Software Requirements

Specification

for

HOSTEL MANAGEMENT
SYSTEM
Version 1.1 approved by

Lakshmi Suresh

Prepared by

Diya Ann Fernandez : VJC21CS048

Elizabeth John : VJC21CS050
Sania Issac : VJC21CS112
Sona Goji : VJC21CS119

DATE :05.03.2024
Software Requirements Specification for Hostel Management System page
ii
Table of Contents
Table of Contents...........................................................................................................................ii
Revision History............................................................................................................................iii
1. Introduction..............................................................................................................................1
1.1 Purpose..............................................................................................................................................1
1.2 Document Conventions.....................................................................................................................1
1.3 Intended Audience and Reading Suggestions...................................................................................1
1.4 Product Scope...................................................................................................................................1
1.5 References.........................................................................................................................................1
2. Overall Description..................................................................................................................1
2.1 Product Perspective...........................................................................................................................2
2.2 Product Functions.............................................................................................................................2
2.3 User Classes and Characteristics......................................................................................................2
2.4 Operating Environment.....................................................................................................................3
2.5 Design and Implementation Constraints...........................................................................................3
2.6 User Documentation.........................................................................................................................3
2.7 Assumptions and Dependencies.......................................................................................................3
3. External Interface Requirements...........................................................................................4
3.1 User Interfaces..................................................................................................................................4
3.2 Hardware Interfaces..........................................................................................................................4
3.3 Software Interfaces...........................................................................................................................4
3.4 Communications Interfaces..............................................................................................................5
4. System Features.......................................................................................................................5
4.1 Mobile-First Interface.......................................................................................................................5
4.2 Reporting & Analytics......................................................................................................................6
4.3 Security.............................................................................................................................................6
4.4 Document Management System.......................................................................................................6
5. Other Nonfunctional Requirements.......................................................................................6
5.1 Performance Requirements...............................................................................................................6
5.2 Safety Requirements.........................................................................................................................7
5.3 Security Requirements......................................................................................................................7
5.4 Software Quality Attributes..............................................................................................................7
6. Other Requirements................................................................................................................8
Appendix A: Glossary....................................................................................................................8
Appendix B: Analysis Models.......................................................................................................8
Appendix C: To Be Determined List............................................................................................8
Software Requirements Specification for Hostel Management System page iii

REVISION HISTORY

version date Reason for changes

1.0 14/02/24 Error correction, content updation

Software Requirements Specification for Hostel Management System page
iii
 [Link]
1.1 Purpose

The purpose of this project is to make an automated system to carry out different operations
of a hostel. The system will provide the ease, comfort of use to the staff of the hostel by performing
all work on computer system rather than following a paper pen approach.

1.2 Document Conventions

This document uses the following conventions :

 CPU Central Processing Unit
 DBMS Database Management System
 DFD Data Flow Diagram
 HTML Hyper Text Markup Language
 IDE Integrated Development Environment
 NK Normal Form
 SQL Structured Query Language
 WAMP SERVER Windows, Apache, MySQL, [Link]
 RDBMS Relational Database Management System

The document is prepared using Microsoft Word 2010 and has used the font types Times
New Roman . The fixed font size in this document is, for main heading 18, subheading 14 and
the rest is in 11.

1.3 Intended Audience and Reading Suggestions

The intended user of this website will be, admin who is incharge of the overall control and
maintenance of the website, the hostel administration who can provide updates regarding the fee
calculation and availability of rooms and others facilities in their particular hostel ,students those who
are the residents and their parents.

1.4 Product Scope

Hostel management system aims at developing a website that can be used at student hostel, university
dormitories, youth hostels, hostel chains, hotels, backpacker lodges and co living spaces.
Software Requirements Specification for Hostel Management System page 2

1.5 References

 Williams, R., Davis, S., Thompson, J. (2019). A Mobile Application for Hostel Management:
Enhancing Communication and Operations. In Proceedings of the 2019 IEEE International
Conference on Mobile Systems, Applications, and Services (pp. 45-56). IEEE.
 Lee, H., Chen, W., Gupta, S. (2020). An Intelligent Hostel Management System using
Internet of Things and Artificial Intelligence. In Proceedings of the 2020 IEEE International
Conference on Internet of Things (pp. 78-92). IEEE.
 Odriguez, A., Kim, S., Patel, R. (2018). Secure Hostel Management System: A Blockchain-
Based Approach. In Proceedings of the 2018 IEEE International Conference on Blockchain
(pp.145-158).IEEE.

[Link] Description
2.1 Product Perspective

A Hostel Management System (HMS) is a software platform designed to optimize and automate the
various tasks associated with managing a hostel or similar accommodation facility. Firstly, it
emphasizes an intuitive User Interface (UI) and User Experience (UX), providing a dashboard for
admin, residents and parents to easily navigate and access relevant information.
The product is divided into two parts a web application and Database.
Web application aims to provide a UI for user to interact with the system, login and get required data.
Database is supposed to store details of students.

2.2 Product Functions

This product’s main purpose is to obtain basic information from students and to meet the
requirements of database manager, students and administrator
with role-based updating and viewing rights.
Input collected from users:
 Login Credentials (for regular customers)
 Student details
 Room details
 Attendance details
 Employee details

Output Provided to users are:

 Automatic fee calculation
 Academic integration
 Fee payment
 Due details
 Complaint registration
Software Requirements Specification for Hostel Management System page 3

2.3 User Classes and Characteristics

There are only three types of users that interact with this system, referred to as residents, guardians
and administrators, and they can use the system for quite different purposes.

Admin:
 monitors all users and user transactions.
 Attendance tracking
 Has access to features like user management, room allocation, fee management, and
generating reports.
 Can set rules and regulations for the hostel.

Students :
 View available rooms, amenities, and pricing.
 Make payments and view their payment history.
 Reporting maintenance issues or requesting services.

Parents/Guardians :
 Can view their child's reservation and payment status.
 Receive notifications or alerts regarding their child's stay or payments.

2.4 Operating Environment

Hardware specification :-

CPU : i3 processor
Hard disk space : 160 GB
Display : 15 inch colour monitor
Main memory : 8 GB RAM

Software specification :-

Operating System : Windows

Framework : [Link]
Web Technologies : Html, JavaScript, CSS
IDE : Notepad++
Web Server : WAMP Server
Database : MySQL

2.5 Design and Implementation Constraints

 The information of all users must be stored in a database that is accessible by the website.
 The developed system should run under any platform i.e. Unix, Linux, windows etc.
Software Requirements Specification for Hostel Management System page 4

 There can be any security risk involved.

 Details provided by individual during his sign up should be stored in database.
 Student details can update or change by only administrator or database manager
 Time constraint
 Users must have their correct usernames and passwords to enter into their online accounts and
do actions.

2.6 User Documentation

This user documentation will guide you through the various features and functionalities of the
system to help you effectively manage hostel-related tasks. If you have any questions or encounter
issues, please contact your system administrator for assistance. Log in, reserve rooms, check in/out,
manage bookings, request facilities, give feedback, and logout for efficient hostel management.

2.7 Assumptions and Dependencies

 The details related to the students, room, mess.

 Administrator is created in the database already
 Roles and tasks are predefined.

3. External Interface Requirements

3.1 User Interfaces

1. Admin Interface
2. Student Interface
3. Parent Interface

 Admin: An admin is one who monitors all users and user transactions. Admin has to maintain
data of every student profile in database. When the request is given by user, admin checks the
availability of user account then it forwarded to the student database. Admin haves the
complete information related to every student database and all the information related to the
students. All data is maintained at the admin level.

 Student: Every student who have room in hostel have a database and a student account to
access his data. These permissions shall be showed after administrator approval. Student can
check his or her data. Also he/she can check the monthly reports of their fines and other staff.

 Parent: Every parent/guardian can login and supervise their wards, their academics and fee
payment history.
Software Requirements Specification for Hostel Management System page 5

3.2 Hardware Interfaces

Hardware Interfaces exist in computing systems between many of the components such as
various storages devices, other input output devices these are following for project
 Processor : i3 processor
 Hard disk space : 160 GB
 Display : 15 inch colour monitor
 Main memory : 8 GB RAM
 Mouse & Keyboard

An internet connection to allow the browser software interfaces to connect to the internet to
access the files of the website.
All server-side components must execute on server-class computers. All client-side
components must execute on workstation-class and personal-class computers.

3.3 Software Interfaces

Operating System : Windows

Framework : [Link]
Web Technologies : Html, JavaScript, CSS
IDE : Notepad++
Web Server : WAMP Server
Database : MySQL

 Name: Google Chrome

Mnemonic: Chrome
Version number: 6
Source: [Link]/chrome
Purpose: To allow remote access of the website and downloading of files via the internet.

 Name: Apple Safari

Mnemonic: Safari
Version number: 5.0.2
Source: [Link]
Purpose: To allow remote access of the website and downloading of files via the internet.

 Name: Microsoft Internet Explorer

Mnemonic: IE
Specification number IE7, IE8
Version number: 7.0, 8.0
Source: [Link]
Purpose: To allow remote access of the website and downloading of files via the internet.
3.4 Communications Interfaces

The system shall be a standalone product that does not require any communication
interfaces.
Software Requirements Specification for Hostel Management System page 6

[Link] Features
With so many benefits, its’s worth exploring the development of enterprise web application. Now,
let’s check some of the most significant elements that we plan to implement on our web application.

4.1 Feedback and Review Management

Continuous improvement is key in the hospitality industry. These systems often include tools for
collecting guest feedback and managing online reviews. By monitoring and responding to guest
reviews, hostels can enhance their reputation and address any issues promptly.

4.2 Security and Access Control

Security is paramount in any accommodation establishment. A good Hostel Management System
offers access control features, such as key card management, ensuring that only authorized individuals
can enter specific areas of the hostel, thus enhancing guest safety.

4.3 Scalability for Future Growth

As hostels grow and evolve, their needs may change. Effective Hostel Management Systems are
scalable, allowing hostels to expand their operations without outgrowing their management solution.
Incorporating these features into a Hostel Management System empowers hostel owners and
managers to efficiently run their businesses while providing an exceptional experience for their
guests. By embracing technology and investing in a quality system, hostels can stay competitive in a
rapidly changing hospitality landscape.

4.4 Integrated Communication Tools

Effective communication is vital in hostel management. With integrated communication tools, such as
messaging and email systems, hostel owners and managers can effortlessly stay in touch with guests,
resolve issues, and send out important announcements, enhancing the overall guest experience.

4.5 Mobile Accessibility with Hostel Management Apps

In today’s fast-paced world, mobility is key. A quality Hostel Management System often comes with
a mobile app that allows hostel staff to manage reservations, check-ins, and guest requests on the go.
This feature is particularly valuable for hostel owners and managers who need to stay connected while
away from the front desk.
Software Requirements Specification for Hostel Management System page 7

5. Other Nonfunctional Requirements

5.1 Performance Requirements

 Response Time: The system should respond to user inputs within a reasonable time frame,
ensuring quick and efficient interaction.
 Scalability: The system should be able to handle an increasing number of users, rooms, and
transactions without significant degradation in performance.
 Ensure enough resources (RAM, Disk space) is made available
 Availability: The system should be available for use 24/7, with minimal downtime for
maintenance or upgrades.
 Data Backup: Regularly back up critical data to prevent loss in the event of system failures or
disasters.
 Disaster Recovery: Have a plan in place to recover the system in case of a catastrophic
failure, ensuring minimal data loss and downtime.

5.2 Safety Requirements

 Monitoring usage of your website closely.

 Make sure you don't disclose your website users' personal information
 Using HTTPS for all forms and sensitive data, avoiding pop-ups and using a simple consistent
domain name..

5.3 Security Requirements

 Any keys and data used for the application development should be stored securely.
 Only the development personnel should be able to connect to the databases.
 Databases should be safe from outside interference
 Data Security: The system should ensure the confidentiality, integrity, and availability of
sensitive data, such as student information and financial records.
 Access Control: Implement robust access controls to ensure that only authorized personnel
can access specific functionalities and data.

5.4 Software Quality Attributes

 Reliability and Availability: The project shall provide storage of all database on redundant
computer with oracle database.
 Maintainability: The system shall provide the capability to back up the database.
 Portability: The Hostel Management System shall run on any Microsoft Windows
environment.
 Flexibility: Ability to add new features to the system and handle them conveniently.
 Reusability: What is ability to use the available components of the system in other.
 Efficiency: How much less number of resources and time are required to achieve a particular
task through the system.
Software Requirements Specification for Hostel Management System page 8

6. Other Requirements
6.1 Privacy Policies

The data entered by the students will be managed by the system administrator and will be transferred
to the hostel admin for room allotment and fee payment, our system donot permit transfer of such
personal data to a third party.

6.2 Collection of Personal Information

There are specific laws that govern the collection of personal information, such as name, email
address, phone numbers, etc. As such, we need to determine what information is collected by your
website, how that information is used, and what laws apply.

6.3 Secure transactions

More reliable and secure transactions can be done by the students and parents. The payment can be
verified and confirmation will be given.

Appendix A: Glossary
This document contains terms
 DB: Database
 HTTPS: Hypertext Transfer Protocol Secure
 RAM: Random Access Memory
 SRS: System Requirement Specification
 DFD: Data Flow Diagram
 ERD: Entity Relationship Diagram
 HMS: Hostel Management System
 User: The student who lived in Hostel
Software Requirements Specification for Hostel Management System page 9

Appendix B: Analysis Models

Appendix C: To Be Determined List
 To determine the amount to be paid through automatic fee calculation.
 Integration with External Systems: Determine if the system needs to integrate with other
campus or organizational systems, like academic databases or financial systems.