Hotel Management System

Prepared for: Mama Sam

CEO

Prepared by: Peterson N. Wachira

Lead Developer, Tooscy Inc.

Submitted: 11th April 2018

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Table of Contents
1.0 Executive Summary..…………………………………………………………………………………………..2

2.0 Problem Statement ………………………………………………………………………….………………….2

3.0 Proposed Solution ….………………………………………………………………………….………………..2

1. Methodology………………….………………………………………………………….…………………..3
2. Schedule and Benchmarks……………………………………………………….…………………..4

4.0 Pricing Estimate ……………………………………….……………………………………….…………………5

1. Cost……………………………..…………………….………………………………….………………………5
2. Payment……………………..…………………….….………………………….……………………………5
3. Legal Matters………….…..…………………….………….………………………………………………6
4. Benefits……………………..………………..…….………………….………………………………………6

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1.0 Executive Summary

Tooscy Inc is a data science and analytics solutions company, with due focus on
business intelligence and data management. Our innovative business insights stem
from advanced data analytics, artificial intelligence and machine learning solutions.
We create value for our clients by delivering customized open source enterprise
applications. Our focus is on new generation technology which provides integrated
optimized solutions that are affordable, secure and provide a complete automation
experience that promotes business growth by cutting costs and improving efficiency.

With Odoo being at the heart of our every solution, Tooscy strives to deliver
satisfying ERP system solutions, custom Web/Mobile solutions, dedicated apps and
optimization of existing solutions.

We find satisfaction in knowing that our solutions cover your every need without
being complicated.

2.0 Problem Statement

With new players joining the hospitality industry everyday, it becomes imperative
for every player(new or established), to find ways of gaining any significant
competitive edge to remain relevant in the market, with each looking for an
approach that makes daily work easier, better, and brings down operating costs,
from rooms reservation to financial analysis and implications.

Evolving technology has forced hospitality industry players, and more so hotel
managements, to seek revolutionizing management systems that will facilitate the
running of the business with centralized operation.

3.0 Proposed Solution

Tooscy Inc looks to provide an open source management system that is all-in-one
solution operating at very low overall cost. With seamless booking procedures for
guests, smooth house keeping, inventory management, customized laundry
services, restaurant and kitchen management, employee information, gym and
other departments’ modules, management of facilities becomes centralized with
analysis made easier, faster and neat.

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3.1 Methodology

The hotel management system runs all the departments from a single place in
modular structure, allowing you to use it according to your business needs. The
open source system will typically comprise of the following modules:

 Human resource Management(Employee info, Payroll)

 Restaurant & bar Management with POS
 CRM Management(Customer details and records, Help Desk)
 Store Management(Inventory and store keeping)
 Health Club Management(Sauna)
 Reservation Management(Online booking and cancellations)
 Reports
 Customer Feedback
 Event Management(Conference hall booking and group meal orders)
 Bill & Invoices
 Laundry Management
 Club Member Management(Gym)
 Account Management(Ledger summary)
 House Keeping Management(attendance and shifts)

The above modules, with easy-to-use interface, categorically fall in 6 specific

“groupings” that make up the management system.

1. Front Office Operations

✓ Fill all required essentials while check-in.
✓ Hold guest information, about arrivals and departures.
✓ Get a glance at availability and room status anytime.
✓ Check out and Billing procedures made easy.
✓ Generate and print reports.

2. Manage Online Bookings

✓ Easily look for availability for a particular date.
✓ Get user credentials.
✓ Linked to online payment sites.

3. Restaurant POS
✓ Reserve table, book in advance.
✓ Take orders from menu or buffet.
✓ Assign servers to table.
✓ Print KOT/BOT.
✓ Link bills to a room.
✓ Easy payment options.

4. Housekeeping Operations
✓ Room service details.

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✓ Minibar details.
✓ Manage task for each of the staff.
✓ Linen inventory and amenities' detail.
✓ Laundry management.

5. Banquet Operation
✓ Book banquets and specify functions.
✓ Create packages for different functions.
✓ Get billing done for banquet services.
✓ Assign tasks as per banquet needs.

6. Accounting
✓ HMS synchronized with accounting software.
✓ Get revenue reports, sales auditing etc.
✓ Ledger summary and information.
✓ Holds all transaction details of the hotel.

3.2 Schedule and Benchmarks

Phase Duration Activities

Site visiting and gathering business

requirements,with the aim of
Requirement gathering and
2 days understanding the scope of the work .
analysis
Preparing Requirement Specification
document

Technologies to be used, capability of

the team, project constraints, time
Design 3 days
and budget are reviewed in line with
the documented requirements.

Building and debugging custom

modules. Writing of code and
Implementation or coding 2 weeks integration of system according to the
requirements and the design
discussed in previous phases.

Setting up pilot and test environments

with the aim of finding defects within
the system. The tests are as well
Testing 5 days carried out against the Requirement
Specification document(created in the
requirements analysis phase) to verify
that the application behaves as
expected and that the product is

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actually solving needs

Setting up live(production)
environment and rolling out once the
Deployment 2 days
software has been fully tested and no
high priority issues detected.

User training and solving of problems

Maintenance 1 week
arising in the production environment.

Note: Schedule is based on standard Software development life cycle and adapts Agile
software development.

4.0 Pricing Estimate

4.1 Cost

Table: Expenses

Requirements

Project Expenses

Requirement gathering and analysis Kshs 5,000

Design Kshs 15,000

Customization Kshs 20,000

Testing Kshs 0

Implementation Kshs 10000

Maintenance(arising technical software issues) Kshs 0

Total Project Expenses Kshs 50,000

Overhead / Misc. Expenses

Labor estimate(User Training) Kshs 7000

Other Current Assets Kshs 0

Long-term Assets Kshs 0

Total Misc. Expenses Kshs 7,000

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Total Cost Kshs 57,000

4.2 Fee Summary

Name Price
Project cost Kshs 57,000.00
Total Estimated Amount Kshs 57,000.00

Note: 25% of the total cost is to paid before commencement of project, and the
rest(75%) upon completion.

4.3 Legal Matters

This software is distributed under the open source AGPL License(GNU Affero
General Public License v3.0). (Permissions of this strongest copyleft license are
conditioned on making available complete source code of licensed works and
modifications, which include larger works using a licensed work, under the same
license. Copyright and license notices must be preserved. Contributors provide an
express grant of patent rights. When a modified version is used to provide a
service over a network, the complete source code of the modified version must be
made available.)

4.4 Benefits

Tooscy Inc distributes integrated Odoo open source software that has been
developed by a community of experienced programmers, making it reliable,
affordable and maintainable. The Management Software includes front office
management systems for all sorts of hotel operations and encompasses a
comprehensive line of solutions for many other aspects of hotel operations including
CRS (Central Reservation System), CRM, Spa Scheduling and Management, POS
Hotel Management Software as well as real-time hotel booking engine. Addition
tools are equipped to aid with the carrying out checks any sort of expenses made by
the hotel. With this the management can easily detect and eliminate any additional
waste cost expenses.

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