A Capstone Project Planning (CPP – 22058)

Report on

Hostel Management System

Submitted in partial fulfilment for the award of Fifth Semester of Diploma

in Computer Engineering

By
Sonawane Mansi Bharat

Sonawane Riya Ravindra

Sonawane Roshani Vikas

Thakare Samruddhi Manoj

Guided by
Ms. S. H. Patil

DEPARTMENT OF COMPUTER ENGINEERING

S.S.V.P. S’s Bapusaheb Shivajirao Deore Polytechnic, Dhule
(Institute Code: 0059)
2024-2025

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 MAHARASHTRA STATE BOARD OF TECHNICAL EDUCATION,
MUMBAI

CERTIFICATE
This is to certify that,
Sr. Roll Name Enrollment Exam Seat
No. No. Number Number
1 92 Sonawane Mansi Bharat 2200290194 379121

2 94 Sonawane Riya Ravindra 2200590197 379123

3 95 Sonawane Roshani Vikas 2200590198 379124

4 98 Thakare Samruddhi Manoj 2200590201 379127

from S. S. V. P. S’s B. S. Deore Polytechnic, Dhule have completed Capstone

Project Planning Report (CPP–22058) having title “Hostel Management
System” during the academic year 2024-2025. The project is completed in a group
consisting of 4 persons under the guidance of the Faculty Guide.

Date: 19 / 11 / 2024
Place: Dhule

Signature: Signature:
Name: Ms. S. H. Patil Name: Ms. S. H. Patil
Head Guide

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 Acknowledgment
We wish to express our heartfelt gratitude to our project guide, Mrs. S. H. Patil, who gave us
the courage to undertake the project and provided us with valuable guidance at every step. She
stood behind us in all the difficulties we faced during the development of the project. We would
also like to express our sincere thanks all the staff members of the Computer Engineering
Department for their support in the preparation of this project. We are also grateful to our
friends for their unwavering support. Finally, we would like to express our deepest gratitude to
our families for always being there for us when we needed them the most. This project would
not have been possible without the collective support of everyone involved.

Sonawane Mansi Bharat

Sonawane Riya Ravindra

Sonawane Roshani Vikas

Thakare Samruddhi Manoj

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 Abstract
The proposed system is a web application for Hostel Management System. Through this
project we are going try to provide a convenient platform to student for registration for
a Hostel and related services. The Hostel Management System aims to develop on an
efficient, user-Friendly and automated web-based application for allocating rooms to the
students. The System will gather the Needs of students, hostel administrators, and
managers. The System Ensures Transparency While Also Considering student
preferences and hostel rules. The system will manage complaints, room allocation, fees
dues, room transfer request, attendance count and user roles such as admin and manager.
Room allocation is managed efficiently, with features to assign rooms based on
availability, student preferences. The admin oversees the overall functioning of the
hostel, including defining room allocation rules, and monitoring complaint resolutions.
Managers handle day-to-day tasks, such as addressing complaints, updating room
statuses, and approving requests. This system enhances transparency, improves
operational efficiency, and ensures a better experience for management. our project will
integrate HTML, CSS, Bootstrap, JavaScript and PHP.

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 Content
Chapter Title Page
Number Number

List of figures i

List of tables ii

1 Introduction or Background of Industry vi

2 Literature survey viii

2.1 Study of existing system / Review of research paper vii

2.2 Limitations of existing system / Problems discussed in vii

research papers

2.3 Problem Identification / Need of a system vii

2.4 Problem definition viii

3 Specifications ix

3.1 User requirements ix

3.2 System requirements ix

4 Proposed methodology x

4.1 Proposed work xi

4.2 Proposed design xiii

5 Week wise Action Plan for Sixth semester xvii

6 References xvi

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 Chapter 1: Introduction
A Hostel helps make the daily operations of a hostel easier and more organized for both
administrators and students. For administrators and managers, it simplifies tasks like assigning
rooms, attendance, fees dues, and managing complains. They can quickly access information
about room availability, local guardians details, saving time and reducing errors. For students,
the system provides convenience by allowing them to check room details, check fees dues, and
report issues like maintenance requests through a simple platform. It also improves
communication between students and hostel staff also improves security by recording who
enters and leaves the hostel. ensuring that concerns are addressed promptly. Overall, it ensures
the creating a secure and comfortable environment for everyone.

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 Chapter 2: Literature Review

2.1 Study of existing system:

The existing system we studied for this project was based on the reference of a SSVPS
Hostel, which inspired us to design a similar platform with enhanced functionalities.

Student Registration and Profile Management: - In this process where student’s sign-
up to get admission in hostel on basic details like name, contact information, parent and
guardian details after These profiles are stored in the system’s database, enabling easy
retrieval of records.

Room Allocation Module: - The allocation process by student profiles with available
rooms based on predefined criteria (e.g., year of study, gender, special needs).

Room Transfer Requests: - In this student will request room changes.

Fee Management: -Displays the payment status to manage hostel fees, storing fee
records and payment statuses.

Complaints: -Types of Complaints such as Surrounding related complaint, Electric

related complaints, maintenance related complaints

• Surrounding Related Complaints: - noise disturbances, passage disturbance.

• Electric related complaints: - fan repairs, light repairs, socket issues, power

outages.

• Non-functional equipment: - heaters problem, geyser problems, Drinking Water

problems.

• Maintenance complaints: - broken furniture door or window, Plumbing problems.

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2.2 Limitations of existing system
Traditionally, hostel allocation was managed manually, involving paperwork, spreadsheets,
and in-person requests. This method was labor- intensive, prone to human errors.
Difficulty in finding long term data. It may be of Some reviews point out the potential
downsides of long-term data storage, particularly the risk of data becoming outdated.
Inefficient Tracking like a students, repairs or fees may be slow or unclear.

2.3 Problem Identification / Need of a system

The problems that we have identified at the time of SSVPS Hostel are as follows.

1. It is Difficult to track student applications. It is hard for staff to keep student important

details and hence this become tough to know who is staying in which room and also for

emergency contact details.

2. The problem of Incomplete handling of complaints means that when student report
problems like something broken or not working which are not fully fixed this happen
when they are lost or ignored.

3. In this some Maintenance record information are lost, delayed repairs.

4. Record of absent/attendance this means that track student who are on leave or who will
come to hostel at which date, day, daily count of student.

2.4 Problem definition

The Proposed System is a web application for Institute or Hostel that Keeps Record of
Personal Details including parents, local guardian of student which are provided while
application form filling also the leave record of student and keep records with academic
year and room details and it acts as platform to monitored hostel students

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 Chapter 3: Specifications

3.1 User Requirements

We have identified that there will be 3 users of our web application:

1. Student: Student is the user who is going to register in hostel and give feedback to
Hostel service.
2. Manager: Manager is the user who will check forms, update form, view fees dues,
view room transfer request and make improvement.
3. Admin: Admin will have whole access of system.

Student Requirement:
1. Student can register and login for hostel admission.
2. Student will fill the application form for admission confirm.
3. Room preference selection is provided in hostel services as per their choices.
4. Room transfer request if someone has problem regarding room.
5. Students complaints regarding roommate, Surrounding Related Complaint etc.
6. Fee dues of students are displayed.

Manager Requirement:
1. Update pending application which are register for Hostel admission.
2. View Records of students (current records, previous record).
3. View absent/attendance of student month wise.
4. View complaints of students as per complaints.
5. View fee dues of students.

Admin Requirement:
1. View Total students, Total rooms, Available rooms, Occupied rooms of hostel
2. View student profile which are already register for students
3. Manage student application which are request for admission
4. View allocation history of rooms.

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 5. Cancel allocation if sufficient admission is not register.
6. View manager profile to admin.
7. View room transfer request from students regarding room problems.
Record maintenances: -
1. Name
2. Course
3. City
4. Pass-out year

3.2 System Requirements

Software Requirements Platform:

1. Operating System: Windows OS.

2. Programming Language: HTML, CSS, Bootstrap, JavaScript and PHP.

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 Chapter 4: Proposed methodology

4.1 Proposed Work

In this E-R Diagram fig 1 it represents the 3 relationship between the 5 entities of
the proposed system. The diagram represents that how the system relates each entity
of the proposed system.

4.2 ER Diagram

Fig 1: ER Diagram

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4.1.2 Use Case Diagram

Fig 2 is of the proposed system represents that what roles will be played by which
module. It gives short information about the functionalities of the proposed system.
Many of the functionalities are similar for all module like: login, search, view and
logout.

Fig 2: Use Case Diagram

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4.1.3 Block Diagram

Fig 3 represents the block diagram of proposed system. The diagram shows that clarify
system structure and of which data is store.

Fig 3 : Block Diagram

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4.2 Proposed Design

4.2.1 Admin Module

Fig 4 represents the admin module of the proposed system. In this module the owner
will be able to view room, view record and the have the whole access of the system.

Fig 4: Admin Module

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4.2.2 Student Module

Fig 5 represents the student module of the proposed system. In this module the
student will be able to perform basic functionalities like search room and other
services like complaints.

Fig 5: Student Module

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4.2.3 Manager Module

Fig 6 represents the Manager module of the proposed system. In this module
the Manager will be able to see the pending application, current record, view
complaints, fees dues and many more,

Fig 6: Manager Module

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5. Week wise Action Plan for Sixth semester

xvii
5. References
1. https://www.w3schools.com/
2. https://hostel-management-system
3. SSVPS Polytechnic and Engineering Girls Hostel

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