INTERNATIONAL UNIVERSITY – VIETNAM NATIONAL UNIVERSITY SCHOOL

OF INDUSTRIAL ENGINEERING AND MANAGEMENT

PROJECT REPORT

Management Information System

HOTEL BOOKING SERVICE

Lecturer: Dr. Tran Thanh Tung

Name ID

1 Trần Thị Hoàn Châu IELSIU18251

2 Nguyễn Thị Quỳnh Như IELSIU18111

3 Lê Nguyễn Quỳnh Hương IELSIU18046

4 Vũ Mai Quốc Thái IELSIU18134

5 Nguyễn Các Ngọc Khê IELSIU18054

6 Đặng Ngọc Thiên Kim IELSIU18060

7 Trần Minh Hoàng IELSIU18042

Table of Contents
I. INTRODUCTION.......................................................................................................................1

1. Purpose...................................................................................................................................1

2. Scope......................................................................................................................................1

II. SYSTEMS SPECIFICATION...................................................................................................2

1. Functional Requirements And Related Business Processes...................................................2

1.1. Business requirement.......................................................................................................2

1.1.1. Online payment processing...............................................................................................2
1.1.2. Automated customer communications..............................................................................2
2.1. Functional requirements...................................................................................................2
3.1. Use case diagram..............................................................................................................4
2. Other Requirements................................................................................................................5

2.1. Interface requirements......................................................................................................5

2.2. Data Conversion Requirements........................................................................................6
2.3. System requirement..........................................................................................................7
III. SYSTEMS DESIGN................................................................................................................8

IV. SYSTEM IMPLEMENTATION DATA...............................................................................16

1. Data......................................................................................................................................16

2. Website Demo......................................................................................................................18

V. CONCLUSION.......................................................................................................................22

CONTRIBUTION TABLE..........................................................................................................22

REFERENCE...............................................................................................................................23
Table of figure
Figure 1: General Use Case Diagram .............................................................................................
4
Figure 2: Hooking Use Case Diagram ............................................................................................
5
Figure 3: Graphical User Interface Flow ........................................................................................
8
Figure 4: Business Process.............................................................................................................. 9
Figure 5: Class Diagram (1) ..........................................................................................................
10
Figure 6: Class Diagram (2) ..........................................................................................................
10
Figure 7: Class Diagram (3) ..........................................................................................................
11
Figure 8: Class Diagram (4) ..........................................................................................................
12
Figure 9: Class Diagram (5) ..........................................................................................................
13
Figure 10: ERD Diagram ..............................................................................................................
14
Figure 11: Class Diagram (full) ....................................................................................................
15
Figure 12: Website Hone Page ..................................................................................................... 18
Figure 13: Account Registration ...................................................................................................
19
Figure 14: Introduction .................................................................................................................
19
Figure 15: Room Selection (1) ......................................................................................................
20
Figure 16: Room Selection (2) ......................................................................................................
20
Figure 17: Payment .......................................................................................................................
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I. INTRODUCTION
The advent of commercialized airplanes has made traveling easier and more affordable for
everyone, leading to the growth of both domestic and international tourism. The Internet has
become ubiquitous in communications and business, thus, to offer travelers an easy way to book
a reservation at a hotel without the need for them to visit any traveling agency, an online booking
website is created to satisfy that requirement. Online hotel reservation systems enable customers
to schedule the dates and length of their stay, room selection, and payment all in one place. The
systems offer convenience for customers as well as enhance the relationship between the
customers and the hotel’s manager. Besides, the system can provide the most up-to-date
information services which substantially improve work efficiency and reduce business costs.
Therefore, traditional hotel management, involving phone booking and paper records, has become
outdated and cannot scale with present market demand. Our Internet-based booking aims to
replace traditional systems and solve existing problems such as time-consuming, customers not
being happy with the rooms they paid money for, etc.

1. Purpose
This report aims to develop a web application that would fix most of the problems related to the
process of traditional hotel booking and allow customers to get information about the hotels in
their selected location so that they can book for the appropriate rooms that fit their requirements
and needs within their budget. This system is developed to provide an easily-accessed website
that is suitable to all platforms such as mobile phones or laptops for customers to receive
information and reporting. The other objectives include hotel managers to acquire information of
their customers online without little or any delay at all as well as preventing any problems related
to the manual booking process.
Moreover, this document defines the functionality of the system, its inputs, outputs and behaviors
as well as the related businesses of hotel booking management.

2. Scope
This System Specification document describes the functional requirement and related business
requirement of the online hotel booking system. It aims to find out how effective this system
would be to improve the operations of room reservations in hotels. This project will focus on the
hotel’s information and room reservation section.

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II. SYSTEMS SPECIFICATION
1. Functional Requirements And Related Business Processes
1.1. Business requirement
1.1.1. Online payment processing
Credit card and E-Wallet are getting more and more attention in today's world due to their
convenience and benefits, especially for travelers who are comfortable making purchases online.
According to Tnooz, 50% of customers refused to use the travel booking online or canceled their
booking early due to the payment-related issues. Therefore, our reservation system makes sure
that customers would not have to face these problems by providing them with several payment
choices such as Cash, Paypal, and VN-Pay. Moreover, the time users spent on the paying process
is also considered. The shorter process is, the better.
1.1.2. Automated customer communications
One of the most efficient ways to connect with customers is through email as they might live in
different time zones and make reservations at any time. Thus, an automatic system that will send
customers emails to confirm their booking and reservation is essential. Moreover, this process
needs to be private and secure to make customers feel safe while using our system.
The information sent to customers also needs to be updated. Customers should be reminded of
their room services, check-in, and check-out time, as well as the hotel's terms and conditions.
Furthermore, the system managers and hotel manager's contact is included in the email for
customers' convenience.
2.1. Functional requirements
The fundamental function of this website is for visitors to search and make reservations for
accommodations. Our team aims to build a minimal and easy to use website that everyone can
use because we always want to expand our targeted audience and raise the user’s satisfaction.
Some functional requirements are included below:
• associate every booking with an account from a single user: for better management, the
system needs to verify all the valid reservations to avoid errors and scam
• Enable customers to search for the best options: the algorithms used can show the
customers options that fulfill their expectations.
• Enable customers to manage their booking (upgrade, cancel, add services): Customers are
allowed to upgrade their room level or even cancel their booking and receive back their
money.
The following table sums up all the functional requirements included in our websites. The table
shows the functional requirement IDs for better checkups as well as their descriptions.

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Functional Requirement ID Requirement Description

FR1 Guests can search for hotels

FR1.1 Guests can view a hotel

FR2 Registered guests can make a reservation for a hotel

FR2.1 Registered guests can cancel a reservation for a hotel

FR3 Registered guests can make a payment

FR3 The system can manage guest accounts

FR3.1 Registered guests can view their accounts information

FR3.2 Registered guests can change their accounts information

FR3.3 Managers can delete an account

FR4 Guests can register a member account

FR5 Guests can log in to member accounts

Table 1: Functional Requirement
3.1. Use case diagram

Figure 1: General Use Case Diagram

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The Hooking Use Case diagram closely illustrates all the processes and people involved when
using our booking website. There are four actors that directly impact the process: new guest,
registered guest, guest, and manager.
First of all, new guests that do not have an account can only search for hotels and act as viewers.
New visitors to the website that want to make a reservation need to go through a registration step.
It requires new members to type in their necessary information like their name, address, date of
birth to create an account for booking purposes. Then, they become registered guests and can now
log in and do more actions. Specifically, they can view their desired accommodations, make or
cancel a reservation, as well as make payments.
Besides, our website has a manager who has the responsibility to manage accounts. This person
can view account information and be in charge of changing any inappropriate or irrelevant
account information. The account manager also needs to delete any fake or seeding accounts on
our website to ensure our customers' liability.

Figure 2: Hooking Use Case Diagram

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2. Other Requirements
2.1. Interface requirements
The website should be developed with an appropriate use of colors, font type and size to make it
easier for users to read. Hyperlink should be changing colors to show whether the user has
already visited that link or not. Text box should be created with its label next to it to help the user
know what kind of data input is required for each box. There should be a bar filled with menus
that links users to each section by clicking on the hyperlinks. The main page should have the
name of the website alongside with search bars.
The website user interface consists of 2 main sections: Home section which is used for customers
to search for relevant information about the hotels and a Sign-Up/ Login section for customer or
hotel manager to log in.
The user interface screens should include:
• Login - users log into the system as a hotel manager.
• Administer user - users create, modify and delete their accounts or change their account
passwords.
• Administer rooms - this is used to show rooms availability and rates.
• Reservation - this is used as a received button to update/save or cancel, change
reservation, adjust room rate and accept payment.
• Hotel payment - this is used to accept payment for rooms.
In addition, there is also an about us section that is used to connect the team with the potential
customers.
2.2. Data Conversion Requirements
Data conversion is the process of converting data from one structural form to another to suit the
requirements of the system to which it is migrated. Data is transformed from the format
recognized by one operating system into the format of the other operating system with different
characteristics. Data conversions may be as simple as the conversion of a text file from one
character encoding system to another; or more complex, such as the conversion of office file,
image and audio file formats.
There are many ways to convert data in the computer environment. Conversion can go seamless,
or it can require processing by the use of a special conversion program, involving a complex
process of intermediary stages, like “exporting” and “importing” procedures. Regardless of how
the data conversion is performed, it is important to know that information can be easily discarded
in the process, and when lost, difficult or impossible to restore. It is to evaluate and understand
how data will be impacted when converting from one data type to another. Considerations in
Planning for Data Conversion
• Establish careful planning and effective communication of every detail, and step, of
the process at the onset of the conversion project.
• Identify the system/s and supporting components to understand what the project team
will be working with as they transition the data.

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 • Review the data and data types being converted, and take note of information such as:
(a) amount, type, and quality of data, (b) original and target sources and formats, and
(c) cross-reference complexities
• Assess the experience and capability of the project team to successfully perform the
data conversion. Hire additional resources or outsource the work if the appropriate
skill set is not available.
• Identify critical data. This may impact the approach to data conversion, including the
amount and type of resources required to successfully perform it.
• Determine if the most appropriate, low risk, approach is to perform the migration
inhouse or to outsource the effort or a combination. In-house effort provides control
and data security, schedule and resource flexibility, and possible cost savings.
Outsourcing may cost more, but brings a level of expertise not always available in-
house.
• Determine how data conversion will be performed. Check requirements to run parallel
systems, possible one time cut-over to the new system, need to archive the old system
or keep it running, etc. Use the information as inputs to determine costs, schedules,
software needs, and any required human intervention.
• Perform high-level mapping to determine which data elements in the existing system
will be converted to the new system.
• Develop business rules to outline how items will be handled, e.g., blank records, new
codes, inappropriate entries, etc.
• Develop conversion scripts, as needed, to extract data from the source, transform data
as needed, and load the data into the target.
• Map out the expected schedule of the conversion
• Create a specification document on how the converted data will look.
• Plan on post project activities involving communication, education, data
normalization, quality assurance, and validation of data accuracy and completeness.
2.3. System requirement
These following requirements are also needed to be satisfied when running the system:
• Suitability: hotel booking system should be suitable for both administrators and guests.
For administrators, all the information should be accessible all the time and continuously
updated. For guests, the user interface should be simple, clear and easy to use.
• Reliability: in the event of a partial failure, the system should be able to continue working,
even if the overall performance reduces. Faults should be automatically detected and
reported; backward recovery and forward recovery should be available.
• Learnability: an average user can learn how to use the system in a short period of time, so
that he/she will not give up on the system and try to use another one. It also should be
attractive enough so that they can spend more time on the website, which results in a
higher chance of reservations. Being memorable is essential for future prospects or in
competition with other systems.
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• Maintainability: the system must be maintained and modified easily. For such purposes, a
special administrative page with pre-programed function will be the best alternative,
which will prove beneficial in the long run for the whole business, as it will save a huge
amount of time.
• Performance: each search should be done less than 2 second and average page load should
not be over 1 second. Waiting too long can frustrate the user, so he/she might leave for
another system.Software should have adequate hardware resources to be able to handle
peak traffic hours and to function normally in the event of a partial system failure.

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III. SYSTEMS DESIGN
1. Graphical user interface flow

Figure 3: Graphical User Interface Flow When users connect to our

website, they will have to answer this question “Already sign up?” in the first page before moving on to
other functions.
• If they do not have an account, they will need to fill in this information in order: “Name, Email address,
Password” to create a new account. After that, they automatically log in to the system.
• If they already have an account, they need to enter an Email address and Password, if both are correct,
they will log in, otherwise, the system will let them enter again.
After logging in, they can search for hotels by entering Destination, then the system will list out all the
available options. When users click on the option they want, the system loads a new page with more
details about the hotel with the reservation function.
When users want to make a reservation, they need to fill in this information in order: Check-out day,
Check-in day, Number of guests, Number of rooms. Then the system loads a new page with all the
information above so users can check again and confirm their reservations. After that, the payment
process is loaded up and users can find their suitable payment options.

2. Business process formula

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We decide to build this website and act as a third party that helps connect hotels with their customers.
The following chart quickly describes the process of how we run our business.

Figure 4: Business Process

To begin with, any visitors to the website can search for their ideal accommodation and check for
availability. To be more clear, the website will show if a specific room type is booked or not. And then
they can select a room of their will and the number of days they will stay. Here, the system may record
all the information the customers typed in to sort out the best matched recommendations for them, from
most relevant to least ones.

Once the customers select a hotel room and a reservation is made, they are required to go on to the next
step of payment setting up. Here, the system sends out a request for our customers to pay the charge

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through the credit card number that they registered. From here, customers’ job is done as the website
will take care of the rest of the booking process. When the reservation is submitted, our website will
send out a confirmation message via text message or email, which is at the same time stored in the
Database. The process is now completed.

When the date the customers booked comes, our system will send a reminder in advance. Then, the
customers just need to print out the transaction form or present the confirmation message. The hotels
will then verify the booking and start checking them in. As the time of confirmation, the website
automatically updates the booking status for the customer, changing the booking ID from on-hold to
checked-in. The customers may now pay the remaining balance. Then, the booking’s information will be
deleted out of the Database and update accordingly to the website. Finally, by the end of the booking
date, the system will update the booking status one last time from occupied to available, and readily for
next customers to make reservations.

Our website provides convenience and saves time for travelers. We also act as an effective marketing
tool when we promote hotels and their deals to attract more customers. For a hotel to appear on the
webpage, they have to pay a small fee. In other words, our team gets money from the hotels registered
on our web page. Besides, we will also receive a portion of the booking charge from the customers as a
commission fee whenever a reservation is made via our website.

3. Database design
The data will be created in the excel file which includes the hotel, the city where the hotel is located and
all the rooms owned by the hotel. There are four cities collaborating with our group project’s website
namely Ho Chi Minh, Da Nang, Hai Phong and Hue. Each city has their own postal code and id to be
identified and they are all in Vietnam.
Figure 5: Class Diagram (1)

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 Figure 6: Class Diagram (2)
There will be a category for customers to select whatever hotels and rooms they prefer. The category
will include 4 hotels with each of 2 kinds of rooms. In terms of the hotel, it will be displayed on the web
when the customers login to the page with some information input before, such as the hotel name,
description, the company that owns the hotel, the city where the hotel is located,… In regards to the
room in each hotel, there will be some choices for customers to select with some information like the
room’s name/ID, description, and the most important thing that directly impacts the choice of the
customers is the current price. This list of information is linked to the room’s type where it has 2 main
types of each.

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Figure 7: Class Diagram (3)

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 Figure 8: Class Diagram (4)
When a guest/customer enters the web, what they have to do is login by their account, or if they do not
have any account, they have to register with their own information. The information would be their
name(first and last name), email address, phone number, current address. Moreover, when the guest has
booked a room in such a hotel, the invoice will be output and displayed on the website with that guest’s
ID, their payment confirmation and the reservation information related.

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 Figure 9: Class Diagram (5)
Each guest will have their own reservation with the information input and system confirmation. The
reservation comprises many components that shows fully the information of the ID, status catalog, the
price (with discount or not), as well as the booking of the guests, sent back from the customers data to
the host server. Therefore, the web manager can easily handle the information of the guests and base on
that to give them the complete service.

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Figure 10: ERD Diagram

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Figure 11: Class Diagram (full)

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IV. SYSTEM IMPLEMENTATION DATA
1. Data

Table 2: Customer Data

Table 3: Company Data

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 Table 4: City Data

Table 5: Hotel Data

Table 6: Category

Table 7: Room Data

Table 8: Room Type Data

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 Table 9: Guest Data

2. Website Demo

Figure 12: Website Hone Page

19
Figure 13: Account Registration

Figure 14: Introduction

20
Figure 15: Room Selection (1)

Figure 16: Room Selection (2)

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Figure 17: Payment

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V. CONCLUSION
In the long-term, this web will be updated and completed better in order to compete with the
others. It is now basically designed with a few choices and little information as the project has
just been conducted in a short period of time. However, we have tried our best to design and
decorate the website with enough necessary information for the guest to find out what they need
easily. There are still some limitations during the process that makes us use some other tools to
help with the design and fulfill the requirements. In conclusion, the whole process to finish the
web’s design is quite satisfactory with all the team members’ fully contribution.

CONTRIBUTION TABLE
Name ID Contribution

Trần Thị Hoàn Châu IELSIU18251 100

Nguyễn Thị Quỳnh Như IELSIU18111 100

Lê Nguyễn Quỳnh Hương IELSIU18046 100

Vũ Mai Quốc Thái IELSIU18134 100

Nguyễn Các Ngọc Khê IELSIU18054 100

Đặng Ngọc Thiên Kim IELSIU18060 100

Trần Minh Hoàng IELSIU18042 100

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REFERENCE
[1] 13 Things To Consider In Planning For Data Conversion, Roger Hunt

https://www.bizcatalyst360.com/13-things-to-consider-in-planning-for-data-conversion-2/

[2] Development and Implementation of WEB-Based Online Hotel Reservation System, HU

Ping, GU Dongxiao

https://www.researchgate.net/publication/266650526_Development_and_Implementation_of_W
EB-Based_Online_Hotel_Reservation_System

[3] How to Manage Your Data Conversion Requirements, Andrew Bolivar

https://ultraconsultants.com/erp-software-blog/manage-data-conversion-requirements/

[4] Hotel Room Booking System, UKDiss.com https://ukdiss.com/examples/hotel-room-

booking-system-project.php

[5] 10 Things to Consider When Choosing an Online Booking System, Robert Fink

https://pro.regiondo.com/choosing-online-booking-system/ [6] Documentation Of Online

Booking System, Syed Hasan

https://www.researchgate.net/publication/275097517_DOCUMENTATION_OF_ONLINE_BO
OKING_SYSTEM

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