1. 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 a minor group work of BCA IVth semester students. 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 hosteller admission, fee payment, inventory purchasing, report generating, etc are included.
This project is database oriented program because it is developed using DBMS like MS SQL server. We have used SQL connection objects for Database programming in this project. The programming language used for developing this software is Visual Basic.NET.
Users can simply add record, delete them, update them, send email, create Backups of the Database, and many more using this software. User need not have to think about where the data should be saved or from where we can retrieve it. All the data are saved automatically in the defined place and are retrieved from there directly by using this software. No computer trainings or experts are needed to handle this software.
In terms of security this software is totally secure as it doesn't give access to unauthorized users as the username and password facility is provided.
Hence, this software is helpful for the Hostel Managerial teams who want to improve the efficiency of the management and want to be competitive in this day to day changing world. This project is also a small step towards development of big professional software.
1.1 Problem Statement
The old system of keeping records in hostel was paper file system. On which records are kept in a paper file by hand. There were many problems such as security, slowness, calculation errors, storage place, backup of records, redundancy etc.
1.2 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 admission and other related activities in the hostel. Besides this there are many objectives like:
To manipulate the Hostel transactions with instant confirmation.
- To save time and accuracy in work.
- To increase efficiency of employee.
- For fast access of data.
- For secure and smooth running of the program.
- For error free, effective and easy for database related works.
- Indicate the room availability and the location of the rooms;
- If the visitor is satisfied with the room location, then confirm the booking;
- Print the payment details and other necessary constraints.
1.3 Background Study
During this project development, we visited different hostels such as Sudur Paschimanchal Hostel, Seti Mahakali Hostel to analysis the difficulties of administrative group in their hostel transaction and provide such solution which may solve their problem. We also ask them about how their activities are operated day to day. We also discuss what the best solution of this problem is.
1.4 Advantages
· Password login system
· We can print record
· Insert, delete, search, update is very fast
· We can send email
· We can backup and restore database
· Database ms sql server is used
1.5 Limitations
· Hostellers photo can’t be stored in database
· Hostellers photo can’t be stored in folder
· Online transaction facility is not included
2. Methodology
The waterfall model is implemented while developing the system. The main system is divided into many sub programs and modules. But they all are focused to one goal one aim i.e. the smooth running of the program. This methodology implemented here implies that the system's control is from top to bottom.
The different phases that we underwent during implementation of this model are:
2.1 Problem Identification
Problem identification is the first step to develop this project. In this step, we found out the existing problem of the system.
Need for the new system. The main objective of this step we analyses and identify the problems.
Some of the problems are as follows:
The organization has a poor response time
It is unable to handle the work load
It is not economical
The problem of accuracy and reliability
The problem of security
2.2 Feasibility Study
The purpose of this phase is to produce the feasibility study documents that evaluate the cost and benefits of the proposed application. It also provides:
a) The definition of the problem.
b) The alternative solution and their benefits.
c) Required resources cost and delivery dates.
2.2.1 Technical Feasibility
1. Hardware: - Hardware requirements include 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)
2. Software: - It includes following programs:
1. Operating System(32 bits or higher)
2. Visual Basic.NET
3. Office Package
4. Photoshop
5. Bandicam
2.2.2 Economical Feasibility Analysis
Cost
S.N. | Details | Rs |
1 | Computer (Laptop) | N/a |
2 | Required Software | 3,000 |
3 | Portable devices (Pen drives, CD etc) | 1,500 |
4 | Paper work cost | 500 |
5 | Miscellaneous | 3,000 |
Total Cost | 8,000 |
2.2.3 Schedule Feasibility
i. Beginning Day:- 01 Feb 2015
ii. Ending Day:- 22 March 2015
iii. Daily working Hours:- 3-4 hrs
Activities | Feb 01st-10th | Feb 11th-17th | Feb 18th-30th | March 1st-12th | March 13th-18th | March 19th-22th |
Problem Identification | ||||||
Feasibility Study | ||||||
Requirement Analysis | ||||||
System Design and Specification | ||||||
Coding and Testing | ||||||
Documentation |
Figure: 2.2.3 Schedule Time
2.2.4 Operational Feasibility
Manpower requires short training to operate this software. After that training they can easily handle this software. This project is user friendly.
2.3 Requirement Analysis
After the feasibility analysis this phase performs the identification and documents the exact requirement for the system. This phase produce user manuals and plans for the system test that is performed before the system is delivered.
2.4 System Design and Specification
This phase involves how to solve the problem. We have divided in two phase i.e.:
a) Architectural or high level design.
b) Detailed design.
2.5 Coding and Module Testing
The actual code are produced that will be delivered to the user as a running system. Individual modules developed in this phase are tested before going to the next phase. For testing we use
1. Black Box testing
2. White Box testing
2.6 Integration and System Testing
The modules that have been developed and tested are put together and are tested as a whole system.
3. Algorithm:
3.1 Algorithm for form Load
Step1: Start the application
Step2: Wait until the program loads
Step3: This form automatically closes.
3.2 Algorithm for Login
Step1: Start
Step2: Select User Name and user type
Step3: Enter password
Step4: Click on Login button
If (User ID) and (Password) is Valid then
Unload the user form from memory and
Load and show MDI Main form.
Else
Display the message “Username and Password doesn't match”
Go to Step2
Step5: Stop
3.3 Algorithm for Adding New User
Step1: Start
Step2: Go to system > manage users
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, and user type
Step6: Click on Insert for adding new user and cancel button for cancelling operation.
Step7: If all condition remains true then print message “New user added”.
Step8: End
3.4 Algorithm for Editing User’s record
Step1: Start
Step2: Go to system > manage users
Step3: Enter the administrative password to carry out the operation
Step4: Choose the user id you want to edit .
Step5: Click on update user,
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
3.5 Algorithm for Deleting User’s record
Step1: Start
Step2: Choose the user’s id from the list that 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
3.6 Algorithm for Admission of New Student
Step1: Start
Step2: Go to Admission form
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.
3.7 Algorithm for Delete Record
Step1: Start
Step2: Go to Admission Form
Step3: Click on Delete Button of the form
Step4: Enter the Hosteller 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.
3.8 Algorithm for Print Record
Step1: Start
Step2: Click on Report then on click Print.
Step3: The system calls the print function and starts printing if the printer is installed.
Step4: Stop
3.9 Algorithm for Backup
Step1: Start.
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.
3.10 Algorithm for Search
Step1: Start
Step2: Open Main form >Admission Form>Search
Step3: Enter the part of data you want to search
Step4: If record exists then record is shown
Step6: Stop
3.11 Algorithm for Exit menu
Step1: Start
Step2: Click on close program in main form
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
6. Future Enhancement
Online transaction supported Hostel Management System
Improvement in the security system will be done.
Photo Storing facility in Database will be added
7. Conclusion
This project made by the handwork of the group members 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 the group work. After the completion of this project we learnt different things about software and its development. We also learnt to work in a group and realize its importance.
Thus this project can be a guideline for the beginners and can be example for the development of a small program.
8. References
- Visual Basic.NET Programming Black Book by Steven Holzner
- Database System Concepts by S. Sudarshan
- www.stackoverflow.com
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