PROJECT REPORT ON

ROOM BOOKING SYSTEM

FOR
HOTEL ABP
 ACKNOWLEDGEMENT
First and for more, we would like to thank the Faculty of Information Technology, Tribhuwan
University for partial fulfillment of the requirements for the degree of Bachelor. It gives us such
an opportunity to present our skills and ability in real life that we have learned till now. This
project “ROOM BOOKING SYSTEM” is made for Hotel ABP.
This project wouldn’t be completed without the help and support. We would like to thank Hotel
ABP for giving such a chance to make this web application for their system. We would also like
to thank our supervisor Mr. Hiranya Bastakoti for kind cooperation and encouragement which
helped us in the completion of this project.
At last, we are extremely grateful to everyone who always has been helping us directly and
indirectly.

Aashika Giri
Bipana karki
Pranisha Budhathoki
 EXECUTIVE SUMMARY
This project ROOM BOOKING SYSTEM is a web-based system designed for Hotel ABP. The
project was for the duration of a few weeks and it involved a lot of learning activities all around.
The objective of the report was to acquire the knowledge about the working environment of the
organization to know about the problems they are facing.
The ROOM BOOKING SYSTEM is a computerized system which is a web-based system. The
system provides the information about the organization, the details of the rooms and the user can
book the rooms online. It is an initiative to make booking hotel rooms easy and systematic. This
system will eradicate the manual process. The system can be used by two types of the user; one
is admin and another is user. Admin can control the overall system of the software and users can
view the rooms and book it. This system makes it easier to book the rooms without visiting the
organization.

2
 LIST OF TABLES
Table 2.1 Admin Test Cases……………………………………………………………………19
Table 2.2 User Test Cases………………………………………………………………………20

LIST OF FIGURES
FIGURE 1.1 Hierarchy of organization………………….………………………………………3
FIGURE 1.2 Project Framework…………………………………………………………………4
FIGURE 2.1 Flow Diagram for user…………………………………………………………….13
FIGURE 2.2 ER Diagram of RBS……………………………………………………………….14
FIGURE 2.3 Use-case Diagram of RBS…………………………………………………………15

LIST OF ABBREVIATIONS
CSIT Computer Science And Information Technology
DBMS Database Management System
HTML HyperText Markup Language

MySQL My Structured Query Language

PHP PHP Hypertext Preprocessor
RBS Room Booking System
UI User Interface

3
4
 Table of Content
Acknowledgement ……………………………………………………………………………...…i
Executive Summary…………………………………………………………………………….…ii
List of tables ……………………………………………………………………………………....v
List of figures……………………………………………………………………………………..vi
Abbreviations …………………………………………………………………………………....vii
CHAPTER ONE: INTRODUCTION………………………………………………………….…1
1.1 Background……………………………………………………………………………………….1
1.2 Introduction of the organization…………………………………………………………………..1
1.2.1 Introduction………………………………………………………………………………1
1.2.2 Objectives…………………...…………………………………………………………………….2
1.2.3 Mission…………………………………………………………………………………………....2
1.2.4 Vision……………………………………………………………………………………………..2
1.3 Current situation of the organization………………………………………………………….2
1.4 Structure of the organization…………………………………………………………………3
1.5 Problem definition……………………………………………………………………………3
1.6 Objective of the project………………………………………………………………………3
1.7 Methodology…………………………………………………………………………………4
1.7.1 Project framework………………………………………………………………...4
1.7.2 Data and information………………………………………………………….5
1.7.3 Tools used……………………………………………………………………….6
CHAPTER TWO; TASKS AND ACTIVITIES PERFORMED………………………………..8
2.1 Analysis of tasks and activities……………………………………………………………….8
2.1.1 Study of Existing System………………………………………………………………..8
2.1.2 Organization Selection …………………………………………………………………..9
2.1.3 Getting the Information about the organization………………………………………….9
2.1.4 Understanding the existing system………………………………………………………9
2.1.5 Requirement Analysis and Activities……………………………………………………9
2.2 Analysis of the problems…………………………………………………………………….10
2.2.1 Problem Identification…………………………………………………………………..10
 2.2.2 Issues and problem of the organization…………………………………………………10
2.3 Solution Design………………………………………………………………………………11
2.3.1 Feasibility Study………………………………………………………………………11
2.3.2 Requirement Analysis…………………………………………………………………12
2.3.3 System Design…………………………………………………………………...……13
2.4 Implementation………………………………………………………………………………16
2.5 System Testing and Validation………………………………………………………………19
2.5.1 System Training ……………………………………………………………………19
2.5.2 System Validation……………………………………………………………………20
CHAPTER THREE: DISCUSSIONS AND CONCLUSIONS………………………………..22
3.1 Findings…………………………………………………………………..…………………22
3.2 Discussions………………………………………………………………………………….22
3.3 Conclusion………………………………………………………………………………….22
3.4 Future Enhancements………………………………………………………………………23
REFERENCES
APPENDICES
 CHAPTER ONE
INTRODUCTION
1.1. Background
The main goal of this project is that through this assignment students can gain new innovative
ideas, new perspectives into the real world.
The Room Booking System is a computerized system which is a web based system. The system
provides the information about the organization, the details of the room and the facility of
booking the room. It is an initiative to make booking hotel rooms easy and systematic manner.
This system will eradicate the manual process. Users will be able to book the rooms online.
With this system, the hotel rooms can be managed properly, and users can provide feedback
about the hotel through this system. This system helps to provide the user the overall services
that the organization provides. Although traditionally check-in has happened at the reception
desk, the growth in the use of technology-based systems has resulted in new and innovative ways
of registering the guest.

1.2. Introduction of the Organization

1.2.1. Introduction
Hotel ABP is a renowned hotel located at the center of Baneshwor and it is a well-furnished
hotel with several budget, deluxe suite rooms. The hotel was established in 2018A.D. Hotel ABP
provides warm hospitality, tasty foods and peace places to make every moment more remarkable
with fresh air as well as peaceful atmosphere with well furnished
rooms providing private balcony, television, and attached baths with hot and cold showers.

1.2.2. Objectives
● To provide genuine services maintaining trust.
● To provide a comfortable environment to all the customers.
● To provide high customer satisfaction.
1.2.3. Mission
Hotel ABP has become a renowned hotel in providing hospitality services in the Baneshwor
area. They commit to provide the best services to all the customers. They commit to provide a
cozy and comfortable environment to all the customers.

1.2.4. Vision
● Customer satisfaction through proper hospitality services
● Enhancement of organization

1.3. Current Situation of the Organization

Currently the organization uses a manual process for booking the rooms. Data is retrieved and
entered manually which consumes a lot of time in getting the information. Customers should
personally visit the organization for the booking process. The detail of the hotels, rooms and its
prices can be gathered only by visiting the hotel.

1.4. Structure of the organization

Organizational structure is a system used to define a hierarchy within an organization. It
identifies each job, its function and where it reports to within the organization. As this project is
based on Hotel ABP, this organization also has its own organizational structure. The hierarchical
structure practiced in Hotel ABP is given below:

Owner

Manager

Waiters and
Front Desk House-keeping Chef
Security
Fig:-Hierarchy of Hotel
1.5. Problem definition
Hotel ABP is the renowned hotel in Baneshwor through the services it provides. However, there
are some problems related to the system. The hotel has not been able to use a computerized
system to post about the organization and room details for the customers. Due to this the hotel
has been taking a longer time for the booking process. Hotels have the challenges of maintaining
accurate room inventories and rates . Customers can get the information only by visiting the
hotel directly. So these problems need to be considered and this system will play a vital role in
solving them.

1.6. Objective of the project

The main objectives of this system are given below:
● To improve the time efficiency and performance.
● To eradicate manual systems.
● To properly manage the booking process of the company.

1.7. Methodology
Research methodology is the process of arriving at the situation of the problem interpretation of
facts and figures.

1.7.1. Project Framework

Project framework is a combination of processes, tasks and tools used to transition a project from
start to finish. This chapter reveals the proposed method of implementing the project. The
importance of this is systematic planning and implementation in order to complete the system on
time.
 Fig 1.2:- Project Framework
● Project Initiation: The Project Initiation Phase is the 1st phase in the Project Management Life
Cycle, as it involves starting up a new project. In this phase, the project was started by defining
its objectives, scope, purpose of the report and the proposal was submitted to state the clear
information about the organization, their location, objectives, the existing problem and
effective recommendation as per the information provided by the concerned person. For further
details, the organization was visited. After the approval of the proposal defense, the next phase
of the project was started.
● Project Planning: Project Planning is a discipline for starting how to complete a project within
a certain timeframe, usually with defined stages, and with designated resources. The time frame
that was estimated for the data collection and organization visit was 3 days.
● Project Execution: The Project Execution Phase is the third phase in the project life cycle. In
this phase, a questionnaire related to the concerned topic was prepared and presented to the
owner of the organization for his response. Beside the questionnaire approach, a direct
interview was taken with the manager of the organization to know about the working scenario
and activities performed in the organization.
● Project Closure: The Project Execution Phase is the fourth and the last phase in the project life
cycle. In this phase, the project was finally closed and then the overall level of success and
findings of the project was reported to the supervisor. Project Closure involves handing over
the deliverables and passing the documentation including all the activities from the scratch
level to the completion of the project to the concerned External teachers and presenting them
visually by using PowerPoint.

1.7.2. Data and Information

Data is collected in systematic approach from a variety of sources to get a complete and accurate
picture of a system. The methods of data collection used for this project are as follows:
Direct Interview
This research is based on the interview taken in Hotel ABP. A direct personal interview with Mr.
Pravin, owner of the hotel was conducted based on a questionnaire to gather information.
Sources of direct interview are:
● Interview:
Some questions were asked to the owner of the hotel personally. There were simple and research
based questions.
● Direct Observation:
The organization was personally visited and the working environment of the organization was
observed.

Secondary sources
Some of the information about the hotel was gathered through social networking sites like
Facebook.

1.7.3. Tools Used

During this development of the report different tools were used. Mainly used tools are as
follows:
● Microsoft word for documentation
The Microsoft word is used for softcopy documentation of the project. All the document design
and numerations were done by using Microsoft word.
● Google Chrome as browser
Google Chrome is used to run the system. Google Chrome was used to run the local host
installed in the computer. As a browser, Google Chrome was used to run the developed system
and information and research through different websites were collected.
● Sublime Text
Sublime Text is a proprietary cross-platform source code editor. Sublime Text was used for
editing the text code of the project to develop the system.
● Xampp Server
Xampp is the authorized platform to run PHP applications as well as MySQL applications. For
development of this system, Xampp was used to create the database through phpmyadmin as
well as PHP file and web pages.
● PHP
PHP is a general-purpose scripting language originally designed for web development to produce
dynamic web pages. For this purpose, PHP code is embedded into the HTML source document
and interpreted by a web server with a PHP processor module, which generates the web page
document (Pan, Chen, and Nguyen, 2012).
● HTML
HTML (Hyper Text Markup Language) is used to present context (text, image) in a webpage. It
provides the tools with which the content of a document can be structured with the different
types of metadata and indications of rendering and displaying.
● Java Script
Javascript is a client-side scripting language. Javascript code is written into an HTML page. Java
Script was used in the project to add interactivity to a web page.
● Cascading Style Sheets
Cascading Style Sheets (CSS) is used to define the appearance and layout of text and other
materials (Taylor, 2013). It describes how HTML elements are to be displayed on screen, paper,
or in other media. The W3C, maintainer of both HTML and the CSS standards, encourages the
use of CSS over explicitly presentational HTML markup (Debolt, 2007).
● MYSQL
MYSQL was originally developed in 1979 as an open source database and is commonly used
with Linux servers. It has the benefit of being fast because it contains very little redundant code
(Avison and Fitzgerald, 2002). There is also a growing relationship between MYSQL and PHP,
making MYSQL support PHP in a number of ways such as PHP’s function MYSQL query to
query a MYSQL database.
 CHAPTER TWO
TASKS AND ACTIVITIES PERFORMED
2.1. Analysis of tasks and activities
For the completion of the project, many tasks and activities were performed which help to fulfill
the objectives of the project. Major objective of the project was to get the information about the
use of technology in one of the organizations of the country. Some of the tasks that were
performed are pointed below:
2.1.1. Study of the Existing System
Managing hotel service is very complex, hence it involves the job of dealing with customers
directly, purchases made by customers and room reservation. The manual hotel management is
subdivided into sections with each section having specific tasks. These tasks will however from
time to time interact operationally to achieve organizational objectives.
Gatesix Hospitality offers online hotel reservation system development services for the lodging
industry including Inns, motels and resorts. Gatesix provides its hotel clients with the highest
quality Internet presence as well as a seamless, embedded online reservation engine that allows
for easy navigation for the consumer and greater flexibility for the hotelier. Their online hotel
reservation system,”gRes” was crafted from strategic knowledge of the hotel business and a
passionate commitment to excellence in hospitality services (Glenda and Mischelle, 2014).
A study entitled “International Reservations Systems- Their Strategic and Operational
Implications for the UK Hotel Industry”, presented details of the method and results of an
investigation of the role and influence of international reservations systems within the UK hotel
industry. The research comprised three questionnaire surveys of the use of computer reservation
systems and distribution services by UK hotels. These were analyzed and produced an indication
of general use of systems and the contribution which these currently make to hotel groups and
consortia. The work also included a study of developments in access methods and changes in
buyer behavior as observed by representatives of computer reservation and distribution system,
travel agency, hotel representation and intermediary companies (Stuart, 1995).
2.1.2. Organizational Selection
The main purpose of this project was to connect theoretical knowledge to practical scenarios
which was guided by the knowledge and skills that have been gained in programming in the past
few years. project is a program that provides students an exposure to the professional world.
Among the various organizations short-listed, Hotel ABP was chosen based on the environment
of the company and to understand the technical aspect of the real world scenario regarding the
company “Hotel ABP ''.

2.1.3. Getting the information about the organization

After selecting the organization, another main task was to get the information about the
organization. Certain questionnaires were made and an interview was taken with Mr.Pravin who
is the owner of the hotel for obtaining the required information about the organization.
2.1.4. Understanding the Existing System
The Hotel ABP uses the manual system for booking of the room for the customers. It has to be
replaced by the use of computerized systems. The manual system was tedious and hard to
manage. Manual system is slower, risks of errors and lengthy processes. So this situation of the
organization was considered to build the system.

2.1.5. Requirement Analysis and Activities

At the requirement gathering stage, the main requirements which will address system user
problems were identified. The identified requirements can be categorized into functional and
non-functional requirements.
2.1.5.1. Functional Requirements
Functional requirement defines a function of a system or its components. Some of the major
functional requirement includes:
● System should be able to change and manage the data.
● Users should be able to book the rooms.
● Admin should have overall control of the system.
Fig 2.3 :- Use case diagram of RBS
2.1.5.2. Non-functional Requirements
Non-functional requirement specifies the criteria that can be used to judge the operation of a
system, rather than specific behaviors. Some of the more typical non-functional requirement
includes:
● Performance
● Availability
● Reliability
● Usability
● Data Integrity
● Capacity

2.2. Analysis of Problem

2.2.1. Problem Identification
The main problem while developing the software was to cope with the changing requirements.
The system must be compatible with the changing nature and needs of the organization. The
system should be compatible while adding the new functions and the features in future. The
design of the system must be attractive and should have a simple user interface so that the
customer who uses the system feels comfortable. The system must be secure and should be
reliable so that the organization can trust the system.
2.2.2. Issues and problem of the organization
Through the analysis of task and activities, different issues and problems of the organization
were found which are listed below:
● The organization does not have proper management of its booking services.
● It is a time consuming and traditional method.
● It is expensive method

2.3. Solution Design

The hotel had been using a simple system which was outdated and time consuming in the present
context. The staff member feels monotonous while performing the booking process.
Main issue that arose was in booking the room for customers in an effective, time consuming
method. People were also unknown about the services that the organization provides. Thus in
order to overcome the system issues the room booking system is developed.
After analyzing the situation the possible solution was known. That is, to create a web based
system that allows a user to book the hotel rooms in an effective manner. The system:
● Reduces the time taken to book the room
● Act as the advertisement factor from which people will know about the services of the
organization.
● Helps to keep the record of the customers.

2.3.1. Feasibility Study

The feasibility study is an activity to measure how well a proposed system solves the problem. It
shows how the system is associated with the business strategy. The categories within the
feasibility study that need to be discussed are economic and technical feasibility.
2.3.1.1. Technical Feasibility
Does the current technology support the proposed system? PHP, Apache, MYSQL, and the
webserver are all open sources and readily available to the public. The only constraints however
are regarding the online booking system. The solution to this problem is to provide a form for a
user to fill in which will be handled by admin further and who will contact them later for the
confirmation of the booking.
2.3.1.2. Economic Feasibility
Whether the system is financially feasible or not? The feasibility studies for information systems
should include a cost-benefit analysis. A cost-benefit analysis is the process of evaluating the
costs against the benefit of the system.

2.3.2. Requirement Analysis

The first stage in the developing system is requirement analysis. An investigation of the
organization was done and required information was collected.
2.3.2.1. The User Requirement
The functional requirement for the user system:
● The system should include the home page that contains the details of the hotel and its room.
● The system should have a way for customers to enter feedback.
● The system should have an online room booking system for the customer.
● The non-functional requirement for the user system:
● The system should be easy and effective.
● The website should be updated frequently to display the current offers.

2.3.2.2. The System Requirement

The functional requirement for the admin panel:
● The admin panel would need high security to prevent unauthorized people changing the
system.
● Must have a section where bookings can be viewed by admin.
● The non-functional requirement for the admin panel:
● The system must be responsive as per requirements.
● The system must be user friendly to staff.

2.3.3. System Design

Following the requirement, the design state addressed how to build the system. The design of the
system had to incorporate the functional and non-functional requirements mentioned in the
requirement analysis.
2.3.3.1. Flow Chart
Flow Diagram is a modeling technique that traces a movement of data in a computer system to
show the data is to be processed.
Fig 2.1 :- Flow chart

2.3.3.2. ER Diagram of RBS

Entity Relationship (ER) Diagram shows the link between two entities in the database. The
entities in the diagram below are admin, room and user. The following entities present the
relationship in graphical form.
Fig 2.2:- ER diagram of Room booking system
2.4. Implementation
Implementation is the carrying out, execution, or practice of a plan, method or any design, idea,
model, specification, standard or policy for doing something. This design made on earlier phase
was implemented into a functional system using PHP programming language and MySQL
database. The designed is implemented in the following:
Home Page
Home Page is the first interface that the site visitor will see after they enter the website.
Gallery Page
This page contains some of the photos of the hotels, its rooms and the view of Baneshwor.

Rooms and Rates Page

In this page the user can view the types of rooms and book as per their requirement.
Contact Us Page
Contact Us Page is used to contact the administrator or the organization using the contact us
form.

Booking Page for customers

Booking Page is used to book the room by filling the book form now.

2.5. System Testing and Validation

2.5.1. System Testing
System Testing is a level of the software testing where complete and integrated software is
tested. The purpose of this test is to evaluate the system’s compliance with the specified
requirements.

2.5.1.1. Test Cases

Following test cases were done in admin and user side respectively:

Admin Cases:
Case Id Test Case Expected Actual Pass/Fail Remarks
Output Output
01 Login Test Login with Success Pass Good
Proper detail
02 Managing Retrieve and Success Pass Good
Customers manage user
information
properly
03 Insert/ Insert and Success Pass Good
update room Update room
details details
Properly
04 Manage Retrieve and Success Pass Good
Feedback manage user
feedbacks

Table 2.1: Admin Test Cases

User Cases:
Case Id Test Case Expected Actual Pass/ Fail Remarks
Output Output
01 View hotel Retrieve room Success Pass Good
rooms information
properly
02 Book the Book the Success Pass Good
desired Room with
Rooms proper
information
and
 validation
03 Provide Provide the Success Pass Good
feedback admin with
the feedback
Table 2.2: User Test Cases

2.5.2. System Validation

System Validation is a set of actions used to check the compliance of any element (a system
element, a system, a document, a service, a task, a system requirement, etc.) with its purpose and
functions.
2.5.2.1. Client-Side Validation
Various client side validations were used to ensure on the client side that only valid data is
imposed are:
● Forms cannot be submitted without filling up the mandatory data so that manual mistakes of
submitting empty fields that are mandatory can be sorted out at the client side to save the
server time and load.
● Tab-indexes are set according to the need and take into account the ease of use while
working with the system.
2.5.2.2. Server-Side Validation
Server side validation is necessary to save the system from failing and intimating the user that
some invalid operation has been performed or the performed operation is restricted. Some of the
server side checks imposed are:
● User is intimating through appropriate messages about the successful operations or
exceptions occurring at the server side.
● Various Access Control Mechanisms have been built so that one user may not agitate upon
another. Access permissions to various types of users are controlled according to the
organizational structure. Only permitted users can log on to the system and can have access
according to their category. User-name, passwords and permissions are controlled on the
server side.
● Using server side validation, constraints on several restricted operations are imposed.
 CHAPTER THREE
DISCUSSIONS AND CONCLUSIONS
3.1. Findings
The major findings after the completion of the project are as follows:
● The project helps in gaining the practical knowledge for implementing the theoretical
concept that has been learned.
● After analyzing the organization, it is known that if the organization uses the same traditional
approaches to book the rooms then it would increase the cost of products which directly
impact the market today and customers may be distracted.
● If the organization uses the application for booking the rooms then thus, the organization
would be able to meet its goal comfortably.

3.2. Discussions
The study of this project found out several things. Maintaining the process of booking rooms in
the organization was analyzed, and a solution to solve it was prepared through preparing a
system that can book rooms in an effective manner. This system tends to be very helpful for
organization and the merits and limitations of the system were discussed in the report.
Along from above discussion in this project, following data and information were also discussed:
● Current situation of the organization
● Existing problem of the company
● Possible solutions of the problem
● Methods of system development approach
● Problems and issues of the organization and solution to solve it
3.3. Conclusion
It is a great pleasure to do such a type of project and it was a first and different experience. While
preparing the project report, it helped in gaining an opportunity of practical knowledge about
how the organization functions its day to day activities and also got an opportunity to know that
it is really possible that the things we have learnt in our course book since last year are really
easy to implement in real time.

3.4. Future Enhancements

Though the project has been able to justify the objectives of the study and research, there are still
many features that can be enhanced in future. Following enhancements can be adopted:
● Development and launching of mobile apps and refining existing services and adding more
services.
● More interactive user interfaces can be designed.
● Online payment service can be added.
 REFERENCES
Stuart M. (1995). International Reservations Systems – Their Strategic and
Operational Implications for the UK Hotel Industry. PhD thesis, Napier University
D.E. Avison and G. Fitzgerald. (2002). Information system development:
Methodologies techniques and tools.
O’Connor, P. (2004). Using Computers in Hospitality. Cengage Learning Business
Press.
V. Debolt. (2007). Mastering Integrating Html and CSS, ISBN: 978-0-470-09754-0.
Andrews. (2007). Introduction to Tourism and Hospitality Industry, Tata McGraw-
Hill Education
J. Pan, S. Chen and N. Nguyen,. (2102). Intelligent Information and Database Systems
s: 4th Asian Conference, ACIIDS, Proceedings Part 2, Kaohsiung, Taiwan.
M. Taylor. (2013). A General Understanding of Microsoft Excel, Visual Studio and
Webmatrix2.
Glenda A. Delizo and Mischelle A. Esguerra. (2014). “Online hotel reservations and
Management system”, Lyceum of the Philippines University, Batangas City,
Philippines.