HOSTEL MANAGEMENT SYSTEM

HOSTEL MANAGEMENT SYSTEM(HMS)

Software Requirements Specification Version 1.0 03-02-2012 PRATHIBHA.T Lead Software Engineer

Software Requirements Specification

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HOSTEL MANAGEMENT SYSTEM

Table of Contents

1. INTRODUCTION.....................................................................................................................................................1 1.1 . PURPOSE...............................................................................................................................................................1 1.2 . SCOPE................................................................................................................................................................... 1 1.3. DEFINITIONS, ACRONYMS, AND ABBREVIATIONS..........................................................................................................1 1.4 REFERENCES............................................................................................................................................................ 2 1.5 OVERVIEW...............................................................................................................................................................2 2.1 PRODUCT PERSPECTIVE.............................................................................................................................................. 3 2.2 PRODUCT FUNCTIONS................................................................................................................................................ 3 This software includes Details of hostel such as ...............................................................................................3 2.4 GENERAL CONSTRAINTS.............................................................................................................................................4 2.5 ASSUMPTIONS AND DEPENDENCIES.............................................................................................................................. 4 THE FOLLOWING DETAILS ANY HIGH LEVEL ASSUMPTIONS REGARDING THE PROPOSED CHANGES INCLUDING ANY RESTRICTIONS REGARDING SCOPE OF THE PROJECT. IT ALSO DETAILS ANY FUNCTIONALITY LIMITATIONS OR ENVIRONMENT OR DESIGN LIMITATION THAT MAY IMPACT THE DESIGN OR DELIVERY OF THE CHANGE. DETAILS ARE ALSO PROVIDED ON ANY ASSUMPTIONS THAT MAY IMPACT THE REQUESTOR/CUSTOMER/USER ...........................................................................................................................4 3. SPECIFIC REQUIREMENTS............................................................................................................................... 5 3.1 EXTERNAL INTERFACE REQUIREMENTS......................................................................................................................... 5 3.1.1 User Interfaces.......................................................................................................................................5 3.1.2 Hardware Interfaces.............................................................................................................................. 5 3.1.3 Software Interfaces................................................................................................................................ 5 3.1.4 Communications Interfaces....................................................................................................................5 3.2 FUNCTIONAL REQUIREMENTS...................................................................................................................................... 5 This module will display details such as-...................................................................................................6 3.3 USE CASES..............................................................................................................................................................7 3.4 CLASSES / OBJECTS.................................................................................................................................................. 8 3.4.1 . Class Diagram :......................................................................................................................................... 8 ...............................................................................................................................................................................8 3.5 NON-FUNCTIONAL REQUIREMENTS.............................................................................................................................. 8 3.6 INVERSE REQUIREMENTS............................................................................................................................................ 9 3.7 DESIGN CONSTRAINTS............................................................................................................................................... 9 3.8 LOGICAL DATABASE REQUIREMENTS........................................................................................................................... 9 3.9 OTHER REQUIREMENT............................................................................................................................................... 9 4. ANALYSIS MODELS...................................................................................................................................................10 4.1 SEQUENCE DIAGRAMS............................................................................................................................................. 10 4.2 DATA FLOW DIAGRAMS (DFD)...............................................................................................................................11 4.2.1 SYMBOLS USED IN DFD......................................................................................................................................11 PROCESS ..............................................................................................................................................11

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HOSTEL MANAGEMENT SYSTEM

Software Requirements Specification

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HOSTEL MANAGEMENT SYSTEM

1. Introduction
1.1 . Purpose
In this system, we can easily manage the hostel details, room details, student records, mess expenditure, mess bill calculation, easy way of room allocation and hostel attendance. The main feature of this project is easy to allocate for the student and also easy to calculate mess bill.

1.2 . Scope
This particular project deals with the problems on managing a hostel and avoids the problems which occur when carried manually. Identification of the drawbacks of the existing system leads to the designing of computerized system that will be compatible to the existing system with the system which is more user friendly and more GUI oriented. We can improve the efficiency of the system, thus overcome the drawbacks of the existing system. The features of this software are 1. Hostel Information panel 2. Hostel Account panel 3. Student panel 4. Hostel Food panel

1.3. Definitions, Acronyms, and Abbreviations

Hotel management system The student who lived in the hostel. The warden of the hostel who manage all the things. The card issued by the hotel which contains the information of the student. Database The records of every current and old students is saved here. Account number The issued by the HMS when the new students becomes the part of the hostel. This number is on the ID card of the student. Mess status It tells the mess information of the students. Users profile It contain the students personal information. e.g.. his name, fathers name, his full address etc. HMS User Administrator ID card

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HOSTEL MANAGEMENT SYSTEM

1.4 References
[1]. DFD link from http://nptel.iitm.ac.in/courses/Webcourse-contents/IIScBANG/System%20Analysis%20and%20Design/pdf/Lecture_Notes/LNm5.pdf [2]. SRS material link from http://www.kassoftindia.com/Product/GeniusAcademic/hostelmgt.htm We take the material from the sites and follow the pattern you have given in the example.

1.5 Overview
Project statement The hostel management needs to create the hostel management system (HMS) to organize the rooms, mess, students record and the other information about the students. how many students can live in a room, and the students of the hostel can be recognized from their ID card number. Registration flow To take the membership of the hostel the students should tell the departments name to the hostel management system. He/she should fill his/her personal profile on the profile page. After this the warden issued ID # to him/her Mess Flow At the end of the month the hard copy of mess details issued to the students room, which shows the detailed of his/her messes and all the dues of the mess The student should pay the dues within 10 days after the issued of mess bill. Room process flow A room will be allocated when a student is registered in the hostel. The allocation will be on the basis of the department, semester and the session of the student. A room is only for the three students. Database flow When the new student is arrived then the administrator easily enter a new entry in the database of the system. All the information about mess and other facilities is updated easily. This database should save the record of all the current users and old students.

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HOSTEL MANAGEMENT SYSTEM

2. General Description
The system is desired to handle all the activities of the students as well as the administrative level. The system will have the ability to search the students information about his/her room mess and all the other things. Once the current and previous record is entered then the database will be updated for the new students automatically. This system is for hostel so that the primary users of the system is administrative panel.

2.1 Product Perspective

Hostel management by manual way is tedious process, since it involves work load and time consumption. In this system, we can easily manage the hostel details, room details, student records, mess expenditure, mess bill calculation, easy way of room allocation and hostel attendance. The HMS is an independent standalone system. It is totally self contained.

2.2 Product Functions

This software includes Details of hostel such as Building Information. Room Information. Student Information.

Room Allocation And Availability Management Allot the room and provide a hostel ID number. Keep track of Shifting and Exchange of rooms . Displays the available rooms.

Attendance and Visitor Record Records student's in and out attendance. Store information about visitors.

Expense Calculation Daily expense calculation. Monthly expense calculation.

Mess Bill Calculation Effective days calculation. Rate per day calculation. Total mess amount per student calculation. Page 3

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HOSTEL MANAGEMENT SYSTEM

Income And Expenditure Calculation Stock details (food, gas , milk etc). Other expenses.

2.3 User Characteristics

The user must have basic knowledge of computer. User must be aware of hostel management. User must be able handle mess panel.

2.4 General Constraints

The system is desired to handle all the activities of the students as well as the administrative level. The system will have the ability to search the students information about his/her room mess and all the other things. Once the current and previous record is entered then the database will be updated for the new students automatically. . The constrains are the amount of the hostel dues and the mess dues that are calculated in the system. These dues should be paid within 10 days. If anyone could not do the payment for some reason the system will notify the name of the student. o System will uses warden of the hostel. o The Hostel id card is necessary to use mess. o Time constraint o GUI is only in English.

o Login and password is used for identification of user and there is no facility for guest.

2.5 Assumptions and Dependencies

The following details any high level assumptions regarding the proposed changes including any restrictions regarding scope of the project. It also details any functionality limitations or environment or design limitation that may impact the design or delivery of the change. Details are also provided on any assumptions that may impact the requestor/customer/user .

Area Hostel Processes

Database Administrator Software Requirements Specification

Descriptions All other hostel related functionality and/or process and logic the system executes to manage the hostel user accounts will remain the same as the process before automation. The underlying database to be used for this system is already in place as part of the standard infrastructure. Only the warden will administer the system. Page 4

HOSTEL MANAGEMENT SYSTEM All other hostel employees will only have access permissions like any other users.

3. Specific Requirements
3.1 External Interface Requirements
3.1.1 User Interfaces o This software starts with a login form. o There are many pop - up menus in the main form which are enabled only after the proper login. o Each pop - up menu contains sub menus which will enable easy interaction. 3.1.2 Hardware Interfaces Processor : Process speed : Memory : Hard drive : Keyboard : Mouse : 3.1.3 Software Interfaces Operating system Development Front End Back End Pentium IV 1.6 GHz 512MB 80 107keys Microsoft : Microsoft windows 2000,windows XP : Netbeans 7.0.1 : Java : MYSQL

3.1.4 Communications Interfaces The only communication interface used here is a printer , which is used to print the monthly bill payments for the students.

3.2 Functional Requirements

This system contains 6 modules in it. They are given below : 1. Details of Rooms & Students. 2. Room Allocation & Availability. 3. Attendance calculation. 4. Total Expense calculation. 5. Mess bill calculation. 6. Mess income and expenditure calculation. From the above 6 modules, we divide it into 3 parts and assign each part to each group member. My modules are Details of Rooms & Students. Mess bill calculation. 3.2.1. Details of Rooms & Students

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HOSTEL MANAGEMENT SYSTEM This module will display details such as Number of rooms The capacity of each room Total number of students in the hostel Information about the hostel (Hostel name, Building information etc.) 3.2.2.Mess bill calculation In this module, the mess item expenditure for each student in the hostel is calculated for each month and the mess bill for each student in calculated and displayed. USE CASE DIAGRAM: Use case diagram is a diagram that shows the interaction between user and System to capture the users goals.

enter mess expenditure

calculate expenditure for veg

DBmanager ADMINISTRATOR calculate expenditure for non-veg

calculate mess expenditure details per day

per day

calculate mess expenditure details per month

mess bill calculation

acknowledgement for messbill request for messbill report

display mess bill report

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student

HOSTEL MANAGEMENT SYSTEM

3.3 Use Cases

Use case diagram is a diagram that shows the interaction between user and system to capture the users goals. The use case diagram for the entire system is given below .

collect&store the student details

store the availability of hostel&room details

DBmanager ADMINISTRATOR generate & update the attendance details

calculate& generate report for mess expenditure ...per day

mess bill calculation calculate& generate report for mess expenditure ...per month

Payment of messbill request for mess bill report

display mess bill report

check and verify mess bill report

update the payment details

Software Requirements Specification

student

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3.4 Classes / Objects

Class diagram is a collection of static elements such as classes and their relationships connected as a graph to each other. 3.4.1 . Class Diagram :

3.5 Non-Functional Requirements

3.5.1 Performance The system shall support up to 3 students per room. 3.5.2.Reliability The two aspects are primary concerns of the reliability requirement: System Software Requirements Specification Page 8

HOSTEL MANAGEMENT SYSTEM The system should be fully operational at any given time. In case of faults, the system should degenerate slowly and gracefully. Content Content reliability is an important issue. Not only the content should be accurate and safe, it also has to be reliable. 3.5.3 Availability The system shall be available 99.9% of the time. 3.5.4.Security The system requires the user to identify by using an ID card number at the checkout point. The HMS shall have several types of access permissions. For instance, the warden is recognized as the systems administrator, thus, the warden shall be able to perform any type of activities on the system and both the users and student profiles. At the same time, the other hostel staff members shall have restricted access to both the users and student profiles. The public in general shall be restricted from accessing any user profile. However, they shall be granted a read access on the student profile. 3.5.5. Maintainability The system shall provide the capability to backup the database. 3.5.6.Portability The HMS shall be flexible and adaptable due to future plans of expanding the system.

3.6 Inverse Requirements

3.7 Design Constraints

The Hostel Management System shall be a stand-alone system running in a Windows environment. The system shall be developed using Java and MYSQL database.

3.8 Logical Database Requirements

The database is normalized up to third level . The failures of system during any database access or any other operations can be handled by rollback to its previous state.

3.9 Other Requirement

Need a printer for providing ID card and bills.

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4. Analysis Models
4.1 Sequence Diagrams
Sequence diagram shows an interaction arranged in a time sequence . it is an alternate way to understand the overall flow of the control of the system program.

student

Administrator

DB manager

give details

enter student details update

enter mess item & eexpenditure details update

calculate(total mess expenditure)

enter attedance details update request for mess bill expenditure

calculate(total mess item expenditure/total

no.of students
publish mess fees details

Software Requirements Specification

enter the payment details

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pay the fees

update

HOSTEL MANAGEMENT SYSTEM

4.2 Data Flow Diagrams (DFD)

4.2.1 Symbols Used In DFD PROCESS

A circle represents a process Straight lines with incoming arrows are input data flows Straight lines with outgoing arrows are output data flows Processes are given serial numbers for easy reference Labels are assigned to Data flow. These aid documentation EXTERNAL ENTITIES

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A Rectangle represents an external entity . They either supply data or receive data. They do not process data DATA STORS

A Data Store is a repository of data . Data can be written into the data store and this is depicted by an incoming arrow. Data can be read from a data store and this is depicted by an outgoing arrow. External entity cannot read or write to the data store. Two data stores cannot be connected by a data flow RULES OF DATA FLOW Data can flow from -external entity to process -process to external entity Context Diagram of Registration in Hostel

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HOSTEL MANAGEMENT SYSTEM Context Diagram of Mess in Hostel

EXPANDED DFD FOR HOSTEL MESS MANAGEMENT

Students

Mess Secretary

Chief Warden

Payments

Update daily rate

Unpaid bills

Itemized bills at end of month

1 Billing system

Items used each day

Extras/Rebates Expenses Mess manager No of meals(today +3) Student billingInformation + bills

2 Software Requirements Specification Stores 3 Vendor issues& Perishable supplies Orders nonOrder Control ordering Vendors Vendor data Perishable (perishable) order Stores inventory perishable system

Items to be ssued(today Vendor data +2) tems used I Mess Secretary Mess Manager Order data (perishable) +2) requisition Vegetables and perishable to day Menu(today

Low stock (today+2) Page 13

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EXPANDED DFD-BILLING SYSTEM

Payments

Itemized bills

Mess Secretary

1.2 Calculate Students bills

Bills 1.3 Reconcile payments Students data

Unpaid bills Chief warden

Extras/Rebates

Students data

Daily rate average (upto date)

1.4 Find noOf No of meals meals to Software Requirements Specification (today + 2) cook Students data Mess Manager

1.1 Calculate Daily rate

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Expenses data

Items rate data