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Team: B24

Guide: Prof Preeti



Every College has a hostel for accommodation of students.
Hostel records have to be maintained properly.

For the past few years the number of educational
institutions is increasing rapidly. Thereby the number of
hostels is also increasing for the accommodation of
students. And hence there is a lot of strain on the person
running the hostel. Our project deals with the problems on
managing the hostel records manually.



Hostel management records include room details, student
records, mess expenditure, mess bill calculation, easy way
of room allocation and hostel attendance. Since
management involves many activities, hence it is a
tedious and time consuming process.


The proposed system is more user friendly, reduces
redundancy and also reduces the mistakes occurred due to
manual entries.



The document aims to highlight the features,
specifications and the functionality of software
designed to ease the load of managing hostel records.

We are developing software known as hostel management
system. As the name suggests this is software for
managing various activities in a hostel.

Evaluators
Guide
Application developers
Product perspective
Manager
The hostel management system is a system through which
the manager of the hostel can easily maintain and update
student records, record attendance and allocate rooms to
the students.
Student
by using the proposed system the student can view his/her
details, can pay hostel and mess fee and can also register
any complaints they have regarding the hostel.






SNO USER CLASS CHARACTERISTICS
1 Manager/ Warden They have separate login.
They can update the bills of each
student.
They can check attendance and
complaints.
They can update student information.
2 Students They can register the complaint.
They can view the details and
payment of Hostel and mess bill.
They can check their attendance.
They can change their password.
3 Parents They get message about the payments
They get mail/message about their
childs attendance.
They can get room mate details if they
want.
Hardware Requirements
Processor : Intel core i3
Processor speed : 2.53 GHz
RAM : 4GB
Keyboard

Software Requirements
Operating system: Windows 7, Windows 8
Development: Net Beans IDE 7.3.1
Front end: Java / HTML
Back end: MySQL 5.6.20
The site is restricted only to the intranet.
The attendance is not compulsory for senior boys
hostel that is from 2
nd
year. But we assume
that attendance is compulsory for all the hostels in
the college.

Functional Requirements
1. User shall be able to login as student.

2. User shall be able to login as staff

3. Manager shall be able to retrieve the details of the
students based on their name.

4. Manager shall be able to maintain the attendance of
students and workers.




5. Manager shall be able to send appropriate mail or
message to the parent about payment due.

6. Manager shall be able to allot rooms to the students.

7. Student shall be able to pay hostel as well as mess fee.

8. Students shall be able to register any complaints they
have regarding the hostel or mess (this facility will be
anonymous).

9. Student shall be able to mention when he/she will be
bringing any guest and accordingly additions will be
made in his mess fees.



Id 1
Name: User can login as student.
Pre-Conditions: The System is powered on.
Normal Scenario: 1.User accesses the system using intranet.
2.User clicks on login as student button.
3.User is granted permission according to their
designation.

Post-Conditions: Student details page is visible.
Exception Scenario: 1.Intranet is not working and thus an error
message is generated to try again later.
3.User is not an authorized member and thus is
not granted permission


Use case 1: Login as student.
Hostel management system
Login
student
name
password
<<include>>
Id 2
Name: User can login as staff.
Pre-Conditions: The System is powered on.
Normal Scenario: 1.User accesses the system using intranet.
2.User clicks on login as staff button.
3.User is granted permission according to their
designation.

Post-Conditions: Staff page is visible.
Exception Scenario: 1.Intranet is not working and thus an error
message is generated to try again later.
3.User is not an authorized member and thus is
not granted permission


Use case 2: Login as staff.
Hostel management system
Login
staff
staff ID
password
<<include>>
Id 3
Name: Manager can retrieve details of students based on their
name.
Pre-Conditions: All student records are entered in the database. User is
logged in using staff option.
Normal
Scenario:
1.Manager accesses the system using intranet.
2.Manager enters the name of the student whose details
are needed.
3.Student details are displayed.

Post-Conditions: Details of a particular student is visible.
Exception
Scenario:
1.Intranet is not working and thus an error message is
generated to try again later.
2.Details of a student is not available and an error
message is generated to check the spelling.


Use case 3: Retrieve student details based on their name
Hostel management system
Retrieve details
of students
manager
Id 4
Name: Manager can update the attendance of students
and working.
Pre-Conditions: Staff is logged in. Everyone has given their
attendance.
Normal Scenario: 1.Manager accesses the system using intranet.
2.Manager clicks on the update attendance button.
3.Manager successfully updates the respective
attendances.

Post-Conditions: Attendance is updated and successfully displayed.
Exception Scenario: 1.Intranet is not working and thus an error message
is generated to try again later.
3.Manager cannot update the attendance and an
error message is displayed.



Use case 4: Update attendance of students and workers
Hostel management system
Update
attendance of
students and
workers
Manager
Id 5
Name: Manager can send mail to parent when there is payment
due .

Pre-Conditions: Staff is logged in.
Normal Scenario: 1.Manager accesses the system using intranet.
2.Manager checks the fee payment details of all students.
3.Manager sends mail to the parents of those students
who have payment due.

Post-Conditions: Mail is sent to the parent.
Exception Scenario: 1.Intranet is not working and thus an error message is
generated to try again later.
3.Manager cannot send the mail due to network problem



Use case 5: Send mail to parent about payment due
Hostel management system
Send mail to
parent about
payment due
Manager
Id 4
Name: Manager can allot rooms to students.
Pre-Conditions: Staff is logged in.
Normal Scenario: 1.Manager accesses the system using intranet.
2.Manager clicks on the allot room button.
3.Manager successfully allots the room as per the
details mentioned by the student.

Post-Conditions: Room is successfully allotted.
Exception Scenario: 1.Intranet is not working and thus an error message
is generated to try again later.
3.Manager cannot allot rooms as student has not
mentioned the room and room mate preference.



Use case 6: Allot rooms to students.
Hostel management system
Allot rooms to
students
Manager
Id 7
Name: Students shall be able to pay hostel and mess fee online.

Pre-Conditions: Student is logged into his/her account.
Normal Scenario: 1.Student accesses his/her account using intranet.
2.Student checks the Hostel and mess fee payment
details of that particular academic year.
3.Student accesses the payment gateway of a particular
bank and makes payment.

Post-Conditions: Hostel and mess bill is paid.
Exception Scenario: 1.Intranet is not working and thus an error message is
generated to try again later.
2.Details about the hostel and mess bills have not been
updated.
3.The bank server is down.


Use case 7: Pay hostel and mess fee.
Hostel management system
Pay hostel and
mess fees online
Student
Id 8
Name: Students can register any complaints regarding
hostel or mess.

Pre-Conditions: Student is logged into his/her account.
Normal Scenario: 1.Student accesses his/her account using intranet.
2.Student clicks on Register complaints option
and posts the particular complaint.
Post-Conditions: Student registers complaint(s).
Exception Scenario: 1.Intranet is not working and thus an error
message is generated to try again later.


Use case 8: Register complaints.
Hostel management system
Register
complaints
Student
Id 9
Name: Students shall be able to inform in advance when
he/she will be taking leave.

Pre-Conditions: Student is logged into his/her account.
Normal Scenario: 1.Student accesses his/her account using intranet.
2.Student clicks on Apply for leave option and posts
the dates from when to when he/she shall be on leave.
3.Student is granted leave.
Post-Conditions: Student informs when he/she will be taking leave
Exception Scenario: 1.Intranet is not working and thus an error message is
generated to try again later.
3.Manager did not approve of the leave and an error
message is sent to the student..


Use case 9:Inform in advance when he/she will be taking
leave.
Hostel management system
Inform in
advance when
he/she will be
taking leave
Student
Performance requirements
Manager must be able to update the Database 24 hours a
day and 7 days a week.
Student must be able to view profile, register complaint 7
days a week and 24 hours a day.
The response time of the software should be less than 5
seconds.
Safety requirements
The database can restore the memory after the update.

Security Requirements
The software will be accessed only by registered
members.
Only manager can update the database.
Students can view only their details.
The User must be able to change password, retrieve
password, in case the user forgets the password.

Communication can only be done using intranet.

For sending email to the parents when there is shortage
of attendance or payment of hostel or mess fee is done
using FTP protocol.
Phase Effort estimated Actual effort
Problem
identification
20 hours 25 hours
SRS 25 hours 35 hours
Effort estimation