Vision and Scope Document

for

<Hotel Management System>

Version 2.1 approved

Prepared by <Liban Abdi Salad, ID :2135/10>

<date created: March 3, 2021>

Table of Contents
Table of Contents
Revision History
1. Business Requirements
Background
Business Opportunity
Business Objectives
Success Metrics
Vision Statement
Business Risks
Business Assumptions and Dependencies
2. Scope and Limitations
Major Features
Scope of Initial Release
Scope of Subsequent Releases
Limitations and Exclusions
3. Business Context
Stakeholder Profiles
Project Priorities
Deployment Considerations

Revision History

Name Date Reason For Changes Version

Business Requirements
Our business requirement is HOTEL MANAGMENT SYSTEM?
The Hotel Management System is a tool for booking the rooms of Hotel through online by the
Customer. It provides the proper management tools and easy access to the customer information.
we need that system This is the Stakeholders that need to build this system
The Owner of the Hotel
the owner of the hotel I want to keep the movement of this Hotel on all sides such as:
Accountable of the manager
the daily income of my hotel
the daily cost of the hotel
number of customers that staying my hotel
the number of customers permanently connected the hotel
the number of companies involved my hotel
the number employee of my hotel
Hotel Manager
Hotel managers play a central role in efficiently running a hotel and therefore need a range of
skills to succeed. They know great customer experience cannot be built in a day. Nor can
superior performance of team members be honed within weeks. So what is the main activities
that need this system to cover the manager
staff management
Customer service
commercially of accountable for budgeting and financial management
concierge and reservations recruiting, training and supervising staff
handling customer complaints and queries
promoting and marketing the business
ensuring compliance with health and safety legislation and licensing laws

Customer:
The third Stakeholders is the customer helps this system to
check for room’s availability
select the rooms and pay for the room.
Receptionist will have access to update or modify booking details/

Background
This Hotel Management System Software Requirement Specification (SRS) main objective is to provide a
base for the foundation of the project. It gives a comprehensive view of how the system is supposed to
work and what is to be expected by the end users. Client’s expectation and requirements are analyzed to
produce specific unambiguous functional and non-functional requirements, so they can be used by
development team with clear understanding to build a system as per end user needs. This SRS for HMS
can also be used for future as basis for detailed understanding on how project was started. It provides a
blueprint to upcoming new developers and maintenance teams to assist in maintaining and modifying this
project as per required changeability.

Business Opportunity
The opportunities in the market are few and they want investors to invest their money to get more hotels
that attract customers around the world and that will create more investors in our country today our town
of Jigjiga does not have many hotels and that is a job opportunity that needs to be filled The problem now
is that there are no fames hotels that the rich people of the world cannot see because there is no system for
them so we are creating a system that will help the rich people to see that Jijiga town has good hotels with
comfortable staff. A good and satisfying service will help this system to continue to occupy the
comfortable room of their choice and then there will be competition between hotels all over the city of
jigjiga town for any kinds of goods.

Business Objectives
Managing hotels and tourist attractions is an art that incorporates fundamental business practices with
leisure activities with the end goal of creating unforgettable experiences. However, such establishments
are not always able to meet their guests’ needs or match their expectations. Stays at popular
destinations are more memorable when businesses meet their objectives.
What does a hotel business need to survive in a competitive market? At least two things: Have an online
presence that makes the reservation process easier and deliver outstanding customer service so that
visitors returning to your area will choose your location again. Automating daily operations and
administrative tasks is an important part of achieving customer satisfaction as it helps provide reliable and
quality service time after time. A hotel is a complex system that encompasses the activities of many
departments, and every operation must be tracked. For this purpose, hoteliers utilize various tools
including spreadsheets, parper forms, and unified property management systems.

So what does this system help us with?

this system is a software that facilitates a hotel’s reservation management and administrative tasks. The
most important functions include front-desk operations, reservations, channel management,
housekeeping, rate and occupancy management, and payment processing.  Although PMS software
mostly controls reservation and financial transactions, it may allow you to manage housekeeping and
perform human resources management as well. In general, property management system facilitates the
main processes in a hotel related to internal and external operations.
Success Metrics
The success metrics is nothing but its metric Total available rooms represents the number of rooms
available multiplied by the number of days in the reported period. It is used as a measure of capacity in
the system of hotels

Calculation:
Total number of rooms – Number of rooms out of order/not in service/out of inventory
Why is this metric important?
This metric is essential for proper inventory calculations, which lead to proper number bookings. It also is
important for all of the hotel’s financial calculations as it determines how many operable rooms there to
base revenue formulas off of. For example, if a hotel has 300 rooms, but only 290 are in service, then for
that period, 290 is the base to use for metrics like RevPar
Vision Statement
To develop and manage hotel properties that provide the best guest experiences possible and yield
sustainable profits for our clients.
The ideology of our vision is to continue to apply and set the highest standards of service quality and in
that way justify and uphold the reputation that we have among the guests, partners, competitors and the
wider community. We use and constantly introduce environmentally friendly technologies and processes
in order to remain in balance with nature and also meet the needs of contemporary society.Tradition is a
testament to our success but in the future we also want to embrace the changes that modern time brings
and become more attractive in the market and more interesting to our guests and partners.
Business Risks
Hotel risk management entails identifying, evaluating, prioritizing, and controlling risks to enterprises in
the hotel industry. Hotel management faces several types of risk: 
 Operational risk to day-to day operations
 Project risk, encountered when building or expanding a hotel
 Strategic risk, to the hotel’s ability to chieve strategic objectives
 Security risk, including cyber security
 safety and security of guests, employees and other third parties;
 brand strength supported by operational excellence in risk management at all
hotels and corporate locations; and
 Maintenance and promotion of the reputation of the Company.
Hospitality businesses including hoteliers face the same risk management process as those
in other industries, starting with a risk assessment and including decisions about whether
to avoid, mitigate, or accept the risks that assessment reveals.
But hotel owners do face risks unique to the hospitality industry. Cyber security can be
especially challenging. Renting hotel rooms to travelers from around the world means
collecting personal data and payment card information from many people and businesses
every day, and hackers are eager to exploit that data. Marriott International, Hilton, Hyatt,
and Holiday Inn have all been victims of cyber attacks, and have revamped their risk
management strategies.
Safety and security risks in hotels
A strategic framework for hotel safety and security has been designed for owned and managed hotels and
is illustrated below, showing the identified groups of risks and describing the management activities
carried out to mitigate those risks.

Business Assumptions and Dependencies

It is assumed that system developed will work perfectly that’s going to be developed under the Windows
OS, and Apache Server with Mongo DB database. If incase of any difficulties, SRS should be flexible
enough to change accordingly.

Scope and Limitations

The HMS project is intended for the reservations for room that can be made through online. It will be able
to automate the various operations of the Hotel. Our Hotel Management System will have three end
users: Customer, Receptionist, and Hotel Manager. Hotel Management System will consists of
Booking Management System, DBMS Server, and Report Generator. Customers will be able to
check for room’s availability, select the rooms, and pay for the room. Receptionist will have access
to update or modify booking details. Manager will able to view the financial report and able to
update room information such as cost and category. The main goal of this introduced automated
HMS software is to simplify every day process of hotel. Day to day Hotels are increasing and they
need to automate to provide customer ease of access. It will be able to take care of services to
 customer in a quick manner. This automation will be able to replace the drawbacks of large customer
information physical files which were difficult to handle. Secure Transaction, quick retrieval of
information, ease of use, quick recovery of errors, fault tolerance are some of the benefits that
development team will be working on to achieve end user satisfaction.

Major Features
Specific Requirements
 External Interface Requirements
 User Interfaces
The user interface for system shall be compatible to any type of web browser such as Mozilla
Firefox, Google Chrome, and Internet Explorer.
Software Interfaces
Web Server
 Apache Tomcat Server , OS (Windows)
Database Server
 SQL SERVER DB, OS (Windows)
Development End
 J2EE,Java,JSP,Servlet,HTML,XML,JavaScript, OS(Windows)

Hardware Interfaces

Communication Interfaces
The System shall be using HTTP/HTTPS for communication over Internet and for intranet
communications, it shall use TCP/IP protocol.
Functional Requirements
Registration
 The Customer should be able to register with their details
 The system should record following customer details into member database.
 Name
 Email
 Password
 Address
 DOB
 The system shall send verification message to email
Logging In
 The system should verify the customer email & password against the member database when
logging in
 After login, member should be directed to Home screen
Reservation
 The system should enable customer to check for availability of rooms
 The system should display rate for all rooms
 The system should allow customer to confirm or cancel the booking
 The system should record booking details into database

Receptionist Access
 The system should allow Receptionist to update, add or delete booking information
 The system should provide customer desk portal access to receptionist for providing response
to customer inquiry
Manager Access
 The system should generate financial and customer report for manager
 The system should enable manager full modification access to customer ,booking and room
information
Payment Management System
 The system should allow customer to pay bill via online using credit or debit card
Performance Requirements
 Data in database should be updated within 2 seconds.
 Query results must return results within 5 seconds
 Load time of UI Should not take more than 2 seconds
 Login Validation should be done within 3 seconds
 Response to customer inquiry must be done within 5 minutes.
Security Requirements
 All external communications between the data’s server and client must be encrypted
 All data must be stored, protected or protectively marked.
 Payment Process should use HTTP over Secure protocol to secure the payment transactions
Safety Requirements
 Database should be backed up every hour.
 Under failure, system should be able to come back at normal operation under an hour
Capacity Requirements
 Not more than 10,000 members to be registered
 System need to handle at least 20 transactions during peak hours.
Availability Requirements
 Report should be generated automatically every day for manager and anytime upon request.
Software System Attributes
Correctness: This system should satisfy the normal regular Hotel Management operations
precisely to fulfill the end user objectives
Efficiency: Enough resources to be implemented to achieve the particular task efficiently
without any hassle.
Flexibility: System should be flexible enough to provide space to add new features and to
handle them conveniently
Integrity: System should focus on securing the customer information and avoid data losses as
much as possible
Portability: The system should run in any Microsoft windows environment.
Usability: The system should provide user manual to every level of users.
Testability: The system should be able to be tested to confirm the performance and clients
specifications.
Maintainability: The system should be maintainable.

Scope of Initial Release

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.

Scope of Subsequent Releases

There is no system that has been changed or postponed now but there is a system that we want to expand
but the problem is only the low cost.

Limitations and Exclusions

Stakeholders have no plans to reinstate the system but in the future we want to replace all outdated
devices.

Business Context
 This project is large and is surrounded by many businesses owned by big businessmen
who are connected to the hotel and invest in the economy of the hotel project.
The main responsibility lies with the owner who does not
Stakeholder Profiles
The stakeholders of the hotel are those
 .manager
 Customer
 Receptionist
Hotel Manager
Manager have every access to the hotel system. Manager is solely responsible for managing hotel
resources and staffs. Manager can view any report such as financial report, customer information,
booking information, and room information, analyze them and take the decision accordingly. Manger
is required to have experience on managing hotel previously, and have base knowledge of database
and application server.
Receptionist
Hotel Receptionist sole purpose is to provide the quality customer service. She has least access than
manager. She can manage the booking details. She can search for availability of rooms, add the
customer, confirm the booking, and update the booking details. Manager of hotel would probably
want the receptionist who has good communication skills and command over English language. She
should have basic IT Knowledge.
Customer
Customers are vital part of the system. Customers have access to view the vacant room information
and price range. They should be able to confirm the booking and cancel it if necessary. Customers
have access to customer service desk portal to forward their inquiry. Customer should at least be
capable to use the web UI interface.

Stakeholder Profiles
Major Value
Stakeholder Attitudes Major Interests Constraints
1 Managers 1 managing Traders people 45% I was 15% ahead of other maximum budget
2 Owner hotel resources Property people 50% hotels because of the = $1000000birr
and staffs, hospitality and good per year
3 Customer Tourists people 60%
2 accountable of services
4 receptions Governments 60%
the manager,
Agencies 40%
3 view the
vacant room
information and
price range
4 provide the
quality customer
service

manager To see the highly receptive, but identifying staff behaviors staffs
work flow expect high usability
Staffs like quick access resistant unless The owner can they receive a
police or the to data product is keystroke- investigate any problems reward
guard , compatible with with the system
managers current system
Project Priorities
Developing a hotel is an incredibly unique and rewarding business venture, but it’s not one for the faint-
hearted. From conception to ribbon-cutting, the hotel development process requires a clear vision,
immense strategic planning and serious perseverance. On top of the traditional challenges of opening a
new business, today’s economic landscape compels developers to vet every decision more thoroughly
than ever before to successfully determine where to develop, what type of hotel to build, and how it will
attract travelers in today’s ever-changing markets.

Dimension Driver Constraint Degree of Freedom

(state objective) (state limits) (state allowable range)
Schedule none
Features Release 1 plannied to be
available by 5/1/20
Release 2 by 7/5/21 overrun of
up to 4 weeks accepts table
without sponser review
Quality 90-95% of user acceptance tests
must pass for release 1.0, 95-
98% for release 1.1
Staff maximum team size is 1
PM, 1 BA, 6 developers +
3 testers
Cost budget overrun up to 15%
acceptable without sponsor
review

Deployment Considerations
Employee consideration is very, very important depending on customer reception
Hotel managers should be considerate of all hotel staff in order to have a well-functioning staff who loves
their work.
Employee considerations are for specific purposes and cannot be summarized here

THE END
Thank You My Teacher