HOTEL MANAGEMENT SYSTEM 1

HOTEL MANAGEMENT SYSTEM
1.0
i.Introduction
This project provided a stimulus recipe of an investigative summary researching the productivity afforded by employing the use of technology in helping make the most out of our day to day situations. I goes further to dissect the SDLC in putting a solution to the problem found with the intended to alleviating the fear relating to cost that incur trying to take this worthy venture. The rest of the chapters will elaborate more details findings and methods taken to resolve the problem found.
ii. Background of the Study
Since the emergence of electronic computer, decision making and processing of information has been very easy. Data can now be stored on computer in a considerable low space and retrievedwithin a short period of time compared with the manual method which is tedious and timeconsuming as the size of the file increases Though, the ability of computer to store, retrieve and process data can also be done by human but the major difference is that computer can reliably execute millions of instructions within a nanosecond and store the result while it takes a longer period of time for human being to execute. Hotel Management System is a software system where the management of entire hotel is computerized The application stores customer record and daily activities performed in the hotel such as customer details, reservation details, creating a new room, vacating the rooms, etc. all are computerized and the management is done without any difficulty. It also generate report for authorized user on a daily basis and weekly report, thereby reducing the time and stress that will be undergone using the manual method.
iii Problem Statement
A hotel system manages information about rooms, reservations, customers, and customer billing. A customer can make reservations, change, or cancel reservations through the hotel website. When a customer makes reservations, he/she needs to check if a room the customer want to reserve is available. If a room is available, the customer enters his/her information to the system and receives a confirmation number from the web site.
A desk clerk checks in a customer with only a prior reservation, change the checkout date, and check out the customer. A room is assigned to the customer at check-in time and a customer billing record is created at that time. The customer billing record is updated every night at 12. When a customer checks out, the desk clerk prints the bill. A customer can pay by cash, check, or credit card when he/she checks out.
1. Develop the use case diagram showing actors and use cases for the hotel system.
2. Describe Reserve Room use case using the template for use case description.

iv Objectives:
To increase the global reach of a hotel website. Through it, hoteliers are able to launch hotel website so that various users around the world can access the website. Thus it increases the chances of a number of bookings. Also, it saves a lot of time and effort for customers as they can conveniently book hotel rooms from their homes.
Other objectives fulfilled by online hotel management systems are:
• To provide a platform to manage on-desk and online bookings
• To display organized information of hotel, prices and pictures.
• To add multiple hotels/rooms to the system.
• To change prices of hotel rooms when needed.
• View of availability of rooms in real time.
• Store customer information which can be accessed anytime.
• A user-friendly interface for customers for the easy booking process.
• To provide a secure payment gateway for online transaction

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v Scope and Limitation of the Study

The mission of this project is to facilitate easy management and administration of a hotel with capabilities to do Booking or reservations of the rooms, Cancellation of the rooms, creating of new user, Room service, Total billing etc. using the computerized hotel managements software. One can keep detailed records or info on an unlimited amount of customers. The system lets the user know which all rooms are available for occupancy at any point of time. This mmakes the booking considerably faster. And thus helps the hotel in better management andr educe a lot of paper work as well as manpower
Limitations
i) Lack of centralized data repository.
ii) Inadequate IT infrastructure.
iii) Limited time duration
vi Justification
This software is built up top meet need of a computerized “HOTEL MANAGEMENT SYSTEM”. This is based on new techniques and based on new idea . This is totally different and beneficial for other to easily use and understand. This Software provides fresher processing of any query and make information up–to–date. In this project “HOTEL MANAGEMENT” ,main three database files are maintained named ” Room details, Customer details, Rent details”. In Customer detail file, all customers related information is described. Customer name, Customer id, and room number can do searching. When Customer enters in hotel all facilities required to a customer are provided. Room maintenance facility is also considered in this project. Rent details file contains the rent information about each room

Vii Project Risk and Mitigation;
The following describes the risks associated with the project
Process Risk
Process risk involves risks regarding product quality. If the product developed does notmeet the standards set by the customer or the development team it is a failure. This canhappen because of the customer’s failure to describe the true business need or the failureof the software development team to understand the project than to use properequipment and employees to finish the project.
Mitigation
We want quality of the product to be as high as possible. To achieve this i will set up guidelines to be followed during all the phases of the software development cycle. The standard will be set and defined for all of the software development. This will help the in delivering the high quality product thus increasing reputation in the market. This will help bring in more clients in the future. It will also save customer from getting low quality product.
Development Risk
If client fails to provide all the necessary equipment for the development and execution of the software this will cause the software to become a failure. So in other words customer has to be able to provide time and resources for the software development team. If all the requested resources are not provided to the software development team odds for the software development to fail rises greatly.
Mitigation
If the users of the product fail to participate during the different phases of the software development we fail to recognize problems with the software. To avoid this in the mitigation phase we will try to meet the customer frequently and present software in phases so that customer and we can have better understanding the software being developed. More the time team spends with the customer better the understating the team will have regarding the software. This will help in coming up with just right product at right price for the customer. If customer fails to mention some special operations that have to perform with totally separate checklist and have to be stored separately, software development team does not know anything about it thus leaving big problem in the software.

Customer Risk
This is the risk where concern is client’s motivation or willingness in helping the software development team. If the client fails to attend meeting regularly and fails to describe the real need of the business the produces software will not be one that helps the business

Mitigation
If the users of the product fail to participate during the different phases of the software development we fail to recognize problems with the software. To avoid this in the mitigation phase we will try to meet the customer frequently and present software in phases so that customer and we can have better understanding the software being developed. More the time team spends with the customer better the understating the team will have regarding the software. This will help in coming up with just right product at right price for the customer. If customer fails to mention some special operations that have to perform with totally separate checklist and have to be stored separately, software development team does not know anything about it thus leaving big problem in the software.

Technology Risk
Technology risk involves of using technology that already is or is soon to be obsolete in development of the software. Such software will only be functional for short period of time thus taking away resources from the customer. Since the technology changes rapidly these days it is important to pay importance to this risk. If customer request use of software that soon to be obsolete software development team must argue the call and have to pursue customer to keep-up with current technology.
Mitigation
To avoid risk of using technology that may become obsolete in few years after the product have been developed. I will do excessive research on what technology to use for software development and will use the latest technology (programming languages etc.) to avoid this risk. Software development team has to make sure that the equipment requested (i.e. Palm-size PC) are current and will not be obsolete in near future.
Viii Budget and Resources

ix Project Schedule
The proposed system is to facilitate easy management and administration of a hotel with capabilities to do Booking or reservations of the rooms, Cancellation of the rooms, Cash billing, ordering of food, Adding new staff, Generate bill, Review of report, etc. using the computerized hotel management softwar
1.1 LITERATURE REVIEW
The application of the Internet in the business world has become a major trend in practice and generated a hot stream of
research in the recent literature. The Internet, as a collection of interconnected computer networks, provides free
exchanging of information. Over 400 millions of computers or more than 400,000 networks worldwide today are
communicating with each other (Napier, Judd, Rivers, and Wagner, 2001). As such, the Internet has been becoming a
powerful channel for business marketing and communication (Palmer, 1999), and for new business opportunities – as it is
often called as “e-business” or “e-commerce” today (Schneider & Perry, 2001). This new e-business or e-commercevirtual
marketplace allows small companies competing with business giants by just having a better web presentation of their
products/services. Under the same wave, online customers can enjoy a wider choice of products or services, more
competitive prices, and being able to buy their favorite items/services from the sellers located thousands miles away. It
provides communication between consumers and companies and throughelectronic data interchange (EDI), buyers and
sellers can exchange standard business transactions such as invoices or purchase orders with remarkable ease.
The hotel industry is certainly full aware of this trend and fully willing to contribute its share in this effort. In fact, the
industry has realized that during those early forays into cyberspace, the industry didn’t view e-booking strategically (many
hotels simply considered online room bookings at the time as a way to pick up additional business by selling distressed
inventory through those online travel agencies), and handed over too much control of inventory and pricing to those third
party online travel agencies.Now the industry is in the unenviable position of trying to take back the reins after early
shopping patterns have been established. While the pressure to sell their inventory rooms online will be continuing, the
industry has developed its new online strategy striving to get a better grip on this emerging marketing channel.
(http://www.iima.org/CIIMA/CIIMA%20V3%20N1%201%20Yang.pdf)
Online system has evolved to be a cornerstone in support of computer software users of all kinds. It is an electronic
interactive system that delivers information to users via telephone lines to personal computers (PCs) or via cables to
terminals. Such a service provides information, usually in text form, about news, education, business, entertainment,
shopping, and more. Some also provide message services and graphic and audio information.
(http://www.britannica.com/EBchecked/topic/429262/online-system)
Online hotel reservations are becoming a very popular method for booking hotel rooms. Travelers can book rooms from
home by using online security to protect their privacy and financial information and by using several online travel agents to
compare prices and facilities at different hotels. People can book directly on an individual hotel’s website. An increasing
number of hotels are building their own websites to allow them to market their hotels directly to consumers. Non-franchise
chain hotels require a “booking engine” application to be attached to their website to permit people to book rooms in real
time. One advantage of booking with the hotel directly is the use of the hotel’s full cancellation policy as well as not
needing a deposit in most situations. (http://en.wikipedia.org/wiki/Online_hotel_reservations)
Online Hotel Reservation Software (OHRS) is an easy to use arrangement that enables agents and guests to reserve
rooms directly via the internet once they have confirmed availability of rooms in accordance with the itinerary.
OHRS is an efficient and brilliant software, yet it is easy and uncomplicated to use. OHRS grants complete authority and
power on hotel or motel room booking over the internet. This entails that one can accumulate all guest payments; enter
own room descriptions, facilities, rates and allocations into the Reservation System. OHRS also allows to confirm
accommodation in real-time at hotel’s web site and close the sale without more ado.
(http://www.dotcomtechno.com/ohrm.html)
There are several benefits of OHRS. It makes the reservation process computerized and thus helps one to undertake a
large amount of transactions at a low cost. It lets the hotel in charge of over margins and pricing strategy. It enables one to
check available inventory and complete an online booking form making the reservation process more efficient and less
time consuming. The clients can settle the room rates and special offers at no extra cost.
OHRS assists hotel’s guests and agents with different payment options such as credit/debit cards. The system can track
hotel’s performance on a regular basis as all information concerning payments is updated online and sent to the
reservation manager by means of e-mail or mobile messages.
Gatesix Hospitality offers online hotel reservation system development services for lodging industry including Inns, motels
and resorts. Gatesix provides its hotel clients with the highest quality Internet presence as well as a seamless, embedded
online reservation engine that allows for easy navigation for the consumer and greater flexibility for the hotelier. Their
online hotel reservation system, “gRes” was crafted from strategic knowledge of the hotel business and a passionate
commitment to excellence in hospitality services. (http://www.gatesixhospitality.com/online-hotel-reservation-system.php)
BugHotel Reservation System was designed to simplify the task of online booking. It provides users a unique, intuitive and
easy to use interface that improves the way people use the web today. Through personalization and rich features,
BugHotel Reservation System enhances the entire Web experience. BugHotel Reservation System offers an online web
based reservation system for hotels, properties, motels and b&bs at affordable prices. (www.bughotel.com)
Online hotel reservations are also helpful for making last minute travel arrangements. Hotels may drop the price of a room
if some rooms are still available. Large hotel chains typically have direct connections to the airline national distribution
systems. These in turn provide hotel information directly to the hundreds of thousands of travel agents that align
themselves with one of these systems. Individual hotels and small hotel chains often cannot afford the expense of these
direct connections and turn to other companies to provide the connections
Several large online travel sites are, in effect, travel agencies. These sites send the hotels’ information and rates
downstream to literally thousands of online travel sites, most of which act as travel agents. They can then receive
commission payments from the hotels for any business booked on their websites.
Lastly, people can book directly on an individual hotel’s website. An increasing number of hotels are building their own
websites to allow them to market their hotels directly to consumers. Non-franchise chain hotels require a “booking engine”
application to be attached to their website to permit people to book rooms in real time. One advantage of booking with the
hotel directly is the use of the hotel’s full cancellation policy as well as not needing a deposit in most situations.
To improve the likelihood of filling rooms, hotels tend to use several of the above systems. The content on many hotel
reservation systems is becoming increasingly similar as more hotels sign up to all the sites. Companies thus have to either
rely on specially negotiated rates with the hotels and hotel chains or trust in the influence of search engine rankings to
draw in customers.
The ultimate service provided by these companies to the hotels and the online consumer is that they provide a single
database from which all reservation sources draw immediate room availability and rates. It is very important that hotels
integrate with all the supply channels so that their guests are able to make accurate online bookings.
There are many ways of making the online reservation, most of the online reservation systems use the centralized system
for making the reservation with the hotel directly. The online hotel reservation through the centralized system is just the
tentative reservation, means that a client do not need to pay at the time of reservation and instead pay at the time of check
in or check out.
Stuart (1995) in a study entitled “International Reservations Systems – Their Strategic and Operational Implications for the
UK Hotel Industry”, presented details of the method and results of an investigation of the role and influence of international
reservations systems within the UK hotel industry. The research comprised three questionnaire surveys of the use of
computer reservations systems and distribution services by UK hotels. These were analysed and produced an indication
of general use of systems and the contribution which these currently make to hotel groups and consortia. The work also
included a study of developments in access methods and changes in buyer behavior as observed by representatives of
computer reservation and distribution system, travel agency, hotel representation and intermediary companies.
The case study made by Jiaqin Yang, Jan Flynn and Krista Anderson of Georgia College and State University (2005)
aimed to describe some recent development of e-business application in the hospitality industry ( e.g. travel industry, and
recreational entities) and illustrate with two case studies. One is about a local hotel industry’s effort to use the Internet to
boost its local market. Another describes the operations and its competitive strategy of an emerging online travel agency.
The research objective is to investigate the trends and level of prevalence of application of the Internet in the hospitality
industry focusing on some emerging issues and challenges.
Casa Intramuros Reservation System was used by CITHM students as a front desk operation simulation only. It has 9
modules which consist of reservation, registration, checking reservation, room orders, billing system, housekeeping, main
panel, reports and user’s module. The system provided hands-on training for the students to explore and know the step by
step procedure in dealing with hotel reservation system. This system is similar with the system developed by the authors
in a way that it provided a hotel reservation and management system.
OPERA System is the MICROS property management system used in many large hotel chains, such
as Travelodge Hotels UK, Hyatt Hotels and Resorts, Rydges Hotels and Resorts, Marriott Hotels, Resorts and
Suites, Radisson Hotels and Resorts (subsidiary of Carlson Companies), the InterContinental Hotels Group and
the Thistle Hotels.Designed to meet the varied requirements of any size hotel or hotel chain, OPERA PMS provides all the
tools a hotel staff needs for doing their day-to-day jobs — handling reservations, checking guests in and out, assigning
rooms and managing room inventory, accommodating in-house guest needs, and handling accounting and billing.
Opera can essentially be the only management software a hotel needs, as it can handle Reservations, Customer Profiles,
Housekeeping Management, Maintenance logs, Cashiering, Accounts Receivable, Agent commissions and third party
interfaces such as Minibar systems or Guest TV. Arrivals and in-house guests are served using the Front Desk features of
the property management software. This module handles individual guests, groups, and walk-ins, and has features for
room blocking, managing guest messages and wakeup calls, and creating and following up on inter-department memos.