HERITAGE INSTITUTE OF TECHNOLOGY

Hotel Management System

Software Requirement Specification

Master of Computer Application (M.C.A.) 4th Semester SRS Project 2020

Submitted by:
Ranajit Hore (Roll no – 1882010)

Submitted to:

(Supervisor’s signature)
…………………………..

Prof. Debabrata Kar

Date of submission: 10th May, 2020

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 Table of Contents
Table of Contents...........................................................................................................................ii
Revision History.............................................................................................................................ii
1. Introduction..............................................................................................................................1
1.1 Purpose......................................................................................................................................... 1
1.2 Document Conventions................................................................................................................ 1
1.3 Intended Audience and Reading Suggestions.............................................................................. 2
1.4 Product Scope............................................................................................................................... 2
1.5 References.................................................................................................................................... 3
2. Overall Description..................................................................................................................4
2.1 Product Perspective...................................................................................................................... 4
2.2 Product Functions......................................................................................................................... 4
2.3 User Classes and Characteristics.................................................................................................. 8
2.4 Operating Environment.............................................................................................................. 10
2.5 Design and Implementation Constraints.....................................................................................10
2.6 Project Documentation............................................................................................................... 11
2.7 User Documentation................................................................................................................... 11
2.8 Assumptions and Dependencies................................................................................................. 11
3. External Interface Requirements......................................................................................... 12
3.1 Hardware Interfaces....................................................................................................................12
3.2 Software Interfaces..................................................................................................................... 12
3.3 Communications Interfaces........................................................................................................ 12
4. System Features..................................................................................................................... 13
4.1 E-R Diagram...............................................................................................................................13
4.2 Use Case Diagram..................................................................................................................... 14
4.3 Use Case Scenarios.....................................................................................................................15
4.5 Activity Diagrams............................................................................................................................. 29
5. Other Nonfunctional Requirements.....................................................................................42
5.2 Performance Requirements.........................................................................................................42
5.3 Safety Requirements...................................................................................................................42
5.4 Security Requirements................................................................................................................42
5.5 Software Quality Attributes........................................................................................................43
5.6 Business Rules............................................................................................................................ 44
6. Other Requirements.............................................................................................................. 45
Appendix A: Glossary..................................................................................................................46

Revision History
Name Date Reason For Changes Version

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Hotel Management System

1. Introduction
1.1 Purpose

The Software Requirements Specification (SRS) will provide a detailed description of the
requirements for the Hotel Management System (HMS). This SRS will allow for a complete
understanding of what is to be expected from the newly introduced system which is to be
constructed. The clear understanding of the system and its’ functionality will allow for the correct
software to be developed for the end user and will be used for the development of the future stages
of the project. This SRS will provide the foundation for the project. From this SRS, the Hotel
Management System can be designed, constructed, and finally tested.
This SRS will be used by the system development team which is constructing the HMS and the
hotel end users. The Project team will use the SRS to fully understand the expectations of this HMS
to construct the appropriate software. The hotel end users will be able to use this SRS as a “test” to
see if the constructing team will be constructing the system to their expectations. If it is not to their
expectations the end users can specify how it is not to their liking and the team will change the SRS
to fit the end users’ needs.

1.2 Document Conventions

The document is prepared using Microsoft Word 2013 and has used the font type 'Times New
Roman'. The fixed font size that has been used to type this document is 12pt with 1.5 line spacing. It
has used the bold property to set the headings of the document.

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Hotel Management System

1.3 Intended Audience and Reading Suggestions

The intended audience of this document would be owner and specific employees like Manager and
Receptionist of Hotel , and project team with the objective to refer and analyze the information. The
SRS document can be used in any case regarding the requirements of the project and the solutions
that have been taken. The document would finally provide a clear idea about the system that is
building.
Brief outline of the document is,
1. Overall Description
2. System Features
3. External Interface Requirements
4. Non-Functional Requirements

1.4 Product Scope

The introducing software, Hotel Management System which is going to be implemented for Hotel
will automate the major operations of the hotel. The Reservation System is to keep track in room
and hall reservation and check availability. The Room Management System is for manage all room
types room services. The Inventory Control System will keep track in all inventories of the hotel
and guest details will handled by guest management. Administration department will monitor the
all .There is three End Users for HMS. The End Users are Owner, Manager and Receptionist.
Owner can access to all system functionalities without any restrictions. Manager can access to all
system functionalities with limited restrictions. Receptionist can only access to the Reservation
management section. To keep restrictions for each End User levels HMS can create different Login
functions.

The objectives of the automated Hotel Management System is to simplify the day to day processes
of the hotel. The system will be able to handle many services to take care of all customers in a quick
manner. As a solution to the large amount of file handling happening at the hotel, this software will
be used to overcome those drawbacks. Safety, easiness of using and most importantly the efficiency
of information retrieval are some benefits the development team going to present with this system.
The system should be user appropriate, easy to use, provide easy recovery of errors and have an
overall end user high subjective satisfaction.

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1.5 References

Books:
[1] IanSommerville,Software Engineering 8th edition.Pearson education,2008.

[2] ElmasriNavathe,Fundamentals of Database System 3rd edition.Pearson education,2000.

[3] RaguRamakrishnan/JohnesGehrke,Database Management Systems 3rdedition.McGrow-

HILL,2003.

[4] Gerald W. Latin, Modern hotel management, W.H.Freeman, 2011.

[5] Michael J. O'Fallon, Denney G. Rutherford, Hotel Management and Operations illustrated
edition, John Wiley & Sons, 2001

World Wide Web:

[5]”Hotel Management Case Study”, March.6, 2010. [Online].Available:

http://www.scribd.com/doc/27927992/Hotel-Management-Case-Study, [Accessed: 1st May,
2020]
[6]”High-Level-Software Features”, [Online].Available:
http://www.high-level-software.com/features/, [Accessed: 1st May, 2020]
[7]Fernandez & Yuan, X,(1999). An analysis Pattern for Reservation and Use of Reusable Entities.
PloP 1999 conference, Retrieved from
http://hillside.net/plop/plop99/proceedings/Fernandez2/reservanalysisPattern3.PDf
[8]Lauesen, S, (2003), Task Descriptions as Functional Requirements, IEEE Computer Society,
Retrieved from http://www.itu.dk/~slauesen/Papers/IEEEtasks.pdf
[9]Louw,D,(2006, may 10).Description with UML for a Hotel Reservation System. Retrieved from
http://www.liacs.nl/assets/Bachelorscripties/2006-08JanneLouw.pdf
[10]” Hotel Receptionist Resume Sample” [Online].Available:
http://coverlettersandresume.com/receptionist/resume-sample-of-hotel-receptionist/,
[Accessed: 1st May, 2020]
[11]” Hotel Receptionist Duties”[Online].Available:
http://www.buzzle.com/articles/hotel-receptionist-duties.html, [Accessed: 1st May, 2020]

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2. Overall Description
2.1 Product Perspective

The Hotel Management System is a new self-contained software product which will be produced by
the project team in order to overcome the problems that have occurred due to the current manual
system. The newly introduced system will provide an easy access to the system and it will contain
user friendly functions with attractive interfaces. The system will give better options for the
problem of handling large scale of physical file system, for the errors occurring in calculations and
all the other required tasks that has been specified by the client. The final outcome of this project
will increase the efficiency of almost all the tasks done at the Hotel in a much convenient manner.

2.2 Product Functions

 Make Reservations
 Search Rooms
 Add Payment
 Issue Bills
 Manage Guest (Add, Update Guest)
 Manage Room Details (Add, Update, Delete)
 Manage Staff (Add, Update, Delete, View)
 Manage Inventory (Add, Edit, Delete)
 Set Rates
 Retrieve Reports (Staff payment, Income)
 Manage Users (Add, Update, Delete)
 Taking Backups
 E-mail notifications

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View Reports
Department
Insert Details

Update Department
Details
Owner
Delete

Department Details

Room/Staff/InventoryDetai
Add ls
Room/Staff/InventoryDetai
Update ls
Room/Staff/InventoryDetai
Delete ls
Manager

GuestDetail
Add s
GuestDetails
Update
GuestDetails
Delete
Rooms
Search
Receptionist Reservations
Make
Bill
Issue

Figure 2.1.1 High Level Architecture

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Hotel Management System

Functional Requirements

Function 1 Make Reservations

Input Code, Number of children, Number of adults, check-in date, check

out date, status, Number of nights
Output Database Record, Database successfully updated message
Processing Validate the given details and record the information in to the
database.

Function 2 Add Guest

Input Member code, Phone number, Company, Name, E-mail, Gender,

Address
Output Database Record, Database successfully updated message
Processing Validate the given details and record the information in to the
database.

Function 3 Add staff member

Input Code, Employee Name, Employee Address, NIC, Salary, Name Age,
Occupation, E-mail
Output Database Record, Database successfully updated message
Processing Validate the given details and record the information in to the
database.

Function 4 Search Rooms

Input Period, Check-in, Check-out, Guest

Output Display a message with available room details
Processing Validate the given details and check for the available rooms in a
given time period and return its’ availability.

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Function 5 Add Payments

Input Total, pay time, Credit card details

Output Database Record, Database successfully updated message
Processing Validate the given details and record the information in to the
database.

Function 6 Issue Bill

Input Billing no, Quantity, Price, Taxes, Date, Services, Unit
Output Printed version of the bill
Processing Validate the given details and total cost is calculated according to the
Services gain by the customer.

Function 7 Set Rates

Input Check-in, Check-out, Day, No.of guests, First night price, Extension
price
Output Database Record, Database successfully updated message
Processing Validate the given details and record the information in to the
database.

Function 8 Taking Backups

Input Location to save the backup file
Output Display a message showing backup successfully created
Processing Validate the user given location to save the backup file. Save the
backup file to the user specified location

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2.3 User Classes and Characteristics

2.3.1 User Classes

There are three user levels in Hotel Management System of Hotel .

I. Owner
II. Manager
III. Receptionist

2.3.2 Characteristics of User Classes

Owner:-

Hotel owner has the privilege of Monitoring and authorization of all the tasks handle by the system.
He can access every function performed by the system. Owner of the company as well as the system
can access to the administration panel which is consider the core of the system. As the main
authorized person of the company owner gets the ability to manage the other users including their
user levels and privileges. Taking backups of the system and restoring system can also be done by
the Owner. Meanwhile he will be able to take all the kinds of reports available in the system. As the
owner of the system and the company he has the power to set room rates as well. Hotel owner has
the sole right of deleting a staff member from the system database.

Manager:

Manager is responsible for managing resources available in hotel management system. Manager
also has most of the privileges mentioned above except the things regarding the payment handling.
The reason for using a Manager is to reduce the work load done by the owner that cannot be
assigned to the receptionist, as those tasks seem much responsible. The user level, Manager has the
authority to take all the reports available in the system but here also except the reports related to
financial stuff, hotel income. Manager has other abilities that receptionist, user level has. Such as,
adding new staff member to the system, modifying them or removing them, adding new guests to
the system, modifying them and removing them from the system, adding new inventory to the
system, modifying them and removing them. adding new room types to the system, modifying
them and removing them

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Receptionist:

As a hotel receptionist, he or her role will be to attain the goals of bookings and to ensure that all
guests are treated with a high standard of customer service. Hierarchically receptionist role has the
least accessibility to the system functions. Receptionist plays the boundary role of the system. He or
she can perform limited functions such as registering new guest to the system, make reservations,
sending e-mail reminders to clients for booking confirmation. Management of hotel will prefer to
hire receptionist who have a good standard of general education and possibly in subjects such as
English, math and IT.

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2.4 Operating Environment

Hardware and software requirements

Hardware:-
1. Operating System Supports all known operating systems, such as Windows, Linux
2. Computer 512MB+ RAM, monitor with minimum resolution of 1024x768, keyboard, and
mouse
3. Hard Drive should be in NTFS file-system formatted with minimum 10 GB of free space
4. A Laser printer will need to be used to print these reports and notes

Software:-
1. Software is designed to run on any platform above Microsoft Windows 7 (32bit).
2. Microsoft .NET Frameworks 4.0 or above.
3. Microsoft SQL Server Management Studio Express 2010.

2.5 Design and Implementation Constraints

Software development crew provides their best effort in developing the system. In order to maintain
the reliability and durability of system, some design and implementation constraints are applied.
Availability of an android app for hotel management system could make the system portable but
due to time constraint it is not possible. System will need a minimum memory of 512MB. But it is
recommended to have a memory of 1GB. When designing interfaces of system, we had the
capability of work with new tools such as Dev Express. Considering the client’s budget we decided
to create those interfaces in a simple realistic manner using affordable technology.

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2.6 Project Documentation

Project Documentation section reveals the all the details about documents created by the project
team so far of this project. It includes project charter and project proposal.

 Project charter: - This document provides the basic information about the team
members their responsible in developing functions, the background of the client and
the nature of the main problem identified

 Project Proposal: - The proposal of the project consists with the problems that are
identified with the client, and the solutions that are going to implement using the
proposed system.

2.7 User Documentation

User manual provide to the client will give a clear idea in interacting with the system. It will be
written in a simple understandable language concealing the inner complexity of the system. A hard
copy of the user manual will be delivered to the client with the delivery of system.

2.8 Assumptions and Dependencies

Some software used in implementing the system is with high cost and the client has agreed to afford
the amount of money needed to purchase them. It’s assumed that client won’t change that decision
on the next phases of the software development. Although we assume that client is using windows 7
or windows 8. Otherwise if client use an open source operating system, there is a need of changing
the SRS accordingly.

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3. External Interface Requirements

3.1 Hardware Interfaces

Section 2.4 includes the requirements of the desktop computer where the system going to be
installed. A specific computer must match with the above mentioned requirements in order to gain
the maximum benefits from the system in an efficient manner.
Reservation alerts will be sent to the one of the member of hotel staff as an e-mail notification. So
there is a need of broadband internet connection. Client should able to keep a stable internet
connection.
A laser printer will be needed when printing bills and several reports

3.2 Software Interfaces

The computer this software going to be install need to have Windows Operating System equal or
above, Windows 7. On that Windows platform .Net 4.0 will be installed and that will be the
platform the particular software will be run. There will be an ADO.NET data transmission with the
Microsoft SQL Server Management Studio Express 2010 R2 edition that will be installed in the
same computer.

3.3 Communications Interfaces

When a specific reservation reserved at the same time an e-mail notification will be sent to both
relevant staff member’s e-mail account and guest’s account. Guest will be notified in the check-out
date. To achieve that functionality, it requires having a stable internet connection. Mostly a
broadband connection with the client’s computer will provide the efficient service.

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4. System Features
4.1 E-R Diagram

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4.2 Use Case Diagram

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4.3 Use Case Scenarios

1)

Use case Name Make Reservation

Goal Add a new reservation
Primary Actors Receptionist
Secondary Actors None
Precondition Guest shouldn’t already be exist
Post condition Hotel Guest Details updated to include current
Guest
Triggers
Main flow Step Action
1 Receptionist enter guest details
2 System searches for room details
3 System presents room types and
tariffs
4 Customer selects room and
confirms tariff
5 System records customer’s name
and address
6 receptionist confirms booking on
system
7 System generates confirmation
receipt
Extensions

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2)

Use case Name Check Availability

Goal To check whether a room available or not
Primary Actors Receptionist
Secondary Actors None
Precondition Login to the system.
Post condition
Triggers
Main flow Step Action
1 Display User interface
2 Select Availability Tab
3 Enter room type, duration, number
of adults and children

4 System check room availability

relevant to each requirements
5 Display available room details
Extensions 4.1 No room available for entered
details and display “No Room
Available”

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3)

Use case Name Add Guest

Goal Add a new Guest
Primary Actors Receptionist
Secondary Actors None
Precondition Log in to the system
Post condition
Triggers
Main flow Step Action
1 Receptionist selects “add guest”
button
2 System prompts to fill out guest
details
3 System validates details
4 Update database
5 Display “Successful message”
Extensions
Guest details are incorrect, Display
3.1 the message "Unsuccessful" and
display Add guest option.

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4)

Use case Name Add Room

Goal Add a new room to the system
Primary Actors Manager
Secondary Actors None
Precondition Log in to the system
Post condition
Triggers
Main flow Step Action
1 Manager clicks “add room” button
2 System prompts the manager to fill
out room details
3 System validates new room
information
4 System creates a new room
5 Update database
6 Display “successful ” message
Extensions
Room details are incorrect, Display
3.1 the message "Unsuccessful" and
display room management option.

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Hotel Management System

5)

Use case Name Delete room

Goal Delete a room from the system
Primary Actors Owner
Secondary Actors Manager
Precondition Log in to the system
Post condition
Triggers
Main flow Step Action
1 User select “delete room” option
2 Display delete room option
3 User select the room
4 System display confirm message
5 User select confirmation
6 Update database
7 Display “successful message’
Extensions
If user select “Yes” details are
4.1 remove from the database. Else
cancel the process

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Hotel Management System

6)

Use case Name Edit room properties

Goal Alter properties such as view or type of room
Primary Actors Manager
Secondary Actors Owner
Precondition Log in to the system
Post condition
Triggers
Main flow Step Action
1 Manager selects “change room
properties”
2 System prompts manager to select
room
3 Manager select the room
4 System display room properties
5 Manager edit room properties
6 System alters room properties
7 Update database
8 Display “successful” message
Extensions

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Hotel Management System

7)

Use case Name Guest search

Goal Modify or delete guest information
Primary Actors Manager
Secondary Actors
Precondition Log in to the system
Post condition
Triggers Receptionist searches for customer
Main flow Step Action
1 User select search option
2 System displays search interface
3 User enters details
4 System validates user inputs
5 Display search results
Extensions
User inputs are invalid and prompt
4.1 Display unsuccessful message

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8)

Use case Name Create system restore point

Goal Create a system restore point to the system
Primary Actors Manager
Secondary Actors None
Precondition Log in to the system
Post condition
Triggers
Main flow Step Action
1 User Select security option
2 System display security option
interface
3 User select system restore
4 User select system restore point
5 System validates details
6 Create system restore point
7 Update database
8 Display “successful message”
Extensions
If system restores point invalid
4.1 display “invalid selection” user
redirected to security option.

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9)

Use case Name Set rom rate

Goal Set room rate to hotel room in system
Primary Actors Manager
Secondary Actors None
Precondition Log in to the system
Post condition
Triggers
Main flow Step Action
1 User select room properties
2 Display room management
window
3 User selects set room rates
4 Display enter room rate
5 User enter room rates
6 Validate details
7 Update database
8 Display “successful” message
Extensions
If room rates set previously clear
4.1 them and redirect to set room rates

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10)

Use case Name Add Property

Goal Add a new property to the system inventory
Primary Actors Manager
Secondary Actors None
Precondition Log in to the system
Post condition
Triggers
Main flow Step Action
1 User Select inventory section
2 System displays inventory
handling section
3 User Select add property
4 User enter product details
5 Validate product details
6 Update database
7 Display successful message
Extensions
If data invalid display “Invalid
4.1 selections” redirect to inventory
section window

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Hotel Management System

11)

Use case Name View financial reports

Goal View a financial report for specific time
Primary Actors owner
Secondary Actors None
Precondition Log in to the system
Post condition
Triggers owner clicks button “view reports”
Main flow Step Action
1 System prompts the owner to
select two dates
2 Enter dates
3 System will display the revenue for
that specific time
Extensions
2.1 If invalid details entered Display
“unsuccessful” message and
reenter interface.

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Hotel Management System

12)

Use case Name Delete Guest

Goal Delete a Guest
Primary Actors Receptionist
Secondary Actors None
Precondition Log in to the system
Post condition A new guest is added to the system
Triggers Receptionist clicks button “Delete guest”
Main flow Step Action
1 User interface displayed
2 Select “delete Guest” option
3 Enter guest details
4 Valid guest details
5 System display guest details
6 System confirms deletion of
selected guest
7 Update database
Extensions
4.1 If invalid details entered Display
“not found” message and redirect
to main interface
5.1 Database is not updated, Display
the message "Unsuccessful"

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Hotel Management System

13)

Use case Name Change Guest information

Goal Alter properties such as telephone number or
email of guest
Primary Actors Receptionist
Secondary Actors None
Precondition Log in to the system
Post condition Guest details edited
Triggers Receptionist clicks button “Edit guest”
Main flow Step Action
1 User interface displayed
2 Select “Edit Guest” option
3 Enter guest details
4 Valid guest details
5 System displays guest properties
6 System alters the guest properties
7 Update database
8 Display “Successful” message
9 Database updated
Extensions
4.1 If invalid details entered Display
“unsuccessful” message and
redirect to main interface
5.1 Database is not updated, Display
the message "Unsuccessful"

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14)
Use Case Take Backup
Goal Take a backup of the system
Primary Actor Owner
Secondary Actor Name
Pre-condition User should login to the system
Main Flow Step Action
1 Display user interface
2 Select backup option
3 Display backup interface
4 Select create backup option
5 Create backup
6 Creating backup process is not
successful, display
“Unsuccessful” message.

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4.5 Activity Diagrams

Add new Hotel Room

Edit Hotel Room

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Make Reservation

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Take Backup

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Search

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Delete a user

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Add Payment

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Add Guest

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Add Staff

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Add property

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Delete user

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Create system restore point

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Set room rate

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5. Other Nonfunctional Requirements

5.2Performance Requirements

Performance requirements define acceptable response times for system functionality. Although the
system is developed suiting for the least system performances, the performance of the system will
highly depend on the performance of the hardware and software components of the installing
computer. When consider about the timing relationships of the system the load time for user
interface screens shall take no longer than two seconds. It makes fast access to system functions.
The log in information shall be verified within five seconds causes’ efficiency of the system.
Returning query results within five seconds makes search function more accurate.

5.3 Safety Requirements

There are several user levels in hotel management system, Access to the various subsystems will be
protected by a user log in screen that requires a user name and password. This gives different views
and accessible functions of user levels through the system. Maintaining backups ensure the system
database security. System can be restoring in any case of emergency.

5.4 Security Requirements

Customer Service Representatives and Managers and owner will be able to log in to the Hotel
Management System. Customer Service Representatives will have access to the
Reservation/Booking and subsystems. Managers will have access to the Management subsystem as
well as the Reservation/Booking subsystems. Owner has the maximum privilege to all subsystems.
Access to the various subsystems will be protected by a user log in screen that requires a user name
and password.

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5.5 Software Quality Attributes

 Availability: - The system shall be available during normal hotel operating hours
 Correctness: - Extent to which program satisfies specifications, fulfills user’s mission
objectives
 Efficiency: - How much less number of resources and time are required to achieve a
particular task through the system.
 Flexibility: - Ability to add new features to the system and handle them conveniently.
 Integrity: - How the system would insecure the information in the system and how it avoids
the data losses. Referential integrity in database tables and interfaces
 Maintainability: - How easy is to keep the system as it is and correct defects with making
changes.
 Portability: - The Hotel Management System shall run in any Microsoft Windows
environment
 Reliability: - Specify the factors required to establish the required reliability of the software
system at time of delivery. Mean time between failures and mean time to recovery
 Reusability: - What is the ability to use the available components of the system in other
systems as well.
 Testability: - Effort needed to test to ensure performs as intended
 Usability: - How easily a person can be taken the benefits of the system and the user
friendliness.
 Robustness: – Strength of the system to handle system functions accurately and maintain the
database without facing to unexpected failures
 Maintainability: – What design, coding standards must be adhered to exclusions created

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5.6 Business Rules

Hotel Management System will perform under three users which are Owner, Manager and
Receptionist. The system is designed in a way where responsibility and privileges are decreased in
the order of owner, manager and receptionist. The role of manager is elected in the aim of making
the owner’s hands free from regular interfering with the system. So, most of the privileges that
owner has are given to manager, except the ones are critical and important. Some features like that
are, taking backup, restoring of the system and handling financial details, hotel income reports of
the system. Receptionist is given with the most frequently used features of the system which has
less responsibility than the other two users. Deleting of any information in the system is only
allowed for the owner of the hotel.

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6. Other Requirements
When the system is completely developed and submitted to the client, few sessions will be required
to make the users of the system understand about the functionality of it and some time to adapt to
the system. After those sessions, it’s required that a member from the development team should
spend sometime in the system background for an agreed time period. That time period will be used
in identifying new bugs that could not be reached in the earlier phases of the development process.
Client should have a valid e-mail account in order to receive reservation e-mail notifications.

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Appendix A: Glossary

Check-out – settle one’s hotel bill before leaving

Check-in – the process whereby a guest announces their arrival at the hotel

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