HOTEL ERCHIFORD RECORDS

ERCHIFORD BOOKING SYSTEM

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ERIC NYATHI

2022 Hotel Erchiford

1/1/2022
Table of Contents
Section A: Selection, investigation and analysis....................................................................................2
Problem Definition............................................................................................................................2
Investigation of current system.............................................................................................................3
Questionnaire....................................................................................................................................3
Interview...........................................................................................................................................4
Record Inspection..............................................................................................................................5
Broad description of the problem.....................................................................................................5
Evaluation Of The Current System.........................................................................................................5
Strengths...........................................................................................................................................5
Weaknesses.......................................................................................................................................6
Requirement specification.....................................................................................................................7
User requirements.............................................................................................................................7
Software requirements......................................................................................................................7
Hardware requirements....................................................................................................................7
Aims of the new system....................................................................................................................8
Objectives Of The New System..............................................................................................................8
Section B: Design Considerations of alternative methods.....................................................................9
A. Using JAVA to program the system...............................................................................................9
B. Using Of The-Shelf Packages, that is Microsoft Access..................................................................9
Final choice justified........................................................................................................................10
Disadvantages of Justified solution..................................................................................................11
Input design.........................................................................................................................................11
Data capture forms..........................................................................................................................11
TEST PLAN............................................................................................................................................15
BLACK –BOX TESTING......................................................................................................................15

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Section A: Selection, investigation and analysis.
Problem Definition
Hotel Erchiford is an uprising hotel in Nyanga, Zimbabwe. Its founder and owner is Erchiford Nyathi,
a businessman. It can accommodate a maximum of 600 guests so far, and these include Mozambican
tourists. They are quite orderly in that they have a booking system so people can make
arrangements to spend some time there.

The booking system uses a traditional manually method of carrying out the processes of recording
and accounting book keeping. A book is used to store and record the details using a pen as an input
device and using free hand writing. The book stores all records. The hotel is highly exclusive boasting
great cuisine and luxury accommodation and everyone wants to stay there. During the end sequence
of recording, the owner of the account signs off for the transaction as proof of reservation and
acceptance by inserting their signature if he or she is present. Record books are replaced as each
gets un-useful. The system does not only carry out services for students only but for all residing
members in the area such as members of staff and near residing people (villagers). The records kept
include

1. Guest information

2. The class of accommodation they want

3. Duration of their stay

4. Banking details for transactions

5. Guest clearance

The system is not in a favourable efficient level. This is due to some problems faced by the
reservation agents and the system itself. There has been a trail of complaints of the system
procedures taking much time and dragging because of various reasons such as flipping of pages in
search of particular records and entries or account, sometimes jamming of pens and strict checking
of past records because of poor eligibly handwriting. This roughly takes about 4 to 5 minutes… per
attendance. The system is also tiresome. It is also difficult to keep up with the record books and
keeping them in order.

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Investigation of current system
Questionnaire
(Questionnaire with the Reservation agent)

1. Do you consider your current system as efficient?

YES NO MAYBE

2. Would you rather say that the current System is YES NO MAYBE
tiresome?

3. Is the book keeping easy to keep up with YES NO MAYBE

manually?

4. Is the number of booking guests per day YES NO MAYBE

tiresome?

5. Is the system secure enough? YES NO MAYBE

6. Do you think something must be done or Solution YES NO MAYBE

should be exerted?

7. Do you feel like you are playing a role more than

YES NO MAYBE
of a reservationist?

8. Is there a back-up system in case of book Damages YES NO MAYBE

and records?

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Interview
(An interview with the Reservation agent)

Question: If the system is to be rated at a level of 10, what would you rate it?

Question: Why did you go half way with the rating?

Question: Why is the current said to be non-secure?

Question: Why relate to that the number of guests per day is tiresome?

Question: How are the recording books handled and kept?

Question: What solution or tip in mind do you think can be done to assist?

Question: To your experience and recent relation with the current booking system are the
challenges easy to cope with?

Question: Has there ever been a situation where by a back-up system was required, Answer with
‘yes or no’

Question: But you accompanied my question on the questionnaire by notifying that you don’t have a
back-up system, so what did you do then and what had happened?

Question: You said you consider yourself playing a role more than of a reservationist and book
keeper, why say so?

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Record Inspection
The current uses a simple ledger layout where the entries are entered for bookings. The layout is
manually drawn on the record book page by page using a pencil and ruler. The book can be about a
4Quire counter book and this consumes time.

Broad description of the problem

This booking system has been intact and used for time. There have been problems faced and
encountered by this system. One the problems is “time consuming”, this is sometimes due to the
process of entering details and checking for corrections manually. The flipping of pages also
consumes time. Pages may be flipped for reasons such as searching for particular records and
accounts. The drawing of the entry format also consumes time as it is drawn page by page.

This is much tiresome to the reservationist as he / she manages the slow moving system. The
number of guests is pretty much work overdose which leads to tiresomeness. The agent that causes
the large number of guest bookings is that the hotel is very exclusive and usually packed . The record
books are difficult to keep up with. The books can easily get damaged. The reservation agent usually
keeps the books in a safe place to go negotiable with the type of weather condition to avoid excess
damage.

There is also complaint of bookings being made but when guests arrive they are denied
accommodation. This merely shows that the records will have been lost or misplaced elsewhere.
This means that the current is not secure enough. There is also the altering of records for beneficiary
purposes for example one can alter the records to give another guest a reserved room at a higher
price.

The system has no back-up, ensuring total loss of records and information. If the original record
book is lost or damaged it is lost for good. There is a lot of paper work involved since the processes
are carried out manually and there is a high risk of errors. The fact of using a pen makes alterations
and editing untidy and filthy, making it difficult to make alterations and necessary correcting. Slow to
access records due to dragging processes like flipping of pages and record entry. Record entry
influences the system to drag due to processes such as verification of recent entered information
and signing off.

Evaluation Of The Current System

Strengths
1. Not complex

Although it is time consuming, the system is simple and has very few complications so it is easier to
use.

2. Use of simple equipment

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Simple machinery is used such as pens, books for writing records and accounts is used.

3. Not prone to viruses and software threats

It does not get affected by viruses

4. Cheap

The equipment used is cheap and easily available.

Weaknesses
1. There is a lot of paper work

There is a lot of paper work involved in the recording of transactions occurring.

2. No system back-up

If the information is lost it is lost for good leaving no evidence and records

3. Difficult to make alterations

Very difficult to change or alter records. If records become untidy and filthy because records are
entered on paper using a pen.

4. Slow accessing

Accessing is slow because there is a lot of paper work, flipping of pages and verification of records.

5. Time consuming

It takes time for a single attendance or transaction. It roughly takes time of about 3 to 4… minutes
delaying other daily basis activities for students.

6. Illegibility

Hand written documents can easily fade and sometimes it is difficult to update if someone new is
using it.

Poor handwriting makes it difficult to use

7. Easy access for unwanted parties

People can access and abuse the record books

Information can be distorted

8. There is weak data security

Information can be altered easily by other people

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The accountant cannot recapture all the identity of students who have accounts and so this leaves
the other student accounts vulnerable.

9. The system is less-user friendly

Since one needs to ask another person if he/she does not understand the format in the manual
books which are used.

Requirement specification
User requirements
 Hotel Erchiford Owners and management have requested for a computerized system of booking
accommodation in their establishment.

 The user must be able to create booking records, read them, update them if required, delete
unwanted records and search for information and records.

 The user should have the ability to make alterations such as adding data to records and free
editing.

 The system should be able to accumulate and store guest identities for various reasons and
security purposes.

 The guest should include the name, surname, gender, . It should show the debit entries, credit
entries, balance and time when the transaction took place.

 This requires a system that can store various guest information, the class of rooms they are
booking and it should be secure to be accessed by the proper hotel personnel.

Software requirements
 The system requires a High level language for programming it such as Visual Studio 2010, 2012,
2016.

 The system must also work/ integrate perfectly with other software such as Database
Management, Google chrome.

 The system will be produced for windows operating system (OS) which must be windows ranging
from Windows 7 t0 10 and other better versions.

 Printing utility software (programs) must be installed for the system to print documents for the
booking process done, which can be given to the guest as a sort of receipt, or kept for further
review, off-screen.

 For documentation and technical documentation the system needs a Word processer.

 The system should be able to work with anti-virus software.

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Hardware requirements
Input Hardware

 A keyboard for inputting data into the system by typing.

 Mouse for cursor navigation and option selection.

Processing Hardware

 A good standard processor is required for fast recording, updating and searching.

Storage requirements

 Hardware with a high storage capacity to hold records and information and still runs functionally
well, and also the prevention of dragging due to insufficient storage capacity.

 Memory sticks and other secondary storage devices to back-up and storing system packages.

Output Hardware

 A high resolution monitor is required and efficient graphic level for clear viewing of records.

 A printer for record printing and receipt like purposes for occurred transactions and money
transfer slips.

Aims of the new system

 THE aims of the new system are a better computerised system that can add and save new
records, delete unwanted records, makes it easy to edit, easy transfer of money, a back-up
system for security, that is time efficient and cuts paper work and long booking holds.

Objectives Of The New System

 The system should be able to block unauthorised persons and third party users, using security
means such as passwords and data encryption.

 The system should be able to add new account records

 It should be able to update account records

 The system should be able to delete existing accounts

 The system must be able to show the prices of the rooms and transfer and transact between the
guest and hotel.

 The system should be able to allow the user to send information and records.

 The system should be able to connect to the internet and local networks.

 It should be able to produce hard copies for records.

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Section B: Design Considerations of alternative methods
A. Using JAVA to program the system
Since java can be considered as one of the best programming languages it can be of good reasoning
to apply it in programming the Hotel booking system. However, though regarded as one of the best,
it has some limitations associated with its use.

Advantages

 If used by professional programmers the system produced if guaranteed of a very high

efficiency in any manner of processing required by the system.

 Programming language is easier to acquire i.e. not expensive to buy.

 Java is portable. Its programs can run on any platform without having to be recompiled.

 A Java program is architecture neutral, it is machine independent, and can be run on any
machine with a Java Virtual Machine.

Disadvantages

 It is difficult to find a very good programmer and if found he/she might be an expensive one.

 The system might have rigorous error since intensive testing is required and this can be
effectively done by one or two people.

 Programming languages are constantly being upgraded and therefore will also need this kind
of updating to keep up with competitors

 It is also time consuming to program the Marist Brother’s Library system using Java since it is
difficult to use

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B. Using Of The-Shelf Packages, that is Microsoft Access
Another solution would be buying an off the shelf package and installing it to be used in the
Erchiford Record Systems.

Advantages

 They are readily available as they can be purchased in shops.

 The Application program will have been thoroughly tested which means minimized errors or
bugs .

 There is a Support system for the purchased application i.e. support from Microsoft

 It is faster since it is easy to just purchase and install the system rather than designing the
whole system

Disadvantages

 The application software, Microsoft Access, was designed for general usage so there is
limited functionality needed in the Erchiford Booking records.

 The off-the-shelf software might contain additional functionality which the System does not
require.

 Does not have any competitive advantage over other systems

 May have distracting extra features which may be unsuitable for the use in the Erchiford
booking records.

 May not necessarily match up with the existing manual system

Final choice justified

The final choice I have made is to use purpose-built software. The software will be built using VISUAL
STUDIO 2016 and Microsoft Access. VISUAL STUDIO 2016 will be used to create the interface yet the
Microsoft Access will be used to create the database. I have chosen it because of its advantages as
compared to other alternative solution’s advantages.

Advantages of the justified solution over other solutions

 I chose the purpose-built software because it will give a competitive advantage over off the
shelf, anyone can buy an off the shelf and it will be the same to anyone using it so it has no
competitive advantage over other libraries.

 The programmers can come and make changes on the system when needed whereas on the
off the shelf you have no specific person to ask on the problems of the system

 The justified choice has an technological advantage over the others as there is room for
advancements on the system due to advancements in the technology as the programmers
will be available to make changes whereas on the off the shelf there will be no programmer
to make changes for the system.

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  The system had no distractive features so the system will have an added advantage over the
other solutions as there will be no distractions to the reservationist.

 Visual basic is much easier to use as compared to Java

 Visual basic is problem oriented which reduces time taken to know the features of the
package.

 Visual basic is easy to debug and test

 The software developed is not machine dependent as the compiled code can be stored on
disk and run on any computer without considering make of the hardware.

Disadvantages of Justified solution

 This method is generally expensive and time consuming

 The System might not completely respond to the needs of the system users

 The accuracy of the system is based on the knowledge of the programmer

Input design
Data capture forms

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This is the Login Form for the Reservation agents.

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It will then lead to this window. This is the user ID form.

13
This is the booking form

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This is the Rooms form where one decides the level of luxury during a stay

TEST PLAN

I am going to use black box testing strategy

BLACK –BOX TESTING

Black-box testing is testing every module for functionality. Black box testing checks if the

Program produces required outputs without the concern of its internal structure. It checks and
recognizes errors that cannot be found by the programmer. The actual code is not required to be
known during the testing. It eliminates bias in testing. It tests extreme data and abnormal data. The
reason for using black-box testing is that the program is tested to the specification and different
values are entered for variables to determine whether they can cope with them.

It will include the following standard data, abnormal and extreme:

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For standard data testing the data that must be accepted and examples of data to be tested are

As follows:

• Testing for Date, i.e. date and time e.g. 10/06/22

• Testing for number e.g. 12309

For extreme data testing the data that must be accepted and the examples are as follows

Testing for maximum acceptable value (upper extreme) and testing for minimum

Acceptable value (lower extreme) e.g. 1-9

Why I chose black box testing

o Black box testing does not require a system tester to have knowledge of the codes as
needed to perform white box testing, so any one can perform the testing to see if the system is
working, this will save time.

o Black-box tests the functionality of the system not the structure of the system

o Ease to use, because tester does not have to concern himself/herself with the coding of the
application, it is easier to create test cases by simply working through the application.

o Black-box testing is easy and faster, because testers only compare the expected results with
the produced results. And testers are only concerned with the form interfaces; they do not need to
spend time in the codes.

o Black-box testing offers a simple testing which focuses on valid and invalid inputs and
ensuring the expected results are outputted.

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o Black box testing does not require knowledge of the code as needed to perform white box
testing, so any one can perform the testing to see if the system is working, this will save time since
there is time limit.

o Where large, highly complex applications or systems exist black-box testing offers a means
of simplifying the testing process by focusing on valid and invalid inputs and ensuring the correct
outputs

o It offers means of simplifying highly complex applications, by focusing on valid and invalid
and ensuring the correct output.

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