DESCRIPTION OF SYSTEM

The Request for the Reservation of the room is done by the customer.
The Receptionist checks the room availability.
After getting the availability, the receptionist gives a form the customer.
The Details included in the form are:
Full Name of the person.
No. of people accompanying that person.
Address.
Date and Time of Arrival.
No. of Days and Nights Halt.
Room Type.
Lunch and Dinner Plan.
Means of Payment.
Signature or Thumbprint of the customer.
All the Details are verified and confirmed by the Receptionist.
The customer is given a confirmation voucher and Room Keys.
After that, the Receptionist writes down the information provided by the customer in a
register Maintained by him/her.
According the Room Type, the charges are set.
When the customer checks out, the final bill is generated by a billing machine.

LIMITATIONS OF PRESENT SYSTEM

Existing System is Manual Management System.
Records are managed manually so it is very hard to maintain the records systematically.

There is no data security in the present system, so any user can view and change the data
anyway.
Administrator, Staff Accountant are not in support of new system of existing system, since it
takes more time for adding, deleting, searching or modifying any particular record.
It is a hectic job to find a specific customer record in the register.

PROPOSED SYSTEM & ITS ADVANTAGES

The Proposed Hotel Reservation system handles all the reservation and the billing
Transactions carried out in the Hotel.
This System maintains a log of all the customers.
This system is user friendly.
Any person can operate this software effortlessly.
This software will be more secure.
The customer detail privacy is maintained.
Hotel Room Information:
The System will provide easy Information for the Room availability and its type.
Easy Updating of the Rooms:
The availability of the room can be easily updated in this system
Report Generation:
This System provides Easy maintenance of the customer Records and their Detailed report.
Password protected:
This System provides privacy levels of the customer details and their records.
Different Login Levels:
The System will provide different login levels to maintain security.
Administrator:
The Administrator User has access to the Entire software.
He can Update, Delete rooms, view customer records, generate reports, and generate bill .

Staff Login:
The Staff User has access only to the Check In, Update Check In and Checkout functions of the Software.
Staff members cannot add or Delete rooms.
They cannot change the hotel Profile.

This is an international hotel booking system in UK. ( [3]

) Advantages: 1. Multilingual environment makes the system become suitable for
international business. 2. Showing prices in any kinds of currencies, this is another
good point of international users.
3. There are two kinds of process for booking. One is for the people who know the
time and location, another one is for the people who want to search for some
hotels.
4. Provids general evaluations of hotels. This would be important information for
customers. Mobile Versions of website is important when smart phone have
become effective tools in peoples lives
5. Security is a most important issue. There gives confidence for people to choose
the web.
Disadvantages:
1. The map searching system is not located on the first pages. This would make it
to be ignored.
2. There are only one room picture for a hotel. Providing different services must be
the rule of every hotel, so providing pictures of any kind of rooms would help
people to know the details.

References
[1]http://www.nationalrail.co.uk/
[2]http://www.us-football-tickets.com/
[3] http://www.hotels.com/
[4] http://www.ticketmaster.co.uk/

[5] http://www.seetickets.com/
[6] Dix et al. (1998) Human-Computer Interaction, Ch3 : The interaction
[7] Wickens, Christopher D., John D. Lee, Yili Liu, and Sallie E. Gordon Becker. An
Introduction to Human Factors Engineering. Second ed. Upper Saddle River, NJ:
Pearson Prentice Hall, 2004. 185193.
[8] http://www.lumzy.com/app/

Datafollow diagrams and ERD

Posted on August 4, 2012 by majid

Here is a sample proposed system for a hotel reservation system including Datafollow
diagrams, ERD and requirements.

Functional requirements
User Registration

Customers can register through the website and provide their information, this makes
it possible for their next logon to book the rooms faster without requiring re-entering
the requirements, during the registration users choose a unique username and also
choose a password as well as their name, information and contact details. If the
username is not already taken customers get a confirmation message and also get their
login details in their email address.
Online booking

Customers can book the rooms online by visiting the hotels website, viewing the plans
and selecting the room and length of stay, after confirmation if the room is available
for that period, customers will be asked to pay for the room online by their credit card
and get a printable receipt. If customers are already registered, they can login with
their username and password, and proceed to the payment page directly, otherwise
they will need to enter their name, information and contact details separately.
Sales report

Finance will produce sales report for each month according to the sales database and
provide it to the manager. To get this report they need access to the hotels database
and an advanced search facility to be able to get customers list for a period of time.

Non functional requirements

User friendly website

Hotels website should be user friendly to make it easier for customers to book rooms
and get the information they need. Colours and themes used should fit the hotel
environment and also make it easy to read. Using a sitemap make it easier for
customers to find different locations in the website, also it should contain a good
navigation structure to make it easy for users to access all of the pages with few clicks.
Security

Customers can book rooms online and also pay online by credit card, so website
should be secure and also trustable for the customers to trust and be able to pay
online. Getting a SSL certificate to be able to put payment page on https protocol is
necessary to ensure the security.
Stability

Website should be stable and always available, getting a stable web server is a must to
make sure hotel does not lose online customers during the website down time. In the
mean time this will increase trust of the customers if the website is always running
smooth. For example at the order page if the website stop working, it will lose
customers trust to the website.

Datafollow diagram

Level 1 datafollow diagram

Level 2 datafollow diagram for the payment process

ERD and requirements

In this case we have 3 entities including customers, orders and rooms. Customers
entity primary key is id, and also rooms primary key is id as well. In the orders entity
which it has a unique id also, room and customer is referred using customer_id and

room_id foreign keys. Following ER diagram represents attributes for each entity as
well as their primary key (PK) and foreign keys (FK).

Entity Relationship Diagram

System Design
This form appears after user select the room and they logon, so we have their
username and details plus room details so we know the room price as well, so the
payment form appears like the following screen:

Payment process system design

Validation requirements

Card type is required and should be either Visa or Master card

Card number is required and should be a 20 digit number

Expiry date is required and should be a valid date and not before current date (not
already expired)

3 digit security code is required and should be 3 digit number

Name on the card is required and should be characters and space only

Card holders address is required

System Lifecycle
Initiation and planning

A feasibility study is required to find out if the new system (Hotels website) is
achievable or not, and also discussion about if the technology we need to develop a
website is currently exists or not, output of this phase will be feasibility report.
Here as we planning to develop a website to provide online payment and booking
facilities to the users, we need to research on the technology we need and find out if
the hotel staffs have enough experience to work with the new system, also the inputs
we need for this website to be done.
Requirements gathering and analysis

In this phase, we determine if there is a problem which needed to be resolved in the

current system. Also all the requirements will be gathered by breaking down the sub
system into different sub systems and functions. Output of this phase will be a
requirements and analysis report.
For example, in the hotel, problem is hotel is losing business and we need a way to
make the booking easier to get more guests in the hotel.
Design

In this phase we will break down all of the processes and produce layouts, screen
designs, DFD and ER diagrams and also define the rules we needed in this system.
For example hotels website design phase provides DFD and ER plus screen design
provided in the question 2, 3, and 4 of this document.
Output of this phase will provide a new system which is a collection of different sub
systems.
Build or coding

In this stage, coding and programming procedures will be done. Also testing is
required to make sure system contains no bugs. For example in the hotel, in the build
phase, programmers work on the website design, programming the functions required
and also create and design the website according to the design phase
documentations. Output of this phase will be the website with all facilities described in
the design phase.

Testing

In this phase, all of the codes will be tested to make sure it contains no bug using
various software test methods. For example we will test different parts of the website
to make sure the booking system, registration and other parts works without any
problems. Output of this phase will be a test report with detailed test dates, details and
result.
Operations and maintenance

In this phase deployment will be done and also maintenance of the system will take
place. For example in the hotels maintenance and deployment phase, we will upload
the website to the actual web server and also perform maintenance to make sure the
problems after website deployment will be fixed. Output of this phase will be software
delivery and maintenance report

Comparing with the waterfall methodology

Waterfall model is a document driven methodology which strongly relies on the
quality and quantity of each phase.
Prototyping is process of creating a system quickly and low cost for demonstration and
evaluation.
In waterfall model, customer does not see what product will look like until the
delivery, however in the prototyping user sees a tangible system early on the
development process, which make it easier for the changes to be amended at the
beginning. So in the waterfall, after delivery if customer does not like the system, it
will make a lot of confusion for the development team. So waterfall model is not
suitable when project needs maintenance and additions.
Waterfall model is straight flow of processes which is very easy to understand,
however in the prototyping users do not know the stop point.
As users are involved in the prototyping at the beginning, we can make sure that the
system is what they expect at the delivery, so prototyping method is the appropriate
methodology to design this website.

References
Wikipedia Systems Development Life Cycle 20 may
2009 http://en.wikipedia.org/wiki/Systems_Development_Life_Cycle
Wikipedia Waterfall model 20 may 2009
http://en.wikipedia.org/wiki/Waterfall_model

ER Diagram ---> Hotel Reservation System

SYNOPSIS
HOTEL MANAGEMENT SYSTEM
The
Hotel Management System-Book keeping
system ismenu driven and highly interactive. It was developed in
Visualbasic 6.0
as Front End Tool and
M.S-Access
Backend Tool. The Hotel Management System (HMS) project will
automatethe manual and legacy operations. The project will keep track of guest database, room
reservations, booking ,vacating, financeand reporting details. The activities associated
with HOTEL MANAGEMENTSYSTEM can be classified into five major modules. They
are:

Login Screen

Room Description

Room Booking

Room Vacating

Reporting View
The system has been developed based on the
requirementso f t h e m a n a g e m e n t a n d u s e r f o r i m m e d i a t e r e p o r t o f G u e
s t s t a t u s o r d e t a i l s . T h e s y s t e m i s d yn a m i c i n n a t u r e a n d c a n
b e u p d a t e d / m o d i f i e d b a s e d o n t h e u s e r s r e q u i r e m e n t a n y t i m e . The system
reduces the work load of the users. The
accurate,a d e q u a t e a n d t i m e l y i n f o r m a t i o n a r e p r o d u c e d a s a n d w h e n
needed. The newly developed system is more effective and it itwill be consuming
ABOUT THE PROJECT:The resort management project will automate the manual and legacy operation of a
resort or a hotel. The project will keept r a c k o f G u e s t d e t a i l s , R o o m R e s e r v a t i o n ,
R o o m B o o k i n g , Finance and Reports

Room Description:This form consists of the following sub menus

Room Entry

Room Entry Update and Delete

Room Entry :-

This form display the information Room No,

RoomR e n t , B o o k i n g T y p e a n d a r r i v a l d a t e , d e p o s i t . I f t h e r o
o m entered in the form is vacant then only we can allot that room. Room entry called
another name Room reservation
Room Entry Update and Delete :Room entry Update means already reserve the roomany more changes using these
options. Then delete option usedfor booking code, Room number, cancel date, fine
levied,finew a i v e d . W e c a n s e l e c t t h e r o o m s t h a t a r e r e
s e r v e d , f o r cancellations.
Room Booking:T h i s f o r m d i s p l a y t h e i n f o r m a t i o n l i k e B o o k i n g c o d e , Booking
name, Booking date, guest name, and check in date. if the roomentered in the form is vacant
then only we can reserve that room.
Room Vacating
:T h i s w i l l f o r m d i s p l a y t h e i n f o r m a t i o n l i k e r o o m n u m b e r ,c h e c k o u t d a t e ,
a d v a n c e a m o u n t , b a l a n c e a m o u n t , t o t a l a m o u n t , g u e s t phone number, address
etc., also display the room vacating form.
Reporting View:-

There are only one report are available. That is likevacating are includes financial ,departure
report and paymentreport are generated between booking dates to vacating dates.

SYSTEM ANALYSISEXISTING SYSTEM:

T h e e x i s t i n g s y s t e m i s m a n u a l . I t m a i n t a i n s h u g e records for various
departments. The book keeping procedure istedious and is prompt to errors. Very careful
handling is neededi n m a n u a l s y s t e m s . E v e n a v e r y m i n u t e m i s t a k e m a y l e a d
t o imbalanced results. Manual processes results in waste of time and
energy.I n t h e e a r l i e r s y s t e m t h e i n v e n t o r y r e p o r t i s c a l c u l
ated manually. Whenever the accounting is to be

performed. That information must be extracted from the files and the calculation will
have to check by the Concern person.The existing system leads to a lot of problems.
Thee x i s t i n g s y s t e m c o n s u m e d a l o t o f s t a t i o n a r y c o s t . D a i l y
transactions are maintained in journals. These journal entries arethen posted on to the ledger
accounts correspondingly.
PROPOSED SYSTEM:

This project integrates all Operation processes in thecomputer to synergies the important
resources of Material
andM o n e y . T h e d e p a r t m e n t p e o p l e c a n g a t h e r t h e n e
e d e d information at their desk without any manual burdens.This project reduces manual
burdens
anda u t o m a t e s t h e f u n c t i o n s o f v a r i o u s d e p a r t m e n t s . I n m a n u a l proc
ess, to decide the Room booking details, vacating details have to be verified each time.
But with this project these processare automated and no manual checking is required.This
project reports can be automatically
generated.T h e p r o c e s s e s o f c r e a t i n g r e p o r t s a r e m a n u a l l y v e r y t e d i o u s

w h i c h a r e m a d e v e r y e a s y a n d a u t o m a t i c a l l y t h r o u g h t h i s pr
o j e c t . T h e r e p o r t s p r o d u c e d h e l p s i n m a k i n g m a n a g e m e n t decision easily.
With this project, since all information about previous years is readily available, such
reports can be producedwithin few seconds.Thus the project eliminates many
difficultiessaving a lot of time and energy, which could be used for some other
constructive purpose towards the organizations success.
ADVANTAGES:
1. Less effort2. Quick reference3. Future enhancement
SYSTEM TESTING AND IMPLEMENTATION:
Testing in the system was done to ensure the integrity of the system. Testing to vital
for the success of the project, whichis the last stage of the software development testing, has
several purpose
OUTPUT TESTING:
Output testing is series of different test whole primary p u r p o s e i s t h e
f u l l y e x e r c i s e t h e c o m p a n y b a s e d s y s t e m . Although each test has a
different purpose all the works shouldverify that all system elements have been
properly integratedand perform allocated function.Output testing is the stage of
implementation, whicha ensuring that system works accurately before live
operationc o m m e n c e s . T h e i n p u t s c r e e n s , o u t p u t d o c u m e n t s , d a t a b a s e structur
e etc.were checked and required modification made
suits p e c i f i c a t i o n . T h e n u s i n g t h e t e s t d a t a p r e p a r e d , t h e w h o l e syste
m was tested and found to be a successful one.
IMPLEMENTATION PLAN:
The requirements for implementing the project isd
etermined and also tested to confirm the effectiveness while i m p l e m e n t i n g t h e
project design into the source code. Themain goal of the implementation
plan is the development of

source code that is easy to read and understand.

T h e implementation plan will help the project to proceed with theavailable
resources. Once the implementation plan is over thesource code can be developed
easily because it will provide aclear idea about the project.
IMPLEMENTATION:
I m p l e m e n t a t i o n i s t h e p r o c e s s o f i n s t a l l i n g t h e s o f t w a r e into the system so
that it will be provided with original data
to p r o c e s s . I m p l e m e n t a t i o n p h a s e i s
s t a r t e d a f t e r o 9 n l y t h e successful completion of the testing phase in which
the abovetests should be carried. To complete the implementation into success, a test
should be carried out.

Compatibility testing: this testing is carried out to check the compatibility that
whether this software will run smoothly
onthe provided system configuration.A f t e r t h i s t e s t i m p l e m e n t a t i o n g e t s
o v e r o n l y f o r t h e implementation purpose. But it should be maintained so that
the performance will remain same and it will not be
degraded. Tom a i n t a i n t h e p e r f o r m a n c e o f t h e s o f t w a r e , c o n t i n u o u s l y t h e pe
rformance test should be carried.

Performance testing : to test the performance of the modules,their Response time, device
utilization etc.The performance o f a software may deguard when more a p p l i c a t i o n
o r s o f t w a r e a r e h a n d l e d b y o p e r a t i n g s y s t e m a t a time or due to less available
resource i.e. Less memory etc.,Butanyway the performance of the software may degrade due to
theexternal events such as processor speed and memory etc. So the processor should be
upgrade to maintain the performance.
FUTURE ENHANCEMENT:
T h e p r o j e c t i s d e v e l o p e d c o n s i d e r i n g o n l y m a t e r i a l a n d money but it
can be extended for man and machine also. Since

our objective of the project is successfully completed. This issystem provides

efficiency in many
ways.A l l t h e f e a t u r e s t h a t i s r e q u i r e d f o r t h e H O
T E L MANAGEMENT SYSTEM has
been finished successfully.A l l t h e c o m p l i c a t i o n s c o n c e r n e d w i t h t h i s p r o j
e c t a r e successfully solved. Every application has it s own merits anddemerits. The project
has covered almost all the
requirements.F u r t h e r r e q u i r e m e n t s a n d i m p r o v e m e n t s c a n e a s i l y b e d o
nesince the coding is mainly structured or modular in nature.Cha
n g i n g t h e e x i s t i n g m o d u l e s o r a d d i n g n e w m o d u l e c a n append
improvements.T h i s p r o j e c t p r o v i d e s d e t a i l e d i n f o r m a t i o n a b o u t a l l t h e R o o m
B o o k i n g , R o o k v a c a t i n g a n d R e p o r t i n g d e t a i l s f o r a l l transactions

T h i s p r o j e c t w o r k i s a n a t t e m p t t o d e v e l o p a s y s t e m t h a t can be used for

computerization of activities in the resort. Since

these activities are tedious process requiring lot of effort,

morec a r e h a s b e e n t a k e n f o r t h e s y s t e m d e v e l o p
m e n t . T h e requirements a suitable database is created maximum effo
r t were taken to avoid duplication in data entry and data storage. Various reports can
be generated by this system.T h e m a j o r a d v a n t a g e o f t h e s y s t e m i s f a s t a n d
a c c u r a t e information retrieval, minimization of clerical work, easy and efficient data
storage and report generation