HOSTEL MANAGEMENT

SYSTEM
Guided By

Miss Rasika Munde

Asst. Professor
Dept. Of CS And IT

Guided By Presented By

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Miss Rasika Munde Shabana Basheer
Asst. Professor Jijo Antony
Dept. Of CSE And MCA Maria John
Arya Surendran
 CONTENTS

Introduction

Objectives

ExistingSystem
Proposed System

System Environment

Modules In HMS

Conclusion
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 INTRODUCTION
Hostel Management System (HMS) is web-based
system for managing various activities in the
hostel
It helps in avoiding the problems which occur when
carried out manually
It improves the efficiency of the system

HMS is supposed to have the following features

Handle the activities of admin, warden,

and inmate
Ability to manage application, admission, out
pass, room shuffling, student vacation and
report 3

generation
 OBJECTIVES

To automate each and every activity of the manual

system, which increases its throughput
To provide a quick response with very accurate
information as and when required
To make the present manual system more
interactive, speedy and user friendly
To avail any information, whatever and whenever
needed
Reduce the cost of maintenance
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 EXISTING SYSTEM

The existing system is a manually maintained

system
It involves hand-written records stored into
various
registers
Requires a lot of time as well as manpower

It is very difficult to maintain or update all the

records and retrieve a certain data

The loss or damage of any of the registers leads to

the damage of hundreds of records at a time

Reports need to be generated manually 5
 ADVANTAGES OF PROPOSED SYSTEM

Less human error

Strength and strain of manual labour can be
reduced
High security
Data redundancy can be avoided to some extent
Data consistency
Easy to handle
Easy data updating
Easy record keeping
Backup data can be easily generated 6
 MODULES IN HMS

Hostel Settings
Application
Admission
Room Allocation
Room Shuffling
Out Pass Details
Fine and Concession
Inmate Vacation
Complaints and Requests
View Details 7
 HOSTEL SETTINGS

This module is managed by the admin

The admin adds, edits and maintains
The details and information regarding the hostel
The blocks build to the corresponding hostel
The room category available in the hostel
The details of room available in each blocks

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HOSTEL MANAGEMENT SYSTEM

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STATIC PAGES

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FEE STRUCTURE

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LOGIN

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ADMIN DASHBOARD

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HOSTEL SETTINGS

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ADD HOSTEL SETTINGS

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BLOCK SETTINGS

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ADD NEW BLOCK DETAILS

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ROOM DETAILS

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ADD WARDEN INFORMATION

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 APPLICATION

Any applicant
Ask for the college admission number

Admission number checks for the validity

If valid allows submission of application

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HOSTEL PREFERENCES & ACCOUNT
SETTINGS

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APPLICATION FORM

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 ADMISSION
This module is maintained by the warden
The admission process is divided into 2 phase

Phase I

The inmate fills the online application form

The system keeps a record
The applicant wait for the confirmation
Phase II

At the hostel, the warden checks for the availability

of room
If room is available, the inmate is admitted to the
hostel
The room information will be displayed on inmate
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panel
APPLICATIONS RECIEVED

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ROOM ALLOCATION

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ROOM ALLOCATED

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 ROOM SHUFFLING

This module is maintained by the warden

The rooms allotted is shifted after a particular
duration of time
The warden maintains the details of all the
rooms allocated and the inmates in those rooms
The warden also maintains the details of all the
vacant rooms

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ROOM SHUFFLING

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ROOM SHUFFLING

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ROOM SHUFFLING

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 OUTPASS DETAILS
This module is maintained by warden
The inmates apply for the out pass through

online
application form
The details like

Where they are going

Purpose
When they are going
When they will return
The warden approves or rejects the pass

After approval the inmate can take the printout

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of out pass
OUTPASS REQUEST

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OUTPASS IN PDF FORMAT

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OUTPASS APPROVAL

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 FINE AND CONCESSION

This module is maintained by warden

Fine

Any misbehaviour of inmate can make the

warden charge fine
The warden can edit and delete the fine charged
Concession

Any genuine reason of inmate can make the

warden grant concession
The warden can edit and delete the concession
granted
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ADD NEW FINE AND CONCESSION

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ADD NEW FINE AND CONCESSION

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ADD NEW FINE AND CONCESSION

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INMATE VACATION

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INDIVIDUAL VACATE

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GROUP VACATE

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 COMPLAINTS AND REQUESTS

This module is maintained by warden

The inmates make complaints or requests
The warden looks into these complaints or
requests and takes necessary steps
The warden can provide feedback back to the
inmate

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COMPALIANTS AND REQUEST

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COMPALIANTS AND REQUEST

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FEEDBACK FORM

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NOTIFICATIONS

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NOTIFICATIONS ON HOME PAGE

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 VIEW DETAILS
This module is maintained by the warden and
admin
Details of an inmate

personal details
room details
course details

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VIEW DETAILS

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PDF GENERATION

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WARDEN INFORMATION

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 CONCLUSION

HMS is a web based system which automates all

the activities in the hostel which is currently
manual
It enhances the overall performance of the
system
Removes the necessity of maintaining all the
registers
Removes all kinds of manual errors

Work overhead of employees is reduced

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THANK YOU

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