Introduction

1 Purpose
The Software Requirements Specification (SRS) will provide a detailed description of requirements for
the Hostel Management System (HMS). This SRS will be helpful for complete understanding what is to
be expected from the newly introduced system which is to be constructed. The clear understanding of the
system and its functionality will allow for the correct software to be developed for the end user and will
be used for the development of the future stages of the project.This SRS will provide the foundation of
the project. From this SRS, the Hostel Management System can be designed, constructed and finally
tested. The Project team will use the SRS to fully understand the expectations of the HMS to construct the
appropriate software. The hostel end users will be able to use the SRS as a “test” to see if the constructing
team will be constructing the system to their expectations.

1.2 Objective
●To deal with Hostel Management System in an easy and an efficient manner.
● Create strong and secrete database that allow for any connection in a secret way, to prevent any outside
or inside attacks.

1.3 Scope of the Project

● Hostel Management System is designed for Hostel (like schools, Universities). ● There will be
predefined criteria for the Reservation to the hostels. ● He/She checks the attested application forms of
the students obtained from the internet and verify it with the student database. ● If the students are found
eligible then they are allotted to the hostel Room.

1.4 Overview
Hostel Room Allocation System is a web application which aims at computerization of current procedure
of allocating hostel rooms. Currently the process involves students filling up the forms and submitting
them in respective hostel offices which involves a lot of paperwork, hence less efficient.
 Definitions, Acronyms, and Abbreviations
Definitions
1. User: An individual who interacts with the hostel management system, which may include
students and administrators.
2. Admin: A user with elevated privileges responsible for managing the hostel operations, including
users and room bookings.
3. Booking: The process by which a user reserves a room for a specified duration.
4. Room: An individual living space within the hostel, characterized by its number, capacity, and
pricing.
5. Payment Gateway: A service that authorizes and processes payments for bookings made through
the website.
6. Frontend: The part of the application that users interact with directly, typically comprising
HTML, CSS, and JavaScript.
7. Backend: The server-side of the application that handles business logic, database interactions,
and user authentication.
Acronyms
1. SRS: Software Requirements Specification
2. CRUD: Create, Read, Update, Delete (basic operations for data management)
3. HTTP: Hypertext Transfer Protocol (used for transmitting data on the web)
4. SSL: Secure Sockets Layer (protocol for establishing secure connections)
5. AJAX: Asynchronous JavaScript and XML (a technique for creating dynamic web pages)
6. UI: User Interface (the visual part of the application that users interact with)
7. UX: User Experience (the overall experience of a person using the application)
Abbreviations
1. DB: Database
2. API: Application Programming Interface
3. OS: Operating System
4. HTML: Hypertext Markup Language
5. CSS: Cascading Style Sheets
6. JS: JavaScript
7. PM: Project Manager
1.5 References
Internet Sources:

http://www.mindlogicx.com/mindQ.html

http://www.thehindu.com/todays-paper/tp-national/vtu-to-adopt-online-question-paper-delivery-system/
article3444017.ece

http://examform.vtu.ac.in/

http://www.weshinetech.biz/html/en/product_qpd.html

http://timesofindia.indiatimes.com/topic/question-paper-delivery-system/news

http://www.asp.net/contact-us

https://docs.oracle.com/en/database/database.html

http://www.w3schools.com/sql/

http://www.tutorialspoint.com/sql/
 General Description

2.1 Product Perspective

The Hostel Management System is a web-based application designed to facilitate the efficient
management of hostel operations. The system will integrate various functionalities essential for both users
(students) and administrators, providing a comprehensive solution for room bookings, user management,
and payment processing.

2.2 Proposed System

The Proposed System outlines the features, architecture, and technologies that will be utilized in
developing the Hostel Management System. This section provides a clear vision of how the system will
function and the benefits it aims to deliver.

2.2.1 System Overview

The Hostel Management System is designed to streamline the process of managing hostel operations. It
will provide a centralized platform for students to book rooms and for administrators to oversee various
functionalities, ensuring efficiency, transparency, and enhanced user experience.

2.2.2 Key Features

1. User Registration and Authentication:
o Allow users (students and admins) to create accounts and securely log in.

o Implement role-based access control to differentiate functionalities for students and

administrators.
2. Room Management:
o Admins can add, edit, or remove room listings.

o Display available rooms with details such as capacity, amenities, and pricing.

3. Booking System:
o Students can search for available rooms based on criteria like date, capacity, and price.

o Enable users to book rooms and view their booking history.

4. Payment Processing:
o Integrate with payment gateways (e.g., Stripe, PayPal) for secure online payments.
 o Generate invoices and receipts for completed transactions.

5. User Dashboard:
o Provide a personalized dashboard for users to manage their bookings, view payment
history, and update profile information.
6. Admin Dashboard:
o Offer administrators a comprehensive dashboard to monitor bookings, manage users, and
generate reports on occupancy and revenue.
7. Notification System:
o Implement email notifications for booking confirmations, reminders, and important
updates.
8. Analytics and Reporting:
o Include analytics features for admins to track user engagement, occupancy rates, and
financial reports.

2.3 Product Functions

The Product Functions section details the core functionalities that the Hostel Management System will
provide. Each function is designed to fulfill specific user needs and enhance the overall experience.
2.3.1 User Registration and Authentication
 Functionality: Allow users to create accounts and securely log in.
 Details:
o Users will provide basic information (username, email, password).

o Passwords will be securely hashed and stored.

o Role-based access control will differentiate between students and administrators.

2.3.2 Room Management

 Functionality: Admins can manage room listings.
 Details:
o Admins can add, edit, or remove room details, including capacity, amenities, and pricing.

o Real-time availability status will be displayed.

2.3.3 Booking System

  Functionality: Facilitate room bookings for students.
 Details:
o Students can search for available rooms based on criteria such as date and capacity.

o Users can select rooms, specify duration, and confirm bookings.

2.3.4 Payment Processing

 Functionality: Handle secure online payments.
 Details:
o Integration with payment gateways (e.g., Stripe, PayPal) for transaction processing.

o Generation of payment receipts and invoices for users.

2.3.5 User Dashboard

 Functionality: Provide a personalized interface for students.
 Details:
o Users can view and manage their bookings, update personal information, and access
payment history.
2.3.6 Admin Dashboard
 Functionality: Enable administrators to manage operations.
 Details:
o Admins can view all bookings, manage users, and generate reports on occupancy and
revenue.
2.3.7 Notification System
 Functionality: Send notifications to users.
 Details:
o Email alerts for booking confirmations, reminders, and important updates.

2.3.8 Analytics and Reporting

 Functionality: Provide insights into system usage.
 Details:
o Admins can access analytics on user engagement, occupancy rates, and financial metrics.

2.4 User Characteristics

This section outlines the characteristics of the different user classes that will interact with the Hostel
Management System.
2.4.1 Students
 Technical Skills: Basic familiarity with web applications and online services.
 Requirements:
o Simple, intuitive interface for booking rooms.

o Access to personal booking history and payment details.

2.4.2 Administrators
 Technical Skills: Moderate to high technical proficiency, familiar with database management and
web applications.
 Requirements:
o Advanced features for managing users, bookings, and generating reports.

o Ability to handle system configurations and updates.

2.4.3 Support Staff

 Technical Skills: Basic computer skills; familiarity with operational procedures.
 Requirements:
o Access to functionalities for reporting issues and updating room statuses.

2.5 General Constraints

This section outlines any constraints that may impact the design and development of the Hostel
Management System.
2.5.1 Performance Constraints
 The system must handle up to 500 concurrent users without significant performance degradation.
 Page load times should not exceed two seconds under normal operational conditions.
2.5.2 Security Constraints
 Compliance with data protection regulations (e.g., GDPR) for user data handling and storage.
 Implementation of secure communication protocols (HTTPS) for all transactions.
2.5.3 Technological Constraints
 The system will be developed using C++ for backend processing, which may limit the use of
certain libraries or frameworks commonly used in web development.
2.5.4 Budget Constraints
 Development and operational costs should remain within the allocated budget for the project,
impacting technology choices and resource allocation.
2.6 Assumptions and Dependencies

This section identifies the assumptions made during the development of the Hostel Management System
and any dependencies that may affect its functionality.
2.6.1 Assumptions
 All users will have reliable internet access to use the web application.
 Users will possess basic computer skills to navigate the system effectively.
 The hosting infrastructure will be stable and reliable to ensure consistent access.
2.6.2 Dependencies
 The system’s functionality relies on third-party services for payment processing and hosting.
 Availability of cloud services for database hosting and application deployment.
 Dependence on external APIs for features such as email notifications and analytics tracking.
 Specific Requirements
3.1 External Interface Requirements
External interface requirements define how the system interacts with other systems, users, and devices.
3.1.1 User Interfaces
 Web Interface:
o The system will feature a responsive web interface accessible through modern web
browsers (e.g., Chrome, Firefox, Safari).
o Interfaces for different user roles:

 Student Interface:
 Home page displaying room availability, search functionality, and
booking options.
 User dashboard for managing bookings and profile settings.
 Admin Interface:
 Dashboard displaying user statistics, room management options, and
booking overviews.
 Forms for adding, editing, and deleting room listings.
 Design Considerations:
o The UI will follow a consistent design language, including colors, typography, and
layout.
o Accessibility features will be implemented to ensure compliance with standards (e.g.,
WCAG).
3.1.2 Hardware Interfaces
 User Devices:
o The application will be accessible on standard devices (desktops, laptops, tablets, and
smartphones) that meet basic web browsing requirements.
 Server Requirements:
o The hosting environment should support the required operating system (Linux/Windows),
web server (Apache/Nginx), and database management system (MySQL/PostgreSQL).
o Recommended minimum server specifications:
  CPU: 2 cores
 RAM: 4 GB
 Storage: 100 GB SSD
3.1.3 Software Interfaces
 Web Server Software:
o The system will utilize a web server (e.g., Apache or Nginx) to handle HTTP requests
and serve web pages.
 Database Management System:
o The application will interface with a relational database (e.g., MySQL or PostgreSQL) for
data storage and retrieval.
 Payment Gateway API:
o Integration with payment processing services (e.g., Stripe, PayPal) to handle transactions
securely.
 Email Service Provider:
o Integration with an email service (e.g., SendGrid, Mailgun) for sending notifications and
confirmations.
3.1.4 Communications Interfaces
 Communication Protocols:
o The application will use HTTP/HTTPS protocols for secure data transmission between
the client and server.
 API Communication:
o RESTful APIs will be exposed for external integrations, allowing third-party applications
to interact with the hostel management system.
o APIs will support operations such as:

 Fetching room availability

 Creating and managing bookings
 User registration and authentication
 Email Notifications:
o The system will send email notifications to users for events like booking confirmations,
reminders, and system updates using standard SMTP protocols.