HOTEL MANAGEMENT SYSTEM

PROJECT DESIGN AND ANALYSIS Table of contents:
1.Executive summary 2.Projectscope,objective,deliverables. 3.cost and budjet management. 4.schedule management(milestone and work control) 5.Risk management plan 6.project controls and reporting plan.

the HMS can be designed. The clear understanding of the HMS and its’ functionality will allow for the correct software to be developed for the end user and will be used for the development of the future stages of the project. The hotel end users will be able to use this SRS as a “test” to see if the software engineers will be constructing the system to their expectations. 2*SCOPE.1*EXECUTIVE SUMMARY: The Software Requirements Specification (SRS) will provide a detailed description This SRS will allow for a complete understanding of what is to be expected of the HMS to be constructed. From this SRS. The third subsystem is a General Management Services and Automated . The second subsystem is the Tracking and Selling Food System that charges the current room. and finally tested. This SRS will provide the foundation for the project. The software engineers will use the SRS to fully understand the expectations of this HMS to construct the appropriate software. constructed. OBJECTIVES AND DELIVERABLES: The software product to be produced is a Hotel Management System which will Automate the major hotel operations. This SRS will be used by the software engineers constructing the HMS and the hotel end users. If it is not to their expectations the end users can specify how it is not to their liking and the software engineers will change the SRS to fit the end users’ needs. The first subsystem is a Reservation and Booking System to keep track of reservations and room availability.

1. which are defined in section 3.Tasks System which generates reports to audit all hotel operations and allows modification of subsystem information. totally self contained. The end users’ day-to-day jobs of managing a hotel will be simplified by a considerable amount through the automated system. Without automation the management of the hotel has become an unwieldy task. Both user types can access the Reservation and Booking System and the Food Tracking and Selling System. The Hotel Management System’s objective is to provide a system to manage a hotel that has increased in size to a total of 100 rooms. 1 The Overall Description Describes the general factors that affect the product and its requirements.1Product Perspective The HMS is an independent stand–alone system. The General Management System will be restricted to management users. The system will be able to handle many services to take care of all customers in a quick manner. This section does not state specific requirements. easy to use. Instead it provides a background for those requirements. It is . These three subsystems’ functionality will be described in detail in section 2Overall Description. There are two en users for the HMS. The system should be user appropriate. provide easy recovery of errors and have an overall end user high subjective satisfaction. The end users are the hotel staff (customer service representative) and hotel managers. and makes them easier to understand.

amount owed by customer. actual check in date and time.1. credit card number. number of occupants.1 Hardware Interfaces The HMS will be placed on PC’s throughout the hotel. confirmation number. default room rate(may be changed).2 Software Interfaces All databases for the HMS will be configured using Oracle 8i. assigned room. expected check out date and time.1.2Product Functions Reservation and Booking System  Allows for typing in customer information  Has a default room rate that is adjustable  Includes a description field for the changed rate  When a customer checks in. whether or not the room is guaranteed. These can be modified by the end users. automatic cancellation date. These databases include hotel rooms and customers information. the room number will be changed to occupied in the database  Ability to modify a reservation . last name. phone number. expected check in date and time. 1. The customers information database will contain all the information of the customer such as first name.2. The room database will include the room numbers and if they are vacant or occupied. and abbreviated customer feedback. 1.

future occupancy. deletion and modification of information on rooms and rates. user profiles  Creation of users and assigning passwords 1. menu items and prices. adds an extra night to amount owed and provides a report  Records that room is vacant  Records payment  Allows for space to write customer’s feedback Tracking and Selling Food System  Tracks all meals purchased  Charges the current room as necessary General Management Services and Automated Tasks System  Reports generated to audit hotel occupancy. room revenue.3Apportioning of Requirements . When no rooms are available and a customer would like to extend their reservation their information will be placed in a database and when there are rooms available the first customer on the list will have the room  When a customer checks out the amount owed is displayed  If the internal clock states that is a customer’s time to have checked out and customer has not checked out.2User Characteristics Educational level of HMS computer software – Low Experience of HMS software – None Technical Expertise – Little 1. and food revenue  Exception reports listing exceptions to the normal cost  Allows addition.

.The audio and visual alerts will be deferred because of low importance at this time.

1External Interfaces The Hotel Management System will use the standard input/output devices for a personal computer. accept payment type/credit card Modify room stay (e. update/save reservation.1 User Interfaces The User Interface Screens are described in table 1. modify reservation. and use case descriptions.g. This includes the following:  Keyboard  Mouse  Monitor  Printer 2. check-in customer (with Check-in . adjust room rate. that when combined with the system context diagram..1. new credit card). Table 1: Hotel Management User Interface Screens Screen Name Login Reservati on Description Log into the system as a CSR or Manager Retrieve button. 2. cancel reservation. is sufficient to enable designers to design a system to satisfy those requirements. use cases. change reservation.2 Specific Requirements This section contains all the software requirements at a level of detail. and testers to test that the system satisfies those requirements.

and delete users. change password Create.2 Software Interfaces The system shall interface with an Oracle or Access database. and delete meal items and prices Select. special requests. 2.1. adjust room rate.1. accept payment type/credit card Checkout customer.Screen Name Description or without a reservation). view. . generate meal bill Add or update customer records Availability and rates Create. modify. modify order. generate bill Accept payment for room and food Checkout Hotel Payme nt Room Service /Restau rant Customer Record Administe r Rooms Administe r User Administe r Meals Reports Create order. view order. and delete reports 2. save. modify.3 Hardware Interfaces The system shall run on a Microsoft Windows based system. cancel order.

1. describing the reason for changing the default room rate. refer to the use cases.The system shall record the room number.4 Communication Interfaces The system shall be a standalone product that does not require any communication interfaces.The system shall record the customer’s phone number.The system shall record the number of occupants. 1.The system shall display the default room rate. 1.9. For further details. and Management. Food. 1.2.6.The system shall generate a unique confirmation number for each reservation. 1. 1. The system shall allow the default room rate to be changed. Reservation/Booking 1. The system shall record the expected check-in date and time. 1.The system shall display whether or not the room is guaranteed. The functional requirements for the system are divided into three main categories. Reservation/Booking.2. 1. . The system shall record the expected checkout date and time.7.3.8. The system shall require a comment to be entered.1. 1.The system shall record the customer’s first name.2Functional Requirements Functional requirements define the fundamental actions that system must perform.The system shall record reservations. The system shall automatically cancel non-guaranteed reservations if the customer has not provided their credit card number by 6:00 pm on the check-in date. 2. 1.The system shall record the customer’s last name.5.4.

including past. The system shall accept reservations for the restaurant and room service. The system shall record the payment. and future dates). The system shall record customer feedback.m. The system shall display room revenue for a specified period of time (days). The system shall charge the customer for an extra night if they checkout after 11:00 a. The system shall checkout customers. The system shall allow reservations to be modified without having to reenter all the customer inforamtion. The system shall display food revenue for a specified period of time (days). Food The system shall track all meals purchased in the hotel (restaurant and room service). The system shall record payment and payment type for meals. The system shall record the payment type. The system shall display projected occupancy for a period of time (days). 3. present. . To retrieve customer information the last name or room number shall be used The system shall record that the room is empty. The system shall display the amount owed by the customer. The system shall bill the current room if payment is not made at time of service.The system shall check-in customers. The system shall mark guaranteed rooms as “must pay” after 6:00 pm on the check-in date. 2. Management The system shall display the hotel occupancy for a specified period of time (days.

and user profiles. regarding rooms. menu items. showing where default room and food prices have been overridden. The system shall allow for the modification of information. and user profiles. prices. prices. rates. menu items. The system shall allow for the deletion of information. rates. and user profiles. regarding rooms. regarding rooms. prices. . The system shall allow for the addition of information. The system shall allow managers to assign user passwords. rates.The system shall display an exception report. menu items.

This list is not a complete list and is designed as a starting point for development.5 Performance Requirements Performance requirements define acceptable response times for system functionality. 2.1. security. design constraints.  The load time for user interface screens shall take no longer than two seconds. maintainability.6 Logical Database Requirements The logical database requirements include the retention of the following data elements.  Queries shall return results within five seconds.  The log in information shall be verified within five seconds. availability. reliability.2. 2. logical database requirements. and portability.1Nonfunctional Requirements Functional requirements define the needs in terms of performance. Booking/Reservation System  Customer first name  Customer last name  Customer address  Customer phone number  Number of occupants  Assigned room  Default room rate  Rate description  Guaranteed room (yes/no) .1. standards compliance.

               Credit card number Confirmation number Automatic cancellation date Expected check-in date Expected check-in time Actual check-in date Actual check-in time Expected check-out date Expected check-out time Actual check-out date Actual check-out time Customer feedback Payment received (yes/no) Payment type Total Bill Food Services  Meal  Meal type  Meal item  Meal order  Meal payment (Bill to room/Credit/Check/Cash) 2. The system shall be developed using Java and an Access or Oracle database. 2.8 Standards Compliance .1.7 Design Constraints The Hotel Management System shall be a stand-alone system running in a Windows environment.1.

Java is an object oriented programming language and shall be easy to maintain. The graphical user interface shall have a consistent look and feel. . 2.11Portability The Hotel Management System shall run in any Microsoft Windows environment that contains Java Runtime and the Microsoft Access database. Customer Service Representatives will have access to the Reservation/Booking and Food subsystems. Access to the various subsystems will be protected by a user log in screen that requires a user name and password.1. 2.There shall be consistency in variable names within the system.1. Managers will have access to the Management subsystem as well as the Reservation/Booking and Food subsystems.9 Security Customer Service Representatives and Managers will be able to log in to the Hotel Management System. 2.10Maintainability The Hotel Management System is being developed in Java.1.

Cost management should be done before preparing the proposed system. 000..10. about Rs. If the return is good.00 Benefits of the proposed system: --saving of extra works for maintaining items. Conceptually the cost of the project represents all the items of outlay associated with the project which are associated with the long term funds as well.20. UPS Cost . Project budget: It is some of the outlays of the following: --Hardware: Pentium 3 processor. The primary objective of cost management is to find out whether it is economically worthwhile to invest in this project. 000. Database Installation costs needs about Rs.10. 000.40. 000. then the project is considered economically worthwhile.00 . MS access.00 --reduction in wastage and manage of books Rs.3*COST AND BUDGET MANAGEMENT: 3. oracle. calculations etc.00 --cost of the operator Rs. Cost management is done for all the cost associated with the project.2000.00 --software: C++.1 Cost management approach: A cost management is necessary to determine economic feasibility of the proposed system.Rs. Printer.

vacation.1500.00 TOTAL PROJECT COST: Rs. PROBLEM WITH THE CONVENTIONAL SYSTEM: This is problem definition and it includes the description of the current system and deficiencies in the current system. we will use the proposed system approach to achieve the system goals.       Labour cost report Working and non working hours Shift start times and shift end times of workers Quickly finding a substitute to fill a cancellation Working and non working days of a week Define over time exempt status and work hour constrains for each worker  Tracking all training.500.5000.00 --easy report generation Rs. sick leave and other off work requests WORK APPROACH: To solve the problem in the existing system.00 4*SCHEDULE MANAGEMENT: The project forms well designed work schedule which goes a long way towards improving operational efficiencies and reducing costs. The project covers the following effective scheduled objectives.--timely information Rs. .88.

Taxes and government regulations that influence or determine wages. Prices.Current system is manual maintenance of all the entities of the hotel. preparation of accurate and prompt reports 5*RISK MANAGEMENT PLAN: To reduce the circumstances under which the requirements might not be satisfied. lack of the immediate information retrieval 2. The availability of demand for hotel rooms. International. 4. lack storing of information 4. 5. All risks and management of risks will be identified and monitored according to the risk categories. lack of immediate information storage 3. monitoring and ensuring that adequate controls and treatments are being applied so that risks are brought with tolerable levels. . pricing strategies of our competitors 3. interest rates and costs. consultation and risk management are necessary. timeshare interval. Effective communication. national and regional economic and geopolitical conditions. 2. Generating proper bill slip and calculate managers salary. fractional ownership and residential products. redundancy of information 5. apartments. Risk factors: 1. All the risks will be assigned an owner who is responsible for managing. The following are the problem with the conventional system: 1.

Risk. This might involve a considered amount of preparation if specific project websites and system tools need to be installed. configured and the data is loaded. 6*PROJECT CONTROL AND REPORTING PLAN: As part of the project definition. Before the team is assembled the approach will need to be developed into well defined procedures and set up on the project support if appropriate. The key to success with the project control process is for all participants to understand precisely what is required of them and .The risk management is done under the following processes:  Establishing the content  Risk assessment  Risk identification  Risk analysis  Risk evaluation  Communication and consultant  Risk treatment  Monitoring and review There must be a backup of data which will enable easy recovery of failures that must be catastrophic and system oriented. Careful consideration should be given to the appropriate balance between the various influencing factors. there should be agreement on the needs for control and reporting along with the overall approach to be adopted. Effort. If possible a sample reporting pack and control procedures should be presented and agreed with the project’s steering committee. EG: Cost. Benefit. Time. sponsors and other interesting parties.

its approach. This would explain the overall project –its rationale. Needless to say. In all but the smallest projects. it is useful to hold a team briefing or training session. techniques. If you depriortise it while you have more urgent matters to attend to at the start of the project. Often it is the job of the project office to manage this process and to make sure that all required submissions have been received and processed. regular methods to collect information from the various participants. team structures. procedures. the control mechanism is ready from the start of the work. As the team assembled for each phase. One element of this would be the control and reporting process. you will find it become increasingly difficult to catch up with the data and to persuade the participants to cooperate. review processes etc. For those participants not assembling at the start of phase. responsible.why it is important and valuable to comply. you will need to set up reliable. the timeline.. . similar Information should be documented for self-study and reference..

They will prefer to see over-views “bottom-line” projections and key milestones date. You will normally need to prepare various summary reports for reporting to the senior leadership. Thus computer does maximum work within minimum time. Here are some information in great detail to look for any specific issues that require attention.Reporting: There will be vast of data available about the progress of the project. Because it is used in every field so that it provides comfort and . The challenge is to change this into useful information. Conversely the team leader and project manager will probably need to review the status information in great detail to look for any specific issues that require attention. Here are some of the types of information that may help the leadership team understand the status of the project: Work done/ estimated work to complete Deliverables delivered/ projected dates for remaining deliverables Milestones achieved / projected dates for future milestones Spend against budget Value earned Project benefit Analysis of significant risks Issues raised/ issues deal with Significant changes made/ changes requiring approval Most project planning and tracking tools will be able to prepare a variety of progress reports automatically-provided you have fed in all the data they need to plot progress. The steering committee is unlikely to want to see detailed data unless it relates to a specific area of concern. Different participants will have differing needs of information.

. Providing maximum facilities and comfort to customers to customers is main goal of the firm.suitability to everyone.

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