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Hotel Management System

 Introduction :
This hotel management system is developed for
hotels those are using a manual system to handle hotel processes.
There are three main users in hotel management system,
administrator, Manager and Receptionist. Administrator can
maintain daily updates in the hotel records. This system will
automate the major operations of the hotel. Administrator can
access to all system functionalities without any restrictions.
Administrator is must be an authorized user. He can further
change the password. There is the facility for password recovery,
logout etc. Manager can access to all system functionalities with
limited restrictions. Receptionist can only access to the
Reservation Management section. The main aim of the entire
activity is to automate the process of day to day activities of
Hotel.
The Reservation System is to keep track in room and hall
reservation and check availability. Using this system user can
check which room is reserved and which room is available. He can
reserve room from reservation module. The Room Management
System is for manage all room types room services. Room
management module help user to keep track of all information of
hotel room. He can check room laundry service, food service and
sweeping service from this module. Administration department
will monitor the all. the main of developing this system is to
computerize all the activity of the hotel like Admission of a New
Customer, Assign a room according to customer’s demand,
checkout of a customer and releasing the room and finally
compute the bill etc. Using this system you can manage check in
and check out process easily. At check in, you can easily check the
availability of rooms in the hotel. And at check out you can easily
generate the total bill.

The main objective of the entire activity is to automate the

process of day to day activities of Hotel. Using this system you can
manage room activities and keep track of admission of a New
Customer. Using this system you can check rooms according to
customer’s need and can assign easily room to customer.
Checkout of a customer and updating the releasing room
information in the system is very easy. When user do checkout
system will generate final bill after calculating all the bills. User
can also check online, all the packages available. He can also book
rooms online. He can also cancel booked room online. Hotel
management can also check the list of Regular customers and
feedback of the hotel’s customer.

The main objective of the entire activity is to automate the

process of day to day activities of Hotel like:

1. Room activities
2. Admission of a New Customer
3. Assign a room according to customer’s demand
4. Checkout of a computer and releasing the room
5. Finally compute the bill etc
6. Packages available
7. Advance online bookings
 8. List of Regular customers

This project have some more features:

1. System Connectivity
2. No data duplication
3. No Paper Work Required
4. Time Efficient
5. Cost Efficient
6. Automatic data validation
7. User friendly environment
8. Data security and reliability
9. Fast data insertion & retrieval
10. Easy performance check

Stake Holders :
I. Employees
II. Customers
III. Property Owners
IV. Project Manager
V. Hardware and software maintenance engineers
VI. Receptionist

View Points :
This project consists of several stakeholders, which were defined
above.The viewpoint model is deliberately flexible and informal.
Viewpoints can be adapted to specific organizational practice and
standards as can the notations used to describe system
 requirements. Viewpoints may be used during the early stages of a
requirements engineering process as a structuring mechanism for
requirements elicitation and analysis. Identifying viewpoints and
organizing information around them at this stage reduces the
possibility that critical information will be missed during
requirements elicitation and provides a traceability mechanism for
linking requirements with their sources. Let us define the following
model of stating a viewpoint PREview :
 Interactor viewpoints
Customer,Receptionist and the manager is the interactor viewpoints
 Indirect viewpoints
Project Manager will be the indirect viewpoint in this.
 Domain viewpoints
ShareHolders, Property Owners will be the domain viewpoints

Functional Requirements
1. Reservation/Booking
1.1. The system shall record reservations.
1.2. The system shall record the customer’s first name.
1.3. The system shall record the customer’s last name.
1.4. The system shall record the number of occupants.
1.5. The system shall record the room number.
1.6. The system shall display the default room rate.
1.6.1. The system shall allow the default room rate to be changed.
1.6.2. The system shall require a comment to be entered, describing
the reason for changing the default room rate.
1.7. The system shall record the customer’s phone number.
1.8. The system shall display whether or not the room is
guaranteed.
1.9. The system shall generate a unique confirmation number for
each reservation.
1.10. 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.
1.11. The system shall record the expected check-in date and time.
1.12. The system shall record the expected checkout date and time.
1.13. The system shall check-in customers.
1.14. The system shall allow reservations to be modified without
having to reenter all the customer information.
1.15. The system shall checkout customers.
1.15.1. The system shall display the amount owed by the
customer.
1.15.2. To retrieve customer information the last name or room
number shall be used
1.15.3. The system shall record that the room is empty.
1.15.4. The system shall record the payment.
1.15.5. The system shall record the payment type.
1.16. The system shall charge the customer for an extra night if they
checkout after 11:00 a.m.
1.17. The system shall mark guaranteed rooms as “must pay” after
6:00 pm on the check-in date.
1.18. The system shall record customer feedback.

2. Food
 2.1. The system shall track all meals purchased in the hotel
(restaurant and room service).
2.2. The system shall record payment and payment type for meals.
2.3. The system shall bill the current room if payment is not made
at time of service.
2.4. The system shall accept reservations for the restaurant and
room service.

3. Management
1.1. The system shall display the hotel occupancy for a specified period of time
(days; including past, present, and future dates).
1.2. The system shall display projected occupancy for a period of time (days).
1.3. The system shall display room revenue for a specified period of time (days).
1.4. The system shall display food revenue for a specified period of time (days).
1.5. The system shall display an exception report, showing where default room and
food prices have been overridden.
1.6. The system shall allow for the addition of information, regarding rooms, rates,
menu items, prices, and user profiles.
1.7. The system shall allow for the deletion of information, regarding rooms, rates,
menu items, prices, and user profiles.
1.8. The system shall allow for the modification of information, regarding rooms,
rates, menu items, prices, and user profiles.
1.9. The system shall allow managers to assign user passwords.

Nonfunctional Requirements
Performance Requirements

Performance requirements define acceptable response times for system functionality.

• The load time for user interface screens shall take no longer than two seconds.

• The log in information shall be verified within five seconds.

• Queries shall return results within five seconds.

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)
 Credit card number
 Confirmation number
 Automatic cancellation date
 Expected check-in date
 Expected check-in time
 Actual check-in date
 Actual check-in time

Maintainability
The Hotel Management System is being developed in Java. Java is an object oriented
programming language and shall be easy to maintain.

Portability
The Hotel Management System shall run in any Microsoft Windows environment that
contains Java Run time and the Microsoft Access database.
Availability
The system shall be available during normal hotel operating hours.