HOTEL MANAGEMENT SYSTEM

PROJECT DESIGN AND ANALYSIS

Table of contents:
1.Executive summary 2.Projectscope,objective,deliverables. 3.cost and budjet management. 4.schedule management(milestone and work control) 5.Risk management plan 6.project controls and reporting plan.

1*EXECUTIVE SUMMARY:
Hotel Management software package can be readily used by nonprogramming personal avoiding human handled chance of error. This project is used by two types of users: i. ii. Online Users. Administrator (management of the Hotel).

Administrator can maintain daily updates in the hotel records. Administrator is must be an authorized user. He can further change the password. There is the facility for password recovery, logout etc. The main aim of the entire activity is to automate the process of day to day activities of Hotel like Room activities, Admission of a New Customer, Assign a room according to customers demand, checkout of a computer and releasing the room and finally compute the bill etc. The limited time and resources have restricted us to incorporate, in this project, only main activities that are performed in a HOTEL Management System, but utmost care has been taken to make the system efficient and user friendly.

2*SCOPE, OBJECTIVES AND DELIVERABLES: Scope:

The software product to be produced is a Hotel Management System which will Automate the major hotel operations. The first subsystem is a Reservation and Booking System to keep track of reservations and room availability. The second subsystem is the Tracking and Selling Food System that charges the current room. The third subsystem is a General Management Services and Automated Tasks System which generates reports to audit all hotel operations and allows modification of subsystem information. These three subsystems functionality will be described in detail There are two end users for the HMS. The end users are the hotel staff (customer service representative) and hotel managers. Both user types can access the

Reservation and Booking System and the Food Tracking and Selling System. The General Management System will be restricted to management users.

Objective:
The Hotel Management Systems objective is to provide a system to manage a hotel that has increased in size to a total of 100 rooms. Without automation the management of the hotel has become an unwieldy task. The end users day -to-day jobs of managing a hotel will be simplified by a considerable amount through the automated system. The system will be able to handle many services to take care of all customers in a quick manner. The system should be user appropriate, easy to use, provide easy recovery of errors and have an overall end user high subjective satisfaction.

Product Perspective
The HMS is an independent standalone system. It is totally self contained.

Hardware interfaces
The HMS will be placed on PCs throughout the hotel. Software Interfaces All databases for the HMS will be configured using Oracle 8i. These databases include hotel rooms and customers information. These can be modified by the end users. The room database will include the room numbers and if they are vacant or occupied. The customers information database will contain all the information of the customer such as first name, last name, number of occupants, assigned room, default room rate(may be changed), phone number, whether or not the room is guaranteed, credit card number, confirmation number, automatic cancellation date, expected check in date and time, actual check in date and time, expected check out date and time, amount owed by customer, and abbreviated customer feedback.

Product Functions
Reservation and Booking System Allows for typing in customer information Has a default room rate that is adjustable Includes a description field for the changed rate When a customer checks in, the room number will be changed to occupied in the database

 Ability to modify a reservation When no rooms are available and a customer would like to extend their reservation their information will be placed in a database and when there are rooms available the first customer on the list will have the room When a customer checks out the amount owed is displayed If the internal clock states that is a customers time to have checked out and customer has not checked out, adds an extra night to amount owed and provides a report Records that room is vacant Records payment Allows for space to write customers feedback Tracking and Selling Food System Tracks all meals purchased Charges the current room as necessary General Management Services and Automated Tasks System Reports generated to audit hotel occupancy, future occupancy, room revenue, and food revenue Exception reports listing exceptions to the normal cost Allows addition, deletion and modification of information on rooms and rates, menu items and prices, user profiles Creation of users and assigning passwords

User Characteristics
Educational level of HMS computer software Low Experience of HMS software None Technical Expertise Little
.

Deliverables Performance
Performance requirements define acceptable response times for system functionality. The load time for user interface screens shall take no longer than two seconds. The log in information shall be verified within five seconds. Queries shall return results within five seconds.

Logical Database
The logical database requirements include the retention of the following data elements. This list is not a complete list and is designed as a starting point for development.

Booking/Reservation System
Customer first name Customer last name Customer address Customer phone number Number of occupants Assigned room Default room rate Rate description Guaranteed room (yes/no) Credit card number Confirmation number Automatic cancellation date Expected check-in date Expected check-in time Actual check-in date Actual check-in time Expected check-out date Expected check-out time Actual check-out date Actual check-out time Customer feedback Payment received (yes/no) Payment type Total Bill

Design Constraints
The Hotel Management System shall be a stand-alone system running in a Windows environment. The system shall be developed using Java and an Access or Oracle database.

Standards Compliance
There shall be consistency in variable names within the system. The graphical user interface shall have a consistent look and feel.

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

Maintainability
The Hotel Management System is being developed in Java. Java is an object oriented programming language and shall be easy to maintain.

Portability
The Hotel Management System shall run in any Microsoft Windows environment that contains Java Runtime and the Microsoft Access database.

3*COST AND BUDGET MANAGEMENT:

Project budget:
It is some of the outlays of the following: --Hardware: Pentium 3 processor, Printer, UPS Cost - Rs.40, 000.00 --software: C++, MS access, oracle, Database Installation costs needs about Rs.2000.00 --cost of the operator Rs.10, 000.00

Benefits of the proposed system: --saving of extra works for maintaining items, calculations etc., about Rs.20, 000.00 --reduction in wastage and manage of books Rs.10, 000.00 --timely information Rs.5000.00 --easy report generation Rs.1500.00 TOTAL PROJECT COST: Rs.88,500.00

4*SCHEDULE MANAGEMENT:
The project forms well designed work schedule which goes a long way towards improving operational efficiencies and reducing costs. The project covers the following effective scheduled objectives. Labour cost report=1day Working=8hrs and non working hours=2hrs Shift start times=8am and shift end times=5pm of workers Quickly finding a substitute to fill a cancellation=1day Working=6days and non working day=1 of a week Define over time exempt status and work hour constrains for each worker=8hrs Tracking all training, vacation, sick leave and other off work requests=1day

5*RISK MANAGEMENT PLAN:

To reduce the circumstances under which the requirements might not be satisfied. Effective communication, consultation and risk management are necessary. All risks and management of risks will be identified and monitored according to the risk categories.

Risk factors:
1. The availability of demand for hotel rooms, timeshare interval, fractional ownership and residential products, apartments. 2. pricing strategies of our competitors 3. International, national and regional economic and geopolitical conditions.

4. Generating proper bill slip and calculate managers salary. 5. Taxes and government regulations that influence or determine wages, interest rates and costs.

Prices,

All the risks will be assigned an owner who is responsible for managing, monitoring and ensuring that adequate controls and treatments are being applied so that risks are brought with tolerable levels. There must be a backup of data which will enable easy recovery of failures that must be catastrophic and system oriented.

6*PROJECT CONTROL AND REPORTING PLAN:

The key to success with the project control process is for all participants to understand precisely what is required of them and why it is important and valuable to comply. Needless to say, the control mechanism is ready from the start of the work. If you depriortise it while you have more urgent matters to attend to at the start of the project, you will find it become increasingly difficult to catch up with the data and to persuade the participants to cooperate. As the team assembled for each phase, it is useful to hold a team briefing or training session. This would explain the overall project its rationale, its approach, the timeline, procedures, team structures, responsible, techniques, review processes etc.,. One element of this would be the control and reporting process. For those participants not assembling at the start of phase, similar Information should be documented for self-study and reference. In all but the smallest projects, you will need to set up reliable, regular methods to collect information from the various participants. Often it is the job of the project office to manage this process and to make sure that all required submissions have been received and processed.

Reporting:
There will be vast of data available about the progress of the project. The challenge is to change this into useful information. Different participants will have differing needs of information. The steering committee is unlikely to want to see detailed data unless it relates to a specific area of concern. They will prefer to see over-views bottom-line projections and key milestones date. Conversely the team leader and project manager will probably need to review the status information in great detail to look for any specific issues that require attention.

Data flow diagram(DFD)