System Analysis and Design/Case Study Learning Objectives

System Analysis and Design Prof. V.
Rajaraman

Indian Institute of Science Bangalore
System Analysis and Design/Case Study Learning Objectives

Learning Objectives
In this module we will learn using two examples

How an informal description of a problem is analyzed to obtain a more formal
specification of requirements.
How various techniques learnt in the rest of the modules of this course are integrated
to develop a complete information system to meet requirements specifications.
How an information system is documented.

V. Rajaraman/IISc. Bangalore //V1/Sep 05/1
System Analysis and Design Prof. V.Rajaraman

System Analysis and Design/Case Study Motivation

Motivation

It is necessary at the end of a course to understand how various techniques learnt as
separate modules can be used together in some full case studies. This integrated the
learning experience.
By following the case study analysis and design a student will learn how to go
through a step-by-step process and finally document the designed step.

V. Rajaraman/IISc. Bangalore //V1/Sep 05/1
V.Rajaraman M15/V1/2004 1
Case Study
Analysis and design of a journal acquisition
system
Analysis and design of a data processing system
for small hotel
In this module we will learn using two examples
1. How an informal description of a problem is analyzed to
obtain a more formal specification of requirements
2. How various techniques learnt in the rest of the modules
of this course are integrated to develop a complete
information system to meet requirements specifications
3. How an information system is documented
Learning Goals
Motivation
1. It is necessary at the end of a course to understand
how various techniques learnt as separate modules
can be used together in some full case studies. This
integrated the learning experience
2. By following the case study analysis and design a
student will learn how to go through a step-by-step
process and finally document the designed step.

System Analysis and Design/Case Study Case Study
Case Study 1
A Brief Outline Of Analysis And Design Of System For Room Booking
In A Hotel
Statement Of Problem
This project addresses the information required by a hotel to book rooms and clear the bills
of customers. The hotel decides to computerize room booking and customer checkout
formalities. The hotel has various types of rooms. It wants to allow booking online through
the internet besides normal booking by phone, letter and also spot booking on arrival of the
customer. The hotel management is willing to invest in a PC with internet connection. It is
also willing to train the staff at the reception desk to handle computerized booking. It is
unwilling to invest in local network in the hotel, which would allow on-line updating of
customer charges. Customer bills are sent from restaurant, laundry etc to the reception desk
accountant for manual updating of accounts. As the hotel is small with only 177 rooms, this
is feasible.
A Fact Gathering And Requirements Specification
i) Hierarchy chart of the organization

Manager

Restaurant
staff
Accounts office Communication
systems
Front desk
receptionist
Hotel Staff
ii) List of person
Manager
Front desk receptionist
House keeping
staff
Accounts staff
iii) Questions to be asked
a) What are the various rooms and their details?
b) What are the rates applicable to each type of room?
c) Is advance booking like booking via internet, phone etc to be allowed?
d) What are the facilities provided by the hotel?
e) Is the utilization of these considered as extra charges or is it included along with the
room charges?
f) What are the functions of the front desk receptionist?
g) What communications services are provided?
h) How many days ahead of stay can a room be reserved?
i) Can companies book rooms on credit and clear the bills when sent to them?
j) Can a person extend his stay?
k) What if the customer does not turn up even after he books?
iv) Records of Discussion:
a) The hotel has rooms in the first, second and third floor.
b) Rooms may be regular/deluxe/suite type and can be either single/double/triple.
c) Suite types are double or triple occupancy.
d) Rooms may or may not be air-conditioned.

V. Rajaraman/IISc. Bangalore M15/V1/Sep 05/1

e) All deluxe/suite types are always air-conditioned
f) The no of rooms and booking rates are shown below:
Rates per day (Rs) and No of rooms in each floor

Regular Deluxe Suite
Rate No. of rooms Rate No. of rooms Rate No. of rooms

AC Single 150 50 30 20 250 30 40 40 - - - -
Non-AC Single 100 75 - - - - - - - - - -
AC Double 250 20 30 30 400 40 20 20 500 10 30 20
Non-AC Double 175 30 10 10 - - - - - - - -
AC Triple 350 10 15 15 600 05 10 10 700 03 05 07
Non-AC Triple 275 10 05 05 - - - - - - - -
Floor G F S G F S G F S

g) Facility for online booking on the internet is to be provided. Form specifying the
customer details, room request, date of arrival, duration of stay, credit card details etc
has to be filled and submitted, and the hotel management should be able to respond
immediately.
h) A room can be booked a week well in advance with an advance payment.
Advanced booking by a company for its employees is allowed. But this requires an
advance of 50% of estimated charge to be paid. The customer can cancel anytime up
to 5:00 pm, the day prior to arrival. No cancellation charge applies, the advance
amount is refunded, unless you cancel after this time, in which case the cancellation
fee equivalent of one nights stay, is charged.
i) The check-in and checkout time for the customer is 2:00pm. He is allowed to stay
1hr after the checkout time without any charge. After that (provided the room is not
booked), he is charged with a rent of a day
j) Booking by phone is to be provided. In this case also credit card details are to be
provided and the hotel should be able to confirm reservation immediately.
k) The customer books the room and does not turn up, he also does not intimate the
hotel for canceling of rooms, then his advance amount is forfeited.
l) If the customer wants to extend his stay beyond 7 days, he needs to pay at least 50%
of his current amount balance, then he is eligible for extension.
m) If the customer wants to reduce his stay, he need to inform the hotel staff 1day prior
to the checkout time, otherwise his money will not be refunded.
n) If the customer is averse to giving his credit card details on the Internet he could
download the reservation form and send the completed form through FAX along
with credit card details.
o) The facilities provided by the hotel which the customer can avail are bar, restaurants,
room services, laundry services, travel packages, swimming pool, rooms with
computers and internet connection for surfing, shopping mall, parking garage for
overnight or short term parking, communication systems like telephone, fax, room
service, extra beds and ATM counter.
p) The modes of payments are credit card or cash or billing to companies. When the
customer checks out his/her bills include in addition to room charges extra charges
for facilities used by him such as telephone, telex, fax services, extra beds, laundry
services and Internet surfing.


q) The customer is allowed to extend his stay provided the room is vacant and is not
been booked by any other customer on the same dates.
r) The responsibility of the front office which should have access to the computer are:
(i) Room booking
(ii) Collating all bills (such as room rent, room service, restaurant,
communications) of a customer and charging it to customers room
account.
(iii) Preparing consolidated bill for a customer and collecting amount due on
departure or charging to credit card or sending it to the company booking
accommodation
(iv) After sending bill to company follow up on payment of bill.
(v) Reconciling credit card bills with payments credited to hotels account by
credit card issuing bank (periodically normally once a month)
(vi) When a bill is paid and a customer checks out of the hotel immediately
inform housekeeping to get the room cleaned and ready for the next
occupant.
(vii) When housekeeping phones and says the room is ready include in the
vacant rooms list
v) Document flow diagram



Room rent +Extra charges for
useof facilities
Response to request
Request for room
reservation through
Web/Phone/letter/spot
request/company request
Informs ready
status of the
room
Informsabout theexit
Customer
details
Informs about
the bill
settlement
Not available, list of available rooms
Accept after
checking validity
Invoice/ Receipt of cash payment
Updates
Advance/Payment
Customer
details
CUSTOMER FRONT END
OFFICE
AVAILABLE
ROOMS IN
EACH FLOOR
Checks
HOUSE
KEEPING STAFF
EXIT/CASH
COUNTER
CREDIT CARD
/CASH
FACILITIES Avails
The outputs of the Document flow diagram:
a) List of available rooms in each floor
b) Generation of invoice, including the room rent and extra charges of the facilities
availed.
c) Updating of the available room list after a customer vacates.
(B) System Specifications
(i) Detailed DFD

Room Not Available
List of available rooms
Requests for
room/Exit request
Receipt/
Invoice
ConfirmsRoomreservation
Available
Rooms
CUSTOMER
1.
Processing
a room
reservation
request

3.
Facilities
Avails


The functions of the each process in the DFD are as follows:

Functions of Process1

a. When a particular room request is obtained from the customer via Internet
browser or phone or fax, checks if the requested room is available from the
AVAILIABLE ROOM database (Room No, Type of room, Rent, Status).
Inform about the
allotment
Confirms Room
reservation
Payments
Room
request
Company
database
Update
Reconciled
accounts
Intimate about
unreconciled accounts
Credit card
payment
Receipt/Remainder
Informs vacating
rooms
Update customer
accounts
Invoices
for use
Bills for
use of
facilities
Checks
availability
Invoice
Informs the ready
status of the room
Updates
Available
rooms
Confirms room
reservation
/Informs about the
exit
Records

2.
Payment
Section
List of facilities
and its cost details
Customer
details
House keeping
staff
Bank
Company
customer

4.
Reconciliation
of accounts

b. If the requested room is available CUSTOMER DETAILS (Customer name,
Type of room, Contact Address, Credit card No, Date of Arrival, Date of
leaving) is recorded, saved in the database so that Process2 can access it.
Inform the customer about the room allotment, after Process2 sends the
confirmation of allotment
c. If the requested room type is not available intimate the customer so that
he could ask for an alternate room or try elsewhere.


d. If the customer is been sponsored by a company check for the availability of
the room from the database and confirm the allotment if available. Obtain the
customer details and inform about the allotment to the Process2.
e. The check-in and checkout time for the occupant is 2:00pm. The customer is
allowed to stay 1 hr after the checkout time without cost, after which he is
charged with day charge. Inform Process2 for the transactions.
f. If there is request for exit from the customer, inform Process 2
g. Informs the house keeping staff upon exit of a customer, so that the
room can be made ready for the next occupant.
h. Upon cancellation of room reservation or reducing the number of days
of stay request, intimate Process2, so that it can take care of forfeit
charges.
i. If the customer requires an extension, check whether the room is not
allotted to some other customer and hence is vacant. If it is vacant and
is not booked by any other customer, provide extension for stay,
otherwise deny the request.
j. Incase of a customers request to extend his stay after 7 days, the
customer is asked to pay 50% of his current account balance, provided
the room is vacant and is not booked by any other customer. Inform
Process 2. Allot the room after confirmation obtained form Process 2.
k. If the customer does not turn up after advance booking of the room and
does not send and cancellation request he is forfeited with the advance
amount. Inform Process 2 for payment transactions.
Functions of Process 2
a. For the customer who is sponsored by a company maintain his accounts in a
COMPANY DATABASE (Customer Name, Company, Type of room,
Contact Address, Date of Arrival, Date of leaving).
b. Collect advance payment from the customer either by cash or by credit card
based on the room rates and advance payment conditions. If credit card,
checks for the validity of the credit card and confirms him about the room
allocation.
c. Maintains customers accounts in CUSTOMER ACCOUNTS database
(Room no, Advance, Extra charges, Forfeited cost, Total).
d. Send the customer receipt of the current transactions.
e. Updates the AVAILABLE ROOM list in the database after allotment.
f. Inform Process 1 about the confirmation of room request.
g. At the time of the ordinary customers checkout, give the customer the
INVOICE (Customer Name, Date of Arrival, Date of Departure, Room type,
Room rent, Name of facility, Date when used, Facility cost, Last Date of
Payment, Total) and collect dues.
h. Incase of a customer who wants to extend his stay, even after 7 days of his
stay in the hotel, provide him an invoice of the current balance account and
request him to pay 50% of the dues. After payment, update the account
database and inform Process1.
i. Confirm Process1 about the exit of the customer and update the available
room database
j. Incase of cancellation, the customer can cancel anytime up to 5:00 pm, the
day prior to arrival. No cancellation charge applies, the advance amount is


refunded, unless you cancel after this time, in which case the cancellation fee
equivalent of one nights stay, is charged.
k. If the customer wants to reduce his stay he has to inform the hotel staff 1 day
prior to the checkout time, otherwise his money is not refunded.
l. Incase of a customer who has not turned up after advance booking of the
room, he is forfeited with advance amount.
Functions of Process 3:
a. Updates the customer accounts database by the details of FACILITIES
(Room no, Facility details, Cost) availed by the customer and its
corresponding charges. Sends invoices to Process 2 for updating customers
accounts.
a) Send the invoice to the company at the time of exit of customer stating the
deadline within which the due is to be settled.
b) Provide a receipt after the settlement of the dues.
c) Update the CUSTOMER ACCOUNTS database.
d) Update the RECONCILED ACCOUNTS (customer name, organization
name, room number, duration of stay, total amount) database.
e) Send a remainder to company if the accounts are not settled within the
specified deadline
f) Inform the bank about unreconciled credit card payments.
The structured English description of each process is given below:
Procedure for process1
(a) for every room request obtained from a customer do
check if the requested room is available
if the requested room is available then
record the customer details.
Inform the customer of the room allotment after Process2 confirms it.
else
intimate the customer about the non-availability of the room
end for
(b) for every room request obtained from a company on behalf of a customer do
Inform the company of the room confirmation
Record the company customer details.
Inform Process2 about the allotment.
else
Intimate the company about the non-availability of the room;
end for
(c) for every exit request by the customer do
Inform process2 about exit request;
end for
(d) for every room exit info obtained do
Inform the house keeping staff so that the room can be made ready for the next
occupant;
end for
(e) for every cancellation of room request obtained do
Inform Process2 about the cancellation;


end for
(f) for every request for extension obtained by the customer do
Check whether the room is vacant and is not booked by any other customer;
if the room is vacant then
accept the request for extension;
else
deny the request;
end if
if the customer is been staying in the hotel for 7 days and requires extension then
Inform Process2 for 50% of due settlement;
Allot the room to the customer after confirmation obtained from Process2;
end if
end for
(g) for every customer who does not turn up after advance booking of the room do
Inform Process2;
end for
(a) for every room allotment request obtained from a customer do
receive an advance payment by the customer
if the mode of payment is credit card then
check for the validity of the card
inform Process1 about the confirmation;
Send the customer the receipt of current transaction;
else if mode of payment is cash then
Collect the advance cash
Inform Process1 about the confirmation;
else
State as room not allotted;
end if
end for
if the room is allotted then
Create the customers account to maintain the customers transactions;
Update the customer accounts database;
end if
(b) for room allotment information obtained by Process1 about the company customer do
Record the details in the company database
Update the customer accounts;
end for
(c) for every extension request obtained form Process1 then
Send the invoice to customer asking him to pay 50% of the current balance;
After payment, update the customer accounts database;
Inform Process1 to confirm allotment;
end for
(d) for every exit request obtained do
if he if not a company customer then
Give the customer the invoice by getting details from the customers account;
Collect the payment;
Update the available room database;


Inform Process1 about the exit;
else if he is an company customer then
Inform Process4 about the exit
end if
end for
(e) for every cancellation request obtained form Process1 do
if it is within 5:00 pm and one day prior to the arrival then
No cancellation fee is charged;
Cancel the booked rooms;
Update available room database;
else
Charge the customer with the cost equal to one nights stay;
Issue the cancellation receipt;
Update the customer account database;
end if
end for
(f) for every customer who has not turned up after booking the room do
forfeit his advance amount;
Issue the receipt;
end for
(g) for every customer at the time of checkout do
if the customer wants to stay 1 hr after checkout time then
the customer is not charged;
else
charge him with a days charge after 1 hour;
end if
end for
Procedure for process3:
(a) for facilities availed by the customer do
update the customers account by the price of the facility made use of;
end for
(a) for every company customer who is exiting from the hotel do
Send the invoice specifying the deadline within which the dues are to be paid to the
company;
if the mode of payment is cheque, and is within the dead line then
collect the invoice payment;
update the customers account;
update reconciled accounts database;
provide a receipt of the current transaction;
else
Send the remainder to the company;
end if
collect the invoice payment from Bank;


else if amount from the bank has not reached the hotel within the deadline then
intimate the bank about the unreconciled amount
Send a remainder to the company
end if
end for
ER DIAGRAM 1

ER DIAGRAM 2

ER DIAGRAM 3

Room Num
Room type
Check-in time
Checkout time
Cost/day
Customer Num
Customer Name
Customer type
Date of arrival
Duration
Address
Customer Num
Customer Name
Customer type
Date of arrival
Duration
Address
Customer Num
Room type
Date of arrival
Duration
Customer Num
Customer Name
Customer type
Date of arrival
Duration
Address
Customer
Request
Rooms
Room Num
Room type
Check-in time
Checkout time
Cost/day
Rooms
Room num
Customer num Allocated
to
Customer
Customer
Avails


Customer num
Facility Num
Date of use

Facility Num
Facility name
Facility Cost
Facility Details


ER DIAGRAM 4 (At the time of Exit)

Invoice Num
Customer Num
Date of payment
Customer Name
Date of Arrival
Date of departure
Room Num
Room type
Room rent
Facility Num
Name of facility
Date when used
Facility cost
Advance paid
Total
Customer Num
Customer Name
Customer type
Date of arrival
Duration
Address
Customer
Customer Num
Invoice Num
Last date for
payment
Pays
Invoice


ER DIAGRAM 5
Customer Num
Invoice Num
Last Date of payment
Customer Name
Date of Arrival
Date of departure
Room Num
Room type
Room rent
Facility Num
Name of facility
Date when used
Facility cost
Advance paid
Total
Customer Num
Customer Name
Customer type
Date of arrival
Duration
Address
Outstanding
Invoices
Invoice Num
Customer Num
Last date for
payment
Sent to
Customer


ER-DIAGRAM 6 (Incase of cancellation of room and when the customer does not turn up
after booking the room, or when he is reducing his duration of stay)

Receipt Num
Customer Num
Customer Name
Advance paid
Check-in time
Checkout time
Forfeited cost/ Cancellation fee
Balance amount

Cancellation
Receipt

Sent to
Customer

Receipt Num
Customer Num

Customer Num
Customer Name
Customer type
Date of arrival
Duration
Address

Normalized relations
Customer : Customer Num, Customer Name, Date of arrival, Duration, Address, Customer
type.
Room: Room Num, Room type, Check-in time, checkout time, Room cost/day
Customer-room relation : Customer Num, Room Num
Facilities: Facility Num, Facility name, Facility Cost
Customer-facility relation: Customer Num, Facility Num, Date of Use
Invoice : Invoice Num, Customer Num, Customer Name, Date of Arrival, Date of
Departure, Room type, Room rent, Name of facility, Date when used, Facility
cost, Last Date of Payment, Total.
Customer-pays-Invoice relation: Customer Num, Invoice Num, Last date of payment


USER INTERFACE
MAIN MENU
1. MENU A: BOOKING
2. MENU B: PAYMENT SECTION
3. MENU C: FACILITIES
4. MENU D: EXIT
5. MENU E: RECONCILIATION
6. MENU F: EXTENSIONS
1. MENU A: BOOKING
a) Types and cost of rooms
b) Conditions for booking
c) Request for customer details
d) Check for the availability of the room
e) Respond to the customer
f) Exit from MENU A
a) Accept advance payment (after checking validity if necessary)
b) Send confirmation of room allocation
c) Add the customer to the customer accounts database
d) Update the Available room database
e) Exit from MENU B
a) List of Facilities and cost details
b) Update customer account
c) Exit from MENU C
4. MENU D: EXIT
a) Send the invoice
b) Accept full payment
c) Update the Available room database
d) Inform house keeping staff
e) Exit from MENU D
a) Send the invoice
b) Accept cheque or credit card mode of payment
c) Provide a dead line for the payment
d) Send remainder if not paid within the dead line
a) Forfeit amount on cancellation
b) Display invoice
c) Print invoice
d) Update available room database
e) Exit from MENU E
CONTROL AUDIT AND TEST PLAN
USE CASE: Room reservation
Goal in context: A customer requests for a room and is allocated if available.
Primary Actor: Customer
Level: User Goal level


Precondition: Advance online booking requires that the customer has a valid credit card
and an advance payment is required if the booking is via phone. Booking on arrival requires,
if the requested room is available, 50% of the room rent to be paid.
Success Guarantees: Room requested is available and credit card must be valid incase of
advanced booking.
Failure: The requested room is not available; the Customer can select form the available list
of rooms.
Trigger: Customer sends a request for room reservation.
Scenario:
1.Customer initiates the requests.
1a. The customer can send an online request. Form specifying the customer details, room
request, date of arrival, duration of stay, credit card details etc has to be filled and submitted,
and the hotel management would respond as quickly as possible after checking the validity
of the credit card.
1b. The customer can book the room via phone. But this requires a deposit of room rent
for 1 or 2 nights be sent within 10 days to guarantee the reservation.
1c. The customer can book a room by going to the hotel personally and is allocated
the room if available and asked to pay an advance amount.
1d. Advanced booking by a company for its employees is allowed. But this requires an
advance of 50% of estimated charge to be paid.
2. Front desk receptionist checks for the list of available rooms, if available records
customer details.
2a. If the requested room is not available the customer is intimated and he could book a
room from the available list.
2b. Intimate the Payment section when there is request from the customer for exit.
2c. If the customer request for an extension check if the room is not booked by any other
customer, agree for the extension for not allotted otherwise deny the request for extension.
2d. Incase of the customer who would like to extend his stay after staying for 7 days in the
hotel, he has to pay 50% of his current account balance.
2e. Incase of cancellation, the customer can cancel anytime up to 5:00 pm, the day prior to
arrival. No cancellation charge applies, the advance amount is refunded, unless you cancel
after this time, in which case the cancellation fee equivalent of one nights stay, is charged.
2e. For a customer who has booked the room in advance but has not occupied, advance
amount is forfeited.
3. Accounts staff in the payment section manages/accepts the advance payment and
confirms room allocation after checking the validity of the credit card, if the payment was
via credit card.
3a. The Payment section maintains the customer accounts and this includes along with
room charges and advance payment, the extra charges of the facilities the customer has
availed, such as telex, telephone, fax services, extra beds, laundry services, internet surfing,
shopping mall and bar and restaurant.
3b. Upon intimation about the customers exit, sends invoice to him, after deducting his
advance payment.
3c. Cheque or Credit card mode of payment is accepted if the customer is from a company
3d. A deadline is mentioned within which the payment has to be made, otherwise a
remainder is sent.
4. The House keeping staff is informed so that the room can be made ready for the next
occupant, after the customers exit.


5. If the customer wants to reduce his stay, he need to inform the hotel staff 1day prior to
the checkout time, otherwise his money will not be refunded.
Extensions:
1. The check-in and checkout time for the customer is 2:00pm. He is allowed to stay 1hr
after the checkout time without any charge. After that (provided the room is not booked), he
is charged with a rent of a day
2. The customer is informed if the room requested is not available and he could book
another from the available list.
3. If the customer finds unsafe to book via internet he could download the reservation
form and send the completed form through FAX along with photocopy of both sides of the
credit card.
4. Bookings made must be guaranteed immediately with a credit card to reserve the room.
Channel to Primary Actor: The customer can book the room personally. Advanced
booking can be made via Internet browser, Phone or FAX.
Test plan:
1. Enter a room number, which is already allotted, during booking and see the
response.
2. Enter a room number, which is not allotted and see the response.
3. Enter an invalid credit card number and check the response.
4. Create payment transactions scenarios and see the result.
5. Use the facilities options and see if its updating the customer accounts.
6. Check the response when the customer exits
7. Check if the remainder is sent, when the deadline for payment is not met.
IMPLEMENTATION PLAN
1. Design the input screen
2. Create a database of available rooms, their cost and their status
3. Create a database for customer details
4. Create customer accounts database
5. Integrate all database and processes designed
6. Test each process designed using sample data
7. Create transactions to check the various processes mentioned in the test plan.
8. Create user manual
9. Create systems manual
10. Design users feedback form and system review plan


DATA DICTIONARY
Customer
Customer Num: Num(10), Primary Key
Holds the Unique Customer Number
Customer Name:
First Name: char (50)
Last Name: char (50)
Holds the name of the Customer
Customer Address:
Has information about the customers address
Street: char (50)
City: char (50)
State: char (50)
Zip: num (50)
Phone: num (50)
Email: varchar (50)
Date of arrival: Varchar (10)
Has the date when the customer arrived to the hotel in the form DD/MM/YYYY
Duration: Num(3)
This field contains the duration of the customers stay
Customer Type: Num(1), Not Null
Two types of customers
1 Company Customer
2 Ordinary Customer
Facilities
Facility Num: Num(2), Primary Key
Holds the serial number of each facility
Facility Name: Char(50)
Holds the name of the facility provided by the hotel.
[The list of facilities provided by the hotel is as follows:
Telephone, telex, fax services, extra beds, laundry services, internet surfing and Restaurant].
Facility Cost: Num(7)
Contains the cost charged for each facility
Room
Room Num: Num(3), Primary Key
This field contains the room number
Room type: Char(1)
The room types can be as follows:
AC Single
Non-AC Single
AC Double
Non-AC Double
AC Triple
Non-AC Triple
Room cost/day: Num(3)
Contains the cost of the room charged on daily basis
Check-in time: Varchar(7)
Records the time when the customer checked into the room
Checkout time: Varchar(7)
Record the time when the customer checked out of the room
Rooms available: Num(3)
Has a record of Number of room currently available
Invoice
Invoice Num: Num (10), Primary Key


Contains a unique Invoice number
Customer Num: Num(10)
Holds the customer number
Has the date when the customer arrived to the hotel
Date of departure: Varchar (6)
The date when the customer leaves the hotel
Room type: Char (1)
AC Single
Non-AC Single
AC Double
Non-AC Double
AC Triple
Non-AC Triple
Room rent: Num (3)
Name of facility: Char (2)
Date when used: Varchar (10)
Holds the date when the facility was used in the format DD/MM/YYYY
Facility cost: Num(3)
Last date of payment: Varchar (10)
The date within which the payment has to be made in the format
DD/MM/YYYY
Advance paid: Num(6)
Advance amount paid by the customer.
Total: Num(8)
The gross amount that the customer has to pay
Outstanding invoices
The date within which the payment has to be made in the format
DD/MM/YYYY
Customer Name:
Room type: Char(1)


AC Single
Non-AC Single
AC Double
Non-AC Double
AC Triple
Non-AC Triple
Room rent: Num (3)
Total: Num(8)
Cancellation Receipt
Receipt Num: Num (10), Primary Key
Customer Name:
Forfeited cost/ Cancellation fee: Num(6)
Contains the cost the customer will be charged upon cancellation of the booked room.
Balance: Num(8)


Case Study 1
A System For J ournal Acquisition
Statement Of Problem
A small library in an educational institution subscribes to 300 journals. It is desired to
automate the journal acquisition and subscription system. We will follow the steps given in
Table1 to analyze and design the system. The first step in design is fact gathering. The
outcome of fact gathering is given below.
Fact Gathering And Requirements Specification

LIBRARIAN

DEPUTY LIBRARIAN J OURNAL
ORGANIZATION

ii) List of persons to be interviewed
Library assistant Programmer
a. Librarian overall incharge of library
b. Deputy Librarian incharge of journal acquisition
c. Library Assistant who assists deputy librarian
iii) Questions to be asked
a. Why is the computer-based system being considered?
b. What are the basic objectives of the proposed system?
c. What is the volume of data to be processed?
d. What is the frequency of processing?
e. What are the benefits expected from the system?
iv) Records of Discussion:
a. About 300 journals are subscribed by the Library, with periodicity varying from half
yearly, monthly and quarterly
b. The journals mostly come from abroad by surface mail and take approximately three
months to reach from the date of dispatch
c. Loss of journals in mail and delay on publication is also noticed
d. If a journal is missed and a request for replacement is sent promptly the publisher
normally sends the duplicate copy free of charge
e. If the request is not sent promptly then it would be difficult to get the free copy
f. Most subscriptions are to be sent in November well ahead of start of new year.
g. As foreign exchange payment is involved, renewal an payment is required to be
made in advance
Currently the entire system is manual and is done by two scientific assistants. They handle
approximately 50 journals per week. It is found that follow up of journal acquisition is time
consuming and error prone. It is felt that follow up will be easier and faster if a PC is used.
As the volume of transactions is not large a standard PC configuration (P4 or AMD


processor, 128 MB main memory, 40GB disk, CDROM, floppy disk, 15 monitor, standard
key board, Windows2000, MSOffice) will be quite adequate. A programmer will develop all
the application software in 2 or 3 months. The system is cost effective and is feasible. A
detailed feasibility analysis is not essential in the problem.
The basic objectives of the system are:
a. To follow up regularly receipt of journals, promptly detect delay in receipt of an issue
and send a reminder to the journal publisher
b. To follow up with the publisher to send invoice for journal subscription well ahead of
time
c. To renew subscriptions of journal promptly
d. To print out each week a list of journals received to be displayed so that users know
of the arrival of journals
e. To answer queries about the status of subscription, receipts, missing issues, etc, of
any journal in the collection
The main benefits expected by using the computerbased systems are
a. Prompt follow-up with publishers to get replacement of missing issues of journals
b. Prompt renewal of subscription and follow up with accounts section. This will avoid
late payment of subscription and consequent cancellation of subscription and
missing/late issues.
c. Ability to answer enquiries about receipt of journals
d. Analyze budget for journals, allocation of money to different disciplines.
v) Document flow diagram

The outputs required from the system and frequencies of outputs are described below:
a. List of journals received - each week
b. List of completed volumes ready to be bound Once a year.
c. J ournal renewal with subscription to publishers - Before Nov 30 , each year starting
on November 1.
J ournal order and cheque
Remainder for journals
Remainder for invoice
Invoice +
Indent reference +
cheque
Invoice
copy
Indent
Received
J ournal
Information
Invoice
J ournals
Publisher Receiving
Office
J ournal
Processing
group
Invoice
Library
Purchase
section
Accounts
section
J ournals
J ournal receivedlist
d. Reminder to publishers on non-receipt of journal Aperiodic
e. Indents for journal procurement to be sent to Accounts section Before Nov1 each
year starting Oct 1
J ournals for binding list


Feasibility of the system
We saw that the system is fairly simple and straightforward to implement and can be done
with just 1 PC. The benefits here have already been listed. The cost is just that of a PC with
system software and applications. It is around Rs 35,000 at 2005 prices.
System Specifications
(i) Detailed DFD


Process 1:
1. When a journal is received check journal ordered master
2. Generate details of journal received (journal identity, name, volume, issue
no, month) and send details to Process 2.
Process 2:
1. Enter journal received detail in journal received file
2. Print list of journals received during a week
Invoice for
renewal
Request
for
invoice
Payments detail with Invoice copy
Draft details
with invoice
copy
Generate
Indent
J ournals
ready for
binding
J ournal
master
Weekly list
Received
journal details
Received
journal details
Request for missing journal issue
J ournals not
received
J ournal publisher
master
3
Generate
reminder
1
Check with
order
2
Update
journals
received and
print
Publisher
J ournal
expected
J ournal
Receivedfile
4
Renewal
process
5
Send
Payment
Purchase
section
Accounts
section
Payment
authorization
J ournal
master
J ournal
publisher
master
J ournal
master
J ournal
publisher
master
J ournal
payment
Detail file
Library
office


3. Check list of journals expected with the journals received file. Send the list of
journals expected and not received to process 3
4. When all issues of journal expected during the year have been received, send
the information to journal binding section of the library
Process 3:
1. Using the journals not received list, generate reminders to the publishers and
request replacement
Process 4:
1. In September, October and November check whether an invoice is received
from the publisher for journal due for renewal in that month. If not, send
request for invoice to the publisher.
2. When an invoice is received from the publisher, generate an indent to be sent
to the purchase section
Process 5:
1. When payment details with invoice copy are received from accounts, update
entry in journal master file, enter payment information in payment detail file
and mail payment detail with a copy of invoice to the publisher
for each journal received do
Enter journal identification code, volume and issue no.
if journal is in ordered file then
Retrieve journal details from master file and send details to Process2;
else
Give message J ournal not in master. Check identification code entered;
end for
for each journal received transaction sent by process1 do
Enter journal received file;
Print journal received in weekly list;
end for
Send list of journals received during week to the library.
At the end of each month
for each journal expected during the month do
Search in journal received file;
if not in file then send journal identification, volume no, and
not received transaction to process 3;
end for
At year end
for each journal in journal received file do
if all issues of volume received
then print journal details in binding list
end for
Send list to library
for each journal received note from process2 do
using journal identification find publisher details from J ournal-publisher master file;
print letter requesting replacement to publisher;
end for


At the end the month
for each invoice received from the publisher do
Search journal master file to find journal details;
Search publisher master file to find publisher details;
Generate indent and send to purchase section;
Enter journal ordered information in journal master file;
end for
for each payment detail received from accounts section with invoice copy do
Enter payment details in payment detail file;
Enter paid information in J ournal master file;
Send payment details with invoice to publisher;
end for
DATABASE DESIGN
(i) Data about journals: J ournals id, J ournal code (ISSN), journal
name, vol no, periodicity, parts per number, subject code, language,
publisher identification, time allowed for delivery, year of first
issue ordered renewed upto year.
(ii) Data about subscription details : J ournal identification, date of
invoice to be sent, yearly subscription, currency of subscription,
date when subscription sent, subscriber code, amount in rupees,
subscription amount in foreign country, invoice no, order no, draft
no, draft date, bank name
(iii) Data about publisher/agent supplying journal: Publisher
identification, Publishers name, address, agent or publisher.
The entity-relationship diagram for the application is shown below:

The publisher-journal relationship is one-to-many.
The normalized relations are given below.
1
N
1 1
J ournals
N
Ordered
from
1
Expected
from
Publishes
Publisher

J ournal: Journal id, journal name, journal ISSN, subject code, language, key words, number
per volume, parts per volume, month of first number, year first ordered, renewed upto year.
Publisher/Agent: Publisher id, publishers name, address, agent or publisher, publisher type.
J ournal-publisher relation: Journal-id, publisher id
J ournals Expected: Journal-id, vol, no, first no, month, periodicity, expected delay.
J ournals received: Journal-id, vol, no of issues in vol, no of issues received, last issue no
received.
J ournal payment details: Journal id, vol, order no, order date, publishers invoice no, invoice
date, foreign currency amount, rupee amount, draft no, draft date, bank no.
The relations needed by each process in the DFD:



Process Relations to be read Relations to be written

1. J ournal expected

2. J ournal J ournal received
J ournal expected

3. J ournal-publisher
Publisher

4. J ournal-publisher
Publisher
J ournal

5. J ournal-publisher J ournal payment details
J ournal

(iv) Data encoding: All journals have a standard international code
known as ISSN that can be used. In our design a simple serial
number is used as a code to reduce data entry. In this case this is
acceptable as the number of journals is quite small.
MENUS FOR DATA INPUT

MAIN MENU

AUTOMATED SERIALS CONTROL SYSTEM LIBRARY XYZ

A>ORDER PROCESSING
B>J OURNAL MAINTENANCE
C>SUPPLIER MASTER MAINTENANCE
D>QUERY
E>EXIT
ENTER YOUR OPTION
MENU A : ORDER PROCESSING
1. ADD/DELETE J OURNAL
2. REQUEST FOR INVOICE OR REMAINDER
3. INPUT INVOICE
4. PRINT INDENT LIST
5. ENTER PAYMENT DETAILS
6. PRINT PAYMENT DETAILS
7. EXIT
ENTER YOUR OPTION
MENU B: JOURNAL MAINTEINANCE
1. UPDATE J OURNAL INFORMATION
2. ENTER J OURNAL RECEIVED DETAILS
3. PRINT REMINDERS
4. EXIT
ENTER OPTION AND PRESS RETURN


MENU C: MAINTAINING PUBLISHER MASTER
1. ADD PUBLISHER NAME
2. DELETE PUBLISHER NAME
3. MODIFY PUBLISHER DETAILS
4. EXIT
ENTER OPTION AND PRESS RETURN
MENU D: ENQUIRY OR PRINTING
ENQUIRY PRINT OPTION
DISPLAY
A. RECEIVED J OURNALS 1 LIST J OURNALS YEARWISE
B. LIST OF J OURNALS BY KEYWORD 2 LIST J OURNALS ALPHABETICALLY
3 LIST NEW J OURNALS
4 LIST J OURNALS BY LANGUAGE
5 LIST J OURNALS BY KEYWORD
6 LIST J OURNALS BY SUBJ ECT
7 PUBLISHER LIST
8 MAILING LIST
9 BINDING LIST
ENTER YOUR OPTION AND PRESS Esc
CONTROL, AUDIT AND TEST PLAN
Control plan
1. Check whether duplicate copies of an issue of a journal have been received
2. Check whether invoice amount and order amount match
3. Check on Nov 30 whether total number of periodicals for which renewal
subscriptions sent equals number of titles in the subscription list
Audit plan
1. Compare total order amount with total payment amount (draft volumes)
2. Check that no duplicate renewals here been sent when duplicate invoices from
publisher is received.
Test plan:
1. Enter a wrong journal code and see the response
2. Enter a correct journal code and see the response
3. Enter a wrong journal volume and see the response
4. Enter a few journal codes expected in a month and see the response
5. Create a journal not received transaction and see the result of processing
6. Try giving year end message and see the effect
7. Create payment details transaction and enter to see the effect
8. The input screens must have prompts and messages if incorrect data is
entered.
IMPLEMENTATION PLAN
1. Codify journals being subscribed
2. Create a master database of journals with details
3. Codify publishers and agents who supply journals
4. Create a master database of publishers with addresses
5. Create journal id, publisher id, database
6. Based on knowledge of delays in delivery, enter in journal expected relation the
expected delay
7. Create a sample set of weekly, monthly and year-end transaction


8. Create transactions corresponding to receiving draft from accounts for subscription
payment.
9. Design screens for data input and query answering
10. Test each process using sample data
11. Integrate all processes and databases
12. Create user manuals
13. Create system manuals
14. Design users feedback forms and system review plan
(i) Systems manual: A one page instruction is prepared on how to use the
system. As the system is interactive with screens and prompts, no
extensive user manual is needed
(ii) Users feedback form: This form should be designed to obtain users
opinion on ease of use, ease of data input, quality of screens and system
response time
(iii) Review plan: The system is to be reviewed at the end of one year.


EXERCISES

1. PASSENGER RESERVATION SYSTEM

Assume that ABC Bus Corporation has approached you for computerizing their bus
reservation system for various destinations originating from Bangalore. The Corporation has
currently about 1000 buses spread over 60 routes operating from Bangalore to various
places. Of them, 700 are regular, 200 are semi-luxury, and remaining are super deluxe buses.
The seating capacity are 48, 42 and 36, respectively.

The Corporation would like to have at least one week advance reservation. The details
required to be provided by the passenger would be date of journey, starting point,
destination, number of seats (half or full), concession required, if any, route no., and
departure time of the service. If seats are available, your system should be able to provide
enquiry services in a variety of ways to help the passenger take a decision.

What are the route nos., which halt at the place requested by the passenger either as
a final destination or as an intermediate point?
Whether seats are available by same route no. but at a different departure time.
Whether seats are available by a different route no. on the same day.
The earliest date on which seats are available for a place by a given route no.
The cost of travel by various categories of buses (namely, ordinary, deluxe, etc) to a
destination by various routes.

The above are some of the questions that could be asked by the customer.
Two seats are reserved VIPs and/or emergency quota. However , if nobody turns up for the
same, upto half an hour before the departure, the seats are allotted to those in the waiting list
according to priority.

Concessions are given in respect of students during summer vacation. Thus they need to pay
only 50% of the actual fare. Employees and their eligible family members may travel free
once a year, by producing the appropriate identity cards. Your system must verify that the
total distance travelled by such a person does not exceed 3000km. Seats are not allowed for
half ticket but a seat may be allotted for half tickets issued.

Your system should provide a facility for cancellation. 10% of the fare shall be forfeited if
the cancellation is done atleast two days prior to the journey. 20% shall be forfeited if the
cancellation is done one day prior to the journey but not more than two days, 25% if done 8
hours and 40% for less than half an hour and up to half an hour after departure of the bus. In
all other cases the amount is forfeited. The reservation fee of Rs. 5 is always non-refundable.
J ourney can be postponed/advanced subject to availability of seats by the same route at most
once at no extra cost.

Your system would have to maintain a database of various routes originationg from
Bangalore and the fare by each of them for various categories of buses to various
destinations. Frequently the Corporation revises the fares and your system should
accommodate this. Assume that more than one counter is simultaneously active for
reservation/cancellation.


2. HOSTEL INFORMATION SYSTEM

Assume that your college hostel authorities have approached you for developing a
computerized information system that can handle hostel room allotments and keep track of
them.

You are quite familiar with the hostels. As first step, catalogue the details such as various
hostels, their capacities, types of rooms, i.e., single/double/spacious double/married students
apartments etc. Assume a suitable figure for ladies hostel also. Since the number of rooms
are less than the number of students, some students have to share a room. Assume that
research students are given priority, followed by M.E. and B.E students. Married students
are given married students apartments, if available; else they fall into general pool.

Find out how many students join/leave every year in each of the college programmes. A
student is allotted a room on joining as follows: If the student is married and married
students hostel is available and all others senior to him in his category have been allotted an
apartment; else he gets only single/double/spacious double room.

If the student is unmarried; or he is married but no married students apartment is
available, he gets either a single/spacious double/ double room, i.e., if a single room
is available and all others senior to him in this category (viz., Research/ M.E/B.E)
have been allotted the same, he also gets a single room; else he has to be given a
spacious double room. If that also is not available then allot him a double room.
Priorities based on course (Research, M.E., B.E) and within that date of joining is to
be maintained so as to give a student a better room as and when it is available. Your
system should maintain a list of hostels, rooms and details and should be able to,
Give the lists of available rooms, those occupied, those likely to become free, etc.,
Intimate students as and when their priorities increase about the new rooms which
are available and handle room allotments,
Prepare a list of students who do not vacate their rooms even after the last date of
vacating their rooms after their course is over, and
Allow students to change rooms within the same class either mutually or to any
other vacant room of the same class.

3. HOSPITAL AUTOMATION

Consider the operation of a medium size hospital. Patients data are stored and retrieved.
Further, data about the various types of and number of wards/beds/operation theatres
available and allotment of wards to patients are also maintained. The hospital authorities are
interested in computerizing this information.


The hospital has three types of operation theatres: A, B and C, respectively used for major,
minor and small operations, respectively. Wards are of two types: general and special.
General wards have capacities of 4 and 8 beds while special wards are either single or
double beds. The hospitals also has a maternity ward with 25 rooms, each of which can
accommodate 2 beds. The hospital has 20 general wards of capacity 4 and 30, general wards
of capacity 8. It has 20 special wards with 2 beds each and 10 special wards with single bed.
Moreover, the hospital has an intensive care unit with a 5-bed capacity.

The charges are given in the table below(Rs.).

General Special Maternity

4-bed 8-bed Single Double

200 150 400 300 250

Intensive care unit costs Rs. 1000/- per day.

The doctor notes down the clinical details on the patients card, which contains the
following details. The name of the patient, address, date of visit, doctors name etc.

If the patient has to be admitted, other details such as bed no., ward no., type, and date of
admission are noted. If the patient has been recommended or desires a special ward but is
currently not available, he may be admitted in a general ward and later transferred when a
bed is available.

Operation costs are not fixed and are determined on a case by case basis. When the patient is
discharged, the bed charges should be computed. To this should be added costs of medicine,
treatment, consultation fees, operation charges if any, and laboratory charges. Assume that
another subsystem of hospital information system gives you these details and is available.

Your system will have to compute equipment charges for those used by patients. Whenever
an equipment is used by the patient, the details are noted. Assume that the available
equipment are X-ray machine, infra red radiation generation machine, scanner, ultrasound
machine, etc. The charges are based on number of exposures incase of X-ray at Rs.50 per
exposure. The others are based on number of hours of usage, at Rs. 100, 150, and 200,
respectively

All the above costs are to be added and presented in final bill. Your system should keep
track of patients data, history ward/equipment usage to calculate other costs, ward/bed
allotted or otherwise, operation theatre used.

The following problems are encountered by the hospital:

Currently the hospital is not able to keep track of the free/allotted wards/beds and
their details due to frequent shifting of the patients, difficulty in tracking both
wardwise and patientwise.
Patients data, especially history is also difficult to extract.

Your system should be able to provide the following information:
Details of a patient such as when a patient was admitted, his or her charges, facilities
used, date of discharge, etc.
State of beds/wards, free/occupied etc.

4. INSURANCE

The Bangalore divisional office of XYZ Insurance Corporation of India desires to have
computerized information system and has approached you for developing the same. Assume
that the Corporation offers 2 types of policies, namely, endowment and money-back. The
endowment policy operates as follows: the policy holder pays premium until the maturity of
the policy or his death, at which time the sum assured and bonus is paid to the holder or the
nominee respectively.

The money-back scheme differs in that 25% of the sum assured is paid back to the holder
after expiry of every quarter of the policy term. For instance, consider a policy for 20 years
and Rs. 50,000 sum assured. Rs.12,500 would be paid back to the holder at the expiry of
5,10 and 15 years, respectively. At the maturity of the policy the remaining Rs12500 and the
bonus would be payable. In case of death the remaining amount of the sum assured and
bonus would be paid back to the nominee. Assume that the Bangalore division has 100,000
policy holders and 150,000 policies of which 20,000 are money back.

(i) Endowment policy. The premium to be paid is worked out based on age of the
person proposed and the term of the policy. The sample table given below shows
the annual premium payable (in Rs.) for an assured sum of Rs. 1000.
The sum assured should be a multiple of Rs.1000 and the minimum is
Rs10,000.The minimum term is 15 years. The minimum age at entry is 18 and
the maximum is 45.Premium can be paid monthly, quarterly, half-yearly, or
annually. Form tables for the above cases using these data as guideline. While
designing the tables keep in mind that the total premium paid should be slightly
lower incase of annual mode of payments, and the highest premium should be for
monthly payments, and the highest premium should be for monthly payment.

Age at entry 18 25 30 35

Policy term
15 years 70 72 74 76.25
20 years 52 53 54 56
25 years 41 42 42.75 44
30 years 34 34.5 35 -



(ii) Money back policy. The premiums are much higher than the endowment case.
Typically they would be Rs 10-20 more for every Rs 1000 sum assured. The
Amount paid as bonus by the Corporation on maturity is currently Rs.65 per Rs
1000 sum assured. This amount may be revised every year by the Corporation
depending on the profits. This holds for both types of policies. Policies may lapse
if the holder does not pay the premium for more than to two years. However, it
can be paying penalty charges if the period of lapse does not exceed five years.

The Corporation has divided Bangalore division into 15 zones for its
convenience. Each zone has a zonal manager. The Corporation also has several
agents to procure business. A proposer of a policy may do so only through an
authorized agent. These agents report to the zonal manager. Every zone has a
number of agents allotted, typically ranging from 10 to 20. Every agent must
procure a minimum of 10 customers and a policy value (combined) of at least
Rs.1.5 lakhs in order to retain his agency. Agents get commission as follows:
25% and 5% in every subsequent year. Your system should keep track of zones,
agents, policy holders and their details. In addition to operational information,
your system should handle queries such as the following:
Which agents perform consistently well/badly?
Which areas can be assigned to more agents and which have already too
many?
Which type of policies perform well/badly?

5. BOOK PUBLISHERS ASSISTANT

This system attempts to help a book publisher in maintaining details about his books,
customers, receipts/payments, etc. A book may be published afresh or it could be a new
Edition or just reprint. The copyright may belong to either the author(s) or publisher. The
publisher may reprint any number of copies if he holds the copyright. If the author holds the
copyright, he may publish only as much as is asked by the author. Further, the publisher may
have to pay royalty in such a case for every book sold.

Various book sellers, libraries, institutions, etc., order books. If the required number of
copies are available the publisher sends the books and updates his stock level. If they are not
available, he may send a partial consignment provided it is acceptable to the customer.
Payments may be either cash/credit, subject to suitable credit limits. The publisher may
decide to reprint a popular book if he holds the copyright. Otherwise he approaches the
author for consent. The author may also revise it and the publisher brings out a new edition.

Assume that the publisher has published roughly 10,000 books of various titles in various
subjects and that roughly 100 new books are oublished every year and that 100 new editions
are also brought each year. Assume that 200 reprints of various books are also published.

The minimum number of copies published is 1000. On an average about 5000 copies of each
book is published.

Your system should provide the following information:
A list of various customers, libraries, etc., placing orders has to maintained, with
relevant details.
For each customer the list of books ordered with details such as cost, address of
customer, date of order, date of delivery, qty.delivered, etc.
Details of reprints, new editions of books.
Details of current stock, books and their quantity in publication etc.
Books published by an author.
List of books in a given subject
The books that get sold out fast, the authors who are popular, etc.
The publisher would also like to send a list of new books published every year to
various customers/libraries, etc., with relevant details such as title and author.


ER DIAGRAM 1

ER DIAGRAM 2

ER DIAGRAM 3
Room Num
Room type
Cost/day
Customer Num
Customer Name
Customer type
Address
Customer Num
Room type
Date of arrival
Duration
Customer Num
Customer Name
Customer type
Address
Customer
Request
Rooms
Room Num
Room type
Cost/day
Rooms
Customer num
Room num
Allocated
to
Customer



Customer Num
Customer Name
Customer type
Address
Customer
Customer num
Facility Num
Date of use
Avails
Facilities
Facility Num
Facility name
Facility Cost
Facility Details

ER DIAGRAM 4
Customer Num
Invoice Num
Customer Name
Date of Arrival
Date of departure
Room Num
Room type
Room rent
Facility Num
Name of facility
Date when used
Facility cost
Total
Invoice Num
Customer Num
Date of payment
Customer Name
Date of Arrival
Date of departure
Room Num
Room type
Room rent
Facility Num
Name of facility
Date when used
Facility cost
Total
Customer Num
Customer Name
Customer type
Address

Customer
Customer Num
Invoice Num
Last date for payment
Pays
Invoice

ER DIAGRAM5


Customer Num
Customer Name
Customer type
Address

Invoice Num
Customer Num
Last date for payment
Sent to
Customer
Outstanding
Invoices


Customer : Customer Num, Customer Name, Address, Customer type.

Room: Room Num, Room type, Room cost/day







DATA DICTIONARY

Customer


Customer Name:

Customer Address:
Has information about the customers address
Street: char (50)
City: char (50)
State: char (50)
Zip: num (50)
Phone: num (50)
Email: varchar (50)

Has the date when the customer arrived to the hotel in the form DD/MM/YYYY

Duration: Num(3)
This field contains the duration of the customers stay

Check-in time: char(7)
Contains the time when the customer checks in to the hotel

Check-out time: char(7)
Contains the time when the customer leaves the hotel

Customer Type: Num(1), Not Null
Two types of customers

1 Company Customer
2 Ordinary Customer

Facilities

Facility Num: Num(2), Primary Key
Holds the serial number of each facility

Facility Name: Char(50)

Facility Cost: Num(7)

Room


Room type: Char(1)
AC Single
Non-AC Single
AC Double
Non-AC Double
AC Triple
Non-AC Triple

Room cost/day: Num(3)

Rooms available: Num(3)
Has a record of Number of room currently available

Invoice


Customer Num: Num(10)
Holds the customer number




Room type: Char (1)
AC Single
Non-AC Single
AC Double
Non-AC Double
AC Triple
Non-AC Triple

Room rent: Num (3)




The date within which the payment has to be made in the format DD/MM/YYYY


Total: Num(8)

Outstanding invoices




The date within which the payment has to be made in the format DD/MM/YYYY

Customer Name:




Room type: Char(1)
AC Single
Non-AC Single
AC Double
Non-AC Double
AC Triple
Non-AC Triple

Room rent: Num (3)





Total: Num(8)

Cancellation Receipt


Receipt Num: Num (10), Primary Key


Customer Name:


Forfeited cost/ Cancellation fee: Num(6)
Contains the cost the customer will be charged upon cancellation of the booked room.

Balance: Num(8)


A BRIEF OUTLINE OF ANALYSIS AND DESIGN OF
SYSTEM FOR ROOM BOOKING IN A HOTEL

STATEMENT OF PROBLEM

This project addresses the information required by a hotel to book rooms and clear the bills
of customers. The hotel decides to computerize room booking and customer checkout
formalities. The hotel has various types of rooms. It wants to allow booking online through
the internet besides normal booking by phone, letter and also spot booking on arrival of the
customer. The hotel management is willing to invest in a PC with internet connection. It is
also willing to train the staff at the reception desk to handle computerized booking. It is
unwilling to invest in local network in the hotel, which would allow on-line updating of
customer charges. Customer bills are sent from restaurant, laundry etc to the reception desk
accountant for manual updating of accounts. As the hotel is small with only 177 rooms, this
is feasible.

A FACT GATHERING AND REQUIREMENTS SPECIFICATION


Manager

Restaurant
staff
Accounts office Communication
systems
Front desk
receptionist
Hotel Staff

ii) List of persons to be interviewed
House keeping
staff

Manager
Front desk receptionist
Accounts staff

ii) Questions to be asked


a) What are the various rooms and their details?
b) What are the rates applicable to each type of room?
c) Is advance booking like booking via internet, phone etc to be allowed?
d) What are the facilities provided by the hotel?
e) Is the utilization of these considered as extra charges or is it included along with the
room charges?
f) What are the functions of the front desk receptionist?
g) What communications services are provided?
h) How many days ahead of stay can a room be reserved?
i) Can companies book rooms on credit and clear the bills when sent to them?
j) Can a person extend his stay?
k) What if the customer does not turn up even after he books?

iii) Records of Discussion:

a) The hotel has rooms in the first, second and third floor.

b) Rooms may be regular/deluxe/suite type and can be either single/double/triple.

c) Suite types are double or triple occupancy.

d) Rooms may or may not be air-conditioned.

e) All deluxe/suite types are always air-conditioned

f) The no of rooms and booking rates are shown below:

Rates per day (Rs) and No of rooms in each floor

Regular Deluxe Suite
Rate No. of rooms Rate No. of rooms Rate No. of rooms

AC Single 150 50 30 20 250 30 40 40 - - - -
Non-AC Single 100 75 - - - - - - - - - -
AC Double 250 20 30 30 400 40 20 20 500 10 30 20
Non-AC Double 175 30 10 10 - - - - - - - -
AC Triple 350 10 15 15 600 05 10 10 700 03 05 07
Non-AC Triple 275 10 05 05 - - - - - - - -
Floor G F S G F S G F S

g) Facility for online booking on the internet is to be provided. Form specifying the
customer details, room request, date of arrival, duration of stay, credit card details etc
has to be filled and submitted, and the hotel management should be able to respond
immediately.


h) A room can be booked a week well in advance with an advance payment.
Advanced booking by a company for its employees is allowed. But this requires an
advance of 50% of estimated charge to be paid. The customer can cancel anytime up
to 5:00 pm, the day prior to arrival. No cancellation charge applies, the advance
amount is refunded, unless you cancel after this time, in which case the cancellation
fee equivalent of one nights stay, is charged.

i) The check-in and checkout time for the customer is 2:00pm. He is allowed to stay
1hr after the checkout time without any charge. After that (provided the room is not
booked), he is charged with a rent of a day

j) Booking by phone is to be provided. In this case also credit card details are to be
provided and the hotel should be able to confirm reservation immediately.

k) The customer books the room and does not turn up, he also does not intimate the
hotel for canceling of rooms, then his advance amount is forfeited.

l) If the customer wants to extend his stay beyond 7 days, he needs to pay at least 50%
of his current amount balance, then he is eligible for extension.

m) If the customer wants to reduce his stay, he need to inform the hotel staff 1day prior
to the checkout time, otherwise his money will not be refunded.

n) If the customer is averse to giving his credit card details on the Internet he could
download the reservation form and send the completed form through FAX along
with credit card details.

o) The facilities provided by the hotel which the customer can avail are bar, restaurants,
room services, laundry services, travel packages, swimming pool, rooms with
computers and internet connection for surfing, shopping mall, parking garage for
overnight or short term parking, communication systems like telephone, fax, room
service, extra beds and ATM counter.

p) The modes of payments are credit card or cash or billing to companies. When the
customer checks out his/her bills include in addition to room charges extra charges
for facilities used by him such as telephone, telex, fax services, extra beds, laundry
services and Internet surfing.

q) The customer is allowed to extend his stay provided the room is vacant and is not
been booked by any other customer on the same dates.

r) The responsibility of the front office which should have access to the computer are:
(i) Room booking
(ii) Collating all bills (such as room rent, room service, restaurant,
communications) of a customer and charging it to customers room
account.

(iii) Preparing consolidated bill for a customer and collecting amount due on
departure or charging to credit card or sending it to the company booking
accommodation
(iv) After sending bill to company follow up on payment of bill.
(v) Reconciling credit card bills with payments credited to hotels account by
credit card issuing bank (periodically normally once a month)
(vi) When a bill is paid and a customer checks out of the hotel immediately
inform housekeeping to get the room cleaned and ready for the next
occupant.
(vii) When housekeeping phones and says the room is ready include in the
vacant rooms list

iv) Document flow diagram

Request for room
reservation through
Web/Phone/letter/spot
request/company request
Not available, list of available rooms
Updates
CUSTOMER FRONT END
OFFICE
AVAILABLE
ROOMS IN
EACH FLOOR
Checks


Room rent +Extra charges for
useof facilities
Response to request
Informs ready
status of the
room
Informsabout theexit
Customer
details
Informs about
the bill
settlement
Accept after
checking validity
Invoice/ Receipt of cash payment
Advance/Payment
Customer
details
EXIT/CASH
COUNTER
CREDIT CARD
/CASH
HOUSE
KEEPING STAFF
Avails FACILITIES

The outputs of the Document flow diagram:
a) List of available rooms in each floor
b) Generation of invoice, including the room rent and extra charges of the facilities
availed.
c) Updating of the available room list after a customer vacates.

B SYSTEM SPECIFICATIONS
(i) Detailed DFD

Room Not Available
List of available rooms
Checks
availability
Requests for
room/Exit request
Records
Receipt/
Invoice
ConfirmsRoomreservation
Available
Rooms
CUSTOMER
1.
Processing
a room
reservation
request

3.
Facilities
List of facilities
and its cost details
Avails



Functions of Process1

a. When a particular room request is obtained from the customer via Internet
browser or phone or fax, checks if the requested room is available from the
AVAILIABLE ROOM database (Room No, Type of room, Rent, Status).
Inform about the
allotment
Confirms Room
reservation
Payments
Room
request
Company
database
Update
Reconciled
accounts
Intimate about
unreconciled accounts
Credit card
payment
Receipt/Remainder
Informs vacating
rooms
Update customer
accounts
Invoices
for use
Bills for
use of
facilities
Invoice
Informs the ready
status of the room
Updates
Available
rooms
Confirms room
reservation
/Informs about the
exit

2.
Payment
Section
Customer
details
House keeping
staff
Bank
Company
customer

4.
Reconciliation
of accounts

b. If the requested room is available CUSTOMER DETAILS (Customer name,
Type of room, Contact Address, Credit card No, Date of Arrival, Date of
leaving) is recorded, saved in the database so that Process2 can access it.
Inform the customer about the room allotment, after Process2 sends the
confirmation of allotment.

c. If the requested room type is not available intimate the customer so that
he could ask for an alternate room or try elsewhere.


d. If the customer is been sponsored by a company check for the availability of
the room from the database and confirm the allotment if available. Obtain the
customer details and inform about the allotment to the Process2.

e. The check-in and checkout time for the occupant is 2:00pm. The customer is
allowed to stay 1 hr after the checkout time without cost, after which he is
charged with day charge. Inform Process2 for the transactions.

f. If there is request for exit from the customer, inform Process 2

g. Informs the house keeping staff upon exit of a customer, so that the
room can be made ready for the next occupant.

h. Upon cancellation of room reservation or reducing the number of days
of stay request, intimate Process2, so that it can take care of forfeit
charges.

i. If the customer requires an extension, check whether the room is not
allotted to some other customer and hence is vacant. If it is vacant and
is not booked by any other customer, provide extension for stay,
otherwise deny the request.

j. Incase of a customers request to extend his stay after 7 days, the
customer is asked to pay 50% of his current account balance, provided
the room is vacant and is not booked by any other customer. Inform
Process 2. Allot the room after confirmation obtained form Process 2.

k. If the customer does not turn up after advance booking of the room and
does not send and cancellation request he is forfeited with the advance
amount. Inform Process 2 for payment transactions.

Functions of Process 2

a. For the customer who is sponsored by a company maintain his accounts in a
COMPANY DATABASE (Customer Name, Company, Type of room,
Contact Address, Date of Arrival, Date of leaving).

b. Collect advance payment from the customer either by cash or by credit card
based on the room rates and advance payment conditions. If credit card,
checks for the validity of the credit card and confirms him about the room
allocation.

c. Maintains customers accounts in CUSTOMER ACCOUNTS database
(Room no, Advance, Extra charges, Forfeited cost, Total).

d. Send the customer receipt of the current transactions.

e. Updates the AVAILABLE ROOM list in the database after allotment.


f. Inform Process 1 about the confirmation of room request.

g. At the time of the ordinary customers checkout, give the customer the
INVOICE (Customer Name, Date of Arrival, Date of Departure, Room type,
Room rent, Name of facility, Date when used, Facility cost, Last Date of
Payment, Total) and collect dues.

h. Incase of a customer who wants to extend his stay, even after 7 days of his
stay in the hotel, provide him an invoice of the current balance account and
request him to pay 50% of the dues. After payment, update the account
database and inform Process1.

i. Confirm Process1 about the exit of the customer and update the available
room database

j. Incase of cancellation, the customer can cancel anytime up to 5:00 pm, the
day prior to arrival. No cancellation charge applies, the advance amount is
refunded, unless you cancel after this time, in which case the cancellation fee
equivalent of one nights stay, is charged.

k. If the customer wants to reduce his stay he has to inform the hotel staff 1 day
prior to the checkout time, otherwise his money is not refunded.

l. Incase of a customer who has not turned up after advance booking of the
room, he is forfeited with advance amount.


a. Updates the customer accounts database by the details of FACILITIES
(Room no, Facility details, Cost) availed by the customer and its
corresponding charges. Sends invoices to Process 2 for updating customers
accounts.


a) Send the invoice to the company at the time of exit of customer stating the
deadline within which the due is to be settled.
b) Provide a receipt after the settlement of the dues.
c) Update the CUSTOMER ACCOUNTS database.
d) Update the RECONCILED ACCOUNTS (customer name, organization
name, room number, duration of stay, total amount) database.
e) Send a remainder to company if the accounts are not settled within the
specified deadline
f) Inform the bank about unreconciled credit card payments.




(a)
for every room request obtained from a customer do
record the customer details.
Inform the customer of the room allotment after Process2 confirms it.
else
intimate the customer about the non-availability of the room
end for

(b)
for every room request obtained from a company on behalf of a customer do
Inform the company of the room confirmation
Record the company customer details.
Inform Process2 about the allotment.
else
Intimate the company about the non-availability of the room;
end for

(c)
for every exit request by the customer do
Inform process2 about exit request;
end for

(d)
for every room exit info obtained do
Inform the house keeping staff so that the room can be made ready for the next
occupant;
end for

(e)
for every cancellation of room request obtained do
Inform Process2 about the cancellation;
end for

(f)
for every request for extension obtained by the customer do
Check whether the room is vacant and is not booked by any other customer;

if the room is vacant then

accept the request for extension;
else
deny the request;
end if

if the customer is been staying in the hotel for 7 days and requires extension then
Inform Process2 for 50% of due settlement;
Allot the room to the customer after confirmation obtained from Process2;
end if

end for

(g)
for every customer who does not turn up after advance booking of the room do
Inform Process2;
end for


(a)
for every room allotment request obtained from a customer do
receive an advance payment by the customer

check for the validity of the card
inform Process1 about the confirmation;

else if mode of payment is cash then
Collect the advance cash
Inform Process1 about the confirmation;
else
State as room not allotted;
end if
end for

if the room is allotted then
Create the customers account to maintain the customers transactions;
Update the customer accounts database;
end if

(b)
for room allotment information obtained by Process1 about the company customer do
Record the details in the company database

Update the customer accounts;
end for

(c)
for every extension request obtained form Process1 then
Send the invoice to customer asking him to pay 50% of the current balance;
After payment, update the customer accounts database;
Inform Process1 to confirm allotment;
end for

(d)
for every exit request obtained do

if he if not a company customer then
Give the customer the invoice by getting details from the customers account;
Collect the payment;
Inform Process1 about the exit;
else if he is an company customer then
Inform Process4 about the exit
end if

end for

(e)
for every cancellation request obtained form Process1 do
if it is within 5:00 pm and one day prior to the arrival then
No cancellation fee is charged;
Cancel the booked rooms;
Update available room database;
else
Charge the customer with the cost equal to one nights stay;
Issue the cancellation receipt;
end if
end for

(f)
for every customer who has not turned up after booking the room do
forfeit his advance amount;
Issue the receipt;
end for

(g)
for every customer at the time of checkout do

if the customer wants to stay 1 hr after checkout time then
the customer is not charged;
else
charge him with a days charge after 1 hour;
end if
end for


(a)
for facilities availed by the customer do
update the customers account by the price of the facility made use of;
end for


(a)
for every company customer who is exiting from the hotel do
Send the invoice specifying the deadline within which the dues are to be paid to the
company;

if the mode of payment is cheque, and is within the dead line then
collect the invoice payment;
provide a receipt of the current transaction;

else
Send the remainder to the company;
end if

collect the invoice payment from Bank;
else if amount from the bank has not reached the hotel within the deadline then
intimate the bank about the unreconciled amount
Send a remainder to the company
end if
end for



ER DIAGRAM 1

ER DIAGRAM 2
Room Num
Room type
Check-in time
Checkout time
Cost/day
Customer Num
Customer Name
Customer type
Date of arrival
Duration
Address
Customer Num
Room type
Date of arrival
Duration
Customer Num
Customer Name
Customer type
Date of arrival
Duration
Address
Customer
Request
Rooms
Room Num
Room type
Check-in time
Checkout time
Cost/day
Rooms
Room num
Customer num Allocated
to
Customer



ER DIAGRAM 3

Customer Num
Customer Name
Customer type
Date of arrival
Duration
Address
Customer
Customer num
Facility Num
Date of use
Avails
Facilities
Facility Num
Facility name
Facility Cost
Facility Details


ER DIAGRAM 4 (At the time of Exit)

Invoice Num
Customer Num
Date of payment
Customer Name
Date of Arrival
Date of departure
Room Num
Room type
Room rent
Facility Num
Name of facility
Date when used
Facility cost
Advance paid
Total
Customer Num
Customer Name
Customer type
Date of arrival
Duration
Address
Customer
Customer Num
Invoice Num
Last date for
payment
Pays
Invoice

ER DIAGRAM 5

Customer Num
Invoice Num
Customer Name
Date of Arrival
Date of departure
Room Num
Room type
Room rent
Facility Num
Name of facility
D t h d


Outstanding
Invoices

Customer Num
Customer Name
Customer type
Date of arrival
Duration
Address
Invoice Num
Customer Num
Last date for
payment
Sent to
Customer

ER-DIAGRAM 6 (Incase of cancellation of room and when the customer does not turn up
after booking the room, or when he is reducing his duration of stay)



Receipt Num
Customer Num
Customer Name
Advance paid
Check-in time
Checkout time
Forfeited cost/ Cancellation fee
Balance amount

Cancellation
Receipt

Sent to
Customer

Receipt Num
Customer Num

Customer Num
Customer Name
Customer type
Date of arrival
Duration
Address


Customer : Customer Num, Customer Name, Date of arrival, Duration, Address, Customer
type.

Room: Room Num, Room type, Check-in time, checkout time, Room cost/day







USER INTERFACE

MAIN MENU

1. MENU A: BOOKING
4. MENU D: EXIT

1. MENU A: BOOKING
a) Types and cost of rooms
b) Conditions for booking
c) Request for customer details
d) Check for the availability of the room
e) Respond to the customer
f) Exit from MENU A

a) Accept advance payment (after checking validity if necessary)
b) Send confirmation of room allocation
c) Add the customer to the customer accounts database
d) Update the Available room database
e) Exit from MENU B

a) List of Facilities and cost details
b) Update customer account
c) Exit from MENU C

4. MENU D: EXIT
a) Send the invoice
b) Accept full payment
c) Update the Available room database
d) Inform house keeping staff
e) Exit from MENU D


a) Send the invoice
b) Accept cheque or credit card mode of payment
c) Provide a dead line for the payment
d) Send remainder if not paid within the dead line

a) Forfeit amount on cancellation
b) Display invoice
c) Print invoice
d) Update available room database
e) Exit from MENU E

CONTROL AUDIT AND TEST PLAN

USE CASE: Room reservation

Goal in context: A customer requests for a room and is allocated if available.

Primary Actor: Customer

Level: User Goal level

Precondition: Advance online booking requires that the customer has a valid credit card
and an advance payment is required if the booking is via phone. Booking on arrival requires,
if the requested room is available, 50% of the room rent to be paid.

Success Guarantees: Room requested is available and credit card must be valid incase of
advanced booking.

Failure: The requested room is not available; the Customer can select form the available list
of rooms.

Trigger: Customer sends a request for room reservation.

Scenario:

1.Customer initiates the requests.

1a. The customer can send an online request. Form specifying the customer details, room
request, date of arrival, duration of stay, credit card details etc has to be filled and submitted,
and the hotel management would respond as quickly as possible after checking the validity
of the credit card.

1b. The customer can book the room via phone. But this requires a deposit of room rent
for 1 or 2 nights be sent within 10 days to guarantee the reservation.


1c. The customer can book a room by going to the hotel personally and is allocated
the room if available and asked to pay an advance amount.

1d. Advanced booking by a company for its employees is allowed. But this requires an
advance of 50% of estimated charge to be paid.
2. Front desk receptionist checks for the list of available rooms, if available records
customer details.

2a. If the requested room is not available the customer is intimated and he could book a
room from the available list.

2b. Intimate the Payment section when there is request from the customer for exit.

2c. If the customer request for an extension check if the room is not booked by any other
customer, agree for the extension for not allotted otherwise deny the request for extension.

2d. Incase of the customer who would like to extend his stay after staying for 7 days in the
hotel, he has to pay 50% of his current account balance.

2e. Incase of cancellation, the customer can cancel anytime up to 5:00 pm, the day prior to
arrival. No cancellation charge applies, the advance amount is refunded, unless you cancel
after this time, in which case the cancellation fee equivalent of one nights stay, is charged.

2e. For a customer who has booked the room in advance but has not occupied, advance
amount is forfeited.

3. Accounts staff in the payment section manages/accepts the advance payment and
confirms room allocation after checking the validity of the credit card, if the payment was
via credit card.

3a. The Payment section maintains the customer accounts and this includes along with
room charges and advance payment, the extra charges of the facilities the customer has
availed, such as telex, telephone, fax services, extra beds, laundry services, internet surfing,
shopping mall and bar and restaurant.

3b. Upon intimation about the customers exit, sends invoice to him, after deducting his
advance payment.

3c. Cheque or Credit card mode of payment is accepted if the customer is from a company

3d. A deadline is mentioned within which the payment has to be made, otherwise a
remainder is sent.

4. The House keeping staff is informed so that the room can be made ready for the next
occupant, after the customers exit.


5. If the customer wants to reduce his stay, he need to inform the hotel staff 1day prior to
the checkout time, otherwise his money will not be refunded.

Extensions:

1. The check-in and checkout time for the customer is 2:00pm. He is allowed to stay 1hr
after the checkout time without any charge. After that (provided the room is not booked), he
is charged with a rent of a day

2. The customer is informed if the room requested is not available and he could book
another from the available list.

3. If the customer finds unsafe to book via internet he could download the reservation
form and send the completed form through FAX along with photocopy of both sides of the
credit card.

4. Bookings made must be guaranteed immediately with a credit card to reserve the room.

Channel to Primary Actor: The customer can book the room personally. Advanced
booking can be made via Internet browser, Phone or FAX.

Test plan:

1. Enter a room number, which is already allotted, during booking and see the
response.
2. Enter a room number, which is not allotted and see the response.
3. Enter an invalid credit card number and check the response.
4. Create payment transactions scenarios and see the result.
5. Use the facilities options and see if its updating the customer accounts.
6. Check the response when the customer exits
7. Check if the remainder is sent, when the deadline for payment is not met.

IMPLEMENTATION PLAN

1. Design the input screen
2. Create a database of available rooms, their cost and their status
3. Create a database for customer details
4. Create customer accounts database
5. Integrate all database and processes designed
6. Test each process designed using sample data
7. Create transactions to check the various processes mentioned in the test plan.
8. Create user manual
9. Create systems manual
10. Design users feedback form and system review plan




System Analysis and Design/Case Study Question Bank
Exercises
1. Passenger Reservation System
Assume that ABC Bus Corporation has approached you for computerizing their bus
reservation system for various destinations originating from Bangalore. The Corporation has
currently about 1000 buses spread over 60 routes operating from Bangalore to various
places. Of them, 700 are regular, 200 are semi-luxury, and remaining are super deluxe buses.
The seating capacity are 48, 42 and 36, respectively.
The Corporation would like to have at least one week advance reservation. The details
required to be provided by the passenger would be date of journey, starting point,
destination, number of seats (half or full), concession required, if any, route no., and
departure time of the service. If seats are available, your system should be able to provide
enquiry services in a variety of ways to help the passenger take a decision.
What is the route nos., which halt at the place requested by the passenger either as a
final destination or as an intermediate point?
Whether seats are available by same route no. but at a different departure time.
Whether seats are available by a different route no. on the same day.
The earliest date on which seats are available for a place by a given route no.
The cost of travel by various categories of buses (namely, ordinary, deluxe, etc) to a
destination by various routes.
The above are some of the questions that could be asked by the customer.
Two seats are reserved VIPs and/or emergency quota. However , if nobody turns up for the
same, upto half an hour before the departure, the seats are allotted to those in the waiting list
according to priority.
Concessions are given in respect of students during summer vacation. Thus they need to pay
only 50% of the actual fare. Employees and their eligible family members may travel free
once a year, by producing the appropriate identity cards. Your system must verify that the
total distance travelled by such a person does not exceed 3000km. Seats are not allowed for
half ticket but a seat may be allotted for half tickets issued.
You system should provide a facility for cancellation. 10% of the fare shall be forfeited if
the cancellation is done atleast two days prior to the journey. 20% shall be forfeited if the
cancellation is done one day prior to the journey but not more than two days, 25% if done 8
hours and 40% for less than half an hour and up to half an hour after departure of the bus. In
all other cases the amount is forfeited. The reservation fee of Rs. 5 is always non-refundable.
J ourney can be postponed/advanced subject to availability of seats by the same route at most
once at no extra cost.
Your system would have to maintain a database of various routes originationg from
Bangalore and the fare by each of them for various categories of buses to various
destinations. Frequently the Corporation revises the fares and your system should
accommodate this. Assume that more than one counter is simultaneously active for
reservation/cancellation.
2. Hostel Information System
Assume that your college hostel authorities have approached you for developing a
computerized information system that can handle hostel room allotments and keep track of
them.
You are quite familiar with the hostels. As first step, catalogue the details such as various
hostels, their capacities, types of rooms, i.e., single/double/spacious double/married students
apartments etc. Assume a suitable figure for ladies hostel also. Since the number of rooms
are less than the number of students, some students have to share a room. Assume that


research students are given priority, followed by M.E. and B.E students. Married students
are given married students apartments, if available; else they fall into general pool.
Find out how many students join/leave every year in each of the college programmes. A
student is allotted a room on joining as follows: If the student is married and married
students hostel is available and all others senior to him in his category have been allotted an
apartment; else he gets only single/double/spacious double room.
If the student is unmarried; or he is married but no married students apartment is
available, he gets either a single/spacious double/ double room, i.e., if a single room
is available and all others senior to him in this category (viz., Research/ M.E/B.E)
have been allotted the same, he also gets a single room; else he has to be given a
spacious double room. If that also is not available then allot him a double room.
Priorities based on course (Research, M.E., B.E) and within that date of joining is to
be maintained so as to give a student a better room as and when it is available. Your
system should maintain a list of hostels, rooms and details and should be able to,
Give the lists of available rooms, those occupied, those likely to become free, etc.,
Intimate students as and when their priorities increase about the new rooms which
are available and handle room allotments,
Prepare a list of students who do not vacate their rooms even after the last date of
vacating their rooms after their course is over, and
Allow students to change rooms within the same class either mutually or to any
other vacant room of the same class.
3. Hospital Automation
Consider the operation of a medium size hospital. Patients data are stored and retrieved.
Further, data about the various types of and number of wards/beds/operation theatres
available and allotment of wards to patients are also maintained. The hospital authorities are
interested in computerizing this information.
The hospital has three types of operation theatres: A, B and C, respectively used for major,
minor and small operations, respectively. Wards are of two types: general and special.
General wards have capacities of 4 and 8 beds while special wards are either single or
double beds. The hospitals also has a maternity ward with 25 rooms, each of which can
accommodate 2 beds. The hospital has 20 general wards of capacity 4 and 30, general wards
of capacity 8. It has 20 special wards with 2 beds each and 10 special wards with single bed.
Moreover, the hospital has an intensive care unit with a 5-bed capacity.
The charges are given in the table below(Rs.).



General Special Maternity

4-bed 8-bed Single Double

200 150 400 300 250

Intensive care unit costs Rs. 1000/- per day.
The doctor notes down the clinical details on the patients card, which contains the
following details. The name of the patient, address, date of visit, doctors name etc.
If the patient has to be admitted, other details such as bed no., ward no., type, and date of
admission are noted. If the patient has been recommended or desires a special ward but is
currently not available, he may be admitted in a general ward and later transferred when a
bed is available.
Operation costs are not fixed and are determined on a case by case basis. When the patient is
discharged, the bed charges should be computed. To this should be added costs of medicine,
treatment, consultation fees, operation charges if any, and laboratory charges. Assume that
another subsystem of hospital information system gives you these details and is available.
Your system will have to compute equipment charges for those used by patients. Whenever
an equipment is used by the patient, the details are noted. Assume that the available
equipment are X-ray machine, infra red radiation generation machine, scanner, ultrasound
machine, etc. The charges are based on number of exposures incase of X-ray at Rs.50 per
exposure. The others are based on number of hours of usage, at Rs. 100, 150, and 200,
respectively
All the above costs are to be added and presented in final bill. Your system should keep
track of patients data, history ward/equipment usage to calculate other costs, ward/bed
allotted or otherwise, operation theatre used.
The following problems are encountered by the hospital:
Currently the hospital is not able to keep track of the free/allotted wards/beds and
their details due to frequent shifting of the patients, difficulty in tracking both
wardwise and patientwise.
Patients data, especially history is also difficult to extract.
Your system should be able to provide the following information:
Details of a patient such as when a patient was admitted, his or her charges, facilities
used, date of discharge, etc.
State of beds/wards, free/occupied etc.
4. Insurance
The Bangalore divisional office of XYZ Insurance Corporation of India desires to have
computerized information system and has approached you for developing the same. Assume
that the Corporation offers 2 types of policies, namely, endowment and money-back. The
endowment policy operates as follows: the policy holder pays premium until the maturity of
the policy or his death, at which time the sum assured and bonus is paid to the holder or the
nominee respectively.
The money-back scheme differs in that 25% of the sum assured is paid back to the holder
after expiry of every quarter of the policy term. For instance, consider a policy for 20 years
and Rs. 50,000 sum assured. Rs.12,500 would be paid back to the holder at the expiry of
5,10 and 15 years, respectively. At the maturity of the policy the remaining Rs12500 and the
bonus would be payable. In case of death the remaining amount of the sum assured and


bonus would be paid back to the nominee. Assume that the Bangalore division has 100,000
policy holders and 150,000 policies of which 20,000 are money back.
(i) Endowment policy. The premium to be paid is worked out based on age of the
person proposed and the term of the policy. The sample table given below shows
the annual premium payable (in Rs.) for an assured sum of Rs. 1000.
The sum assured should be a multiple of Rs.1000 and the minimum is
Rs10,000.The minimum term is 15 years. The minimum age at entry is 18 and
the maximum is 45.Premium can be paid monthly, quarterly, half-yearly, or
annually. Form tables for the above cases using these data as guideline. While
designing the tables keep in mind that the total premium paid should be slightly
lower incase of annual mode of payments, and the highest premium should be for
monthly payments, and the highest premium should be for monthly payment.

Age at entry 18 25 30 35

Policy term
15 years 70 72 74 76.25
20 years 52 53 54 56
25 years 41 42 42.75 44
30 years 34 34.5 35 -

(ii) Money back policy. The premiums are much higher than the endowment case.
Typically they would be Rs 10-20 more for every Rs 1000 sum assured. The
Amount paid as bonus by the Corporation on maturity is currently Rs.65 per Rs
1000 sum assured. This amount may be revised every year by the Corporation
depending on the profits. This holds for both types of policies. Policies may lapse
if the holder does not pay the premium for more than to two years. However, it
can be paying penalty charges if the period of lapse does not exceed five years.
The Corporation has divided Bangalore division into 15 zones for its
convenience. Each zone has a zonal manager. The Corporation also has several
agents to procure business. A proposer of a policy may do so only through an
authorized agent. These agents report to the zonal manager. Every zone has a
number of agents allotted, typically ranging from 10 to 20. Every agent must
procure a minimum of 10 customers and a policy value (combined) of at least
Rs.1.5 lakhs in order to retain his agency. Agents get commission as follows:
25% and 5% in every subsequent year. Your system should keep track of zones,
agents, policy holders and their details. In addition to operational information,
your system should handle queries such as the following:
Which agents perform consistently well/badly?
Which areas can be assigned to more agents and which have already too
many?
Which type of policies perform well/badly?
5. Book Publishers Assistant
This system attempts to help a book publisher in maintaining details about his books,
customers, receipts/payments, etc. A book may be published afresh or it could be a new
Edition or just reprint. The copyright may belong to either the author(s) or publisher. The
publisher may reprint any number of copies if he holds the copyright. If the author holds the


copyright, he may publish only as much as is asked by the author. Further, the publisher may
have to pay royalty in such a case for every book sold.
Various book sellers, libraries, institutions, etc., order books. If the required number of
copies is available the publisher sends the books and updates his stock level. If they are not
available, he may send a partial consignment provided it is acceptable to the customer.
Payments may be either cash/credit, subject to suitable credit limits. The publisher may
decide to reprint a popular book if he holds the copyright. Otherwise he approaches the
author for consent. The author may also revise it and the publisher brings out a new edition.
Assume that the publisher has published roughly 10,000 books of various titles in various
subjects and that roughly 100 new books are oublished every year and that 100 new editions
are also brought each year. Assume that 200 reprints of various books are also published.
The minimum number of copies published is 1000. On an average about 5000 copies of each
book is published.
Your system should provide the following information:
A list of various customers, libraries, etc., placing orders has to maintained, with
relevant details.
For each customer the list of books ordered with details such as cost, address of
customer, date of order, date of delivery, qty.delivered, etc.
Details of reprints, new editions of books.
Details of current stock, books and their quantity in publication etc.
Books published by an author.
List of books in a given subject
The books that get sold out fast, the authors who are popular, etc.
The publisher would also like to send a list of new books published every year to
various customers/libraries, etc., with relevant details such as title and author.


System Analysis and Design/Case Study Learning Objectives

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

System Analysis and Design/Case Study Learning Objectives

Uploaded by

Copyright:

Available Formats

System Analysis and Design Prof. V.

You might also like