DEBRE MARKOS UNIVERSITY

COLLEGE OF BUSINESS &ECONOMICS

DEPARTMENT OF MANAGEMENT

‘HOTEL MANAGEMENT SYSTEM’

‘SYSTEM ANALYSIS AND DESIGN PROJECT’

PROJECT ON: HOTEL MANAGEMENT SYSTEM FOR FM INTERNATIONAL

HOTEL

NAME
ID NO
 GETNET TSEGAYE ………………………………………………BER/317/11
 BINIAM YIBELTAL……………………………………………….BER/279/11
 HABITAMU WODAJI…………………………………………..…BER/325/11
 GIRMA DESTA …………………………………………….….…..BER/321/11
 FIKADU WUBET…………………………………………………..BER/334/11
 HAYMANOT ASEGU…………………………………………..…BER/326/11
 ENDALEW ABEIW………………………………………………..BER/29811
 GENET GEBRU ………………………………………………..….BER/313/11
 FITFITIE ALEMU …………………………………………..……BER/311/11
 CHALIE ALUBEL …………………….………………………..…BER/285/11

Submitted to: Mulualem T.

April, 2013 E.C
 Debre Markos, Ethiopia

TABLE OF CONTENTS
Table of Contents..............................................................................................................................i
Part one............................................................................................................................................1
1.1 Background of the organization.............................................................................................1
1.2 organizational profile.........................................................................................................3
1.2.1 Vision..............................................................................................................................3
1.2.2 Mission............................................................................................................................4
1.3 Goal........................................................................................................................................4
1.4. Objective...............................................................................................................................5
1.5 System planning and selection...............................................................................................5
1.6 Observed problem from current organizational information system.....................................5
1.7 The project objective..............................................................................................................6
1.8 Significant of the newly developed information system........................................................7
1.9 Requirement identification methodology...............................................................................7
1.9.1 Data source......................................................................................................................8
1.9.2 Methed of data collection................................................................................................9
1.9.3 Sampling technique and sample size...............................................................................9
1.10 Time schedules.....................................................................................................................9
PART TWO PROJECT PLANING...............................................................................................11
2.1 Project Scopes and Feasibility.............................................................................................11
2.1.1 Technical feasibility......................................................................................................11
2.1.2 Operational feasibility...................................................................................................11
2.1.3 Economic feasibility......................................................................................................11
2.1.4 Legal feasibility.............................................................................................................12
2.1.5. Schedule feasibility......................................................................................................12
2.2 The Project Manageable Task..............................................................................................13
2.3 Estimating Resource and Resource Plan..............................................................................14
2.4 Preliminary Schedule...........................................................................................................14
2.5 Communication Plan............................................................................................................16
PART THREE SYSTEM ANALYSIS..........................................................................................18
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 3.1 Requirement Determination.................................................................................................18
3.2 Requirement Structuring......................................................................................................18
3.2.1 Process Modeling..........................................................................................................19
3.2.2 LOGIC MODELING....................................................................................................19
3.2.3 Conceptual-Data Modeling...........................................................................................20
REFERENCE................................................................................................................................22

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 Part one

1.1 Background of the organization

According to some business dictionary [1] defines hotel as the following point of views: 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 united states (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. It is the job of the Hotel Manager to coordinate the many operational tasks of
running a successful hotel. Managing a hotel requires knowledge and skills within a wide variety
of fields. This is why educations in hotel management can be so diverse and interesting. Many
students find hotel management to be a rewarding and challenging degree program and a
qualification that will provide employment opportunities across the globe.

Our Hotel Is Located At The Heart Of Debre Markos Town Which Is Besides The Main Road
Leading To Bahir Dar And Amba Mariam. That Is, At The Junction Of These Two Roads.

Laundry and business services are rendered at added charges. Onsite parking is available and
security guards watch the premises. FM International Hotel has several shopping centers nearby
and is 6 minutes drive from Debre Markos Stadium. FM International Hotel has several shopping
centers nearby, and lies in Marko Church and Adahu Recreation's vicinity. The onsite restaurant
serves Ethiopian and several foreign dishes a la carte, and the onsite bar serves non-alcoholic and
alcoholic drinks.

 At the heart of Debre Markos town

 Luxury Collections

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  High Speed Internet Service
 Parking Service
 Near to Telecom Services and Government and Non-Governmental Banks
 Easy to get Transportation to Bahir Dar and Addis Ababa cities via to Gondar and other
places through Addis respectively

Bed Room Facilities

 Room Service/Meal/
 LCD Flat Screen Television with different channel facilities from Satellite in each Bed
RoomBoth
 Single and Double Bed Room Service
 Cold and Hot Water Service in each Bed Room

 Laundry Facilities*

 24H. Security
 Bar/Lounge
 Iron and board

FM international Hotel is a well-established round -star hotel found at a convenient location in

the center of the city debremarkos town. Fm international hotel is the standard fulfilled hotel
like many hotels found in the city. Currently the hotel has many 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.

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 FIGURE 1.1 FM INTERNATIONAL HOTEL IN DEBREMARKOS TOWN

1.2 organizational profile

1.2.1 Vision
Fm international hotel vision is to continue to apply and set the highest standards of service
quality and in that way justify and uphold the reputation that we have among the guests, partners,
competitors and the wi processes der community.

The ideology of our vision is to continue to apply and set the highest standards of service quality
and in that way justify and uphold the reputation that we have among the guests, partners,
competitors and the wider community. We use and constantly introduce environmentally friendly
technologies and processes in order to remain in balance with nature and also meet the needs of
contemporary society.Tradition is a testament to our success but in the future we also want to

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embrace the changes that modern time brings and become more attractive in the market and
more interesting to our guests and partners.

1.2.2 Mission
The mission of the FM international Hotel is to put hospitality services on the highest level in
order to satisfy the demands and expectations of guests. Our aim is to make the FM
international Hotel a place for encounters, business success, pleasant meetings and gala
ceremonies.

The mission of the Hotel FM is to put hospitality services on the highest level in order to satisfy
the demands and expectations of guests. Our aim is to make the Hotel FM a place for encounters,
business success, pleasant meetings and ceremonies.

1.3 Goal

FM INTERNATIONAL HOTEL HAS MANY OBJECTIVES , THE FOLLOWING ARE

SOME OF HE TO BE FULFILLED

 Surprise and delight guests” doesn’t give staff clarity.

 Streamline operations doesn’t provide a means of measurement.

 Improve the guest experience doesn’t provide

 Be better stewards in the community is not necessarily directly relevant to your core
business.

 Be the best hotel in our market doesn’t set a timeframe for measuring progress towards
the goal.

 Provide warm, sincere, and engaging service that ensures Guests feel valued
Treat each and every Guest as a unique individual

 Anticipate our Guests’ needs with thoughtful and personal touches 

Resolve Guest problems and never saying no without offering an alternatives.
Be ambassadors for our Brand, our Hotel, our Community and our Colleagues
Our biggest goal is to find ways to make your life easier

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1.4. Objective

FM INTERNATIONAL HOTEL HAS MANY OBJECTIVES , THE FOLLOWING ARE

SOME THE OBJECTIVES

 in protecting and enhancing our environment for future generations

 to ensure this by: Minimizing our waste, energy and water usage

 Putting into practice the three R’s: Reduce, Reuse, and Recycle wherever possible.

 Partnering with others where possible to increase our environmental goals, inviting
customers, suppliers and contractors to participate in our efforts

 Ensuring maintenance of hotel standards and development of our human resources

through training Making use of customers feedback as a source of improvement
Becoming actively involved within our community Monitoring and recording our
environmental progress always with the goal for further improving.

1.5 System planning and selection

Problems of existing system in hotel management system

General problem
The main problem in the hotel is data handling and registering customer problem in the way
they can accesses the hotel online as well as by presented in the hotel to reserve or to use
other services

1.6 Observed problem from current organizational information system

We have too many problems associated with the manual system used which include:

 It takes more time to reserve room. So performance of the current system is slow.
 Difficult to manage and control daily activities.
 Difficulty in handling data accurately
 security of data in risk level
 Data lost and viewing by unauthorized person.

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  Retrieving information like reports and queries is very time consuming and almost
impossible practicably if time is considered.
 Searching records of individual guest or customer takes time.
 Update, Delete, and Edit, these types of method are not accessible using the manual
method.
 Booking from anywhere is not possible because there is no computerized online system
integrated in the system this lead to the customer to additional cost and for persecution.
 Order in the current system may have many order errors as well as order delay in mean
while
 ordered item may shuffle one to another customer or
 the ordered item may take long period of time to deliver customer
This kind of mistake could make the collapse of the business by the consequence of
customer to hotel relationship make a gap.

1.7 The project objective

developing a system to order and service for the hotel’s services.

This project focuses mainly in computerization of hotel management consequent upon numerous
problem faced by manual handling of hotel information

The specific objectives of the project are mentioned as follow:-

 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 system.

 Develop and implement the new system.

 to make things comfortable in the hotel for customers

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1.8 Significant of the newly developed information system

For the user

The hotel management system has the following significance

 It provides good service.

 It has a good feature to enjoy there mind.
 It gives suitable access to the free wifi network.
For the hotel
The hotel management system has the following advantages;-
 It would increase the efficiency for the hotel.
 It would increase the income of the hotel.
 It would be known by others & do together.
For the Employers
The Hotel management system has the following significance for employees
 It has a good relationship with clients.
 It is the source of income for them.
 The employee will get satisfaction to know different customers.

1.9 Requirement identification methodology

Functional Requirements:
This are activities and works in which our system actually do and service provide to the
customers. Those functional requirements are the followings:
Inserting data
The system can register new importing materials, food items and its detail information are
recorded and stored in to the hotel.
Updating data
The system cans menu information such as the old menu changed by the new one.
Deleting data:
The system can remove or delete different useless or used information from previously
recorded data on the database.

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Non Functional Requirements
Nonfunctional requirements are requirements that are not directly related to the functional
aspects of the system.
Our system has the following nonfunctional requirements
Performance:
The response time that the system uses to process, quire and retrieve hotel data and other actors
information from database is very short. That means it takes Short response time for a given
piece of work. The designed system will use low utilization of system resource in terms of space
and time. Many tasks can be performed on the same time that in turns provide time and cost
effective services.
Usability:
Our system is very easy to use and to exchange information. The newly entered customers can
use the system without any confusion.
Integrity:
Only an authorized users of the system (administrator, manager or other) can able to update,
modify, delete or access patient data. Access is denied for unauthorized and unauthenticated
users of the system.
Graphical user interface:
The system provides user friendly services to its users. The user of the system will get their
graphical screen which is very easy to work with. This is achieved by including visual buttons
and objects to simplify the use of the system.

1.9.1 Data source

To conduct this project use primary & secondary source
In order to obtain necessary information from target respondents we would use both primary &
secondary source of data.
The Primary data would be the response of employees in the hotel by using interview &
questionnaires.
The secondary sources are:-
 Manual system.
 From online line by searching related things.

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  From FM hotel getting newspapers.

1.9.2 Methed of data collection

The data are gathering from primary and secondary data collection methods would be used.
The primary data collected from:-
1 Interview
2 questionnaire
The secondary data is collected from books internet document of the hotel

1.9.3 Sampling technique and sample size

The target population of the study would be the employee of FM international hotel and
managers of the hotel.
Sample Size
A simple random sampling method used in this study to select the number of sample respondents
proportionally from each stratum.
Primarily, sample size of the population was determined by using the formula below (Yamane’s,
1967) as follow:
n= N/ (1+N (e) 2
n= 10/1.2575
n= 8
Where:
n= sample size for the total population
N= total population
e= margin of error (5%)

1.10 Time schedules

Here the work plan helps to do the project in a programmed and planned manner this work plan
or time schedule directs to do each project work sequentially on their appropriate order. This
work plan for this project is scheduled to April as folloWS

(Table 1.1 time budget break down)

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No. Activities APRIL
2013

1 Title selection X

2 Project writing X

3 Project submission X

4 Preparing project planning X

5 Construction of instruments X

6 Data collection X

7 Data analysis X

8 Submitting report’ X

9 Editing preparing final report X

10 Typing X

11 Paper submitting X

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 PART TWO PROJECT PLANING

2.1 Project Scopes and Feasibility

Although, design concepts, outputs and other components of the Project can be used for different
purpose, the implementation of this project is on web based hotel management system. The new
system should provide the following services.
Search Rooms information, updates room, delete room, search customer information by
receptionist, register, update employee, add employee, generate report, view comment.

Feasibility STUDY

The objective of feasibility is to determine whether or not the proposed system is feasible.

2.1.1 Technical feasibility

In this, one has to test whether the system can be developed using existing technology or not. It
is planned to implement the proposed system usually php, MySQL server, micro media, dream
weaver. It is evident that necessary hardware and software are available for development and
representation of the web site. The solution is technical feasible.

2.1.2 Operational feasibility

It is standard that insure the entire operability without shifting completing and innovation among
user to the benefit of public both in terms of coast and service quality. The proposed system is
acceptable to the user, So that the website is operationally feasible.

2.1.3 Economic feasibility

As a part of this, the costs and benefits associated with the proposed system are compared and
the project is economically feasible only if tangible and intangible benefits outweigh the cost. the
cost for the proposed hotel management system is outweighing the cost and effort involved
in maintaining the registers books, files and generations of various reports. The system also
reduce the administrative and technical staff to do various jobs that single software can
do.so,this system is economical feasible.

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2.1.4 Legal feasibility
Legal feasibility determines whether the proposed system conflicts with legal requirements.
Example The data protection act. It will be done by some legal advisors.

2.1.5. Schedule feasibility

Schedule feasibility determines whether the proposed system will be completed on the given
time or not. Whatever the scarcity of time given for the project by the internal motivation and
potential of the team member of the project, we surely expect the project will be completed on
time.

Table 1.: schedule feasibity

20013 EC

APRIL01- APRIL23
No. Task Name

1 Requirement X
gathering

2 System
requirement
X
specification

3 System X
designing

4 System X
implementation

5 Operation X
&testing

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2.2 The Project Manageable Task

Cleaning
Tools that show cleaning staff all their assigned rooms and all general cleaning tasks, allow them
to report faults to the property department and to report rooms as ready, the status of which is
then updated in real time in the property management system.

Maintenance

Tools that help caretakers to get an overview of fault reports and recurring maintenance tasks as
well as what equipment is available throughout the building.

Front Desk

Give your reception access to valuable information about the status of all rooms and let them
easily create fault reports or other tasks based on guests’ requests, such as cleaning, VIP, room
service, lost & found and more. Room Overview

Provide a clear overview of the number of uncleaned rooms and active tasks within all
departments and more.

Checklists

Create you own checklists for different purposes. Let new employees receive a list of what needs
to be done and view a picture of what a finished room should look like, use them on safety
rounds and quality control checks, and access statistics to follow up on the quality of service
provided at your hotel.

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2.3 Estimating Resource and Resource Plan

WHEN WE ASSES THE SYSTEM OF MANAGEMENT OF FM international hotel we

incure quantitative and qualitative resource.

Resource plan Estimated cost Actual cost

Transportation cost 15 18

Buying paper 180 160

Data storage flash 170 180

Printing into hard 50 35

copy

Other cost of food, 30 25

2.4 Preliminary Schedule

Project schedules are created during the project planning phase and are crucial to the creation of
a project plan, where the schedule plan, schedule baseline, deliverables and requirements are
identified. The project schedule is designed to guide the project team throughout the execution
phase of the project.

We asses the following inorder to fulfill the poject work of FM INTERNATIONAL HOTEL

Reviewing Resource Availability:

Reviewing WBS and Activity

Identifying potentially available resources:

Reviewing historical Data about Reuse of Resources

Reviewing Organizational Policies on Resource Usage

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Expert judgment on what resources are needed and available

Make or Buy Decisions During Estimate Activity Resources Process:

Breaking down the complex activity to estimate

Update Project Documents:

PRELIMINARY SCHEDULE data of implementation

Reviewing Resource Availability: April 01-april 23 EC

Reviewing WBS and Activity APRIL 06-08

identifying potentially available resources: APRIL 06-08

Reviewing Organizational objective APRIL 10-12

Analysis requirement APRIL 07-09

Conduct feasibility APRIL 09-14

Assess ORGANIZATION information APRIL 14-20

PROFIL

Adjust the data APRIL 20

Organizing the data APRIL 20-21

2.5 Communication Plan

Establishing communication infrastructure is very important in any projects.

Effective communication plan preset specific type of information

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The aim of communication plan is to create the right information in the right time and place in an
appropriate way for the audience

Who? Receive Why to Whois

communicate ? Responsible?

Members of the Establish project Project manager

project with important
organization stake holders

Deliver decision Client

Client
documentation

Distribute Project team

financial
member
Potential users information to
financial
administrator

Exchange lessons
within project or
stakeholders

 System analyst and assistant manager

 Database designer

 Programmer

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 2.7 PRELIMINARY BUDGET

Budget

S/N Description activity Unit Unit price Total cost

1 Paper 500 0.5 250

2 Pen 5 5 25

3 Typing 150 5 750

4 Printing 150 1.5 225

5 Copy 300 0.5 150

6 Transportation other 18 6 108

7 Total cost 1123 18.5 1508

PART THREE SYSTEM ANALYSIS

3.1 Requirement Determination

Requirements determination and requirements structuring are two core components of system
analysis.

Traditionally,

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interviewing, questionnaires, directly observing and analyzing documents are four main methods
adopted by system analysts to collect information

JAD and prototyping are two modern requirements determination methodologies, which are
developed and based on the previous traditional methods

when we acquire information to do the project we asses different materials

 FM hotel Google search

 manuals of the hotel

 asking the manager of the hotel(Interviewing)

 reading other project done on hotel

 directly observing users

 analyzing procedures and other documents

3.2 Requirement Structuring

Requirements structuring is the process to use some kind of systematical and standard, well-
structured methods to model the real world. Traditionally, we use data flow diagram for process
modeling, decision table or decision tree for logic modeling, and Entity-relationship diagram for
data modeling.

the processing structuring which in turn is made up of

 user role/function
 function definitions
 required logical data model
 entity life-histories
 effect correspondence diagrams

3.2.1 Process Modeling

A process model is a formal way of representing how a business system operates

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 Process modeling involves graphically representing the processes, or actions, that capture,
manipulate, store, and distribute data between a system and its environment and among
components within a system. A common form of a process model is a data-flow diagram
(DFD).

Hotels process modeling of data flow diagram

3.2.2 LOGIC MODELING

A hotel organizational structure is a comprehensive plan by a hotel owner to define departmental
activities and responsibilities. This structure brings order to every aspect of hotel operation from
the front desk and room service to the human resources department. Hotel organizational
structures are necessary to ensure maximum profitability from each room, restaurant and bar on a
daily basis. Your hotel can run efficiently if it creates an organizational structure that is easy to
understand.

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3.2.3
Conceptual-Data Modeling
A conceptual data model is a representation of organizational data. The pur- pose of a conceptual
data model is to show as many rules about the meaning and interrelationships among data as
possible, independent of any database management system or other implementation
considerations.

Conceptual data model is a representation of organizational data. The purpose of a conceptual

data model is to show as many rules about the meaning and interrelationships among data as are
possible. Conceptual data modeling is typically done in parallel with other requirement analysis
and structuring steps during system analysis. This is carried out throughout the systems
development process. This is useful for both planning and analysis phases in the systems
development life cycle. Conceptual data model contains about 10 - 20 entities and relevant
relationships known as group entities. Conceptual data modeling is the most crucial stage in the
database design process.

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FIGURER CONCEPTUAL-DATA MODELING

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 REFERENCE

 Debremarkos Fm Hotel Manual

 Debremarkos Fm Hotel Reviews And Samples

 Project Of Hotel Management System Wikipedia

 Fm International Hotel Managers Inteviews

 Project Of intrnational hotel management system

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