned function

Process: -

Password will be compared. If matched proceed, Requirements. It unmatched, display Invalid.

3.1.0.2 Forgot password

Input: -

Enter user name.

Output: -

A page containing the link “RESET PASSWORD”.

3.1.0.3 Reset password

Input: -

Enter the security question and answer.

Output: -

If matched with DB, Type new password. If Unmatched, Wrong Credentials.

Process: -

Comparison of credentials with DB.

3.1.1 Room Matrix 3.1.1.1 Availability

Input: -

Select room availability.

Output: -

A page containing the availability of room.

Process: -

Retrieval of details from database.

3.1.1.2 Room allocation Input: -

Enter unique id and available room no.

Output: -

Confirmation message and print the check in bill.

3.1.2 Registration

Page | 12

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

3.1.2.1 New Student Registration Input: -

Details of Student, Room no & Payment.

Output: -

Generation of an unique Id no.

Process: -

Creation of an entry about student in Database

.

3.1.3 Students Details 3.1.3.1 UID Input: - Enter UID no. Output: - Showing the student profile.

3.1.3.2 Search 3.1.3.2.1 Student’s Name Input: - Enter the first name of student. Output: - A list containing all the names containing that Particular first name. Process: - Keyword will be compared with Database.

3.1.3.2.2 Father’s Name Input: - Enter the father’s name. Output: - A list containing all the names containing that particular name. Process: - Keyword will be compared with Database.

Page | 13

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

3.1.3.2.3 D.O.B Input: - Enter the D.O.B. Output: - A list containing all the names containing the particular D.O.B’s. Process: - Keyword Value will be compared with DB.

3.1.4 MESS 3.1.4.1 Daily Expenses Input: -

Update the daily Expenses Column.

Output: - Confirmation message “Updated”. .

3.1.4.2 Net Bill Input: - Update the Net Bill Column along with Payment date. Output: - Confirmation message “Updated”. .

3.1.4.3 Electricity Bill Input: - Update the Electricity Bill Column along with payment date Output: - Confirmation message “Updated”.

.

3.1.4.4 Miscellaneous Expenditure Input: - Update the Column along with payment date. Output: - Confirmation message “Updated.

Page | 14

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

3.2 Non Functional requirements 3.2.1 Performance The system shall support all type of room.

3.2.2 ID Verification The system requires the user to identify by using an ID no. at the Checkout point.

3.2.3 Access Permission This HMS shall have several type of access permissions. For instance, the warden is recognized as the system’s administrator. Thus, the warden shall be able to perform any type of activities on the system and both the user’s and student profiles. The public in general shall be restricted from accessing any user profile. However, they shall be granted a read access on the student profile.

3.2.4 Maintainability The system shall provide the capability to back up the database.

3.2.5 Reliability The system shall be available 99.9% of the time.

3.2.6 Other constrains The system shall support other hostel issues. The HMS shall be flexible and adaptable due to future plans of expanding the system.

DATA FLOW DIAGRAM

Page | 15

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

Symbols to be used: Symbol

Meaning

Example

An entity. A source of data or a destination for data.

A process or task that is performed by the system.

A data store, a place where data is held between processes.

A data flow.

Page | 16

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

Construct Context Level DFD (identifies sources and sink) Admin

user name Password

HMS

DB

authentication

0.0

Login Module: Level 0 Login User name If, False

verification

IF, true

DB 0

Admin

Forgot password

Reset Page | 17

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

Construct Level 0 DFD (identifies manageable sub processes)

1.0

check

Room Matrix Availability

DB 1 If, true Update

2.0 Registration

New entry

Admin

DB 2 Detail

3.0

search

Students Enter Details

4.0 Mess

Update

DB 3

Page | 18

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

Construct Level 1- n DFD (identifies actual data flows and data stores) 1.0 Room matrix Availability Seat availability

check DB 1

IF, no If, yes Not available 2.0

2.0 Registration DB 1

Update

If, yes

Registration

new entry

DB 2

3.0 Students Enter UID

3.1 UID

3.2 Search

verify DB 2 IF, no If, yes 3.0.1 Page | 19

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

4.0 Mess Daily Expenses Enter expenses Update Net Bill

Update

Update

`

DB 3

Electricity Bill Update

Miscellaneous Bills If any

Page | 20

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

LEVEL 2 DFD: 3.0.1 UID Profile

If, yes (3.0)

Detail s

Profile Update Update DB 4 Rene

Room Renewal

Delete record

Bills

Cancellation

Page | 21

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

3.0.2 Search Enter 1st Name If, no (3.0)

Name

Enter Father’s

Name

Name

DB 4 D.O.B

D.O.B If, Found go to 3.0.1

Page | 22

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

Page | 23

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

Notations used:Notations HMS UID D.O.B DB 0 DB 1 DB 2 DB 3 1.0 2.0 3.0 4.0 3.1 3.2 3.1.1 3.1.2

Their meaning Hostel Management System Unique Identification Number Date of Birth Credentials database Room Availability Database Student Details Database Mess Details Database Room Matrix Function Registration Function Student Function Mess Details Function Function to enter UID Function to search UID Detail Functionality of 3.1 Detail Functionality of 3.2

Page | 24

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

ER DIAGRAM

Page | 25

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

DESIGN MODULE DIAGRAM

Page | 26

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

INPUT OUTPUT DESIGN INPUT DESIGN This part deals with the various input from supplied to the Admin so as to get the details which can be further processed in a meaningful way.

Username and Password User need to provide a valid username and password. After entering the details first the administrator will check if the entered username and password exist in the data base or not. The process only start if the Admin is found authenticated.

OUTPUT DESIGN    

Room Matrix. Student Registration Student Details Payment Due

Page | 27

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

DATA TABLE DESIGN

CREDENTIALS (DB 0)

S.NO

Field Name

DATA TYPE

NULLABLE

PRIMARY KEY

1

User Name

VARCHAR(20)

NO

YES

2

Password

VARCHAR(20)

YES

NO

3

Security Question

VARCHAR(30)

YES

NO

4

Security Answer

VARCHAR(20)

5

D.O.B

6

New Password

DATE VARCHAR(20)

YES NO YES

NO NO NO

ROOM (DB 1) S.N0

FIELD NAME

DATA TYPE

NULLABL E

PRIMARY KEY

1

Room Availability

Matrix

NO

NO

2

Room No

Int(3)

NO

YES

Page | 28

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

STUDENT (DB 2)

S.NO

FIELD NAME

DATA TYPE

NULLABLE PRIMARY KEY

1

UID

INT(10)

NO

YES

2

Std_name

VARCHAR(15)

NO

NO

3

Father’s Name

VARCHAR(30)

NO

NO

4

Mother’s Name

VARCHAR(30)

YES

NO

5

D.O.B

DATE

NO

NO

6

Address

VARCHAR(100)

7

Payment

DECIMAL(10,4)

NO YES

NO NO

MESS (DB 4)

S.NO 1

FIELD NAME

Netbill_invoice_no

2

DATATYPE

NULLABL E

PRIMARY KEY

INT(20)

NO

YES

DATE

NO

NO

Netbill_payment_date 3 Page | 29

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

Netbill_amount 4

MINI

INT(5)

NO

NO

INT(20)

NO

YES

DATE

NO

NO

Electricity_invoice_no 5 Electricity_payment_d ate 6

Electricity_amount

INT(5)

NO

NO

7

Daily_Expense_amt

INT(5)

YES

NO

8

Daily_Expense_date

DATE

NO

NO

9

Misc._Expense_amt

INT(5)

NO

NO

10

Misc_Expense_date

DATE

NO

NO

CONCLUSION

The “HOSTEL MANAGEMENT SYSTEM” project will serve as a useful project to carry out the complex process is simple and vivid manner for search of criminals. It serve as helpful approach for the police for assembling and improving their things. It reduces the time taking and the redundant effort wasted during the criminal details searching as it is a centralised approach. Thus, the project is user friendly.

Page | 30

HOSTEL MANAGEMENT SYSTEM PROJECT 2O15

MINI

Page | 31