dhananjay final year porject hotel management system

7/27/2019 Dhananjay Final Year Porject HOTEL MANAGEMENT SYSTEM

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HOTEL MANAGEMENT SYSTEM

PROJECT MANUAL

Garade Priyadarshan

Gaikwad Tejaswi

STUDY OF EXISTING SYSTEM


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PROJECT PROFILE

The Hotel industry is an integral part of our present Service

sector. For years many people have been taking benefits from

this industry. This is the reason why I chose this topic for my

Final Semester Project. This project is designed from the point

of view of a manager and his needs at the reception desk.

In this system the following modules are discussed.

1. Employee Customer detailsEmployee details: The system stores various personal details

of employees such as name, address, phone number as well their

professional details like post and salary. There is also a feature to

register new employees.

Customer details: The system stores all types of details of

customers. (e.g.) personal details, services availed. It allows the

user to register new customer at the time of check in. It keeps

records of previous customers.

2. ServicesThis system maintains a record of all the services provided by

the Hotel and the data associated with them. And also the records

are registered for the facilities availed by the customer from timeto time.

(e.g.) Restaurant, Bar, Gym, Swimming pool, Private beach, Golf

etc.


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storing of documents of all the customers takes up unnecessary

space.

Users of the existing system, thus find it difficult to compilebills of the customers in a short period of time. Also placing bills

under their respective files is a time consuming task. With the

new process they are no longer required to make any such files or

worry about loss of information or about any calculation mistake.

FACT FINDING METHODSFact finding methods are used to find out the requirements of

the customer which are not in the existing system. A survey was

conducted to find out the requirements of the hotel staff who

earlier were involved with the system. Lists are now being

generated that tell us the name, id and status (checked

in/checked out) of each customer. This also helps to find the

customer id of a particular customer or vice versa.

A similar list is now being prepared of all existing employeesand their employee ids.

ANALYSIS PHASE

OBJECTIVES OF THE PROPOSED SYSTEMThe system has been designed keeping in mind the users

activities (i.e. manager of the hotel). With the help of this system,

the manager can check on the availability of rooms, check in new

customers, make changes to a customers bill based on the


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services availed by him. Generate a total bill which will have the

sum of all the bills.

The manager will also be able to hire new employees and havea track of their personal and professional details.

Through the various validations done in the project we try to

ensure that logically wrong entries are not made by the user.

SCOPE OF THE SYSTEM

- Customers can choose between 3 categories of rooms-

Executive, Deluxe and General. Each room has a description.

When all rooms of a particular type are occupied then it shows an

appropriate message and does not allow the room to be booked.

-Rate is different for the room types and the final room bill is the

product of the rate and the stay (in number of days).

-At the time of booking of the room, persons personal details are

recorded and stored for further reference.

- Once a person checks in, he can avail the various facilities and

services of the hotel, for each of which he is charged. All the

charges are included under the respective category and billed to

the customer when he checks out.

-When a customer checks out, his bills are generated.

-A customer gets a bill for every individual service such as

restaurant bill, bar bill, room bill etc. All of these individual bills

are then added up in the main bill.


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-Even after a customer checks out, the manager can view the

customers personal details and check his individual and total

bills.

FEASIBILTY STUDY

1. Technical Feasibility

HARDWARE REQUIREMENTS

Intel Pentium 233 or higher with at least 128 MB RAM

2 GB free space in the Hard disk

SVGA monitor

Keyboard, Mouse or any such pointing device

A4 size Inkjet/Dot Matrix Printer, Laser Printer

SOFTWARE REQUIREMENTS

Microsoft windows 98 or above

Visual Basic 6.0

Ms-Access

1. Operational FeasibilityThe system is very easy to use as it is designed in Visual

basic and the GUI is similar to Windows. Also the system has been

made in an easy and a logically connected manner so as to make

it easier for the user. Most of the operations can be done at the

front end so no need to visit the back end for the user.


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2. Economic FeasibilityThis system can run on machines with low system

configuration. It is compatible to run on all modern day

computers. The cost involved would include purchasing a licensed

copy of Visual basic and the various accessories needed for the

printer.

FUNCTIONAL DECOMPOSITION DIAGRAM


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ER DIAGRAM


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DATA FLOW DIAGRAMS

* Whichever service will be called, the corresponding service_bill

table will be edited.

(e.g) restaurant_bill if restaurant service

Bar_bill if bar service


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The details for every room request are taken from the

room_master table.

When a customer checks in, the customer_master(customer

details),room_master(room vacancy update), check_date(name of

customer and check in date).


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When the customer requests for a service the details are taken

from the service (like restaurant, bar, health, feature etc) table

and whatever services are ordered the service_bill(restaurant_bill, bar_bill, health_bill) tables are modified.


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DESIGNS

TABLE DESIGN

1. customer_master

FIELD NAME DATA TYPE

customer_id Number

customer_name Text

customer_address Textcustomer_city Text

customer_pincode Number

customer_state Text

customer_phone Number

customer_room Number

customer_checkin Date

flag Number


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2. room_master


room_id Number

room_type Text

room_price Number

room_total Number

room_vacant Number

room_use Number

3. employee_master


employee_id Number

employee_name Text

employee_address Text

employee_phone Number

employee_designation Text

employee_salary Number


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4. laundry


lservice_id Number

activity Text

rate Number

5.health


health_id Number

activity Text

rate Number

6. feature


feature_id Number

activity Text


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rate Number

7. restaurant


food_id Number

food_name Text

food_rate Number

8. restaurant_bill


cust_id Number

food_id Number

quantity Number

9. bar



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drink_id Number

drink_name Text

drink_rate Number

10. bar_bill


cust_id Number

drink_id Number

quantity Number

11. laundry_bill


cust_id Number

lservice_id Number

quantity Number


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12. health_bill


cust_id Number

health_id Number

hours Number

13. feature_bill


cust_id Number

feature_id Number

hours Number

14. check_date


customer_id Number

checkin Date

checkout Date

stay Number


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PROCESS / PROGRAM SPECIFICATION


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ANNEXURES TO PROJECT REPORT

SCREENSHOT OF THE FORMS

1. frmlogin- Login page/Homepage

a. Default View

This is the homepage for the user.


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b. On clicking Existing customer


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On clicking Existing customer 2 textboxes appear where

you have to enter the customer id and customer name.

c. Error message validation


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If you do not enter the correct customer id and customer name

combination then you get the following error message.

2. frmcustlist (Customer List)Gives the list of customer names, their customer id and

their current status (staying/checked out).


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You reach this page by clicking on customer list on the

homepage.

3. frmemplist (Employee list)

Gives the names of the employees and their employee ids.Click on employee list to reach this screen.


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4.empdt (Employee details)

a. Default page

Here the employee id is automatically generated. For

registering a new employee we need to enter details in this

page.


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b. On adding correct data

On entering correct data and clicking on Add command

button we get the following message.

c. On entering incorrect data or on empty fields


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The field description turns red and we get the above

message.

5. frmempsearch (Employee search)

a. Default view

Used to search employees based on their employee id.


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We reach this page when we click on Search Employee

on the homepage.

b. On entering correct employee id

b. On entering incorrect employee id or entering

nothing


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We get the above message.

6. frmmap

First page when we are trying to register a new customer

Home - to return to homepage

Status - to check room availability


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Book - to record customer details

7. frmstatus

Used to check the status of the rooms.

8. frmcustomerdetail

a. Default view


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Here the customer id and date are generated

automatically.

Add - to add the customer

Home - to return to the homepage

b. Correct Entries

On entering all the fields correctly and pressing Add

command button we get a message.


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c. Incorrect/Blank entries


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On incorrect and blank entries the necessary fields turn

red and we get an appropriate message.


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d. Room availability

If we have entered a specific room type code and the

number of rooms under that category have all been

occupied then we get a message.


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9. frmsdbr

a. View(customer is still checked in)


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This is the main page for every customer after he has

successfully logged in from the login page. Here the

customer id and customer name tell us which customer has

currently logged in. We can click on Restaurant, Bar,

Laundry, Health and Feature links to access each of those

pages and add the necessary details of the services availed

by the customer to his bills. Search guest is used to get

information about any other guest. Total Bill is disabled and

does not get enabled till we check out using the check out

link. Later when we click on it, we get all the individual bills

first then the main bill. Using Log out we can log out and

change details of another customer. Exit is used to shut

down the program.

b. View (customer has checked out)


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When the customer has checked out, the user can only

search for guest details, view individual bills and total bill

and log out.


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10.frmrestau (Restaurant form)

a. Normal view

One can choose any item and type in the quantity. If we

dont type in any quantity or dont choose any item and click

on Place order then the page remains the same.


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b.View when the order is placed

An order placed message is displayed.


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11. frmbar (Bar)

a. Normal View


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b. View when the order is placed


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12. frmlaundrymenu


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a. Normal View


dont type in any quantity or dont choose any item and clickon Place order then the page remains the same.



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13. frmhealthmenu (Health)


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a. Normal View


dont type in any quantity or dont choose any item and clickon Place order then the page remains the same.



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14. frmfeaturemenu (Health)


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a. Normal View






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15. search

Used to search customer when customer id is given. All the

details of the customer get displayed.

a. Default view

b. Correct Entry


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c. Incorrect Entry

16. frmcheckout


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Used to confirm if the customer wants to check out.

17. frmrestbill (restaurant bill)

18. frmbarbill (Bar bill)


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19. frmlaundrybill (Laundry bill)

20. frmhealthbill (Health bill)


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21. frmfeaturebill (Feature bill)

22. frmroombill (Room bill)


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23. frmmainbill(Main Bill)

It adds up all the individual bills and gives the final bill.


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DRAWBACKS

- Every transaction in this system is done by the hotel staff

present at the reception. So the chances of human errors are

high. Even though logical validation for data has been done while

designing this system, human errors cannot be accounted for.

(e.g) Manager entering 1 quantity of coke instead of 2. In such a

case the loss has to be taken by the hotel

FUTURE ENHANCEMENTS

- In the future, depending on the needs that arise, the system

could be modified. New features and items could be inserted in

the various sections.

- The data entry screens could be modified to look more flashy orlook more simple with all focus on easy usage.

dhananjay final year porject hotel management system

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