HOTEL MANAGEMENT SYSTEM

COURSE: DIPLOMA IN INFORMATION TECHNOLOGY UNIT CODE: DIT503 UNIT

NAME:PROJECT

A Hotel management system will help Hotels be more digitized and be

able to keep it’s records in a well and safe place. The Hotel Admins are
also able to control the hotel activities in a well structured system.

MAUREEN KITONYI REG NO: 21/03879

2103879@students.kcau.ac.ke
Hotel Online Hotel Management system
Project Proposal
Hotel businesses are one of the top-running businesses all over the world. The hotel business has
emerged with massive growth over the last decades. Hotel industries are also one of the main
reasons for tourism growth. The section of the service industry that deals with guest housing and
lodging are the hotel business. Modernssss Hotel is one of those hotel businesses for whom we
are going to develop a system to make reservations for customers and allow the restaurant
manager and staff to well co-ordinate the hotel.

Modern Hotel business is one of the hotel businesses using a manual system for hotel
reservations, bill settlement, and others. Managing the task manually can be very hard and time-
consuming. There comes the role of the Hotel management System. The Hotel Management
system helps customers to reserve hotel rooms from anywhere at any time with the medium of
the internet.

The Hotel Management system for this hotel works as the mechanism through which Hotel staff
can create a secure online reservation for customers. The Room management system is capable
of handling various activities like Guest details, Reservation details, invoice details, and many
more. This system provides good information sharing to both customers and staff of the hotel.
The Hotel Management system will be the means to eliminate the manual system which then
provide faster and more efficient operation in the hotel. The Hotel Management system is also
considered to offer an efficient, informative, and user-friendly website. Staff can easily be able to
make accommodation reservations, for different types of rooms, and select rooms within their
range simply by going to the hotel website. The manager can also edit and place the dishes
served in the restaurant.

The HR Manager can also manages the staff adds new employee and able to view the employee
salary

The Event Manager can also add new events and manage the Hall that are allocated for events in
the hotel

Problem Statement

The problem that our system might face are:

1. Lack of hotel and hotel website

2. Inability to match guest
3. If the admin forgets to set the room reserved in the system it can create confusion
 4. Guest cannot access every detail of the Hotel
5. The guest does not know what the surrounding of the hotel looks since it’s the
admin/receptionist that makes the booking
6. A technical problem like a server down may be another

Objectives
The room reservation system will be involved in the following actions:

1. To avoid manual and repetitive

2. To keep track of available rooms, Dishes and events in the Hotel
3. To create a database where every customer’s detail and Staff
4. To secure all the data and records.
5. To provide speed reservation and registration service.
6. To retrieve records simply whenever
7. To authorize the users to have access to the records.
8. To generate a proper record of the hotel
9. To inform the availability of rooms in real-time.
10. For the HR Manager to be able to manage the staff easily at ease.
 Methodology
For our project on the room reservation system, we will be using the waterfall method as it is
easy to manage because of its rigidity.

Working Mechanism of the Room reservation system

Receptionist

Add Customer and rooms

Customer and rooms

.. Menu RESTAURANT
Add Employee MANAGER HOTEL
HR Manager MANAGEMENT Create Dishes
SYSTEM
Employees
Work Schedule
Salaries

Halls& Events

Add Hall& Event

Event Manager
Requirement identification
Study of the existing system

The current system of hotel management is fully based on paperwork. All the records of
customers and rooms which are available in the hotel are managed by the hotel management
through paper. There may be some problems or delays in allocating rooms and providing
services by a human. Manually handling the hotel room records, customer details, and other
management is hard and time-consuming. While all the records are kept in files they may get
torn out, lost, or get damaged due to water or fire. Calculations done by staff may not be accurate
sometimes. And even transferring the records or finding records is a big problem and also creates
a mess. The manual system of room reservation is also time-consuming as a customer have to
visit the hotel first and ask for available rooms then inspect those room then only if the customer
like it, he will take the room or else he won’t and for all these processes cost a lot of time.

There are also many hotel booking websites but those websites create competition among the
hotels. Those websites also create confusion for customers to choose between many hotels.
Those websites may also charge some fee for linking up the hotel site. Those websites may also
take paid promotions from the big hotels and refer only those hotels to the customers.

Disadvantages of the existing system:

1. Time-consuming system for making reservations and recording

2. Mixing of two or more customers
3. Recording of data manually is not
4. A lot of space can be taken from
5. It may face the problem of human
6. Possibility of losing customers
7. Unwanted duplication of the record.
8. Difficulty in maintaining file security and
9. Easy access to guest information by unauthorized users.
10. Reusing and retrieves of guest records are extremely difficult.

Requirement Collection
Functional requirement

1. The administrator can check the information of users.

2. Restaurant manager can edit weekly and daily dishes.
3. The system accepts the user registration only if the required fields are
4. Receptionist can search and book rooms according to users need
5. Booking confirmation should be sent to the guest email and keep record
6. Confirmation of room reservations should be stored in the database
7. Users can also get cancel the booking without any problem
8. The system will be able to display the available rooms, dishes, employees
9. The system allows the HR Manager to check the hotel operations
10. Displaying their charges and other services
Non-Functional requirement

1. It is easy to use, efficient, and user friendly

2. It will be developed in such a way that the system is available both day and night
3. Any modification like insert, delete, update, etc. for the database can be synchronized
quickly and can only be executed by the developer
4. The system must recover easily from any kind of faults
5. The system must be protected from unauthorized users

Feasibility Study

A Hotel Management system is a system that is highly feasible for these kinds of hotels. This
system is being developed after a high-level study of the entire system analysis and design
process which helps the hotel in every aspect. The system being developed will be flexible to
support the hotel to acquire more guests. There are three types of feasibility studies I kept in my
mind for the development of the system for this hotel.

Technical feasibility

The proposed system of room reservation is very technically feasible as we are going to develop
the system using existing technology. The required hardware and software for the development
of the system are available. The software developed for the Hotel Management System is used in
a client-server architecture where Java are used as the front end and MySQL is used as the back
end for this project. With every knowledge of working with programming languages, I am going
to develop the system.

Operational feasibility

The Hotel Management system is very feasible regarding the operation of the hotel reservation.
The system is just an advancement of the manual system. The main purpose of the system is to
provide an online reservation service to guests which is easy to operate and staff to handle that
reservation easily. The system helps to promote the hotel and also creates a user-friendly
environment for room booking that saves time. The system helps in recording the details and
providing invoices for both guests and the staff without having to deal with time-consuming
paperwork.

Economical feasibility

The system will help reduce the traditional record-keeping style which will eventually reduce the
expense of hotels for registers and files. Keeping records in a digital format is less costly yet
reliable. The system also does work alone which requires two or more people to do it. The cost
for the development of the system is also one time cost as the system is reliable in the long run.
High Level Design of System (Booking Process)

Figure Above: Use Case Diagram

In the figure above, the guest and admin are the actors, and gives are the actions performed by
them in the system. Both of them have to log into the system for performing any task. The guest
has to insert their details while booking the room which will be verified by the admin when the
guest checks in at the hotel. Whenever the guest makes or cancels the reservation admin has to
acknowledge it. Guests always check for the rooms before making a reservation. The guest
receives the bill and the admin should provide him with the bill. Admin is responsible to
establish room rates and also categorize the rooms.
Figure Above: Flowchart diagram

The above diagram shows the flowchart of the user logging into the system for the reservation.
When the user visits the website, he/she sees the home page from where he/she can log in. If the
guest is not registered in the database, he/she has to register first then only they can explore the
room information given on the website. If he/she likes the room they check for its availability. If
the room is available, they have to insert their details to confirm their reservation (By default it’s
the HR Manager who creates the accounts)
Expected Outcomes

When the project is completed then the Hotel users can register and log in to their account in this
application and can easily book clients their choice of rooms in the hotel. This system also helps
to minimize the work of the staff by digitally storing records. It also increases the reservation of
the hotel. The HR Manager can easily add employees and view their progress. The restaurant
manager can add dishes and view and edit the Menu, he/she is responsible of basically the dishes
in the hotel. The event manager adds and edit event that are carried out in the hotel and also
manages the conference halls in the hotel. The invoices are printed within a second with full
accuracy. From this system, we expect to introduce the hotel internationally. The well-developed
website creates a user-friendly environment which makes it easy to use the website.