SHRI VAISHNAV VIDYAPEETH VISHWAVIDYALAYA

SHRI VAISHNAV INSTITUTE OF INFORMATION TECHNOLOGY

DEPARTMENT OF COMPUTER SCIENCE AND ENGINEERING

SEMESTER :- 5TH

SUBJECT : SEPM

PROJECT REPORT

HOTEL MANAGEMENT SYSTEM

SUBMITTED BY SUBMITTED TO

HARSH CHATURVEDI PROF. VIRENDRA DANI

DARSHAN PARMAR

DIVYANSH JOSHI
 TABLE OF CONTENTS
Index Page No.

Abbreviations
4
1. Introduction
1.1 Objectives 4
1.2 Identification of Need 5
1.3 Preliminary Investigation 6
1.4 Problem Domain 8
1.5 Solution Domain
1.6 Platform Specification 9
1.6.1 Hardware
1.6.2 Software
2. System Requirement Analysis
2.1 Information Gathering 11
2.1.1 Functional Requirement
2.1.2 Non- Functional Requirement
2.2 System Feasibility 13
2.2.1 Operational
2.2.2 Technical
2.2.3 Economical
3. System Design 14
3.1 Use Case Diagram 14
3.2 Class Diagram 15
3.3 Sequence Diagram 16

3.4 Activity Diagram 17

3.5 Data Flow Diagram 18
4. Design
4.1 Data Design
4.1.1 ER Diagram 19
 4.2 System Architecture
4.2.1 Structure Chart 20
5. Implementation
5.1 Implementation of Modules 21
5.2 Results
6. Testing
6.1 Testing Objectives 24
6.2 Testing Scope 24
6.3 Testing Principles 24
6.4 Testing Method Used 25
6.5 Test Cases 26
6.6 Sample Test Data and Results 27
7. Limitation 29
8. Future Scope 30
9. Conclusion 32
 INTRODUCTION

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.

Sacoba Lodge 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.

1.1 AIMS AND OBJECTIVES

The aim of the proposed system is to provide solutions to the problems stated above and help
the user to manage the hotel effectively and efficiently through:

❖ Adequate Record Keeping :

To eliminate manual record keeping and install an electronic record keeping thereby
ensuring adequate record of transactions are kept. This ensures a centralized system where
all necessary data and information can easily be accessed, Tracked, and monitored

❖ Reduced Incidence of Fraud :

The program is envisaged to reduce the incidence of fraud both by staff and outsiders
through proper record keeping, tracking and monitoring of transaction operations in the
organization.

❖ Maximum Accountability: To Instill accountability in the process of management in the

hotel organization by not only reducing incidence of fraud, but also eliminate wastages.

❖ Provide Data Security: The study will install security measures by providing different access
levels to various staff.

❖ Effective Resource Management: The Human Resource module (HR) and Finance &
Account (F&A) module will enable effective utilisation of financial and human resources
by comparing the accounts receivable with the account payable and complete record of
personnel through the nominal roll module will enhance staff deployment and productivity.
❖ Increased Profit Line for The Organisation: when there is reduced incidence of fraud this
and proper management of resources this will enable increased profit line for the
organisation

❖ Reduced Time Consumption: A good search algorithm will be implemented on the web
application to enhance the search facility whereby users of the system can search for all kinds
of data using various criteria.
The system can be handy to the user in the following ways:
➢ To automatize the work such as gathering information, gathering Hotel Staff information,
Workers’ roster, food ordering and Hotel administration in general.
➢ To atomize different types of reports.
➢ Removal of Data Redundancy.
➢ To create a centralized system where all necessary data and information can be accessed
easily.
➢ Data Consistency.

1.2 IDENTIFICATION OF NEED

The current system is based on paper work and direct communicates with customers and with
department and this result in delay of information transmission from one department to another
department According to current system the customer either calls or visit to the hotel booking
office.

Now the booking office orders the other departments to do preparation for guest. When guest
is check in then document is transferred to account department. Then account department
estimate the guest expenditure on daily bases and bill is daily delivered to guest on desk in
his/her room. During checking sait of guests, their all expenditures list is generated before date
of guest checks out and when they check out from the Hotel they got hill to pay.

Weak points of Manual System:

Difficult to manage all records of old customers. Difficult to search information about old
registered customers (difficult in data retrival).

Need large space to stores all hard copies of records.

No Security: Threat to loose files by theft and files can be easily modifiable by unauthorized
person.
Lots of human error in data entry

Difficult to modify data for any required or clearly.

1.3 PRELIMINARY INVESTIGATION

The current system of XYZ Hotel in based on manual system and this system is very
cumbersome to manage and to deal with all requirements of Hotel Management. Now to fulfill
the all requirement of current Hotel management system new system is designed that will be
completely online from where any user can login from anywhere and can do their related
functionality. After a deep analysis of samples during the problem definition stage the analyst
found that all required hardware and software requirements needed for implementation and
maintenance of the system. And the Hotel stakeholders can afford this system easily and can
face the market challenges. This system is supposed to design to ensure maximum efficiency
of the system at the hotel and this is hoping that system will be secure. This system will
developed using java technology. This new system hope will help the hotel management and
the esteemed staff members to manage the hotel data in efficient way and system will easy to
access and very user friendly and there will also a help desk before using any functionality in
the proposed system in the corner side so that anyone can easily understand that how to operate
the proposed system in absence of any developer.

1.4 PROBLEM DOMAIN

The phase of system analysis process deals with problems that are affecting the current
manual system. The problems are those, which are affecting the hotel in its daily routine work.
As the growing trend in most business in InfoTech World of Computers, need of accuracy,
perfectness, speed and high memory data storage is a must. Each and every problem must be
solved with least amount of time and energy.

The problems faced by the existing system and hope to be solved by the Hotel Management
System are described below:

❖ Difficulty in maintenance of records

❖ Time consuming
❖ Editing of data becomes a tedious job
❖ No security of data
 ❖ Mistakes occurring in Calculation of funds
❖ Lack of efficiency
❖ Data redundancy
❖ Data inconsistency
❖ Incidence of Fraud

➢ Difficulty in maintenance of records: It is very difficult to maintain data record in the

system as all the records are entered in the register or the perspective record books. There
are chances of the record books or files in which all the Data are stored may be torn or
wearied out or some other damages result or files may even be misplaced.

➢ Time Consuming: It is very time consuming and difficult to write each and every entry and
exit of customers into the hotel in the register. Also it takes a lot of time if all the entries
are to be repeated say to keep in another record for safe keeping. It is also time consuming
to check for data quickly. In the current system processes such as making different types
of reports, preparing merit lists, and tedious calculations are examples of time consuming
processes.

➢ Editing of data: Manually written data cannot be changed or edited once written. If there is
a mistake and the administrator tried to cancel it out and write it again this would make the
entire register very dirty and disorganized. If data is entered incorrectly the entire system
gets incorrect while editing wrongly entered data cannot easily solve errors.

➢ Incidence of Fraud: Fraudulent acts can be perpetuated by the staff arising from record
insecurity. The continuous incidence of fraud in the hotel organization may lead to non-
profitability of the business and the hotel involved may eventually fold up.

➢ Data Insecurity; As the data is stored in files or registers, it is not a secure place, As the
storage media here are files and books or registers, there are chances of getting this storage
media lost, torn, or it may go in the hand of the wrong person which can destroy the
database or it can also be destroyed accidentally. Also in the system, data should be shown
to the person according to his position on the establishment; everybody should not be
allowed to use all the data.
 If the Data goes into the hand of the wrong person he or she may take advantage of the
data. So security is the major aspect of the Hotel Management System.
➢ High Data Redundancy: As mentioned in the current system. Due to maintenance of so
many registers there is a high redundancy of data i.e. same data is recorded repeatedly.

➢ Data Inconsistency: Here as mentioned in the above step the same information is written
in more than one place that creates the problem, where there is a change or deletion in the
recorded data.

1.5 SOLUTION DOMAIN

The Hotel Management system is developed to overcome the most of the problems
occurring in the manual system by computerizing the existing system. The features of the newly
proposed computerized system are described in brief below:
➢ After computerizing the system, the Hotel Administrator can finish their work in the least
amount of time possible and with very little effort. The computerized system has many gains
and efforts which the manual system cannot give in any type of situation.
➢ In any manual system if we take the main problem arising is to maintain the number of records
and finding a particular record, computerized systems are most helpful in dealing with areas
where database comes into existence.

A computer can hold large amount of data in storage devices and it can operate at a very high
speed. The user can input all types of information into the computer and can be able to perform
any type of task which when done manually is tedious and time consuming.

1.6 PLATFORM SPECIFICATION

1.6.1 HARDWARE
The following are the necessary hardware requirements for the proper implementation of the
Hotel Management Information System:

• A 32-bit 2.2GHz processor

• Windows Xp and upwards operating system

• Web Browser (Google Chrome Recommonded)

• 1 GB RAM processor

1.6.2 SOFTWARE

➢ OPERATING SYSTEM – WINDOWS/LINUX

➢ DATABASE – db-SQLite3 : By default, when we made our first app and started the
server you must have seen a new file in your project directory, named as ‘db.sqlite3’.
The file is database file where all the data that you will be generating will be stored. It
is a local file as Django is a server-side framework and it treats your computer as the
host when you actually run the server in command line/terminal.

➢ Language used- Python

➢ Python Version- 3.8

➢ IDE– Visual Studio Code: Microsoft visual studio is an integrated development

environment (IDE) from Microsoft. It can be used to develop console and graphical
user interface applications along with Windows Forms applications, web sites, web
applications, and web services in both native code together with managed code for all
platforms supported by Microsoft Windows, Windows Mobile, Windows CE, NET
framework, NET compact Framework and Microsoft Silverlight.
Visual studio includes a code editor supporting IntelliSense as well as code refactoring.
The integrated debugger works both as source-level debugger and machine level
debugger. Other built in tools include a forms designer for building GUI applications,
web designer, class designer, and database schema designer. It accepts plug-ins that
enhance the functionality at almost every level-including adding support for source-
control systems and adding new toolsets like editors and visual designers for domain-
specific languages or tool sets for other aspects of software development life cycle.
➢ Platform – Django: Django is a high-level Python web framework that encourages
rapid development and clean, pragmatic design. Built by experienced developers, it
takes care of much of the hassle of web development, so you can focus on writing your
app without needing to reinvent the wheel. It’s free and open source.

Ridiculously fast.
Django was designed to help developers take applications from concept to completion
as quickly as possible.

Reassuringly secure.
Django takes security seriously and helps developers avoid many common security
mistakes.

Exceedingly scalable.
Some of the busiest sites on the web leverage Django’s ability to quickly and flexibly
scale.

➢ WEB SERVER – Any

➢ HTML- HTML 5
 CHAPTER 2

SYSTEM REQUIREMENT ANALYSIS

2.1 INFORMATION GATHERING

2.1.1 FUNCTIONAL REQUIREMENTS

• Keep track of reservations.

• Keep track of the customer's first name.
• Keep track of the customer's last name.
• Keep track of the room number.
• Show the default room rate
• Indicate whether the room is assured.
• The system must keep track of the anticipated checkout date and time.
• Customers will be checked in by the system.
• The system will keep track of consumer feedback.
• Associate every online booking with an account
• Limit every account to a single user
• Enable users to search and find the most relevant booking options
• Accept date and time to check available rooms for that particular time
• Booking confirmation should be sent to the specified contact details
• Calculate and display accommodation charges and other utilities
• Cancel bookings
• Display and change records of guests
• Change rooms

2.1.2 NON-FUNCTIONAL REQUIREMENTS

1.Performance Requirements:

 Time it takes for the system to respond

Response time is one of the most important performance requirements to consider
when creating the Hotel Booking System. The system must be able to respond
promptly to the user's inputs and requests.
  Efficiency of the System
For a system like this, efficiency is critical; during peak demand periods, the system
should be able to always perform at its highest level.

 Fast Loading
Along with reaction times, the system's loading speeds must be quick. Users should
not have to wait significant amounts of time to have access to information within the
system

2.Security Requirement:

 User Login
To prevent unauthorized personnel from accessing the system, some type of user
login method will be implemented. Any member with system access will be asked to
have a username and password that allows them to access the system's features.

 Protection of Personal Information

It is critical for the company to maintain the privacy of customer information; this
requirement is in line with the regulations of the Data Protection Act 1998, and thus it
is critical for the system to be implemented with the goal of maintaining the data
confidentiality of the customers on whom they hold information.

2.2 SYSTEM FEASIBILITY

The objective of feasibility study is to determine whether or not the proposed system is
feasible. The feasibility is determined in terms of three aspects. These are:-

 Technical Feasibility In this, one has to test whether the system can be developed using
existing technology or not. We have used Visual Basic as front-end and MS ACCESS as
back-end. It is evident that necessary hardware and software are available for development
and implementation of proposed system. We acquired the technical knowledge of working in
Visual Basic language, and then only we have started designing our project.

 Behavioral Feasibility: The hotels are already using various software for managing their
information and since it is acceptable by both hotel administration as well as hotel staff, it is
proven to be operationally feasible.
 Economical feasibility: As a part of this, the costs and benefits associated with the
proposed system are compared and the project is economically feasible only if tangible and
intangible benefits outweigh the cost. The cost for proposed hotel management system is
outweighing the cost and efforts involved in maintaining the registers, books, files and
generation of various reports. The system also reduces the administrative and technical staff
to do various jobs that single software can do. So, this system is economically feasible.

 Legal Feasibility: Legal feasibility determines whether the proposed system conflicts with
legal requirements, e.g. the Data Protection Act. It will be done by some legal advisors.
 CHAPTER 3

SYSTEM DESIGN

3.1 USE CASE DIAGRAM

3.2 CLASS DIAGRAM
3.3 SEQUENCE DIAGRAM
3.4 ACTIVITY DIAGRAM
3.5 DATA FLOW DIAGRAM
 CHAPTER 4

DESIGN

4.1 DATA DESIGN

4.1.1 ER DIAGRAM
4.2 SYSTEM ARCHITECTURE

4.2.1 STRUCTURE CHART

 CHAPTER 5

IMPLEMENTATION

5.1 IMPLEMENTATION OF MODULE

“Hotel Management System” facilitates the user to maintain all works, which normally do in
hotels. First of all when a user runs this software, a menu driven master form appear. Master
form includes these menus:

1. Services: This menu option will open four sub menus. These are:

 Rooms and Suits: This menu option is linked to a form to show the rooms and suits.

 Restaurants: This menu option is linked to a form to show the restaurants.

 Events: This menu option is linked to a form to show the events facilities.

 Transfers and Parking: This menu option is linked to a form to show the transfers and
parking facilities.

2. Guest: This menu option will open two sub menus. These are:

 Check In: This menu option is linked to a form to add new guest in the hotel.

 Check Out: This menu option is linked to a form to delete the added guest from the hotel.

3. Employee: This menu option will open two sub menus. These are:

 Add New: This menu option is linked to a form to add a new employee.

 Delete Details: This menu option is linked to a form to delete an employee.

4. Search: This menu option will open two sub menus. These are:

 Guest: This menu option is linked to a form to search information about the guest present
in the hotel.

 Employee: This menu option is linked to a form to search information about the employee
working in the hotel.

5. Utilities: This menu option will open two sub menus. These are:
 New User: This menu option is linked to a form to add a new user.

 Change password: This menu option is linked to a form to change the password.

Reservation of Rooms

As a tradition in hospitality management sector, anyone who wished to lodge in a hotel must
go for reservation of room within the time such person wishes. This is necessary so that such
room is not given to another within the reserved date.

Therefore, in this phase, we are able to reserve a room each customer based on the day he/she
wished to check in and out. This is done by collecting some information from the customer
such as arrival date, departure date, customer name, country, state, town, phone number,
including number of adult and children. With the acceptance of these data the system display
available rooms and compute the changes after which the system accepts the prepaid amount
and the store in the database. The above process is depicted in figure 4.7 showing the
reservation form. After the first reservation the system is able to identify the customer when
next he comes for reservation by entering his/her number. The system ensures data room
reserved with the specified data is not made available during reservation for another customer

Administrator’s Activities

The administrator controls all the activities of the hotel. The administrator access the system
by authentication. After login the administrator can perform some function such as to reserve
room for customer, view information that are stored in the database as well as granting privilege
to access the system to various users and retrieving it from users. The system is flexible as
more rooms can be added to it.

The administrator supplies room details such as room name, room type, room description,
room number, rate amount, adult charge and child charge after which it saved in the database.
The administrator can also perform some other function such as data retrieval.

User’s Activities

Some people apart from the administrator can access the system to perform some function.
The function performed is based on privilege granted to them by the administrator. Here, the
user login to the system as shown in figure 4.2. The user after login tom the system can also
reserve rooms for customers. Also, the user takes control of checking in and out of customers
through accepting the balance of the customer when checking in as shown in figure 4.4.
Similarly, the user can also display data stored in the database.

Retrieval of stored Hotel Record

Another tradition in hospitality sector is to find stored data of the hotel information in
the database. In this phase, we are able to get the list of customers, list of rooms available in
the hotel, list of reservation, check-in details as well as check-out details. Figure 4.8, shows all
the list of reservation with respect to customer’s data displaying information about them at a
glance. Also the record of rooms available in the hotel can also be displayed. The record of
check-in and nut details of customer can also be displayed in the same manner.
 CHAPTER 6

TESTING

6.1 TESTING OBJECTIVES

The main objective of testing is to uncover a host of errors, systematically and with minimum
effort and time. Stating formally, we can say,

➢ Testing is a process of executing a program with the intent of finding an error.

➢ A successful test is one that uncovers an as yet undiscovered error.
➢ A good test case is one that has a high probability of finding error, if it exists.
➢ The tests are inadequate to detect possibly present errors.
➢ The software more or less confirms to the quality and reliable standards.

6.2 TESTING SCOPE

• TECHNOLOGY TESTING: Install sufficient hardware such as monitor, printer, keyboard

etc. on site. Help also can provide to user to meet timing demands & balance job mix.

• PROGRAM TESTING: After the modules were tested & integrated with software
packages both valid & invalid test transaction were run to test software system.

• USER TRAINING: Based on an assessment of the task, to operate the new system, it is
deemed unnecessary to hire new employee.

• INPUT TESTING: User will be tested to determine if they are completing the forms
correctly, accuracy & speed of data entry personnel will be evaluate the efficiency of screen
input layout will be evaluated.

• OUTPUT TESTING: View & enquiry screen will be tested for accuracy based on live data
is entered during the training sessions. All reports will be issued to the final users, & each
user will be required to fill out a questionnaire if the view report meets his/her information
needs.

• DATABASE TESTING: After live data is entered, data files are tested for completeness by
comparing batch control total to produce from the database. Other database tests are
performed during development.

6.3 TESTING PRINCIPLES

7 Principles of Software Testing

✓ Testing shows presence of defects
✓ Exhaustive testing is not possible
✓ Early testing
✓ Defect clustering
✓ Pesticide paradox
✓ Testing is context dependent
✓ Absence of errors fallacy

6.4 TESTING METHOD USED

From functional to usability flaws, the software contains major issues related to design,
function, and accessibility. Some of the design issues include splitting the large name
into two parts, cosmetic and table alignment issues. Consequently, the software also
contains major usability issues. It doesn’t display any message after changing the
password or no window is popped up when the user enters an invalid user name or
password. So, it has real problems with password verification and changing password test
cases.

Functional issues include errors in the booking, billing, and room category issues. Agent
permission and user restriction parameters are not defined clearly and there exist some
critical errors. Agents can amend and calculate the price according to their own will and
there is no check installed to bar agents from doing it. Similarly, the user can also book
the blocked and the reserved rooms. Such kinds of issues are also present in the room
categories, not updating the management about the actual status of the rooms.
Furthermore, overbooking was another major hitch. For example, if 10 rooms are
available in a VIP room category, users can book more than 10 rooms, which are not
available in a particular category. So, most of the test cases and scenarios are negative
and my team was startled by such apathy from the side of developers.

The software was tested on the Windows 7 platform using the latest versions of Firefox
and Google chrome. Everything went well as we performed cross-platform testing and the
response was stable on both browsers.

Integration Testing: Integration testing is one of the new aspects of testing for us. It
includes different modules of software, tested together by combining them in a group.

Negative Testing: It involves testing the software to determine its behavior by entering
unexpected values. It is also known as “against the rule” testing

Billing Models: We also came across different types of hotel management billing models.
These include different methods of calculation of taxes, category wise billing, and the
addition of other services.

Functional Testing: This is the type of block box testing which is included in the quality
assurance processes to assess the functional performance of the system against the
specifications and the requirements. Functional testing is primarily conducted by feeding
 the requirements into the testing module, running it on the existing system, and then
examining the output against the desired results. If the outcome has a lot of deviations and
variations from the expectations, from a developmental perspective, then it is cataloged
under the defective components.

6.5 TEST CASES

Test Case For Hotel Booking – Validate Location Field

• Check by entering a valid “From” date in the date picker field

• Check by entering an invalid “From” date in the date picker field – Eg
from date is greater than to date.
• Check by entering a valid “To” date in the date picker field
• Check by entering an invalid “To” date in the date picker field
• Check by entering valid data “Room Type” field
• Check by entering invalid “Room Type”.

Test Cases for Hotel Booking System

• Check if the user is able to access the landing page of the Hotel
Booking System.
• Check is the complete page is rendered properly and displayed
properly on the desktop as per the design specifications.
• Check is the complete page is rendered properly and displayed
properly on the tablet as per the design specifications.
• Check is the complete page is rendered properly and displayed
properly on mobile as per the design specifications.
• Check whether the hotel search field is visible on the screen
properly or not.
• Check the number of people allowed per room.

Hotel Booking Test Cases – Non-Functional

• Check if the landing page passes Google PageSpeed Insights.

• Check if the landing page passes google web core vitals
• Check if the application handles [x] the number of concurrent users
on the site.
• Check if the hotel booking system is handling [x] number of
concurrent payment transactions

6.6 Sample Test Data and Results

 View Of site

User Can Not book without Login

 Showing Success message

Admin can view and delete Bookings

 CHAPTER 7. LIMITATION

As earlier mentioned the project study covers Reception, accommodation, and general
services transactions in the Hotel management.
However the project has limitations based on these facts
➢ The “finance and account” aspect of the HMIS will not capture the budget
function; it only captures the accounts receivables and accounts payable.
➢ Another limitation of the system is that customer’s signature will not be
captured. This process might make procedures cumbersome, which is what the
study hopes to eliminate; however it captures full details of the customer.
➢ The system does not have an online payment option on the online room
reservation menu.
➢ The system is not designed to run off-line.
➢ Due to time constraints certain fields were not included; the software was
therefore reduced to covering critical aspect of hotel management.

These limitations were encountered in the course of the study, and appropriate techniques have
been applied to ensure the system functions properly thereby eliminates the “stale mate”
 CHAPTER 8. Future Scope

Various benefits associated with this work and the results of the implemented system make it
suitable for any hotel. Therefore it is recommended for any hotel especially those with a large
turnout of customers and where loss of customer’s information is common. This will protect
the interest of the Hotel owners and enhance good performance of the services provided.

Due to the fact that there will always be an increase in the expectations and demand of
customers and Hotel owners and administrators will always demand greater effectiveness and
efficiency of any system and prevention of unauthorized access into the system it is
recommended that constant research be carried out and regular updates made to increase the
reliability of the present system.

The growth of a hotel organization also depends on how well their resources (Human, Assets)
are managed, how well they treat their customers (Hospitality) leading to large turn-up, quality
of service rendered to customers and efficiency of the system in use. It is therefore
recommended to always put these factors into consideration when implementing any policies
within the organization.
 CHAPTER 9. CONCLUSION

In conclusion we believe this project if properly utilized will save time, reduce the
amount of work the administration has to do, and will replace the stationery material with
electronic apparatus. The system should also serve as a major tool to improving the efficiency
in Hotel management. Hence a system with expected results has been developed but there is
still room for improvement.

In terms of experience gained through the duration of this project study, the students
have been able to have broader knowledge about the management of Hotel organization using
manual and automated procedures. The students have also been able to improve their
knowledge in developing enterprise applications.