2. Introduction
Goal of the Project
Case Study
Problem Statement
Issues/Limitations
Objectives
TABLE OF CONTENTS
02 07
03
05
04
06
01
08
09
10
Feasibility
Cost-Benefit Analysis
Types of users
Functionally grouping
11
12
NFR
Overall Constraints
3. Introduction
• The Hostel Management System is a web application for efficient storage and management of
student information in a hostel.
• It enables hostel management to add, update, and delete data like hostel fees, room details,
mess services, and student information.
• The system allows for easy control of CRUD (Create, Read, Update, Delete) operations on the
database.
• It includes a user-friendly front page that provides a comprehensive view of hostel-related
information.
• Front-end technologies used in the system include HTML, CSS, JavaScript, Bootstrap, and
React.js.
• Back-end and database operations are handled using Node.js and MongoDB.
• The system aims to streamline hostel management processes, improve communication, and
enhance data accuracy.
• It offers a convenient and centralized solution for hostel administrators and staff.
• The system is designed to enhance efficiency, decision-making, and overall hostel operations.
4. Goal of the Project
T he main goal of this pr oject is to maintain the Student’s r ecor d
of a system. The system can be handy to the user in the following
r easons :
• T he system offer s a user - fr iendly inter face that is easy to
navigate and inter act with.
• It pr ovides a fast and efficient method to access student
infor mation, including details about their r ooms, fees, and
per sonal data.
• T he system secur ely stor es and manages student r ecor ds in a
database.
• It ensur es efficiency in data inser tion, updating, and deletion
pr ocesses.
• The system pr ior itizes high - level secur ity measur es to pr otect
the stor ed data.
• A sear ch option is available to quickly locate specific
infor mation within the system.
• Students have the ability to r eview and pr ovide r atings thr ough
their individual pr ofiles.
• The inclusion of Google Maps integr ation allows for easy
location finding.
5. Case Study
Tr aditional hostel management systems often
invol ve man ual pr ocedu r es for task s li ke student
admiss ions and r ecor d - keeping, which c an be
labor - intens ive and e r r or - pr one . T his sy stem
pr ovide s a digital platform that simplifies and
automates these pr oc es ses, ena bling efficient
management of student information, r oom
allocation s, and billing . By tr ansitioning to a
digital solu tion, hostel management can sa ve
time, r educe administr ative bur dens, and ens ur e
ac cur ate and easily acces sib l e r ecor ds for
impr oved efficiency and effectivenes s .
Fur thermore, the digital hostel management
sy stem offer s t h e conv enience of instant acc es s
to student information, available r ooms, and
other essential details .
“ Hostel
Managemen
t System”
6. Problem Statement
Keeping an d managing a hostel manually comes
with numer ous dr awbac ks . T he hostel
administr ation is pr imar ily focuse d on handling
stac k s of student information paper s, notebook s,
and individ ual student r ecor ds . T his manual
appr oach often leads to challenge s in pr ovidi ng
instant and ac cur ate infor mation to students and
staff member s . Retr ieving student information is
cumber som e, and the manual sy stem pose s
se cur ity r is ks and the potential for missing or
stolen r eco r ds . Maintaining r ecor d s sequentia lly
and secur ely becom es comple x, making it
difficult to determine if students have
outstanding payments . Additionall y, calcu lating
monthly hostel fees for each student manually
adds to the administr ative bur den .
“ Hostel
Managemen
t System”
7. Issues/Limitations
• T he manual s ystem pose s a r is k to the
se cur ity of students and employee
infor mation .
• It takes mor e time and paper wor k to enter
students' infor mation .
• Calculating monthly hostel fees for each
student is challenging .
• Students ar e unaware of seat and r oom
availability a n d their r espective locations .
• Hotel management takes longer to
communicate impor tant information to
students .
• Ther e is no option for students to file
complaints .
• Contacting staff for r outine questions is time -
consuming f o r students .
• Administr ator s r equir e mor e time to chec k
student infor mation and r oom availability.
“ Hostel
Managemen
t System”
8. Objectives
• T he administr ator can secur ely stor e student and employee
infor mation in a database.
• A user - fr iendly web page allows students to easily enter their
r egistr ation details.
• Hostel management can efficiently monitor monthly hostel fees
for students.
• T he availability of seats and their locations can be easily
accessed by hostel management and students.
• Hostel management can conveniently update the notice boar d
and individual student pr ofiles.
• Students have the option to submit their complaints.
• A web system enables students to r eceive pr ompt and accur ate
r esponses.
• T he hotel author ity can instantly r etr ieve student infor mation
and check r oom availability using the sear ch option.
9. Feasibility
Feasibility study is basically the test of the
proposed system in the light of its
workability. User’s requirements, effective
use of resources benefits are estimated with
greater accuracy. We have taken three types
of feasibilities in our system.
• Technical feasibility
• Economic Feasibility
• Operational Feasibility
10. Cost-Benefit Analysis
Some tangible co st for hostel management
system ar e:
Cost of computer systems
• Cost of systems analysis time
• Cost of pr ogr ammer ’ developing salar ies .
• Cost of equipment, land or a new factor y.
Intangible cost
for hostel management system ar e :
• Cost of Inter net .
• build company logo .
• Customer satisfaction .
• Losing a competitive edge.
• Loss of employee mor ale .
“ Hostel
Managemen
t System”
11. Cost-Benefit Analysis
Benefits
Tangible Benefit :
After completing the pr oject host el management
will benefit ar e :
• Decr ease i n the amount of employee time
needed to complete specific tasks .
• Benefit of employees 'sa lar i es ( fewer
employees)
• Benefit of updating the data is fast .
• Benefit of secur ing the data of the students .
• Access to student infor mation fast way.
Intangible Benefit :
Intangible benefits include impr oving the
decision - making pr ocess, enhancing
ac cur ac y, becomin g mor e competitive in
customer ser vice, maintaining a g o o d business
image, and incr eas i ng job s atisfaction for
employees by eliminating tedious tasks .
“ Hostel
Managemen
t System”
12. Types of users
1. Administr ator :
T h e a d m i n i s t r a t o r w i l l h a v e t h e a u t h o r i t y t o
m a n a g e t h e s y s t e m . T h e y w i l l h a v e c o n t r o l o v e r
i m p o r t a n t t a s k s s u c h a s s t u d e n t f e e p a y m e n t s ,
m o d i f y i n g s t u d e n t i n f o r m a t i o n , a s s i g n i n g s t u d e n t
r o o m s , a n d d e l e t i n g r e c o r d s f r o m t h e d a t a b a s e .
W h e n a s t u d e n t n e e d s t o r e g i s t e r, t h e a d m i n i s t r a t o r
w i l l b e a b l e t o a d d o r m o d i f y t h e s t u d e n t ' s
i n f o r m a t i o n , w h i c h r e g u l a r u s e r s w o n ' t h a v e a c c e s s
t o .
2. User :
Ty p i c a l l y, v i s i t o r s t o o u r w e b s i t e c a n a c c e s s
i n f o r m a t i o n a b o u t h o s t e l f a c i l i t i e s , f e e s , a n d t h e
a d d r e s s . H o w e v e r, o n c e s t u d e n t s c o m p l e t e t h e i r
r e g i s t r a t i o n , t h e y w i l l h a v e a d d i t i o n a l p r i v i l e g e s .
T h e y w i l l b e a b l e t o v i e w t h e i r a s s i g n e d r o o m
n u m b e r, c h e c k t h e i r m e s s b i l l , a c c e s s i n f o r m a t i o n
a b o u t f o o d f a c i l i t i e s , a n d l o d g e c o m p l a i n t s t o t h e
a d m i n i s t r a t i o n f o r a n y i s s u e s t h e y m a y e n c o u n t e r.
“ Hostel
Managemen
t System”
13. Functionally grouping
1. User Access Module
T his module facilitates login for both
administr ator s and user s . Ac ce ss to the
homepage is gr anted only when the pr ovided
user name and passwor d match the r ecor ds .
2. Account Cr eation and Login
Students c an cr eate their pr ofiles by pr ovid ing
ac cur ate infor mation such as thei r name, phone
number, r oom number, addr ess, email, and
pas swor d . O nce cr eated, students can log in
using their email and passwor d .
3. Room Allocation
Base d on educational details, students ar e
as signed r ooms . The alloca tion pr oces s
con sider s factor s li ke se ction or cour se . An ID is
gener ated for each all ocated r oom, displayi ng
the details of the students occup y ing it. When a
student vacates a r oom a t the end of t h e
semester, the depar tur e date is also r ecor ded .
“ Hostel
Managemen
t System”
14. Functionally grouping
4. Room F ees
T his module display s fee r ecor ds, including a
student's dues status and the r emaining
balance . It also faci litates the r enewal of
student r ent ever y semester.
5. Mess Bill
T his module tr ack s all tr ansactio ns r elated to
the mess. It calculates the monthly expenditur e
on mess items for each student and display s
their cor r esponding mess bills .
6. System Settings
Ac ce s s to this module is r e s tr icted to t h e
administr ator. The administr ator, with their
unique acco unt, can manage student infor mation
by adding, deleting, or updating it. T hey can
also a cce s s infor mation about building blo ck s,
r oom details, and cour se details .
“ Hostel
Managemen
t System”
15. Non-Functional Requirements(NFR)
“ Hos
Manag
ent
Syste
1 P e r f o r m a n c e R e q u i r e m e n t s
T h e s y s t e m s h o u l d h a v e t h e c a p a c i t y t o s t o r e a n d
m a n a g e a l a r g e n u m b e r o f r e c o r d s , a c c o m m o d a t i n g u p t o
a t h o u s a n d e n t r i e s i n t h e d a t a b a s e . I t s h o u l d s u p p o r t
c o n c u r r e n t u s a g e b y m u l t i p l e u s e r s w i t h o u t a n y
s i g n i f i c a n t i m p a c t o n p e r f o r m a n c e . T h e r e a r e n o s p e c i f i c
p e r f o r m a n c e r e q u i r e m e n t s t h a t w o u l d i m p a c t t h e
d e v e l o p m e n t p r o c e s s .
2 B a c k u p a n d R e c o v e r y
D u e t o t h e p o s s i b i l i t y o f d a t a b a s e c r a s h e s c a u s e d b y
f a c t o r s s u c h a s v i r u s e s o r o p e r a t i n g s y s t e m f a i l u r e s , i t i s
n e c e s s a r y t o i m p l e m e n t r e g u l a r d a t a b a s e b a c k u p s t o
e n s u r e d a t a s a f e t y a n d q u i c k r e c o v e r y .
3 S e c u r i t y M e a s u r e s
T h e h o s t e l m a n a g e m e n t s y s t e m p r o j e c t m u s t p r i o r i t i z e
t h e s e c u r i t y o f i n d i v i d u a l u s e r a c c o u n t s s t o r e d i n t h e
d a t a b a s e . U s e r p a s s w o r d s s h o u l d b e s e c u r e l y s t o r e d ,
p r o t e c t i n g s e n s i t i v e i n f o r m a t i o n a n d a d d r e s s i n g p o t e n t i a l
h a r d w a r e r e l i a b i l i t y i s s u e s .
4 R e l i a b i l i t y O b j e c t i v e
T h e s y s t e m s h o u l d a i m f o r a h i g h l e v e l o f a v a i l a b i l i t y ,
t a r g e t i n g a m i n i m u m u p t i m e o f 9 9 . 9 % t o e n s u r e
u n i n t e r r u p t e d a c c e s s a n d f u n c t i o n a l i t y f o r u s e r s .
16. Overall Constraints
“ Hos
Manag
ent
Syste
The project is exclusively accessible
through a web-based platform, without
support for mobile devices or the iOS
system.
• The total development cost of the
project should not exceed 3,50000 Rs.
• The website does not currently feature
a banner displaying information about
mess food availability.
• The web system does not currently
incorporate any discounts for hostel
seats, but it is planned to be included
in the future.
