04-02-2013, 03:42 PM
Hostel Management System
Hostel Management.DOC (Size: 1.23 MB / Downloads: 61)
DEFINITION
Hostel Management system is the system that manages the student data, staff data students’ admission process and create receipt for the fees paid by the student who stay in the hostel and also help in maintaining visitor’s messages.
INTRODUCTION TO EXISTING MANUAL SYSTEM
Existing system is based on manual work and all the process are done manually, so they maintain registers and files for recording all the details of the system.
They maintain several registers for recording the entry of daily transactions such as visitors visited the hostel, visitor drop the message for a particular student, etc.
They maintain the record of the students so they keep each and every information regarding the students in the student master file. In the similar fashion they maintain the records of their fees so they keep each and every information regarding their fees details in the fees master file.
They keep the bill Book or receipt Book to maintain the record for the fees collected by the student.
They maintain the register or Book for staff so they can pay the salary.
Thus maintaining Staff information, Student Information, Visitors information, Check-in and Checkout information and all the things are done manually.
Difficulty in Maintenance of Records:
It is very difficult to maintain data record in the system as all the records are entered in the register or the respective record books. There are chances of the record books or files in which all the data is kept may be torn or wearied out or some other damages which results in the destroyed data. Also a problem occurs if the data file or register is misplaced somewhere else and is not getting at the time of actual requirement of the data stored. It is also difficult to maintain old files and registers which have data of past years, which the government has kept for future references.
Time Consuming:
It is very time consuming process to write each and every entry in the database register. Also it takes a lot of time if all the entries are repeated. In the system processes such as making different type of reports, preparing merit lists, tedious calculations are examples of time consuming process in the system.
Editing of Data:
Manual written data cannot be changed or edited once written. If there is a mistake and if we try to rub and write it again it makes the register very dirty and untidy, which creates a bad impression of the business. If data is entered incorrect whole document gets incorrect while editing wrongly entered data cannot easily solve errors.
FEATURES OF PROPOSED SYSTEM
The “Hostel Management System” of the organization is developed to overcome the most of the problems occurring in the manual system by computerizing the existing system. The features of the newly proposed computerized system are described in brief as below:
After computerizing the system, the committee of the organization or the user of the system can finish their work in least amount of time and efforts. The computerized system has many gains and efforts, which the manual system can’t give, in any type of situations.
In any manual system if we take, the main problem arising is to maintain the number of records and finding a particular record. In manual system the user has to not down that the check-in and checkout of each and every student and also deliver the messages of each student given by the visitors and which is very tedious task, but in the case of computerized system the user just has to enter once and automatically all the messages delivered by all the visitors will be displayed and thus the user does not have to worry because all the work done is automatically and the system itself.
Computerized systems are most helpful in dealing with areas where database comes into the existence. A computer can hold large amount of data in its storage devices and it can operate at very high speed. The user can put the entire information in the computer and can be able to perform any type of task which when done manually is tedious and time consuming. The new system will have the facility to sort data according to any specific type on the basis of what the user wants in any order. Also with the help of computerized system if the user wants to access any single user’s data from many users data he can automatically get the desired data of the desired student or staff or fees details, etc. in a fraction of second which is again time saving and very quick.
HARDWARE REQUIREMENTS OF THE SYSTEM:
This phase of the software development process deals with a brief study of different hardware used in the computerized system. There is a list of hardware materials used during the making and also during the use of the proposed system. As the new system to be made into a computerized functional system, requirement of a computer is must. All the hardware needed here are generally the basic configuration of a typical office computer.
SOFTWARE REQUIREMENTS OF THE SYSTEM
• Along with the hardware, used in the system it requires software to make a system as well as to run a system with the computer hardware. Collection of different types of hardware into a specific type can form a computer but it cannot execute different process on its own. For efficient and proper working of any system software must be installed. These soft wares may be in the form of operating system or application software. To make the system one also needs to use software.
To make Hostel Management System for “Ranak Hostel, vidyanagar”, I too have used certain soft wares, which are listed below. The soft wares used in the proposed system are the latest versions of them and can give up-to-date and perfect result of every process in the system. This software comprises operating system and application software used in the system.
Oracle 8.0 [Back – End]:
Oracle 8 is a Relational Database Management system (RDBMS) from Oracle Corporation. Oracle 8.0 extends the tradition of the industry leading Oracle 7.6 and other older versions of Oracle, with major enhancements in performance, scalability, functionality, manageability and reliability. This helps greatly in viewing transaction log contents, includes object functionality at no cost etc. The Oracle Enterprise Manager supports easy to use console to manage the Oracle environment. There is fast-start fault recovery, improved standby databases, online index builds and large databases