SY PROJECT INDEX

Mini Project based on SE Concept

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Problem Definition
Scope of the system
Proposed System
Fact finding techniques
Feasibility study
ERD
DFD
I/O Screens
O/P Formats
Report Layout
Conclusion
Bibliography

Problem Definition
The project is basically meant to computerize the actual room
booking, billing related to it. So as to gain accuracy, processing
speed, data consistency, data integrity, better error handling,
availability status and online help.
The hotel is offering different plans and room types. Master data
of these plan, room, room types is maintained so that whenever
there is any addition, modification, deletion in room and
bookings the master data is updated accordingly.

The present system is a manual front office system. All the

works and function which are described below are being
computerized. Here is the brief description about front office.

Front office is the most important department of the hotel

because of its revenue generating capacity. Front office is the
place where the customer is referred to as a guest. The front
office is responsible for allocating room for use. Room tariff is
the rate charged per room.

Reservation
Rooms
Guests can request for in advance. Booking can be done
through telephone or in person. Availability of the rooms will
be checked by referring to the occupancy chart. At the time of
booking room type, plan is confirmed.
Booking is not confirmed unless and until advance payment is
made. Once advance is paid a advance receipt is given to the
customer.
Booking can be preponed, postponed or cancelled. If
cancellation is made then no money is refunded back.

Conference hall
Sales executive gives the quotation to the company. Sales
executive accepts company details. Accordingly to companys
requirements availability of conference hall is checked with the
help of occupancy chart. Required rate negations are done.
Both sides give a written confirmation.

Registration
At the time of check-in customer has to show advance
payment receipt. The customer may be a
Indian
Foreigner
Company

The customer will fill guest folio. If customer is a foreigner then

the customer has to fill form C. This form will be given to the
nearest police station within 24 hours as well as one copy will
remain with the hotel. If customer is a company then rooming
list will be accepted by the receptionist. According to rooming
list room group will be prepared depending upon the
occupancy type i.e. Single, double or triplet.

Service Utilization
If customer wants to transfer his room, then availability of
room will be checked and accordingly new room is
given to the customer.
During the stay various fixed services as per plan, optional
services such as laundry, telephone, sightseeing will be

provided as per requirement of the customer. Considering all

service bills, final bill is prepared. Complaints and suggestions
from the customer are accepted and action may be taken on
them.

Payment
Billing and check-out
At the time of checkout, final bill is given to the customer.
When a customer makes final payment a final payment receipt
will be given to the customer. Front office cashier handles
payment. Payment can be made by cash or check

SCOPE OF THE SYSTEM

ROOM MANAGEMENT
BOOKING
BOOKING STATUS TRANACTION
CHECK-IN
SERVICES TO GUESTS
COMPLAINTS AND SUGGESTIONS
BILLING
CHECK OUT
REPORTS GENERATED

PROPOSED SYSTEM

1.ENQUIRY

When the customer is making an enquiry, the related

information is supplied to him but data about that customer is
not maintained.

2.ROOM MANAGEMENT

Dealing with addition of new rooms or existing status of rooms

as well as type of room, looking after room occupancy, room
transfer and also to attend at duties to particular room .

3.BOOKING

Computerizing the booking so as to reduce manual work,

human errors regarding availability. An occupancy chart will
be referred while booking. If the rooms are available as per
customers requirements booking will be confirmed and

advance payment is accepted or else the customer will be

listed on waiting list.

4.BOOKING STATUS TRANACTION

The period and check-in booking can be preponed, postponed

or cancelled. If the booking is cancelled the money is not
refunded back.

5.CHECK-IN

At the time of check-in customer s data will be updated.

Customer may be a foreigner or Indian or from a company.
Foreigners information is stored in separate form called form
c which is forwarded to the police. If customer is from a
company then a letter from the company is accepted and room
list from them and then accordingly generation of room group
considering occupancy type such as single, double, triple.

6.SERVICES TO GUESTS

Providing fixed services as per plan providing optional service

such as laundry, telephone, sight seeing or transport with
additional charges Looking after better guests satisfaction by
prompt room services. Maintaining separate bills for each
service, providing room transfer activities as per customer
requirements

7.COMPLAINTS AND SUGGESTIONS

Recording different complaints and suggestions expressed by

customer. Answering to complaints with valid reasons and
consideration of suggestion for future policies and decisionmaking.

8.BILLING
Preparation of final bill by considering the various service
transaction such as telephone charges, laundry or other
optional services .

9.CHECK OUT

Final bill is given to the customer. Receiving payment from

guests and giving receipt with refund if any. Keeping track of
damages if any and further follow up in a respective matter.

REPORTS GENERATED
Customer type wise customer report
Daily booking report
Daily Check-in report
Daily advance payment report
Booking type wise booking report
Booking status report

FACT FINDING METHODS

We visited very big and small hotels all over Pune in a bid to
find out the system used by them.

We found that many hotels still follow the age-old method

of maintaining records manually. The hotel staff does all
entries. The information is stored in big registers. These
registers store all the information but retrieving data from
these files is tedious job.

We also find a few hotels that have a computerized system for

generating receipt and management. They told us exactly what a
hotel would look for in software meant for generating receipt and
management. They told us that keeping records of past customer
was the most time consuming and difficult part.
Interviews
Analysts can use interviews to collect information about the
current system form the potential users. Here the analysts
discover the areas of misunderstanding, unrealistic exception
and descriptions of activities and problems along with

resistance to the new proposed system. Interviews are time

consuming.
We interviewed few people and got information regarding their
transactions.
Questionnaires :
Here the analysts can collect data from large groups.
Questionnaires could be Open-ended or Close questionnaires.
Open-ended questionnaires are used to learn feelings,
opinions, general experiences on process detail or problem. In
it, questions are answered in their own words. Where as in
closed questionnaires a set of prescribed answers are used
and specific response have to be selected. This is a costly affair
as the questions should be printed out. We prepared open
ended questionnaire and asked questions regarding, booking,
payment, rooma availability, room service, cancellation and
refund etc.
Record inspections or reviews
Basic records like the reports, bills, policy manuals,
regulations, standard operation procedures etc can be used for
better understanding the system.

OBSERVATION:

When customer entered into the hotel, he/she asks for the
room price chart. The manager/assistance will convey the
customer

by

showing

the

different

facility

of

hotel

e.g.12hrs/24hrs check-out, different A/C or non A/C room

rates, other facility like complimentary break-fast, near by
shopping location, STD call, laundry etc.
Then customer goes further room checking; he/she likes
the room, he/she will book the room by filling hotel register,
which includes serial no, name of the customer, occupation,
age, place, address, e-mail id, contact no etc. then customer
further asked for tax or bill. Now manager consoles the
customer to first pay advance. By all these above procedure
customer will check-in in hotel
After appropriate period, customer contacts the manager
for check-out. At the time of check-out all the bill including
kitchen, laundry if is there.

FEASIBILITY STUDY
One of the most important outcomes of a preliminary
scrutiny is:
The determination of the system requested is realistic
for feasibility study.
TECHNICAL FEASIBILITY
Technical

feasibility

deals

with

the

technological

aspects of the system. The hardware and software

needed for designing and implementing the systems
already available. We will be using open source and
freeware systems to develop the application.
OPERATIONAL FEASIBILITY
The user will be provided with all training required for
using the system. Once it is implemented the system is
user friendly. The system will be operationally feasible
as we will be designing the input screens and output
reports as per user requirement.

BIBLIOGRAPHY

Books referred during project development:

Software Engineering
By James Senn
DBMS concepts
Henry Korth

Other reference Material

Java docs
Cars web sites.