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this is report for hotel management syatem
Typology: Thesis
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The system analyst stops shortly to thank all those who devoted their energy, resources and time to the success of this project. The foremost ultimate thank you goes to my determined and ever encouraging computer studies teacher MR. S. MBALUKA. No words can explain my gratitude for your ever helping hand through this process. However, I can’t forget the support that both my school administration and my family have granted me through this process. In conclusion, the system analyst will ever treasure the help from both mentioned and non-mentioned well-wishers deeply in his heart.
Dedication Dedication
Navigation guide Report generation procedure
ABC Hotel offers accommodation, meals, additional facilities and other services. Accommodation services are offered as follows:
Meals, other services and facilities offered includes: Breakfast; Lunch, dinner, tea, Laundry, Ironing, transport and room service. The services are offered as outlined below: ITEM COST BREAKFAST (^1000) LUNCH (^700) DINNER (^1500) TEA (^250) LAUNDRY:HEAVY LINEN MEDIUM LIGHT
TRANSPORT:MILEAGE, VEHICLE
Although the hotel is of an international class and quality, it’s not realizing its maximum potential due to delay of activities by the current redundant manual system. Due to huge losses suffered by the hotel from the frequent errors in the current system, the hotel management opted for a computerized system, which would:
CATEGORY BED AND BREAKFAST (KSH)
HALFBOARD (KSH)
FULLBOARD (KSH) SINGLE ROOM (^2500 3900 ) DOUBLE ROOM (^2900 4300 ) SINGLE ROOM SELF CONTAINED (^3100 4500 ) DOUBLE ROOM SELF CONTAINED (^3700 5100 )
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.
2.25 ADVANTAGES OF THE MANUAL SYSTEM.
2.26 DISADVANTAGES OF THE MANUAL SYSTEM.
2.3 THE PROPOSED SYSTEM.
2.31 OBJECTIVES OF THE PROPOSED SYSTEM To enable online booking via the internet. To enable automated data entry methods. Ensure efficient and reliable communication within the hotel. Avoid data entry errors by use of input masks. Enable easy authorized modification of data. Enforce security measures to avoid unauthorized access to guest records. Enable fast and easy retrieval of guest records and data for fast reference activities. 2.32 SCOPE OF THE SYSTEM. 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, the following tables will be used to store data:
fields used to store transport department information (Date, Regno, Fname, Sname, Rcpt No, id card no, vehicle, Nationality, payment, Charges, commission, Total amount)
8. Ambulance table The table contains information on the ambulance facility services offered by the hotel to local, foreign individuals and groups. The table stores information on charges and can be used to generate detailed reports on request by the management. The following fields aid the table efficiently and reliably perform its functions to the expectations : _( date, type, fname, sname, regno, amblreg no, duration (days), charges, payment, Rcpt no)
The system enables easy and fast access to the guest files. The system provides better data management facilities. The system enable online booking of guests into the hotel hence international guests can easily book into the hotel. The system provides performance evaluation of the employees to ensure maximum output from the employees. The system provides security measures to access to the hotel’s information lowering data security threats. The system help reduce the congestion of guests ensuring best service output for customer satisfaction purposes. Easy update of the guest records. High customer service standards attract more guests to the hotel. Reduction 0of data entry and processing errors. Greatly reduce paper use at the hotel.
2.33 THE DISADVANTAGES OF THE SYSTEM. The system will undergo system entropy hence an extra cost of updating will be incurred to keep the system competitive in the ICT and BUSSINESS world. The hotel will incur an extra cost on the electricity and internet bills due to computerization of the hotel management. The hotel will be required to train its employees on how to manage the system hence the hotel output capacity will reduce a bit during this period 2.34 FEASIBILITY STUDY A feasibility study was carried out to determine the benefits of the current manual system and the proposed computerized system. The system is indeed viable: 2.341 Economic feasibility. The estimated costs of the system will indeed outweigh the estimated costs of development of the system. The estimated costs of the system are as shown below: Item Estimated costs(kshs) System development 100000 Hardware installation 910000 System software 50000
implemented, the team of experts conducted a thorough data collection process using the following methods:
4. Document revision Both the guest and staff documents were revised. Several data entry errors and retrieval problems were encountered. The system has put into consideration an error recovery strategy that will ensure maximum data integrity.
3.0 THE SYSTEM DESIGN. The system was designed in Microsoft Access package. The system design phase describes the functional capabilities of the proposed system. This is divided into the following design phases: System flowchart, System dataflow diagram, Input design, processing design and output design. 3.1 Dataflow diagram
SYSTEM DATAFLOW DIAGRAM
Guest admission in and out
Facilities and services details
Input of guest details
Departmental reports Departmental reports
Guest orders (^) Guest orders Report update
3.3 File data fields The following are the designs of the tables that shall be used to store the data in the system: 3.31Booking table
3.32 Admission Table
3.33 Accommodation table
Field name Data type description Fname Number first name
Field name data type description Date Date/Time Number
date of booking regno registration number Fname Text first name Sname Text second name
nationality Text Citizenship id card no Number national id card number gender Number guest gender Contacts Number telephone number Address Memo box office address email Hyperlink email account
Field name Data type description Regno Number registration number Fname Number first name Sname Number second name Nationality Number Citizenship id card no Number national id card number luggage Memo Luggage in date Date/Time check in date out date Date/Time check out date room no Number room number
Sname Number Second name Id card no Number national id card number Room no Number room number Category Number room category Charges Currency accommodation charges Rcpt no Auto number Receipt number payment Number mode of payment Amount charged Currency amount charged nationality Number nationality Total charge currency total charge
3.34 Meals table
3.35 Laundry table. Field name Data type description Date Date/time date of the transaction Fname Number first name
Field name Data type description Regno Number Registration number Fname Text First name Sname Text Second name Id card no Number National ident8ity card number Room no Number Room number Category Text Room category Charges Currency Meal charges Rcpt no AutoNumber Receipt number Payment Text Mode of payment Amount charged Currency Amount charged Nationality Text Citizenship Total charge Currency Total charge
