Dhangadhi Engineering Hotel

(Affiliated to Pokhara University)

Uttarbehadi-4, Dhangadhi
Kailali, Nepal.

A Project Report
On

Hotel Management System.

Submitted to
Dhangadhi Engineering College
Bachelor of Computer Application (BCA)
For the Partial Fulfillment of the Requirement for the degree of BCA under
Pokhara University

Submitted By
Puspa Raj Joshi (905056)
Tara Prasad Sharma (905065)
BCA, 4th Semester
 Certificate Of Approval

This is to certify that this project entitled “Hotel Management System” has been carried out and
completed under supervision by Tara Prasad Sharma and Puspa Raj Joshi. To the rest of my
knowledge and belief, this is the original work and has not been submitted and used earlier
anywhere.

This project is made for the partial fulfillment of the requirement of Pokhara University for
the minor project to be submitted at the end of IV th semester for the degree of Bachelor of
Computer Application.

Supervisor Vice Principal Principal

Mr. Mekh Raj Jaishi P.B.Chand S.S.Mudbhari
Acknowledgement

We would like to express our gratitude to all those who gave us the possibility to complete this
project. We want to thank the Department of Dhangadhi Engineering College for giving us
permission to develop a project in this instance. The development of this project can only be possible
by the support, encouragement, co-operation of our friends, teachers and seniors and we have got
full support from my friends, teachers and seniors. I would also like to express heartfelt thanks for
the people who are directly and indirectly part of this project.

We have to thank our subject teacher Mr. Apple Dugar for his help by providing the essential
suggestions, helps and the solution for the problem during project development.

We would also like to give a heartfelt thank to Mr. ………….…… for his guidance during this
project development. We are deeply indebted to our lab teacher Mr. Narendra Bhatta whose help,
stimulating suggestions and encouragement helped us in all the time of developing the project.

We want to thank Mr. Shivahari Sharma Mudbhari, Principal and Mr. Prem Chand, Vice–Principal of
Dhangadhi Engineering College for their help, support, co-operation and inspiration.

We would cordially like to thank our mate Mr. Puspa Raj Badu for his help and support, without
which it was very difficult to develop this project. At last, we would like to give our special thanks to
our dear brother Mr. Ritesh Shrestha without whose support this project wouldn’t have been
completed.

Project Team
Table of contents

SN Titles Page No.

1. Introduction 1
2. Objective 2
3. Abstract 3
4. Problem Statement & Background 4
study
5 Feasibility Analysis 5
6 Algorithms 7
7. Flow Charts 11
8 Screen shots 18
9. Future Enhancement & conclusion 20
10. Reference & Developer’s Profile 21
Introduction

With the advancement of technology, application areas of computer are rising day by day. Every
sector desires its procurement for fast accurate and automated operations. Therefore different
program are developed to meet the requirement of various types of users i.e. related to any field.

This program entitled “Hotel Management System” is a minor group work of BCA IVth semester
students. It is a small software package which is helpful in the areas of Hotel. This program package
includes all the activities in which the hotel is managed. The activities like customer room
reservation, the user management, the inventory processing, the data summary, etc are included.

This project is database oriented program because it is developed using DBMS like Ms Access. We
have used ADODC for Database programming in this project. The programming language used for
developing this software is Visual Basic 6.0.
Users can simply add record, delete them, update them, create Backups of the Database, and many
more using this software. User need not have to think about where the data should be saved or from
where they can retrieve it. All the data are saved automatically in the defined place and are retrieve
from there directly by using this software. No computer trainings or experts are needed to handle this
software.
In terms of security this software is totally secure as it doesn't give access to unauthorized user as the
username and password facility is provided.

We chose Hotel management software as the system seemed simple and easy to use. During its
development we realized that we needed software that may help to manage hotel activities and
various other adjustments.

Hence, this software is helpful for the Hotel Managerial teams who want to improve the efficiency of
the management and want to be competitive in this day to day changing world. This project is also a
small step towards development of big professional software.
1
Objectives

The main objective behind preparing this project is that to give hotel a complete facility that a hotel
managerial team wants. It even helps the user to handle the managing system of the hotel properly.
And it also gives the customer an easier way to have booking and other related activities in the hotel.
Besides this there are many objectives like:

1) To manipulate the Hotel transactions with instant confirmation.

2) To save time and accuracy in work.
3) To increase efficiency of employee.
4) For fast access of data.
5) For secure and smooth running of the program.
6) For error free, effective and easy for database related works.
7) The application request for the check-in and check-out date and time, number of visitors, and
his/her preferred room category;
8) Indicate the room availability and the location of the rooms;
9) If the visitor is satisfied with the room location, then confirm the booking; and
10) Upon confirmation, print the payment details and other necessary constraints.

2
Abstract

“Hotel Management System (HMS)” is a minor project developed in visual basic 6.0. This project
can be used in hotels to facilitate to store new records of customers in database, to display the saved
records with printing facilities.

During the development of this project we have visited the hotel administration for collection of data
and analyze their problem. We have tried to fulfill most of the desire of the hotel requirements but
due to the lack of time some of the requirements were solved. The problem analyzed for the hotel
were
 Check in/ check out system for customers to keep records of room that have been reserved.
 Room Reservation system to keep records of the Customer and find their room number.
 To generate report of each room reserved.

Among these problems we have choose the Mark sheet problem and try to make the project to
display Mark sheet of the students with printing facility. The user can also save record of total
number of students in the hotel, information about their faculty and course the study. We have also
attached the form to keep simple record of the teachers.

This software is totally secure with password protected facility. The administrator can create new
user, update them when required and delete them if necessary. The administrator staff can utilize all
the facility provided by the software and all the guest staff can get some of the facility.

This software also provides the facility to create backup of the database which will help to retrieve
data when the accidental loss in the original database happen.

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Problem statement

Even through we have tried our best effort in making the system error free but some errors may have
crept into it. As this is our first project or system development in visual basic we have tried our best
to make it free from limitations, and may be we are successful. The limitation on the project is the
lesson for us to improve it. During our system development on this project we have faced many
problems in testing, coding, debugging and implementing some rules and regulation.

Background study

During this project development, we visited different hotels such as hotel jagadamba ,hotel
top in town etc and analysis the difficulties of administrative group in their hotel transaction and
provide such solution which may solve their desire problem. We also ask them about how their
activities are operated day to day. We also discuss what is the best solution of this problem.

4
Feasibility Analysis

It is necessary to determine whether the development of new program will be beneficial to us or not.
This study examines the aspect the hardware and software requirement that are needed to develop a
program. It also provides:

a) The definition of the problem.

b) The alternative solution and their benefits.
c) Required resources cost and delivery date.

Feasibility Analysis includes:

Technical Feasibility Analysis

i. Hardware: - Hardware requirements includes following points:

1. Any Computer (Pentium PC, Laptop etc)

2. RAM
3. Hard-disk
4. Printer
5. VDU(CRT or LCD)
6. Peripherals (Like. Mouse and Keyboard)

ii. Software: - It includes following programs:

1. Operating System(32 bits or higher)

2. Visual Basic 6.0
3. Office Package
4. Photoshop
5. Icon Converter.

5
Economical Feasibility Analysis (Requirement Document)

Cost

S.N. Details Rs
1 Computer (Laptop) N/a
2 Required Software 2,000
3 Portable devices (Pen drives,CD etc) 1,500
4 Paper work cost 500
5 Miscellaneous 2,500
Total Cost 6,500

Profit: Rs. 20000

Selling Price: Rs. 26,500

Schedules
iii. Beginning Day:- 21 Oct 2009
iv. Ending Day:- 19 Jan 2009
v. Daily working Hours:- 2-3 hrs

Operating Feasibility

Feasibility analysis which is necessary to check the manpower viability. It helps to find whether
the existing manpower can handle the new system effectively or not.

Some tips to handle this system:

1. Password is case-sensitive.

6
Algorithms

Algorithm for form Load

Step1: Start the application

Step2: Wait until the program loads

Step3: This form automatically closes.

Algorithm for Login

Step1: Start
Step2: Select User Name
Step3: Enter password
Step4: Click on Login button
If (User ID) and (Password) is Valid then
Unload the user form from memory and
Load and show MDI Main form.
Else
Display the message “Username and Password doesn't match”
Go to Step2
Step5: Stop

Algorithm for Adding New User

Step1: Start
Step2: Go to system > manage user
Step3: Enter the administrative password to carry out the operation.
Step4: Click on Add New User and a field appears,
Step5: Enter new User name, Password, Confirm Password.
Step6: Click on save button for adding user and cancel button for cancelling operation.
Step7: If all condition remains true then print message “Username Added”.
Step8: End

7
Algorithm for Editing User’s record
Step1: Start
Step2: Go to system > manage user
Step3: Enter the administrative password to carry out the operation
Step4: Click on update user and a field appears,
Step5: Choose the user name you want to edit and Click on save button for adding user and cancel
button for cancelling operation
Step6: if the User ID after editing is found on the database then print the message “User already
exists”
Else save the record on the database with message
Step7: End

Algorithm for Deleting User’s record

Step1: Start
Step2: Click on the user’s record from the list whom you want to Delete
Step3: Click on the Delete button then print the message “Do you really want to delete this user”
Step4: If click on yes the user will be deleted
If click on no the operation will be cancelled
Step6: End

8
Algorithm for Adding New Room Reservation

Step1: Start
Step2: Go to New Room Reservation
Step3: Click on New Button of the form
Step4: Fill all the given fields,
Step5: Click on Save button to save record or Cancel button to cancel the operation
Step6: If clicked Save
Print the message “Record Saved successfully”. And it saves the record to the database
Else program terminates to main form.
Step8: Stop.

Algorithm for Delete Record

Step1: Start
Step2: Go to Customer > New Room Reservation
Step3: Click on Delete Button of the form
Step4: Enter the Reservation Number which you want to delete.
Step5: click on Ok button to delete record or Cancel button to cancel the operation
Step6: If clicked Ok
Print the message “Record Deleted successfully”. And it deletes the record from the database
Else program terminates to main form.
Step7: Stop.

Algorithm for Print Record

Step1: Start
Step2: Click on Report >Print or Open the Room Reservation form and click Print.
Step3: The system calls the print function and starts printing if the printer is installed.
Step4: Stop
Algorithm for Backup

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Step1: Start.
Step2: Open Main form >Tools >Database Backup.
Step3: The form opens and asks the user to give the path.
Step4: Click on Ok to create backup or Cancel to cancel operation.
If Ok button is the program creates a backup in the specified path.
Else the program terminates to the previous form.
Step5: Stop.

Algorithm for Search

Step1: Start
Step2: Open Main form >Customer >Search
Step3: Click on the search type.
Step4: Enter the part of data you want to search.
Step5: Click on Ok to search record or Cancel to change search type
If record exists then record is shown
Else print message "No Record was found"
Step6: Stop

Algorithm for Exit menu

Step1: Start
Step2: Click on File > Exit to exit from the program.
Step2: Print the message “Do you really want to exit from program”
Step3: If yes then close the program and all running forms.
If no then return to the MDI main form
Step4: End
10

11
Flow charts

Flowchart for Login

Start

Select User Name

Enter Password

Click on Log in button

Is Username NO
and password
Valid?

Yes

Load MDI main form in the

memory and display all facility.

Unload Login form from the

memory.

Stop

11
Flow chart for save information

Start

Click on New button

Enter all fields

Click on Save button

Yes
Is Record
exists?
Print message
NO “Record exists”

NO
Is all criteria
valid ?

Yes

Save the new record

Print message “Record

Saved Successfully”

Stop

12
Flow chart for Add User

Start

Click on Manage user

Select Add user

Fill the Form

Yes
Is username
exists?
Print message
NO “User exists”

NO
Is Password =
confirm
password

Yes

Save the new user

Print message “User name

Saved Successfully”

Stop

13
Flowchart for Edit User

Start

Click on Manage user

Select Edit user

Fill the Form

Is NO
username
exists?
Print message
“User exists”
Yes

Save the Record

Print message “Record Updated

successfully”

Stop

14
Flowchart For Delete User

Start

Click on the required record from list

and click on Delete button.

Print message “Do you really

want to delete this user?”

Yes / NO
No ?

Yes

Delete the Record

Print message “Record Deleted

successfully”

Stop

15
Flowchart for Room Reservation

Start

Click on New Room Reservation

Enter all fields

Click on Save button

Yes
Is Reservation
exists?

Print message
NO “Reservation exists”

Save the New Entry

Print message “New Entry

Saved Successfully”

Stop

16
Flow chart for Print Records

Start

Open the MDI form.

Click on Report and print

Is printer NO
installed?

Yes

Starts Printing

“Printing operation halt"

Stop

17
Screen shots

Add User

Data Backup

Loading Login

Room Reservation Search

18
Print Report

19
Future Enhancement

Hotel management system (HMS) is a small program that is related in the field of hotels to manage
customers. This project is designed to fulfill the need of the future generations.

This project is small package which includes different categories as well as having all possible
features. We have expected that it will be helpful to the, customers as well as Administrative
member.

We will improve this project in future with online room reservation system and also improve in
security by providing a magnetic coated card to permanent customer for automatic check in and
check out.

We are waiting for your best suggestion and encouragement which could make us improve the future
programming much better then the one we have carried out.

Conclusion

This project made by the handwork of the group members and is a small effort in the development of
larger programs, and it involves limited aspects which are needed in day to day hotel operation.

The software development although is a very difficult task but it can be carried out successfully with
the effort of the group work. After the completion of this project we learnt different things about
software and its development. We also learnt to work in a group and realize its importance.

Thus this project can be a guideline for the beginners and can be example for the development of a
small program.

20
References (Annex)

 Dan Rahmel, “Database programming with-Visual Basic 6”, BPB Publication

 Evangelos Petroutsos, “Mastering Visual Basic 6”, Asia Publication

Web sites:
 www.vbhelper.com
 www.programmersheaven.com
 www.a1vbcode.com
 www.rtesourcenet.com

Developer’s Profile

Name : - Tara Prasad Sharma.

Semester : - BCA fourth

Symbol No : - 905065
E-mail ID :- [email protected]

Name :- Puspa Raj Joshi.

Semester :- BCA fourth

Symbol No :- 905056

E-mail ID :- [email protected]_

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