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1 AACCKKNNOOW WLLEEDDGGEEM MEENNTT The system analyst stops shortly to thanks all those who devoted their energy, resources and time to the success of this project. The foremost ultimate thank you goes to my determined and ever encouraging project guide Mr. Limbani Nirav Sir no words can explain my gratitude for your ever helping hand through this process. We are highly indebted to Mr .zala ashokbhai principle of Shree K. P. Dholakiya InfoTech Mahila Collage for allowing us to join “HOSTEL MANAGEMANET SYSTEM FOR GAJERA SANKUL - AMRELI ” for our project training. In conclusion, the system analyst will ever treasure the help from both mentioned and non-mentioned well-wishers deeply in this project. Thank you…. Miss. Kanani drashti Miss. Changani ruchita BCA-V.

2 PREFACE HOSTEL MANGEMENT SYSTEM FOR GAJERA SANKUL-AMRELI was developed following system development stages For smooth running and management of GAJERA SANKUL. The four months provided by the saurashtra university examination anabled the system analyst recognize and define the problem in the current manual system the gajera sankul. after an information gathering various activites in hostel for the past few years the number of educational institution is increasing rapidly a Gajera sankul amreli. The system was developed using c#.net for applications language and as a backend tool Microsoft access . In our project we have covered all necessary information and we have tried our best to represent this project in such way that it makes easy to understand the project work..

3 DECLERATION Miss. Kanani drashti and Miss. Changani ruchita students of BCA(SEM-V) here, based on our study, We declere that all the information and facts presented in this report are original in nature. We singnature holders declere that the “HOSTEL MANAGEMENT SYSTEM FOR GAJERA SANKUL- AMRELI” made by us, which has been made in reference of SANKUL HOSTEL at AMRELI. This is real and confidential . this project has been made under the guidance of Mr. Yogi Bhatt this is our original work and we have collected the information according to their experience . the matter,shown in this project is not a copy of anybody. We also understand the seriousness of forging in project it is one type of crime against University. Miss. Kanani Drashti Miss. Changani Ruchita Bca sem-v.

4 ABSTRACT As the simple specifies “HOSTEL MANAGEMENT SYSTEM ” is a softwere developed for managing various activities in the hostel. For the past few years the number of educational institutions are increasing rapidly. Therebody the number of hosteles are also increasing for the accommodation of the student studying in this institution. And hence there is a lot of strain on the person who are running the hostel and software are not usually used in this context. Identification of the drawbacks of the existing system leads to the designing of computerized system that will be compatible to the existing system the 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 number error  Easy data updating  Strength and strain of manual labour can be reduced  High security  Data consistency  Easy to handle  Easy record keeping.

5 introduction The hostel management system is developed in favor of the hostel management team 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 to the students and the information about those ones who had left the hostel years before. The 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 to login as administrator and you can see the information of all the students who have obtained and - registered their hostel form ,click verify to ascertain their eligibility and allocate them to the available hostel. Identification of the problems of the exising hostel management leads to the development of computerlized solution that will be compatible to the existing hostel management with the solutions which is more users friendly and more gui oriented . we can improve the efficiency of the.

6 hostel management , thus overcome the drawbacks of the existing. 10.2 OBJECTIVES:- The main objective of this project work are that :  Student will no longer apply for their hostels manually.  The warden can see ans access the student’s data.  This also will reduce the manual work of the persons in admin panel.  It helps the admin to know the number of students thay can leave in a room and a block.  To ensure that the number of students staying in room does not exceed specified limit.  To know the number of item given to student staying in the hostel.  To ensure that student remit the hostel property given to them before vacating the hostel. The system helps the admin to :  Allot different students to their different hostels.  Vacate the student from the hostels.  Control the status of the hostel fee payment.  Edith the details of the students and modify the student’s records..

7 10.3 project management approach Software process model : To slove the actual problem in an industry. Software developer or a team of devloperes must integrate with a development strategy that include the process. Method and tools layer and generic phases. This strategy is often referred to a process model or a software developing paradigm. Our project follows the waterfall model .  The step of waterlfall model :-  Requirement definition  System and software design  Implementation  Integration and system testing  Operation and maintenance.

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9 CHAPTER 2 REQUIREMENT ANAlLYSIS 11.1 introduction Requriment analysis is system engineering and software engineering , encompasses those tasks that go into determining the needs or conditions to meet for a new or altered product, taking account of the possibly conflicting requirements of the various stackeholders ,such as beneficiaries or users. Requirement analysis is critical to the success of a development project. requirement must be documented actionable, measurable, testable, related to identified business needs or opportunities, and defined to a level of detail sufficient for system design. requirement can be architectural structural , behavioral , functional , and non-functional . The development of project needs some requirement to make the project perform better and achieves the goal of project . in developing hostel management system , the capabilities of computer and hardware plays a big impact on project quality . the project maker determine the minimum requirement of hardware and also software to be used to develop a good and attractive project..

10 11.2 phases of requirement analysis There are two phases of requirement analysis as given below i. Primary research: identifying the user requirement conducting a survey based on a questionnaire. ii. Secondary research: comparing the indentified requirement with already existing software having similar functionalities. Based on these researches the result is defined as the software requirement specification. 11.3 study of the system 11.3.1 SYSTEM Designing and implementing the new links. Designing and implementing the users. Arranging new links as subject wise. 11.3.2 study of the system System analysis will be performed to determine if it is feasible to design information based on policies and plan of the organization and on user requirements and to eliminate the weaknesses of the present system.  The new system should be cost effective.  To augment management , improve productivity and services.  To enhance user/system interface..

11  To improve information, quality and usability.  To upgrade systems reliability, availability, flexibility and growth potential. Problem definition:- This system is designed in favor of the hostel management which helps them to save the records of the system 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 the left the hostel. All the hostels at present are manage manually by the hostel office. The registration form verification to the different data processing is done manually. Thus there are a lot of repetition 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 In hostel and avoids the problem 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 collage hostel, thorough this they cannot require so efficient person to handle and calculate the things. This system automatically calculates for those who are against some rules..

12 Current manual system:- The current manual system uses saved hostel record for papers or huge notebooks, and sometimes receipt. If the book should go missing or stolen. One would never be able to know if a student is owing or not. Room allocation also becomes a problem as the officer might not know which are room available or not. Some hostels have a lot’s of room or have more storey’s and it would be very tedious to go through all storey’s in search of a for free room applicant. Problem of the manual system:-  All the work is done manually. Different copies of the student information are kept for different departments.  Room is allotted according to the room requirement and other special facilities demanded by the student.  Room categories: single, double, air- conditioned and corner.  Payment mode : cash, cheque and dreaft..

13  Hostel facilities and charges and other information are all kept in booklet.  Student’s information , staff information, fee records, student check-in and check-out , room status, staff’s salary all these information are kept in registers.  All calculation relating to student’s fees, staff salary, fines and penalties, hostel funds are done manually. Drawbacks of manual system:- 1. The existing system is highly manual involving a lot of paper work and calculation and therefore may be erroneous. 2. The data, which is stored on the paper only, may be lost, stolen or destroyed due to natural calamity like fire and water. 3. The existing system is sluggish and consumes a lot of time causing inconvenience to students and the employees. 4. Due to manual nature, it is difficult to update, delete, add or view the data. 5. Since the number of students have drastically increased therefore maintaining and retrieving detailed record of every student is extremely difficult..

14 Proposed system:- The drawbacks of the existing system is that it is very difficult to retrieve data from records. It is the difficult to handle the whole system manually and it is less accurate and to keep the data in records for future reference because it may get destroyed. Moreover it is very difficult to retrieve data. Redundancy of data may occur and this may lead to the inconsistency, the manual system is so time – consuming. The proposed system is very easy to operate. Advantages of the proposed system:-  Less human error  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.  Easy modification /remove of the student record.  The system enables easy and fast access to the files..

15 FEASIBILITY STUDY:- A feasibility study was carried out to determine the benefits of the current manual system and the proposed computerized system. The system is indeed feasible.  Economic Feasibility The estimated cost of the system will indeed be more important than the estimated costs of development of the system. The estimated costs of the system are as shown below: Item Estimated cost(RS.) System development  Microsoft visual c# 2012  Microsoft office 2003  Crystal report 8.5 10,000 3,000 17,850 Hardware installation  Processor(core 2deo)  RAM(2GB DDR2)  HDD(250GB) 5,000 1,500 4,000 System software  Windows 7 7000 Total estimated cost 48,400.

16  Technical Feasibility For developing a proposed system we will require following types of software and hardware.  Microsoft visual c# as a front end tool.  Microsoft access 2003 as a back end tool.  Crystal Report 8.5 as a report generating tool.  Minimum of 512 MB RAM.  For the persistent storage we will keep systems records in HDD.  Schedule Feasibility The system development process will meet the submission deadline of four months provided by the - Saurashtra university. The following is a breakdown of the activities as probable to be carried out: July’22 Problem definition, data collection, problem description, system analysis, interpretation of collected data. August’25 System design and construction. September’29 System testing and debugging. Octomber’10 Submission to the Saurashtra University..

17 Scheduling chart.

18 CHAPTER 3 SYSTEM REQUIREMENT 12.1 hardware requirement (minimum)  System installation requirements  Input device: keyboards , mouse  Output device : CRT / LCD/ LED monitors  2-250 GB hard disk drive  Computer memory (RAM)of >512 MB and processor speed of 1.6GHz  System development requirements  Microsoft visual c# 2012(Front End Tool)  Microsoft Access 2003(Back End Tool)  Crystal Report 8.5 (Report Generating Tool).

19 PROJECT DEFINATION Title: HOSTEL MANAGEMENT SYSTEM FOR GAJERA SANKUL-AMRELI It is desktop application for Gajera Sankul Amreli project administrator can modify/remove information stored back end tool..

20 PROJECT PROFILE Project title : Hostel Management System For Gajera Sankul –Amreli Front End Tool : Microsoft visual c# 2012 Back End Tool : Microsoft Access 2003 Operating system : Microsoft Windows 10 Poject Team Size : 2 Duration : Four month Developed By : Miss. Kanani Drashti U. Miss. Changani Ruchita S. Project guide : Mr . Limbani Nirav sir. Submitted To : Saurashtra University,Rajkot..

21 CHAPTER 4 DEVLOPMENT 14.1 introduction Software development is the process of conceiving. Specifying designing, programming , documenting , testing and bug fixing involved in creating and maintaining applications, frameworks, or other software components, software development is a process of writing and maintaining the source code, but in a broader sense, it includes all that is involved between the conception of the desired software through to the final manifestation of the software , sometimes in a planned and structured process. Therefore, software development my include research , new development , prototyping , modification, reuse, reengineering , maintenance, or any other activities that result in software products. Software can be developed for a variety of purpose the three most common being to meet specific needs of a specific clilents/business, to meet a perceived need to some set of potential users (e. g the case with commercial and open source software ), or for personal use( e. g a scientist may write software to automate a mundane task). Embedded software development , that is , the development of embedded software, such as used for controlling.

22 consumer products , requires the development process to be integrated with the development of the controlled physical product. System software underlies applications and the programming process itself, and is often developed separately. The need for better quality control of the software development process has given rise to the discipline of software engineering , which aims to apply the systematic approach exemplified in the engineering paradigm to the process of software development. There are many approach to software project management . known as software development life cycle models, methodologies, processes, or models. Thee waterfall model is a traditional version, contrasted with the more recent innovation of agile software development. Our Hostel Management System is created based on swindows system which runs on any computer..

23 14.2 Windows Windows is a collection of programs known as an operating system(OS) that controls a PC( personal - computer). First product by Microsoft in November 1985, it Has been frequently upload since, as computer memory has got bigger, as processing chips have got faster and, of course, when the internet was invented. Prior to windows ,Pcs were operated by a series of text commands. 14.2.1 window’s key benefits and features  Allows the user to interact with the compiter(through the keyboard, mouse, microphone, etc.).  Controls the storage of data(image, file, music).  Helps to open and close programs (word processers, games, photo editors, etc.),and gives them part to the computer’s memory to allows them to work.  Controls hardware attached to the computer such as webcams, scanners, and printers.  Deals with error and user instructions , and issues simple error message..

24 CHAPTER 5 SYSTEM DESIGNING 15.1 Data flow Diagram The system design phase describe the functional capabilities of the proposed system. This is divided into the following design phases system dataflow diagram, input design, processing design and output design. As per your system requirement design 0-level and 1-level DFD main module’s (Main process of your project of the system) DFD & process hierarchy of Hostel management system For Gajera Sankul - Amreli.

process hierarchy 25 process hierarchy.

26 LEVEL : 0.

27 LEVEL : 1.

28 USE CASE.

29 CHAPTER 6 DATA DICTIONARY Data fields (Database design) The following are the designs of the tables that shall be used to store the data in the system. Fields Data Types Description Constraints Unm Text User Name - Pass Text PassWord - Login.

30 Fields Data Types Description Constraints Stud_id Number Student id - Stud_nm Text Student name - Std Text Student study - City Text Student city - Address Text Address - B_dt Date / time Birthdate - Gr_no Number Gr number - H_no Number Hostel number - R_no Number Room number - Religion Text Religion - P_no Number Phone number - Ad_date Date/ time Admission date - Ad_year Number Admission year - Fields Data Types Description Constraints Stud_id Number Student id Primary key Stud_nm Text Student name - Hno Number Hostel number - Rno Number Room number - Acno Number Accountnumber - Deposit Number Deposit - Student Detail Account Detail.

31 Fields Data Types Description Constraints Rec_no Number Recipt no Primary key Stud_id Number Student id - Stud_nm Text Student name - Std Text Std - Pay_date Date/time Paydate - Fee_type Text Fees type - Fee_term Text Fee foe term - Tot_no Number Totle amount - Acc_year Number Access year - Fields Data Types Description Constraints Stud_id Number Student id Primary key Stud_nm Text Student name - H_no Number Hostel no - R_no Number Room no - I_date Date /time Date - Tot_qty Number Total quantity Fees Detail laundry Detail.

32 Fields Data Types Description Constraints Stud_id Number Student id Primary key Stud_nm Text Student name - H_no Number Hostel no - R_no Number Room no - Case_dt Date/time Case date - Balance Number Balance - Fields Data Types Description Constraints Stud_id Number Student id - Stud_nm Text Student name - H_no Number Hostel no - R_no Number Room no - Attendance Text Attendance - Atten_dt Date/time Attendancedate - Atten_time Text attendancetime - Personal case register detail rere ee Student Attendance.

33 Fields Data Types Description Constraints Stud_id Number Student id - Stud_nm Text Student name - H_no Number Hostel no - Std Text Std - Village Text Village - Out_dt Date/time Out date - In_dt Date/time In date - Fields Data Types Description Constraints Staff_id Number Staff id - Staff_nm Text Staff name - City Text City - Address Text Address - B_dt Date/time Birthdate - J_dt Date/time Join date - Age Number Age - Rel Text Religion - Des Text Designation - Pno Text Phone no - Indoor outdoor Staff Detail.

34 Fields Data Types Description Constraints Staff_id Number Staff id - Staff_Nm Text Staff name - Des Text Designation - J_date Date/time Join date - Att Number Attendance - Att_date Date/time Attendance date - Fields Data Types Description Constraints Staff_id Number Staff id - Staff_nm Text Staff name - CL_date Date/time Cl date - Reason Text Reason - Staff Attendence CL Detail.

35 Fields Data Types Description Constraints Staff_id Number Staff id - Staff_nm Text Staff name - Des Text Designation - J_date Date/time Join date - Salary Number Salary - Staff salary.

36 CHAPTER 7.

37 SplaSh Screen.

38 Welcome Form.

39 login Form.

mDi Form 40 mDi Form.

StuDent Form 41 StuDent Form.

42 StuDent Detail.

43 account Detail.

44 FeeS Detail.

45 FeeS receipt.

46 launDry Detail.