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TRANSCRIPT
Assignment
1. Definition of problem
The Bridge hotel wishes to set up an automated booking system. The system will
store details on customers, rooms available, prices and bookings. The system is to
produce reports on bookings, room availability and customer invoices.
2. Analysis
Jenny is the hotels booking secretary.
A) Interview with Jenny
Q. How do you store this information at present?
Jenny: It's all on paper. Basically I keep a large diary and write down each
booking in the appropriate dates.
Q. What is the procedure when someone rings up to book a room?
Jenny: I ask what dates they would like, then I look in the diary at what rooms,
if any, are available on those dates. If there are then I tell them the types of
rooms that are available and the prices. Once they've chosen a room type I
take their details, write these down in a customer book and book an
appropriate room in the diary.
Q. What about cancellations?
Jenny: I simply cross them out in the diary. It can get a bit messy sometimes.
Q. Have rooms ever been double booked by mistake?
Jenny: Yes. As I said before, the diary can get a bit messy and mistakes can be
be made. We have had to ask other hotels to take in our customers. We hope
that wouldn't be a problem if we computerised the system. Another thing that
would be nice is if we could print a sheet out each day so we can see at a
glance what rooms are to be made ready for that day and customer details.
Q. What about creating customer invoices?
Jenny: We have an invoice book. We look at the diary at what room was booked,
The price, and how long they booked it for. We then work out the cost by
hand.
Q. How much experience do you have of computers?
Jenny: I did a basic course a year ago.
Q. What computer facilities do you have at present?
Jenny: We have a new PC with a printer.
B) Current System
Bookings are made by phoning the desk and the details are entered by hand.
Cancellations are made in the same way by simply crossing out the entry.
Issuing instructions for the rooms to be made ready that day are written by hand
with the information gained from the diary.
Customer invoices are calculated and written by hand.
Present problems
Searching for available rooms can be time consuming.
Rooms could be double booked.
The issuing of the days requirements could be mistaken.
If there are any changes then they are written by hand.
Mistakes could be made in calculating costs.
C) End user requirements
Reduction of paperwork needed
Production of reports and lists
Easy to use
Speedier method of booking
Keep customer records
Produce invoices.
D) Information:
Each room has a number. There are three types of rooms, family, double and single.
The hotel charges the customer by per person per night. They can be on any of
three floors and some have satellite tv.
The hotel closes from December 22nd until January 7th.
You must produce:-
1. Entity relationship diagram.
2. Implement the relational database.
3. Create all required forms, queries and reports.
4. Your database must be documented.
Note. Any assumptions must be stated and justified.
The Bridge Hotel
Room Details
The bridge Hotel has three floors providing a total of 30 guest rooms – the numbering convention for those rooms is typical of
most hotels so that rooms situated on the ground floor are numbered from 101 onward – on the first floor from 201 onward and
on the second floor from 301 onward. Each floor has 10 rooms.
The ground floor comprises an equal number of single and family rooms – family rooms may accommodate up to 4 people with
1 double bed and 2 single, rollaway beds and a cot may also be provided for a baby (4+1).
The first floor comprises an equal number of single and double rooms.
The second floor consists of an equal number of double and twin rooms – twin rooms contain 2 single beds as opposed to double
rooms, which contain 1 double bed.
All double, single and twin rooms include satellite TV with a pay per night option and a mini bar – the family rooms do not, but
do include a TV with video/dvd and the option to hire a games console and games over night.
Single and twin rooms offer internet access for business guests at a small nightly rate.
There are 2 fully equipped conference rooms and 1 larger function room (with bar and service to kitchen).
Tariff
All prices shown are per night:
Rooms
Single Room £35
Double Room £55
Twin Room £55
Family Room (up to 4) £75
Family Room (4+1) £85 (includes cot)
Optional Meals Included
Breakfast (pppn) £10
All Meals – Set Menu (pppn) £30
Other Options
Satellite TV (pay per night) £10
Games Console and Game Hire £10
Internet Access £5
Function room and conference rooms are hired at an hourly rate:
Conferences and Functions
Conference Room (per hour) £40
Function Room (per hour) £80
Service Staff (person per hour) £10
Contents
Analysis Page 2
User Requirements Page 2
Analysis Notes Page 3
Technical Documentation Page 4
Test Plan / Test Results Page 32
User Guide Page 36
Conclusion & Future Page 46Developments
Additions / Appendix Page 47
Example Invoice Appendix AAdditional Designs Appendix BBridge Hotel Logo Appendix C
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Analysis
Problem:
The bridge hotel wishes to set up an automated bookings system. Thesystem will store details on customers, rooms available, prices andbookings. The system is to produce reports on bookings, room availabilityand customer invoices.
Current System
Paper based Bookings made by phone – details entered by hand into the diary Cancellations done by crossing out the entry Instructions for room preparation written by hand, which is
extracted from the diary Customer invoices are calculated and written by hand
Problems with present system
Searching for available rooms time consumingRooms could be double bookedInstructions for room preparation can be mistakenAny changes are written by hand, and could make it unreadable,resulting in mistakesCustomer invoices calculated and written by hand, again possiblemistakes with the calculations could be made
User Requirements
Has to be easy to use Booking has to be faster Keep customer records Produce Invoices for the customers Produce reports showing what rooms are to be made ready or
cleaned for a specific day. No Double-bookings permitted in the system Cancellations can be done easily decrease paperwork
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Analysis Notes: Information about the hotel
Hotel:
Each room has a number Three types of Room
o Familyo Doubleo Single
Charges per person per night Can be on any of the three floors Some have satellite TV 2 conference rooms 1 function room
Ground Floor: (Room Numbers 101-110) 5 Single Rooms 5 Family Rooms
First Floor: (Room Numbers 201-210) 5 Single Rooms 5 Twin Rooms
Second Floor: (Room Numbers 301-310) 5 Double Rooms 5 Twin Rooms
Dates:
The hotel is closed 22nd December to January 7th
Rooms:
All Double, Single & Twin rooms include Satellite TV (pay per night option)& minibar (except the family room – which just has the TV and option tohire games console/games)
Internet access available to Twin and Single Rooms at nightly rate
Prices
Conferences and FunctionsConference Room (per
hour)£40
Function Room (perhour)
£80
Service Staff (person perhour)
£10
RoomsSingle Room £35
Double Room £55Twin Room £55
Family Room (up to 4) £75Family Room (4+1) £85 (includes cot)
Optional Meals IncludedBreakfast (pppn) £10
All Meals – Set Menu(pppn)
£30
Other OptionsSatellite TV (pay per
night)£10
Games Console andGame Hire
£10
Internet Access £5
Technical Documentation
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Contents
DATA DICTIONARY 6
SPLITTING INTO THE VARIOUS ENTITIES (TABLES) 6
DATA DICTIONARY / ENTITIES LIST (IN ATOMIC FORM) 7
CUSTOMER 8BOOKING 8CREDIT CARD 8ROOMS 9
VALIDATION 9
INPUT (USING INPUT MASKS) 9
ENTITY RELATIONSHIP DIAGRAM (ERD) 12
FORM DESIGN 13
STRUCTURE OF DATABASE 13INITIAL START UP SCREEN (MAIN SCREEN) 14CHECK ROOM AVAILABILITY FORM 14CREDIT CARD ENTRY FORM 15CUSTOMER DETAILS FORM 16BOOKING FORM 17
BOOKING FORM DESIGN NOTES: 18
ADDITIONAL NOTES (FOR ALL FORMS) 18
INVOICE DESIGN 19
HI-FI DESIGNS 21
MAIN SCREEN (MENU) 21
ROOM AVAILABILITY FORM 22
CUSTOMER DETAILS FORM 23
CREDIT CARD FORM 23
CREDIT CARD FORM 24
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BOOKING FORM 25
REPORTS FORM 26
ERD PRODUCED IN ACCESS 27
Data Dictionary
Field Name Data types
CustomerName
Text
Address Text
Post Code Text
TelephoneNumber
Text
BookingNumber
AutoNumber
Arrival Date/Time
Checkout Date/Time
RoomNum Number
PricePerNight Currency
Room Type Drop DownMenu
Cot Yes/No
Satellite TV Yes/No
Games Console Yes/No
Internet Access Yes/No
Breakfast Yes/NoAll Meals Yes/No
Credit CardNumber
Text
Credit cardExpiry Date
Date/Time
Here is a list of all the attributes that I have identified. Thisdatabase needs to be normalised so that there is no redundant dataand any unnecessary repeated entities are removed to ensureintegrity of the database. On the following pages are shown how thedatabase is normalised.
Splitting into the various entities (tables)
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Field Name Data types
CustomerName
Text
Address TextPost Code Text
TelephoneNumber
Text
BookingNumber
AutoNumber
Arrival Date/Time
Checkout Date/Time
Room Type Drop DownMenu
Cot Yes/No
Satellite TV Yes/NoGames Console Yes/No
Internet Access Yes/No
Breakfast Yes/No
All Meals Yes/No
Credit CardNumber
Text
Credit cardExpiry Date
Date/Time
Room Number Number
Room Type Text
Price Per Night Currency
The table is colour coded to represent the different entities (four entities).
Data Dictionary / Entities List (in atomic form)
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From the table above I have included I have included additionalattributes to make the entities atomic attributes , which means thatthe attributes can not be broken down any further, for example theaddress attribute is broken down in address line 1, address line 2,Town.
Customer
Booking
Field Name Data Type Field Size\Key
BookingID Auto Number Primary Key
Arrival Date\Time (Shortdate)
N/A
Checkout Date\Time (Shortdate)
N/A
CustomerID Number Foreign key
RoomNumber Number Foreign key
Nights Cot required Number N/A
Nights Satellite TVrequired
Number N/A
Nights GamesConsole Required
Number N/A
Nights InternetAccess required
Number N/A
Nights Breakfastrequired
Number N/A
Nights All Mealsrequired
Number N/A
Hours Required Number N/A
Staff Required Number
Credit Card
Field Name Data Type Field Size \ Key
CustomerID Auto Number Primary Key
FirstName Text 30
LastName Text 30
AddressLine1 Text 30
AddressLine2 Text 30Town\City Text 30
PostCode Text (use input mask aswell) (10)
Telephone Text (use input mask aswell) (13)
CreditCardNumber Number Foreign key
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Field Name Data Type Field Size\Key
CreditCardNumber Text 20 (Primary Key)
ExpiryDate Text (short date)
CardHolderName text 30
Rooms
Validation
Table Field Name Validation Rule ValidationText
Booking ArrivalDate Not Between#22/12/05# And#07/01/06#
"Hotel isclosed onthis day -please tryanotherdate"
Input (using input masks)
Table Field Name Input Mask Place Holderused
Customer PostCode >LL00\ 0LL;;_ _
Customer Telephone \(9999")"00090009;;_
_
Queries (on the following pages)
Field Name DataType
Field Size\Key
RoomNumber Number (Primary Key)
RoomType Text(ComboBox)
(“Single/Double/Twin/Family/Confrence/Function)`
PricePerNight Currency n/a
CotAvalable Yes/No
SataliteTVAvailable Yes/No
GamesAvailalable Yes/No
InternetAvaliable Yes/No
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QueryDescription
Criteria Fields & Tables to include ReportsProduced
RoomsReserved
PARAMETERS [Please enterarrival date] DateTime,[Please enter checkoutdate] DateTime;SELECT Booking.Room,Booking.Arrival,Booking.CheckoutFROM BookingWHERE (((Booking.Arrival)Between [Please enterarrival date] And [Pleaseenter checkout date]-1))Or ((([Checkout]-1)Between [Please enterarrival date] And [Pleaseenter checkout date])) Or(((Booking.Arrival)<[Pleaseenter arrival date]) And(([Checkout]-1)>[Pleaseenter checkout date]-1));
Booking No
Checksroomavailability(usesRoomsReservedQuery
SELECT Rooms.RoomNumFROM Rooms LEFT JOIN[Rooms Reserved] ONRooms.RoomNum=[RoomsReserved].RoomWHERE ((([RoomsReserved].Room) Is Null));
Rooms table & Rooms Reservedquery
No
RoomsAvailableand Roomtype
None (combines RoomsAvailable query and Roomstable
Rooms table and RoomsAvailable
No
invoicedetails for areport
of Staff, Breakfast, SetMeals, Arrival, Checkout
BookingRooms Credit Card Number, FirstName, Surname, Address line 1,Address line 2, Town, Postcode,Telephone Number, Booking ID,Customer Number, Room Num,PricePerNight, Cot, Satellite TV,Games console and game hire,Internet Access, , Number of hoursneeded, Number
Yes
Whichrooms needcleaning orpreparingfor newguest
Arrival=Date() Bookings Rooms Room type,Arrival, RoomNum
Yes
Which Checkout = Date() Bookings, Rooms Yes
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rooms needcleaning forguestdeparture
Room type, checkout, Room Num
Daily RoomClean
Bookings, Rooms RoomNum,Room Type, Arrival, Checkout
Yes
RoomsQuery(shows thefeaturesavailable inthe room
RoomNum [Enter RoomNumber]
RoomsRoomNum,Type,Intenret,Cot,meals,Breakfasts, games console, satalite
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Entity Relationship Diagram (ERD)
From the Entity Relationship diagram we can see that this is in third normal form because I have made sure there is no repeating attributes, Ihave created a separate entity for each group of related data each with their own primary key these are necessary to make it into first normalform. To then to make it into second normal form I have created relationships between tables using foreign keys. Finally to make it into thirdnormal form I have ensured that all attributes that are not dependent upon the primary key have been removed.
Booking
BookingIDArrivalCheckoutCustomerID*RoomNumber*Nights Cot requiredNights Satellite TV requiredNights Games Console requiredNights Internet AccessrequiredNights Breakfast RequiredNights All Meals RequiredHours RequiredStaff Required
Customer
CustomerIDFirstNameLastNameAddressLine1AddressLine2Town\CityPostCodeTelephoneCreditCardNumber*
Credit Card
CreditCardNumberExpiryDateCardHolderName
Rooms
RoomNumberRoomTypePricePerNightCotAvalableSataliteTVAvailableGamesAvailalableInternetAvaliable
Key
Text in italics = primary key* = foreign key
OneOne
One
Many
Many
Many
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Form Design
Structure of database
CheckRoomAvailabilityForm
Enter NewCustomerForm
Credit CardDetailsForm
ReportsForm(Containscleanersdaily reportetc)
Logo
Quit button
Booking
Main Menu
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Initial Start up Screen (main screen)
Check Room Availability Form
Check Room Availability
QuitReports
Credit CardDetails
Booking
Customer Details
CommandButtons
Label
List Box (From the Rooms andRoom Type Query – displays therooms and room’s typeaccording the dates entered inthe query)
Room Availability
Form caption
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Credit Card Entry Form
Credit Card Entry Form
Card Number
Expiry Date
Card Holders Name
Add Credit Card
To add a new Credit Card,click 'Add Credit Card'Button. To delete a CreditCard, press the button withthe rubbish bin on. ToNavigate the Credit Cards,use the arrows to cyclethrough
Command button addsnew Credit Card Record
Deletes the currentrecord
Navigationcommandbuttons
Onscreen instructions
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Customer Details form
Customer Details Form
First Name
Last Name
Address Line 1
Address Line 2
Town / City
Postcode
Telephone
Add Record
Create a newBooking (add record)
Delete currentcustomer (record)
Navigation Buttons
Credit Card No.
Lookup wizard of thecredit card number(showing number,expiry data and CardHolders name)
To add a new customer, click 'AddCustomer' Button. To delete acustomer, press the button with therubbish bin on. To Navigate theCustomer Records, use the arrowsto cycle through.
On screen instructions (label)
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Booking Form
Booking Form
Customer ID
Arrival
Checkout
Credit Card No.
Room Number
Check Availability
Command Button to Runthe Room Availability form
1
2
3
Nights CotRequired
No. ofBreakfasts (pernights)
No of Set Meals(per night)
Internet (Pernight)
Satellite TV(Per night)
GamesConsole (Pernight)
Staff Required
Hours Required
Conference / Function Rooms only
Add Record
Create a newBooking (add record)
Delete currentbooking (record)
Navigation Buttons
To Create a new Booking, click on the 'NewBooking' Button below. To Delete the currentBooking, click the rubbish bin button. Tonavigate the bookings, click the arrows to cyclethrough the bookings
Additional help/ Troubleshooting can be foundin the User Guide provided
On Screen instructions(Label)
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Booking form Design notes:
1. Drop down combo box (Lookup wizard) showing the CustomerID, First Name, Last Name and Postcode (from the Customertable). This enables the user to easily see which customerthey are using. (the other details are hidden once theCustomer number is selected)
2. Drop down combo box (Lookup wizard) showing the CreditCard number, expiry date and card holders name (from thecredit card table) This enables easy viewing of the Credit carddetails, so the bookings are more accurate because the usercan see the full card details (the other details are hidden oncethe card number is selected)
3. Drop down combo box (Lookup wizard) showing the RoomNumber, Room type and Price Per Night (from the Roomstable).
Additional Notes (for all Forms)
Most of the data entries fields have help text, so that when the usermoves the mouse pointer over the field, then a brief description isdisplayed in the status bar.
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Invoice Design
Query to get the Report
Invoice (Report) Design (Using Wizard: layout Justified)
Design of the report on the following page
QueryDescription
Criteria Fields & Tables to include ReportsProduced
Invoice RoomNumber =[EnterRoomNumber]
Checkout= date()
SELECT Booking.Arrival, Booking.Checkout,Rooms.RoomNum, Rooms.RoomType,Rooms.PricePerNight, Booking!Checkout-Booking!Arrival AS NoOfNights,[NoOfNights]*Rooms!PricePerNight ASAccomodationCost,Booking![SataliteRequired(nights)]*10 ASSatelliteTV, Booking![GamesRequired(nights)]*5 ASGamesConsole,Booking![InternetRequired(nights)]*5 AS Internet,Booking![CotRequired(nights)]*10 AS Cot,Booking!FullMeals*30 AS FullMeal,Booking!Breakfast*10 AS Breakfast,[AccomodationCost]+[SatelliteTV]+[GamesConsole]+[Internet]+[Cot]+[FullMeal]+[Breakfast]*1.175 ASTotalVATFROM Rooms INNER JOIN Booking ONRooms.RoomNum = Booking.RoomWHERE (((Booking.Checkout)=Date()) AND((Rooms.RoomNum)=[Enter Room Number]));
Yes
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Bridge Hotel Logo
Customer Invoice
Arrival: Checkout:
Room
Room No. Room TypePrice per Night £Number of Nights stayed:
Accommodation Cost: £
Extras
Satalite TV £Games Console £Internet £Cot £Full Meals £Breakfast £
Total Inc VAT £
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Reports for Queries
Query Layout
DailyRoomClean
Columnar (sorted ascended by room date)
Roomsto Cleanwhenguestleaves
Columnar (sorted ascended by room date)
Roomstopreparefor guestarriving
Columnar (sorted ascended by room date)
Hi-fi designs
Main Screen (menu)
Command Button opensvarious forms
Saves and quits the database
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Room Availability Form
List of available rooms based on the datesinput. (In this case 12/12/05 and 13/12/05)
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Customer Details Form
Credit Card Form
Command button addsa new Customer
Command buttondeletes the currentrecord
Command buttons tomove forward orbackwards through therecords
Onscreeninstructions
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Credit Card Form
Onscreen Instructions
Command button adds newrecord
Deletes currentrecord
Command buttons to moveforward or backwardsthrough the records
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Booking Form
Command button runs Room Availability Form (seeabove)
Runs a query to show the featuresavailable in each of the rooms (seeadditional designs)
On screeninstructions
Command button addsa new booking(record)
Deletes the currentbooking (record) Command buttons to move
forward or backwardsthrough the records
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Reports Form
Command buttons show the various reports
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ERD Produced in Access
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Total Price (includingVAT at 17.5%)
Breakdown of any additional charges to theroom such as satellite TV, games consoleetc (charged per night)
Accommodation Cost (no. ofnights multiplied by roomcost)
Sample Invoice
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Sample Report: Daily Room Cleaning (14th December 05)
Guest arrivaldate
Guest departure date
Room Number
Room type
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Sample Report: Guests Arriving Today (14th December 2005)
Room Number
Room Type
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Sample Report: Rooms to Prepare for Guests leaving (15th December 2005)
Roomnumber Room Type
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Test Plan / Test Results
My test procedure to test this database is to verify each componentof the database. This is done by checking to see if the actualoutcome of the test is the same as the expected, for instance, whentesting command buttons, that the expected operation, such asloading a form, is executed. I will be recording the tests in the tablebelow, with space for any comments.
TestNum
Test Description Test Data ExpectedResult
ActualResult
Comments
1 Testing to see if thedatabase loads andshows the main menu
N/A Database toload and showmenu
Databaseloaded andmenudisplayed
2 Booking FormCheck that hotel cannot be booked during22nd December toJanuary 7th
22/12/05 Error Messagesaying “HotelClosed on thisday”
Messagesaying “HotelClosed onthis day”
3 Booking FormCheck that rooms cannot be booked during22nd December toJanuary 7th
31/12/05 Error Messagesaying “HotelClosed on thisday”
Messagesaying “HotelClosed onthis day”
4 Booking FormCheck that rooms cannot be booked during22nd December toJanuary 7th
07/01/06 Error Messagesaying “HotelClosed on thisday”
Messagesaying “HotelClosed onthis day”
The validation is onlyfor the year 05/ startof 06. the databaseneeds to be changedaccording to the year
5 Booking FormCheck that the roomscan be booked anyother date apart fromthe specified closingdate
11/04/05 No messagesto be displayed
NoneDisplayed
OK
6 Rooms AvailableQuery
12/12/05 All Apart fromroom 120 Free
All Apartfrom room120 Free
7 Main menuTest if the check roomavailability commandbutton works correctly
N/AInput boxrequesting toenter thearrival date
Input boxshown askingto enter anarrival date
8 Main menuTest if the quitcommand button exitsthe database
N/A Database Exits Databaseexited
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9 Main menuTest if the ‘View / AddCustomer’ commandbutton works correctly
N/A CustomerDetails form tobe displayed
Customerdetailsformeddisplayed
10 Main MenuTest if the ‘View / AddCredit Card’Command buttonworks correctly
N/A Credit CardDetails form tobe displayed
Credit CardDetails formdisplayed
11 Main MenuTest if the ‘View / AddBooking’ Commandbutton works correctly
N/A Booking formto be displayed
Bookingformdisplayed
12 Main MenuTest if the ‘Reports’commands buttonworks correctly
N/A Reports formto be displayed
Reports formdisplayed
13 Check RoomAvailability (whencommand buttonclicked on main menu)
N/A Input box to bedisplayedrequestingarrival date
Input boxdisplayed
13 Check RoomAvailability
12/12/05 Input boxrequestingcheckout dateto be displayed
Input boxdisplayed
14 Check roomavailability
15/12/05 All roomsapart fromroom 110 and108 to beavailable
All roomsapart fromroom 110 and108 available
This is based on 7bookings (Room 110booked from 12/12/05to 15/12/05 and Room108 booked from14/12/05 to 17/12/05)
15 Customer Details FormTest if the deleterecord commandbutton works
N/A CurrentRecord to bedeleted
CurrentRecordDeleted
16 Customer Details FormTest if the add newrecord commandbutton works
N/A A new recordto be created
New RecordCreated
17 Customer Details FormTest if the forwardcommand buttonworks
N/A The nextRecord to beshown
Next RecordShown
18 Customer Details FormTest if the ‘previous’command buttonworks
N/A The previousrecord to beshown
PreviousRecordShown
19 Credit Card DetailsFormTest if the delete
N/A CurrentRecord to bedeleted
CurrentRecordDeleted
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record commandbutton works
20 Credit Card DetailsFormTest if the add newrecord commandbutton works
N/A A new recordto be created
New RecordCreated
21 Credit Card DetailsFormTest if the forwardcommand buttonworks
N/A The nextRecord to beshown
Next RecordShown
22 Credit Card DetailsFormTest if the ‘previous’command buttonworks
N/A The previousrecord to beshown
PreviousRecordShown
23 Booking FormTest if the deleterecord commandbutton works
N/A CurrentRecord to bedeleted
CurrentRecordDeleted
24 Booking FormTest if the add newrecord commandbutton works
N/A A new recordto be created
New RecordCreated
25 Booking FormTest if the forwardcommand buttonworks
N/A The nextRecord to beshown
Next RecordShown
26 Booking FormTest if the ‘previous’command buttonworks
N/A The previousrecord to beshown
PreviousRecordShown
27 Booking FormTest if the CheckAvailability commandbutton works
N/A Input box to bedisplayedrequestingarrival date
Input boxdisplayed
28 Booking FormTest if the ‘Featuresavailable in rooms’command buttonworks
N/A Input box to bedisplayedrequestingRoom Number
Input boxdisplayed
29 Reports FormTest if the ‘DailyRoom Cleaning’command buttonworks
N/A Report fordaily roomcleaning (inprint preview)to be shown
Report fordaily roomcleaning inprint previewshown
30 Reports FormTest if the ‘Rooms toPrepare for guests
N/A Report forRooms toPrepare for
Report forRooms toPrepare for
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arriving’ commandbutton works
guests arriving(in printpreview) to beshown
guestsarriving inPrint previewshown
31 Reports FormTest if the ‘Rooms toclean for guestsleaving’ commandbutton works
N/A Report forRooms toclean forguests leaving(in printpreview) to beshown
Report forRooms toclean forguestsleaving inPrint previewshown
32 Reports FormTest if the ‘Invoice’command buttonworks
N/A Input boxrequesting theroom number
Input boxrequested
Testing for thiscontinues to ‘33’
33 Reports FormTest if the ‘Invoice’command buttonworks
110 (roomnumber)
Report of theInvoice (inprint preview)to be shown
Report of theInvoice inPrint previewshown
See Print out(Appendix A) foractual invoice (basedon the current date –only prints out for thatroom)
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Bridge Hotel Database User Guide (rev 1.1)
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CONTENTS
INTRODUCTION TO THE DATABASE 38
DESCRIPTIONS OF THE FIELDS IN THE DATABASE 38
ENTERING DATA INTO THE DATABASE (USING THE TABLE) 39
MAKING A BOOKING: 40
STEPS INVOLVED IN MAKING A BOOKING: 40
2. ENTERING CUSTOMER DETAILS 41
3.CREATING A BOOKING 42
CHECK ROOM AVAILABILITY (EXAMPLE) 43
VIEW REPORTS 44
PRODUCE A CUSTOMER INVOICE 45
EXITING THE DATABASE 45
GLOSSARY OF TERMS 45
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Introduction to the database
This database is designed to be an easier to use booking system for the bridge hotel.
Descriptions of the fields in the database
Customer
Booking
Field Name Data Type Field Size\Key
BookingID Auto Number Primary Key
ArrivalDate Date\Time (Short date)
N/A
DepartDate Date\Time (Short date)
N/A
CustomerID Number Foreign key RoomNumber Number Foreign key
CreditCardNumber Number Foreign key
Cot Yes/No N/A
Satellite TV Yes/No N/A
Games Console Yes/No N/A
Internet Access Yes/No N/A
Breakfast Yes/No N/A
All Meals Yes/No N/A
Hours Required Number N/A
Field Name Data Type Field Size \ Key CustomerID Auto Number Primary Key
FirstName Text 30
LastName Text 30
AddressLine1 Text 30
AddressLine2 Text 30
Town\City Text 30
PostCode Text (use input mask as well) (10)
Telephone Text (use input mask as well) (13)
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Conference Room Hours Required Function Room
Number N/A
Staff Required Number N/A
Credit Card
Field Name Data Type Field Size\Key
CreditCardNumber Text 20 (Primary Key)
ExpiryDate Text (short date)
Room
Field Name Data Type Field Size\Key
RoomNumber Number (Primary Key)
RoomType Text (Combo Box) (“Single/Double/Twin/Family)`
Entering Data into the Database (using the table)
Once Microsoft Access has loaded, you are presented with the following screen.
Click on the command buttons to
view the various forms
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Making a Booking:
Note: Prior to making a Booking, the Customer Details and Card details should be entered first (unless the customer is a returning customer)
Steps involved in making a booking:
1. Enter Customer Credit Card Details (not required if a returning
customer) 2. Enter Customer Details 3. Create a booking
1. Entering Credit Card Details From the main menu, click View/ Add Credit Card Detials The following form will be displayed:
Click the
command button to
enter a new credit
Card
Click to delete
the current
Record Use these commands
buttons to cycle through
the customer detail
records.
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Enter the card number in the card number box (this is in format that will only allow up to 20 digits). Enter the Expiry date and card holders name in the spaces provided.
2. Entering Customer Details
From the main menu, click View/ Add Customer Records The following form will be displayed:
Enter the customer details in the boxes provided. Select the customers previously entered credit card number from the drop down menu.
Click the command
button to add a new
customer Click here to
delete the
current record
Use these commands buttons to cycle through
the customer detail
records.
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3.Creating a Booking
From the main menu, click View/ Add Booking The following form will be displayed:
To check Room availability, click the Room availability Button. This brings up a separate window with the available rooms. If you are unsure of the features available in rooms, click on the features available in rooms command button. This also brings up a separate window, showing what features are available for that room number you entered. As with the Customer Details/ Credit Card Details form, click new booking command button to create a new booking. Click the rubbish bin command button to delete the current record. And use the navigation buttons to navigate through the booking records.
Important note: Credit Card Details MUST be entered
before you enter the customer details.
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Check Room Availability (Example)
From the main menu, click on Check Room Availability command button The following Screen will be displayed:
Enter the arrival date in the DD/MM/YY format After you have done that, the following screen will be displayed
Again, enter a checkout date in the DD/MM/YY format. After a few seconds, the rooms available during these dates are shown on the following page:
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View Reports
On this database, you can view the Cleaners reports where it shows the various cleaning tasks that the cleaners perform.
Click on the
command button to
view the report
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Produce a customer invoice
From the same menu (reports) Click on the ‘Invoice’ command button. This will bring up a dialogue box asking to input the room number. Enter the room number and the
invoice is shown, (with the option to print by clicking on the on the toolbar)
Exiting the Database
Click on the quit command button on the main menu. This saves and closes the database.
Glossary of Terms
Query A query is a question that you ask about the data in your table. Reports from the queries can be produced. Record A record is all of the information collected about a specific event, thing, product, or person, (such as a customer record). Report A report is used to show and print selected information from a table
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Conclusion & Future Developments
Conclusion
In conclusion, this database met the user requirements as it wasmuch easier to use than a paper based system, customer recordscan be kept, and achieved (the validation needs to be adjustedaccording to the year). Also the possibility of making mistakes withthe invoice has been eliminated as, as query has been produced,therefore calculations don’t have to be done by hand. The likelihoodof a double booking has been eliminated as the database showsonly the vacant rooms on the given day (using the query).
Future Developments
There are several things that could be improved upon to make. Thisis due to running out of the given time.
The improvements are:
On the query for the rooms available, at present, there is novalidation to show that the hotel is closed during the specifieddate (it is present on the booking form), so adding validationwill show that the hotel is closed during those dates, ratherthan the user finding out that it is closed when entering it inthe booking form.
The system for booking conference/ function rooms to beimproved, including creating a separate query to produce ainvoice for the bookings of a conference/ function.
In addition to the current validation, make it so that checkoutdate is greater than or equal to the arrival date. Thiseliminates errors in booking where the checkout is before thearrival date.
Another possible component to add to the database is on thebooking form, include a search button, so that the user cansearch for a specific booking, rather than using thenavigational buttons which could be time consuming if thereare a lot of bookings.
An improvement for the invoice could be that a uniquenumber (sequential) for each invoice is created.
Total Price (includingVAT at 17.5%)
Appendix A – Customer Invoice (from Testing)
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Appendix B
Additional Designs (added after initial designs to improve usability)
Booking Form
Added Command button to run a query (Room Query) to show whatfeatures are in a room (such as Satellite, Cot etc)
Room Query
QueryDescription
Criteria Fields & Tables to include ReportsProduced
As above RoomNum [Enter Room Number] RoomsRoomNum, RoomType, Cot AvailableSatellite Available, Internet Available, PricePer Night, Games Console Available
No