Software Requirements Document Of HOTEL MANAGEMENT SYSTEM

Software Engineering

Student Name: TalalTahir

Roll No: BITM-F15-063
Class: BSIT(5)
Submitted To: Sir Mujahid

Superior University
Software Requirements Specification
Document
for
Hotel Management system

Prepared by

Talal Tahir
Table of Contents
Revision History
1. Introduction
1.1 Purpose
1.2 Document Conventions
1.3 Intended Audience and Reading Suggestions
1.4 Product Scope
1.5 References
2. Overall Description
2.1 Product Perspective
2.2 Product Functions
2.3 User Classes and Characteristics
2.4 Operating Environment
2.5 Design and Implementation Constraints
2.6 User Documentation
2.7 Assumptions and Dependencies
3. External Interface Requirements
3.1 User Interfaces
3.2 Hardware Interfaces
3.3 Software Interfaces
3.4 Communications Interfaces
4. System Features
4.1 System Feature 1
4.2 System Feature 2 (and so on)
5. Other Nonfunctional Requirements
5.1 Performance Requirements
5.2 Safety Requirements
5.3 Security Requirements
5.4 Software Quality Attributes
6.0 Gane & Sarsen's Method

6.1 Draw DFD

6.2 Computerize or batch system
6.3 Determine Data Flows
6.4 Logic of the process
6.5 Define Data Stores
6.6 Define physical resources
6.7 Input/output specifications
6.7 Hardware requirements
1. Introduction
The current manual system uses paperwork and direct human language communication by mouth
to manage the hotel. This delays information transmission in the hotel. Booking is done through
phone calls or through visit to the hotel booking office. The guest’s personal details such as Name,
Age, Nationality, and Duration of stay, are input during booking in. The booking office orders for
preparation of the guest’s room before his/ her check in date. The documents are transferred
manually to the filling department for compilation of the guest’s file. On the reporting date the file
is transferred to the reception. On checking in the guest is given the key to his allocated room, he
also specify if he needs room service. The receptionist hands over the guest’s file to the accountant
on the next table. Here the guest pays accommodation and meals fee. The guest’s file is updated
on daily basis of his expenditure costs. The accounts department generates the bills on daily basis
and delivered to the guests in their rooms at dusk by the service maids. The guest pays at the
accounts desk, where the receipts are generated. For a one meal customer the bill is generated
immediately after ordering and he pays at the accountant desk before leaving. During checking out
of guests, their expenditure outlines are generated a day before check out date. The guests receive
their outlines at the accounts desk as they check out, where they pay for bills balances if any

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,HMS 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 ' calbri '. The
fixed font size that has been used to type this document is 10pt with 1.5 line spacing. It has used
the bold property to set the headings of the document.. UML diagrams have been created according
to UML 2.0 standards. Standard IEEE template is the template used to organize the appearance of
the document and its flow.
1.3 Intended Audience and Reading Suggestions
The intended audience of this document would be owner and specific employees like Manager and
Receptionist , 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 final provide a clear idea about the system that is building.

1.4 Product Scope

The system will cover; booking, accommodation, meals, and accounts details. Moreover, special
services such as laundry, ironing and room service will be automated by the system also, not to
forget the additional facilities information that will be efficiently handled by the system. To help
the system smoothly carry out its intended purpose to meet the hotel management needs.

1.5 References
https://ifs.host.cs.st-andrews.ac.uk/Books/SE7/SampleChapters/ch26.pdf

https://www.innroad.com/blog/2014/09/identifying-core-functions-hotel-property-management-
system/
https://www.academia.edu/10313728/srs_document_for_hotel_management_system
http://www.hotelsystems.co.uk/software/hotel-booking-system/software-requirements.asp
https://www.sitepoint.com/community/t/php-based-web-os/24820/13

2. Overall Description
2.1 Product Perspective
HMS is a new self-contained software product which will be produced by the project team in order
to overcome the problems that faced in current manual system.The newly introduced system will
provide an easy acess to the system and it will contain user friendly functions with attractive
interface.The system will give better option for the prolem of handling large scale physical
system,for the errors occurring in calculations and all other required tasks that has been specified
by client.The final outcome of this project will increase the efficiency of all task done at the hotel
in as much convenient manner

2.2 Product Functions

The major functions of HMS are
  Make Reservations
 Search rooms
 Add payment
 Issue bills
 Manage Guest
 Manage Room details
 Manage inventory
 Manage staff
 Reports
 Manage users
 Backups
 Security

2.3 User Classes and Characteristics

There are three user levels in HM

 Owner/admin
 Manager
 Receptionist

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.

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

Receptioist:
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.

2.4 Operating Environment

Since the system will be implemented in PHP technology, the software will need to be hosted on
an PHP-compatible site. The system will also require one SQL database to be installed on the host
space, as well as any additiona

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

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. Considering the client’s budget we decided to create
those interfaces in a simple realistic manner using affordable technology.

2.6 User Documentation

Extensive online help will be available at all times when using the system. This online help will
guide the user, which may or may not be computer or Internet knowledgeable, through each aspect
of the system.
In addition, a general user’s guide to the system will be generated that contains an overview of
each main piece of functionality, complete with screen shots and examples. Since the system will
be dynamically displaying web pages based on content, the user’s guide should work through a
common example that can answer as many questions as possible about the system.

2.7 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

3. External Interface Requirements

3.1 User Interfaces
The user interface for the system will be a web page on the Internet. A prototype has been created
that represents the final interface for the system in terms of look and feel.The user interface will
be limited to the types of controls that can be generated using HTML, Javascript, and Cascading
Style Sheets. The user interface code will be generated by individual developers..

For the web based components of the HMS, there will be two “separate” user interfaces. One will
be used by the admin of HMS to update and add to the directory. The second user interface will
be used by customer who visit the website..

3.2 Hardware Interfaces

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
A display screen that display all the records.

3.3 Software Interfaces

Operating system: The software is designed to run on Window 8 or any compatible operating
system.The software is being designed to run on web server.Database justlike mysql is needed.
Internet explorer 6.0 or any compatible web browser is also required

3.4 Communications Interfaces

  Web Interface
o The application will be accessed over the Internet. All features will accessible
through the web site.
 Request notification
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

1. System Features

• Login system
• Reservation
• Checkin
• Customer record
• Room service
• Hotel payment
• Room details
• User details
• Menu
• Checkout
• Data Validation
Reports

1:

Identifier SE-001
Title Login system
Requirments Employee can login to the system
Rationale Secure the acess to the system
Restriction and risk Valid user can login
Dependencies 8
Priority High

2:
identifier SE-002
Title Reservation
Requirments Client can book the room
Rationale Facilitate the customer
Restriction and risk Everyone can reserve the room
Dependencies 5
Priority High

3:

identifier SE-003
Title Checkin
Requirments Customer name or address required
Rationale Needed to confirming the guest by getting
information.
Restriction and risk Checkin time vary depends on rules and
regulations
Dependencies Customers guarantee needed
Priority Low

4:

identifier SE-004
Title Customer record
Requirments Customer identity card or Passport
Rationale Store customers data and confirm the customer
identity by getting documents
Restriction and risk customer identity should confirmed
Dependencies Identity should valid
Priority High

5:

identifier SE-005
Title Room service
Requirments Prepare,deliver and service orders by
customers
Rationale Facilitate the customer
Restriction and risk Room service duration or may be staff
Dependencies Room service staff
Priority Low

6:

identifier SE-006
Title Hotel payment
Requirments Payment through cash or credit cards
Rationale To get service reward and charges of your
services
Restriction and risk Payment methods
Dependencies May be the process of billing
Priority High

7:

identifier SE-007
Title Room details
Requirments Rooms category, specification,Room rent
Rationale To provide information according to demand
Restriction and risk Customer needs or room charges
Dependencies Money
Priority Low

8:
identifier SE-008
Title Menu
Requirments Quality food, prepared on time,deliver and
good service
Rationale Well executed menu increase the business by
10 to 15%
Restriction and risk Variety of food and service
Dependencies Nill
Priority Low

9:

identifier SE-009
Title Checkout
Requirments Reason for checkout.checkin time or checkout
time
Rationale Depends on customer
Restriction and risk Customers review and suggestions
Dependencies Nill
Priority High

10:

identifier SE-010
Title Data validation
Requirments Checkin and checkout time,customer
information
Rationale Store the record of previous customer and tells
the availability of rooms etc
Restriction and risk If Data entry is not done correctly
Dependencies Data higly depends
Priority High
5. Other Nonfunctional Requirements

5.1 Performance 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.

5.2 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.

5.3 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.

5.4 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
  Robustness: – Strength of the system to handle system functions accurately and maintain
the database without facing to unexpected failure.
 Maintainability: – What design, coding standards must be adhered to exclusions created

6.0 Gane & Sarsen's Method

RECEPTION:
GUEST
INFORMATION AND BOOKING OFFICE:
ORDERS INPUT GUEST BOOKING

Guest Facilities and

admission in services Input of g uest
and out details details

THE ABC HOTEL MANAGEMENT GUEST FILES

SYSTEM

GUEST FILES
Guest orders BACKUP
Report update Guest orders

MAIN SERVICES
FACILITIES

Departmental
Departmental reports
reports

REPORT GENERATION

6.1 Draw Data Flow Diagram (DFD)

6.2 What section to computerize and how?
The system is batch as well as online.The major part of HMS is ofline it includes
Receptionist,Admin interface.Customer can book rooms in advance through online website of
HMS.This part involves cost-benefit analysis.The system is built on base of amount the client want
to spent

6.3 Dtail of Data flows

Data Element Description Narratives

Customer_details Name Verification of all customer record name,identity
Id card,city and address and enter into HMS
State
City
Country
Id_no
Address
Contact

Reservation Checkin Customers checkin,reservation numer,checkout

Res_no time and number of nights is calculated
checkout
status
no_nights
Search_room Checkin Finding available rooms for booking
Checkout
Period
catagory

Payments Pay_time Customer Payment records

Cash
Credit_card
 Room service Time Room service that is provided to customer and
Date details of service.Charges also included for this
Order service
Ser_no
Detail
Menu Food Customer Dinner/lunch details and payments
Beverages record
F_payments
Taxes
Employees Id Employee record with name,id,address and
Name contact is recorded for new employee and salary
Address calculated
City
Contact
Salary
Update_record Update_customer Any modification in record
Update_employe
Delete_customer
Delete_Employee

6.4 Logic of the process:

Multiple reservation could be done at a time.New reservation does not require previous reservation
to complete.Multiple clients cant effect the HMS.Customer can avail discount by multiple offers.If
customer is already is registered then he does not need to register again.

6.5 Data Stores:

Implementation language: PHP
Data storage: MYSQL

6.6 Physical resources:

Specify all the resources available for HMS.

Record files
Organizaton
Storage medium
Records
Database tables information

6.7 Input/output specifications:

Input foms through which data is entered in HMS
Computer screens for display
Printer generates reports

6.8 Determine the size:

On the base of size the hardware is selected.
Volume of records (Daily or hourly)
Size and frequency for each record report
Size,number of records entered
Size of record files

6.9 Hardware requirements:

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
5. Keybords