Mccoy

ABSTRACT
Specifically, the element of the hospitality business known as hotel management is the subject of
this project. The usage of the internet, computers, and other electronic devices in the twenty-first
century has made it relatively simple to handle a variety of various occupations and parts of
administration. This project involves the design and implementation of an electronic hotel
management system that allows for the proper management of information and transactions in a
centralized and organized manner, as well as the development of a user-friendly interface that
allows users with only rudimentary or no knowledge of computer operation to interact easily
with the system.
Room reservations, room booking, financial management of the hotel, staff record management,
online reservation, and other day to day operations involved in the running and management of a
hotel are all intended to be accomplished through the development of a platform for both users
and administrators to utilize. It is based on the specifications for a hotel reservation system that
the system is being implemented. It has been organized into five key sections, which are as
follows: Front Desk, Accommodation, Catering, Finance and Account, and Personnel Staff
Record (in alphabetical order) (Human resource management).
Building a system that assures accurate record maintenance was accomplished through proper
identification of clients and adequate assignment of user functions, with the vast majority of
procedures being completed automatically as a result of this project. In order to aid in the
administration of data in the hospitality business as well as to make the entire hospitality
management process more efficient, an electronic hotel information management system is
necessary.
The project was created with the help of Microsoft Visual Studio Code, which is a software
development environment (IDE) developed by the company Windows. It may be used to create
console as well as graphical user interface apps, as well as websites that have windows form
application websites, among other things. Microsoft SQL server was used to develop the
database system in question (MSSQL)
CHAPTER ONE
INTRODUCTION
1.1 BACKGROUND OF STUDY
“ One major challenge in Business management in Ghana is ineffective utilization of resources and
lack of proper record keeping leading to wastages and outright fraud by the staff. This is
particularly true in the hospitality industry.
The Hotel management information system is a system that aids the management of the
Customers’ data, Hotel staff data, customers’ registration, Customer accommodation or allocation
into specific rooms, room reservation and Personnel staff management.
Supratek Hotel uses manual method for Customer registration and allocation and record keeping
by filling up the forms provided by the Hotel Staff and then the filled forms are kept in file-folders.
For the hotel staff to know which rooms are free and available they would have to check through
their various files or keys and this system is a bit cumbersome and even more so for a business
that is trying to expand . The registration is based on manual work and all the processes are done
manually. The same manual process is involved in staff record, roster keeping and payroll. ”
(Alwan., 2015)
1.2 STATEMENT OF PROBLEM
The problem-solving phase of the system analysis process is concerned with the issues that are
impacting the present manual system. The issues are those that are interfering with the hotel's ability
to carry out its everyday operations. As the developing tendency in most businesses in the
Information Technology (IT) world of computers, the demand for correctness, perfection, speed,
and large amounts of data storage is a must. Regardless of the difficulty, it must be resolved in the
shortest amount of time and energy possible.
The following are the issues that the present system is dealing with, and the solutions that the Hotel
Management System is aiming to provide:
Difficulties in maintaining records Time-consuming Editing of data becomes a time-consuming
task Lack of data security Mistakes arising in the calculation of money Inefficiency Data
redundancy Data inconsistency Incidence of fraud
In the system, it is extremely difficult to keep track of data since all of the records are kept in a
register or in perspective record books, which makes it extremely tough to preserve data records.
There is a possibility that the record books or files in which all of the data is recorded may be
damaged or worn out, or that other problems will occur, or that files will be misplaced.
• Time Consuming: It takes a significant amount of time and effort to record each and every entry
and leave of guests from the hotel in the register. Additionally, if all of the entries need to be
duplicated, for example, to be kept in another record for safekeeping, it takes a long time. The
process of checking for data fast is likewise time-consuming. Time-consuming activities in the
existing system include the creation of various types of reports, the preparation of merit lists, and
the completion of complex computations.
Data editing: Once data has been manually entered, it cannot be modified or edited in any way. If
a mistake is made and the administrator attempts to cancel it out and rewrite it, the entire register
will become soiled and disordered as a result. If data is input erroneously, the entire system becomes
inaccurate, and correcting mistakenly submitted data does not provide a simple solution to the
problem.
Incidence of Fraud: Because of record insecurity, employees may commit fraudulent activities that
are perpetrated by others. The constant occurrence of fraud in the hotel organization may eventually
result in the business being unprofitable, and the hotel in question may be forced to close its doors.
Data Insecurity; Because the data is stored in files or registers, it is not a secure location. Because
the storage media used here are files and books or registers, there is a risk of the storage media
being lost, torn, or falling into the wrong hands, which can result in the database being destroyed,
or it can be accidentally destroyed. Also, in the system, data should be displayed to the individual
in accordance with his or her status within the organization; everyone should not be permitted to
utilize all of the data.
If the data falls into the wrong hands, the person who receives it may be able to take advantage of
the situation. As a result, the most important feature of the Hotel Management System is security.
According to the existing system, there is a high level of data redundancy. Data redundancy is
significant as a result of the maintenance of so many registers, which means that the same
information is recorded more than once.
Data Inconsistency: As previously noted in the preceding stage, when the same information is
written in more than one place, it causes a problem. This is especially true when there is a
modification or deletion in the data that has been recorded.
1.3 OBJECTIVES
The suggested system is intended to provide answers to the challenges listed above and to assist
the user in managing the hotel effectively and efficiently via the use of the following features:
Sufficient Record Keeping: To remove manual record keeping and replace it with electronic record
keeping, so guaranteeing that an adequate record of transactions is maintained. A centralized
system where all relevant data and information can be conveniently accessible, tracked, and
monitored is ensured as a result of this.
Reduced Incidence of Fraud: The program is intended to minimize the incidence of fraud in the
business, both by employees and by outsiders, by ensuring adequate record keeping, tracking, and
monitoring of transaction processes within the organization.
To instill accountability in the process of management in the hotel organization by not only
lowering the occurrence of fraud, but also by eliminating waste.
Provide Data Security: The research will implement data security measures by assigning different
access permissions to different members of the team.
Staff deployment and productivity will be improved as a result of using the Human Resource (HR)
and Finance & Account (F&A) modules to compare accounts receivable and payable. A complete
record of personnel is maintained through the nominal roll module, which allows for more efficient
use of resources.
Increased Profit Line for the Organization: When there is a decrease in the incidence of fraud, as
well as efficient resource management, this will result in a rise in the profit line for the organization.
Reduction in Time Consumption: A decent search algorithm will be installed on the web
application to improve the search facility, allowing users of the system to search for all types of
data using a variety of different criteria.
The following are some of the ways in which the system can be beneficial to the user:
• To automate activities such as data collection, hotel staff data collection (including employee
rosters), restaurant meal ordering, and general hotel administration.
For the purpose of atomizing different sorts of reports.
Data redundancy has been eliminated.
It is vital to establish a centralized system through which all relevant data and information may be
conveniently accessed.
Consistency in the data.
1.4 THE IMPORTANCE OF THE RESEARCH
The Hotel Management system is being created in order to eliminate the majority of the difficulties
that have arisen in the manual system by computerizing the present one. The following are some
of the characteristics of the newly suggested computerized system, in a nutshell:
After computerizing the system, the Hotel Admin will be able to do their tasks in the shortest period
of time and with the least amount of effort feasible. The automated approach offers several
advantages and saves time and effort that the manual system just cannot match in any case.
If we consider that the primary challenge that arises in any manual system is keeping track of the
number of entries and finding a specific record, computerized methods are most beneficial in
dealing with areas where a database is established.
A computer has the ability to store a vast quantity of data in storage devices and to work at a very
fast rate when necessary. The user has the ability to enter any sort of information into the computer
and conduct any type of job that would otherwise be arduous and time consuming if carried out
manually by hand.
1.5 METHODOLOGY
This section is concerned with data collection. The study's scope, as well as the data quality controls
that were implemented. This section also demonstrates how the information was analyzed and
presented.
The visual component refers to the approach that will be utilized to develop the graphical user
interface in conjunction with the Visual Basic programming language (MSDN.2021) and
application. Instead of creating multiple lines of code to define the design and position of interface
pieces, you can simply drag and drop pre-built objects into a desired spot on the screen using a
graphical user interface.
This programming language is based on pre-created objects, and it is event-driven, meaning that
all of the operations in a program are triggered by one or more events. Each item has its own set of
characteristics that determine its size, color, look, and the type of its text, among other things. In
addition, each object has its own set of event-handling routines. Visual basic is also capable of
handling pictures, menus, dialog boxes, disk and directory lists, and a slew of other things. To avoid
system compatibility difficulties and guarantee that the application runs on all systems that are
equipped with web-browsers, the application will be web-based and built on the PHP programming
language platform.
The backend, which stores Customer Records and Transactions, is powered by Microsoft SQL
Server. It performs the function of a database.
The precise difficulties that have been found are not left out of the information gathering system
specifics.
1.5.1 COLLECTION OF INFORMATION

Information collection and record keeping in the hotel system is a critical function that must be
carried out in a systematic manner in order to ensure that.
There are no system specifics left out.
The proper problems are recognized; Repetitive work is avoided
No information is gathered if the information is incorrect or incomplete.
In order to do this, an appropriate search algorithm must be implemented; the approach entails
selecting information from sources based on certain search criteria that are established. The
following are the general approaches that are employed when acquiring information:
1. Interviewing
2. Examination of the records
3. Observation
These strategies are employed during the stages of system analysis and design.
1. Interviewing: An interview allows the analyst to obtain or gather information from a person or
group of individuals who are typically current users of the existing system or future users of the
new system, respectively. This is the most fundamental source of high-quality and useful
knowledge. It also provides an opportunity for the analyst or developer to identify areas of
misunderstanding and difficulty. User interviews are done in order to get qualitative information
about the users. It was possible to acquire information from respondents who had been involved in
the process for a lengthy period of time through these interviews, which were conducted under
strict guidelines.
These interviews gave information on a variety of topics, including: Activities involved in the
process of distributing rooms to clients. Activities involved in the process of verifying the rooms
,preparing all of the different reports
Limitations of the present system
Issues that users have encountered when using the existing system
• Record review: It is stated that it is more reliable to rely on records than it is to believe in
humans. As a result, a smart analyst is always able to extract facts from papers. By looking
into current documents, forums, and files, it is possible to gain a deeper understanding of
an existing system. In addition to written policy manuals, rules and regulations, standard
operating procedures utilized in the Hotel Management System, and forms and documents
are all examples of records.
Many different types of records and reports will be analyzed in order to acquire information on the
hotel management system, including: standard practice, reports created by the present system, and
others. In Hotel Management, the data flow (input or output) is represented by the process of
distributing rooms to clients (Ghassan Z.,2011).
Observation: Observation can bring in missed facts, new ways to improve the existing procedures,
duplicate work done inadvertently. It can also bring in what other fact finding methods cannot. But
his task is delicate because some people do not like to be observed when they work. Observation
gives analysts the opportunity to go behind the scenes in a Hotel to learn how things work.
Observation should look for:
➢ Operational inefficiencies
➢ Alternative routes and procedures
➢ Interruptions in normal flow of work
➢ Usages of files and documents
➢ Informal communication channels.
1.6 SCOPE OF STUDY
A major focus of the research is on the important processes that take place within the hotel
administration system. Among the most significant operations are:
• Customer service and front-desk operations (customer management, room allocation, cashier
posting)
• Arrangements for lodging (Hotel room management, staff schedules, inventory).
• Asset management is important (Fixed, Floating asset).
• Keeping track of employee records.

The aims are realized as a result of the computer's capacity to store enormous volumes of data,
which is extremely beneficial for storing information on the transactions of the Supratek Hotel,
among other things. The scope of the research is confined to the following topics:
WITH THE SUB-FIELDS IN THE RECEPTION MODULE, the Reception module covers all of
the customer allocation and booking functions (Customer Details, Room Allocation, and Cashier
Posting).
APARTMENT MODULE: The Apartment Module is responsible for all room maintenance,
housekeeping schedules, and inventory of the rooms.
Administering and providing general services, which includes keeping track of personnel and
providing inventory for the stores.
1.7 PROJECT ORGANIZATION
The following five chapters provide a high-level overview of the project:
In Chapter One, you will learn about the study's background, as well as the study's goals and
objectives, as well as the significance of the study, the study's methodology, scope, and design.
You will also learn about how to use certain terms that will be used in this study. Chapter Two: In
this section of the work, you will learn about the study's design and layout. Chapter Three: In this
section of the work, you will learn about how to use certain terms that will be used in this project.
Chapter Two: This chapter is concerned with the component of the project that involves
conducting a literature review. It provides an explanation of many articles on Hotel Management.
The paper also includes a comparison of an existing online system to the proposed solution.
In Chapter Three, you will learn about the system analysis and design of both the present manual
system and proposed system, as well as their respective methodologies and designs.
Chap. 4 - System implementation and documentation of the new system, which covers the tools
and software and hardware requirements of the system. System testing and maintenance of the
new system are also discussed in this chapter. Chapter 5 - System design and implementation
Lastly, in Chapter 5, the project is summarized, and conclusions and suggestions are derived from
the project's outcomes.
CHAPTER TWO
LITERATURE REVIEW
2.0 Introduction
There are several subjects and investigations that are covered in this section of the literature
study that will assist you in understanding Hotel Reservation System and the current systems that
are comparable to Hotel Reservation System. The purpose of this literature review is to examine
prior research that has been done in connection with this topic, as well as the mechanisms that
have been employed in those studies.
2.1 Information system that is based on a computer
Information systems based on computer hardware and software technology, as defined by

Higgins (1976), are organized systems that gather, process, store, and disseminate information
utilizing computer hardware and software technology. In an organization, information systems
are used to assist in decision-making and controlling operations. Information systems may also
be used to evaluate issues, illustrate difficult subjects, and develop new products. They are
becoming increasingly popular. Information systems perform three functions: input, processing,
and output. These three functions are responsible for generating the information that an
organization requires.
2.2 Aspects of computer-based information systems that are advantageous
The usage of computer-based information systems has been increasingly common in industry,
non-profit organizations, and government bodies, particularly since the 1990s. In addition to
providing easy access to databases of personnel information, reference reading material, best
practices, and on-site training, these systems are also easily adaptable to match the specific needs
of an organization's employees. As a result of the Internet and technology boom that occurred in
the early twenty-first century, the usage of computer-based information networks is increasing at
a quicker rate each year. A hotel is a hive of multiple activities such as the front desk, booking
and reservations, banquets, finance, human resources, inventory, material management, quality
management, security, energy management, housekeeping and customer relationship
management (CRM), among others. A study by Pant and colleagues (Pant and Hsu, 2005) .
The definition of a hotel in British law is a location where a "bonafied" visitor can obtain food
and shelter, provided that he or she is in a financial position to do so and is in a physically fit
state to do so. Hotels have a lengthy history, but not in the form that we know them today. The
first inn in and around the city of London began to emerge in the 6th century BC, far before the
modern era. The earliest catered to tourists and offered them with nothing more than a roof over
their heads. Since the beginning of the industrial revolution in England, inns have been subjected
to a variety of changes and advancements, which have benefited both the innkeeper and the
public. The introduction of the steam engine increased the popularity of travel even further. As a
result, more and more individuals were required to travel, not only for work but also for
recreational purposes. Eventually, the hotel business as we know it began to take shape as a
result of these events. Today's hotels not only provide for the essential necessities of its guests,
such as food and shelter, but they also provide much more, such as customized services and other
amenities. Hotels have evolved into a "home away from home." JAYESHVK (Jayeshvk 2008)
The hotel industry has two main categories of customers: corporate guests who use hotel
facilities for business and conference meetings from Monday through Thursday, and leisure
guests who typically stay in hotels on weekends and during holiday periods. Corporate guests are
the majority of hotel customers. The hotel market is heavily influenced by new trends and
technical advancements, as well as by macroeconomic issues at the national and international
levels, both domestically and internationally. A number of years are required for the creation and
building of new hotels; as a result, developers must estimate future events in order to make
accurate predictions about future demand. Aryee(2011) defines this as a formalized euphemism.
2.4 Different types of hotels
Hotels can be classified as one of the following:
2.4.1 One-Star
2.4.1 One-Star hotels in this category are primarily equipped with a communal bath or toilet,
towels, central heating, breakfast, and a schedule that includes the option of a wake-up call and
daily cleaning of the rooms. One (1) star is awarded if all of the rooms are equipped with a
private bath or toilet as well as a television.
2.4.2 Two out of Five Stars
In addition to the standards for one (1) star hotels, two (2) star hotels must include at least 40
percent private bathroom or toilet and TV, as well as bath towels and a sink in each room with
soap and shower cream, as well as a night light. Similarly, in order for two (2) stars to achieve
outstanding rank, all of the rooms must have a private bath or toilet as well as a television.
2.4.3 Three out of Five Stars
Each of these hotels has a service desk that is open at least 14 hours a day, and each room is
outfitted with a private bath or toilet, hairdryer, large mirror, luggage stand, desk, radio,
television, access to the internet, access to the baggage service, laundry bag, shoe shine
equipment, and an elevator.
2.4.4 Four out of Five Stars
In addition to having a reception desk manned at least 18 hours a day, four (4) star hotels also
have a bar that is open at least six days a week. There should also be comfortable furniture, a
safe, guest computers, internet connections in rooms, a mini bar or room service, dinner service
at least six days a week, room service with food for hotels that do not only serve breakfast,
newspapers, sewing services, and an elevator in addition to these amenities. If a dining restaurant
is open at least six evenings a week, it is considered to have superior status.
2.4.5 out of 5 stars
Suites, extra toiletries in the room, bathrobes and slippers, extra pillows, a choice of pillows,
comfortable seating in rooms, bar seven days a week, lunch and dinner seven days a week,
minibar, room service around the clock, luggage service, ironing service, same-day laundry
service, second service or turndown, mystery checking, and other amenities are available at
hotels in the five (5) category.
In order to receive a star rating, all star categories must meet a number of extra requirements in
addition to the essential criterion listed above. In addition, the hotel is evaluated as a whole in
terms of maintenance standards, the quality of the furnishings and equipment, and the overall
impression it leaves on guests. Aryee (2011) defines formalized euphemism as
2.5 Hotel Information and Management System

In the Hospitality Industry, Hotel Management System is an appropriate software solution that
may be utilized in a variety of settings such as hotels, motels, inns, resorts, lodges, hostels,
military guest houses, ranches, suites, apartment complexes, medical centers, and bed and
breakfast establishments. A Hotel Administration System (HMS) is a complete software suite
that includes integrated modules for the management of numerous areas of a hotel operation. In
the hotel sector, the software is referred to as a Property Management System (or PMS for short).
Hotel Management Software will include all of the features that are required in a construction
software, including but not limited to hotel reservation web application, hotel reception
applications (front office), call accounting, hotel point of sales (restaurants and bars, room
service, housekeeping and other outlets), inventory management system, and hotel accounting
software (Wollner KS. ,1999).
The lodge software's modules are tightly linked, and all hotel programs are included in a single
fee, which means that no matter how large or small your hotel is, you will receive all of the
modules at no additional expense. Management software for the Microsoft Windows operating
system is being produced utilizing the most up-to-date software development methodologies.
Pant and Hsu (Pant and Hsu, 1995)
Hotel reservation system (also known as a central reservation system (CRS)) A computerized
system that stores and transmits information on hotels, resorts, and other lodging facilities is
often known as a central reservation system (CRS) (www.mindspeakit.com).
Hotel Reservation System is equipped with all of the dynamic and adaptable features necessary
to manage a hotel, motel, or guest home operation. Reservations, guest history, front desk, sales
ledger, accounting, and reporting modules are all integrated into the Hotel Reservation System's
operational integration layer. The software has the capability of generating reports that assess
your booking, checking, and checkout statuses, among other things. In order to improve your
income, a Hotel Reservation System is the greatest solution for managing your resources in a
straightforward yet effective method with the least amount of effort and time possible. Hotel
Reservation System allows you to manage small to medium-sized boutique hotels, inns, cottages,
bed and breakfasts, campers, and cabins, as well as other hospitality establishments. The purpose
of a hotel management or online booking is to assist you in managing your bookings and using
the data acquired in reports to assist you in analyzing your marketing and financial outcomes.
Integrated modules for many elements of hotel administration make up a whole software suite
known as hotel booking software or hotel management software.
2.7 Benefits of Making a Hotel Reservation
Reservations for hotels have the benefit of being able to update data fast, allowing for reservation
modifications to be done quickly and simply. You may also use the data to create a summary to
check how many places are remaining. You may also examine historical data to determine where
you have been most efficient or where you may be losing money, or at the very least where you
might optimize profit. ( )
2.8 Existing systems
2.8.1 Booking.com
Given that Booking.com is an agency that focuses in hotels and other forms of travel
accommodations, it should come as no surprise that they rank first on the reviews of the top
hotel booking sites. They provide discounts on rental homes, hostels, and bed & breakfasts, as
well as a wide range of other hard-to-find property types and services. Customers of
Booking.com have expressed high levels of satisfaction with the company's service, notably
with the simplicity with which reservations may be made. Fill out the form by entering your trip
destination and departure and arrival dates. Once you've narrowed down your search results
with their filtering tools, you may zero in on certain amenities as well as other factors that are
crucial to you. Also available is a theme search feature, which is something you won't find on
most hotel booking websites. You may use these searches to rapidly identify hotels that are
family-friendly or that cater to corporate travelers, as an example. Once you've located the
appropriate location, click on it to get more extensive information and to make a reservation
straight away. If you don't have access to a computer, you may also book your hotel using
Booking.com's mobile app, which also allows you to check current rates at hotels in your region
if you need to make a last-minute reservation (Wong Poh Kian.2011).
Fig 1. Booking.com front Interface

2.8.2 Hotels .com
In addition to Hotels.com, if you're seeking for the best hotel booking sites, you should look
into Booking.com. Their substantial discounts provide you with several options to save money
on your entire lodging charges, often by as much as 50 percent (Ben Ghalia.,2000). Their
Welcome Rewards program is intended for frequent travelers since it allows you to earn a free
night at one of their member hotels for every ten nights you spend at one of their properties.
This type of loyalty program is unique among hotel booking websites, so if you're interested in
earning these types of benefits, it's worth having a closer look at what Booking.com has to offer
you. In addition, spontaneous travelers will appreciate Hotels.com's last-minute offers on hotels
all across the country, which are available nationwide. If you're traveling with a large group,
you may take advantage of a group travel service that's designed just for your needs. A
Hotels.com specialist can assist you in locating and booking as many rooms as you require at
discounted prices, as well as connecting you with meeting or event space if you want it. If you
prefer to use a mobile device to look for and book hotels, Hotels.com, like Booking.com, also
has a smartphone app for finding and booking hotels if that is more suitable for you.
Fig 2: Hotels.com Front Interface

2.8.3 Hotwire.com
Hotwire helps their customers save a significant amount of money on their hotel reservations by
maintaining the identity of the travel site with which they are reserving a room a secret until
after they have booked a room. This allows Hotwire's travel providers to get rid of their empty
rooms while simultaneously providing you much lower rates than those offered by many of the
other big hotel booking sites. In addition to viewing photographs and descriptions of the area
you pick, you'll have the ability to read and rate the location as well as read user ratings and
reviews. The only thing you won't know until after you've made your reservation is which travel
partner was responsible for getting you that bargain(Royce,2006). Overall, Hotwire has
achieved the reputation as one of the top hotel booking companies in the industry, thanks to this
procedure. In addition to having several trip-planning tools to assist you in locating holiday
spots with the lowest hotel prices, Hotwire is a terrific alternative for the budget-conscious
traveler because of their low rates on flights and hotels. They may even assist you in
determining the most advantageous time to visit to a specific destination. Hotwire, like the other
firms on our list, provides consumers with strong search and filtering options to aid them in
swiftly narrowing down their search results to locate the hotel that best suits their specific
requirements (Ngai E. W.T and Wat F.K.T.,2003).
Fig 3: Hotwire.com Booking systems Interface

2.9 Comparison among existing systems
Features Hotels.com Booking.com Hotwire.com

Registration Yes Yes Yes
Login Yes Yes No
Search for hotels Yes Yes Yes
Single or group reservation Yes Yes Yes
Online Booking Yes Yes Yes
Report Yes Yes Yes
2.10 Chapter Summary

This chapter offers a study of the literature that addresses the researches of current systems, which
helps the reader have a better grasp of the Hotel Reservation System in general. Through
comparison, it also demonstrates the parallels and contrasts that exist between the existing systems,
as well as discussing relevant aspects of the current system. It will serve as a representation of the
existing system's limit or boundary.
CHAPTER THREE
SYSTEM ANALYSIS AND DESIGN
3.1 INTRODUCTION
Throughout this chapter, we'll look at the management system in detail, along with the techniques,
approach, and activities that went into its development. We'll also discuss the study methodology
and go into further depth regarding the system's primary roles. This strategy will be used to solve
the difficulties raised in the preceding chapter.
In order to replace the existing manual technique of transaction processing, a web-based

application has been created to replace the existing system of transaction processing. This
Automated system must be in charge of all hotel operations and activities at all times. It is much
more efficient to use an electronic approach than a manual one when it comes to efficiency.
The project's scope includes hotel bookings, staff administration, and resource management, to
name a few aspects. A "Use Case" is a scenario in which a person is looking for a room in order
to make a reservation. As a result of the upgraded search algorithm used by the automated system,
it will be able to more effectively distinguish between open and booked rooms. It takes little effort
to access or modify the information stored on the database servers, which are located in the rooms
themselves. Any payments made by the organization, together with their source and due date, are
recorded in the accounts receivable; on the other hand, all cash that has been spent by the
organization is recorded in the accounts payable. The business process is easy, but without an
efficient and integrated hotel management system, it becomes impossible for both the hotel and its
clients to complete all of these tasks.
With the Hotel Accommodation and Management System, it is possible to specify restrictions and
access levels to prevent unauthorized or unwanted personnel from entering any point of operation,
i.e., employees will not be able to access areas that are not relevant to their roles as defined by the
system administrator. In addition, the administrator has the ability to determine which actions may
be performed where on the application. It is not acceptable for a member of staff assigned to the
position of "Housekeeping" to change the monthly schedule established by the Housekeeping
Manager, and the catering staff should not have access to "cashier posting" information about
customers' accommodations.
It is possible to produce staff payments and apply it to records using information from the human
resource database (HRD) and accounting computation. Specifically, precise facts from the staff
database will be highlighted during the calculation of staff salaries, and the gross and net pay for
each employee will be computed accordingly. The Assets Registry will allow for the recording of
both fixed and floating assets in the organization, as well as their respective values. A simple ERP
(Enterprise resource planner or System Management) for the hotel company is being created, and
it should be effective if it is implemented and maintained properly.
3.2 ANALYSIS OF REQUIREMENTS
The following factors are taken into account during the design of the HRMS in order for the
objectives of the automated system to be achieved:
In order for the system to be effective, it must make the hotel's specifics, such as room
specifications and price, completely known to the consumer.
A system's ability to search databases or records to offer timely results depending on the query of
the user is essential.
• The system should guarantee that data consistency is maintained and that there is no redundancy
of data, no matter how little.
• The system should only be accessible by authorized users, and it should be able to identify the
user at any point in time (User Authentication).
• The design (graphic) must be understandable and not clunky to the user; it must be simple to use
and simple to grasp.
It should be possible for users to make reports and printout information from the system on their
own timetable.
• Access levels must be assigned to users depending on their duties, such as Manager,
Administrator, Accountant, and Other Staff members.
• Unless otherwise requested by the user, the system should produce primary keys in the vast
majority of circumstances, and the unique keys should be displayed.
• The system must only perform the tasks that have been defined by the user (browse, modify,
delete, add).
3.3 SYSTEM DESIGN
Architecting a system to meet specific needs stated by a customer or client is a process or an art in
which the architecture, subsystems, modules, interface, and system requirements are defined. It is
planned in phases to guarantee that all relevant disciplines are addressed in the administration of
the hotel website. The project is divided into parts.
The design includes room reservation, which would be a critical part of the system, administrator
functions, which govern the whole system, and user activities (Other Staff), as well as retrieval of
data and retrieval of information.
3.3.1 DATA FLOW DIAGRAMS
User Login Staff
Manager Admin
Other
Staff
Front
Desk/Reception
Accommodation
Staff
Security
Records
Catering/ Food
Ordering
Finance &
Account
Admin &Gen.
Services
Figure 3.1 Data Flow diagram for Hotel Management System

3.3.2 PROJECT ARCHITECTURE
HIMS
Front Desk / Reception Accommodation Catering Finance & Accounts Admin & General Services
Customer Information
Add Hotel Room Food Ordering Schedule Staff Payroll System Personnel Staff Record
Maintenance
Customer Room Hotel Room

Restaurant & Bar Accounts Receivable Security
Reservation Maintenance
Housekeeping Schedule
Cashier Posting Accounts Payable
Assignment
Room Inventory Assets Register
Figure 3.2 Diagram of Hotel Management Project Architecture
1.3.3 PROGRAM ACTIVITY

Start
Authentication
For Admin
Password Invalid
Username &
Password
Is Password &
Username Valid
Yes
Choose Module
No No
Check In Customer Manage Rooms No No Admin & General
Catering/Food Delivery Finance & Account Mgt
(Reception) (Accommodation) Services
Yes
Customer Personnel Staff

Add Hotel Generate Staff
Information Catering Record
Room Payroll
Maintenance Maintenance
Addition Addition Addition Addition Saved

Successful Successful Successful Successful Successfully
Food Ordering Accounts

Hotel Room Security
Room Booking Schedule Receivable
Maintenance Maintenance
Maintenance
Addition Saved Addition Addition Addition

Successful Successfully Successful Successful Successful
Cashier House-keeping
Restaurant & Accounts
Posting schedule
Bar posting Receivable
Assignment Maintenance
Saved Saved Saved

Successfully Successfully Successfully Saved
Successfully
Room Inventory
Maintenace Assets
Register
Addition Addition
Successful Successful
Stop
Figure 3.3 Program activity for Hotel Management Information System Modules
.3.4 PROGRAM ACTIVITY FOR ONLINE BOOKING or RESERVATION
Figure 3.4: Program activity for reservation of rooms

Staff Records Maintenance
Hotel Room Maintenance Include Login
Director
Employee Payroll Include

Details Maintenance
Food Ordering And Delivery Include

Maintenance
House Keeping Schedule Include

Staff
Maintenance
Security/Maintenance
User
Figure 3.5: Use Case Diagram for the HMS

3.3.5 Hotel Room Maintenance
Figure 3.6 Use Case diagram for Hotel Room Maintenance
USE CASE DESCRIPTION FOR HOTEL ROOM MAINTENANCE
Use Case Name: Hotel Room Maintenance Module
Brief description: A hotel room may be added and the unit details can be updated using this case,
which is available to Direction (Accommodation).
Actor:Director
Sub-Flows
S-1
The System will validate any piece of data enters into the necessary field based on the data type,
maximum length, right format, and an identification Number which is unique such that it prevents
any redundant records from being entered. The successful operation will be presented if all of the
validation criteria are met; otherwise, an error message will be displayed.
S-2
This component will display all of the information about the hotel rooms that have been entered
into the system. As soon as the Direction clicks on the "edit" button of the selected field, all of the
data will be posted into the text box or dropdown list, allowing the Direction to make changes to
the record. The System will verify that any data entered into the necessary field is of the proper
data type, maximum length, correct format, and has a unique ID that prevents any duplicate data
from being entered. If there is no error, the Direction is given permission to change the record, and
all information will be updated as a result.
3.3.6 Payroll Generation
Figure 3.7 Use Case diagram for Employee Payroll Maintenance
USE CASE DESCRIPTION FOR EMPLOYEE PAYROLL DETAILS MAINTENECE

MODULE
USE CASE NAME: EMPLOYEE PAYROLL DETAILS MAINTENECE MODULE
BRIEF DESCRIPTION: This use case allows Accounting manager and staff to add and print the
entire company employee payroll records.
Actor: Accounting Manager and Staff.
Actor Action System Response

User Selects “Payroll” In the Finance & Display The main menu
Account Module Display sub-menu: Add payroll record and
print employee pay slip.
• If the Sub-menu selected is “Add Payroll Record”, The S-1: Add payroll record sub-flow
is performed.
• If the Sub-menu selected is “Print Employee Pay slip”, The S-2: Print Employee Pay slip
sub- flow is performed.
Sub-Flows
S-1
The Accounting Manager and staff are able to add all employee pay roll records by calculating
their monthly salary and allowance. They can add the employee records monthly or yearly.
Modification is needed when necessary fields need to be updated.
S-2
The accounting Manager and staff are able to print the employee pay slip by entering the desired
month and year and generate the report for printing.
Alternative Flows or Exceptional Flow
A-1 step S-1
When the accounting manager or staff is adding the employee payroll record, few fields are
required to be entered instead of calling from the database, such as month and year for the
employee salary. The data type must be entered correctly; else an error message will be displayed
to alert the user. An example is the basic allowance. The basic salary is stored on the database
based on the designation of the staff
A-2 Step S-2
When there is an empty textbox such as selected year in this module, the system will block the
update process and will display “The year field cannot be blank’ message to the user. Once the
format is valid it will be successfully updated.
3.3.8 House Keeping Maintenance
Figure 3.9 Use case diagram for Housekeeping Schedule Maintenance
USECASE DESCRIPTION FOR HOUSEKEEPINGSCHEDULE MAINTENECE

MODULE
Use Case Name: House Keeping Schedule Maintenance Module
Brief Description: This use case allows the house keeping manager to assign the duty schedule
of housekeeping staff by month. Besides, it also allows the housekeeping manager to update the
records and delete the records. The housekeeping staff is only allowed to view their schedule.
Actor: House Keeping Manager, House Keeping Staff.
It is conducted the S-1: Add House Keeping Record sub-flow when the "Add House
Keeping Record" sub-menu is selected from the drop-down menu.
• If the sub-menu "Edit House Cleaning Record" is selected, the S-2: Edit House Keeping
Record sub-flow is invoked and executed.
• If the sub-menu "Delete House Keeping Record" is selected, the S-3: Delete House
Keeping Record sub-flow is invoked and completed.
• If the sub-menu with the option "View House Keeping Record" is selected, the S-4: Add
House Keeping Record sub-flow is carried out.
Sub-Flows
S-1 Add a Maintenance Record The Hospitality Manager has the ability to add a
housekeeping record to the system. Every month, two cleaning staff members are allocated
to a specific floor, for example, the ground floor. Once the save button is hit, the procedure
is evaluated, and the record is either successfully added or an error message is presented if
the record was not properly added.
S-2 is responsible for editing the housekeeping record.
Even though the housekeeping manager has the ability to change the data, only two staff
members are allocated to assist with the update. Once the save button is hit, the procedure
is evaluated, and the record is either successfully added or an error message is presented if
the record was not properly added.
S-3 Remove the House Keeping Record from the system.
The cleaning Manager has the ability to remove records, and after a record has been
successfully deleted, the message "deleted successfully" is displayed.
S-4 View Housekeeping Records Housekeeping personnel can check on their duty
schedules by entering their ID numbers in the S-4 View Housekeeping Records screen. In
addition to the floor number and month of duty, the system will display information about
their schedule including their companion.
The design of databases and the structure of tables are covered in Chapter 3.4.
The data in the system must be kept in a database and accessed from it when necessary.
The design of the database is a component of the overall system design. During the analysis
phase, the data items and data structures that will be stored have been identified. In order
to create the data storage and retrieval system, they are organized and grouped together. A
database is a collection of interconnected data that is kept with the least amount of
redundancy in order to serve a large number of users quickly and efficiently. This system's
overall goal is to make record access simple, quick, and economical for users while also
providing them with flexibility and choice. Relationships are created between the data
elements, and any data items that aren't needed are eliminated. Normalization is performed
in order to ensure that data is internally consistent, that redundancy is kept to a minimum,
and that stability is maximized. Consequently, data storage requirements are reduced, the
likelihood of data inconsistencies is reduced, and the system is optimized for updates. It
was decided to use the Microsoft Access database for the development of the required
databases.
The following factors influenced the selection of an access id:
• The Microsoft Access database application and Microsoft SQL-server are provided at no
additional cost and are available on any computer running a Microsoft operating system,
which is the most prevalent operating system at the time of the preparation of this report.
In the process of designing the prototype database for our expert system, which is a
desktop-based application, Access and its Microsoft SQL-server proved to be a cost-
effective, well understood, and immediately available solution.
• SQL, which is an abbreviation for Structured Query Language, is a database
administration standard that cannot be ignored. Access is able to meet this need because to
its Microsoft SQL-server and the availability of the service.
Among the tables that are involved in the proposed system are the following:
Table 3.1: Cashier
FIELD DATATYPE WIDTH CONTRAINTorCOMMENT

CustomerId Nchar 10 Primary Key
AmountPaidThere Money
Receiptno Nchar 10
NameOfAccount Char 50
Table 3.2: Customer details
FIELD DATATYPE WIDTH CONTRAINTorCOMMENT

CustomersID Int Primary Key
NameFull Char 100
AddressLocator Nvarchar Max
ComingFrom Char 100
MovingTo Text
NoOfNightsStay Int
Occupation Char 250
phonenumber Char 20
Sign Char 50
Table 3.3: Housekeeping
FIELD DATATYPE WIDTH CONSTRAINTorCOMMENT

HousekeepingID Varchar 50 Primary Key
Floor_ID Varchar 50
Month Text
AssignTo2 Varchar 50
AssignTo2 Varchar 50
Table 3.4: Obtain ID
FIELD DATATYPE WIDTH CONSTARINTorCOMMENT

UniversalID Numeric 18 Primary Key
SourceID Int
Description Char 100
Table 3.5: Passwords

UserID Varchar 50 Primary Key
UserName Varchar 50
Password Varchar 50
Table 3.6: Room Rates

RoomRateID Int Primary Key
Room Number Int
RoomFloor Char 1
RoomType Char 1
RoomRate Money
NoofPerson Int
ExtraAdultRate Money
ExtraChildRate Money
DateAdded Datetime
AddedByFK Int
DateModified Datetime
LastUserFK Int
Table 3.7: Room Status

StatusID Int Primary Key
Status Nvarchar 50
dateAdded Datetime
AddedByFK Int
LastUserFK Int
Table 3.8: Room type

RoomTypeID Int
RoomNo Int
RoomFloor Varchar
RoomType Nvarchar 50
DateAdded Datetime
AddedByFK Int
LastUserFK Int
Table 3.9: Room Allocation

CustomerId Int Primary Key
CustomerName Char
AttendingOfficer Char
Date Datetime
RoomAllocated Nvarchar
Condition Text
ActionsTaken Text
Table 3.10: User Account

UserID Text Primary Key
Password Varchar 50
FFullName Text
MaritalStatus Text
ID_Number Varchar 50
Gender Char 1
Address Text
Telephone Bigint
RegistrationDate Date
Roles Text
Email Varchar 50
AccountNo Bigint
Department Varchar 50
Salary Decimal (18, 0)
Table 3.12: Access Role Table

RoleID Char 100 Primary Key
FunctionID Char 100
Add Int
Edit Int
Delete Int
Browse Int
Table 3.13: Fixed Asset Table

AssetNo Int (1,1) Primary Key
Item Char
Quantity Int
Dateofacc Date
Value Money
Table 3.14: Function Table

FunctionID Char 50 Primary Key
FunctionName Char 100
ModuleID Char 100
URL 250 250
Table 3.15: Inventory

InventoryID Int Primary key
RoomNo Smallint
Item Char 100
Unit Int
Condition Varchar
StaffName Char 100
Table 3.16: Module table

ModuleID Char 10 Primary Key
Moduledescription Char 100
Diasbled Int
Table 3.17: Passwords

UserID Varchar 50 Primary Key
UserName Varchar 50
Password Varchar 50
RoleID Char 10
Table 3.18: Staff Record

StaffRecNo Int 100 Primary key
Surname Char 100
Othernames Varchar 1
Gender Char
DateOfBirth Date
DateOfFirstAppointment Date
DesignationAndAppointment Char
DateOfLAstPromotion Date
CurrentPosition Char 100
CurrentSalary Money
Department Char 100
Bank Varchar 50
AccountNo Nvarchar 50
IdNumber Nvarchar 15
PhoneNumber Nvarchar 100
Address Nvarchar 100
NextOfkin Varchar 15
FileNumber Nvarchar 100
UserName Varchar 15
Password Varchar 100
Passport Image 100
Table 3.19: Role Type

RoleID Char 100
RoleDescription Char 100
Table 3.20: Room ID

RoomID Int Primary Key
RoomNo Smallint
Price Money
RoomType Text
RoomFloor Varchar
CHAPTER FOUR
SYSTEM IMPLEMENTATION
4.1 HARDWARE REQUIREMENTS
The following are the necessary hardware requirements necessary for the proper implementation
of the Hotel Management Information System:
• A 32-bit 2.2GHz processor

• Windows Xp and upwards operating system
• Web Browser (internet explorer recommended)
• 1 GB RAM processor
4.2 IMPLEMENTATION
The implementation stage of a project is the step in which the theoretical design is transformed
into a functional system. The process entails meticulous planning, an examination of the present
system and its limits on implementation, the creation of techniques for achieving the changeover,
and an evaluation of the change-over procedures. Aside from planning, one of the most important
tasks in preparing for implementation is educating and training users. The preparation of a plan for
the installation of the system is the first step in the implementation process. According to this plan,
actions will be carried out, conversations will be had about equipment and resources, and extra
equipment will be purchased in order to put the new system into operation. A network backup
system does not necessitate the use of any additional resources. The most important step in
implementing a successful new system is instilling trust in the users that the system will function
properly and effectively. Only when extensive testing has been completed and it has been
determined that the system is operating in accordance with specifications can the system be put
into operation. This technique also provides the highest level of security since the old system can
take over if any faults are discovered or if a particular transaction cannot be completed while using
the new system, the old system will take over.
4.3 SYSTEM
4.3.1 The Home Page
The Home page of the Hotel management Information system basically consists of five modules
which include; the front desk or reception module, Accommodation or Room Allocation module,
catering (Restaurant and Bar) Module, Finance and account module and Administration and
General Services. It also includes the “Log out” option and an i-frame which posts back all clicked
options.
Figure 4.1 Home page
4.3.2 The “Log in” Page
The systems log in page consists of a dialog box that asks the user to enter their User name and
password, followed by a confirmation box. It also features a log in button as well as a password
retrieval option for those who have forgotten their password. For this purpose, it must have been
created with session (user id) storage to preserve the login details in order to save the user name
and password for future references or uses. A value for either of the two required values will be
validated when the user types in a value with either of the two required values, and if both are
considered correct or affirmed, the application improvements to the menu page; otherwise, a
message stating that the username and or password have been incorrectly entered will be displayed.
Figure 4.2 User Login
4.3.3 Front Desk
It is in the front desk module that customer information will be collected, customers will be
assigned to a given room, and customer transactions will be posted to the cash register.
4.3.3.1 Personal details of customer
When a customer comes at the front desk, the first step will be to record the necessary information,
which include his or her complete name, address, phone number, where he or she is traveling from
and where he or she is going, and occupation. If any of the fields on this page are left blank or
empty, an error notice will be shown on the screen. Items that have been added can be changed
(edited), removed, and viewed by authorized personnel. A search field has been placed in this
record or registration to allow you to look for specific entries in this record or register.
Figure 4.3 Customer Form
4.3.3.2 Room Allocation of customers
Once the personal information of clients has been collected, the following step will be to assign
the customer to the room of his or her choosing (Deluxe, Standard, VIP, Honey Moon Suite,
Presidential Suite). The page requires the most significant information, which is the name of the
client, which is picked from the menu, and the room, which is selected from the list of available
rooms, which is also selected from the menu.. Additionally, entries may be read, modified, and
removed. The list only displays vacant rooms, and when each room is assigned to a specific
customer, the room status table is changed to indicate that the room is occupied, hence removing
the room from the list of available rooms until it is manually updated to indicate that the room is
unoccupied all this happens in the admin backend and user front end as well.
Figure 4.4 Room Allocation
4.3.3.3 Cashier Posting
This is the page that appears immediately after the procedure of allocating a room has been
completed. In addition, the website has been built to create Customer Id numbers on its own
initiative. Another feature is the use of a lookup field, which allows you to search for clients who
are already in the system. A receipt-generating button or function is also included, which uses
Crystal reports to produce receipts. By pressing the " ok" button, a random receipt number is
generated that cannot be duplicated.
Figure 4.5 Cashier Posting
4.3.4 ACCOMMODATION MODULE
4.3.4.1 Room maintenance

This module is to be used by the accommodation Admin. It is used to carry out room maintenance
on the Hotel Management System. This includes room number, room type, room rates and room
status.
Figure 4.6 Room Type

Figure 4.7 Room Status and Rates
4.3.4.2 Room Inventory
This page simply keeps stock of each room and the state of the room.
Figure 4.8
4.3.6 FINANCE AND ACCOUNT
Figure 4.10
4.3.6.1 Payroll Record

On this page the administrator can supply all of the employees’ earnings and deductions and
calculate the total salary of each employee.
4.3.6.2 Asset Maintenance
There are several components to this, including permanent asset maintenance, coordination and
maintenance of all assets that are not simply turned into cash, and floating availability
management, as well as the care and control of moveable assets.
4.3.7 PERSONNEL STAFF RECORD
A record of all people in the hotel organization can be kept on this website page, which is
accessible to the administration. Persons' full names, next of kin names, birth dates, job titles and
ID numbers are all recorded. Other information captured includes their mailing and fax addresses
as well as their bank and credit card numbers as well as their passport number. All of the entries
may be seen as well aserased.
Figure 4.13 Admin personel staff record
4.3.8 SECURITY
The security of the application is the most important part of the program since it restricts
the access to modules depending on permissions granted. This level of protection entails
-Assign Group Rights: Different modules can be assigned to different groups.
-Allocate Individual Rights: You can assign certain persons to different modules in the
system.
-User Profile: This feature allows an individual user to get access to the system.
-Alter of a Password: This feature allows you to change the login parameters for the system.
Only the System administrator have access to these pages, which allow them to assign
group permissions and individual rights to users on the system. The "Front Desk" group, for
example, can be barred from accessing entries in the "Financials" module, but only one specific
user within the group (Front Desk) will be permitted to view entries in the "Financials" module.
Figure 4.14 Pre checkout verification for security
Figure 4.15 User Forgot Password Reset Page
4.4 APPLICATION AND SYSTEM TESTING
This step of the implementation process is intended to ensure that the system operates properly
and efficiently before it is put into production. Testing is the process of running a program with
the goal of identifying mistakes and missing operations, as well as doing a thorough verification
to establish whether the objectives have been reached and the user requirements have been met,
among other things. The ultimate goal is to ensure the highest level of quality. Tests are carried
out, and the findings are compared to what was predicted in the original text. Debugging is carried
out in the event of incorrect results. Each module is subjected to a specific testing strategy, which
is implemented in a test plan. Unit testing, integration testing, and user acceptability testing are
some of the types of tests that are carried out.
4.4.1 UNIT TESTING
In a computer system, software units are modules and routines that are constructed and integrated
to accomplish a certain purpose. Unit testing focuses on modules first, independently of one
another, in order to identify and correct issues. This enables us to spot flaws in the code and logic
that are present within each module and to correct them as necessary. This testing entails inputting
data and determining whether or not the value corresponds to the kind and size of data provided
by PHP. It is necessary to test the different controls in order to guarantee that they all fulfill their
functions as intended.
4.4.2 INTEGRATION TESTING
Errors might occur over any interface, one module might have a bad influence on another, and sub
functions, when coupled, may not create the principal functions that were intended to be produced.
Integration testing is a systematic process for identifying and correcting faults that are connected
with the interface. The goal is to take unit-tested components and put them together into a software
framework. All of the modules are merged and examined as a single unit of analysis. The Server
Module and Client Module settings are merged and tested in this section of the application. This
testing ensures that the product is a well-integrated primary component with a seamless transfer of
data from one function to another.
4.4.3 USER ACCEPTANCE TESTING

The adoption of a system by its users is the most important aspect in the success of any system. It
is necessary to test for user approval of the system under consideration by regularly
communicating with system users during the development stage of the process and making
adjustments as necessary.
4.5 SYSTEM MAINTENANCE
The application platforms is held hostage, typing up system assets, as part of the maintenance
process. It refers to the process of returning something to its original state. Conversion is followed
by service to the degree that adjustments are required to maintain good operations in the face of
changes in the user's environment after conversion. Small improvements or adjustments to
problems that arise during the system's operation are frequently included in preventative
maintenance procedures. Maintenance is also performed on the basis of resolving the issues that
have been reported, altering the interface with other software application, and improving the
software. Security and protection against potential threats should be built into each system that is
constructed. At many layers of the database, security mechanisms are in place to prevent illegal
access from occurring. Power failures or voltage variations should not be able to destroy the data
stored in the files if the power source is kept running continuously at all times. Users are given
with password safeguards and straightforward methods to prevent unwanted access to their
accounts. The system only permits the user to access the system if the user name and password are
entered correctly. To make the application stand alone and employable on other computer systems,
it is necessary to compile it into a PHP and HTML format after it has been designed and
programmed in the Visual Studio environment. When using Visual Studio, you may use a built-in
application to provide a simple one-click solution for this.
4.6 ANALYSIS OF RESULTS FROM THE IMPLEMENTATION OF THE WORK
The work was created in accordance with the approach described in the preceding chapters, and
the execution was driven by the need for a hotel management system, as described in the following
chapters. Among the project's primary components are the reservation of rooms, the retrieval of
information from the system's database, user interactions, and administrator interactions. The
outcome of the work's execution is discussed in further detail in the following parts..
4.6.1 Making a Reservation for a Room
As is customary in the hospitality management industry, anyone wishing to stay in a hotel must
make reservations for a place within the time frame that the individual desires. This is required in
order to ensure that the room is not allocated to another person before the reservation date.
This means that we are able to reserve rooms for each customer based on the dates on which he or
she would like to check in and out of the hotel. Customer information is gathered in this manner,
including arriving and departing dates, customer names, nation and state of residence, town and
phone number (with number of adults and children), and other pertinent information. Following
the system has accepted this data, it will display available rooms and compute the modifications,
after which it will accept the prepayment amount and save it in the database. Figure 4.7, which
depicts the reservation form, illustrates the above-mentioned procedure. When a consumer makes
a first reservation, the system is able to recognize him or her when he or she makes a second
reservation by inputting his or her number. During the booking process for another client, the
system guarantees that the data room booked with the given data is not made available.
Administration-related activities (section 4.6.2)
The administrator has complete authority over all of the hotel's operations. Authentication is used
by the administrator to get access to the system. When the administrator logs in, he or she may
execute a variety of tasks, such as booking a room for a customer or seeing information that has
been saved in the database, as well as providing access to the system to other users and obtaining
information from those individuals. The system is adaptable in that it can accommodate the
addition of additional rooms.
The administrator enters room information such as the name of the room, the kind of room, the
description of the room, the room number, the rate sum, the adult cost, and the kid cost, which is
then recorded in the database. In addition, the administrator can execute a variety of additional
tasks, such as data retrieval.
4.6.3 The Activities of the User
Some persons, other than the system administrator, have access to the system and can use it to
accomplish certain functions. The function carried out is dependent on the level of permission
provided to them by the system administrator. The user logs into the system in the manner depicted
in figure 4.2. After logging into the system, the user will be able to reserve rooms for clients.
Additionally, as seen in figure 4.4, the user has control over the checking in and out of customers
by accepting the amount of the customer while checking in. In a similar vein, the user can also
view data that has been stored in the database.
4.6.4 Retrieval of a previously saved Hotel Record.
Another tradition in the hospitality industry is to search for hotel information recorded in a
database, which is known as database searching. It is at this phase that we may obtain the list of
clients, the list of rooms that are available in the hotel, a list of reservations, the check-in and
check-out details, as well as other pertinent information. Figure 4.8 depicts the whole list of
reservations in relation to the customer's data, allowing the user to see important information about
them at a glance. It is also possible to get a list of the rooms that are currently available at the hotel.
In the same way, the customer's check-in history and nut data may be presented on the screen.
4.6.5 Discussion on the Observations from the Work that has been completed
We have been able to avoid collisions in the allocation of rooms as a consequence of the work's
execution, and we have also been able to assure correct data management via authentication,
preventing unauthorized individuals from having access to the system, among other things.
Additionally, duplication of records is prevented. The data from the customer's account, as well as
other information about the hotel, is obtained relatively instantly. In a word, we were successful
in achieving the goal of the work, which was specified at the outset of the project's development
(Santiprabhob P and Koolmanojwong.S,2009). The project may be implemented on a real-time
basis and has a slew of advantages, some of which are detailed in the following sections.
Operational effectiveness: The manual management of the hotel record is both time-consuming
and extremely prone to mistake. Because of the rapid retrieval of data and the coordination of data
in a centralized way, this effort will improve the performance of the hotel management system as
a whole.
In addition to increasing efficiency in Hotel operations, because there is a division of work due to
the privileges provided other users, the project work also increases efficiency in the Hotel's
operations.
Management of the system: The total management of the electronic system is in the hands of a
single authorized person who has been given the password to access this project, and unauthorized
access is not expected to be dealt with. All power is in the hands of the administrator, and the other
members are only permitted to view the data, not to make any changes to the transaction entries.
Security is the most important consideration when choosing an electronic hotel management
system. Because unauthorized access may corrupt the database, it is important to preserve the data
that has been saved. As a result, the data security provided by this project work is ensured.
In conclusion, the outcome of the work and the numerous benefits accrued as a consequence of
the system are sufficient to tempt all hotels, and they will go a long way toward improving the
overall quality of service supplied to customers. As a result, it is appropriate for any hotel where
high levels of service performance are of primary importance.
CHAPTER FIVE
CONCLUSION AND RECOMMENDATIONS
5.1 SUMMARY
Traditionally, hotel administration has been carried out with a physicla books. In the hotel
industry, a Hotel Administration System is necessary to aid in the management of data and records.
Manage personnel information, financial activities inside the hotel (Cashier Posting, Accounts
receivable, Accounts payable), and resource monitoring are all automated via the use of the system
(Asset & Personnel). This new technology also makes it easier for customers to make reservations
for rooms, hence reducing the amount of time spent on the procedure.
According to the findings of the study, numerous software solutions are available for hotel
management, some of which include "Guest Point," "Front desk Anywhere," "SKYWARE
Hospitality Solution," and other similar systems. It is possible to build and deploy a scalable HMS
that is tailored to the context in which it will be utilized.
The previous debate has also revealed that a system has been designed to replace the
manual and less dependable systems. The HMS system, which can be applied in hotels to achieve
better outcomes in the management of customer data, may be concluded as follows:
5.2 CONCLUSION
Finally, we think that if this project is correctly implemented, it will save time, minimize the
amount of work that the administration needs to perform, and will eliminate the need for paper
stationery by replacing it with electronic gear. The system should also act as a significant aid in
the improvement of the efficiency of hotel administration. As a consequence, a system has been
established that produces the intended outcomes, although there is still potential for improvement.
In terms of the information and skills obtained throughout the course of this project study, the
students have been able to get a more comprehensive understanding of the management of a hotel
organization via the use of manual and automated methods. In addition, the students were able to
broaden their understanding of the process of designing corporate apps. It is our belief that this
project will be of great assistance to the university in its attempts to automate the hotel management
process at the "SUPRATEK HOTEL."
5.3 LIMITATION
As previously stated, the scope of the project analysis includes transactions involving the hotel's
reception, accommodations, finance and accounting, catering, food ordering, administrative,
security, and general services activities.
However, because of these factors, there are certain restrictions to the project.
The "finance and account" portion of the HMS will not capture the budget function; instead, it will
simply catch the accounts receivable and accounts payable transactions.
Another shortcoming of the system is that the signature of the consumer will not be recorded. This
technique may make operations more time-consuming, which is exactly what the researchers aim
to avoid; yet, it gathers all of the customer's information.
A payment option for online room reservations is not available on the system's online room
reservation menu.
The system is not intended to operate in the absence of an internet connection.
Due to time restrictions, several areas were left out, and the program was consequently limited to
only handling the most important aspects of hotel administration.
These constraints were discovered throughout the course of the research, and suitable approaches
have been included to ensure that the system performs effectively, hence eliminating the "stale
mate" situation.
5.4 RECOMMENDATIONS FOR IMPROVEMENT
The numerous advantages linked with this work, as well as the outcomes of the system that has
been installed, make it suited for any hotel. As a result, it is highly recommended for any hotel,
but especially for those with a high volume of clients and where the loss of customer information
is a typical occurrence. This will protect the interests of the hotel's owners while also enhancing
the quality of the services supplied by the company.
Given that customer expectations and demands will always rise, as well as the fact that hotel
owners and administrators will always demand greater effectiveness and efficiency from any
system, along with the prevention of unauthorized access into the system, it is recommended that
constant research be carried out and regular updates be made to increase the reliability of the
current system.
It is also dependent on how efficiently a hotel organization's resources (people and assets) are
handled, how well they treat their customers (Hospitality), which results in high turn-up, the
quality of service provided to clients, and the efficiency of the system in use. It is consequently
advised that while establishing any policies inside the business, these considerations be taken into
account at all times.
5.5. SUGGESTIONS FOR FUTURE RESEARCH
In order to maintain strong security of the system and avoid impersonation and unauthorized access
to stored data, biometric measures such as fingerprint, retinal scan, and other biometric measures
should be included in the system. This will prevent the loss of crucial information.
Customers will benefit from the implementation of a multi-modal hotel management control
system in the delivery of services.
Customers should be able to engage with authorized users of the hotel for reservation purposes via
their mobile phones, and appropriate provisions should be created for this.
REFERENCE
Alwan Bardi J.A (2011). Wiley: Hotel Office Management 5th Edition. [online]. Available :
http:ororeu.wiley.comorWileyCDAorWileyTitleorproductCd-
EHEP0001784.html?filter=TEXTBOX [Accessed 27th May 2011].
Ben Ghalia M. and Wang P.P., “Intelligent system to support judgmental business forecasting:
the case of estimating hotel room demand,” Fuzzy Systems, IEEE Transactions on,
vol. 8, pp. 380-397, 2000.
Chandra Narayanaswami, Noboru Kamijoh, Mandayan Raghunath, e.t.c., IBM’s Linux
Watch: The Challenge of Miniaturization, IEEE Computer, 33-41, January 2002.
Cognizant Communication Corporation [online]: available at
http;ororwww.cognizantcommunication.comor[Accessed 15 June,2011]
David Trastour, Claudio Bartolini, Chris Preist, Semantic web support for the Business-to-
business e-commerce lifecycle, Proceedings of the eleventh international conference
on World Wide Web, May 2002.
Eric Newcomer, understanding Web Services: XML, WSDl, SOAP and UDDI, Addison-Wesley,
2002.
Fallon M.J.O’ and Rutherford D.G. (2011). Hotel Management and Operations | CA
College of Ayurveda [online]. Available at:
http:ororwww.ayurvedacollege.comoramazon_storeoritemor0470177144 [Accessed 24
June, 2011].
G.Jingzhi, et al., “Alibaba International: Building a Global Electronic Marketplace,” in e-

Business Engineering, 2006. ICEBE ’06. IEEE International Conference on, 2006, pp.
545-548.
Ghassan Z. Qadah, Requirements, Design and Implementation of E-services, In: IADIS

International Conference on Applied Computing 2005, pp 405
Guo J., et al., “CONFENIS Special session on the International Symposium on Electronic
Marketplace Integration & Interoperability (EM21’07), in Research and Practical
Issues of Enterprise Information Systems II. Vol. 255, L. Xu , et al., Eds., ed: Springer
Boston, 200, pp. 823.
Koolmanojwong S, “Analysis and Design of b to CE Marketplace for Tourism with UML”
M.S. Thesis, Faculty of Science and Technology, Assumption University, Bangkok,
Thailand 2000
Liebowitz J.and Beckman T. knowledge Organizations. Saint Lucie Press, Washington, DC,
1998.
Microsoft Developer Network (MSDN) Library for Visual studio 2005: SQL Server 2005,
Visual C#.
Ngai E. W.T and Wat F.K.T., “Design and development of a fuzzy expert system for hotel
selection,” Omega, vol. 31, pp. 275-286, 2003.
Riemer K. and Lehrke C., “Biased Listing in Electronic Marketplaces: Exploring Its Implications
in On-Line Hotel Distribution,” Int. J. Electron. Commerce, vol. 14, pp. 55-78, 2009.
Santiprabhob P and Koolmanojwong.S, Intelligent Electronic Marketplace for Tourism. 2005”
Weiser M, The Computer of the 21st century, Scientific American, vol. 265, no. 3, 66-75, 1991.
Wikipedia (Hotel): http:ororen.wikipedia.orgorwikiorHotel. [Accessed 14 April, 2014]
Wong Poh Kian: The One Hotel Management System. School of Arts and Sciences Tunku Abdul
Rahman University, Kuala Lumpur, 2011.
APPENDIX
SET SQL_MODE = "NO_AUTO_VALUE_ON_ZERO";
SET time_zone = "+00:00";
/*!40101 SET @OLD_CHARACTER_SET_CLIENT=@@CHARACTER_SET_CLIENT */;
/*!40101 SET @OLD_CHARACTER_SET_RESULTS=@@CHARACTER_SET_RESULTS

*/;
/*!40101 SET @OLD_COLLATION_CONNECTION=@@COLLATION_CONNECTION */;
/*!40101 SET NAMES utf8mb4 */;
--
-- Database: `hms`
--
-- --------------------------------------------------------
--
-- Table structure for table àmenities`
--
CREATE TABLE IF NOT EXISTS àmenities` (
ìd` int(10) unsigned NOT NULL,
`name` varchar(255) NOT NULL,

àctive` tinyint(1) NOT NULL DEFAULT '0',
`description` varchar(255) NOT NULL,
ìmage` varchar(255) NOT NULL
) ENGINE=InnoDB AUTO_INCREMENT=8 DEFAULT CHARSET=latin1;
--
-- Dumping data for table àmenities`
--
INSERT INTO àmenities` (ìd`, `name`, àctive`, `description`, ìmage`) VALUES
(1, 'Wi FI', 1, 'Lorem Ipsum is simply dummy text of the printing and typesetting industry.
Lorem Ipsum has been the industry's standard dummy text ever since the 1500s, when an
unknown printer took a galley of type and scrambled printer took a galley of type and scr',
'wifi.png'),
(2, 'Swimming Pool', 1, 'Lorem Ipsum is simply dummy text of the printing and typesetting
industry. Lorem Ipsum has been the industry's standard dummy text ever since the
1500s, when an unknown printer took a galley of type and scrambled printer took a galley of
type and', 'no-diving.png'),
(4, 'Bar', 1, 'Lorem Ipsum is simply dummy text of the printing and typesetting industry. Lorem
Ipsum has been the industry's standard dummy text ever since the 1500s, when an
unknown printer took a galley of type and scrambled printer took a galley of type and scr',
'couple-drinking-in-a-bar_318-29454.jpg'),
(5, 'Wheelchair', 1, '', 'wheelchair-access.png'),
(6, 'Washing Machine', 1, '', 'washing-machine.png'),
(7, 'Washing Machine', 1, '', 'washing-machine1.png');
-- --------------------------------------------------------
--
-- Table structure for table `banners`
--
CREATE TABLE IF NOT EXISTS `banners` (
`banner_id` int(9) unsigned NOT NULL,
`banner_collection_id` int(9) unsigned NOT NULL,
`heading` varchar(128) NOT NULL,
`description` text NOT NULL,
ènable_date` date NOT NULL,
`disable_date` date NOT NULL,
ìmage` varchar(64) NOT NULL,
`link` varchar(128) DEFAULT NULL,
`new_window` tinyint(1) DEFAULT NULL,
`sequence` int(11) NOT NULL DEFAULT '0'
) ENGINE=InnoDB AUTO_INCREMENT=12 DEFAULT CHARSET=utf8;
--
-- Dumping data for table `banners`
--
INSERT INTO `banners` (`banner_id`, `banner_collection_id`, `name`, `heading`, `description`,

ènable_date`, `disable_date`, ìmage`, `link`, `new_window`, `sequence`) VALUES
(9, 1, 'Outdoor & Indoor Luxury', 'Outdoor & Indoor Luxury', 'Outdoor & Indoor Luxury',
'2016-11-02', '2019-02-21', 'fd0c5cb0007bbf10e9ae11878876c89a.jpg', 'http://localhost/hotel',
NULL, 0),
(10, 1, 'Luxury & Oriental Harmony', 'Luxury & Oriental Harmony', 'Luxury & Oriental
Harmony', '2016-11-02', '2017-07-28', 'e4e7e76758b50b698a5eea2a5989dff7.jpg', '', NULL, 1),
(11, 1, 'A Brand New Hotel', 'A Brand New Hotel', 'A Brand New Hotel', '2016-11-01', '2019-12-
31', '85283ab5b0a2c63fbdd87b5d6935537d.jpg', '', NULL, 2);
-- --------------------------------------------------------
--
-- Table structure for table `banner_collections`
--
CREATE TABLE IF NOT EXISTS `banner_collections` (
`banner_collection_id` int(4) unsigned NOT NULL,
`name` varchar(32) NOT NULL
) ENGINE=InnoDB AUTO_INCREMENT=2 DEFAULT CHARSET=utf8;
--
-- Dumping data for table `banner_collections`
--
INSERT INTO `banner_collections` (`banner_collection_id`, `name`) VALUES
(1, 'Homepage Banners');
-- --------------------------------------------------------
--
-- Table structure for table `cities`
--
CREATE TABLE IF NOT EXISTS `cities` (
ìd` int(11) NOT NULL,
`state_id` int(11) NOT NULL
) ENGINE=InnoDB AUTO_INCREMENT=47577 DEFAULT CHARSET=latin1;
--
-- Dumping data for table `cities`
--
A2 DB
$db['default'] = array(
'dsn' => '',
'hostname' => '',
'username' => '',
'password' => '',

'database' => '',
'dbdriver' => 'mysqli',
'dbprefix' => '',
'pconnect' => FALSE,
'db_debug' => (ENVIRONMENT !== 'production'),
'cache_on' => FALSE,
'cachedir' => '',
'char_set' => 'utf8',
'dbcollat' => 'utf8_general_ci',
'swap_pre' => '',
'encrypt' => FALSE,
'compress' => FALSE,

'stricton' => FALSE,
'failover' => array(),
'save_queries' => TRUE
);

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ABSTRACT

1.1 BACKGROUND OF STUDY

1.2 STATEMENT OF PROBLEM

For the purpose of atomizing different sorts of reports.

Data redundancy has been eliminated.

Consistency in the data.

1.4 THE IMPORTANCE OF THE RESEARCH

1.5.1 COLLECTION OF INFORMATION

There are no system specifics left out.

The proper problems are recognized; Repetitive work is avoided

No information is gathered if the information is incorrect or incomplete.

2. Examination of the records

Limitations of the present system

• Arrangements for lodging (Hotel room management, staff schedules, inventory).

• Asset management is important (Fixed, Floating asset).

• Keeping track of employee records.

1.7 PROJECT ORGANIZATION

The following five chapters provide a high-level overview of the project:

2.1 Information system that is based on a computer

Information systems based on computer hardware and software technology, as defined by

2.2 Aspects of computer-based information systems that are advantageous

2.4 Different types of hotels

Hotels can be classified as one of the following:

2.4.3 Three out of Five Stars

2.4.4 Four out of Five Stars

2.4.5 out of 5 stars

2.5 Hotel Information and Management System

2.7 Benefits of Making a Hotel Reservation

Fig 1. Booking.com front Interface

Fig 2: Hotels.com Front Interface

Fig 3: Hotwire.com Booking systems Interface

Features Hotels.com Booking.com Hotwire.com

2.10 Chapter Summary

SYSTEM ANALYSIS AND DESIGN

In order to replace the existing manual technique of transaction processing, a web-based

3.2 ANALYSIS OF REQUIREMENTS

3.3 SYSTEM DESIGN

3.3.1 DATA FLOW DIAGRAMS

User Login Staff

Figure 3.1 Data Flow diagram for Hotel Management System

Customer Room Hotel Room

Room Inventory Assets Register

Figure 3.2 Diagram of Hotel Management Project Architecture

1.3.3 PROGRAM ACTIVITY

Customer Personnel Staff

Addition Addition Addition Addition Saved

Food Ordering Accounts

Addition Saved Addition Addition Addition

Saved Saved Saved

Figure 3.4: Program activity for reservation of rooms

Hotel Room Maintenance Include Login

Employee Payroll Include

Food Ordering And Delivery Include

House Keeping Schedule Include

Figure 3.5: Use Case Diagram for the HMS

Figure 3.6 Use Case diagram for Hotel Room Maintenance

USE CASE DESCRIPTION FOR HOTEL ROOM MAINTENANCE

Use Case Name: Hotel Room Maintenance Module

3.3.6 Payroll Generation

Figure 3.7 Use Case diagram for Employee Payroll Maintenance

USE CASE DESCRIPTION FOR EMPLOYEE PAYROLL DETAILS MAINTENECE

USE CASE NAME: EMPLOYEE PAYROLL DETAILS MAINTENECE MODULE

Actor: Accounting Manager and Staff.