Functional requirements of Hostel Management System with non-functional

Functional Requirements

1. User Authentication and Authorization
   • Allow users (e.g., hostel managers, wardens, students) to create accounts, log in, and manage their profiles.
   • Implement role-based access control to restrict access based on user roles (e.g., admin, warden, student).
2. Room Allocation and Management
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   • Manage hostel rooms, including room details (e.g., room type, capacity, facilities).
   • Facilitate room allocation to students, including handling room requests, assignments, and changes.
3. Student Management
   • Maintain student profiles, including personal details, admission status, and room assignments.
   • Provide tools for updating student information and managing student records.
4. Check-in and Check-out
   • Facilitate check-in and check-out processes for students, including managing arrival and departure dates.
   • Provide tools for tracking student occupancy and managing room availability.
5. Billing and Payments
   • Manage hostel fees, including setting fee structures, generating invoices, and processing payments.
   • Provide tools for tracking payments, handling fee adjustments, and generating billing reports.
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6. Inventory Management
   • Manage hostel inventory, including items such as furniture, appliances, and supplies.
   • Track inventory usage, handle procurement, and manage maintenance.
7. Maintenance Requests
   • Allow students to submit maintenance requests for issues in their rooms or common areas.
   • Provide tools for tracking, assigning, and managing maintenance tasks and resolutions.
8. Visitor Management
   • Track and manage visitor information, including visitor check-ins, check-outs, and access permissions.
   • Provide tools for maintaining visitor logs and managing visitor requests.
9. Event and Activity Management
   • Manage hostel events and activities, including scheduling, organizing, and tracking participation.
   • Provide tools for promoting events and managing student registrations.
10. Reporting and Analytics
    • Generate reports on hostel occupancy, billing, maintenance, and inventory.
    • Provide analytics on student demographics, room usage, and overall hostel performance.
11. Communication and Notifications
    • Send notifications and alerts to students and staff regarding important updates, events, and announcements.
    • Facilitate communication between students, hostel staff, and management through messaging or forums.
12. Emergency Management
    • Provide tools for managing emergency situations, including reporting emergencies and coordinating responses.
    • Ensure communication of emergency procedures and alerts to students and staff.
13. User Interface and Experience
    • Provide an intuitive and user-friendly interface for managing hostel operations, student interactions, and reporting.
    • Ensure ease of navigation and accessibility features for users with different needs and abilities.

Non-Functional Requirements

1. Performance
   • Ensure quick response times for room allocation, billing, maintenance requests, and reporting.
   • Handle high volumes of user interactions and data efficiently.
2. Scalability
   • Support the addition of new features, users, and rooms as the hostel grows.
   • Scale to accommodate increasing data volumes and user traffic.
3. Reliability
   • Ensure high system availability with minimal downtime.
   • Implement backup and recovery procedures to protect data and ensure business continuity.
4. Security
   • Protect sensitive student and financial data with encryption and secure access controls.
   • Implement measures to prevent unauthorized access, data breaches, and tampering.
5. Usability
   • Provide an intuitive and user-friendly interface for managing hostel operations, student interactions, and reporting.
   • Ensure ease of navigation and accessibility features for users with different needs and abilities.
6. Maintainability
   • Design the system for easy updates, maintenance, and troubleshooting.
   • Provide clear documentation for system administrators, hostel staff, and support personnel.
7. Compatibility
   • Ensure compatibility with various devices (e.g., desktops, tablets, smartphones) and web browsers.
   • Integrate seamlessly with other systems and software used in hostel management.
8. Data Integrity
   • Ensure accuracy and consistency of student data, billing information, and room assignments.
   • Implement validation checks and error-handling mechanisms to maintain data quality.
9. Support and Documentation
   • Provide user manuals, help guides, and support resources for troubleshooting and training.
   • Offer technical support for system issues and maintenance.
10. Auditability
    • Maintain logs of system activity, room assignments, billing transactions, and user actions for auditing purposes.
    • Provide audit trails for hostel operations, financial transactions, and system access.