SEM VI TYBSCIT

A
Project Report on

Hostel Management System

Submitted in partial fulfilment of the
Requirements for the award of the Degree of

BACHELOR OF SCIENCE (INFORMATION TECHNOLOGY)

BY

ASHFAQUE AKBER HURZUK

Seat No.

[Link] Wadvalkar

DEPARTMENT OF INFORMATION TECHNOLOGY

HIRWAL EUDCATION TRUST’s COLLEGE OF SCIENCE

(COMPUTER SCIENCE & INFORMATION TECHNOLOGY)
MAHAD -RAIGAD
(Affiliated to University of Mumbai)

NAAC Accredited with ‘B+’ Grade

Academic Year –: 2024-25

SEM VI HOSTEL MANAGEMENT SYSTEM TYBSCIT

Hirwal Education Trust’s Trust Estd.13 Sept. 2004

[Link]. E-432-Raigad
College of Science (Computer Science and Information Technology)
At-Mahad, Dist.-Raigad
Estd. 2009 (Affiliated to University of Mumbai) AISHE CODE C-34101
College Code: 924
NAAC Accredited with ‘B+’ Grade
ISO Certified 9001:2015
Shri. Kishor C. Dharia Mr. Sudesh N. Kadam
Chairman l/C Principal

Mumbai – Goa Highway,Behind Dharia Petrol Pump, At-Chambharkhind, Post / Tal. - Mahad, Dist- Raigad Pin Code: 402301
Cell No. 9 01 176 85 22 | Website: [Link] | Email: hirwaleducationtrust@[Link]

Ref: Date:

Project Certificate for [Link].(I.T) Student

This is to certify that the Project entitled “Hostel Management System”, is

bonafied work of Ashfaque Akber Hurzuk bearing Exam No.
submitted in partial fulfillment of [Link]. (IT).The project has not been submitted
for any other examination and does not form any other course undergone by the
candidate.
It is further certified that they have completed all phase of the project.

Signature of Guide Head of the Dept.

College Seal Principal

Internal Examiner External Examiner

SEM VI HOSTEL MANAGEMENT SYSTEM TYBSCIT

ABSTRACT

Today all the work at the time of admission of the students is done manually by ink and
paper, which is very slow and consuming much efforts and time. It is required to Design
of a Computerized Automated Student Admission System, to speed up and make it easy
to use system. Student admissions are a vital part of any university’s running because
students are what keep aUniversity alive.

The student admission is one of the most important activities within a university as one
cannot survive without students. A poor admissions system can mean fewer students
being admitted into a university because of mistakes or an overly slow response time.
The process begins with a potential student completing an application form through the
Universities and Colleges Admissions Service, the first step for students is to apply
directly to the university through a custom online form.

This project’s aim is to automate the system, pre-checking the inclusion of all required
material and automatically ranking each student’s application based on a number of
criteria. These criteria include the ranking of their university, their grade at said
university and their language grade Certificate. The data used by the system is stored
in a database that will be the center of all information held about students and the base
for the remainder of the process after the initial application has been made. This enables
things to be simplified and considerably quickened, making the jobs of the people
involved easier. It supports the current process but centralizes it and makes it possible
for decisions to be made earlier and easier way.
SEM VI HOSTEL MANAGEMENT SYSTEM TYBSCIT

ACKNOWLEDGEMENT
Written words have an unfortunate tendency to degenerate genuine gratitude in to stilted
formality. However, I feel that this is the only way to record one’s gratitude. I would like to
this Opportunity to express my deep gratitude towards all faculty members of the college, for
helping me in Completion of project successfully.
I wish to thank my Project Guide Mr. Rakesh Wadvalkar for helping me in completion
of the project. My sincere thanks to Mrs. Varsha Nikam Ma’am Head of the Department.
Further, I wish to thank all persons, who have knowingly or unknowingly helped me in
completion of this Project. Last but not least, I heartily convey my deepest gratitude to my
dears & nears as well as my friends and family members for inspiring, encouraging me
throughout my Studies.

Student Name: Ashfaque Akber Hurzuk

Seat No:
SEM VI HOSTEL MANAGEMENT SYSTEM TYBSCIT

DECLRATION

I, Ashfaque Akber Hurzuk, hereby declared that the project entitled

“Hostel Management System” submitted in the partial fulfillment for the award of
Bachelor of Science in Information Technology during the academic year 2024-2025
is my original and the project has not formed the basis for the award of any degree,
associateship, fellowship, or any other similar titles.

Signature of the Student:

Place:
SEM VI HOSTEL MANAGEMENT SYSTEM TYBSCIT

Table of contents
CHAPTER 1: INTRODUCTION

1.1 Background
1.2 Objectives
1.3 Purpose, Scope and Applicability
1.3.1 Purpose
1.3.2 Scope

CHAPTER 2: SURVEY OF TECHNOLOGY

2.1 Key Features
2.2 Benefits
2.3 Challenges
2.4 Technological Trends
CHAPTER 3: SYSTEM ANALYSIS

3.1 Feasibility Study

3.2 Requirement Gathering

3.3 System Design

3.4 System Implementation

3.5 Testing

3.6 Implementation and Deployment

3.7 Maintenance and Updates

3.8 Software and Hardware Requirements

CHAPTER 4: SYSTEM DESIGN

4.1 Overall System Design and Structure

4.2 Data Flow Diagram

4.3 Database Design

CAPTER 5: IMPLEMENTATION AND TESTING

5.1 Code

5.2 Screens

CHAPTER 6: CONCLUSION AND FUTURE WORK

6.1 Conclusion

6.2 Future Work

CHAPTER 7: REFERENCE
SEM VI HOSTEL MANAGEMENT SYSTEM TYBSCIT

GANTT CHART
Name Expected Actual Signatur
ofthe Date of Date eOf
Phase Completio of Guide
n Completion
Project Search 20-06-2024 to 25-06-2024
30-06-2024
Finalization & 01-07-2024 to 05-07-2024
Allocation 10-07-2024
Investigating of 11-07-2024 to 22-07-2024
System Requirement 30-0-2024
Data & Process 01-08-2024 to 23-08-2024
Modeling 25-08-2024
System Design 01-09-2024 to 05-09-2024
10-092024
Program Design 01-12-2024 to
10-12-2024
Program Coding & 25-12-2024 to
Unit Testing 03-01-2025
System Integration 20-01-2025 to
30-01-2025
Project review By 05-02-2025 to
Guide 12-02-2025
System 20-02-2025 to
Implementation 28-02-2025
Acceptance testing 01-03-2025 to
15-03-2025

Feedback for 20-03-2025 to

Improving Correcting 03-04-2025
& Modifying
SEM VI HOSTEL MANAGEMENT SYSTEM TYBSCIT

CHAPTER 1
INTRODUCTION
[Link]
The Hostel Management System (HMS) evolved as a solution to the increasing complexity
and growing demands of managing hostels, particularly in educational institutions, student
accommodations, and independent hostels. Before the advent of such systems, hostel
operations were largely handled through manual processes, which were not only time-
consuming but also prone to errors. For instance, room allocation, attendance tracking,
maintenance requests, and billing had to be manually recorded, leading to delays,
inefficiencies, and mismanagement.

The growing need for improved operational efficiency, better resource utilization, and
enhanced communication led to the development of digital systems tailored specifically for
hostel management. With the rise of technology in various sectors, the hospitality and
accommodation industries also embraced automation, enabling hostel managers to provide
better services, reduce operational costs, and minimize human errors.

Key aspects of traditional hostel management, such as room booking, resident management,
and financial tracking, required significant manual labor, especially in large hostels. As the
number of residents increased, so did the challenges associated with keeping track of
payments, inventory, maintenance requests, and security. The introduction of the HMS helped
address these challenges by automating these processes and centralizing information, thus
providing a more seamless experience for both the administrators and the residents.

In the modern context, the system has become a vital tool for managing hostels, offering
features such as online room booking, automated billing, real-time data synchronization, and
efficient communication between hostel management and residents. The system also ensures
data security and compliance with privacy regulations, allowing for the safe storage of
sensitive resident information. Furthermore, the integration of advanced features such as
facility management, attendance tracking, and reporting tools allows administrators to gain
actionable insights into hostel operations, making data-driven decisions possible.

As technology continues to advance, the Hostel Management System has adapted to include
mobile applications for residents, enabling them to book rooms, track payments, request
services, and communicate with hostel management directly from their smartphones. This shift
towards digitalization not only enhances the efficiency of hostel operations but also improves
the overall experience for both the hostel staff and the residents.

Overall, the Hostel Management System is a response to the growing demand for automation
and efficient management in hostels, offering a scalable, user-friendly solution that helps
ensure smooth daily operations, increased resident satisfaction, and better resource
management.

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SEM VI HOSTEL MANAGEMENT SYSTEM TYBSCIT

[Link]
The Hostel Management System (HMS) aims to streamline and automate hostel operations,
improving efficiency and user experience. Its key objectives include automating room
allocation, billing, and payments; centralizing resident data management; and tracking
attendance and check-ins/outs. The system also manages hostel facilities, inventory, and
communication, while ensuring security through access control. It provides real-time reporting
and analytics, enhances data security, and is scalable to accommodate growing needs. By
reducing manual tasks and optimizing resources, the HMS improves operational efficiency,
reduces costs, and ensures a seamless experience for both administrators and residents.

Purpose and Scope and Applicability

1.2.1 Purpose
The purpose of a Hostel Management System (HMS) is to simplify and automate the daily
operations of a hostel, ensuring smooth, efficient management. It aims to improve
administrative efficiency by automating processes like room allocation, billing, and attendance
tracking, reducing manual errors and saving time. The system also provides centralized storage
for resident data, streamlines communication between management and residents, and
enhances security. By optimizing resource management and offering real-time reporting, the
HMS helps hostel administrators make informed decisions, improve operational performance,
and enhance the overall experience for residents, ultimately contributing to better
management, cost savings, and increased satisfaction.

1.2.2 Scope
The scope of a Hostel Management System (HMS) covers a wide range of operations including
room allocation, billing, resident management, attendance tracking, facility and inventory
management, and communication between staff and residents. It also includes security
features, access control, and real-time reporting for data-driven decision-making. Additionally,
the system ensures the protection of sensitive information through secure data storage and
offers scalability to accommodate growing needs, making it a comprehensive solution for
efficient and streamlined hostel administration

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CHAPTER 2

SURVEY OF TECHNOLOGY

Hostel Management System (HMS)

A Hostel Management System (HMS) is designed to simplify and automate the operations of
hostels, ensuring efficient management of rooms, residents, billing, and facilities. By
streamlining administrative tasks, an HMS reduces manual efforts, enhances communication,
and provides a better living experience for residents. It also helps hostel administrators track
various activities and manage resources in a systematic manner.

2.1. Key Features

 Room Allocation and Management: Automates room bookings, assignments, and
availability tracking.
 Resident Registration: Captures and stores resident details, including personal
information, stay duration, and preferences.
 Billing and Payments: Online payment gateway integration for easy fee collection,
invoicing, and payment tracking.
 Attendance and Check-in/Check-out: Tracks resident check-ins, check-outs, and
attendance status.
 Inventory Management: Manages hostel supplies, including linens, furniture, and
maintenance materials.
 Facility Booking: Allows residents to book common facilities like the gym, cafeteria,
and laundry.
 Communication Tools: Provides automated notifications, reminders, and updates to
residents and hostel staff.
 Security and Access Control: Integrates with security systems for access control,
ensuring the safety of residents.

[Link]
 Efficiency: Reduces administrative workload by automating key processes like room
allocation, billing, and attendance tracking.
 Accessibility: Residents and hostel staff can access the system remotely, improving
convenience and responsiveness.
 Cost-Effective: Minimizes administrative costs by reducing manual tasks and
optimizing resource management.
 Real-time Updates: Instant access to updated data, reducing delays in decision-making.

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[Link]
 Technical Issues: System downtime or technical glitches can disrupt operations and
cause inconvenience.
 Data Security: Safeguarding sensitive resident data, such as personal and payment
information, is critical to avoid breaches.
 User Adoption: Hostel staff and residents may need training to effectively use the
system and maximize its benefits.
 Integration: Ensuring seamless integration with other systems (e.g., security or
maintenance) can sometimes be challenging.

[Link] Trends
 AI and Automation: AI can be used for predictive analytics, such as occupancy
forecasting and dynamic pricing based on demand.
 Mobile Compatibility: Ensuring the system is accessible via mobile apps for residents
to make bookings, payments, and communicate easily.
 Cloud-based Solutions: Increasing reliance on cloud hosting to ensure scalability,
flexibility, and easy access to data from anywhere.
 IoT Integration: The use of smart devices to monitor room conditions, like temperature
and lighting, and control access to rooms and facilities.

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SEM VI HOSTEL MANAGEMENT SYSTEM TYBSCIT

CHAPTER 3
SYSTEM ANALYSIS
System analysis is the process of studying and understanding a problem, gathering
requirements, and identifying the best solution to develop an efficient system. In the case of a
Hostel Management System (HMS), system analysis involves understanding the current hostel
management practices, identifying challenges, and designing a technology-driven solution that
automates and improves processes such as room allocation, billing, attendance, inventory
management, and communication. The goal of this phase is to gather all the necessary
information to create a system that meets the needs of both administrators and residents.

3.1. Feasibility Study

Before the actual design and development of the system, a feasibility study is conducted to
ensure the HMS is technically, economically, and operationally viable.

 Technical Feasibility: Assessing if the current technological infrastructure supports the

development of the system. This includes reviewing hardware, software, and integration
needs. The system should be compatible with existing infrastructure (e.g., security
systems, payment gateways, etc.) and be scalable for future growth.
 Economic Feasibility: Evaluating the cost of development, implementation, and
maintenance of the system against the expected benefits, such as reduced administrative
costs, improved efficiency, and increased resident satisfaction. The cost should also
consider potential savings from automating manual processes and reducing errors.
 Operational Feasibility: Assessing whether the system can be effectively used by
hostel staff and residents. This includes evaluating user-friendliness, ease of training,
and the ability to integrate into daily operations.

3.2. Requirement Gathering

This phase involves identifying and collecting detailed requirements from all stakeholders,
including hostel managers, staff, and residents. This can be done through interviews, surveys,
and observations. Key requirements typically include:

 Room Management: System must automate the allocation of rooms based on

availability, preferences, and check-in/check-out schedules.
 Billing & Payments: The system must handle fee collection, invoices, receipts, and
integration with payment gateways for secure online transactions.
 Resident Management: Storing personal details, contact information, and stay history
of each resident.
 Attendance Tracking: Monitor the check-in and check-out status of residents,
including late check-ins and absentees.
 Inventory Management: Track and manage hostel inventory such as linens, furniture,
and maintenance materials.
 Communication: Enable communication between residents and hostel staff for
requests, reminders, and updates.
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SEM VI HOSTEL MANAGEMENT SYSTEM TYBSCIT

 Reporting: Provide analytical tools for hostel administrators to monitor occupancy

rates, revenue, maintenance issues, and other key metrics.

3.3. System Design

Once the requirements are gathered, the next step is to design the system architecture, ensuring
it aligns with the functional and non-functional requirements.

 System Architecture: Design the overall architecture of the system, including the front-
end interface for users (residents and staff), the back-end database, and how the different
modules will interact. This may include a cloud-based solution for scalability and
flexibility.
 Database Design: Creating an efficient database structure for storing and managing data
such as resident information, room assignments, payment records, and inventory details.
 User Interface (UI) Design: Designing an intuitive, user-friendly interface for both
residents and hostel administrators. This could involve web-based dashboards for staff
and mobile apps for residents.
 Security Design: Incorporating necessary security features such as user authentication,
data encryption, and role-based access control to protect sensitive information like
resident data and payment details.

3.4. System Implementation

This phase involves the actual development of the system based on the design specifications.
It includes:

 Front-end Development: Implementing the user interface (UI) where hostel residents
and staff interact with the system, including modules for room bookings, attendance
tracking, payments, and communication.
 Back-end Development: Developing the server-side logic that handles data storage,
business processes (like billing calculations), and interactions between different system
modules.
 Database Integration: Setting up and populating the database with sample data,
creating tables for resident management, room availability, payment details, and
inventory.
 Security Implementation: Ensuring that data is encrypted, implementing login
authentication, and securing the system from unauthorized access.

3.5. Testing

Testing is critical to ensure that the system works as expected and meets the user
requirements. This phase includes:

 Unit Testing: Testing individual modules or components of the system for functionality
and performance.
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 Integration Testing: Ensuring that the modules interact properly with each other (e.g.,
room booking affecting room availability, payment system working with billing).
 System Testing: A comprehensive test of the entire system, simulating real-world
scenarios to identify bugs and performance issues.
 User Acceptance Testing (UAT): Allowing actual hostel staff and residents to test the
system to ensure it meets their needs and expectations. Feedback from this stage is
used to refine the system.

3.6. Implementation and Deployment

Once the system passes all tests, it is deployed for use. This phase involves:

 Installation: Installing the system on the hostel’s servers or cloud infrastructure.

 Training: Providing training to hostel staff and residents on how to use the system
effectively.
 Go-live: Launching the system, allowing the hostel to start using it for daily operations.

3.7. Maintenance and Updates

After deployment, the system requires continuous monitoring and maintenance to ensure
smooth operations. This involves:

 Bug Fixes: Addressing any issues or bugs reported by users.

 System Updates: Periodic updates to improve functionality, add new features, or
enhance security.
 User Support: Providing ongoing support to resolve any issues that arise and ensure
the system continues to meet the needs of the hostel.

3.8. Software and Hardware Requirements

1. Hardware Requirements
o Processor: Intel Xeon or AMD Ryzen 7 (or equivalent) with at least 4 cores.
o RAM: Minimum 8 GB of RAM (recommended 16 GB for better performance).
o Storage: At least 500 GB of hard disk space (SSD recommended for faster
performance).
o Network: Stable and high-speed internet connection with a minimum of 100
Mbps speed.
o Backup System: Cloud backup or an external hard drive with at least 1 TB
capacity to ensure data safety and redundancy.

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2. Software Requirements
 Operating System:
o Server-side: Linux (Ubuntu, CentOS) or Windows Server (for hosting the
system).
o Client-side: Windows (Windows 7 or later), macOS, or Linux (any desktop
version).
 Web Server:Apache or Nginx web server (for handling HTTP requests and serving
web pages).
 DatabaseServer:MySQL/MariaDB (for storing data related to hostel registration,
user management, billing, etc.).
 Programming Languages:
o Backend: PHP (for server-side scripting and logic).
o Frontend: HTML, CSS, JavaScript (for user interface development).
o Database: SQL (for database querying).
 Development Tools:
o IDE: Visual Studio Code, PhpStorm, or Sublime Text for PHP and HTML
coding.
o Database Management: phpMyAdmin, MySQL Workbench, or Navicat for
managing and visualizing the database.
 Web Frameworks and Libraries:
o PHP Framework: Laravel (for structuring the backend logic) or CodeIgniter (for
lightweight applications).
o JavaScript Libraries: jQuery (for handling client-side events and AJAX),
Bootstrap (for responsive design).
 Version Control System:
o Git (for source code management and version control, using GitHub or GitLab as
a repository).
 Security and Authentication:
o SSL/TLS: For securing the communication between client and server with
HTTPS.
o Authentication Mechanisms: OAuth or JWT for secure login and user
management.

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SEM VI HOSTEL MANAGEMENT SYSTEM TYBSCIT

CHAPTER 4

SYSTEM DESIGN

[Link] System Design and Structure

Login

Student Fee Details Room

Attendance Refund Reports
Information Allotment

Student Info

New Modify Delete

n

Fee

New Old

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SEM VI HOSTEL MANAGEMENT SYSTEM TYBSCIT

Reports

Student Fee Details Balance

4.2 Data Flow Diagram

Data Flow Diagram graphically represents the flow of data through system and services as a
model of system. It identifies the path that data take the processes that cause data and its final
destination.

Logical DFD’s are also found to be easier since they show the sequence of transmission or
conversation of data by different process of the system.

[Link] Symbols:

In DFD there are four symbols.

-Terminator defines a source or destination of system data.

- Arrow identifies data-flow data in motion. It is a pipeline through which

information flow.

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- Circle represents a process that transforms incoming data flows into

outgoing data flow(s).

- An open rectangle is a data store.

[Link] Case diagrams:-

STUDENT INFO

FEE DETAILS

DATABASE
ROOM DETAILS

ATTENDANCE

REPORTS

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[Link] Diagrams:-

Level :0 Login

Level : 1

Student

Fee Room Refund AttenDance

Level:2

Student Fee Room

Student id, student Student id, Total amt, Student id, Room No,
name, age, gender, Balance ,date Floor Number
mobile Public void Fee Public void Room
Public void Student Public void setup Public void setup
Public void setup Public void action Public void action
Public void action

Refund
Attendance
Student id, Total amt,
Student id, Total days,
Balance ,fine, date
Present and absent days
Public void Refund
Public void Attendance
Public void setup
Public void setup
Public void action
Public void action

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[Link] Design

Table Name:Student

FIELD DATA SIZE CONSTRAINTS DESCRIPTION

NAME TYPE

Stuid number 10 Primary Key Student ID

Stuname Varchar 15 Not null Student Name

Fname Varchar 15 Not null Father Name

Age Number 2 Not null Age

Hostel Varchar 15 Not null Hostel Name

Gender Varchar 6 Not null Gender

Mob Varchar 10 Not null Mobile Number

Dat Date Not null Date of Join

Table Name: Fee

FIELD DATA SIZE CONSTRAINTS DESCRIPTION

NAME TYPE

Stuid Number 10 Foreign Key Student ID

No_mon Number 2 Not null No. of Months

Total_amt Number 7,2 Not null Total Amount

Date_Of_pay Date Not null Date of pay

Amt_pay Number 7,2 Not null Amount Pay

Balance Number 7,2 Not null Balance

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Table Name: Room

FIELD DATA SIZE CONSTRAINTS DESCRIPTION

NAME TYPE

Stuid Number 10 Foreign Key Student ID

Course Varchar2 5 Not null Course Name

Room_No Number 2 Not null Room Number

Floor Varchar2 1 Not null Floor Name

Table Name: Attend

FIELD DATA SIZE CONSTRAINTS DESCRIPTION

NAME TYPE

Stuid Number 10 Foreign Key Student ID

Total_days Number 3 Not null Total Days

Present_days Number 3 Not null Present Days

Absent_days Number 3 Not null Absent Days

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Table Name: Address

FIELD DATA SIZE CONSTRAINTS DESCRIPTION

NAME TYPE

Stuid Number 10 Foreign Key Student ID

Door_No Varchar2 15 Not null Door No

City Varchar2 10 Not null City

State Varchar2 15 Not null State

Pin code Number 7 Not null Pincode

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CHAPTER 5
IMPLEMENTATION AND TESTING

Code:
-- phpMyAdmin SQL Dump
-- version [Link]
-- [Link]
--
-- Host: [Link]
-- Generation Time: Jul 20, 2020 at 05:11 PM
-- Server version: 10.3.15-MariaDB
-- PHP Version: 7.2.19

SET SQL_MODE = "NO_AUTO_VALUE_ON_ZERO";

SET AUTOCOMMIT = 0;
START TRANSACTION;
SET time_zone = "+00:00";

-- Set the charset for the entire session to utf8mb4

SET NAMES utf8mb4;

-- Database: `hostel`
CREATE DATABASE IF NOT EXISTS `hostel` CHARACTER SET utf8mb4
COLLATE utf8mb4_unicode_ci;
USE `hostel`;

-- --------------------------------------------------------

-- Table structure for table `admin`

CREATE TABLE `admin` (
`id` INT(11) NOT NULL AUTO_INCREMENT,
`username` VARCHAR(255) NOT NULL,
`email` VARCHAR(255) NOT NULL,
`password` VARCHAR(300) NOT NULL,
`reg_date` TIMESTAMP NOT NULL DEFAULT CURRENT_TIMESTAMP(),
`updation_date` DATE NOT NULL,
PRIMARY KEY (`id`)
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

-- Dumping data for table `admin`

INSERT INTO `admin` (`id`, `username`, `email`, `password`, `reg_date`,
`updation_date`) VALUES
(1, 'admin', 'anuj.lpu1@[Link]', 'Test@1234', '2016-04-04 [Link]', '2016-04-17');

-- --------------------------------------------------------
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-- Table structure for table `adminlog`

CREATE TABLE `adminlog` (
`id` INT(11) NOT NULL AUTO_INCREMENT,
`adminid` INT(11) NOT NULL,
`ip` VARBINARY(16) NOT NULL,
`logintime` TIMESTAMP NOT NULL DEFAULT CURRENT_TIMESTAMP(),
PRIMARY KEY (`id`),
CONSTRAINT `fk_admin_id` FOREIGN KEY (`adminid`) REFERENCES `admin`
(`id`) ON DELETE CASCADE
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

-- --------------------------------------------------------

-- Table structure for table `courses`

CREATE TABLE `courses` (
`id` INT(11) NOT NULL AUTO_INCREMENT,
`course_code` VARCHAR(255) DEFAULT NULL,
`course_sn` VARCHAR(255) DEFAULT NULL,
`course_fn` VARCHAR(255) DEFAULT NULL,
`posting_date` TIMESTAMP NULL DEFAULT CURRENT_TIMESTAMP(),
PRIMARY KEY (`id`)
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

-- Dumping data for table `courses`

INSERT INTO `courses` (`id`, `course_code`, `course_sn`, `course_fn`, `posting_date`)
VALUES
(1, 'B10992', '[Link]', 'Bachelor of Technology', '2020-07-04 [Link]'),
(2, 'BCOM1453', '[Link]', 'Bachelor Of commerce', '2020-07-04 [Link]'),
(3, 'BSC12', 'BSC', 'Bachelor of Science', '2020-07-04 [Link]'),
(4, 'BC36356', 'BCA', 'Bachelor Of Computer Application', '2020-07-04 [Link]'),
(5, 'MCA565', 'MCA', 'Master of Computer Application', '2020-07-04 [Link]'),
(6, 'MBA75', 'MBA', 'Master of Business Administration', '2020-07-04 [Link]'),
(7, 'BE765', 'BE', 'Bachelor of Engineering', '2020-07-04 [Link]');

-- --------------------------------------------------------

-- Table structure for table `registration`

CREATE TABLE `registration` (
`id` INT(11) NOT NULL AUTO_INCREMENT,
`roomno` INT(11) DEFAULT NULL,
`seater` INT(11) DEFAULT NULL,
`feespm` INT(11) DEFAULT NULL,
`foodstatus` INT(11) DEFAULT NULL,
`stayfrom` DATE DEFAULT NULL,
`duration` INT(11) DEFAULT NULL,
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`course` VARCHAR(500) DEFAULT NULL,

`regno` VARCHAR(255) DEFAULT NULL,
`firstName` VARCHAR(500) DEFAULT NULL,
`middleName` VARCHAR(500) DEFAULT NULL,
`lastName` VARCHAR(500) DEFAULT NULL,
`gender` VARCHAR(250) DEFAULT NULL,
`contactno` BIGINT DEFAULT NULL,
`emailid` VARCHAR(255) DEFAULT NULL,
`egycontactno` BIGINT DEFAULT NULL,
`guardianName` VARCHAR(500) DEFAULT NULL,
`guardianRelation` VARCHAR(500) DEFAULT NULL,
`guardianContactno` BIGINT DEFAULT NULL,
`corresAddress` VARCHAR(500) DEFAULT NULL,
`corresCIty` VARCHAR(500) DEFAULT NULL,
`corresState` VARCHAR(500) DEFAULT NULL,
`corresPincode` INT(11) DEFAULT NULL,
`pmntAddress` VARCHAR(500) DEFAULT NULL,
`pmntCity` VARCHAR(500) DEFAULT NULL,
`pmnatetState` VARCHAR(500) DEFAULT NULL,
`pmntPincode` INT(11) DEFAULT NULL,
`postingDate` TIMESTAMP NULL DEFAULT CURRENT_TIMESTAMP(),
`updationDate` VARCHAR(500) DEFAULT NULL,
PRIMARY KEY (`id`)
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

-- Dumping data for table `registration`

INSERT INTO `registration` (`id`, `roomno`, `seater`, `feespm`, `foodstatus`, `stayfrom`,
`duration`, `course`, `regno`, `firstName`, `middleName`, `lastName`, `gender`,
`contactno`, `emailid`, `egycontactno`, `guardianName`, `guardianRelation`,
`guardianContactno`, `corresAddress`, `corresCIty`, `corresState`, `corresPincode`,
`pmntAddress`, `pmntCity`, `pmnatetState`, `pmntPincode`, `postingDate`,
`updationDate`) VALUES
(2, 100, 5, 8000, 1, '2020-08-01', 6, 'Bachelor of Technology', '10806121', 'Anuj', '',
'kumar', 'male', 1234567890, 'ak@[Link]', 1236547890, 'ABC', 'XYZ', 98756320000,
'ABC 12345 XYZ Street', 'New Delhi', 'Delhi (NCT)', 110001, 'ABC 12345 XYZ Street',
'New Delhi', 'Delhi (NCT)', 110001, '2020-07-20 [Link]', NULL);

-- --------------------------------------------------------

-- Table structure for table `rooms`

CREATE TABLE `rooms` (
`id` INT(11) NOT NULL AUTO_INCREMENT,
`seater` INT(11) DEFAULT NULL,
`room_no` INT(11) DEFAULT NULL,
`fees` INT(11) DEFAULT NULL,
`posting_date` TIMESTAMP NULL DEFAULT CURRENT_TIMESTAMP(),
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PRIMARY KEY (`id`),

KEY `room_no` (`room_no`)
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

-- Dumping data for table `rooms`

INSERT INTO `rooms` (`id`, `seater`, `room_no`, `fees`, `posting_date`) VALUES
(1, 5, 100, 8000, '2020-04-11 [Link]'),
(2, 2, 201, 6000, '2020-04-12 [Link]'),
(3, 2, 200, 6000, '2020-04-12 [Link]'),
(4, 3, 112, 4000, '2020-04-12 [Link]'),
(5, 5, 132, 2000, '2020-04-12 [Link]');

-- --------------------------------------------------------

-- Table structure for table `states`

CREATE TABLE `states` (
`id` INT(11) NOT NULL AUTO_INCREMENT,
`State` VARCHAR(150) DEFAULT NULL,
PRIMARY KEY (`id`)
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

-- Dumping data for table `states`

INSERT INTO `states` (`id`, `State`) VALUES
(1, 'Andaman and Nicobar Island (UT)'),
(2, 'Andhra Pradesh'),
(3, 'Arunachal Pradesh'),
(4, 'Assam'),
(5, 'Bihar'),
(6, 'Chandigarh (UT)'),
(7, 'Chhattisgarh'),
(8, 'Dadra and Nagar Haveli (UT)'),
(9, 'Daman and Diu (UT)'),
(10, 'Delhi (NCT)'),
(11, 'Goa'),
(12, 'Gujarat'),
(13, 'Haryana'),
(14, 'Himachal Pradesh'),
(15, 'Jammu and Kashmir'),
(16, 'Jharkhand'),
(17, 'Karnataka'),
(18, 'Kerala'),
(19, 'Lakshadweep (UT)'),
(20, 'Madhya Pradesh'),
(21, 'Maharashtra'),
(22, 'Manipur'),
(23, 'Meghalaya'),
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(24, 'Mizoram'),
(25, 'Nagaland'),
(26, 'Odisha'),
(27, 'Puducherry (UT)'),
(28, 'Punjab'),
(29, 'Rajasthan'),
(30, 'Sikkim'),
(31, 'Tamil Nadu'),
(32, 'Telangana'),
(33, 'Tripura'),
(34, 'Uttarakhand'),
(35, 'Uttar Pradesh'),
(36, 'West Bengal');

-- --------------------------------------------------------

-- Table structure for table `userlog`

CREATE TABLE `userlog` (
`id` INT(11) NOT NULL AUTO_INCREMENT,
`userId` INT(11) NOT NULL,
`userEmail` VARCHAR(255) NOT NULL,
`userIp` VARBINARY(16) NOT NULL,
`city` VARCHAR(255) NOT NULL,
`country` VARCHAR(255) NOT NULL,
`loginTime` TIMESTAMP NOT NULL DEFAULT CURRENT_TIMESTAMP(),
PRIMARY KEY (`id`),
CONSTRAINT `fk_user_id` FOREIGN KEY (`userId`) REFERENCES
`userregistration` (`id`) ON DELETE CASCADE
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

-- Dumping data for table `userlog`

INSERT INTO `userlog` (`id`, `userId`, `userEmail`, `userIp`, `city`, `country`,
`loginTime`) VALUES
(6, 3, '10806121', 0x3a3a31, '', '', '2020-07-20 [Link]');

-- --------------------------------------------------------

-- Table structure for table `userregistration`

CREATE TABLE `userregistration` (
`id` INT(11) NOT NULL AUTO_INCREMENT,
`regNo` VARCHAR(255) DEFAULT NULL,
`firstName` VARCHAR(255) DEFAULT NULL,
`middleName` VARCHAR(255) DEFAULT NULL,
`lastName` VARCHAR(255) DEFAULT NULL,
`gender` VARCHAR(255) DEFAULT NULL,
`contactNo` BIGINT(20) DEFAULT NULL,
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`email` VARCHAR(255) DEFAULT NULL,

`password` VARCHAR(255) DEFAULT NULL,
`regDate` TIMESTAMP NULL DEFAULT CURRENT_TIMESTAMP(),
`updationDate` VARCHAR(45) DEFAULT NULL,
`passUdateDate` VARCHAR(45) DEFAULT NULL,
PRIMARY KEY (`id`),
KEY `email` (`email`)
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

-- Dumping data for table `userregistration`

INSERT INTO `userregistration` (`id`, `regNo`, `firstName`, `middleName`, `lastName`,
`gender`, `contactNo`, `email`, `password`, `regDate`, `updationDate`, `passUdateDate`)
VALUES
(3, '10806121', 'Anuj', '', 'kumar', 'male', 1234567890, 'test@[Link]', 'Test@123',
'2020-07-20 [Link]', NULL, NULL);

-- COMMIT;

-- Set the charset back to the original

SET CHARACTER_SET_CLIENT=@OLD_CHARACTER_SET_CLIENT;
SET CHARACTER_SET_RESULTS=@OLD_CHARACTER_SET_RESULTS;
SET COLLATION_CONNECTION=@OLD_COLLATION_CONNECTION;

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SCREENS

LOGIN PAGE

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USER REGISTRATION

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DASHBOARD

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STUDENT REGISTRATION FORM

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REGISTERED STUDENTS

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ROOM DETAILS

COURSE DETAILS

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CHAPTER 6
Conclusion and Future Work
[Link]
The provided SQL code sets up a basic hostel management system by creating multiple
tables like admin, courses, registration, rooms, states, userlog, and userregistration. Each
table serves a specific function, such as managing admin data, student registrations, room
bookings, and user logs. The code includes INSERT statements to populate these tables with
initial data, ensuring that the system can be used right away. It also defines primary keys and
auto-increment constraints for easy data management. To run this code, you can use
environments like phpMyAdmin, MySQL Workbench, or local server stacks like
XAMPP/WAMP. The script serves as a solid foundation for a hostel management system,
and you can extend or modify it to add more advanced features such as payment processing
or room availability checks. By executing this script in a MySQL database, you’ll have a
fully functional starting point for your project.

[Link] Work
Future work for the Hostel Management System (HMS) should focus on improving user
experience and integrating advanced technologies. A mobile application could be developed
for students and administrators to access services on-the-go, while the admin panel could be
enhanced with dashboards that provide easy access to critical data. Real-time features such
as room availability updates, payment gateways, and automated billing would streamline
operations, making it easier for students to manage bookings and payments. Additionally,
incorporating data analytics and predictive modeling could help in resource optimization and
decision-making. Automation could be implemented through AI-powered chatbots,
notifications, and maintenance request prioritization, reducing the administrative burden. The
system's security can be bolstered with smart access controls, CCTV integration, and data
encryption to protect sensitive information. Future work could also include multi-hostel
management, enabling administrators to manage various hostels under one system, while
integrating with external systems such as Learning Management Systems (LMS) and social
media platforms for enhanced student interaction. Sustainability features like energy and
water management, along with a flexible fee structure, would also make the system more
adaptable to changing needs. Lastly, cloud integration would ensure better scalability and
data backup, ensuring a more reliable and future-proof system.

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REFERENCES
1. Books on Database Management and System Design:
o Elmasri, R., & Navathe, S. B. (2015). Fundamentals of Database Systems (7th
ed.). Pearson Education.
o Sommerville, I. (2011). Software Engineering (9th ed.). Addison-Wesley.
2. Online Articles and Resources:
o Khan, M. (2018). How to build a Hostel Management System using PHP and
MySQL. Retrieved from [Link]
o "How to Build a Hostel Management System for College and University."
(2020). GeeksforGeeks. Retrieved from [Link]
3. Technical Documentation:
o PHP Documentation. (2021). PHP Manual. Retrieved from
[Link]
o MySQL Documentation. (2021). MySQL Reference Manual. Retrieved from
[Link]
4. Journal Articles on Web Development and Management Systems:
o Yadav, P., & Sharma, A. (2017). "Design and Implementation of Hostel
Management System." International Journal of Computer Applications, 157(9),
22-27.
o Pandey, R., & Tiwari, S. (2019). "A Review of Hostel Management System
Using Web-Based Applications." International Journal of Computer Science
and Information Technology, 10(3), 15-21.
5. Conference Papers:
o Sharma, M., & Verma, S. (2019). "Web-based Hostel Management System for
College and University." Proceedings of the International Conference on
Computing, Communication, and Networking Technologies, 85-90.
o Sharma, R., & Agarwal, P. (2020). "Automated Hostel Management System
using IoT." Proceedings of the IEEE International Conference on Advances in
Computing, Communication, and Control.
6. Research Papers on Student Management Systems:
o M.A. Begum, S.M. Shahnaz, and H. Hussain. (2017). "An Advanced Student
Management System with Hostel and Course Management Modules."
International Journal of Scientific Research in Computer Science and
Engineering, 5(5), 56-61.
7. Web-based Hostel Management Systems Example:
o "A Complete Guide to Building a Hostel Management System." (2021).
CodeProject. Retrieved from [Link]

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