dhananjay final year porject hotel management system
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HOTEL MANAGEMENT SYSTEM
PROJECT MANUAL
Garade Priyadarshan
Gaikwad Tejaswi
STUDY OF EXISTING SYSTEM
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PROJECT PROFILE
The Hotel industry is an integral part of our present Service
sector. For years many people have been taking benefits from
this industry. This is the reason why I chose this topic for my
Final Semester Project. This project is designed from the point
of view of a manager and his needs at the reception desk.
In this system the following modules are discussed.
1. Employee Customer detailsEmployee details: The system stores various personal details
of employees such as name, address, phone number as well their
professional details like post and salary. There is also a feature to
register new employees.
Customer details: The system stores all types of details of
customers. (e.g.) personal details, services availed. It allows the
user to register new customer at the time of check in. It keeps
records of previous customers.
2. ServicesThis system maintains a record of all the services provided by
the Hotel and the data associated with them. And also the records
are registered for the facilities availed by the customer from timeto time.
(e.g.) Restaurant, Bar, Gym, Swimming pool, Private beach, Golf
etc.
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storing of documents of all the customers takes up unnecessary
space.
Users of the existing system, thus find it difficult to compilebills of the customers in a short period of time. Also placing bills
under their respective files is a time consuming task. With the
new process they are no longer required to make any such files or
worry about loss of information or about any calculation mistake.
FACT FINDING METHODSFact finding methods are used to find out the requirements of
the customer which are not in the existing system. A survey was
conducted to find out the requirements of the hotel staff who
earlier were involved with the system. Lists are now being
generated that tell us the name, id and status (checked
in/checked out) of each customer. This also helps to find the
customer id of a particular customer or vice versa.
A similar list is now being prepared of all existing employeesand their employee ids.
ANALYSIS PHASE
OBJECTIVES OF THE PROPOSED SYSTEMThe system has been designed keeping in mind the users
activities (i.e. manager of the hotel). With the help of this system,
the manager can check on the availability of rooms, check in new
customers, make changes to a customers bill based on the
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services availed by him. Generate a total bill which will have the
sum of all the bills.
The manager will also be able to hire new employees and havea track of their personal and professional details.
Through the various validations done in the project we try to
ensure that logically wrong entries are not made by the user.
SCOPE OF THE SYSTEM
- Customers can choose between 3 categories of rooms-
Executive, Deluxe and General. Each room has a description.
When all rooms of a particular type are occupied then it shows an
appropriate message and does not allow the room to be booked.
-Rate is different for the room types and the final room bill is the
product of the rate and the stay (in number of days).
-At the time of booking of the room, persons personal details are
recorded and stored for further reference.
- Once a person checks in, he can avail the various facilities and
services of the hotel, for each of which he is charged. All the
charges are included under the respective category and billed to
the customer when he checks out.
-When a customer checks out, his bills are generated.
-A customer gets a bill for every individual service such as
restaurant bill, bar bill, room bill etc. All of these individual bills
are then added up in the main bill.
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-Even after a customer checks out, the manager can view the
customers personal details and check his individual and total
bills.
FEASIBILTY STUDY
1. Technical Feasibility
HARDWARE REQUIREMENTS
Intel Pentium 233 or higher with at least 128 MB RAM
2 GB free space in the Hard disk
SVGA monitor
Keyboard, Mouse or any such pointing device
A4 size Inkjet/Dot Matrix Printer, Laser Printer
SOFTWARE REQUIREMENTS
Microsoft windows 98 or above
Visual Basic 6.0
Ms-Access
1. Operational FeasibilityThe system is very easy to use as it is designed in Visual
basic and the GUI is similar to Windows. Also the system has been
made in an easy and a logically connected manner so as to make
it easier for the user. Most of the operations can be done at the
front end so no need to visit the back end for the user.
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2. Economic FeasibilityThis system can run on machines with low system
configuration. It is compatible to run on all modern day
computers. The cost involved would include purchasing a licensed
copy of Visual basic and the various accessories needed for the
printer.
FUNCTIONAL DECOMPOSITION DIAGRAM
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ER DIAGRAM
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DATA FLOW DIAGRAMS
* Whichever service will be called, the corresponding service_bill
table will be edited.
(e.g) restaurant_bill if restaurant service
Bar_bill if bar service
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The details for every room request are taken from the
room_master table.
When a customer checks in, the customer_master(customer
details),room_master(room vacancy update), check_date(name of
customer and check in date).
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When the customer requests for a service the details are taken
from the service (like restaurant, bar, health, feature etc) table
and whatever services are ordered the service_bill(restaurant_bill, bar_bill, health_bill) tables are modified.
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DESIGNS
TABLE DESIGN
1. customer_master
FIELD NAME DATA TYPE
customer_id Number
customer_name Text
customer_address Textcustomer_city Text
customer_pincode Number
customer_state Text
customer_phone Number
customer_room Number
customer_checkin Date
flag Number
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2. room_master
FIELD NAME DATA TYPE
room_id Number
room_type Text
room_price Number
room_total Number
room_vacant Number
room_use Number
3. employee_master
FIELD NAME DATA TYPE
employee_id Number
employee_name Text
employee_address Text
employee_phone Number
employee_designation Text
employee_salary Number
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4. laundry
FIELD NAME DATA TYPE
lservice_id Number
activity Text
rate Number
5.health
FIELD NAME DATA TYPE
health_id Number
activity Text
rate Number
6. feature
FIELD NAME DATA TYPE
feature_id Number
activity Text
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rate Number
7. restaurant
FIELD NAME DATA TYPE
food_id Number
food_name Text
food_rate Number
8. restaurant_bill
FIELD NAME DATA TYPE
cust_id Number
food_id Number
quantity Number
9. bar
FIELD NAME DATA TYPE
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drink_id Number
drink_name Text
drink_rate Number
10. bar_bill
FIELD NAME DATA TYPE
cust_id Number
drink_id Number
quantity Number
11. laundry_bill
FIELD NAME DATA TYPE
cust_id Number
lservice_id Number
quantity Number
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12. health_bill
FIELD NAME DATA TYPE
cust_id Number
health_id Number
hours Number
13. feature_bill
FIELD NAME DATA TYPE
cust_id Number
feature_id Number
hours Number
14. check_date
FIELD NAME DATA TYPE
customer_id Number
checkin Date
checkout Date
stay Number
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PROCESS / PROGRAM SPECIFICATION
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ANNEXURES TO PROJECT REPORT
SCREENSHOT OF THE FORMS
1. frmlogin- Login page/Homepage
a. Default View
This is the homepage for the user.
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b. On clicking Existing customer
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On clicking Existing customer 2 textboxes appear where
you have to enter the customer id and customer name.
c. Error message validation
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If you do not enter the correct customer id and customer name
combination then you get the following error message.
2. frmcustlist (Customer List)Gives the list of customer names, their customer id and
their current status (staying/checked out).
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You reach this page by clicking on customer list on the
homepage.
3. frmemplist (Employee list)
Gives the names of the employees and their employee ids.Click on employee list to reach this screen.
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4.empdt (Employee details)
a. Default page
Here the employee id is automatically generated. For
registering a new employee we need to enter details in this
page.
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b. On adding correct data
On entering correct data and clicking on Add command
button we get the following message.
c. On entering incorrect data or on empty fields
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The field description turns red and we get the above
message.
5. frmempsearch (Employee search)
a. Default view
Used to search employees based on their employee id.
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We reach this page when we click on Search Employee
on the homepage.
b. On entering correct employee id
b. On entering incorrect employee id or entering
nothing
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We get the above message.
6. frmmap
First page when we are trying to register a new customer
Home - to return to homepage
Status - to check room availability
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Book - to record customer details
7. frmstatus
Used to check the status of the rooms.
8. frmcustomerdetail
a. Default view
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Here the customer id and date are generated
automatically.
Add - to add the customer
Home - to return to the homepage
b. Correct Entries
On entering all the fields correctly and pressing Add
command button we get a message.
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c. Incorrect/Blank entries
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On incorrect and blank entries the necessary fields turn
red and we get an appropriate message.
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d. Room availability
If we have entered a specific room type code and the
number of rooms under that category have all been
occupied then we get a message.
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9. frmsdbr
a. View(customer is still checked in)
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This is the main page for every customer after he has
successfully logged in from the login page. Here the
customer id and customer name tell us which customer has
currently logged in. We can click on Restaurant, Bar,
Laundry, Health and Feature links to access each of those
pages and add the necessary details of the services availed
by the customer to his bills. Search guest is used to get
information about any other guest. Total Bill is disabled and
does not get enabled till we check out using the check out
link. Later when we click on it, we get all the individual bills
first then the main bill. Using Log out we can log out and
change details of another customer. Exit is used to shut
down the program.
b. View (customer has checked out)
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When the customer has checked out, the user can only
search for guest details, view individual bills and total bill
and log out.
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10.frmrestau (Restaurant form)
a. Normal view
One can choose any item and type in the quantity. If we
dont type in any quantity or dont choose any item and click
on Place order then the page remains the same.
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b.View when the order is placed
An order placed message is displayed.
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11. frmbar (Bar)
a. Normal View
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One can choose any item and type in the quantity. If we
dont type in any quantity or dont choose any item and click
on Place order then the page remains the same.
b. View when the order is placed
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An order placed message is displayed.
12. frmlaundrymenu
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a. Normal View
One can choose any item and type in the quantity. If we
dont type in any quantity or dont choose any item and clickon Place order then the page remains the same.
b. View when the order is placed
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An order placed message is displayed.
13. frmhealthmenu (Health)
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a. Normal View
One can choose any item and type in the quantity. If we
dont type in any quantity or dont choose any item and clickon Place order then the page remains the same.
b. View when the order is placed
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An order placed message is displayed.
14. frmfeaturemenu (Health)
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a. Normal View
One can choose any item and type in the quantity. If we
dont type in any quantity or dont choose any item and click
on Place order then the page remains the same.
b. View when the order is placed
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An order placed message is displayed.
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15. search
Used to search customer when customer id is given. All the
details of the customer get displayed.
a. Default view
b. Correct Entry
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c. Incorrect Entry
16. frmcheckout
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Used to confirm if the customer wants to check out.
17. frmrestbill (restaurant bill)
18. frmbarbill (Bar bill)
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19. frmlaundrybill (Laundry bill)
20. frmhealthbill (Health bill)
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21. frmfeaturebill (Feature bill)
22. frmroombill (Room bill)
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23. frmmainbill(Main Bill)
It adds up all the individual bills and gives the final bill.
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DRAWBACKS
- Every transaction in this system is done by the hotel staff
present at the reception. So the chances of human errors are
high. Even though logical validation for data has been done while
designing this system, human errors cannot be accounted for.
(e.g) Manager entering 1 quantity of coke instead of 2. In such a
case the loss has to be taken by the hotel
FUTURE ENHANCEMENTS
- In the future, depending on the needs that arise, the system
could be modified. New features and items could be inserted in
the various sections.
- The data entry screens could be modified to look more flashy orlook more simple with all focus on easy usage.