Sri Lanka Institute of Information Technology

Hotel Management System

Project Proposal
Information Technology Project 2014

Project ID: ITP-14-MTR-03

Submitted by:

1. IT13117474– Prasad Lakmal D.H.

2. IT13128050– Madushanka A.S.S.
3. IT13118082– Charitha D.G.
4. IT13118150– Wijesinghe A.M.
5. IT13087234– Piumal Dinuka W.
6. IT13060954– Ranathunga B.S.
7. IT13110062– Shyamal W.A.I.

Submitted to:

…………………………..

Ms. K.B.A.B.Chathurika

Date of submission
 Abstract

This is the document of the Project proposal for developing a hotel management system for Gayana
hotel. It consists of the current background of the hotel and problems having due to present system
and how we are going to overcome those matters through our proposed system.

After gathering requirements we have found that Gayana hotel is using a manual file based system for
their processes. They are keeping a huge amount of files to handle guest details, bills, inventory
items...etc. Search for a record in the file system is really harsh. Although they are not well secured
there is a probability of getting damaged due to a fire or a tsunami or any other kind of a disaster.

The project aimed to build a fully functional system in order to achieve the efficiency in the hotel
management. The overall mission of system development is to make the hotel staff can quickly and
easily complete the hotel management task.

I
 Table of Contents
ABSTRACT .......................................................................................................................................... I

TABLE OF CONTENTS .................................................................................................................. II

1. INTRODUCTION ...................................................................................................................... 1

1.1 Problem Specification ................................................................................................................. 2

1.2 Solution Outline .......................................................................................................................... 4

1.3 Key Benefits ................................................................................................................................. 6

2. OBJECTIVES ............................................................................................................................. 7

3. PROCEDURE ........................................................................................................................... 10

3.2 Project Plan ............................................................................................................................... 13

4. PERSONNEL AND FACILITIES .......................................................................................... 18

5. SOFTWARE AND HARDWARE REQUIREMENTS ......................................................... 19

6. BUDGET.................................................................................................................................... 20

7. REFERENCES.......................................................................................................................... 21

II
 TABLE OF FIGURES

Figure 1.2.1 High Level Architecture……………………………………….……………………...5

Figure 3.1.1 Prototype Model…………………………………………………………………..….10

Figure 3.1.2 General Working of the system…………………………………………………...…12

Figure 3.2.1 Project plan cycle……………………………………………………………………..13

Figure 3.2.1 Gantt chart…………………………………………………………………………....17

TABLES OF TABLES

Table 3.2 Project Development Phases ........................................................................................... 23

Table 4.1 Roles and Responsibilities ............................................................................................... 48

Table 6.1 Budget................................................................................................................................ 20

Table 6.2 Software and Hardware Cost....................................................................................…...20

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ITP-14-MTR-03 – Hotel Management System

1. Introduction

Gayana hotel is one of the famous tourist hotels located at tangalle coast line. Its history extends up to
60 years. Most of the tourist visit tangalle choose Gayana hotel due to several reasons such as the
iconic location, panoramic view of the sea from hotel. At present about 50 employees are working
attached to several departments of the hotel. Both local and foreign guests reserve rooms, conduct
meetings, celebrate cocktail parties, weddings and many more other functions at hotel. Employee is
the key role of the hotel. They have assign to keep room records, reservation details, clean rooms
wedding halls; control the inventory of hotel and many more other responsibilities.

Currently Gayana hotel is using a manual system to handle hotel processes. When a guest make
a reservation, all the reservation details (including guest details) are recorded in a file and those files
are stored in a special cabinet. Calculations of bills and inventory items are done by manually too.

As the current system is a file based one, management of the hotel has to put much effort on
securing those files. They can be easily get damaged by a fire, insects or even by a natural disaster like
tsunami. Keeping files takes much time and wastes much precious man hours. Although we can’t trust
the accuracy of calculations done by manually, it’s not a surprise of encountering problems. If we
want to check for a previous room record or a reservation detail, management will be in a great
problem. It’s a tough and time taking process to search for a record in a file.

The Hotel Management System we are going to implement will be covering all the basic
processes done in the Hotel. It would handle Guest details, Reservation details, Inventory management
details, Room service details, staff management details and room types.

All the above mentioned details and information are stored in the system database. It could
save time when retrieving data from the database. Interfaces will be designed user friendly and the
functions will be displayed in a simple manner.

The System we are going to develop will give remedies for the problems that are currently
facing by our client. Shifting to our system can acquire advantages such as saving of time, man hours,
and space wastage. This will increase the efficiency in hotel daily activities.

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1.1 Problem Specification

As we declare previously all the processes of Gayana hotel are handled by a manual method.
Employees and the management of the hotel are responsible in handling the above processes.
Especially management is responsible for adding new staff members, getting annual reports of the
hotel and updating stocks.

All the information about reservation details, guest details, room services, room types, staff
details, billing details, payment details are recorded in a file manually. They are stored in a special
place which takes a huge space. Although they are arranged by the year, it’s difficult to find for a
specific record within those files. Probability of getting damage of those files is high. When a guest
makes a reservation, the receptionist has to keep reservation details in two separate places. It’s a time
consuming thing. Even though the same guest visit hotel again and again, a new file is created for each
time he visited. So the same guest details are copied to files recurrently. It causes for increasing of
files and wastage of physical space. When a top level person of the management asks for a specific
detail such as number of tourist visit their hotel last year, staff will be in a great problem. It may take
hours to get through files and to gather the required detail. Guest will receive a bill including all his
room charges and all other expenses at hotel when he or she checks out. This bill is calculated manually
by collecting room type, food and beverages consume, number of days spent, room services. The
person who makes the bill needs to refer to the cost chart and create the bill. This is time consuming
and can’t assure the accuracy of the calculations.

If we summarize all the drawbacks of manual hotel management system we can

mention as follows

• It is much time consuming.

• Often the data are lost and the employee or manager is not aware of this.

• Lots of Manual labor is required for manual record keeping.

• Data is not always reliable as it is hand written and some human errors might have occurred
example wrong telephone number among other.

• Difficulty of searching and retrieving records.

• Slow process of reservation.

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• Low in security.

• Files are prone to theft unauthorized modification due to low data security levels and standards.

• Retrieval of guest records is extremely difficult.

Above mentioned teasers caused for the decline of efficiency of the hotel and caused for many
inconveniences in performing daily tasks at hotel.

The manual handling of hotel management system has always been a difficult task.
Administering the smallest of the requirements of the guests to the basic needs the Hotel Management
System have to put a lot of energy in controlling and executing the day-today work along with the
miscellaneous items? However, the introduction of the hotel management software has diminished the
possibilities of error and limitation of the staff to provide a specific service on any given time

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1.2 Solution Outline

Hotel Management System we are going to build will troubleshoot for all the problems
previously mentioned in Problem Specification. The system will be implementing with more
additional features that will support in achieving future goals of the hotels.

The system database will store all the details and information about reservations, guests, room
services/types and staff details in a convenient manner. Database makes retrieval of data efficient and
accurate. User of the system can easily search for a record by inserting any title. Reservations of the
hotel can be done in a single click with no time. After checking availability for rooms, single or group
reservation can be made after entering required details. Reports can be generated under several
categories at any time whenever required. They will appear in a clear view with charts and graphs for
easy comparisons. In the end of the month management can get a crystal clear view of the status of
the hotel through those reports. By referring to those reports they can make future plans or take
decisions that involve with the development of the hotel. When a guest checks out from the hotel he
or she will get a printed version of the bill including all expenses. System has a function to
automatically calculate the bill according to the predefined charges set to items, food and rooms.
Higher level person of the hotel has the ability to change those unit prices after login to the system.
Security is provided to our system by having a database backup, restore database and crash recovery
system. User IDs and passwords are provided to prevent access of unauthorized people.

The system we are going to be built will upgrade the quality of the hotel and simplify the
matters of the current manual system having.

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View Reports
Department
Insert Details
Department
Update
Details
Owner
Delete

Department Details

Room/Staff/InventoryDetai
Add ls
Room/Staff/InventoryDetai
Update
ls
Room/Staff/InventoryDetai
Delete ls
Manager

GuestDetail
Add s
GuestDetails
Update
GuestDetails
Delete
Rooms
Search
Receptionist Reservations
Make
Bill
Issue

Figure 1.2.1 High Level Architecture

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1.3 Key Benefits

The system we are going to build will provide solutions for the problems current manual
system facing. Primary benefits that can be acquired by shifting to Hotel Management System are
displays as follows.

Generate Reports: - System generates detailed reports that provide a clear picture of what’s going on
with hotel property and help management to make the appropriate decisions and adjustments

Time Savings: - Hotel Management System will search and retrieve a required data in a flash. It saves
the time that currently spending on refereeing to files and records.

Security: - System makes data and information secure by providing User IDs and passwords in order
to prevent unauthorized access.

Backup and restoring: - Database backup makes helps to protect database data from theft, physical
damage and computer viruses and malware and the records will be more secure than in file based
system. Hotel Management can restore the system database if there is a need.

User Friendly Dashboard: - The Proposed System provides a user friendly background as well as
user friendly functions. After login to the system user can get a quick view of all system bookings,
events and room availability for the week ahead, Manage check-ins and room allocation at the touch
of a button

Email Reminder: - For bookings, an e-mail reminder will be sent to guest.

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2. Objectives
Our new Hotel management system is the ideal software solution for the hospitality industry that can
be used at hotels, motels, inns, resorts, lodges, hostels, military guest houses, suits, apartments and
bed & breakfast operations.

This product covers various aspects in hotel management and always performs user
friendly. It helps to ease staff with facilities for reservation process. It saves the time which was
wasting more and more in manual performance of hotel and that time can be used in effective way to
enhance the revenue. The system can be divided into Departments according to their various functions.

Inventory management Department

Inventory management lets managers automate the process of tracking rooms, and food and beverage
consumption in the hotel. Manually checking each and every inventory is wasting lot of time and a
huge waste of effort. With the new system automation of the inventory management means lesser
work and greater visibility into inventory stock.

There are numerous operations in inventory which happen simultaneously, these include sales
through point of sale terminals, room service, purchase of food, beverages and other room related
consumables and durables. Tracking all these activities can be difficult and if not tracked adequately
can result in revenue leakage, wastage, and theft. Good system helps manager to predict demand and
supply rate with great accuracy and reduce the chances of error. It also helps to predict expenditure
and keep good control in profit. Using our system means achieving those benefits

 Update stock - System can update the current stock by adding new items. It’s simple and
efficient rather than in manual system.

 Check Availability – When the manager wants to see the current inventory items he or she can
get the help of this function. This function displays current status of the inventory. Referring
to the outcome of the function, manager can easily decide what items they need to add to the
inventory.

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Reservation department

The Reservations Department is usually the first point of contact between guest and the Hotel. The
Department is to accept and process all reservations and requests, control room and rate availability,
operate and update the guest history and maximize room sales through effective use of rate controls,
upselling and yield management.

• Availability status – check whether the requesting room/function is available or not.

• Room booking – Reserve a room by room type, rate, and to accommodate all the possible
special requests of the guest.

• Function/Event booking – Reserve halls, party equipment for special events

• Arrival list – Retrieve the information of costumers and reservations according to requested
date

• Booking confirmation letter – Make a confirmation Letter after completing the reservation

Room management

• Room status - The most important aspect of this monitoring process is discerning what guest
rooms are available for sale and when. Room status categories/designations are grouped by the guest
room’s state of occupancy and state of cleanliness.

State of occupancy

Vacant—the guest has checked out of the room

Ready—room is available for new guest

State of Cleanliness

Dirty—room has not been cleaned by housekeeping

Clean—room has been cleaned but not yet verified as clean

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Administration Department

• Handle user accounts, user levels and their privileges – There are three levels of users in the system,
which are, owner, manager and the receptionist. Adding, modifying and removing those users are done
by here. Access to these features is available only for the owner.

• Take a backup of the system - On the security purposes each and every day, a backup of the database
is taken from the system. It will be stored in another server according to the user’s requirement. User
also will be given the ability of taking a backup of the system, in anytime when the user wants. Owner
has the right to

Guest Management

 In the gust management we can handle the details of the guests visiting the hotel. When a new
guest arrives we can add his or details to the database. Edit function is useful when a guest
needs to edit his details, but editing of all the fields are not allowed in our system. Once a guest
checks out he will receive a printed version of the finalized bill calculated by our system.

Staff Department

 Hotel staff can be managed by the manager as well as owner of the hotel. Manager has the
privilege to edit staff member details. Owner is responsible for add or delete a staff member
from the system.

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3. Procedure

3.1 Flow of the Project

The designing and implementation of Hotel Management System for Gayana hotel begin
with the gathering of requirements and examine the background of the hotel. Although the current
system is a manual and file based one, we realize that the system we are going to build must give the
solutions for wastage of time and space which affects the efficiency of the daily activities performed
at the hotel. We have decided to use prototyping model to develop Hotel Management System.
Therefore the system is developed in increments so that it can readily be modified in response to end-
user and customer feedback. A prototype is built with basic and critical attributes. The designers build
the database, user interfaces and developers build working functions. After the user evaluates the
prototype he or she suggests improvements. This loop continues until the user is satisfied. As the
primary step we have to gather requirements.

3.1.1 Prototype Model

After a simple meeting with the hotel management, we were able to gain more details and
processes that need to be considering in building the system. Requirement gathering process was done
by using some techniques such as interviewing and observations. Interviewing with the manager,
workers and the head of the hotel face to face is beneficial to the system and clear out many differences
regarding requirements about the system. We found the all requirements that have to be computerize
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such as billing details, guest details, room details and hotel staff details. By refereeing to files and
records that have been keeping by the hotel, we got a clear idea about the required fields. The
requirements gathering we have done helped us in identifying the entities, attributes and the
relationships of the scenario of the hotel and the information we gathered helped us to decide the data
that we should handle in the system database. The functions of the system that is going to be designed
has to be met with the customer requirements and the outcomes of the functions should have to be
addressed the problems that we have encountered during the requirement gathering phase. The
customer requirements identified during the requirements and analysis activity are organized into a
SRS document. The important components of this document are functional requirements and non-
functional requirements, and the goals of implementation.

We break down the system into several departments such as inventory, administration, guest,
room, reservation, billing, room services etc. in order to make the functionality of the proposed system
simplify. Then we analyze each department and submit them to different group members. Interfaces
are design in a user friendly manner, according to the requirements.

After the requirements gathering we identified the needs of the hotel. According to the
gathered data we draw the E-ER diagram which is the key to the database of the system. All the
entities, attributes and relationships of the scenario are drawn by us and later we completed it with
cardinality ratios and participating constraints. Mapping of the E-ER is the next step, after finishing it
normalization step will be proceed and produce the database tables with no redundancy and
inconsistency.

Completion of database and interfaces will guide to coding part of the project. The purpose of the
coding unit of the project is to translate the software design into source code. Each component of the
design is implemented as a programmed module. We will use C# language as a programming language
to build the system. The platform these codes will be run is .NET frameworks. The software Microsoft
Visual Studio will be used to implement the codes here. Microsoft SQL Server Management Express
will be used to create the database. During the coding part we will use field validators in order to
prevent the insertion of inconsistent data into the system database. User-friendly error messages will
be displayed in such case.

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Testing is the next important phase of project. Before the system testing we have to conduct
the unit testing. During this phase, each module is unit tested to determine the correct working of all
the individual modules. It involves testing each module in isolation as this is the most efficient way to
debug the errors identified at this stage.

Afterwards integration of different modules is undertaken once they have been coded and unit
tested. During the integration and system testing phase, the modules are integrated in a planned
manner. The system testing will be performed by us and later it will be tested by hotel staff members.
Finally the acceptance testing will be performed by the manager himself after the product delivery to
determine whether to accept or reject the product. In any case where the system is not meeting up with
the requirements of the client, functions will be redesigned and built according to the satisfaction of
the management of the Hotel.

3.1.2 General Working of the system

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3.2 Project Plan

Project planning is a discipline for stating how to complete a project within a certain timeframe,
usually with defined stages, and with designated resources.

Figure 3.2.1 Project plan cycle

Table 3.2 Project Development Phases

Phase Primary Objective Time Period Duration
Estimation
At the first glance it seems little bit
unrealistic to create a system for Gayana
Hotel.it was a challenge to determine
whether the solution we are going to come
up with will be financially worthwhile and
Feasibility Study technically feasible. But by identifying 6/23/14 to 6/26/14 3 days
specific departments that require better
solutions, it had been decided that, an
information system to the business, can be
implemented and it will increase the

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quality and the performance of the system

than the current one.
In this phase it encompasses those tasks that
go in to determining the needs or conditions
that should be included in the system that is
going to be implemented. The members of
Requirement the group is required to conduct meetings
Analysis and and negotiations daily in this period of the 6/26/14 to 7/11/14 15 days
Specification phase to gather the information,
requirements and to have a clear idea about
the system that is in progress.
Then the analysis of the requirements that
has been gathered should be done in a
specialized manner.
After the gathering and the analysis of the
requirements the team should perform the
requirement specification.
This is the transitional phase of the project.
Here the design moves from schematic
phase to contract document phase. In this
phase the crew should prepare drawings and
Software Design other presentation documents, crystallize 7/14/14 to 8/1/14 15 days
the design concept and describe it in terms
of architectural, electrical, mechanical and
structural system.
In this phase the designed functions in
Development above phases will be implemented as codes
and using the language C# in this project.
Integration Here the connection of the Crystal reports 8/3/14 to 8/28/14 20 days
should also have to be considered when the
functions are implemented.

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The Test Phase focuses on a technical

investigation in which the results describe
the quality of the system. Testing cannot
confirm a system functions properly under
all conditions but can establish that it fails
under specific conditions. Those possible
Testing conditions and the bugs of the system will 8/29/14 to 9/29/14 30 days
be identified in this phase of Testing.
The project crew will work here to test
several kinds of testing. Such as,
 Unit testing
 Integration testing
 Regression testing
 System Testing

This is the phase that the crew handover the

Deployment system in to the hands of the client to its
(Installation) environment that the system will be 9/30/14 to 10/1/14 2 days
prevailed long term.
Maintenance part is the phase that requires
the most effort within the entire life cycle of
the project.
The modification of a software product after
delivery to correct faults, to improve
Maintenance performance or other attributes, or to adapt 10/1/14 to 2/3/15 90 days
the product to a modified environment."
Software maintenance is the concluding
part of the software development process.
Here if the client wants any modification of
the functions of the system or to add new
features to the system, the project team

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should be ready to render the service to the

client.

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Figure 3.2.1 Gantt chart

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4. Personnel and Facilities

Table 4.1 Roles and Responsibilities

Role Responsibility
System Analyst  Facilitate requirements gathering.
 Documenting of project requirements.

Designers  Analyze Software requirement specification.

 Convert the requirements into a programmer
understandable manner.
Developers  Code the solution using C#.Net language
DB Administrators  Create database following the standard steps of
relational database designing
 Do modifications and maintain the database according
to the requirements of the other developers
Testing people  Assuring stated business goals and objectives are
satisfied

All members will be performing any of the above mentioned roles

Members

 IT13117474 - Prasad Lakmal D. H.

 IT13128050 - Madushanka A. S. S.

 IT13118082 - Charitha D. G.

 IT13118150 - Wijesinghe A. M.

 IT13087234 - Piyumal Dinuka W.

 IT13060954 - Ranathunga B. S.

 IT13110062 - Shyamal W. A. I.

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5. Software and Hardware Requirements

Hotel Management System consists of 3 main user levels. They are Receptionist, Manager and
Owner. Each user levels have privilege access according to their priority to different user
interfaces.

Program installation needs about 200MB of disk space. The database and the management
software will require nearly 10GB of hard disk space on the server.

Hardware Requirements

1. Operating System Supports all known operating systems, such as Windows, Linux
2. Computer 512MB+ RAM, monitor with minimum resolution of 1024x768, keyboard, and
mouse
3. Hard Drive should be in NTFS file-system formatted with minimum 10 GB of free space
4. A Laser printer will need to be used to print these reports and notes

Software Requirements

1. Software is designed to run on any platform above Microsoft Windows 7 (32bit).

2. Microsoft .NET Frameworks 4.0 or above.
3. Microsoft SQL Server Management Studio Express 2008.
4. Crystal reports runtime library.

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6. Budget
Table 6.1 Budget

Person Number of man Rate for one man per Cost

name hours hour (Rs)

1. Prasad Lakmal D.H. 200 100 20,000

2. Madushanka A.S.S. 200 100 20,000

3. Charitha D.G. 200 100 20,000

4. Wijesinghe A.M. 200 100 20,000

5. Piumal Dinuka W. 200 100 20,000

6. Ranathunga B.S. 200 100 20,000

7. Shyamal W.A.I. 200 100 20,000

_
TOTAL 1400 140,000

Table 6.2 Software and Hardware Cost

Resource Cost

Microsoft Visual Studio 2010 Rs. 15,000

SQL Server Management Express 2008 Rs 35,000

Microsoft Office 2013 Rs 65,000

Three Desktop Computers Rs 120,000

Total Cost for Project (LKR) = 140,000 + 115,000 + 120,000

= 375,000

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7. References

Books:

[1]Ian Sommerville, Software engineering, 9th edition, Pearson education, 2011.

[2]Rajib Mall, Fundamentals of Software Engineering, 2nd edition, PHI Learning Pvt. Ltd, 2004.

[3]Ragu Ramakrishnan, Johnes Gehrke, Database Management Systems, 3rd edition, McGraw-Hill
Education, 2003.

[4]Gerald W. Latin, Modern hotel management, W.H.Freeman, 2011.

World Wide Web:

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

http://www.scribd.com/doc/27927992/Hotel-Management-Case-Study, [Accessed: June.28,
2014]
[6]”High-Level-Software Features”, [Online].Available:
http://www.high-level-software.com/features/, [Accessed: June.25, 2014]
[7]Fernandez & Yuan, X,(1999). An analysis Pattern for Reservation and Use of Reusable Entities.
PloP 1999 conference, Retrieved from
http://hillside.net/plop/plop99/proceedings/Fernandez2/reservanalysisPattern3.PDf
[8]Lauesen, S, (2003), Task Descriptions as Functional Requirements, IEEE Computer Society,
Retrieved from http://www.itu.dk/~slauesen/Papers/IEEEtasks.pdf
[9]Louw,D,(2006, may 10).Description with UML for a Hotel Reservation System. Retrieved from
http://www.liacs.nl/assets/Bachelorscripties/2006-08JanneLouw.pdf

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