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ACKNOWLEDGEMENT
Nothing concrete can be achieved without an optimal combination of
inspiration and perspiration. No work can be accomplished without
taking the guidance of the experts. It is only the views and advice
from ingenious intellectual that help in the transformation of a
product into a quality product.
We owe my sincere gratitude to Ms Neha manchanda and Ms
seema gupta, our honorable project guide.
Last but not the least, no acknowledgement will be complete without
mentioning our parents. They have also supported us throughoutthe development project.
GHVY
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INDEX
1. Introduction
2. Problem Definition
3. Feasibility Study
4. Current System/Proposed System
5. Context Diagram
6. Data Flow Diagram
7. Advantages
8. Software / Hardware Requirement
9. Forms
10. Coding
11. Testing and debugging
12. Appendix
13. Conclusion
14. Bibliography
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INTRODUCTION
Every college whether it is small or large must be having hostelsfor the residing of students comes from far away .Since it is theage of automation, the quality of hostel substantially depends onthe hostel management system in the college hostel there are noof hostellers whose records making manually is not an easytask , so there is need of something different by which thisproblem can be solved out today is the day of a automation and
in todays date manual working has its going down value . Sowhy dont we use this automation technology in the case ofcollege hostels. Here comes to a great help to maintain thehistory. The similar requirements of have been assessed and asoftware Hostel Management System has been designed tofulfill the above mentioned requirements.
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Hostel Management System helps in the maintaining of the recordsof the each and every students those who are willing to takeadmission in the hostel. At the time of the admission, all theentries are entered by the administration into the studentregistration from available in the software and after this therecord has been saved by using the save option .In hostelmanagement system s/w . each student gets his own uniqueregistration no by using this project , the hostel administrationwhenever needs hostel information , they have to click on theoption and after few seconds results will be in front of themwithout wasting the time .Administration can also do action likeaddition ,deletion ,updation ,modification and also can generatethe report on a particular information .
TOOLS/PLATFORMS :
Front End : Visual Basic
Back End : MS-Access
Operating System : Windows 2000/xp
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PROBLEM SELECTION
(Definition of Problem)
One of the most difficult tasks of system analysis is developing a
clear, in-depth under- standing of the problem being investigated,
without which it becomes impossible to specify the requirements for
a new project with any accuracy. Several questions should be posed
for this.
Some of those may be:
What is the problem?
How complex is it?
What are its likely causes?
Why is it important that the problem be solved?
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What are possible solutions to the problem?
What types of benefits can be expected once the problem is
solved?
It takes considerable skill to determine the true cause of a systems
problem. A systems analyst might begin to define the problem by
determining if the problem can be classified ac- cording to one or
more common types of systems problems. With knowledge of the
Common types of problems, the analyst can diagnose a problem by
examining its characteristics.
Organizations usually face problems or have opportunity due to the
following:
a new product or plant or branch
a new market or new process
failure of an existing system
inefficiency of an existing system
Structural error in the existing system, etc.
For identifying problems/opportunities, we scan the following:
the performance of the system
the information being supplied and its form
the economy of processing
the control of the information processing
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the efficiency of the existing system
the requirement of the data and software
the requirement of the equipment and personnel, etc
After identification of the problem, it is defined and a general
direction or method for solving this problem is also determined.
Then project boundaries are defined. The management establishes
the term of reference as well as the resources to be provided for the
project. System development is an iterative process and the first
identifiable stage of it is Problem Definition, whose final output is
Terms of Reference.
Careful analysis of this system suggests a number of different
problems:
Problem of Reliability: Current system is not reliable. It seems to
vary in quality and results from one month to the, next. Some
times it gives good output, but some times the output is worst.
1. Problem of Accuracy: There are too many mistakes in reports
and calculations.
2. Problem of timeliness: In the current system the reports and
output produced is mostly late and in most of the cases it is
useless because it is not on time.
3. Problem of Validity: The output and reports mostly contains
misleading information. The transactions and calculations are
sometimes not valid.
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4. Problem of Economy: The current system is very costly. We
have to spend lots of money in manual filing, calculations and
remembering the information, but still not get the desired results.
FEASIBILITY STUDY
An Important outcome of the preliminary investigation is thedetermination that the system requested is feasible. There are 3
aspects in the feasibility study.
TECHNICAL FEASIBILITY
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This is concerned with specifying equipment and software that will
successfully satisfy the user requirement. The technical needs of the
system may vary considerably, but might include:
The facility to produce outputs in a given time.
Response time under certain conditions.
Ability to process a certain volume of transaction at a
particular speed.
Facility to communicate data to distant location.
In examining technical feasibility, configuration of the system is
given more importance than the actual make of hardware. The
configuration should given the complete picture about the systems
requirements like how many workstations are required, how these
units are interconnected so that they could operate and
communicate smoothly. What speeds of input and output should be
achieved at particular quality of printing. This can be used be used
as a basis for the tender document against which dealers and
manufactures can later make their equipment bids. Specific
hardware and software products can then be evaluated keeping in
view with the logical needs.
At the feasibility stage it is desirable that two or three different
configurations will be pursued that satisfy the key technical
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requirements but which represent different levels of ambitions and
cost. Investigation of these technical alternatives can be aided by
approaching a range of suppliers for preliminary discussions. Out of
all types of feasibility, technical feasibility generally is the most
difficult to determine.
OPERATIONAL FEASIBILITY
It is mainly related to human organizational and political aspects.
The points to be considered are:
What changes will be brought with the system?
What organizational structures are distributed?
What new skills will be required? Do existing staff members
have these skills? If not, can they be trained in due course of
time?
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Generally project will not be rejected simply because of operational
infeasibility but such considerations are likely to critically affect the
nature and scope of the eventual recommendations. This feasibility
study is carries out by a small group of people who are familiar with
information system techniques, who understand the parts of the
business that are relevant to the project and are skilled in system
analysis and design process.
As far as this Hostel Management System is concerned the
changes which we have to be brought were only organizational.
Then our focus goes towards workstations. Keeping in view of their
hardware requirements like network interface card etc.
Regarding this project distribution of organizational structures is
also essential because of security concerns, as there are different
departments having their particular tasks I have already mentioned
earlier like a system administrator should have the authentication to
provide different access permission to its clients.
There is also another clause to check what skills are required?
By means to say whether the existing staff is capable
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ECONOMIC FEASIBILITY
Economic analysis is the most frequently used technique for
evaluating the effectiveness of a proposed system. More commonly
known as cost/benefit analysis; the procedure is to determine the
benefits and savings that expected from a proposed system and
compare them with costs. If benefits outweigh costs, a decision is
taken to design and implement the system. Otherwise, further
justification or alternative in the proposed system will have to be
made if it is to have a chance of being approved. This is an ongoing
effort that improves in accuracy at each phase of the system life
cycle.
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This feasibility also depends upon quality of staff hired and the
proposed duration of time taken in this project sometimes it might be
possible due to extension of time duration may fall the project under
loss. The study of feasibility changes from phase to phase of the
project development.
In this project although this feasibility study doesnt matter much in
the case new setup of project because we start according to client
specification but on the other hand if we have to modify over existing
system we must take care of our existing resources and must
analyse specially the working condition of hardware like server
quality etc.
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SOCIAL FEASIBILITY
It is the determination of whether a proposed project will beacceptable to the people or not. This determination typicallyexamines the probability of the project being accepted by the groupdirectly affected the proposed system change.
To solve the actual problems in an industry setting, a software or ateam ofengineers must incorporate a development strategy thatencompasses the process, methods, and tools layers. This strategyis often referred to as a process model.
A process model for software engineering is chosen based on thenature of the project and application, the methods and tools to beused and the controls and deliverables that are required
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SOFTWARE REQUIREMENT SPECIFICATION
System Analysis
System Analysis refers to the process of examining a situation with
the intent of improving it through better process and methods.
System analysis is, therefore, the process of gathering and
interpreting facts, diagnosing problem and using the information to
recommend information in system or in other words, it means a
detailed explanation or description. Before computerizing a system
under consideration, it has to be analyzed. We need to study how it
function currently, what are problems and what are requirements
that proposed should meet.
The main components of making software are :
1. System and software requirements analysis.
2. Design and implementation of software.
3. Ensuring verifying and maintaining software integrity.
Information Gathering
The strategy consists of:
1. Identify information sources.
2. Revolving a method of obtaining a information from identified
source.
3. Using an information from module of organization.
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Information Sources
The main sources of information were:
1. Users of the system
2. Presentations an documents using organization
3. Prospectus, manuals and the rulebooks, which specify how
various activities are carried out in the organization.
4. Computer Presentation of existing system.
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for the organization, there are no safety measures for the
security of information. Furthermore, information is lying in the
organization in an unorganized manner and does not resemble
the real world model.
Lack of Accuracy : Information being prepared manually
cannot be said as accurate which is the first and the foremost
condition for taking a crucial decision by the management.
More Time Consuming : Work carried out by the staff at
various stages is highly time consuming.
Error Prone Resources : Resources being used by the
informative media were provided by the organization long ago.
Due to wear and tear with the resources, they are highly error
prone.
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PROPOSED SYSTEM
After a detailed study of the existing system, it is evident that is does
not fulfill the objectives of the organization. To make the objective
possible for the organization, it is required to have a computerized
information system with the help of which all tasks can be processed
more accurately and quickly. To achieve this, it is necessary to
design and develop a new system which will have the following
benefits over existing system :
Flexibility in generation of information : The generation of
reports in the proposed system will take minimal time and they
are electronically prepared. As a result, it is highly ac/curate. Less time is taken to draw conclusions : It will be easy for
the user(s) of the system to compile information at a very high
pace, measure the performance over a period and draw
conclusion form the information retrieved by using the proposed
system.
Ease in maintaining information : As new information are
being added to and released from their respective courses every
year, it will be highly user friendly to track and maintain the
presentation of all the students.
User satisfaction : The system is much that is stands up to
the user expectations like easy and faster retrieval of
information.
Safety and Robustness : The system will be accessible by
only the authorized users. As information being the most crucial
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for the organization, there are safety measures for the security of
information.
Furthermore, data is stored by the system in an organized
manner and resembles the real world model.
Highly accurate : Information being prepared electronically,
can be said as accurate which is the first and the foremost
condition for taking a crucial decision by the management.
Less time consuming : Work carried out by the staff at
various stages will be less time consuming.
Error free resources : Resources being used by the system
will be compatible with the latest technologies available in the
market. As proposed system uses highly technically compatible
resources, there will be very-very less wear and tear. So the
resources are error free.
Besides this, the proposed system will have the following
capabilities :-
Multiple viewer facility : Proposed system is being designed
in such a way that many users can have a view with the system
simultaneously. It makes effective and perfect utilization of man
power and resources.
User-friendly interfacing : Since main interaction of the
system will be with the user, the user interface will be interactiveand meaningful.
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Formatted output : The information generated by the
proposed system us highly formatted and help the users to reach
the conclusion quickly.
Better organization of information : Proposed system has
the capability to express the information in a better and more
meaningful way. Proposed system uses modern techniques for
storage and retrieval of information.
Accurate round the clock : Proposed system is capable of
giving accurate information round the clock.
Exception Handling : To ensure that the system does not halt
in case undesired situation or events, the system capable
enough to handle these unpleasing circumstances. Proposed
system will be capable of taking necessary decisions so that
there is no loss information.
Minimum efforts : Proposed system ensures that very less
efforts will be required to start the presentation.
Capable of adapting to the changes in the outside
environment : The system will have scope to foresee
modification and enhancement i.e. it is able to cope up with the
business changes in-order to be compatible with the latest
changes in the industry. Any enhancement to the information
can be done without much effort and is available instantly.
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CONTEXT FLOW DIAGRAM
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CONTEXT FLOW DIAGR A M
REGISTERED ROOMS
ALLOCATED
RECIEPT
A student gets registered in hostel and the information is saved in
hostel management system
HMS gives back Registeration reciept to the student
Rooms allocated to the student by the hostel is made available to the
hostel management system which is then given to the student .
Information flows from hostel management system to the hostelauthority or the hostel department.
STUDENT HOSTEL
HOSTELMANAGE-MENTSYSTEM
HOSTELDEPARTMENT
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DATA FLOW DIAGRAM
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DATA FLOW DIAGRAMS
DFD's are commonly used during problem analysis. Data flowdiagrams are not limited to poblem analysis for softwarerequirement specification.
A DFD shows the flow of data through the system. It views a systemas a function that transforms the inputs into desired outputs. TheDFD aim to capture the transformations that take place within asystem to the input data so that eventually the output data isproduced. The agent that performs the transformation of data fromone state to another is called a process (or bubble). The processesare shown by named circles and data flows are represented by
named arrows entering or leaving the bubbles. A rectanglerepresents a sourcs or sink and is a net originator or consumer ofdata.
It should be pointed out that DFD is not a flowchart. A DFDrepresents the flow of data, while a flowchart shows the flow ofcontrol. A DFD does not represent procedural information. Indrawing the DFD the designer has to specify the major transforms inthe path of the data flowing from input to output.
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Bill detail file
Bill check
New student
Student registration file
Hostel info
file
Student information file
student
Admission
process
Feesubmission
Hostelrequir
-ement
Hostelallotment
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ADVANTAGES OF THE PROJECT
This project allows the user to easily browse through several hostel
records, issue room and fine Records with full ease, instead of
carrying a lot of files and doing cumbersome paperwork.
The modules of this project make it easier for the user to search and
student records depending upon the requirements. A user can easily
modify a record of student, view an student details and view the
student records.
Another special feature of this project is its ability to maintain Log
information about various users who use the application. The log
information includes User Id, Session start-time, Forms browsed
and Errors encountered. This feature helps the administrator in
tracking the updating performed on data, deletions done etc.
Another feature, from security point of view, is the projects feature
to block or unload on passing a wrong password thrice. The
information about the user and his session time is also recorded.
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SYSTEM REQUIREMENTS
HARDWARE REQUIREMENTS
1. 40 GB Hard Disk
2. 256 MB Ram
3. Floppy Drive 1.44MB
4. Monitor
5. Keyboard
6. Processor PIV
SOFTWARE REQUIREMENTS
1. Visual Basic 6.0
2. Windows 2000
3. MS ACCESS
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FORMS
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