A Project Report
On
Hostel Management System.
Submitted to
Zetech University
Diploma in Information Technology (DIT)
For the Partial Fulfillment of the Requirement for the diploma of IT under
Zetech University
Submitted By
Leonard Wandera Wabwire,
DIT-04-0237/2016
DIT, 4th Semester
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Acknowledgement
I would like to express my gratitude to all those who gave me the possibility to complete this
project. I want to thank the Department of Information Technology Engineering College for
giving me permission to develop a project in this instance. The development of this project can
only be possible by the support, encouragement, co-operation of our friends, teachers and seniors
and I have got full support from my friends, teachers and seniors. I would also like to express
heartfelt thanks for the people who are directly and indirectly part of this project.
I have to thank my subject teacher Mr. Victor for his help by providing the essential suggestions,
helps and the solution for the problem during project development.
I would also like to give a heartfelt thank to Mr. Fred for his guidance during this project
development. I’m deeply indebted to our lab teachers whose help, stimulating suggestions and
encouragement helped us in all the time of developing the project.
We want to thank Mr. Fred, Mr. Barack, Mr. Victor, and Mr. Stanslus, for their help, support, cooperation and inspiration.
I would cordially like to thank our mate for his help and support, without which it was very
difficult to develop this project. At last, we would like to give our special thanks to our dear
brother Mr. Tyzon Otieno without whose support this project wouldn’t have been completed.
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Table of contents
SN
Titles
Page No.
1.
Abstract
1
2.
Introduction
2
3.
Objective
3
4.
Problem Statement & Background study
4
5
Feasibility Analysis
5
6
Algorithms
7
7.
Flow Charts
11
8
Screen shots
18
9.
Future Enhancement & conclusion
20
10.
Reference & Developer’s Profile
21
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Abstract
“Hostel Management System (HMS)” is an individual project developed in Notepad C++. This
project can be used in hostel to facilitate to store new records of students in database, to display
the saved records with printing facilities.
During the development of this project I have visited the hostel administration for collection of
data and analyze their problem. We have tried to fulfill most of the desire of the hostel
requirements but due to the lack of time some of the requirements were solved. The problem
analyzed for the hostel were

Check in/ checkout system for students to keep records of room that have been reserved.

Room Reservation system to keep records of the Students and find their room number.

To generate report of each room reserved.
Among these problems we have choose the Mark sheet problem and try to make the project to
display Mark sheet of the students with printing facility. The user can also save record of total
number of students in the hostel, information about their faculty and course the study. We have
also attached the form to keep simple record of the teachers.
This software is totally secure with password protected facility. The administrator can create new
user, update them when required and delete them if necessary. The administrator staff can utilize
all the facility provided by the software and all the guest staff can get some of the facility.
This software also provides the facility to create backup of the database which will help to
retrieve data when the accidental loss in the original database happen.
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Chapter two
1.0 Introduction
With the advancement of technology, application areas of computer are rising day by day. Every
sector desires its procurement for fast accurate and automated operations. Therefore different
program are developed to meet the requirement of various types of users i.e. related to any field.
This program entitled “Hostel Management System” is an individual work of DIT IVth
semester student. It is a small software package which is helpful in the areas of Hostel. This
program package includes all the activities in which the hostel is managed. The activities like the
user management, the inventory processing, the data summary, etc are included.
In terms of security this software is totally secure as it doesn't give access to unauthorized user as
the username and password facility is provided.
I chose Hostel management software as the system seemed simple and easy to use. During its
development we realized that we needed software that may help to manage hostel activities and
various other adjustments.
1.2 Background study
During this project development, I visited different hostels such as hostel Skyplane
,hostel top in Jomo Kenyatta University etc and analysis the difficulties of administrative group
in their hostel transaction and provide such solution which may solve their desire problem. I
also ask them about how their activities are operated day to day. I also discuss what is the best
solution of this problem.
1
1.3 Problem statement
Even though I have tried my best effort in making the system error free but some errors may
have crept into it. As this is my first project or system development in visual basic we have tried
my best to make it free from limitations, and maybe I’m successful. The limitation on the project
is the lesson for me to improve it. During my system development on this project I have faced
many problems in testing, coding, debugging and implementing some rules and regulation.
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1.4 Objectives
The main objective behind preparing this project is that to give hostel a complete facility that a
hostel managerial team wants. It even helps the user to handle the managing system of the hostel
properly. And it also gives the customer an easier way to have booking and other related
activities in the hotel. Besides this there are many objectives like:
1) To manipulate the Hostel transactions with instant confirmation.
2) To save time.
3) To increase efficiency of students.
4) For fast access of data.
5) For secure and smooth running of the program.
6) For error free, effective and easy for database related works.
7) The application request for the check-in and check-out date and time, number of visitors,
and his/her preferred room category;
8) Indicate the room availability and the location of the rooms;
9) If the visitor is satisfied with the room location, then confirm the booking; and
10) Upon confirmation, print the payment details and other necessary constraints.
11) To reduce material related cost
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12) To have an efficient material management a company must establish clear guidelines and
strategies regarding purchasing of material, storage and minimization of inventories
13) Good accounting and recording keep will keep a close watch on any workers who might
think that they can help themselves with the company's material
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Chapter Two
2.0 LITREATURE REVIEW
Hostel management system development using PHP program has lots of codes, Using Internet in
gathering information partially contributed to the success of this project. Due to the fact that PHP
is an open source program, development of hostel management system was not too
difficult. However, thanks to the cyber world (Internet) that makes it possible to study and make
comparison in needs of some code function
2.1 SYSTEM ENVIRONMENT
2.2 Software Configuration
1. OS : Windows 7
2.Wamp server (PHP, MySQL, and PHPMyAdmin)
2.3 PHP is a scripting language originally developed for producing dynamic web pages.
Usage
PHP is a general-purpose scripting language that is especially suited for web development.
2.4 Speed optimization
As with many scripting languages, PHP scripts are normally kept as human-readable source
code, even on production web servers
2.5 Security
The National Vulnerability Database stores all vulnerabilities found in computer software.
2.6 Data types
PHP stores whole numbers in a platform-dependent range. This range is typically that of 32-bit
signed integers.
2.7 Functions
PHP has hundreds of base functions and thousands more from extensions. These functions are
well documented on the PHP site, but unfortunately, the built-in library has a wide variety of
naming conventions and inconsistencies. PHP currently has no functions for thread
programming.
2.8 Version 5.2 and earlier
Functions are not first-class functions and can only be referenced by their name directly or
dynamically by a variable containing the name of the function. User-defined functions can be
created at any time without being prototyped.
2.9 Version 5.3 and newer
PHP gained support for first-class functions and closures.
3.0MySQL is a multi-threaded, multi-user SQL database management system(DBMS). The basic
program runs as a server providing multi-user access to a number of databases.
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Chapter three
3.0 METHODOLOGY
3.1
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CHAPTER FOUR
4.0 SYSTEM ANALYSIS AND DESIGN
4.1Feasibility Analysis
It is necessary to determine whether the development of new program will be beneficial to us or
not. This study examines the aspect the hardware and software requirement that are needed to
develop a program. It also provides:
a) The definition of the problem.
b) The alternative solution and their benefits.
c) Required resources cost and delivery date.
Feasibility Analysis includes:
Technical Feasibility Analysis
i.
Hardware: - Hardware requirements includes following points:
1. Any Computer (Pentium PC, Laptop etc)
2. RAM
3. Hard-disk
4. Printer
5. VDU(CRT or LCD)
6. Peripherals (Like. Mouse and Keyboard)
ii.
Software: - It includes following programs:
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1. Operating System(62 bits or higher)
2. Notepad C++
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Economical Feasibility Analysis (Requirement Document)
Cost
S.N.
Details
Rs
1
Computer (Laptop)
N/a
2
Required Software
2,000
3
Portable devices (Pen drives,CD etc)
1,500
4
Paper work cost
5
Miscellaneous
500
2,500
Total Cost
6,500
Profit: Rs. 20000
Selling Price: Rs. 26,500
Schedules
i. Beginning Day:- 21 Oct 2016
ii. Ending Day:- 19 Jan 2017
iii. Daily working Hours:- 2-3 hrs
Operating Feasibility
Feasibility analysis which is necessary to check the manpower viability. It helps to find
whether the existing manpower can handle the new system effectively or not.
Some tips to handle this system:
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3. Password is case-sensitive.
Chapter six
Algorithms
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Algorithm for form Load
Step1: Start the application
Step2: Wait until the program loads
Step3: This form automatically closes.
Algorithm for Login
Step1: Start
Step2: Select User Name
Step3: Enter password
Step4: Click on Login button
If (User ID) and (Password) is Valid then
Unload the user form from memory and
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Load and show MDI Main form.
Else
Display the message “Username and Password doesn't match”
Go to Step2
Step5: Stop
Algorithm for Adding New User
Step1: Start
Step2: Go to system > manage user
Step3: Enter the administrative password to carry out the operation.
Step4: Click on Add New User and a field appears,
Step5: Enter new User name, Password, Confirm Password.
Step6: Click on save button for adding user and cancel button for cancelling operation.
Step7: If all condition remains true then print message “Username Added”.
Step8: End
Algorithm for Editing User’s record
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Step1: Start
Step2: Go to system > manage user
Step3: Enter the administrative password to carry out the operation
Step4: Click on update user and a field appears,
Step5: Choose the user name you want to edit and Click on save button for adding user and
cancel button for cancelling operation
Step6: if the User ID after editing is found on the database then print the message “User already
exists”
Else save the record on the database with message
Step7: End
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Algorithm for Deleting User’s record
Step1: Start
Step2: Click on the user’s record from the list whom you want to Delete
Step3: Click on the Delete button then print the message “Do you really want to delete this user”
Step4: If click on yes the user will be deleted
If click on no the operation will be cancelled
Step6: End
Algorithm for Adding New Room Reservation
Step1: Start
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Step2: Go to New Room Reservation
Step3: Click on New Button of the form
Step4: Fill all the given fields,
Step5: Click on Save button to save record or Cancel button to cancel the operation
Step6: If clicked Save
Print the message “Record Saved successfully”. And it saves the record to the database
Else program terminates to main form.
Step8: Stop.
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Algorithm for Delete Record
Step1: Start
Step2: Go to Customer > New Room Reservation
Step3: Click on Delete Button of the form
Step4: Enter the Reservation Number which you want to delete.
Step5: click on Ok button to delete record or Cancel button to cancel the operation
Step6: If clicked Ok
Print the message “Record Deleted successfully”. And it deletes the record from the
database
Else program terminates to main form.
Step7: Stop.
Algorithm for Print Record
Step1: Start
Step2: Click on Report >Print or Open the Room Reservation form and click Print.
Step3: The system calls the print function and starts printing if the printer is installed.
Step4: Stop
Algorithm for Backup
Step1: Start.
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Step2: Open Main form >Tools >Database Backup.
Step3: The form opens and asks the user to give the path.
Step4: Click on Ok to create backup or Cancel to cancel operation.
If Ok button is the program creates a backup in the specified path.
Else the program terminates to the previous form.
Step5: Stop.
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Algorithm for Search
Step1: Start
Step2: Open Main form >Customer >Search
Step3: Click on the search type.
Step4: Enter the part of data you want to search.
Step5: Click on Ok to search record or Cancel to change search type
If record exists then record is shown
Else print message "No Record was found"
Step6: Stop
Algorithm for Exit menu
Step1: Start
Step2: Click on File > Exit to exit from the program.
Step2: Print the message “Do you really want to exit from program”
Step3: If yes then close the program and all running forms.
If no then return to the MDI main form
Step4: End
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Chapter seven
Flow charts
Flowchart for Login
Start
Select User Name
Enter Password
Click on Log in button
Is Username and
password Valid?
Yes
Load MDI main form in the
memory and display all facility.
Unload Login form from the
memory.
Stop
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NO
Flow chart for save information
Start
Click on New button
Enter all fields
Click on Save button
Is Record exists?
NO
Yes
Save the new record
Print message “Record
Saved Successfully”
Stop
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7
Print message
“Record exists”
NO
Is all criteria
valid ?
12
Yes
Flow chart for Add User
Start
Click on Manage user
Select Add user
Fill the Form
Yes
Is username
exists?
Print message “User
exists”
NO
Is Password =
confirm password
Yes
Save the new user
Print message “User name
Saved Successfully”
Stop
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13
NO
Flowchart for Edit User
Start
Click on Manage user
Select Edit user
Fill the Form
NO
Is username
exists?
Print message “User
exists”
Yes
Save the Record
Print message “Record Updated
successfully”
Stop
18
14
Flowchart For Delete User
Start
Click on the required record from list
and click on Delete button.
Print message “Do you really
want to delete this user?”
Yes / No
?
Yes
Delete the Record
Print message “Record Deleted
successfully”
Stop
19
15
NO
Flowchart for Room Vacancy
Start
Click on New Room Vacancy
Enter all fields
Click on Save button
Is Room Vacancy
exists?
Print message
“Room vacancy
exists”
NO
Save the New Entry
Print message “New Entry
Saved Successfully”
Stop
20
16
Yes
Chapter eight
Screen short
21
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CHAPTER FIVE
5.0 RECCOMENDATION AND CONCLUSION
Future Enhancement
Hostel management system (HMS). This hostel management software is designed for
people who want to manage various activities in the hostel. This project is designed to
fulfill the need of the future generations.
This project is small package which includes different categories as well as having all possible
features. We have expected that it will be helpful to the, customers as well as Administrative
member.
We will improve this project in future with online room reservation system and also improve in
security by providing a magnetic coated card to permanent students for automatic check in and
check out.
We are waiting for your best suggestion and encouragement which could make us improve the
future programming much better than the one we have carried out.
Conclusion
This project made by the handwork of me and is a small effort in the development of larger
programs, and it involves limited aspects which are needed in day to day hostel operation.
The software development although is a very difficult task but it can be carried out successfully
with the effort of my work. After the completion of this project we learnt different things about
software and its development. I also learnt to work in a group and realize its importance.
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Thus this project can be a guideline for the beginners and can be example for the development of
a small program.
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24

Dan Rommel, “Database programming with-Visual Basic 6”, BPB Publication

Evangel’s Petroutsos, “Mastering Visual Basic 6”, Asia Publication.
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