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HOTEL MANAGEMENT SYSTEM

Done by:
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Table of Contents
Introduction ………………………………………………………………………………………3
System Overview.............................................................................................................................3
Project Methodology.......................................................................................................................4
Feasibility Study..............................................................................................................................5
Using feasibility...........................................................................................................................5
Technical feasibility.............................................................................................................................5
Operational feasibility..................................................................................................................6
Economic feasibility....................................................................................................................6
Requirements Gathering..................................................................................................................6
Functional and Non-Functional Requirements................................................................................7
DFD Level 0,1 and 2 ……………...………………………………………………………………8
Activity Diagram...........................................................................................................................11
System Perimeter...........................................................................................................................12
Use Case Diagram.........................................................................................................................14
Sequence Diagram.........................................................................................................................17
Domain Class Diagram..................................................................................................................18
Architectural Style.........................................................................................................................18
High-level Architectural Model.....................................................................................................20
List of Figures……………………………………………………………………………………………………………………………21
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Introduction
This project examines the aspect of hotel management in the hotel industry. In the 21 st century, the
use of the Internet, computers, and other electronic devices have made it easier to handle various tasks
and aspects of management electronic hotel management system, which enables adequate
management of data and transactions in a central and organized manner and provides a user-friendly
interface with which the user can easily interact with little or basic knowledge of computer operation.

This project was designed to create a platform that would allow the user and booth manager to track
transactions such as room reservations, room reservations, hotel financial management, personnel
records, online reservations, and other daily operations related activities. and hotel management. The
implementation is based on the requirements of a hotel management system. The project work is
divided into five main categories: registration of receptionists, accommodation, meals, finances, and
personnel (human resource management).

The objective of this project was to build a system that would ensure an accurate record of records,
achieved through the proper identification of customers and the proper assignment of user roles, with
most of the processes performed automatically.

System overview

Hotel management is really about overseeing all operations of the property. This requires knowledge of sales
strategy, finance, customer service, human resource management, marketing and more. Under no
circumstances should any of these be treated as "stop and forget". Hotel management is about constantly
assessing performance and making the necessary adjustments in every aspect of your business. Effective hotel
management not only guarantees that the hotel will continue to do business, but it can also profit and grow over
time. Think of a hotel as an ecosystem that gets healthier the better you manage it. As the hotel becomes more
successful, you can upgrade to charge higher prices, pay employees higher wages, and create experiences that
make guests want to come back. However, it may take some time for everything to be correct. There are many
skills you already have, but there are many other skills that you need to learn on your side or hire others to
provide you with required knowledge.

The precise definition of hotel management is "a field of business and research dealing with the operational
aspects of a hotel and a variety of related topics." Accounting, management, finance, information systems,
human resource management, public relations, strategy, marketing, revenue management, sales, change
management, leadership, gastronomy and more. These functions require experts. However, not all hotels are
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capable of employing an entire team of staff, so running a successful small hotel business without some degree
is not impossible.

Project methodology
Developing a software system always requires some kind of flexible development process or model
that allows a software engineer or developer to run software on time and within the budget specified by
the customer. The choice of methodology is the most important part or step of any software
development process. The development methodology provides a way to manage projects in an efficient
flow. Correct use of the methodology allows developers to make changes more efficiently to meet
project requirements. A variety of software development methodologies are used to develop
applications.

After understanding the hotel management system, we found that the suitable method for our
system is spiral model, which will allow us to do some modifications when needed, and keep
customers involved in some phases, and to build versions of the system.

Figure 1: Spiral Model

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Spiral models allow you to step-by-step release and refine your product through each phase of the
spiral and prototype in each phase. The most important feature of the model is the ability to manage
unknown risks after the project starts. Prototyping makes this possible.

Feasibility study

A feasibility study conducted when a problem becomes apparent. This is a high-level capsule
version of the complete system analysis and design process. The goal is to resolve the issue and
ensure that it has been resolved, with minimal effort, as quickly as possible. The following feasibility in
the following ways:

1. Using feasibilities
Currently, computerized automation, convenient and efficient systems for hotel management are
used only by some star hotel managers and have different needs from hotel to hotel, but in the existing
project definition of the management system. Most do not apply to general hotel management. Before
building a management information system, it is first necessary to clarify the contents. A hotel
management information system with feasibility analysis that focuses primarily on the operator's
situation and the environment. Operational analysis focuses on the attitudes and perceptions of hotel-
specific areas regarding specific features of management information systems, such as: For this
reason, feasibility analysis initially focuses on specific industries, especially business-critical tasks
such as hotel directors, department heads, awareness raising, and system orientation. When a system
uses feasibility studies, environmental conditions, especially the special circumstances of the business,
must also be considered.

2. Technical feasibility:
Feasibility studies of features, performance, and constraints can affect your ability to achieve an
acceptable system. The software developed for managing the hotel booking system is used in a client-
server architecture that uses Asp.Net as the front end and Sql-server as the back end. Therefore, the
project is technically feasible.
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3. Operational feasibility
The main purpose of this program is to develop a web-based application that facilitates online
booking of hotel accommodations over the Internet. All users of this project are trained in this area.
Therefore, this project is ready to use.

4. Economic feasibility
Economic feasibility studies include a wide range of tests, including long-term co-operative revenue
strategies, cost-benefit analysis of resources needed for development, and cost-benefit analysis. In
existing systems, they have to hold a lot of registers / books, which is an expensive proposal. This can
be reduced by keeping the data in a reliable and inexpensive digital format. The software is
economically feasible because the cost of developing the system will satisfy the organization.

Requirements gathering

To get an accurate and logical view of our system, we need to investigate and collect requirements
that are useful to system users. To perform this step, we need to know how to collect the requirements
and find the facts about the undeveloped system. Through internet sources, we find two main methods
used to collect and list requirements. One way is to search the hotel on the website and create machine
learning code to find the customer's price and intent. This allows you to identify what is attracting our
customers.

At hand, use the second method of being interviewed. Choose two of the best hotels in Dubai for an
interview. We visited and asked some questions that helped us to create a system that would meet the
expectations of our users. I have created some questions to ask the hotel staff and the hotel manager.
The questions are listed in the below table:

Table1: Questionnaire questions

List of Questions
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What operations do you want to automate?

What features do you need beyond traditional hotel operations?
How much do you want to pay?
What do you want to achieve?
What is the level of IT expertise in your company, and do you want to invest in it, too?

Functional and non-Functional requirements

Using this technology in hotels has many benefits, primarily based on the ease of life as a manager
and employee and the speeding up of many processes.

1-Reception staff does not have to process the reservation-if the guest can enter their reservation
details through the system, everything is done automatically, and the staff does not have to worry.

2- When a guest enters their information, it is less likely that they will enter the wrong information.
When something goes wrong, you have a record that proves it wasn't your fault.

3- These systems can collect large amounts of guest data, which can improve both marketing and
guest service.

4- Better management and tracking of guests who reward their loyalty.

There are some basic requirements that a good booking system must meet, both functional and
non-functional.

Functional requirements:

 Associate each online booking with an account.

 Limit each account to one user
 Allow users to search and search for the most relevant booking options.
 Date and time to see available rooms Accept.
 Send booking confirmation to the contact details provided for this particular time.
 Calculate and view accommodation and other additional costs.
 Cancel booking
 View and modify guestbook.
 change room
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Non-functional Requirements

 Prevents bots from booking using encryption.

 Search results must be entered within an acceptable time limit.
 Allows the user to fill in the required fields if the entry is invalid.
 The system must accept payments in a variety of payment methods.
 Users-Friendly, efficient, and accessible.

Tracking documents, activities, and answers Most importantly, this technology allows guests to
have a secure portal You can select and book your own room online through. It must be complex and
secure, but it also offers the same comfort and application areas as your guests. Not only does this
make life easier, but you can also use the data provided to increase your hotel's sales and profits.

DFD Level 0,1 and 2

1. Level 0:
The level 0 hotel management system is also known as the context diagram. This is supposed to be
an abstract view, and the mechanism is represented as a single process with outside parties. The DFD
of this system represents the overall structure as a single bubble. There are input / output indicators
that display input and output data.

Figure 2: DFD Level 0

2. Level 1:
Next to the context diagram is a Level 1 data flow diagram. Hotel Management System DFD Level 1
content must be a single process node in the context diagram and is divided into subprocesses at this
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level, the system needs to display or disclose further processing information. And the actors who use
this system are customers, hotel managers, and hotel staff. The following data should be considered:

• Customer Information

• Employee Information

• Room

• Reservation

Figure 3: DFD Level 1

These steps require information such as the list of customers, rooms, employees, and facilities that
the administrator used as the basis for managing hotel transactions. This type of data is represented
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by a data store. If you are familiar with DFD Level 1 of your hotel management system, you will
understand its more comprehensive contextual terms. In addition, this also serves as a reference for
how the input or data is supplied to the system. You will also be notified of the output provided by the
system. All of these processes presented in the DFD were based on the concept of a hotel
management system.

3. Level 2:
After the presentation of the hotel management system, DFD levels 0 and 1 follow level 2. Data Flow
Diagram for Hotel Management System When creating Level 2, for that we have to show that:

• The Level 2 DFD of the system must represent the base modules and the data flow between them.

• DFD Level 2 is the highest level of abstraction, so the process of the hotel management system
needs to be explained in detail based on DFD Level 1.

The processes that the system should prioritize are:

• Customer Management

• Room Allocation

• Employee Management

• Reservation Promotion

• Transaction Management
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Figure 4: DFD Level 2

DFD Level 2 informs you of data entry destinations and ideas for entry within the hotel management
system. Given the data flow levels above, we can see how important it is to subdivide the process more
accurately. The displayed level not only shows the detailed process of the system, but also the exact
destination address of the data flowing through the system. This DFD is also a reference when creating
your own management system DFD levels 0, 1, and 2.

Activity Diagram

Hotel Management System Project Activity Diagram-A diagram of hotel management software for
users. This designed activity diagram is used to explain how the proposed Capstone project interacts
with the user. Swim lanes, actors, and arrows are used in UML activity diagrams to clearly define the
behavior of the hotel management system. This is to provide readers and users with clearer ideas
about how to handle the software or project.

The users of this hotel management system are guests or customers, employees, and hotel
managers and are essential to the creation of his activity diagram. Determining who the users of the
system are makes it much easier to build interactions and activities within the system. Then you can
predict how the system will behave to your users.
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Activity Diagram for Guest Side

This is an activity diagram designed for

the guest side of the hotel and shows the
approach of the hotel management system.
All the scenarios shown in the figure are
based on the activities performed when the
hotel or inn was booked. This activity
diagram makes it much easier for
programmers to develop guest-side hotel
management system projects. This is
because this diagram provides the
programmer with a guide on how the
software interacts with the customer or
guest.

F
igure 5: Guest Side Activity Diagram

Activity Diagram Staff Side

Designing an activity diagram of another

hotel management system for the staff side.
This is to provide more detailed information
about each module that should be included in
this software. Therefore, the design shows a
scenario that exists when performing an
employee role. They made all the reservations
at the hotel. The system also makes it much
easier to monitor and confirm new bookings
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and prepare for each booking. Most importantly, these activities are essential to running a hotel
management project and must be present in the system activity diagram.

Figure 6: Staff Side Activity Diagram

System perimeter

The introduction provided an overview of how a hotel management system can help keep things
running smoothly. Now is the time to take a closer look at the key features common to all hotel
management solutions and better understand the benefits they bring to your hotel. Hotel management
software is often extended beyond these core features by add-on applications that use the same
common interface, but the software is tailored to provide additional functionality beyond the scope of
the original software.

Reservation
The hotel booking system stores all inventory data and data and sends this information to the front
desk. The booking system should be integrated with the website's booking engine and other sales
channels. Chain hotels usually have a central booking system for all accommodations, while
independent hotels have their own booking system. If the hotel or hotel chain is already using certain
booking software, PMS must provide integration with existing services. The most important features of
the reservation module are:

1- Room reservation. The system checks room availability and status and displays free rooms via
various channels and website booking engines. This feature monitors double bookings and enables
group bookings. Then schedule your booking and view your dashboard with information about your
current and future bookings.

2- Electronic payment records, and identification of payment types and categories processed
through this module.

3- Room inventory and allocation management. This prevents overbooking and double booking. For
some software programs, this feature is part of the channel management module.
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4- Reservation email. When the booking is complete, the system will send a confirmation to the
guest. For some PMS, this feature is part of the front desk operating module.

5- Reservation activity. Some software allows you to book activities on this system as well as
accommodation.

Reports and Analysis

Relies on analysis to monitor current processes and understand business performance. PMS acts
as a business intelligence tool that collects relevant data and provides hotel owners with different types
of automated reports. Depending on the software, you can generate night inspection reports, room and
tax reports, shift inspection reports, departure / arrival reports, housekeeping reports, or other
continuous reports. Back Office Management This PMS module facilitates hotel team management,
back-office operations, and hotel management operations. The functions of the back-office
management module are as follows:

1- Event Management (Meeting and Reception Organization) and Catering.

2- Spa and Fitness Management.
3- HR Management (Back Office and Front Office HR Management: Shift Management, Payroll
Accounting).
4- Consumption Cost and Hotel Cost Analysis.
5- Inventory Analysis.
6- Advertising Campaign Sales and management.
7- Review management.

Housekeeping
The Housekeeping Module connects housekeeping staff with the front office. The front office
manager can create a list of assigned tasks and the housekeeper can update the status of the room.
For cloud-based PMS, housekeepers can update task or room status via the mobile app or tablet. This
module also maintains a list of user maintenance tasks and reports. The main functions of this module
are housekeeping management and asset maintenance. Housekeeping features include managing
room status, assigning housekeeping to block or floor-based housekeeping, and maintaining a to-do list
for housekeeping. Maintenance management logs hotel malfunctions and repairs and assigns more
supervisors who can fix the problem.
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Use Case Diagram

General Use Case
This figure shows the general processes or functions that the system can perform based on
customer and administrator or employee transactions to check in or check out of a hotel.

Figure 7: General Use Case

General use cases are the most common use of use case diagrams. Use case diagrams show the
key components of the system and the flow of information between them. With the help of this
common use case, programmers receive the basis of what can be considered when creating a hotel
management system.

Monitor and manage customer information and status

Now the administrator or main user needs to request basic information from the customer. It serves
as the basis for the transaction requested or requested by the customer.
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Figure 8: Manage Customer Use Case

That’s shows us that the customers’ information should be encoded to the system. The system then
will monitor its details to validate it and then saves the data.

Manage Hotel Rooms Info and Status

This is the process by which an administrator needs to manage information about a hotel or inn
room and its status. Room management is essential for hotel management to avoid conflicts between
customers. It is also designed to improve the customer service of the hotel.

Figure 9: Manage Room Use Case

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Monitor Hotel Transaction Records

This process is an integral part of the hotel management system and describes how the
administrator or user handles the services they provide to their customers. This product or service
information was used to determine what type of transaction the customer accessed, to prepare the
request, or to obtain the desired service from the customer.

Figure 10: Manage Hotel Use Case

Sequence Diagram
This designed sequence diagram can show programmers and readers the order of messages
between actors and objects.
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Figure 11: HMS Sequence Diagram

The figure shows that emphasizes the conditions and interactions. These interactions are essential
to the development of hotel management systems. A series of messages is displayed and labeled to
support the setup of the hotel management system. If you have more ideas, you can change the design.
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Domain Class Diagram

Figure 12: Domain Class Diagram for HMS

Architectural Style
Service Oriented Architecture (SOA) is a style of architecture that supports service-oriented
architecture. Therefore, it also applies to the field of software design, where application components
serve other components via communication protocols over the network. Services are stand-alone units
of functionality that can be accessed remotely and operated and updated individually. B. Get your credit
card statement online. In addition, SOA must be independent of providers, products, and technologies.

We will use this architectural style; because it will provide us with different values that can serve us
as required:

1. Business value is more important than technology strategy.

2. Strategic goals are becoming more important than the project-specific benefits.
3. The emphasis is on intrinsic interoperability rather than custom integration.
4. Shared services are becoming more important than dedicated implementations.
5. Flexibility is more important than optimization.
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6. Evolutionary sophistication is more important than striving for the first perfect

Figure 13: Service Oriented Architecture (SOA)

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High-level Architectural Model

Formally, SOA is an architectural approach in which an application uses the services available on the
network. This architecture provides services for building applications via web calls over the Internet.
Use common communication standards to accelerate and streamline service integration in your
applications. Each SOA service is a complete business feature in its own right. These services are
exposed so that developers can easily assemble apps using them. Keep in mind that SOA is different
from microservices architecture.

Figure 14: SOA High level architecture for HMS

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List of figures:

1- Figure 1: Spiral Model 4

2- Figure 2: DFD Level 0 8

3- Figure 3: DFD Level 1 9

4- Figure 4: DFD Level 2 10

5- Figure 5: Guest Side Activity Diagram 11

6- Figure 6: Staff Side Activity Diagram 12

7- Figure 7: General Use Case 14

8- Figure 8: Manage Customer Use Case 15

9- Figure 9: Manage Room Use Case 16

10- Figure 10: Manage Hotel Use Case 16

11- Figure 11: HMS Sequence Diagram 17

12- Figure 12: Domain Class Diagram for HMS 18

13- Figure 13: Service Oriented Architecture (SOA) 19

14- Figure 14: SOA High level architecture for HMS 20