6/10/2014

HOTEL
MANAGEMENT
SYSTEM
Project Proposal (Synopsis)
Harsh Parashar
115164078
1 | I n t e r n a t i o n a l H a r s h I N N
Harsh Parashar
TABLE OF CONTENTS

1. Title of the Project (i)
2. Introduction of the Project (2)
3. Objectives of the Project (4)
4. Project Category (6)
5. Analysis (DFDs, ER Diagrams/ Database designs etc.)
a. DFDs (7)
b. ER Diagrams (12)
c. Database Design (13)
6. A complete structure which includes: (16)
a. Number of Modules and their descriptions
b. Data Structures as per the
Project Requirement for all modules.
c. Process Logic of each module
7. Tools/ Platforms, Hardware and
Software Requirement Specifications (20)
8. Are you doing this Project for any
Industry/Client? Mention Yes/No. (20)
9. Future Scope and further Enhancement
of the Project. (21)

2 | I n t e r n a t i o n a l H a r s h I N N
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INTRODUCTION

This is a Project work undertaken in context of fulfilment of BCA
Project. I have tried my best to make the complicated process of HOTEL
MANAGEMENT SYSTEM (International Harsh Inn) as simple as possible
using Structured and Modular technique & Menu oriented interface. I
have tried to design the software in such a way that user may not have
any difficulty in using this package & further expansion is possible
without much effort. Even though I cannot claim that this work to be
entirely exhaustive, the main purpose of my exercise is perform each
Employees activity in computerized way rather than manually which is
time consuming.
I am confident that this software package can be readily used by non-
programming personal avoiding human handled chance of error. This
project is used by:
Hotel Staff
o Administrator
o Manager
o Receptionist
o Room-Service Incharge

Administrator can maintain daily updates in the Hotel Records. When
Receptionist wants to change any record, a request is forwarded to
Admin, Only if approved change could be made. Also, to add a new entry
in Hotel Staff is done by Administrator.

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Manager here seeks Report from Admin and/or Receptionist about
daily working of Hotel. Also he/she has to look after the financial loss or
profit of Hotel.

The very purpose of Receptionist is to perform front-end operations of
Hotel like
o Check-In of Customer
o Print Payment Slip
o Check Out of Customer
o Forward Service Request to Room Service Incharge
o Check Room Availability
o Compute Bill(Invoice)
o Edit Self Details
o Forward Edit Request to Admin

Room Service Incharge here has to constantly view the Open
Requests forwarded by Receptionist for the given Room Number.
The main aim of the entire activity is to automate the process of day
to day activities of Hotel like Room activities, Admission of a New
Customer, Assign a room as per Availability, checkout of a computer and
releasing the room and finally compute the bill etc.
The limited time and resources have restricted us to incorporate, in this
project, only the main activities that are performed in a HOTEL
Management System, but utmost care has been taken to make the
system efficient and user friendly. HOTEL MANAGEMENT SYSTEM has
been designed to computerize the functions that are maintained in the
Hotel using Register.

4 | I n t e r n a t i o n a l H a r s h I N N
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OBJECTIVES

During the past several decades personnel function has been
transformed from a relatively obscure record keeping staff to central and
top level management function. There are many factors that have
influenced this transformation like technological advances,
professionalism, and general recognition of human beings as most
important resources.

A computer based management system is designed to handle all the
primary information required to calculate monthly statements. Separate
database is maintained to handle all the details required for the correct
statement calculation and generation.

This project intends to introduce more user friendliness in the various
activities such as record updation, maintenance, and searching.

The searching of record has been made quite simple as all the details of
the customer can be obtained by simply keying in the identification of that
customer.

Similarly, record maintenance and updation can also be accomplished
by using the identification of the customer with all the details being
automatically generated. These details are also being promptly
automatically updated in the master file thus keeping the record
absolutely up-to-date.
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The entire information has maintained in the database or Files and
whoever wants to retrieve cant retrieve, only authorization user can
retrieve the necessary information which can be easily be accessible from
the file.
The main objective of the entire activity is to automate the process of
day to day activities of Hotel like:
1. Room activities
2. Admission of a New Customer
3. Assign a room according to customers demand
4. Checkout of a customer and releasing the room
5. Finally compute the bill etc.
6. Room service request
7. List of Regular customers.
8. Room Availability (on selected date)
9. Searching Customer by CustID, Name

This project have some more features:

No data duplication
No Paper Work Required
Time & Cost Efficient
Automatic data validation
User friendly environment
Data security and reliability
Fast data insertion & retrieval
Easy performance check
Calendar & Calculator
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PROJECT CATEGORY


This Project is coupled with material on how to use the various tool, sub
sets available in .NET C#(4.5) and Microsoft SQL server(Express Edition
2008). The need of todays software development is competence in a
GUI based front-end tool (Visual Studio C# .NET), which can connect to
Relational Database engines (SQL server). This gives the programmer
the opportunity to develop front-end commercial applications. These
applications give users the power and ease of a GUI with the multi user
capabilities of RDBMS engines such as SQL server .All the important
coding techniques used by programmers, in OOPS based coding is
brought out in full and in great details.















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PROJECT ANALYSIS

Data Flow Diagrams

o DFD at Level 0 (Context level)





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o DFD at Level 1 (ROOM BOOKING)











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o DFD at Level 1 ( EDIT/DELETE CUSTOMERS DETAILS)











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o DFD at LEVEL 1 (ROOM SERVICE REQUEST)











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o DFD at LEVEL 2 ( CHECK OUT OF CUSTOMER)











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ENTITY RELATIONSHIP DIAGRAM









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DATABASE DESIGN

Login Table
FIELDS TYPE
UserID int
UserType Nvarchar(50)
UserName Nvarchar(50)
PassWord Nvarchar(50)

Customer Table
FIELDS TYPE
CustID Int
CustFName Varchar(50)
CustLName Varchar(50)
Age Int
Gender Varchar(15)
ContactNum Bigint
AltContactNum Bigint
Address Nvarchar(50)
City Varchar(50)
Country Varchar(50)
Occupation Varchar(50)
VeriID Nvarchar(50)
VeriIDNum Bigint
CheckIn Datetime
ExpCheckOut Datetime
CheckOut Datetime
Adult Int
Children Int
Class Varchar(5)
RoomNumber Int
Amount Bigint
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Advance Bigint
Paid Bigint
Pending Bigint
Modified Date Int
LastPayment Datetime
Remark Nvarchar(200)
Discount Int
EmpID Int
Payable Bigint
Status Varchar(10)
Charges Bigint



Employee Table
FIELDS TYPE
EmpID Int
Name Varchar
Designation Varchar
Address Nvarchar
Gender Varchar
Contact Num Bigint
Age Int
DOB Datetime
DOJ Datetime
Email Nvarchar
Net Salary Int
Current Shift int





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Administrator Update Table

FIELDS TYPE
EmpID Int
EmpName Varchar
CustID Int
CustName Varchar
Operation Varchar
Earlier Nvarchar
Modify Nvarchar
Reason Nvarchar
Date Datetime
Status Varchar
AdminID Int









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MODULES DESCRIPTION

The basic objective of HOTEL MANAGEMENT SYSTEM is to generalize
and simplify the monthly or day to day activities of Hotel like Check in
of New Customer, Check out of customer, Assigning a room according
to Availability, Room Service Request, Finding Availability of Room
and finally compute the bill etc. which has to be performed repeatedly
on regular basis. To provide efficient, fast, reliable and user-friendly
system is the basic motto behind this exercise.
Let us now discuss how different functions handle the structure and
data files:

1. Password

In this module, User/ Employee enters a
password and the software checks its
validity. If the password is valid then User
is given access and further user can change
password, otherwise Invalid
User/Password message is displayed.
There is an option for password recovery,
log out, login. The Administrator can
update changes in the system after login.






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2. Function
ROOM_AVAIL()

The Room Availability can
be checked in two ways:
1) Todays
2) Selected Date



3. Function
CHECKIN_CUSTOMER()
This function is used to admit a
customer in our Hotel after entering his
all personal details like Name, Address,
Phone, Gender and then he/she is
assigned a room from ROOM_AVAIL()
function.


4. Function
CHECKOUT_CUSTOMER()
This function is used to check out the
customer and change the status to
OUT from CUSTOMER database.
When the user inputs room number,
the same room number will be
checked in the database, if the room
number is matched in the database,
then the customer will be check-out
from the database after receiving
Pending Amount.



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5. Function GENERATE_BILL()
When any customer check-out,
his/her bill is generated automatically
by calculated check-out date minus
check-in date and getting multiplied it
by daily room charge plus other
charges and the bill has to be saved in
the table in the database with all the
basic details required.


6. Function
DISPLAY_RECORD()

This function is used to display
all the transaction including the
customer name, address,
phone, Room Number, Amount
pending. This is a global report
to display all the transaction
records in the screen in a
GridBox.

7. Validation of Data Entered by the User & Error
Handling

In this function, the validity of data entered by the user during the various
business processes is checked through various validation checks. For
example, there should not be any characters entered in the numeric


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fields, likewise if there is any error occurs than it should handle that
particular error and give the required messages.

8. Searching

In this function, a present customer or
earlier stayed customer can be
searched by CustID or by Customer First
Name from the database according to
their authentications.

9. Alter Request Forwarding to Admin

When a Receptionist, alters self or any
Customers details, the same alter request is
forwarded to Admin for review. Only After
Approval of Admin changes get permanent else
changes are rolled back.







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SYSTEM REQUIREMENTS
Hardware Requirements
Requirements
CPU Pentium 4 1.5 GHz or Athlon XP 1500+
processor or high
Memory 1 GB RAM
Hard Drive 1 GB of free Hard Disk space
Graphics Hardware Not needed
Sound Hardware DirectX 9.0c compatible sound card
Hardware VDU, Mouse, Keyboard
Optional Hardware Printer, Card Swipe Machine

Software Requirements
Requirements
Operating System Windows XP, Vista, 7 or 8
.NET Framework 4.5
Windows Installer 4.5
SQL Server SQL Server 2008 Express Edition
Video File Video File to be saved in Disc D to
launch on Startup

DISCLAIMER
This Project (International Harsh Inn) is totally designed by me
and have not been submitted to either any Client or any Institution. The
Name of Hotel and other Assets used in this Project are Imaginative.

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Scope of Future Application

This project can be used in the hotel after adding some more
useful modules in the project for which hotel are providing
services.
Utmost care and back-up procedures must be established
to ensure 100% successful implementation of the
computerized hotel system. In case of system failure, the
organization should be in a position to process the
transaction with another organization or if the worst
comes to the worst, it should be in a position to complete
it manually.

Scope of Improvement

Now a days hotel are providing many other facilities, this
project can also be improved with the improvement in the
Hotels.
Also, Hotel can enhance the business by automating the
process online by building a website and connecting to the
Central Hotel Database which could get in touch with
customers easily.