This document provides a system analysis and design report for a Hotel Management System. It includes sections on the current manual system and its disadvantages, the proposed automated system and its advantages. It covers feasibility analysis including technical, behavioral and economic feasibility. It also includes system design elements like data flow diagrams, entity relationship diagrams and database tables. The document provides an overview of how the system will be implemented and tested.

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CONTENTS:
1. Abstract
2. Introduction
3. System Analysis
 Current system
 Recognition of need
 Disadvantages of system
 Proposed solution on system
 Advantages proposed system
 Feasibility study of system
 Technical
 Behavioral
 Economical
 Legal
4. System Design
 Data flow diagram
 Database design / tables
 E-R Diagrams
5. System Implementation
7. System Testing
8. References
9. Note

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ABSTRACT:
In our project, on “Hotel Management System”, we have tried to
show how the Data/information in hotels is managed. This is just an
overview of management in hotels. This has been achieved by dividing the
project into various modules. Customer is provided with different services
like checking in, checking out, and editing entries or can be advance
payments etc. If the customer wants he/she can cancel his/her booking.
Enquiry about any customer or employee can be made either by customer Id
or customer name. Enquiry about rooms available can also be made. Our
project also includes the module for employee information. It will generate
reports for customer, employees (working in the hotel) and Bill for customer
is generated when the customer will check out from the hotel. We have
included only few modules, as our purpose is to only have the idea or to
study about how the management is done in hotels. By adding many more
modules this type of project can have scope in various hotels.
After going thought the existing system, problem was identified and
the scope of development was finalized.

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INTRODUCTION

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INRODUCTION:
Our project on “Hotel Management System” gives idea about the
management in hotels. The package gives all the information regarding the
check in or check out facilities of the customer. The customer can make his
or her booking for rooms and food. It gives details of the customer and the
time of arrival and departure of customer. The package also provides the
facility of searching the customer or an employee working in that particular
hotel by name / by the provided Id. It gives a detailed report of the customer
and the room occupied by him/her. It gives the information about the
employees working in hotels. This software is very useful to the departments
for managing their activities.
Although, hotels are already having well-developed software for
information management, we just want to study how this is done. So, we
selected hotel management system as our project. We visited various hotels
and gone through their software. In most of the hotels the back-end used
only MS-ACCESS. We have included SQL as well in our project since it is
pure relational database. In one of the hotel, we found that they have the
problem that their software does not show the room vacant as soon as it
being vacant. The status of room is updated only after 12 hours or 24 hours
depending upon the time period they have taken. They were facing problem
in providing rooms to customers. In our project we have tried to solve this
problem and at any moment of time the status of room that whether it is
vacant or occupied is shown correctly.
Developing software on a topic like “Hotel Management System”
has much scope. It can be made more attractive and many more modules can
be attached to provide various services to customers. Our project provides
various services to the customers like booking (advance/current),
cancellation of advance booking, enquiring about any customer (by
name/customer Id) or about room availability. The project has Scope in
hotels since the routine activities of managing departments become easy.

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SYSTEM ANALYSIS:
CURRENT SYSTEM
The existing system in various hotels includes either manual work or
some software that does not fulfill all the requirements. The existing system
has the problem that information about the room is not updated at the time
when the room is being vacated. The information is updated after a
particular time period (For e.g. after 12 hours or 24 hours).
RECOGNITION OF NEED
 SOCIAL AND ECONOMIC FACTOR:
A wave of social & economic changes often follows in the wake of
the new technology. New opportunities may arise to improve on a
hotel management process or to do something that was not
previously possible. Changes in the way individuals are organized
into employee & guests may then be necessary, & they complete
for economic resources with established units.
 TECHNOLOGICAL FACTOR:
People have never before in a time when the scope of scientific
inquiry was so broad, so when the speed of applying the new
technology for many changes in the organization.
 HIGH LEVEL DECISION AND OPERATING PROCESS:
In response to technological, socio-economical factors, top level
managers may decide to recognize operations & introduce new
schemes.

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EXISTING SYSTEM AND ITS DISADVANTAGES
In this phase we carry out the task of defining the problem or in other
words we define our need for this project. The organization was using the
conventional methods (Excel Sheet or Register) for keeping the information
about Hotel Management System i.e. records of hotel management system
activities. There are various type of activities performed in dayshift &
nightshift. It was quite laborious task & involves large number of data
records deployed for this purpose.
DISADVANTAGES
 The word „manual‟ itself makes the existing system outdated in
today‟s high tech world.
 Processing of application manually takes a lot of time.
 Coordinating various departments in this respect is not only time
taking but is also a cumbersome process.
 A lot of time is also wasted in summing up records & repairing day
wise reports of activities happened on server.
 The system is not deprived of common manual mistakes.
 The staff is also deviated from its main stream work, by paying
more time to manual processing of information. As a result need of
employing more staff is being felt, which involves a lot of
expenditure.
 The system is also prone to insecurities.
 Some time same activity happens multiple times due to lack of
proper communication among (DBAs).
 This manual does not help Head of the hotel in taking decisions at
various levels.

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All above points define the disadvantages of conventional methods &
suggest developing the new system.
PROPOSED SOLUTION ON SYSTEM
To remove all the disadvantages of conventional methods, a system is
proposed which is an automation of Hotel Management System.
Hotel Management System is a project to maintain the record of
Hotel Management System activities. There are various type of activities
performed in dayshift & nightshift. So this Hotel Management System is
used to computerize all these activities.
There are two kinds of users:
1) Admin
2) General User
With the help of this project we reduced task deployed for
data/information collection to a large extent thereby eliminating the human
errors considerably.
Therefore the organization has realized the need for automating the
various daily routine activities of hotel & task of data/information collection
with the help of database designing.
And with this realization our project “HOTEL MANAGEMENT
SYSTEM” comes into practical usage & also benefiting the organization as
a whole.
Everything that comes into existence must have an objective for its
existence. It holds true for our project also. It has been conceived as a
powerful tool to help the company in maintaining the various activities of
the hotel. It has several benefits over other already existing applications.

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ADVANTAGES OF PROPOSED SYSTEM:
 Huge reduction in the number of pages being used for the data
storage.
 Back up facility provided in case of data loss.
 Reduction in cycle time till the updated data will be available.
 Speedy retrieval of data.
 Compatible with the advance versions for future perspective.
 Cost benefits.

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FEASIBILITY STUDY:
The objective of feasibility study is to determine whether or not the
proposed system is feasible. The feasibility is determined in terms of three
aspects. These are:-
 Technical Feasibility
In this, one has to test whether the system can be developed using
existing technology or not. We have used Visual Basic as front-end and MS
ACCESS as back-end. It is evident that necessary hardware and software are
available for development and implementation of proposed system. We
acquired the technical knowledge of working in Visual Basic language, and
then only we have started designing our project.
 Behavioral Feasibility:
The hotels are already using various software for managing their
information and since it is acceptable by both hotel administration as well as
hotel staff, it is proven to be operationally feasible.
 Economical feasibility:
As a part of this, the costs and benefits associated with the proposed
system are compared and the project is economically feasible only if
tangible and intangible benefits outweigh the cost. The cost for proposed
hotel management system is outweighing the cost and efforts involved in
maintaining the registers, books, files and generation of various reports. The
system also reduces the administrative and technical staff to do various jobs
that single software can do. So, this system is economically feasible.
 Legal Feasibility:
Legal feasibility determines whether the proposed system conflicts
with legal requirements, e.g. the Data Protection Act. It will be done by
some legal advisors.

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SYSTEM DESIGN:
DATA FLOW DIAGRAM
Context Diagram:
Request
Response
USER
HOTEL
MANAGEMENT
SYSTEM

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Top Level Diagram
Login
Retrieve Get log in
log in data
Request Request Save Guest Details
Check in
Response to add new
guest Retrieve Guest details
Guest Information
Checkout
Updated Information
Request Save employee details
Add Emp
to add new
Employee Retrieve employee details
Employee Information
Del Emp
Updated Information
Request to Request to search guest
Check in
Search guest
And employee Retrieve Guest details
Request to search employee
Add Emp
Retrieve employee detail
Request New User detail
Admin
to add new
user detail Get new account detail
Search
module
Utility
module
USER
Login Guest
module
Emp
module

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Request
Response
Request for Feedback
Request Feedback
For feedback Feedback information
Request Request for single room
Single_
For rooms Response room
Request for Double room
Double_
room
Response
Request for Suit room
Suite_
Response room
Request for Deluxe room
Deluxe_
Response room
Information about individual room rates
Rate_
room
Response
USER Login
About
Us
module
Rooms &
Services
module

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DATABASE DESIGN / TABLES

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E-R DIAGRAMS:
Admin table:
Check in table:
G_adv
Admin
Admin_name Admin_pass
chkin
G-id G-date G_name G_add
G_con
G_stat
G_city
G_mob
G_deg G_com G_time
G_rno
G_rtype

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Check out table:
Add Emp table:
Emp_exp
Emp_add
Emp_name
G_bill
chkout
G_docin
G_tmcin
G_bal
Guest-id G-name G_add G_city
G_cmp
G_atat
G_rno G_rtype G_mob
G_deg
G_adv
G_cnt
Addemp
Emp-id
Emp_pin
Emp_stat
e
Emp_city
Emp_mob
Emp_dep
Emp_deg
Emp_edu Emp_doj

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Delete Emp table:
Single room table:
Emp_exp
Emp_add
Emp_name
Deleteemp
Emp-id
Emp_pin
Emp_stat
e
Emp_city
Emp_mob
Emp_dep
Emp_deg
Emp_edu Emp_doj
Single_room
Roomno Status

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Double room table:
Suite room table:
Deluxe room table:
Double_room
Roomno Status
Suite_room
Roomno Status
Deluxe_room
Roomno Staus

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Rate_room table:
Feedback table:
Stay
Company
Email
Rate_room
Sroom Droom
SuroomDxroom
Feedback
Name
Comment
City
Mobile
Was
Roomno
Chkout
Chkin Visit

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SYSTEM IMPLEMENTATION:
OVERVIEW OF HOTEL MANAGEMENT SYSTEM
This package “Hotel Management System” facilitates the user to
maintain all works, which normally do in hotels. First of all when a user runs
this software, a menu driven master form appear. Master form includes these
menus:
1. Services: This menu option will open four sub menus.
These are:
 Rooms and Suits: This menu option is linked to a
form to show the rooms and suits.
 Restaurants: This menu option is linked to a form to
show the restaurants.
 Events: This menu option is linked to a form to show
the events facilities.
 Transfers and Parking: This menu option is linked
to a form to show the transfers and parking facilities.
2. Guest: This menu option will open two sub menus.
These are:
 Check In: This menu option is linked to a form to
add new guest in the hotel.
 Check Out: This menu option is linked to a form to
delete the added guest from the hotel.
3. Employee: This menu option will open two sub menus.
These are:
 Add New: This menu option is linked to a form to
add a new employee.

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 Delete Details: This menu option is linked to a form
to delete an employee.
4. Search: This menu option will open two sub menus.
These are:
 Guest: This menu option is linked to a form to
search information about the guest present in the
hotel.
 Employee: This menu option is linked to a form to
search information about the employee working in
the hotel.
5. Utilities: This menu option will open two sub menus.
These are:
 New User: This menu option is linked to a form to
add a new user.
 Change password: This menu option is linked to a
form to change the password.
6. Food: This menu option will open a sub menu. It is:
 Make a food bill: This menu option is linked to a
form to make a food bill.
7. About: This menu option will open two sub menus.
These are:
 Contact us: This menu option is linked to a form to
show the contact information of the hotel.
 Feedback: This menu option is linked to a form to
take the feedback of guest about the hotel.
8. Exit: This menu option will open a sub menu. It is:
 Exit: This menu option is linked to a form that
contains the information of the developer and quit
from the software

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System Testing:
 INSTALLATION OF COMPUTING PLATFORM:
Install proposed system to run project. In this system windows
platform is required. So first of all install windows
98/2000/XP/VISTA operating system.
 SITE PREPARATION:
Platform will be installed to apply project. All equipment has been
prepared on site. The environment must be clean & air conditioned.
Sufficient space is to be provided for scheduling, stands, table, disk
storage tray & cabinets.
 TECHNOLOGY TESTING:
Install sufficient hardware such as monitor, printer, keyboard etc. on
site. Help also can provide to user to meet timing demands & balance
job mix.
 PROGRAM TESTING:
After the modules were tested & integrated with software packages
both valid & invalid test transaction were run to test software system.
 USER TRAINING:
Based on an assessment of the task, to operate the new system, it is
deemed unnecessary to hire new employee.
 INPUT TESTING:
User will be tested to determine if they are completing the forms
correctly, accuracy & speed of data entry personnel will be evaluate
the efficiency of screen input layout will be evaluated.

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 OUTPUT TESTING:
View & enquiry screen will be tested for accuracy based on live data
is entered during the training sessions. All reports will be issued to the
final users, & each user will be required to fill out a questionnaire if
the view report meets his/her information needs.
 DATABASE TESTING:
After live data is entered, data files are tested for completeness by
comparing batch control total to produce from the database. Other
database tests are performed during development.

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TEST CASES:
Following of some test cases are made during entire level of testing:
 AUTHENTICATION TEST:
Verification of permitted users is done by entering the valid &
authorized user‟s entry on login page & also checks case sensitivity
for login entry.
 QUERY TEST:
Testing for various queries generated in the application were tested
whether query request for local database returns the correct dataset for
the corresponding query as well as queries for updating (edit), save
the data properly in database.
 VALIDATION TEST:
Here it was tested that, if correct or incorrect entries by the user are
accepted & the processed data outputs the expected results.

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REFERENCES
 VB 6.0, Black Book
 Programming Visual Basic, Francesco
 SQL Server Korth
 www.msdn.com
 www.microsoft.com

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NOTE: