Hotel Information Management System

Bahirdar University
Institute of Technology
School of Computing and Electrical Engineering

Project on
Title
Hotel Information Management System for
Ethio-Star Hotel
Submitted
In Partial Fulfillment of the Requirements for Degree of Bachelor of Science

In
INFORMATION SYSTEM
January 2013
Bahirdar Ethiopia
Hotel Information Managment System
Title
Hotel Information Management System for
Ethio-Star Hotel
By
1. Behailu Kibret……………………………………142/02
2. Helawe Behailu……………………….…………415/02
3. Michael Tsegaw …………………………….….552/02
4. Selemon Seife……………………………………668/02
A Project Submitted to School of Computing and Electrical Engineering of Bahirdar

University in Partial Fulfillment of the Requirements for the Degree of Bachelor of
Science in
INFORMATION SYSTEM
Advisor: Ato Abinew Ali
June 2012
Bahirdar, Ethiopia
2 BDU,SCEE January /2013

Declaration
The Project is our own and has not been presented for a degree in any other university and all
the sources of material used for the project/thesis have been duly acknowledged. (Name and
Signature up to the number of the project group members)
Name Signature
1. Behailu Kibret ……………………..

2. Helawe Behailu ……………………..
3. Michael Tsegaw ……………………..
4. Selemon Seife ……………………..
School: School of Computing and Electrical Engineering
Program: INFORMATION SYSTEM
Project subject: HOTEL INFORMATION MANAGEMENT SYSTEM
I certify that this project satisfies all the requirements as a project for the degree of Bachelor of Science.
------------------------------------- ---------------------------------------------
Name of program coordinator Signature
This is to certify that I have read this project and that in my opinion it is fully adequate, in scope and
quality, as a project for the degree of Bachelor of Science.
------------------------------------- ---------------------------------------------
Name of Advisor Signature
Examining committee members signature Date

1. Chairman ____________ ___________ ___________
2. Examiner 1 ____________ ___________ ___________
3. Examiner 2 ____________ ____________ ___________
It is approved that this project has been written in compliance with the formatting rules laid down by
the school of the university.

Acknowledgement
Special thanks for our adviser Ato Abinew Ali for continuous support in every phase of
the project and who continuously provides us his valuable advice to prepare this project
document. Also thanks to the Ethio-star hotel workers who gives for us a correct
requirement for the system developed by our group members.
Our Appreciation also extends to our instructor’s who helps for us to develop this
project
Lastly, we would like to acknowledge all our friends for their morals, idea, materials and
financial support during the courses of the years.

Table of content
Content Page No
CHAPTER ONE ........................................................................................................................................................ 1
1. INTRODUCTION ............................................................................................................................................. 1
1.1. LITERATURE REVIEW...........................................................................................................................................1

1.2. BACKGROUND ..................................................................................................................................................2
1.3. OBJECTIVE .......................................................................................................................................................3
1.3.1. General objective .................................................................................................................................3
1.3.2. Specific objective .................................................................................................................................3
1.4. PROBLEM STATEMENT .......................................................................................................................................4
1.4.1. The current system ..............................................................................................................................4
1.4.2. Problems of the existing system: .........................................................................................................4
1.4.3. Motivations for the new system: .........................................................................................................5
1.4.4. The proposed system ...........................................................................................................................5
1.5. METHODOLOGY ................................................................................................................................................6
1.5.1. Data collection.....................................................................................................................................6
1.5.2. Tool selection .......................................................................................................................................6
1.5.3. Design Methodology ...........................................................................................................................6
1.6. SCOPE.............................................................................................................................................................6
CHAPTER TWO ....................................................................................................................................................... 7
2. SYSTEM REQUIREMENT SPECIFICATION ........................................................................................................ 7
2.1. INTRODUCTION .................................................................................................................................................7

2.2. FUNCTIONAL REQUIREMENTS ..............................................................................................................................7
2.3. USER CONSTRAINTS ...........................................................................................................................................9
2.4. SYSTEM REQUIREMENT ......................................................................................................................................9
2.4.1. System Use case ................................................................................................................................10
2.5. USE CASE DESCRIPTION.....................................................................................................................................12
2.6. ACTIVITY DIAGRAM .........................................................................................................................................36
2.7. SEQUENCE DIAGRAM .......................................................................................................................................60
2.8. NON -FUNCTIONAL REQUIREMENT .....................................................................................................................85
2.9. ACTOR DESCRIPTION........................................................................................................................................86
CHAPTER THREE ................................................................................................................................................... 88
3. SYSTEM DESIGN........................................................................................................................................... 88
3.1. DEPLOYMENT DIAGRAM ...................................................................................................................................88

3.2. ARCHITECTURAL DESIGN ...................................................................................................................................89
3.3. CLASS DIAGRAM..............................................................................................................................................90

3.4. DATA STRUCTURE DESIGN ................................................................................................................................92

3.4.1. Entity relationship Diagram ...............................................................................................................92
3.4.2. Normalization ...........................................................................................................................................94
3.5. USER INTERFACE DESIGN ................................................................................................................................110
3.6. ALGORITHM DESIGN ......................................................................................................................................115
3.7. REFERENCE ..................................................................................................................................................118
3.8. APPENDIX ....................................................................................................................................................119

List of tables
Content Page No
Table 1: Documentation- Book reservation ................................................................................................ 12

Table 2: Documentation- Cancel reservations............................................................................................ 13
Table 3: Documentation- Update reservations .......................................................................................... 14
Table 4: Documentation- Search room ....................................................................................................... 15
Table 5: Documentation- Register .............................................................................................................. 16
Table 6: Documentation- Visit hotel profile ............................................................................................... 17
Table 7: Documentation- Leave comment ................................................................................................. 18
Table 8: Documentation- Search customer information ............................................................................ 19
Table 9: Documentation- View comment ................................................................................................... 20
Table 10: Documentation- Login................................................................................................................. 21
Table 11: Documentation- Logout .............................................................................................................. 22
Table 12: Documentation- Permit leave ..................................................................................................... 23
Table 13: Documentation- Generate report ............................................................................................... 24
Table 14: Documentation- Authorize payroll ............................................................................................. 25
Table 15: Documentation- Add room ......................................................................................................... 26
Table 16: Documentation- Add room ......................................................................................................... 27
Table 17: Documentation- Update room.................................................................................................... 28
Table 18: Documentation- Add employee .................................................................................................. 29
Table 19: Documentation- Terminate employee........................................................................................ 30
Table 20: Documentation- Update employees ........................................................................................... 31
Table 21: Documentation- Change hotel profile ........................................................................................ 32
Table 22: Documentation- Prepare payroll ................................................................................................ 33
Table 23: Documentation- Take attendances ............................................................................................. 34
Table 24: Documentation- View authorized payroll ................................................................................... 35

List of Figures
Content Page No
Figure 1: Use case Diagram ......................................................................................................................... 11
Figure 2: Activity Diagram- Book reservation ............................................................................................. 36
Figure 3: Activity Diagram- Cancel reservation........................................................................................... 37
Figure 4: Activity Diagram- Update reservation ......................................................................................... 38
Figure 5: Activity Diagram- Search room .................................................................................................... 39
Figure 6: Activity Diagram- View hotel profile ............................................................................................ 40
Figure 7: Activity Diagram- Leave comment ............................................................................................... 41
Figure 8: Activity Diagram- Search customer information ......................................................................... 42
Figure 9: Activity Diagram- View comment ................................................................................................ 43
Figure 10: Activity Diagram- Login .............................................................................................................. 44
Figure 11: Activity Diagram- Logout............................................................................................................ 45
Figure 12: Activity Diagram- Permit leave .................................................................................................. 46
Figure 13: Activity Diagram- Generate report ............................................................................................ 47
Figure 14: Activity Diagram- Authorize payroll ........................................................................................... 48
Figure 15: Activity Diagram- Add room....................................................................................................... 49
Figure 16: Activity Diagram- Delete room .................................................................................................. 50
Figure 17: Activity Diagram- Update room ................................................................................................. 51
Figure 18: Activity Diagram- Add employee ............................................................................................... 52
Figure 19: Activity Diagram- Terminate employee ..................................................................................... 53
Figure 20: Activity Diagram- Update employee .......................................................................................... 54
Figure 21: Activity Diagram- Change hotel profile ...................................................................................... 55
Figure 22: Activity Diagram- Prepare payroll .............................................................................................. 56
Figure 23: Activity Diagram- Take attendance ............................................................................................ 57
Figure 24: Activity Diagram- View authorized payroll ................................................................................ 58
Figure 25: Activity Diagram- Register ......................................................................................................... 59
Figure 26: Sequence Diagram- Book reservation ....................................................................................... 60
Figure 27: Sequence Diagram- Cancel reservation ..................................................................................... 61
Figure 28: Sequence Diagram- Update reservation .................................................................................... 62
Figure 29: Sequence Diagram- Search room .............................................................................................. 63
Figure 30: Sequence Diagram- Visit Hotel .................................................................................................. 64
Figure 31: Sequence Diagram- Leave Comment ......................................................................................... 65
Figure 32: Sequence Diagram- Search customer information .................................................................... 66
Figure 33: Sequence Diagram- View comment........................................................................................... 68
Figure 34: Sequence Diagram- Login .......................................................................................................... 68
Figure 35: Sequence Diagram- Logout ........................................................................................................ 69
Figure 36: Sequence Diagram- Permit leave ............................................................................................... 71
Figure 37: Sequence Diagram- Generate report......................................................................................... 72

Figure 38: Sequence Diagram- Authorize payroll ....................................................................................... 73

Figure 39: Sequence Diagram- Add room ................................................................................................... 74
Figure 40: Sequence Diagram- Delete room ............................................................................................... 75
Figure 41: Sequence Diagram- Update room ............................................................................................. 76
Figure 42: Sequence Diagram- Add employee............................................................................................ 77
Figure 43: Sequence Diagram- Terminate employee ................................................................................. 78
Figure 44: Sequence Diagram- Delete employee ....................................................................................... 79
Figure 45: Sequence Diagram- Change authorize payroll ........................................................................... 80
Figure 46: Sequence Diagram- Prepare payroll .......................................................................................... 81
Figure 47: Sequence Diagram- Take attendance ........................................................................................ 82
Figure 48: Sequence Diagram- View authorized payroll............................................................................. 83
Figure 49: Sequence Diagram-Register ....................................................................................................... 84
Figure 50: Deployment Diagram ................................................................................................................. 88
Figure 51: Architectural design ................................................................................................................... 89
Figure 52: Class diagram ............................................................................................................................. 91
Figure 53: user interface-Home page ....................................................................................................... 111
Figure 54: User interface-Add Employee .................................................................................................. 112
Figure 55: User interface-Search Employee.............................................................................................. 113
Figure 56: User interface-Login Page ........................................................................................................ 114

Chapter One
1. Introduction
Some business websites like (www.businessdictionary.com) defines hotel as the following:
Hotel is a commercial establishment providing, lodging, meals and other guest services. In
general, to be called a hotel, an establishment must have a minimum of six letting bedrooms, at
least three of which must have attached private bathroom facilities. Although hotels are
classified into 'Star' categories (1-Star to 5-Star), there is no standard method of assigning these
ratings, and compliance with customary requirements is voluntary. A US hotel with a certain
rating, for example, it may look very different from a European or Asian hotel with the same
rating, and would provide a different level of amenities, range of facilities, and quality of
service.
A Hotel Information Management System (HIMS) is an automated system for the hotel
management; it thus creates standards in hotels according to customer needs, satisfying their
general comfort.
1.1. Literature review
Louw, D, (2006, may 10). Description with UML for a Hotel Reservation System. Retrieved from
Developed a hotel management system that can be used online. This system allows the guests
to do their booking online by them self. Some of tasks that the system can do are providing a
query for arriving date and the length of staying. Providing the number of on rooms, view all
available rooms and providing the user the ability to choose one or more of them, recording
kind of guests and how many going to be in the single room, providing the cost of booking,
asking the user if they want additional services; such as, dinner or breakfast, storing the guests
details; like, name, address and telephone, asking the user for confirmation, final confirmation
views with the detail of booking and the guests can review or cancel the booking.
For more understanding to the system the author provided some figures with
explanation. The first figure shows the relationship between the end user and the web server
and how the user interfaces start.
Lauesen, S, (2003), Task Descriptions as Functional Requirements, IEEE Computer Society,

Revised from The author wrote a paper to describe the functional requirement for hotels and
hospitals. Theses functional requirements indicate what the system shall do, data requirements
indicate what shall store, and quality requirements indicate how quickly or how easily it shall
perform. This article focuses on functional requirements, which usually describe a system’s
input, output, and the relationship between the two.
The article has 3 Unified Modeling Languages use case diagram between the receptionist
and the hotel system. The first UML deals only with the computer’s action; the second a use
case that specifies separate human and computer actions; and the last is a task descriptions,
which do not separate human and computer actions. These UML diagram helps us to
understand the functional requirements a hotel management system.
1.2. Background
Ethio-star hotel was established in May 1995EC with a few staff members currently the hotel
has around 49 staff members. The hotel is 3 star hotel giving services in a way that users and
customers have proved. Currently the hotel has 77 bedrooms which are four types (single,
double, triple and family) with different prices. All the rooms have shower (both hot and cold),
mini fridge, wireless internet service, telephone in room dinning.

1.3. Objective
The project has both general and specific objectives here are the general objective and then
Specific objectives
1.3.1. General objective

The main objective of this project is to design and develop hotel information management
system for Ethio-star hotel. That can straight forward and seek to ensure we run a
professional, profitable and ethical company, building relationships with customers, suppliers
and investors, driving business at Ethio-Star hotel and developing the business as a whole. It is
also adopt best commercial practice and ethical standards dealing which clientele, suppliers of
goods and services and other contacts
1.3.2. Specific objective
• Reviewing how the current system works and operates.
• Investigating how the existing system is operating.
• Design a new system that can overcome the problem of the current system
• Identify functional and non functional requirements for the new systems.
• Develop and implement the new system.
• Forward recommendation about system implementation, direction and guidelines

1.4. Problem Statement
1.4.1. The current system
Bahirdar is one the fastest growing city in Ethiopia. Ethio-Star hotel is an organization that was
established in the area. People reserve hotels for their day to day activities, for this reason data
handling and record keeping for customers is very difficult today because, the hotel has kept
the data with paper records in filing cabinets so it can’t allow employee of the hotel to retrieve
customer information from the manual. Now Ethio-star hotel has its own website, customer
who is online can do only a specific action like view the hotel’s profile. It can’t allow customer
to book reservation online, cancel reservation online, update reservation online, leave
comment online and search room online.
1.4.2. Problems of the existing system:
The existing (manual) system of Ethio-star hotel has the following limitations
 Existing System is manual management System
 Records are managed manually so it is very hard to maintain the records
systematically
 There is no data security in the present system, so any user can view and change the
data anyway.
 Difficult to generate report
 Storage problems (Update, Search, Delete, Edit), these are very time taking
 No support in decision-making

1.4.3. Motivations for the new system:
 Because Bahirdar city becomes very fast growing and a tourist destination city our
group would like to develop a new hotel information management system.
 We would like to develop the new system in order to change and add value to
Bahirdar cities ICT Background.
1.4.4. The proposed system
After studying the existing system and identifying the limitations, we designed a new system
that can provide and ensure the following features:
 Provide easy access to clients (customers) and employee information.
 Satisfy customer’s needs and demands.
 Ensure fast and accurate record keeping mechanisms.
 Provide system simplicity, reliability, fast, user friendly and reliable work.
 Provide very Secured data keeping (unauthorized users can’t access the system)
 Make a system easy to modify the existing data and customer’s information (Search,
Update, Delete)
 Ensure the reports are easily generated.
 Assist decisions making activities of the hotel.

1.5. Methodology
1.5.1. Data collection

It is method of data collection for both functional requirement and non functional
requirement.
 Interview the hotel manger and employees of the hotel

 Questionnaires from customer of the hotel
1.5.2. Tool selection

Programming languages, tools and techniques will used for the development of the system:
 Notepad ++
 PHP (We use PHP language for the system development, and our system
(software) will be compatable on all hardware platforms such as windows & linux)
 Macromedia Dreamweaver 2008
 MySql server
 Apache server
1.5.3. Design Methodology

Among different design methodology we will develop our system by
 Object oriented design Paradigm
1.6. Scope
Although, design concepts, outputs and other components of the Project can be used for
different purpose, the implementation of this project is on Online reservation and human
resource management. The scope of the project mainly deals with providing online Book
reservation, Cancel reservation, Update reservation Information, and human resource parts like
add employee terminate employee and update employee and etc but our system does not
integrate with bank.

Chapter two
2. System Requirement Specification
2.1. Introduction
The main reason for writing this system requirement specification (SRS) document is to find out
the problem of the existing system and then to propose the new system. The requirements that
specified below will describe the functions that the software is responsible and packages that it
should include. These requirements are used by the developers and should use for validating
the final delivered system. Any alternations shouldn’t be taken by the developers without the
real requirements gathered from the clients, so the developers are responsible and should
investigate with the requirements clearly.
2.2. Functional Requirements
Functional requirements describe the relations between the system and the user or the
environment. Here the ‘relations’ means the direct or indirect interactions between the user
and the system. Hence the system has the following stakeholders with different requirements
Customer
 RQ1, The system allows Customers to reserve room.
 RQ2, The system allows Customers to cancel reserved room.
 RQ3, The system allows Customers to update reserved room.
 RQ4, The system allows Customers to search for available room.
 RQ5, The system allows Customers to leave comment as a feedback for hotel admin.
 RQ6, The system allows Customers to Visit Hotel on the web site.
 RQ7, The system allows Customers to register when they use for first time.

Manager
 RQ1, The system allows the Manger to view comment.

 RQ2, The system allows the Manger to permit leave.
 RQ3, The system allows the Manger to generate report.
 RQ4, The system allows the Manager to authorize payroll.
 RQ5, The system allows the Manager to login in the system.
 RQ6, The system allows the Manager to logout from the system.
System Administrator
 RQ1, The system allows the System Administrator to add room.

 RQ2, The system allows the System Administrator to delete room.
 RQ3, The system allows the System Administrator to update room.
 RQ4, The system allows the System Administrator to add employee.
 RQ5, The system allows the System Administrator to terminate employee.
 RQ6, The system allows the System Administrator to update employee.
 RQ7, The system allows the System Administrator to change hotel profile
 RQ8, The system allows the System Administrator to login in the system.
 RQ9, The system allows the System Administrator to logout from the system.
Receptionist
 RQ1, The system allows the Receptionist to reserve room.

 RQ2, The system allows the Receptionist to cancel reserved room.
 RQ3, The system allows the Receptionist to update reserved room.
 RQ4, The system allows the Receptionist to search for available room.
 RQ5, The system allows the Receptionist to search customer information
 RQ6, The system allows the Receptionist to login in the system.
 RQ7, The system allows the Receptionist to logout from the system.

Payroll clerk
 RQ1, The system allows the Payroll clerk to prepare payroll.

 RQ2, The system allows the Payroll clerk take attendance.
 RQ3, The system allows the Payroll clerk to login in the system.
 RQ4, The system allows the Payroll clerk to logout from the system.
Casher
 RQ1, The system allows the Casher to view authorized payroll.

 RQ2, The system allows the Casher to login in the system.
 RQ3, The system allows the Casher to logout from the system.
2.3. User constraints

 The graphical user interface (GUI) supports only two languages ( Amharic and English)
 Except the customers those about to reserve room online, other users should have
username and password (for identification) in order to login and use the system.
 Any customer who has no bank account cannot reserve a room online.
2.4. System Requirement
The hardware and software component of a computer system that is required to install and
use software efficiently. If your computer system does not meet the system requirements then
the software may not work correctly after installation. System requirements for operating
systems will be hardware components, while other application software will list both hardware
and operating system requirements.

2.4.1. System Use case

It describes the complete follow of activities that provide value to the actor. Use case
represents what the actors want our system to do for them. A use case is the specific way of
using the system by using some part of the functionality; a use case is thus a special sequence
of related transactions performed by an actor and a system .each use case is a complete course
of events in the system from user’s respective

Book Reservation
Cancle Reservation
Receptionist
Update Reservation
Customer
Search Room
Visit Hotel profile

Register
Delete Room
Leave Comment
View Comment Chenge Hotel
Profile
Search Customer
Information
Permit Leave
Terminate Employee
Generate report
Update Room
Manager
Update Employee
Log Out
Add Employee
«uses»
Authorize Payroll
System Adminstrator
«uses»
Add Room
Log In
Payroll Clurk Prepare Payroll
Take Attendance
View Authorized
Payroll
Casher
Figure 1: Use case Diagram

2.5. Use case description
Use case name Book reservation
Actor Customer and receptionist

Description: The customer reserves room online, so do the
receptionist.
Precondition The customer should have internet access or
connection, and receptionist should login to the
system.
Basic course of action

User action System response
1. The user opens the 3. The system will
reservation page. display a reservation
form that contain the
2. The user click following
‘reserve room’ button. -First name
-Last name
4. User fills the form. -Address
-Room Type
5.User click reserve -Duration for
button reservation
9.End use case 6. The system checks all

the form fields have
filled out.
7. If the form filled

correctly the system
display successfully
reserved message.
Alternative course of action 8. If the form is not filled correctly go back to step
3, 4, 5 and 6 of basic course of action.
Table 1: Documentation- Book reservation

Use case name Cancel reservation

Description: The customer cancels the reserved room, so do the receptionist.
Precondition There should be a reserved room to be canceled.
Basic course of
action User action System response
1. The user opens the ‘cancel 2. The system will display a
reservation’ page. ‘cancel reservation’ form
that helps the user to
3. The user enters the reserved choose the room to be
room’s information on the form. canceled.
4. The user clicks the search 5. The system searches for

button. the reserved room that the
user wants to cancel.
8. The user selects the room from
the result box and click ‘cancel 6. If the reserved room that
reservation’ button. the user wants is found the
system displays the room’s
10. End use case. information on the result
box.
9. The system cancels the

reservation for that room
and displays a successful
cancelation message.
Alternative course 7. If the room is not found go back to steps 3, 4, 5 and 6 of the
of action basic course of action.
Table 2: Documentation- Cancel reservations

Use case name Update reservation

Description: The customer updates the previous reserved room’s information,
so do the receptionist.
Precondition There should be a reserved room to be canceled.

1. The user opens the ‘update 2. The system will display an
reservation’ page. ‘update reservation’ form
that helps the user to
3. The user enters the reserved choose the reserved room
room’s information on the form. to update.
4. The user clicks the search 5. The system searches for

button. the reserved room that the
user wants to update.
8. The user selects the room from
the result box and click ‘update 6. If the reserved room that
reservation’ button. the user wants to update is
found the system displays
10. The user will change the the room’s information on
reservation’s information. the result box.
11. The user will click save button. 9. The system will display a
form that contains the
14. End use case. selected reserved rooms’
information.
12. If all form fields filled

correctly the system will
display a successful
message.
Alternative course of 7. If the room is not found go back to steps 3, 4, 5 and 6 of the
action basic course of action.
13. If form not filled correctly go to step 9, 10 and 11 of the basic
course of action.
Table 3: Documentation- Update reservations

Use case name Search room

Description: The receptionist searches for available rooms to reserve,
so do the customer.
1. The user opens the 2. The system will display a
‘search available room’ ‘search available room’ form
page. that helps the user to look for
available room by accepting
3. The user chooses the the room type from the user.
type of room it wants to
search on the form. 5. The system searches for an
available room type that the
4. The user clicks the user looking for.
search button.
6. If the type of room that the
user wants is found the system
8. End use case. displays the room’s
information on the result box.
Alternative course of action 7. If the type of the room that the user looking for is not
found go back to steps 3, 4, and 5 of the basic course of
action.
Table 4: Documentation- Search room

Use case name Register
Actor Customer
Description: The customer register online
Precondition The customer should have internet access or connection

1. The customer opens the 4. The system will
home page. display a register form
that contain the
2. The customer opens the following
Register membership page. -First name
-Last name
3. The customer files all the -Address
field required -Sex
-Age
-User Name
5. The Customer Clicks the -Password
register button
6. The system checks all
9.End use case the form fields have
filled correctly.
7. If the form filled

correctly the system
display successfully
register message.
Alternative course of action 8. If the form is not filled correctly go back to step 3, 4, 5
and 6 of basic course of action.
Table 5: Documentation- Register

Use case name Visit hotel profile
Actor Customer
Description: The customer visits the hotel’s profiles on its official
website.
Precondition The customer should have internet access or connection.
1. The user opens a web 3. The browser displays the
browser. hotels profile on the webpage.
2. The user enters the

hotels official websites
address on the browser’
address bar.
4. End use case.
Table 6: Documentation- Visit hotel profile

Use case name Leave comment
Actor Customer
Description: The customer leaves a comment on the hotel’s website for
the manager as a feedback.
Precondition The customer should visit the hotel first.

1. The customer opens the 3. The system will display
hotels website. a ‘comment’ page that
helps the user to leave
2. The customer opens the his/her comment for the
comment page. manager.
4. The user fills the comment 6. The system checks

on the form. that the user fills all the
required fields.
5. The user clicks the ‘send’
button. 7. If all the required fields
filled properly by the
9. End use case. user, the comment will
be sent to the manager.
Alternative course of action 8. If the comment form didn’t fill properly go to step 3, 4, 5
and 6 of the basic course of action.
Table 7: Documentation- Leave comment

Use case name Search customer information
Actor Receptionist
Description: The receptionist searches the customer’s information that
reserves a room in the hotel.
Precondition A customer should reserve a room.

1. The receptionist login 3. The system will display a
to the system. ‘search customer’ form that
accepts the customer
2. The receptionist opens information to search.
the ‘search customer’
page. 6. The system checks for the
customer’s information on the
4. The receptionist database.
enters the customers on
the form. 7. If the customer’s
information that the
5. The receptionist clicks receptionist looking for is
the search button. found the system displays the
customer’s information on the
9. The receptionist clicks result box.
on the result information
and view customer’s
information.
10. End use case.

Alternative course of action 8. If the customer’s information is not found go back to
steps 3, 4, 5 and 6 of the basic course of action.
Table 8: Documentation- Search customer information

Use case name View comment
Actor Manager
Description: The manager will view comments sent from customers.
Precondition There should be a comment sent from the customer.

1. The manager login to 3. The system will display a
the system. page contains the list of
comments sent from
2. The manager opens customers.
the ‘view comments’
page.
4. The manager selects

and reads comments.
5. End use case.
Table 9: Documentation- View comment

Use case name Login
Actor Manager, Receptionist, System administrator, Payroll clerk

and casher
Description: The user enters authorized username and password in
order to access the system.
Precondition The user should have username and password.

1. The user opens the ‘login’ 2. The system will display
page. a ‘login’ form that
accepts username and
3. The user enters the password from the user.
username and password on
the form. 5. The system searches
the username from the
4. The user clicks the login database and matches it
button. with the password.
8. End use case. 6. If correct the system

opens the authorized
page.
Alternative course of action 7. If the username and password are incorrect go to step 2,
3, 4 and 5 of the basic course of action.
Table 10: Documentation- Login

Use case name Logout
Actor Manager, Receptionist, System administrator, Payroll clerk

and casher
Description: When the user logouts when he/she wants to exit from the
system.
Precondition The user should login first.

1. The user clicks the logout 2. The system will display
button. the login form for the
user.
3. End use case.
Table 11: Documentation- Logout

Use case name Permit leave
Actor Manager
Description: The manager gives leave permission for the employees.

1. The manager login to the 3. The system will
system. display a ‘leave
permission’ form that
2. The manager opens the ‘leave helps the manager to
permission’ page. choose the employee to
leave, leave duration
4. The manager fills the form. and the reason for the
leave, reasons to leave
5. Manager clicks the permit could be the following:
leave button. -Sick leave
-Vacation leave
7. End use case. -Pregnancy and child
-
Care leave.
6. The system records

the leave on the
database.
Table 12: Documentation- Permit leave

Use case name Generate report
Actor Manager, Receptionist, Casher, Payroll clerk

Description: The user can see the hotels overall report and can generate
different information from the report.
Precondition Report should be prepared by the system.

1. The user will login to 2. The system will display a
the system. report page that helps the user
to generate information on it.
3. The user opens the
report page.
4. The user retrieves

different information
from the report.
5. End use case.
Table 13: Documentation- Generate report

Use case name Authorize payroll
Actor Manager
Description: The manager views the payroll that the payroll clerk
prepares and authorizes it to the casher.
Precondition The payroll clerk should prepare a payroll.

1. The manager login to 3. The system will display a
the system. payroll page that contains the
payroll prepared by the clerk.
2. The manager opens
the payroll page. 5. The system will send the
payroll to the casher.
4. If the payroll is correct
the manager clicks the
authorize button.
7. End use case.
Alternative course of action 6. If the payroll is not correct the system will send back the
payroll to the payroll clerk to make it correct.
Table 14: Documentation- Authorize payroll

Use case name Add room
Actor System administrator

Description: The system administrator will add new room with new
attributes to the system.
1. The system administrator 3. The system will display
will login to the system. the ‘add room’ form with
fields such as:
2. The system administrator - Room name.
will open the ‘add room’ - Room type.
page. -Room price.
4. The system administrator 5. The system will check all

will fill the form. fields of the form are filled
or not.
8. End of use case.
6. If all fields are filled
correct show successful
message.
Alternative course of action 7. If the form is not filled correctly go to step 3, 4 and 5 of
the basic course of action.
Table 15: Documentation- Add room

Use case name Delete room

Description: The system administrator will delete the room from the
database.
1. The system administrator 3. The system will display the
will login to the system. ‘delete room’ form that helps
the system admin to choose
2. The system administrator the room to be deleted.
will open the ‘delete room’
page. 5. The system searches for the
room that the system admin
4. The system administrator wants to delete.
will enter the information of
the room to be deleted. 6. If the room that the system
admin wants to delete is found
7. The system admin selects the system displays the room’s
the room from the result box information on the result box.
and click delete button.
8. The system will delete the
room from the rooms table.
10. End use case.
9. The system will display a
successful message.
Table 16: Documentation- Add room

Use case name Update room

Description: The system administrator updates the room’s information.

will login to the system. ‘update room’ form that helps
the system admin to choose the
2. The system administrator room to be updated.
will open the ‘update room’
page. 5. The system searches for the
room that the system admin
4. The system administrator wants to update.
will enter the information of
the room to be updated. 6. If the room that the system
admin wants to update is found
8. The system admin selects the system displays the room’s
the room from the result box information on the result box.
and click ‘update information’
button. 9. The system will display a
form that contains the selected
10. The system admin will rooms’ information.
change the room’s
information. 12. If all form fields filled
correctly the system will display
11. The system admin will click a successful message.
save button.
14. End use case.

Alternative course of 7. If the room is not found go back to steps 3, 4 and 5 of the basic
action course of action.
course of action.
Table 17: Documentation- Update room

Use case name Add employee

Description: The system administrator will add new room with new
attributes to the system.
1. The system 3. The system will display the
administrator will login ‘add employees’ form with fields
to the system. such as:
- Employee name.
2. The system - Employee ID.
administrator will open -Employee salary.
the ‘add employees’ -Employee address.
page.
5. The system will check all fields
4. The system of the form are filled or not.
administrator will fill
the form. 6. If all fields are filled correctly
show successful message.
8. End of use case.
Alternative course of action 7. If the form is not filled correctly go to step 3, 4 and 5 of
the basic course of action.
Table 18: Documentation- Add employee

Use case name Terminate employee
Actor System Administrator

Description: The system administrator will delete the staff’s information from
the employees table and add to terminated table.
will login to the system. ‘terminate employee’ form
that helps the system admin to
2. The system administrator choose the employee to be
will open the ‘terminate terminated.
employee’ page.
5. The system searches for the
4. The system administrator employee that the system
will enter the information of admin wants to terminate.
the employee to be
terminated. 6. If the employee that the
system admin wants to
8. The system admin selects terminate is found the system
the employee from the result displays the employee’s
box and click terminate button. information on the result box.
9. The system will send the

11. End use case. employee’s information to the
terminated table and delete it
from the employee table.
10. The system will display a

successful message.
Alternative course of 7. If the employee is not found go back to steps 3, 4 and 5 of the
Table 19: Documentation- Terminate employee

Use case name Update employee

Description: The system administrator updates the employee’s information.

will login to the system. ‘update employee’ form that
helps the system admin to
2. The system administrator choose the employee to be
will open the ‘update updated.
employee’ page.
5. The system searches for the
4. The system administrator employee that the system
will enter the information of admin wants to update.
the employee to be updated.
6. If the employee that the
8. The system admin selects system admin wants to update
the employee from the result is found the system displays
box and click ‘update the employee’s information on
information’ button. the result box.
10. The system admin will 9. The system will display a

change the employee’s form that contains the selected
information. employee’s information.
11. The system admin will click 12. If all form fields filled
save button. correctly the system will display
a successful message.
14. End use case.
Alternative course of 7. If the employee is not found go back to steps 3, 4 and 5 of the
course of action.
Table 20: Documentation- Update employees

Use case name Change the hotel’s profile
Actor System Administration

Description: The system administrator will edit the content of the hotels
website pages.
1. The system administrator
will login to the system.
2. The system admin will open

the web pages with an editor
tool.
3. The system admin will

change the information on the
page.
4. The system admin will save

the page.
5. End use case.
Table 21: Documentation- Change hotel profile

Use case name Prepare payroll
Actor Payroll clerk

Description: The payroll clerk prepares a payroll for the manager by
calculating salaries in terms on monthly attendance.
Precondition Daily attendance should be taken.

1. The payroll clerk login 3. The system will display a
to the system. ‘prepare payroll’ page with all
employees’ salary information.
2. The payroll clerk
opens the ‘prepare
payroll’ page.
4. The payroll clerk will

calculate the summation
of all employees’ salary
without absent days.

send the payroll to the
manager.
6. End use case.
Table 22: Documentation- Prepare payroll

Use case name Take attendance
Actor Payroll clerk

Description: The payroll clerk takes a daily attendance.

1. The payroll clerk will 3. The system will display the
login to the system. attendance page with a
calendar to choose the current
2. The payroll clerk will day for marking as present.
open the attendance
page.

choose the employee
from the form.

mark the employee
status as present and
save it.
6. End use case.
Table 23: Documentation- Take attendances

Use case name View authorized payroll
Actor Casher
Description: The casher will view the authorized payroll by the manager
and pay employees their salary according to the payroll.
Precondition The manager should authorize the payroll.

1. The casher will login to 3. The system will display the
the system. ‘view payroll’ page that
contains the monthly payroll
2. The casher will open authorized by the manager.
the ‘view payroll’ page.
5. The casher will view

the payroll.
6. End use case.
Alternative course of action 4. If the manager didn’t send the payroll, the casher will
send a notification for the manager which says I didn’t get
any payroll for this month.
Table 24: Documentation- View authorized payroll

2.6. Activity Diagram
Book reservation
AD # 1
user opens reservation page
User fills the reservation form
System checks all the form fields have filled properly
{Incorrect}
{Correct}
Reserved Succesfully
Figure 2: Activity Diagram- Book reservation

Cancel Reservation
AD # 2
user opens Cancel reservation page
User searches out the room to be cancled
{Notfound}
{Found}
Reservation canclled Succesfully
Figure 3: Activity Diagram- Cancel reservation

Update reservation
AD # 3
user opensthe update reservation page
user searches for the reserved room to be updated
{Notfound}
{found}
user chenges the information of the room on the form
Room updated successfully
Figure 4: Activity Diagram- Update reservation

Search room
AD # 4
user opens the reservation page
users enter the rooms information to check weather the room is avalible
{Notavaliable}
{avaliable}
Room updated successfully
Figure 5: Activity Diagram- Search room

View hotel profile

AD # 5
The User enters the official hotel address on the browser address bar
The browser displays the hotel profile on the web page
Figure 6: Activity Diagram- View hotel profile

Leave coment
AD # 6
THe customer opens comment page
Customer fill comments on the form
System checks all the required filleds are filled
{Not filled}
{Filled}
The cComments are sent to to yhe manager successfully
Figure 7: Activity Diagram- Leave comment

Search customer information

AD # 7
The receptionist opens the search customer page
The receptionist enters customers information on the form
System checks the customer information on the database
{Not found}
{found}
If the customer is found the sysytem displays the customer information
Figure 8: Activity Diagram- Search customer information

View comment
AD # 8
The manager opens the view comment page
System displays list of commands
Managers selects and reades a comment
Figure 9: Activity Diagram- View comment

Log in
AD # 9
The user enters Username and password to login to the system
System checks the avaliability of the username and password
{Incorrect}
{Correct}
Log in successfully
Figure 10: Activity Diagram- Login

Log out
AD # 10
The user clicks the log out button
Logout successfully
Figure 11: Activity Diagram- Logout

Permit leave
AD # 11
The adminstrator login to the system
The adminstrator opens the leave permission page
The adminstrator search for the employee who is about to leave
{Notfound}
{Found}
The adminstrator checks that the leave permission is avaliable for that employee
{Notavaliable} {Avaliable}
The adminstartor permites the employee to leave for specific day
Figure 12: Activity Diagram- Permit leave

Genarate report
AD # 12
The user opens the report page
The user retrives reports
Report successfully genarated
Figure 13: Activity Diagram- Generate report

Authorize payroll
AD # 13
The adminstarator log in to the system
The adminstrator views the payroll
The adminstrator Clicks the authorize this payroll button
Payroll Authorized successfully
Figure 14: Activity Diagram- Authorize payroll

Add Room
AD # 14
The adminstrator opens the the add new room page
The adminstrator enters the new room information on the form
The system checks that all the fields have filled properly
{Incorrect}
{Correct}
Room information update successfully
Figure 15: Activity Diagram- Add room

Delete room
AD # 15
The adminstrator opens the delete room page
The adminstrator will search for the room to deleted
System checks all required filled are filled correctly
{Notfound}
{Found}
The room deleted successfully
Figure 16: Activity Diagram- Delete room

Update room
AD # 16
The adminstrator opens the update room page
The adminstrator searches for the room to be update
{Notfound}
{Found}
The adminstrator chenges the room information
Room information update successfully
Figure 17: Activity Diagram- Update room

Add Employee
AD # 17
The adminstrator opens the the add new employee page
The adminstrator enters the new employee information on the form
{Incorrect}
{Correct}
Employees information update successfully
Figure 18: Activity Diagram- Add employee

Terminate Employee
AD # 18
The adminstrator opens the employee terminate page
The adminstrator will search for the employee to be terminated
{Notfound}
{Found}
The adminstator specifies the reason for the termination then click the terminate button
The system print out a report then successfully terminated
Figure 19: Activity Diagram- Terminate employee

Update employee
AD # 19
The adminstrator opens the update employee's information page
The adminstrator search for the employee whose information is to be updated
{Notfound}
{Found}
The adminstrator chenge the employee's information
The employee information updated successfully
Figure 20: Activity Diagram- Update employee

Chenge hotel profile

AD # 20
System adminstrator log into the system
System adminstrator chenge hotel information on the page
Hotel profile chenged successfully
Figure 21: Activity Diagram- Change hotel profile

Prepare payroll
AD # 21
The accountantr log in to the system
The accountant calculate the number of days an employee absented interms of money
The accountant substracted the penality birr from the monthly salary of the employee's
The accountans make the summetion of all the employee according to their penality of absent
The accountant prepares a report for a payroll that show the above salary calculation
Figure 22: Activity Diagram- Prepare payroll

Take attendance
AD # 22
The payrol clerk login the system
The payroll clerk will open the attendance page
The payroll clerk mark employee status as present
Attendance taked successfully
Figure 23: Activity Diagram- Take attendance

Register
AD # 24
The customer opens the home page
The customer opens register for member ship page
The customer filles all the required fieled
{Incorrect}
{Correct}
Registered successfully
Figure 24: Activity Diagram- View authorized payroll

View authorized payroll

AD # 23
The accountantr log in to the system
The accountant opens the payroll page
The accountant click the view payroll button
The accountant views the page contains the authorized payroll
Figure 25: Activity Diagram- Register

2.7. Sequence Diagram
Book Reservation
SD # 1
Reervation Page<<UI>>
User<<Actor>> Home page<<UI>> Database
{The user opens the

Opens()
home page}
{ The user filles the Fill form()

reservation form}
{ If the user filles all the

reservation filled on the
[if fieled correctly] Send to()
form the data will be send
to the database}
{If the user didn't fill [if not fielled] Display error()
a fieled, the user
will try again }
Figure 26: Sequence Diagram- Book reservation

Cancel reservation
SD # 2
Cancel reervation <<UI>

User<<Actor>> Home page<<UI>> > Database
open()
{The user opens the
home page}
Search room()
{ The user searches the
room to be canceled on the
cancel reservation form}
{ If the room is found remove [if found] Remove from()

its information from the
database
}
{If the room to be canceled [if not found] Try again()

is not found try again }
Figure 27: Sequence Diagram- Cancel reservation

Update reservation
SD # 3
Update reservation page

User<<Actor>> Home page<<UI>> <<UI>> Database
open()
{The user opens the
home page}
Search room()
{ The user searches for
a room to be update its
resrvation information}
{ If the room that the

user looking for is [if found] Chenge reservation form()
found chenge its reservation
form on the database}
{If the room to be updated [if not found] Try again()

is not found try again }
Figure 28: Sequence Diagram- Update reservation

Search room
SD # 4
Search room page <<UI>

User<<Actor>> Home page<<UI>> > Database
open()
{The user opens the
home page}
Fill room information()

{ The user fill the room
information on the search
room form}
{ The search forms checks

the avaliability the room [if found] Chenge reservation form()
from the database}
{If the room is found display [if not found] Try again()
the result on the search page}
{ If the room is not [if not found] try again()

found try again}
Figure 29: Sequence Diagram- Search room

Visit Hotelt()
SD # 5
Customerr<<Actor>> Web browser Web server
Open()
{the customer open the browser}
{The customer enters the URL Enter URL()

(web site address) of the hotel }
{The browser requests for Requests()

the web server}
{ The web server responces Responces()

for the browser}
Display web pages()

{ The browser displays the web
page for the customer}
Figure 30: Sequence Diagram- Visit Hotel

Leave Comment
SD # 6
Customer<<Actor>> Home page<<UI>> Comment page <<UI>> Database
Open ()
{The customer opens
the home page}
{ The customer fill

Fill ()
the comment form}
{ If the customers files the comment

[If correct] Insert ()
form correctly the form inserts the
comment on the database}
{If the customer fills the customer [if incorrect] Display errors()
in the form incorrectly the form
displays an error on the page
}
Figure 31: Sequence Diagram- Leave Comment

Search Customer information

SD # 7
Receptionist<<Actor>>
Home page<<UI>> Search page <<UI>> Database
{The Receptionist will login Login()

to the home page }
Open()
{ The receptionist will
open the search page}
{ The receptionist enters Enter customer Information(0

customer information to search }
{The search form will check Checks(0

that customer is found in the
database or not}
[If found] Display customer informatin

{if found display customer
information on the search page}
[If not found] Try again()

{If not found the receptionist
will try again}
Figure 32: Sequence Diagram- Search customer information

View comment
SD # 8
System Adminstarator<
Actor>> Main menu<<UI>> Search page <<UI>> Database
Login()
{The System adminstrator will login
the main menu}
{ The System adminstrator will login Open()

to update room page page}
{ The system adminstrator choose

Choose room to update()
the room to be updated
}
{The form searches the room's
information from the database} Search room information()
{The room's information will be

displayed on the form } Display room information()
Chenge Room information()

{ The system adminstrator chenge
the room's information}
{ The new information will be saved Save to()

to on the database}

Figure 33: Sequence Diagram- View comment
Login
SD # 9
User<<Actor>> Home page<<UI>> Login page <<UI>> Database
Open ()
{The user opens
the login page}
Enters user name and passwordl ()

{ The user enters username and
password onthe login form }
Check()
{ The form checks that the user name

and password matches or not}
[if incorrect] open()
{If the user name and password

matches the home page will be opened}
{If the user name and password Try again()

does not match try again}
Figure 34: Sequence Diagram- Login

Logout()
SD # 10 User<<Actor>> Logout Button Logout page <<UI>>
Click()
{ The user clicks the logout button}
{ The login page will be opened} Open()
Figure 35: Sequence Diagram- Logout

Permit leave
SD # 11
Permission page <<UI>

Manager<<Actor>> Home page<<UI>> > Database
{The manager will Open()

open the home page}
{ The manager will login Login()

to permission page}
{ The manager will enter Enter employee information()

employee information to
give leave permission}
Checks employee()
{The form will check the avaliability
of the employee in the database}
{ If the employee is found display [if found] Display employee()

employee on the permission page}
{ If not found try again} [if not found] Try again()
{ The manager will choose the reason Choose reason for leave()
why the employee leaves}
{ The manager will save the leave Save()

information on the database}

Figure 36: Sequence Diagram- Permit leave
Generate report
SD # 12
Manager<<Actor>> Home page<<UI>> Report Page <<UI>>
open()
{The manager will opens the
home page}
Login()
{ The manager will login in to the report page}
Genarate Information()
{ The manager genarate information from a report}

Figure 37: Sequence Diagram- Generate report
Authrize payroll
SD # 13
Manager<<Actor>> Home page<<UI>> Payroll page <<UI>> Database
Open()
{The manager opens the
home page}
Login()
{The manager will login in to
the payroll page}
{ The manager will checks [if the payroll correct] Send it to the Cahser()
the correctness of the
payroll and send it to the
casher if it is correct}
[If the payroll incorrect] Send it back to the payroll clerk()

{If the payroll is incorrect
send it back to the database}

Figure 38: Sequence Diagram- Authorize payroll
Add room
SD # 14
System Administrator
<<Actor>> Main menu<<UI>> Add room page<<UI>> Database
{The System administrator will Login ()

login to the main menu.}
Open ()
{ The System administrator
will open the add room page.}
Fill the form ()

{ The System administrator will fill
the form to add a new room.}
{ The System administrator will [If correct] Save to ()

everythingcorrectly it will
saved to the database.}
[If incorrect] try again ()

{If not filled correctly try
to fill the form again.}

Figure 39: Sequence Diagram- Add room

Delete Room
SD #15
System Adminstarator< Delete room page <<UI>

Actor>> Main menu<<UI>> > Database
{The System adminstrator will login to Login()

the main menu}
{ The System adminstrator will open the Open()

delete room page}
Enter the room to be deleted()

{ The system adminstrator will enters
the room to be deleted information}
{The system will search the Checks()

avaliability of the room
}
[if Avaliable] Display()
{If avaliable display the room on the form }
[if not found] Try again

{ If not avaliable try again until it is found}
Click delete button()

{ The system adminstrator
clicks delete button
}
Delete room()
{The room will be removed (deleted)
from the database}
Figure 40: Sequence Diagram- Delete room

Update room
SD # 16
Login()
{The System adminstrator will login
the main menu}
{ The System adminstrator will login Open()

to update room page page}
{ The system adminstrator choose

Choose room to update()
the room to be updated
}
{The form searches the room's
information from the database} Search room information()
{The room's information will be

displayed on the form } Display room information()
Chenge Room information()

{ The system adminstrator chenge
the room's information}
{ The new information will be saved Save to()

to on the database}
Figure 41: Sequence Diagram- Update room

Add employee
SD # 17
System Administrator Add employee page<<UI>

<<Actor>> Main menu<<UI>> > Database
Login ()
{The System administrator will
login to the main menu.}
Open ()
{ The System administrator
will open the add
employee page.}
{ The System administrator Fill the form ()

will fill the new employee's
information on the form. }
{If correctly filled the form add the

information on the database.} [If correct] Add to ()

to filled try again until [If incorrect] try again ()
its correct.}
Figure 42: Sequence Diagram- Add employee

Terminate Employee
SD # 18
System Adminstarator< Terminate page <<UI>>

Actor>> Main menu<<UI>> Database
{The System adminstrator will Login()

login to the main menu}
Open()
{ The System adminstrator will open
the Terminate employee page}
{ The system adminstrator will Enter employee information to terminate()

enters employees information to
terminate on the form
}
Search employee()
{The system will search the employee
}
{If the employee is found display the
employee on the form [if found] Display Information()
}
{ If not found try agian until found

}
{ The system adminstrator will choose

the reason why the employee terminated Choose reason for terminate and fire employee()
and click the fire button
}
{ The reason will be saved Save reason()
on the darabase}
Delete Employee()
{The terminated employee will be
removed from the database
}
Figure 43: Sequence Diagram- Terminate employee

Update employee
SD # 19
Login()
{The System adminstrator will login to
the main menu}
{ The System adminstrator will open the Open()

update employee page}
{ The system adminstrator will enters Enter employee information()

employees information to search }
{ The form wil searches the employee Search employee()

is avaliable}
{If the employee is found all the

empolyee information will be displayed} [if found] Display Information()

{If not found try again until found}
{ The system adminstrator will chenge Chenge empoyee information()

the employees information }
{ The system adminstrator will save Save to database()

the information on the database}
Figure 44: Sequence Diagram- Delete employee

Chenge hotel profile

SD 20
System adminstrator<<Actor>> web page file<<File>>
Open()
{ The System adminstrator open
the hope page file}
{The system adminstartor edit that file Edit (Chenge profile on it)
(chenge information of the hotel)}
Save chenges()
{ The System adminstrator save fro chenge}
Figure 45: Sequence Diagram- Change authorize payroll

Prepare Payroll
SD # 21
Payroll clerk<<Actor>
> Home page<<UI>> Payroll page <<UI>> Database
Open ()
{The Payroll clerk will opens the
home page}
Login ()
{ The Payroll clerk will login
to the Payroll page}
{ The payroll clerk will calculate Calculate employee salary()

employee salary according to
monthly attendance}
Send it to the manager()

{The payroll clerk will send it to
the manager to make it authorize}
Figure 46: Sequence Diagram- Prepare payroll

Take attendance
SD # 22
Payroll clerk<<Actor> Attendance page <<UI>

> Home page<<UI>> > Database
Login ()
{The Payroll clerk will login to
the system.}
Open ()
{ The Payroll clerk will open the
attendance page.}
{ The payroll clerk will search all

Choose present employee ()
present employee.}
{The payroll clerk will mark

present on the employee attendance Save present ()
and save it on the database.
}
Figure 47: Sequence Diagram- Take attendance

View authorized
payroll
SD # 23
Casher <<Actor>> Home page<<UI>> Payroll page <<UI>>
{The Casher will login to

the system.}
Login ()
Open ()
{ The Casher will open the
payroll page.}
{ The Casher will view the authorized

payroll by the manager.}
Figure 48: Sequence Diagram- View authorized payroll

Register
SD # 24
Customer <<Actor>> Main menu<<UI>> Register <<UI>> Database
{The customer will Login ()

opens the home page}
Open ()
{The customer will opens the
register for membership page}
{ The customer will filles all Fill the form ()

the required filed }
[If correct] Save to ()

{ If the fieleds are filled correctlly
Register successfully}
[If incorrect] try again ()

to fill the form again.}
Figure 49: Sequence Diagram-Register

2.8. Non -Functional requirement

Non-Functional requirement explains and describes requirements that support the main of the
system that should have but they are not part of the system functionalities. Generally
nonfunctional requirements describe the quality of the system. The following lists states the
non-functional requirements.
Availability
 The system must operate 99% at working time.
Flexibility:-
 The system must support commonly usable browsers.
Scalability:-
 The system must upgrade when some updates will be available.

 The system must operate correctly when the number of recorded information is being
increased.
Speed:-
 The system must have quick response time.

 The system should respond users request within maximum of 2 seconds interval.
 The system must be simple to retrieve comprehensive information.
Security:-
 The authenticate users should have a privilege to access the database.

 The system does not allow unauthorized users to login.
Usability:-
 Our system gives direct input on how real users use the system.
Portability:-

 The system must be designed for plate form independent.

 The system supports every operating system.
Efficiency:-
 The system gives appropriate output based the list of inputs

 The system operates in the shortest time with the least amount of resources.
Reliability:-
 The system that is to be developed is real not an ideal

 The system does not allow unauthorized users to login.
Reliability:-
 Our system will work properly in specified environment and for given time
 Our system will developed based on the collected requirements
2.9. Actor Description

The user of this system and their responsibilities are described below:
Customer
 User who needs service of the hotel through online hotel management information
system.
Receptionist:
 is user of the system who gives service to the customer when the customer comes to
the hotel to find service
Manager
 Direct user of the system that coordinates or manages employee of the hotel

System administrator
 Direct User of the system that performs critical actions like add rooms, delete rooms,
update rooms for customers that are on the web who wants to use hotel.
Payroll clerk
 User of the system who checks daily attendance and prepare reports
Casher
 User of the system who pays monthly salary for employee based on the authorized
payroll

Chapter Three
3. System Design
3.1. Deployment Diagram
A Deployment Diagram depicts how the deployable units of the system applications,
components, and data stores are assigned to various nodes, as well as how the nodes
communicate with each other and with devices. It’s useful both as a map of your system and as
a means for studying the load across your System.
Web browser
Web server Data base server
Mosila Firefox
Apache My SQL
Internet Explorer
Google Chrome
Figure 50: Deployment Diagram

3.2. Architectural Design
It is the architecture that determines the type of interactions that the components are going to
have. The architecture that this work uses is client/server based architecture. In this type of
architecture the server is responsible to receive a request from the client and respond to the
request, whereas the client is responsible to interact with that of the users of the system. The
server parts of this work are of two types. The first type is a web server, which is responsible to
receive browsers’ request through http protocol and responds accordingly. Whereas the second
type of server is a database server, which is responsible to provide the requested database
services to the web server. The database server is generally responsible for modification and
insertion of data to the database. It can only communicate with the web server. The client side
is a web browser which receives requests from the user of the system and responds to the
request by communicating with the web server. If the user has a request on data, the browser
passes the request to the web server then the web server pass the request to the database
server. Figure 1 shows the architecture of the system.
Figure 51: Architectural design

3.3. Class diagram
Class Diagram provides an overview of the target system by describing the objects and classes
inside the system and the relationships between them. It provides a wide variety of usages;
from modeling the domain-specific data structure to detailed design of the target system. With
the share model facilities, you can reuse your class model in the interaction diagram for
modeling the detailed design of the dynamic behavior. The Form Diagram allows you to
generate diagram automatically with user-defined scope.

Employee {Abstract}
-Name:String
-Kebele:String
-ID:Long{value>0} Accountant
-Salary:Float -Login, Logout -Status:Boolean
-Telephone:Int -Un:string
-Sex:Char 1 1 -Ps:String
-Age:Int
-Skill:String
+Login()
+Logout()
System Adminstrator
Manager Casher Payroll Clerk
+Add room()
+View Comment() +View authorize payroll() +Prepare payroll()
+Add employee() 1 1
+Permit leave() +Take attendance()
+Update room()
+Update empolyee() +Generate report() 1
+Terminate employee() +Authorize payroll()
1
+Delete room()
1 1
1
1..*
Comment 0..* -Take
1 -Prepare
-Sent time:Date
-View -Source:long{email} * 1 Attendance
-Body:String Payroll
-Taken at:Date
-Id:String -Status:Boolean
-View
-Status:Boolean
-Add,Delete,Update 1..*
Room
-Type:String 1 -Authorize
Reserver
-Number:Int 1..*
-Name:String
-Price:Float -ID:Long
-Maximum guest:Int -Search -Telephone:Int -Leave 1..*
Leave
+Borrow Book() -Sex:Char
+Return Book() -Reason:String
-Country:String -Permit
0..* -Employee Id:String
-City:String
-Duration:Date
1..77 +Resserve book()
+Leave comment()
+Update reservation()
+Search room()
+Cancel reservation()
-Book,Update,Cancel
1..*
Reservation
-Arrival date:Date
-Reserver Id:String
-Room No:int
-Duration:Date
-Departure date:Date 1..77
-Number of guest:int
-Customer id:long
Figure 52: Class diagram

3.4. Data Structure Design

Data structures are used in almost every program or software system. Data structures provide a
means to manage huge amounts of data efficiently, such as large databases and internet
indexing services. Usually, efficient data structures are a key to designing efficient algorithms.
Some formal design methods and programming languages emphasize data structures, rather
than algorithms, as the key organizing factor in software design
3.4.1. Entity relationship Diagram
An entity-relationship model is graphical representation of entities and their relationships to

each other, typically used in computing in regard to the organization of data within databases
or information systems. An entity is a piece of data-an objects or concept about which data is
stored. A relationship is how the data is shared between entities. There are three types of
relationships between entities.

Hotel Information Managment System Kebele
Mobile
MName FName
Date of Birth Telephon Office

LName Salary Address e
Name
Age
FName
Sex
MName
LName Employee EID
Country
Telephone
CID
O
City
Name
Address
Taken At
Sex
System
Customer Book Receptionist Manage Payroll Clerk Take
Administrator r
Register
Register date
Authorize Attendance
Permit
Add Date Add
Reserve
. Status
Membership RDate
Password Leave EID

Leave
Reservation
Prepare
Username Reason
Duration LEDate
Customer ID
DDate PDate
No of Guest
ADate
ADate
Duration Room
Payroll
Room No Max Guest
Body
Comment
Room Type Floor No

93 Source BDU,SCEE January /2013
ADate PID
Price
Sent Time
3.4.2. Normalization
Normalization is the process of organizing data into tables in such a way that the results of
using the database are always unambiguous and as intended. Normalization may have the
effect of duplicating data within the database and often results in the creation of additional
tables. (While normalization tends to increase the duplication of data, it does not introduce
redundancy, which is unnecessary duplication.) Normalization is typically a refinement process
after the initial exercise of identifying the data objects that should be in the database,
identifying their relationships, and defining the tables required and the columns within each
table.
1. Mapping ‘customer’ entity
Customer
Customer_ID FName MName LName Sex Country City Telephone
2. Mapping ‘employee ’ entity

Employee
Employee_ID FName MName LName Salary DOB Age Kebele Office Mobile
Telephone phone
3. Mapping ‘Attendance’ entity
Attendance
Taken at Status

4. Mapping ‘payroll’ entity
Payroll
Payroll ID Date
5. Mapping ‘leave’ entity
Leave
Employee_ID Duration Reason Leave date Return date
6. Mapping ‘Room’ entity
Room
Room No Room Type price Max guest Floor No
7. Mapping ‘Reservation’ entity
Reservation
Arrival date No of guests Duration Departure date
8. Mapping ‘comment’ entity
Comment
Source Body Sent time

9. Mapping ‘leaves’ Association
Leaves
Customer_ID Body Source Sent time
10. Mapping ‘reserve’ Association
Reserve
Customer-ID Arrival date Departure Duration No of Guests

date
11. Mapping ‘Book’ Association
Book
Customer-ID E_ID Book Date
12. Mapping ‘Add’ Association
Add
E-ID Room No
13. Mapping ‘Permit’ Association
Permit
ID Employee- ID Duration Reason Leave date Return date

14. Mapping ‘Authorize’ Association
Authorize
M-ID Payroll Authorize date
15. Mapping ‘Prepare’ Association
Prepare
P.C.ID Payroll ID
16. Mapping ‘Take’ Association
Take
P.C.ID Att. taken at
Un-Normalized Form
1. Customer
Cu1 Ayele Kebede Shiferaw M Ethiopia Bahirdar 0912376330
2. Employee
Employee_ID FName MName LName Salary DOB Ag Kebe Office Mobile

e le Telephone phone
EID1 Hanna Molla Maru 3200 03/01/04 23 10 052856234 0922544547
1

3. Attendance
Taken at Status
7/01/05 present
4. Payroll
P Id Date
P_001 2/5/05
5. Leave
EID_14 14 Vacation 14/04/05 22/04/05
6. Room
Room No Room Type Price Max guest Floor No
R-001 Single 150 72 0
6. Reservation
5/5/05 14 2 9/5/05
8. Comment
baya@gmail.com Good service 14/05/05

9. Leaves

C-ID Good service ayele@gmail.com 20/05/05
10. Reserve

date
C-1 04/05/05 06/05/05 2 1
11. Book
C_2 EID-007 07/05/05
12. Add
E-ID Room No
EID_02 13
12
13. Permit

EId_07 EID_017 7 Sick 06/04/05 20/04/05
14. Authorize
EID_07 Pay_roll-1 05/05/05

15. Prepare
P.C.ID Payroll_ID
EID_08 Pay_roll_1
16. Take
EID_08 02/05/05
1st Normal Form
1. Customer
2. Employee
FName Employee_ID MName LName Salary DOB Age Kebele Office Mobile
Telephone phone
Hanna EID1 Molla Maru 3200 03/01/04 23 10 0528562341 0922544547
3. Attendance
Taken at Status
7/01/05 present

4. Payroll
P Id Date
P_001 2/5/05
5. Leave
EID_14 14 Vacation 14/04/05 22/04/05
6. Room

R-001 Single 150 72 0
7. Reservation
5/5/05 14 2 9/5/05
8. Comment
Ayele@gmail.com Good service 14/05/05
9. Leaves

C-ID Good service Ayele@gmail.com 20/05/05

10. Reserve

date
C-1 04/05/05 06/05/05 2 1
11. Book

C_2 EID-007 07/05/05
12. Add
E-ID Room No
EID_03 15
16
13. Permit
ID Employee- ID Duration Reason Leave Return date

date
EId_07 EID_017 7 Sick 06/04/05 20/04/05
14. Authorize
EID_07 Pay_roll-1 05/05/05
15. Prepare
P.C.ID Payroll_ID
EID_08 Pay_roll_1

16. Take
EID_08 01/05/05
EID_08 02/05/05
2nd Normal Form
1. Customer
2. Employee
Telephone phone
3. Attendance
Taken at Status
7/01/05 Present
4. Payroll
P Id Date
P_001 2/5/05

5. Leave

EID_14 14 Vacation 14/04/05 22/04/05
6. Room

R-001 Single 150 72 0
7. Reservation
5/5/05 14 2 9/5/05
8. Comment
9. Leaves

10. Reserve

date
C-1 04/05/05 06/05/05 2 1
11. Book
C_2 EID-007 07/05/05
12. Add
E-ID Room No
EID_03 15
16
13. Permit
MID EMP_ID
EID_07 EID_017
EID Duration Reason Leave Return

date date
EId_017 7 Sick 06/04/05 13/04/05
14. Authorize
MID Payroll_ID
EID_07 Payroll_1

Payroll_ID At-date
Payroll_1 07/04/05
15. Prepare
P.C.ID Payroll_ID
EID_08 Pay_roll_1
16. Take
EID_08 01/05/05
EID_08 02/05/05
3rd Normal Form
1. Customer

2. Employee
Telephone phone

3. Attendance
Taken at Status
7/01/05 Present
4. Payroll
P_Id Date
P_001 2/5/05
5. Leave

EID_14 14 Vacation 14/04/05 22/04/05
6. Room
Floor _No Room No
0 002
8. Reservation

5/5/05 14 2 9/5/05

8. Comment

9. Leaves

10. Reserve

date
C-1 04/05/05 06/05/05 2 1
11. Book

C_2 EID-007 07/05/05
12. Add
E-ID Room No
EID_03 15
16
13. Permit

EId_07 EID_017 7 Sick 06/04/05 20/04/05

14. Authorize

EID_07 Pay_roll-1 05/05/05
15. Prepare
P.C.ID Payroll_ID
EID_08 Pay_roll_1
16. Take

EID_08 01/05/05
EID_08 02/05/05
17. Membership
username Customer_ID Password
Kebede23 Cus_07 De9#74!@#*jd8

3.5. User interface Design

User interface design or user interface engineering is the design of computers, appliances,
machines, mobile communication devices, software applications, and websites with the focus
on the user's experience and interaction. The goal of user interface design is to make the user's
interaction as simple and efficient as possible, in terms of accomplishing user goals what is
often called user-centered design

Figure 53: user interface-Home page

Figure 54: User interface-Add Employee

Figure 55: User interface-Search Employee

Figure 56: User interface-Login Page

3.6. Algorithm Design
 An algorithm is a finite step-by-step procedure to achieve a required result.

 An algorithm is a sequence of computational steps that transform the input into the
output.
 An algorithm is a sequence of operations performed on data that have to be organized
in data structures.
 An algorithm is an abstraction of a program to be executed on a physical machine
(model of Computation)
Customer_register ()
{
Insert firstName, lastName, Age, username, password and address on the registration Form;
Check form has filled correctly;
If (correct)
Display “successful registered message!”;
Else
Display “error message, and try again”;
}
Reserve_room ()
{
Choose room_type on the form;
If (found)
Display “result on the result box!”;
Reserve a room;
Else
}
Login ()
{
Insert username and password on the login form
Check the matching username and password
If (match)

Display “the home page”

Else
}
Add_room ()
{
Insert floor_no, room_price, room_no and room_type on the add_room Form;
Check the form has filled correctly;
If (correct)
Display “successful room_added message”;
Else
}
Search_available_room ()
{
Insert room_no or room_type on the search_room Form;
Check availability of room_no or room_type;
If (available)
Display “the room information on the result box”;
Else
Display “No match found”;
}
Update_employee_information ()
{
Insert employee_id or employee_name on the update_employee Form;
Check availability of employee_id or employee_name;
If (available) {
Display “the employee’s information on the form”;
Edit the employee’s information on the form;
Save the information;
}
Else
Display “No match found”;
}
Permit_leave ()

{
Insert employee_name or employee_id on the search_employee Form;
Check availability of the employee_id or employee_name;
If (available)
Display “permission page for the employee to leave”;
Give a leave for the employee;
Else
Display “No match found”; }

3.7. Reference
 http://www.liacs.nl/assets/abchelorscripties/2006-08JanneLouw.pdf.
 http://www.itu.dk/~slauesen/Papers/IEEEtasks.pdf.
 System analysis and design 2nd edition
 Hotel reservation management system

3.8. Appendix
APPENDIX
Generalization Object Life line
lifeline Device
Actor component
message final state
Initial state
Decision Activation
message (return)
Note

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Bahirdar University

School of Computing and Electrical Engineering

In Partial Fulfillment of the Requirements for Degree of Bachelor of Science

A Project Submitted to School of Computing and Electrical Engineering of Bahirdar

Advisor: Ato Abinew Ali

2 BDU,SCEE January /2013

1. Behailu Kibret ……………………..

School: School of Computing and Electrical Engineering

Program: INFORMATION SYSTEM

Project subject: HOTEL INFORMATION MANAGEMENT SYSTEM

Examining committee members signature Date

3 BDU,SCEE January /2013

4 BDU,SCEE January /2013

CHAPTER ONE ........................................................................................................................................................ 1

1.1. LITERATURE REVIEW...........................................................................................................................................1

CHAPTER TWO ....................................................................................................................................................... 7

2. SYSTEM REQUIREMENT SPECIFICATION ........................................................................................................ 7

2.1. INTRODUCTION .................................................................................................................................................7

CHAPTER THREE ................................................................................................................................................... 88

3.1. DEPLOYMENT DIAGRAM ...................................................................................................................................88

5 BDU,SCEE January /2013

3.4. DATA STRUCTURE DESIGN ................................................................................................................................92

6 BDU,SCEE January /2013

Table 1: Documentation- Book reservation ................................................................................................ 12

7 BDU,SCEE January /2013

8 BDU,SCEE January /2013

Figure 38: Sequence Diagram- Authorize payroll ....................................................................................... 73

9 BDU,SCEE January /2013

1.1. Literature review

Lauesen, S, (2003), Task Descriptions as Functional Requirements, IEEE Computer Society,

2 BDU,SCEE January /2013

1.3.1. General objective

1.3.2. Specific objective

• Reviewing how the current system works and operates.

• Investigating how the existing system is operating.

• Develop and implement the new system.

• Forward recommendation about system implementation, direction and guidelines

3 BDU,SCEE January /2013

1.4. Problem Statement

1.4.1. The current system

1.4.2. Problems of the existing system:

4 BDU,SCEE January /2013

1.4.3. Motivations for the new system:

1.4.4. The proposed system

 Ensure the reports are easily generated.

 Assist decisions making activities of the hotel.

5 BDU,SCEE January /2013

1.5.1. Data collection

 Interview the hotel manger and employees of the hotel

1.5.2. Tool selection

1.5.3. Design Methodology

 Object oriented design Paradigm

6 BDU,SCEE January /2013

2. System Requirement Specification

2.2. Functional Requirements

7 BDU,SCEE January /2013

 RQ1, The system allows the Manger to view comment.

 RQ1, The system allows the System Administrator to add room.

 RQ1, The system allows the Receptionist to reserve room.

8 BDU,SCEE January /2013

 RQ1, The system allows the Payroll clerk to prepare payroll.

 RQ1, The system allows the Casher to view authorized payroll.