HOTEL

MANAGEMENT
SYSTEM SRS
CHIKHOOREEAH Vishwakarma-0911104

UJOODHA Chetnadevi-0912532

LOGANADEN Devina-0911070

DUVA PENTIAH Vashistha Rao-0912632

Table of contents
1. Introduction Page 3
1.1 Aims & Objectives Page 3
1.2 SRS team members & subsystem worked on Page 5

2. Overall Description Page 5

2.1 System Architecture Block Diagram Page 6

2.2 Subsystem Description Page 6

2.3 Viewpoints identified & viewpoint structuring Page 10

3. Requirements Page 11

3.1 Functional Requirements Page 11

3.2 Non-Functional Requirements Page 20

4. Appendix

Appendix A: Interview questions/sessions with Page 25

business owner
Appendix B: Traceability Matrix Page 30

5. Reference Page 31

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1. Introduction

The following subsections of the Software Requirements Specifications (SRS)

document provide an overview of a Hotel Management System.

1.1 AIMS AND OBJECTIVES

The Software Requirements Specification (SRS) will provide a detailed
description of the requirements for the Hotel Management System (HMS). This
SRS will allow for a complete understanding of what is to be expected of the
HMS to be constructed. The clear understanding of the HMS and its’ functionality
will allow for the correct software to be developed for the end user and will be
used for the development of the future stages of the project.

This SRS will be used by the software engineers constructing the HMS and the hotel
end users. The software engineers will use the SRS to fully understand the
expectations of this HMS to construct the appropriate software. The hotel end users will
be able to use this SRS as a “test” to see if the software engineers will be constructing
the system to their expectations. If it is not to their expectations the end users can
specify how it is not to their liking and the software engineers will change the SRS to fit
the end users’ needs.

Scope

The software product to be produced is a Hotel Management System which will

automate the major hotel operations. The first subsystem is a Reservation and Booking

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System to keep track of reservations and room availability. The second subsystem is
Food Management System & Entertainment System which will facilitate the tasks of
staffs and managers in that department. The third subsystem is a General
Management Services which allow modification of subsystem information. The fourth
subsystem is Human Resource Management which deals with allocation of staff work
and payroll system.

There are two end users for the HMS. The end users are the hotel staff (customer
service representative) and hotel managers. Both user types can access the
Reservation and Booking System, Food &Entertainment System. The General
Management System and Human Resource Management System will be restricted to
management users.

Definitions, Acronyms, and Abbreviations.

SRS – Software Requirements Specification

HMS – Hotel Management System
End users – The people who will be actually using the system

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1.2 SRS Team Members

Name Student ID Sub-System Worked On

Vishwakarma Chikhooreeah 0911104 Reservation & Booking

Chetnadevi Ujoodha 0912532 Food Management & Entertainment System
Devina Loganaden 0911070 Management Services
Duva Pentiah Vashistha Rao 0912632 Human Resource & Payroll Management

2. Overall Description
By implementing the Hotel Management System, it will be possible to provide a system
to manage a hotel that has increased in size. Without automation the management of
the hotel has become a tedious task which consists of a lot of paperwork and resources
and is time consuming. The end users’ day-to-day jobs of managing a hotel will be
simplified by a considerable amount through the automated system. The system will be
able to handle many services to take care of all customers in a quick manner. The
system should be user appropriate, easy to use, provide easy recovery of errors and
have an overall end user high subjective satisfaction.

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2.1 System Architecture block Diagram

HOTEL MANAGEMENT SYSTEM

Food &
Entertainment
System

HR Management
& Payroll System

Management &
Reservation
Maintenance System
System

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2.2 Subsystem Description

Reservation & Booking Subsystem

The Reservation and Booking subsystem encompasses customer check in, check out,
room reservation, billing for the customers' stay, and room availability. The main
objectives of the Subsystem are to provide dynamic room allotments to customers
based on an application, capable to automate day to day bookings and provision made
for recording customer details and billing details in a database through which necessary
reports may be generated whenever needed.

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Food Management & Entertainment Subsystem

FOOD & BEVERAGES MANAGEMENT SYSTEM

The Food & Beverages Management System is a software package to facilitate the
Hotel management system. The system will facilitate the tasks of waiters and chefs de
Rang by helping to maintain the orders placed by customers.

Presently orders are written on papers by waiters which are then sent to invoice
department for processing. The chefs de rang oversee the proper functioning of
waiters’ job.

Waiters will be involved in the following activities:

 Add Orders
 Save Orders
 Update orders
 Cancel Orders

Chef de Rang will be allowed

 To accept orders,
 To reject orders
 Add menu items in the system
 Check status of order

ENTERTAINMENT SYSTEM

The hotel provides a variety of activities to the customer which is stored on a form by
the receptionists. It often happens that customer forms are lost or customers want to
cancel their booking which involve duplication of effort from the Entertainment
manager and considerable cost to the hotel.

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The proposed entertainment system will be used to facilitate booking for the leisure
activities. The activities consist of parasailing, organizing outings and excursion, walking
underwater, snorkeling, scuba diving, catamaran and boat sailing. The system will store
details of customers with the associated activities and the cost. The end user for the
system will be the entertainment

Management services subsystem

The management services subsystem deals with the maintenance of the hotel services.
This subsystem allows management to add, modify, and delete information on rooms
and rates and food menu items and prices. Management services may also administer
new employee user profiles for the HMS. The managers may delete, modify and add
employee profiles. It will also deal with the maintenance work order (The manager can
add maintenance work order in to this system and those maintenance work order can
be tracked further. This builds up maintenance history for all valuable items you have
and also all concern department will be notified on the status of maintenance work
order) and room inventory (for example When the reservation manager is on phone with
a prospective customer inquiring for a group booking, he/she cannot waste his/her
valuable time running through report to find out if you have rooms available for that
group inquiry or not. So he/she can just go to the inventory view and gather the
necessary information).

The manager and staff will be equipped with handheld PDAs so that they can interact
among themselves and the manager can forward the piece of work that needs to be
done to the specific employee. They will also be able to enter the various pieces of data
into the system using the handheld PDAs.

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Human Resource and Payroll Management Systems

Human Resource and Payroll Management Systems would allow the hotel to automate
many aspects of human resource management, with the dual benefits of reducing the
workload of the HR department as well as increasing the efficiency of the payroll
department by standardising HR processes. The payroll module greatly reduces the
workload of the HR department by automating the payroll process, allowing HR to
ensure that payroll functions are completed on time and without errors. 

2.3 Viewpoint Structuring

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3.0 Requirements
All the requirements of the HMS are identified and categorized as functional
requirements and non functional requirements below.

3.1Functional requirements
Reservation subsystem

3.1.0.1 Reservation/Booking

3.1.0.1.1 The system shall record reservations.

3.1.0.1.2 The system shall record the customer’s first name.
3.1.0.1.3 The system shall record the customer’s last name.
3.1.0.1.4 The system shall record the number of occupants.
3.1.0.1.5 The system shall record the room number.
3.1.0.1.6 The system shall display the default room rate.

3.1.0.2 The system shall allow the default room rate to be changed.

3.1.0.3 The system shall require a comment to be entered, describing the reason for
changing the default room rate.

3.1.1.3.1 The system shall record the customer’s phone number.

3.1.1.3.2 The system shall display whether or not the room is guaranteed.

3.1.1.3.3 The system shall generate a unique confirmation number for

each reservation.

3.1.0.4 The system shall cancel non-guaranteed reservations if the customer has
not provided their credit card number by 6:00 pm on the check-in date.

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 3.1.0.4.1 The system shall record the expected check-in date and time.

3.1.0.4.2 The system shall record the expected checkout date and time.

3.1.0.4.3 The system shall check-in customers.

3.1.0.4.4 The system shall allow reservations to be modified without

having to reenter all the customer information.

3.1.0.4.5 The system shall checkout customers.

3.1.0.5 The system shall display the amount owed by the customer.

3.1.0.6 To retrieve customer information the last name or room number shall be
used.

3.1.0.7 The system shall record that the room is empty.

3.1.0.8 The system shall record the payment.

3.1.0.9 The system shall record the payment type.

3.1.1.0 The system shall charge the customer for an extra night if they checkout
after 11:00 a.m.

3.1.1.1 The system shall mark guaranteed rooms as “must pay” after 6:00 pm on
the check-in date.

3.1.1.2 The system shall record customer feedback and preferences.

3.1.1.3 The system shall plot graphs and compare performance year to date
according to trends

3.1.1.3.1 The system shall generate daily business reports

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Food Management & Entertainment Subsystem

3.1.1.4 Waiter

3.1.1.4.1 The system should allow the waiter to login using the assigned
password and username.

3.1.1.4.2 The system should allow the waiter to log out of the system.

3.1.1.4.3 The system should allow the waiter to add orders for a customer.

3.1.1.4.4 The system should allow the user to save orders of a customer.

3.1.1.4.5 The system should allow the waiters to cancel orders of customers.

3.1.1.4.6 The system should allow waiters to delete a particular item of a

customer order.

3.1.1.4.7 The system should allow waiters to insert a particular item for an
order.

3.1.1.4.8 The system should allow the waiter to search a customer using the
room number.

3.1.1.4.9 The system should allow the waiter to delete orders of a customer.

3.1.1.5.0 The system should allow the waiters to update a particular item of an
order.

3.1.1.5 Chef de Rang

3.1.1.5.1 The system should allow the Chef de rang to login using the
assigned password and username.

3.1.1.5.2 The system should allow the Chef de rang to accept an order.

3.1.1.5.3 The system should allow the Chef de rang to reject an order.

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 3.1.1.5.4 The system should allow the Chef de rang to add menu items in the
system.

3.1.1.5.5 The system should allow the Chef de rang to check the status
(Completed/in progress/ Cancel) of an order.

3.1.1.5.6 The system should allow the Chef de rang to view order placed by
date/time.

3.1.1.5.7 The system should allow the Chef de Rang view all the cancelled
order.
3.1.1.5.8 The system should allow the Chef de Rang to display all the orders
in progress.

3.1.1.5.9 The system should allow the Chef de Rang to delete an order.

3.1.1.6.0 The system should allow the Chef de Rang to view the preferred
dish of the customers.

3.1.1.6 Entertainment System

3.1.1.6.1 The system should allow the Entertainment manager to login using
the assigned password and username.

3.1.1.6.2 The system should allow the Entertainment manager to log out of
the system.
3.1.1.6.3 The system shall allow the user to input the activities.
3.1.1.6.4 The system shall allow Entertainment manager to book activities
for the customer.

3.1.1.6.5 The system should allow the Entertainment manager to cancel

bookings.

3.1.1.6.6 The system should allow the Entertainment manager to save

bookings.

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 3.1.1.6.7 The system should allow the Entertainment manager to view the
cancelled bookings.

3.1.1.6.8 The system should calculate the total cost of the activities.
3.1.1.6.9 The system should allow the Entertainment manager to delete
existing records.

3.1.1.7.0 The system should allow the Entertainment manager to edit

existing records.

Management services subsystem

3.1.1.7 Room Inventory

3.1.1.7.1 The system shall display the hotel occupancy for a specified period
of time (days, including past, present and future dates).

3.1.1.7.2 The system shall display projected occupancy for a period of time
(days).

3.1.1.7.3 The system shall display room revenue for a specified period of
time (days).

3.1.1.7.4 The system shall allow for the addition of information, regarding
room details.

3.1.1.7.5 The system shall allow for the addition of information, regarding
room rates.

3.1.1.7.6 The system shall allow for the addition of information, regarding
room prices.

3.1.1.7.7 The system shall allow for the deletion of information, regarding
room details.

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 3.1.1.7.8 The system shall allow for the deletion of information, regarding
room rates.

3.1.1.7.9 The system shall allow for the deletion of information, regarding
room prices.

3.1.1.8.0 The system shall allow for the modification of information, regarding
room details.

3.1.1.8.1 The system shall allow for the modification of information, regarding
room rates.

3.1.1.8.2 The system shall allow for the modification of information, regarding
room prices.

3.1.1.8.3 The system shall allow the manager to block room.

3.1.1.8.4 The system shall allow the display the block room list.

3.1.1.8.5 The system shall display an exception report showing where default
room prices have been overridden.

3.1.1.9 Food

3.1.1.9.1 The system shall display food revenue for a specified period of time
(days).

3.1.1.9.2 The system shall allow for the addition of information regarding
menu items.

3.1.1.9.3 The system shall allow for the addition of information regarding
prices of menu items.

3.1.1.9.4 The system shall allow for the deletion of information regarding
menu items.

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 3.1.1.9.5 The system shall allow for the deletion of information regarding
prices of menu items.

3.1.1.9.6 The system shall allow for the modification of information

regarding menu items.

3.1.1.9.7 The system shall allow for the modification of information regarding
prices of menu items.

3.1.1.9.8 The system shall display an exception report showing where

default food prices have been overridden.

3.1.2.0 Manager and Staff

3.1.2.0.1 The manager and staff shall log in using their password onto their
handheld PDAs so as to be able to enter data into the system.

3.1.2.0.2 The system shall allow the manager to add new user profiles
(details of new employee like name, address, gender, telephone
number).

3.1.2.0.3 The system shall allow the manager to modify existing user profiles
(details of existing employee like name, address, gender, telephone
number).

3.1.2.0.4 The system shall allow the manager to delete existing user profiles
(details of existing employee like name, address, gender, telephone
number).

3.1.2.0.5 The manager shall assign the department and the job title as soon
as the employee joins in.

3.1.2.0.6 The manager shall give close work orders instantly by using the
handheld PDA.

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 3.1.2.0.7 The system shall allow manager to assign user passwords.

3.1.2.1 Maintenance Work Order

3.1.2.1.1 The system shall allow manager to input work order number.

3.1.2.1.2 The system shall allow manager to input submission date.

3.1.2.1.3 The system shall allow manager to input item name.

3.1.2.1.4 The system shall allow manager to input item type.

3.1.2.1.5 The system shall allow manager to input a brief description for the
item.

3.1.2.1.6 The system shall allow manager to input the category for the item.

3.1.2.1.7 The system shall allow manager to input the location of the item.

3.1.2.1.8 The system shall generate the status of the work order (submitted
or not submitted).

3.1.2.1.9 The system shall allow the manager to add feedback on the work
orders.

Human Resource and Payroll Management Subsystem

3.1.2.2 Creation of Staff file

3.1.2.2.1 The system shall record the staff first name.

3.1.2.2.2 The system shall record the staff last name.
3.1.2.2.3 The system shall record the staff address.

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 3.1.2.2.4 The system shall record the staff contact number.

3.1.2.2.5 The system shall record staff Department.

3.1.2.2.6 The system shall record staff admin level.

3.1.2.2.7 The system shall record staff ID.

3.1.2.2.8 The system shall record staff profession title

3.1.2.3 Payroll management

3.1.2.3.1 The system shall record staff earned salary.

3.1.2.3.2 The system shall add additional allowance to salary.

3.1.2.3.3 The system shall record check in.

3.1.2.3.4 The system shall and check out date of staff.

3.1.2.3.5 The system shall record number of days a staff is allowed to take
leaves.

3.1.2.3.6 The system shall record staff contract date.

3.1.2.4 The system shall have a searching option for staff.

3.1.2.4.1 Staff records shall be searched by staff ID.

3.1.2.4.2 Staff records shall be searched by staff name.

3.1.2.4.3 Staff records shall be searched by staff department.

3.1.2.5 The system shall delete staff record if they leave the organization.

3.1.2.6 The system shall calculate the work shift of staff.

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3.1.2.7 The system shall produce staff reports.

3.1.2.7.1 The system shall produce a log book to record all processes.

3.1.2.7.2 The system shall produce an updated reported of staff.

3.1.2.7.3 The system shall produce personnel report for staff background.

3.1.2.7.4 The system shall produce an updated report of payroll.

3.1.2.7.5 The system shall produce a report of staff attendance.

3.1.2.8 The System shall record the progress of each worker, that is, keep an update
records in case is upgrading his certification.

3.2 Nonfunctional Requirements

Reservation subsystem

3.2.0.1 The load time for user interface screens shall take no longer than
two seconds.

3.2.0.2 The log in information shall be verified within five seconds.

3.2.0.3 Queries shall return results within five seconds.

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 3.2.0.4 The Hotel Management System shall be a stand-alone system
running in a Windows environment.

3.2.0.5 The system shall be developed using Java.

3.2.0.6 The system shall be run on Oracle database.

3.2.0.7 The graphical user interface shall have a consistent look and feel.

3.2.0.8 The software shall be reliable at the time of delivery.

3.2.0.9 The system shall be available during normal hotel operating hours.

3.2.1.0 Access to the various subsystems shall be protected by a user log in

screen that requires a user name and password

Food Management & Entertainment Subsystem

3.2.1.1 Safety

3.2.1.1.1 The system provides a utility to back up the order database.

3.2.1.2 Security

3.2.1.2.1 The password should change every three months.

3.2.1.2.2 A waiter password used for login should be a character of 6 letters.

3.2.1.2.3 Unauthorized people should not get access in the system.

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 3.2.1.3 Performance requirements

3.2.1.3.1 The system should allow concurrent access for 10 users to the
system.

3.2.1.3.2 The searched records should be displayed in less than 5 seconds.

3.2.1.4 Design Constraints requirements

3.2.1.4.1 The system should be running in a Windows environment.

3.2.1.4.2 The system should be developed using Java platform.

3.2.1.4.3 The system should be developed using oracle database.

3.2.1.4.4 The system should be menu-driven.

Management services subsystem

3.2.1.5 Performance

3.2.1.5.1 The load time for user interface screens shall take no longer than 2
seconds.

3.2.1.5.2 The log in information shall be verified within 5 seconds.

3.2.1.5.3 Queries shall return results within 5 seconds.

3.2.1.6 Security

3.2.1.6.1 The password shall be atleast 8 characters long.

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 3.2.1.6.2 The users will have to log in with their passwords on their handheld
PDAs so as to interact with the system.

3.2.1.6.3 Each category of users shall have different access levels.

3.2.1.7 Design Constraints

3.2.1.7.1 The system shall be developed using Java platform.

3.2.1.7.2 The system shall run on Windows operating system.

3.2.1.7.3 The system shall run on Oracle database.

3.2.1.8 Design Directives

3.2.1.8.1 The sorting of the employee records shall be done using Quicksort
algorithm.

3.2.1.9 Usability

3.2.1.9.1 The interface shall be menu driven so that it is easy to use and
learn for both novice and experienced users.

3.2.1.9.2 The system shall be standard in all subsystems to avoid confusing

users and to avoid training.

3.2.1.9.3 The system will have tooltips to assist the managers and staff
where they have difficulty.

3.2.1.9.4 The screen design shall be orderly, clean and clutter-free

appearance.

3.2.1.9.5 The screen design shall have light background and highly
contrasted text for visual acuity.

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 3.2.2.0 Reliability

3.2.2.0.1 The system shall make a backup every minute in case of failure.

3.2.2.0.2 The system shall have real time update upon adding, modifying or
deleting information of room, food or staff.

3.2.2.0.3 The system shall reorganize the database upon adding, modifying
or deleting information room, food or staff.

Human Resource and Payroll Management Subsystem

3.2.2.1 The System shall provide adequate performance in terms of record access
such as it may not take longer than 5 sec to access a record.

3.2.2.2 The System should be reliable it must give the same performance for any
amount of records be it 10 or 10 000 records.

3.2.2.3 The system should be compatible on windows platform since we are

developing it on Java which is compatible with this OS.

3.2.2.4 The System shall provide some degree of fault errors and exception handling.

3.2.2.5 The System shall be an intranet based and must be developed such that it can
cope for addition of new services.

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3.2.2.6 The System shall provide a good graphical interface that is user friendly in
terms of usage, that is, system represents some functionality clearly by icons.

4. Appendix

Appendix A: Interview questions/sessions with business owner

Reservation & Booking:

1) Can you briefly describe about the importance of reservation & booking
system of the hotel?
A reservation & booking system allows a hotel to input guests’ name,
arrival and departure date. This information can be easily retrieved upon
check in. It saves a hotel time to pull reports accordingly and also to look
into historical bookings with details, eg, rate paid room number & manage
allocation.

2) Explain briefly how the reservation and booking system of the hotel
works?
The booking system automates day-to-day room bookings using online &
offline technologies. It easily manages rooms and avoid double booking
using either a single computer or with multiple computers and users over
a network.

3) What are the elements necessary for the good functioning of the system?

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 - Do not overload profiles
- Regular maintenance is necessary.
- Watch out for updates, upgrades & new version.

4) Who are involved in this system?

Reservation department: for inputting & reporting
Front desk: for check in & invoicing
Housekeeping: for house status report
Marketing: for reporting

DETAILS OF CONTACT PERSON

Name: Kevina Mudhoo

Place of work: Maradiva Villas Resort & Spa

Job title: Reservation Manager

Maintenance System:

1) What does a maintenance system consists of?( features and role it plays in
the management system)
Maintenance system (operations) consist of the different sub sections of
the maintenance department, it englobes the general aspects of the IT
sections, and overall. The department or maintenance operations are here
to support the hotel operations on terms of responding to daily activities
that requires maintenance.

2) By implementing software for the maintenance subsystem, how do you

think it will be of benefit to it?

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 Control is an important aspect of daily operations. These include risk
management aspect enables to forecast issues as well as get hold of
statistics. Control system (computerised) will enable higher accuracy in
operations as well as facilitate decision making & also reduce ratios.

3) What do you think can be done to improve the maintenance subsystem?

Must design new control system which enables direct information
generated. Improve the diesel control system of the hotel on overall.
Implement a system whereby small labour is involved but accuracy of
data is provided, as this helps to have better control and this minimizes
excessive loses or expenditure.

4) Are you satisfied with the current maintenance subsystem? State reasons
to justify your answer.
Has both pros & cons. Analysis should be made with more insights to give
final opinion. There are things that need improvement compared to actual
situation. From general point of view, we are in equilibrium but the system
can be much better designed.

DETAILS OF CONTACT PERSON

Name : Dooshan

Place of work : Maradiva Villas Resort & Spa

Job title : Engineering Coordinator

Food management & Entertainment System:

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How are the order maintained?

The order is maintained manually using papers.

Who is responsible to prepare the invoice?

The Chef de Rang is responsible for preparing the invoice.

What is the duty of Chef de Rang?

Chef de Rang:

• To accept orders

• To reject orders

What are the problems they encounter?

 There are lost orders.

 Incorrect orders taken by waiters due to confusion especially at peak time

 Entertainment system

How does the entertainment manager schedule the activities?

Customers fill forms of activities they are interested and based on this the manager
schedule the activities. Priority is given to people who filled the form early.

How does the manager keep track of the activities?

Everything is done manually that is on paper.

What are the problems faced by the entertainment manager?

 Forms are incorrectly filled.

 Loss forms

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  Customers are not satisfied.

HR MANAGEMENT:

1) What are the problems encountered in HR management?

 Keeping Records Of all their information such as qualification, difficult to
keep track of progress of all workers if they perform overtime etc.
 Difficult to manage productivity of staffs.
 Difficult to manage staffs attendance.
 Lots of Paper work when employing a new Staff.
 Difficult to perform search.
 Many often two employees have same name, problem occurs when trying
to identify them.

2) How can use of information technology solve these problems?

To keep track of productivity a CRM (CUSTOMER RELATIONSHIP MANAGEMENT)
can be used. CRM is software that keeps records of all staffs about attendance, how
much free time he takes, how much profit benefit from each staffs.

Customer Staff Admin

Student ID: 0911104
FR1: The system shall allow reservations to be modified
without having to reenter all the customer X
information.
FR2: The system shall display the amount owed by the
X X
customer.
NFR1: The Hotel Management System shall be a stand-
X X
alone system running in a Windows environment.
Student ID: 0912532
The FR3: The system should allow the waiters to update a
X X
particular item of an order.
FR4: The system should allow the Entertainment
X X
manager to delete existing records.
NFR2: The password should change every three months. X X

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Student ID: 0911070
FR5: The system shall allow for the modification of
X X
information regarding prices of menu items.
FR6: The system shall allow the manager to modify
X X
existing user profiles
NFR3: The log in information shall be verified within 5
X X
seconds.
Student ID: 0912632
FR7: The system shall record staff admin level. X X
FR8: The System shall record the progress of each
worker, that is, keep an update records in case is X X
upgrading his certification.
NFR4: The System should be reliable it must give the
same performance for any amount of records be it X
10 or 10 000 records.

Appendix B: Traceability matrix (Requirement-Source-Teammember)

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5.0 References

http://en.wikipedia.org/wiki/Hotel_manager

http://www.hotelmanagementSystem.com/

http://www.scribd.com/doc/9712374/Hotel-Management-Project-in-java-Report

http://journals.isss.org/index.php/proceedings54/b/article/viewfile/1404/sos

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