Software Requirements

Specification
for

Hotel Management System

Version 1.0

Submitted by,

1) Harshal Tawade (04)

2) Prasad Chavan (18)

MIT Academy Of Engineering,Alandi

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 Table of Contents
1. Introduction..............................................................................................................................1
1.1 Purpose.......................................................................................................................................1
1.2 Document Conventions..............................................................................................................1
1.3 Intended Audience and Reading Suggestions.............................................................................1
1.4 Product Scope.............................................................................................................................2
1.5 References..................................................................................................................................2
I. [1] Hotel Management Case Study”, March.6, 2010. [Online].Available:..........................2
2. Overall Description..................................................................................................................3
2.1 Product Perspective....................................................................................................................3
2.2 Product Functions.......................................................................................................................3
2.3 User Classes and Characteristics................................................................................................5
2.3.1 User Classes...........................................................................................................................5
2.3.2 Characteristics of User Classes..............................................................................................5
2.4 Operating Environment..............................................................................................................6
2.5 Design and Implementation Constraints.....................................................................................6
2.6 Project Documentation...............................................................................................................7
2.7 User Documentation...................................................................................................................7
2.8 Assumptions and Dependencies.................................................................................................7
3. External Interface Requirements...........................................................................................7
3.1 Hardware Interfaces....................................................................................................................7
3.2 Software Interfaces.....................................................................................................................8
3.3 Communications Interfaces........................................................................................................8
4. System Features..........................................................................Error! Bookmark not defined.
4.1 E-R Diagram..............................................................................Error! Bookmark not defined.
4.2 Use Case Diagram.....................................................................Error! Bookmark not defined.
4.3 Activity Diagram......................................................................................................................12
V. 5. Other Nonfunctional Requirements.................................................................................15
a. 5.1 Performance Requirements.....................................................................................................15
b. 5.2 Safety Requirements..............................................................................................................15
c............................................................................................................................................................15
d. 5.4 Software Quality Attributes...................................................................................................15
3. Other Requirements..............................................................................................................17

Revision History
Name Date Reason For Changes Version

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1. Introduction
1.1 Purpose

A hotel management system is a software application that helps hoteliers manage various operations
of a hotel, such as booking reservations, front-desk management, room management, and billing.
The purpose of a hotel management system is to automate and streamline these processes, making it
easier for hotel staff to manage the day-to-day operations of the hotel and providing guests with a
better experience. Additionally, it can also provide valuable insights and data to help hotel
managers make more informed decisions about their business.

1.2 Document Conventions

The document is created using Microsoft Word 2013 and the Times New Roman font style. This
work was typed in a fixed font size of 12 points with a 1.5 line spacing. The heads of the document
have been set using the bold attribute. The document's flow and aesthetics are organized using the
standard IEEE template.

1.3 Intended Audience and Reading Suggestions

The intended audience for a hotel management system is primarily hotel staff and management.
This includes front-desk staff, housekeeping, and management personnel. The system is designed to
assist these individuals in managing the day-to-day operations of the hotel, such as booking
reservations, managing room assignments, and handling guest check-ins and check-outs.
Additionally, the system may also be used by accounting and revenue management personnel to
track and analyze financial data. The system can also benefit owners, shareholders and investors as
well by giving them access to real-time business data and analytics.

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1.4 Product Scope

The Hotel Management System will automate the major operations of the hotel. The Reservation
System is to keep track in room and hall reservation and check availability. The Room Management
System is for manage all room types room services. The Inventory Control System will keep track
in all inventories of the hotel and guest details will handled by guest management. Administration
department will monitor the all .There is three end Users for HMS. The end Users are Owner,
Manager and Receptionist. Owner can access to all system functionalities without any restrictions.
Manager can access to all system functionalities with limited restrictions. Receptionist can only
access to the Reservation management section. To keep restrictions for each end User levels HMS
can create different Login functions.

The objectives of the automated Hotel Management System is to simplify the day to day processes
of the hotel. The system will be able to handle many services to take care of all customers in a quick
manner. As a solution to the large amount of file handling happening at the hotel, this software will
be used to overcome those drawbacks. Safety, easiness of using and most importantly the efficiency
of information retrieval are some benefits the development team going to present with this system.
The system should be user appropriate, easy to use, provide easy recovery of errors and have an
overall end user high subjective satisfaction.

1.5 References

[1] Hotel Management Case Study”, March.6, 2010. [Online].Available:

http://www.scribd.com/doc/27927992/Hotel-Management-Case-Study, [Accessed: June.28,

2014]

[2] https://www.scribd.com/document/434056729/IRCTC-SRS

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2. Overall Description
2.1 Product Perspective

The Hotel Management System is a web interface that will fix the issues that the present manual
system has caused. The newly established system will make it simple to use the system, and it will
include functionalities that are user-friendly and have appealing interfaces. The system will provide
better solutions for addressing huge physical file system problems, computation mistakes, and any
other essential duties that have been specified by the customer. When this project is finished,
practically every work completed at the hotel will be more productive and convenient.

2.2 Product Functions

 Make Reservations
 Search Rooms
 Add Payment
 Issue Bills
 Manage Room Details (Add, Update, Delete)
 Manage Staff (Add, Update, Delete, View)
 Set Rates
 Retrieve Reports (Staff payment, Income)
 Manage Users (Add, Update, Delete)
 E-mail notifications

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 Functional Requirements

Function 1 Make Reservations

Input Number of peoples, check-in date, check out date, Number of nights
Output Database successfully updated message
Processing Validate the given details and record the information in to the
database.

Function 2 Add Staff member

Input Employee Name, Employee Address, Salary, Name Age,

Occupation, E-mail
Output Database successfully updated message
Processing Validate the given details and record the information in to the
database.

Function 3 Search Rooms

Input Category
Output Display a message with available room details
Processing check for the available rooms in a given time period and return it’s
availability.

Function 4 Add Payments

Input Total, pay time, Credit card details

Output Database successfully updated message
Processing Validate the given details and record the information into the
database.

Function 5 Issue Bill

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Input Bill no, Quantity, Price, Taxes, Date, Services, Unit
Output Printed version of the bill
Processing d total cost is calculated according to the
Services gain by the customer.

2.3 User Classes and Characteristics

2.3.1 User Classes

There are three user levels in Hotel Management System.

a. Admin
b. Manager
c. Receptionist

2.3.2 Characteristics of User Classes

Admin:-

Hotel admin has the privilege of Monitoring and authorization of all the tasks handle by the system.
He can access every function performed by the system. Admin can access to the administration
panel which is consider the core of the system. As the admin of the system and the company he has
the power to set room rates as well. Admin has the sole right of deleting a staff member from the
system database.

Manager:

Manager also has most of the privileges mentioned above except the things regarding the payment
handling. Manager has the authority to take all the reports available in the system but here also
except the reports related to financial stuff, hotel income. Manager has other abilities that
receptionist, user level has. Such as, adding new staff member to the system, Modifying them or
removing them, Modifying them and removing them. Adding new room types to the system,
modifying them and removing them

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Receptionist:

As a hotel receptionist, he or her role will be to attain the goals of bookings. Hierarchically
receptionist role has the least accessibility to the system functions. Receptionist plays the boundary
role of the system .He or she can perform limited functions such as registering new guest to the
system, make reservations, Sending e-mail reminders to clients for booking confirmation.

2.4 Operating Environment

Hardware and software requirements

Hardware:-
1. Operating System Supports all known operating systems, such as Windows, Linux
2. Computer 512MB+ RAM
Software:-
1. For security Antivirus is recommended
2. Web browser: Internet explorer or any compatible web browser

2.5 Design and Implementation Constraints

System will require at least 512MB of memory. It is advised to have 1GB of RAM, though.

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2.6 Project Documentation

User manual: Specifying the requirements for creating a user manual for the software system,
including the content, format, and target audience.

Technical documentation: Specifying the requirements for creating technical documentation for
the software system, including design documents, code documentation, and test plans.

2.7 User Documentation

User manual provide to the client will give a clear idea in interacting with the system. It will be
written in a simple understandable language concealing the inner complexity of the system. A hard
copy of the user manual will be delivered to the client with the delivery of system.

2.8 Assumptions and Dependencies

The proposed system is to be integrated into the hotel’s database. The system is dependent on the
hotel’s data to access the booking information and to ensure that the implementation of the system
is smooth without disrupting the booking system

3. External Interface Requirements

3.1 Hardware Interfaces

The specifications for the desktop computer on which the system will be installed are listed in
Section 2.4. To utilise the system to its full potential and effectively, a particular computer must
comply with the aforementioned specifications. One of the hotel staff members will get email
notifications of reservations. Therefore, a broadband internet connection is required. The client must
be able to maintain a solid internet connection. When printing bills and numerous reports, a laser
printer will be required.

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3.2 Software Interfaces

The computer this software going to be install need to have Windows Operating System equal or
above, Windows 7. The system will be created on windows to read and store data within files, the
data that will be coming into the system would be the room numbers the purpose of this is to assign
a unique number to the rooms which will be searched using a search algorithm, the prices are added
up depending on the size of the room

3.3 Communications Interfaces

When a specific reservation reserved at the same time an e-mail notification will be sent to both
relevant staff member’s e-mail account and guest’s account. Guest will be notified in the check-out
date. To achieve that functionality, it requires having a stable internet connection. Mostly a
broadband connection with the client’s computer will provide the efficient service.

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4. System Features
4.1 ER Diagram:

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4.2 Use Case Diagram:

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4.3 Activity Diagram :
Add Room

Add Staff

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Delete Staff

Edit Room

Reservation
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Search

Set Room Rates

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5. Other Nonfunctional Requirements
5.1 Performance Requirements

Performance requirements define acceptable response times for system functionality. When
consider about the timing relationships of the system the load time for user interface screens shall
take no longer than two seconds. It makes fast access to system functions. The log in information
shall be verified within five seconds causes’ efficiency of the system.

5.2 Safety Requirements

There are several user levels in hotel management system, Access to the various subsystems will be
protected by a user log in screen that requires a user name and password. The system should also be
able to provide access to different levels of data and functionality based on user roles and
permissions.

5.3 Security Requirements

To prevent unauthorized individuals from accessing the system, some type of user login mechanism
will be implemented. It will be required of every user with access to the system to have a user name
and password that provide them access to the system's features.

5.4 Software Quality Attributes

 Performance: The system should be able to handle high volumes of data and transactions,
and respond to user requests quickly and efficiently.

 Scalability: The system should be able to handle growth in the number of users, transactions,
and data.

 Reliability: The system should be available and functioning correctly at all times, with
minimal downtime.

 Security: The system should protect sensitive data, such as guest information and credit card
details, from unauthorized access.

 Usability: The system should be easy to navigate and use for both guests and hotel staff.

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  Maintainability: The system should be easy to update and maintain, with minimal
disruptions to hotel operations.

 Testability: The system should be designed in a way that makes it easy to test and validate
its functionality.

5.5 Business Rules -

A hotel requires that all guests provide a valid credit card at check-in for a security deposit. This
rule is in place to cover any potential damages to the room during the guest's stay.

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6. Other Requirements
When the system is completely developed and submitted to the client, few sessions will be required
to make the users of the system understand about the functionality of it and some time to adapt to
the system. Client should have a valid e-mail account in order to receive reservation e-mail
notifications.

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Appendix A: Glossary

Check-out – settle one’s hotel bill before leaving

Check-in – the process whereby a guest announces their arrival at the hotel

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