woodland resevation mgt system

8/8/2019 Woodland Resevation Mgt System

1/83

MOI UNIVERSITY

SCHOOL OF INFORMATION

SCIENCES

`DEPARTMENT OF INFORMATION

TECHNOLOGY

RESEARCH PROJECT

PROJECT TITLE:

A research project report submitted to Moi

University in partial fulfillment for the requirement

of the reward of Moi University Diploma in

Information Technology

STUDENT NAME:JOHNPAUL MAYNYUANDA ONGANYI

Admission Number: MU/DIT/NIHSM/015/08


2/83

Course code: DIT 220

Presented To supervisor: Mr. PEREZ KIHATO

Tabe of content

Acknowledgement...................................................................vii

Declaration. ............................................................................viii

Chapter 1.....................................................................1

1.0 introduction.....................................................1

1.1 background information......................................1

1.2 The current system.............................................2

1.2.1 benefits of current system....................................3

1.2.2 drawbacks of the current system..........................3

1.3proposed system......................................................4

1.3.1 scope of proposed system....................................4

1.3.2 objectives of proposed system..............................4

1.3.3 benefits of proposed system.................................5

1.3.4 drawbacks of the proposed system.......................5

1.4method of the system investigation..........................6

1.5 the proposed system operation................................6

1.6The proposed system requirement............................7

ii


3/83

1.7Conclusion...............................................................7

1.8 Project duration......................................................8

1.9Gant chart...............................................................9

Chapter 2 ................................................................... 10

2.0 SSADM.................................................................10

2.1 SSADM concept.....................................................10

2.2 components of SSADM...........................................10

2.3 Benefits of SSADM................................................11

Chapter 3 ................................................................... 12

3.0 Strategies and Inception........................................12

3.1 Soft and hard issues..............................................13

3.1.1 Soft issues.........................................................14

3.1.2 Solutions to soft issues.......................................14

3.1.3 Hard issues........................................................15

3.1.4 Solutions to hard issues......................................15

3.2 situations unstructured.........................................15

3.2.1 Current system..................................................15

3.2.2 Desired system..................................................16

3.3 situations analyzed...............................................16

3.4 root definition.......................................................17

3.5 cat woe criteria.....................................................17

3.6 The conceptual model...........................................18

iii


4/83

3.7 comparison and agenda.........................................18

3.8 debate and implementation...................................19

iv


5/83

Chapter 4 ................................................................... 20

4.0 definition and analysis..........................................20

4.1 structured system analysis....................................21

4.2 data flow diagram.................................................21

4.2.1DFD symbols.......................................................21

4.3 Data dictionary.....................................................24

4.3.1 External entities.................................................24

4.3.2Data stores ........................................................24

4.4 structured English.................................................25

4.5 decisions trees......................................................25

4.6decision tables.......................................................26

Chapter 5 ................................................................... 27

5.0 system design.......................................................27

5.1 conceptual models ...............................................28

5.2 tables of attributes...............................................28

5.3 flow charts, test data and pseudocode...................29

5.4 graphical user interface.........................................29

Chapter 6 ................................................................... 30

6.0 system production................................................30

6.1 testing..................................................................30

6.1.1 Unit testing........................................................30

v


6/83

6.1.2 Integration testing.............................................31

6.1.3 Acceptance testing.............................................31

6.2 human computer interface.....................................32

Chapter 7 ................................................................... 33

7.0 system implementation.........................................33

7.1 objectives of system implementation.....................33

7.2 training................................................................33

Chapter 8 ................................................................... 35

8.0 System maintenance.............................................35

8.1 importance of maintenance...................................35

8.2 types of maintenance............................................35

8.3 maintenance measures..........................................36

8.3.1 Security.............................................................37

8.3.2ergonomics.........................................................37

8.4 providing backups.................................................38

Chapter 9 ................................................................... 38

9.0 learning and methodology.....................................38

Chapter 10 ................................................................. 39

Interface design.........................................................39

Introduction...............................................................39

10.0.1login form.........................................................40

10.2MDI form.............................................................42

vi


7/83

10.3 photo gallery......................................................46

10.4 guest detail form.................................................47

10.5 reservation detail form........................................52

10.6 conference detail form.........................................58

10.7 room detail form.................................................63

10.8 payment detail form............................................68

Chapter 11 ................................................................. 73

11.0 conclusion and recommendation..........................73

11.1achievements.......................................................73

11.2 short comings.....................................................73

11.3conclusion...........................................................73

11.4 recommendations................................................74

ACKNOWLEDGEMENT

I would like to acknowledge everyone who contributed in one way or another to the

completion of this project. Special thanks go to my family for their moral and financial

support. I also thank all my friends, my lecturer Mr. PEREZ KIHATO for his guidance

vii


8/83

and advice and classmates for their support and encouragement. Above all I thank my

Almighty Lord for the protection that He has showered upon my life, good health and

wisdom.

I pray that God will bless you for the wonderful support you accorded to me during the

entire time we spent together

DECLARATION

I JOHNPAUL MANYUANDA ONGANYI do swear that this is my project research

work being presented to Moil University for examination purposes. It has never been

viii


9/83

presented to any other University or college for any award. The work is private and any

copying or unauthorized use is prohibited unless with my permission.

Signed By JOHNPAUL MANYUANDA ONGANYI

Signature:..Date:...........................

Presented to:

Supervisor.

Signature. Date..

ix


10/83

CHAPTER ONE

1.0 INTRODUCTIONThe current system used in the hotel is manual. This has made the operations to be ver

inefficient. A system is therefore required to make the booking process faster especiall

during the peak season. The system will increase the hotels productivity and

profitability. The system will produce guests details, reservations details, payments

details, rooms details and conference details.

The aim of this system is to enhance reliability, quality of service and correctness of

information. Information will also be stored in the database hence ensuring safety and

ease in retrieval.

1.1 BACKGROUND INFORMATION

Woodlands hotel is located in the heart of Nakuru, some 2 hours drive from Nairobi.The raised lobby within the hotel and the panoramic glass lifts allow the visitor a view

of the swimming pool while the lofty atrium splashes the whole reception with sunligh

Woodlands offers several conference rooms which are fully equipped with the latest

technology and secretarial services.Accomodation within the hotel boasts of 89 luxury

rooms, 4 junior suites and an executive suite all spacious and tastefully furnished. The

hotel offers 5 conference rooms fully equipped with the fastest technology including

secretarial services. This accommodates 100-300 people respectively. Visitors are

served international cuisine and African dishes and the charges are the most attractive

for a hotel of Woodlands status.

1


11/83

It has already made a remarkable stride and shows that its not only famous for its tasty

food, but also boasts of having the best alcoholic and non alcoholic cocktails and

rich tasty hot beverages like cappuccino, espresso, milk, coffee, tea or soft drink.

The choices are unique, ranging from deep body wraps, Andean hot stone massage

to salt, ginger and lemon body rubs, modern exercise machines what is more, all th

treatments will make use of all-natural essential oils. Woodlands Hotel is both an

arena for the promotion of total bodily health, and a place of holistic relaxation

where both body and spirit can be rejuvenated. With all these facilities it faces so

many drawbacks due to their manual system. This has proved to be unproductive

and unprofitable hence the need to develop a reliable and efficient system to make

the booking process faster for competitive advantage.

1.2 THE CURRENT SYSTEM

The current system is manual and consists of paper processing and filing documen

which are stored in cabinets. The following are the information stored:

Guest details

Reservation details

Conference details

Accommodation details

Payments details

Upon arrival, guests register their personal information with the receptionist. The gues

is required to pay for the accommodation on arrival. After payment the guest is issued

with a receipt written manually and the duplicates stored in receipt books for future

reference.

Records containing guests information are kept in files and stored in cabinets.

2


12/83

1.2.1 BENEFITS OF THE CURRENT SYSTEM

1. There is no need for trained personnel to work with i.e. the staff must not be

computer literate.

2. Its cheaper to operate since there is no extra expense incurred on purchase of

hardware and software.

3. No extra cost is incurred on maintenance of the system.

1.2.2 DRAWBACKS OF THE CURRENT SYSTEM

1. Speed: A lot of time is spent trying to locate guests details, which are

recorded and stored in files

2. Loss of information: Loss of information whereby a guests records/file is

misplaced.

3. Inconsistencies: Its easy to mismatch data from one field to another, leadin

to unreliability of the system.

4. Security: Incase of data loss its not easy to get the information back.

Unauthorized person can also gain access to information stored in files.

5. Expenses: Paper work is increased especially when errors are made and

computations are to be redone.

6. Data redundancy: This is whereby a guests information can appear in more

than one file thus it is difficult to keep the updates.

7. Storage space: Keeping of records in files increases storage space.

8. Guest dissatisfaction: Guests have to wait for long as staffs manually look

for records. They also stand in the queue for long since the booking process ivery slow.

9. Data integrity: Employees can forget to update guests records.

3


13/83

1.3 THE PROPOSED SYSTEM

The proposed system is intended to be computerized and specifically tailored to curb

the drawbacks of the current existing system, providing ease and efficiency in the

guests service, manipulation and management of information hence efficient hotels

performance.

1.3.1 SCOPE OF THE PROPOSED SYSTEM

The proposed system is meant to be implemented and utilized by the hotel. The

database should contain all information and should always be up to date hence

enhancing consistency. The proposed system will also carter for all the limitations of

the current system

1.3.2 OBJECTIVES OF THE PROPOSED SYSTEM

To provide an automated system that enables staff members to work faster henc

improved services and guest satisfaction.

To provide security measures for the stored information.

To come up with a computerized system which is more reliable than a manual

system and flexible to the environmental changes.

To maintain integrity in the stored information.

To produce information with all the desirable features of accuracy, timeless,

efficiency and robustness.

To reduce costs such as labor and stationary.

Calculation of payments will be made easier (this is due to the facilities provide

by the system for making calculations)

4


14/83

1.3.3 BENEFITS OF THE PROPOSED SYSTEM

1. Speed: The proposed system reduces time required to do the work and to come

up with the required documents.

2. Security: The proposed system provides more security to data and information

stored unlike where records are stored manually.

3. Reliability: The system is more reliable than the manual system in terms of

updating, storage and retrieval of information.

4. Portability: It will be easy to transfer information to various hardware and

software environments.

5. Accuracy: The proposed system will be more accurate as compared to the

current system.

6. Integrity: Information will be protected against unauthorized access and

modification.

7. Staff efficiency: There will be high efficiency since much of the jobs will be

automated.

8. Guest satisfaction: There will be no queuing for long waiting to be served.9. Back-up: Backup copies of information can be made to be used incase of loss.

10.Reduce redundancy: Guests details are stored once in the database.

1.3.4 DRAWBACKS OF THE PROPOSED SYSTEM

1. Changeover costs will be incurred.

2. The cost of hardware and software is very expensive.

3. Training will have to be carried out to enable the employees use the system

efficiently leading to extra costs.

4. In case of power failure, the system cannot function.

5


15/83

1.4 METHODS OF SYSTEM INVESTIGATION

INTERVIEWS

This is a method of data collection which involves face to face talk with the hotel staff

I interviewed the Reservation officer who gave me most of the details on the operation

of the hotel which has helped in the development of this project.

Some of the questions that I asked include:

I. What challenges do you face in this industry?

II. What is the system currently in use?

III. What problems are you experiencing with the current system?

1.5 THE PROPOSED SYSTEM OPERATIONS

SYTEM INPUTS

Guests details

Reservation details

Rooms details

Conference details

Payments details

SYSTEM PROCESSES

Addition, deletion and updating of records

Searching for records

Creation of receipts

Calculation of payments

Creation and printing of reports

6


16/83

Scanning documents

SYSTEM OUTPUTS

Receipts

Reports

1.6 THE PROPOSED SYSTEM REQIREMENTS

HARDWARE

PC (at least Pentium III)

256 MB RAM.

10 GB free Hard Disk space

Processor

CD-ROM drive, floppy disk drive, and 2 USB drives

UPS, Printer, and Scanner

SOFTWARE

Operating System (at least Windows 2000 / XP).

Microsoft Visual Basic 6.0.

Microsoft Access

Microsoft Word

1.7 CONCLUSION

When the system is successfully completed in the set duration, its my hope that it

would be able to improve the performance and efficiency of Woodlands Hotel. This

7


17/83

will boost the hotels profits since much work will be carried out within a short time

and the information will be highly accurate and secure.

1.8 PROJECT DURATION

ACTIVITY TIME SCHEDULE

FEASIBILITY 2 WEEKS

ANALYSIS 3 WEEKS

DESIGN 3 WEEKS

CODING 4 WEEKS

TESTING 2 WEEKS

8


18/83

1.9 GANT CHART

Weeks 1 2 3 4 5 6 7 8 9 10 11 12 13

FEASIBILITY

ANALYSIS

DESIGN

CODING

TESTING

9


19/83

CHAPTER TWO

2.0 STRUCTURED SYSTEM AND DESIGN METHODOLOGY (SSADM)

SSADM is a methodology designed for hard systems. It seeks to create a detailed

description of a new system without the need to consider the hardware or software. A

logical system is developed on the basis of specific objectives, which enables the

system designer to determine what is required before specifying how it will be

achieved. It deals with issues that are defined clearly bounded and the desired situation

is known.

2.1 SSADM CONCEPTS

The users of the system must be involved.

The views of SSADM:

Functionality or Processing: The way in which data is passed around

the system i.e. the process or activities that transforms it.

The data: Data forms the backbone of SSADM i.e. SSADM belongs to the

family of structured methods referred to data driven.

Effect of time and world events on the data held within the system e.g. data is

subject to change everyday i.e. (dynamic)

Top down approach: It provides where a high level picture is drawn up

and subsequently refined into lower levels of details.

Separation of physical and logical models: The logical and the

physical view of SSADM must be distinguished.

2.2 COMPONENTS OF SSADM

1. The default structure of a SSADM project.

2. A set of analysis and design techniques.

10


20/83

3. The product of each technique

SSADM is divided into seven stages namely:

I. Strategy and Inception

II. Definition and Analysis

III. Design

IV. Production

V. Acceptance

VI. Maintenance

VII. Learning and Methodology.

2.3 BENEFITS OF SSADM

Improve quality by reducing error rates: Quality can be

improved by detecting errors early in the lifecycle.

Improve productivity:Major boosts to productivity performance are

achieved by: Defining what is needed in automated support tools in support for

SSADMS techniques.

Providing well-documented techniques, which accurately specify busines

and systems requirements.

Deliver systems that meets users needs:By continuously

involving users, by modeling business activities and work practice, by using

prototyping, by making the Information technology professionals thing visible

through diagrammatic techniques, SSADM enhances the prospects for success o

large and small projects.

11


21/83

CHAPTER THREE

3.0 STRATEGIES AND INCEPTION

The inception phase covers all those activities, which have to do with deciding to creat

a new system or improving the current system.

The first reason would arise from the nature of the current systems (S0) and the second

could arise from the nature of the desired system (S1).

Thus it basically involves the identification of a problem.

This phase involves: -

Statement of ownership of the system to be developed.

Clarification of the scope of the system to be developed.

A definition of the requirements of the system to be developed. This includes

subsystems, user requirements and user support.

Clearly defined hard and soft issues and how to solve them.

System development standards. This will cover issues such as resources

available. The current available resources that will be put into use in the

development of the system to be outlined.

Also completion schedule, personnel, finance, etc all have to be considered.

This phase takes into consideration all the activities that deal with creating a new

system. The main objective of implementing a new system is mainly to cope with the

current workload, because work schedules are done manually.

12


22/83

3.1 SOFT AND HARD ISSUES

3.1.1 SOFT ISSUES

Soft properties deal with the identification of the system with the people or the users.

The system approach to organizational problems usually considers the soft issues. Soft

properties are usually imprecise and are matters of individual values and tastes.

They are issues with the following characteristics:

I. They are undefined

II. They are confusing

III. They are messy

IV. Information needs not known

V. Many people are involved

The soft issues include the following:

Job Redundancy: The workforce especially clerical staff will think that thcomputerized system will reduce their workload and this will make them

reluctant because they will have very little to apply in the new implemented

system.

Job Insecurity: Many employees in the organization feel that the current

system (So) is suitable and efficient. Majority of them feel that the new system i

designed to perform most of the work, hence a threat to their jobs.

Favors: Some employees feel that it is only a few individuals who will get

relevant knowledge on the system. Many in return feel neglected because the

implemented system will not admit them.

13


23/83

3.1.2 SOLUTIONS TO SOFT ISSUES

Although soft issues are sensitive we must find solutions.

The management should make sure the staff is aware of the changes in the

system. They should also reassure the staff that they will easily get used to the

new system through training.

Negotiation:Management must try to talk with their employees in order to come

to an agreement and settle arguments.

Job security: Management should assure the workers of their job security and fo

those who might lose their jobs; management should give them attractive benefi

packages.

Creation of user friendly program: The designer should ensure that the program

designed is interactive (easy to learn and use).

3.1.3 HARD ISSUES

They are issues with the following characteristics:

I. They are clearly defined

II. They are clearly bounded

III. They need specialized personnel

IV. Information needs are known

V. Results to the solutions are also known.

The hard issues include:

Time consuming: The current system consumes a lot of time in keeping the

current information.

14


24/83

Improper filing system: The documents and all records are usually kept in

cabinets; there is no good reference due to improper knowledge of filing and

cumbersome work that is involved.

Slow retrieval of data: Retrieval of data is sometimes tiresome especially if

there is a lot of data.

A lot of paper work.: The current system involves too much paperwork i.e.

order list put on papers are likely to be easily tattered, torn, error prone,

misplaced or lost. All this will require rework.

3.1.4 SOLUTIONS TO HARD ISSUES

In order to solve the hard issues, a computerized system should be introduced to

perform the following functions: -

Security:The proposed system improves the security of the data by preventing

unauthorized access to the database.

Reduced redundancy: The system will maximize the use of the resources e.g.

storage resources by eliminating the problem of redundancy.

Reduce time wastage: The proposed system will reduce the time taken in

retrieving data or information from the database.

Accuracy: Proposed system will provide accuracy of the stored data.

3.2 SITUATION UNSTRUCTURED

3.2.1 CURRENT SYSTEM (S0)

The existing manual system used by Woodlands hotel to store their records cannot cop

with processing workloads; the files containing the information on the guests and the

rooms or conference facility theyve booked are kept in a cabinet at the reception desk

15


25/83

The receptionist has to search a record for the guest by going through the files in the

cabinet, which is a very slow process and not an accurate method at times.

The current system therefore has several drawbacks, which include:

I. Job redundancy

II. Too much paperwork

III. Improper filing system

IV. Too much space occupied by the filing cabinets

V. Time consuming

VI. Slow retrieval of data.

3.2.2 DESIRED SYSTEM (S1)

The system aims at computerizing Woodlands hotel operations so that record

can be manipulated efficiently and effectively.

It should have the ability to allow a Network administrator to track down the

work from his office

It should enable the Network administrator to enter personal details into thedatabase and store it for future reference.

3.3 SITUATION ANALYSED

In this stage the real picture is analyzed to identify what is composed of it:

The new system will reduce costs that the hotel undertakes such as storage

costs.

Records will be done accurately and in time.

The correct and accurate information on the hotels conference and rooms

available, guests details and payments details will be made available.

16


26/83

The management will offer training to the users to enable them to work with

the new system.

3.4 ROOT DEFINITION

In order to identify the requirements of the system, the process involved is used to

construct useful root definitions of the system. The root definition describes what the

new system is made of.

3.5 CATWOE CRITERIA

CATWOE has been applied to the root definition for the conflict resolution system of

Hotel Africana.

Customers: The root definition needs to identify who the beneficiaries of th

system are. These are the immediate clients of the system.

Actors: The management is involved in enforcing a computerized system

that will be beneficial to the organization.

Transformation: Makes members of the institution understand the

importance of a computerized system.

Weltanschauung: This is a German word meaning world view. It seeks t

clarify from whose perspective the system is being viewed. The activities of

the system will be oriented toward this view and hence Weltanschauung will

produce different systems.

Owners: This describes who owns the system. It is the management and it i

acting on this because it has potential control of the relevant system.

Environment: This is what affects the system. It could be financial, social o

even to do with time.

17


27/83

3.6 THE CONCEPTUAL MODEL

This is a model that is already defined. Its construction ought to be a process of

logical derivation from the root definition. It takes the form of a diagram showing

the activities a system must carry out.

3.7 COMPARISON AND AGENDA

Agenda for discussion and debate is produced. The relevant system, (S1) is conceived a

possible and a comparison with a particular theme, (S0) is made to help in clarifying th

nature of the problem and point out possible ways of moving forward.

Reasons for the agenda include:

The agenda will solve the problems that come up in the database.

2. Determine issues for

resolutions

1. Identify conflicting

parties

4. Select the legitimateinterests

3. Know the information

needed.

5. Research on use of

database potentials6. Define issues of

resolutions

7. Establish solution8. Resolve conflicts

18


28/83

The workforce will be assured gradual change in work to prevent redundancy,

monotony and rework.

The management will assure the users the benefits the new system has to them

3.8 DEBATE AND IMPLEMENTATION

These are the last two stages in SSM and are discussed together since they are closely

linked. These stages provide a means of solving the previous problems and producing

system to suit the needs of the organization. The management debates whether to adop

the new system or retain the existing one.

A thorough research is conducted to investigate on the demerits of the new system to

see whether they overweigh the merits of the existing system. Once debate has been

completed and the new system found desirable, it is then implemented.

CHAPTER FOUR

4.0 DEFINITION AND ANALYSIS

Having identified the problems in the inception stage, this phase embarks on producing

an overall identification on the nature of the desired system (S1) and also defines

logically what the system must do and how it should be.

19


29/83

A sketch to illustrate transformation of S0 to S1, into a logical model:

How S0 is implemented What S0 Does

4.1 STUCTURED SYSTEM ANALYSIS

This is a technique used in definition and analysis stage. It is a set of techniques and

graphical tools that allow the system analyst to develop a new kind of system

specifications that are easily understandable to the user.

Current physical model Current logical model

Current system

problems

New system

requirements

Required logical model

20


30/83

4.2 DATA FLOW DIAGRAMS (DFDs)

These are diagrams that represent the entire system as a single process with data

flowing between it and the outside world as represented by external entities. They

show the systems interaction with external entities.

4.2.1 DFD SYMBOLS

External Entities

This symbol represents the entities outside the system.

Data Store

This symbol represents data at rest.

Information Flow

This symbol represents the flow of information.

21


31/83

Process

This symbol represents a process going on.

Procedures

This symbol represents all operations and procedures.

Decision

This symbol represents decision being made.

Storage

This symbol represents storage, which may be either permanent or temporary.

22


32/83

Connector

This symbol represents continuity between symbols.

Input/output

This symbol represents inputs/outputs to the system.

4.3 DATA DICTIONARY

It is a repository that is used to store the details and entities of the database. It defines

names, relations and field details. It describes the structure of data store or moving as a

data flow or how it is accessed. It provides information on the definition and use of dat

elements on organization uses. They are used in conjunction with data flow diagrams t

explain information flows, processes, data stores and external entities depicted.

4.3.1 EXTERNAL ENTITIES

23


33/83

Entity Description

Person People who require accommodation in the hotel.

Management The management of the hotel responsible for

running it.

4.3.2 DATA STORES

Data store Description

Guests Guests table

Reservations Reservations table

Conference Conference table

Rooms Rooms table

Payments Payments table

4.4 STRUCTURED ENGLISH

This is a system-designed tool that describes the logic procession in a highly detailed

form. It uses English language and severely limits the available vocabulary and tries t

follow the lay out and logic operations of a computer program.

Features of Structured English:-

Its more spoken than normal programming language and easier for

programmers and non-programmers to understand.

There are a variety of conventions to write it.

24


34/83

Its more limited than normal speed, as it has to follow strict orders.

It uses key words e.g., if, and, or which by some convection are written in

capital and has a precise meaning in the context of narrative.

4.5 DECISION TREES

This is a tool that is designed to provide a graphical representation of the various

choices or decisions that are available. It takes into consideration the events that occur

and the

Consequences. The concept of decision tree is basically simple when the alternative is

known.

The options are broken down showing all the possible outcomes as the decision-makin

process progress. The result is a tree like structure that illustrated the related decision.

4.6 DECISION TABLES

This is a table of contents for defining problems and actions to be taken. A decision

table is a single representation of actions and conditions. Its major drawback is that it

lacks information in its format to tell us what other combinations to test. This is where

a decision tree is useful.

25


35/83

CHAPTER FIVE

5.0 SYSTEM DESIGN

This stage considers how best to produce the desired system. Emphasis is laid on

translating performance specification into design specification. Design therefore is a

translation from user-oriented specification to a document, to programs or database. Fo

a computer system, it is normal to subdivide the overall task into linked modules. This

can be defined using entity relationship diagrams, flow charts, table of attributes and

other techniques.

Design is important since it governs how well the characteristics works for the end

users, in the key are performance, usability and security. The design specification will

include the architecture of the system, how security will be implemented and methods

for entry, storage, retrieval and display of data.

26


36/83

In this phase, we are concerned with producing an appropriate design, which results in

good quality information system, which is:

1. Flexible: To design a system that will enable future requirements of the hotel t

be incorporated easily. After the system becomes operational, further needs

may emerge since during analysis phase, users may not have been clear about

the entirety of their needs.

2. Portable: To design a system that will be capable of being transferred from on

machine environment to another with the minimum amount of effort.

3. Easy to use: To design a user friendly GUI.

4. Reliable: To design a system that will be secure against human error, delibera

misuse of system controls and functions.

5. Secure: To design a system that will provide confidentiality of data and

information.

To produce the system, the following tools should be used to meet the definition.

Table of attributes

Flow charts

Data flow diagrams

Pseudo codes

Entity relationship diagrams

5.1 CONCEPTUAL MODEL

This level gives a general layout of the functioning of the proposed system, which is th

introduction of a computerized hotel system. The user logs on to the system by enterin

27


37/83

a user name and a password. The system then authenticates these details and if the

password is correct, the user can have access to the system.

5.2 TABLE OF ATTRIBUTES

This is a table that gives the system developer an idea of what is expected. It explains

the field to use when creating the system as well as defining the relationship between

the tables in the system.

5.3 FLOW CHARTS, TEST DATA AND PSEUDOCODE

Test data: This gives a rough idea of the entities that can be made in various

procedures in the application to be developed. They are inputs, which have been

devised to test the system. They verify that the design represents a correct

solution to a problem

Pseudo code: A pseudo code refers to the step-by-step process of going through

a program before it is actually developed in the application. It provides a means

of designing a computer program independently whichever computer language.

Pseudo code statements clearly state what each state to a program should be.

System AuthenticationRecords

User

28


38/83

Flowcharts: These are structured design codes used in creating procedures. Eac

procedure has a flow chart explaining what the procedure carries out in simple

steps. They are composed of symbols that represent specific activities

5.4 GRAPHICAL USER INTERFACE

This is mainly what promotes the interaction between the user and the computer system

The screen should be designed in such a way that the user can interact with the

computer using objects to describe the real world. GUI reduces mistakes, frustrations

and fatigue experienced by the user. It is a representation of what the system will look

like. The aspects that are to be included in the application are incorporated here. E.g.

Passwords enhance security in the system.

The appearance should also be attractive.

CHAPTER SIX

6.0 SYSTEM PRODUCTION

This is where the working system is ready for testing and acceptance by the clients. Th

problems that could arise related to the software, hardware and other implements are

discovered and sorted out so as to end up with the required output that is acceptable to

users.

The deliverable outputs consist of the following:

1. Working software ready for testing and acceptance by the clients.

2. User documentations (manuals).

29


39/83

3. Training schedules and support.

4. Testing and assessment support.

NB: A successful deliverable output from the Production Phase will determine whethe

the users can accept the system or not.

6.1 TESTING

The purpose of System Testing is to identify and correct errors in the candidate system

It does so by demonstrating that the software is operationally useful and by checking

non-functional characteristics such as performance and reliability

In the system testing, performance and acceptance standards are developed.

6.1.1 UNIT TESTING

The purpose of unit testing is to ensure that each program is fully tested since it

addresses the testing of functional units within a system as the main building blocks. T

do this the analyst wrote a test plan. The plan consists of a number of test runs, such as

the valid paths through the code, and the exception and error handling paths. For each

test run there is a list of conditions tested, the test data used and results expected

6.1.2 INTEGRATION TESTING

This testing is sometimes referred to as link, subsystem or level 1 testing, and it is an

intermediate step between testing each program in isolation and testing the whole

system. The purpose of integration testing is to test the interfaces between programs in

the same functional area. The output from unit testing became the input to integration

testing. Each program is linked to all other programs with which it interacts.

30


40/83

6.1.3 ACCEPTANCE TESTING

It has the objective of selling to the user the system. It verifies that the system

procedures operate to system specifications and that the integrity of vital data is

monitored. The bulk of acceptance testing involves the following tasks:

Error correction procedures.

The interrelationship between clerical and computer procedures.

The timing of computer runs.

System controls.

Procedures of data capture, preparation, input and distribution of output.

6.2 HUMAN COMPUTER INTERFACE (HCI)

The interaction between the users and the computer takes place at the HCI, which is th

process of computerizing an organization. The effectiveness of the information system

will depend on how the organization is able to adopt the system of working with the

new system. The factor to be evaluated includes lighting, air conditioning and

hardware/software design to match the human comfort.

31


41/83

CHAPTER SEVEN

7.0 SYSTEM IMPLEMENTATION

This is the process of putting the system into actual use. The phased implementation

was suggested to be used. Its an incremental approach that involved changing from th

old system to the new system incrementally by starting with a few functional

components and then gradually extending the installation to cover over functionalities

of the system in the hotel.

7.1OBJECTIVES OF THE SYSTEM IMPLEMENTATION

To identify the suitable and utilize to the best the coding environment and

debugging techniques to deliver a system that is the intended system.

To plan and identify the testing techniques and activities to build the system

right.

32


42/83

To compare the expected results with the system sample runs to develop an

environment that is conducive of building a system that will satisfy the users

requirements.

To identify and describe implementation tasks.

Suggest an implementation strategy or strategies for the system

7.2 TRAINING

Enables the staff to operate the newly introduced system; it also helps to reduce some

the soft issues e.g. reluctance to change experienced by some users.

With training, benefits of computerization are then realized with proper use of the

system. With this comes analysis, which is a detailed study of the various operations

performed by a system and their relationship within and outside. The employees,

management included must understand the workings of the new system.

They can be trained using the following methods:

Newspaper articles on the Internet.

Individual demonstrations for senior members.

Semi formal training like executive briefings, seminars and video

demonstrations.

33


43/83

CHAPTER EIGHT

8.0 SYSTEM MAINTENANCE

This refers to the period after implementation when the system is in use. It also means

that the system will be kept up to the desired standard. This basically means keeping th

system in a desired standard, level of control to be exercised to protect the system from

disturbances. It should be in technical fault, hardware and software equipment. Consis

of changing, amending, deleting or adding features to it improving its functionality.

34


44/83

8.1 IMPORTANCE OF MAINTAINANCE

The importance of maintenance includes:

Updating is essential; its embarrassing to have someone type a search for th

information that they need only to discover the information is out of date, or

plainly inaccurate.

To ensure that the system is able to cope with the changing requirements of

the reservations system.

To confirm that the planned objectives are being met and to take action if the

are not.

To deal with unforeseen problems arising as a result of the database being in

operation

8.2 TYPES OF MAINTENANCE

1. Corrective maintenance: This is responsible for ensuring that the system

remains operational. It is usually implemented when there is some system

failure of some kind.2. Adaptive maintenance: This takes care of the anticipated changes in the

processing environment.

3. Perfective maintenance: This is undertaken to perfect the software or

improve its processing routines so that processing efficiencies and

performances may be met.

4. Preventive maintenance: Carried out on systems so that it could enhance

prevention from errors that would occur.

8.3 MAINTENANCE MEASURES

The following issues should be observed:

35


45/83

1. Security

2. Ergonomics

8.3.1 SECURITY

Possible risk to the system must be highlighted, discussed and agreed by the occupant

and then defined. Security risks can be:

Accidental damages: these are caused by smoke, fire and natural causes that

cause data to get lost. Its therefore advisable to keep backups and tapes. The

staff should not take tapes for the systems out of the work place and no foreign

tapes should be brought in the work environment. Deliberate breaches: These are brought about by unauthorized access to

configuration information, tapping computer information along the lines and

damage the magnetic storage area.

Security Measures include:

Passwords

These are the codes that are used by people to protect their information against

unauthorized access.

Anti-Virus Toolkit

These are gadgets that reduce the transmission of viruses as well as repair files that ma

be damaged by the viruses. These gadgets also run scans on documents to know if the

are virus infected. They include anti-viral software like Norton anti-virus, AVG,

MacAfee, jaspers etc.

Discouraging Foreign Programs

36


46/83

This is where people accessing the system are prevented from introducing foreign

programs on it. This is because foreign programs are a major cause of viruses that affe

most systems i.e. introducing of firewalls in the network.

8.3.2 ERGONOMICS

This is the relationship between the user of the computer and the computer itself. The

users should have a good working environment in terms of lighting, sitting posture and

the type of software being used should be user friendly.

8.4 PROVIDING BACKUPS

Backups are an essential method of preventing loss of information from a computer

system. Backups ensure that no data is lost when there is a software, database or

hardware failure.

CHAPTER NINE

9.0 LEARNING AND METHODOLOGY

It is important that a system user is trained to familiarize themselves with hardware an

system before the actual change over.

A system needs updating due to technological and economical developments and

passage of time. Even the best system is not immune to changes in its environment tha

makes it obsolete.

At this point, S1 has become the new S0 and the system development has to run around

once again. This leads into the final phase of debriefing on the experiences of creating

and running the system and considering the lessons learnt from the use of a particular

37


47/83

system development method. It is therefore necessary to maintain control of the

implementation of the modification to ensure no unnecessary delay.

Learning and training should be carried out to ensure that the personnel expected to us

the new system acquires the knowledge on how to operate it. This is done to ensure tha

the users of the new system dont mess with the programs. Learning helps to work as

desired for present and future operations.

CHAPTER TEN

Interface Design

Introduction

This section outlines the various means by which user can interact with the system. That

is development of the forms that are to be used to input the data to be processed and the

various output methods to display the processed data (information). Usually the latter wbasically be through the various reports generated. The following are the graphical user

interfaces forms and their codes

38


48/83

10.1 LOGIN FORM

39


49/83

Private Sub CmdCancel_Click(Index As Integer)

LogginSucceeded = False

Me.Hide

Unload Me

Unload MDIReservations

End Sub

Private Sub CmdOK_Click()

'Logging in

If (TxtUser.Text = "Guest" And TxtPword = "liv") Then

Load MDIReservations

MDIReservations.Show

40


50/83

Unload FrmLogin

ElseIf (TxtUser.Text "Guest" And TxtPword.Text "liv") Then

MsgBox "Invalid User Name, Try Again!", vbCritical, "Log In"

TxtUser.SetFocus

TxtUser = ""

TxtPword.Text = ""

End If

End Sub

41


51/83

10.2 MDI FORM

Private Sub mAbout_Click()

FrmAbout.Show

End Sub

Private Sub mCash_Click()

frmPayments.Show

End Sub

Private Sub mConference_Click(Index As Integer)

FrmConference.Show

42


52/83

End Sub

Private Sub mExit_Click()

Unload Me

End Sub

Private Sub mGuests_Click(Index As Integer)

FrmGuests.Show

End Sub

Private Sub mnuabout_Click()

FrmAbout.Show

End Sub

Private Sub mnuCalculator_Click()

On Error GoTo errHandle

Dim i As Double

i = Shell("c:\windows\system32\calc.exe", vbNormalFocus)

Exit Sub

errHandle:

MsgBox "Unable to run Calculator Utility on your computer", vbInformation, "Error in

opening!!!"

Resume Next

End Sub

Private Sub mnuCalender_Click()

FrmCalender.Show

43


53/83

End Sub

Private Sub mnuConference_Click()

RptConference.Show

End Sub

Private Sub mnuContents_Click()

FrmHelp.Show

End Sub

Private Sub mnuGuests_Click()

RptGuests.Show

End Sub

Private Sub MnuLogout_Form_Click()

FrmGuests.Hide

FrmReservations.Hide

FrmConference.Hide

FrmRooms.Hide

frmPayments.Hide

FrmLogout.Show

End Sub

Private Sub mnuPayments_Click()

RptPayments.Show

44


54/83

End Sub

Private Sub mnuPhotoGallery_Click()

FrmPhotoGallery.Show

End Sub

Private Sub mnureservations_Click()

RptReservations.Show

End Sub

Private Sub mnuRooms_Click()

RptRooms.Show

End Sub

Private Sub mPayment_Click(Index As Integer)

frmPayments.Show

End Sub

Private Sub mreservations_Click(Index As Integer)

FrmReservations.Show

End Sub

Private Sub mRooms_Click(Index As Integer)

FrmRooms.Show

End Sub

Private Sub mnuNotepad_Click()

On Error GoTo Errhandler

45


55/83

Dim y As Double

y = Shell("c:\windows\notepad.exe", vbNormalFocus)

Exit Sub

Errhandler:

MsgBox "Unable to run Notepad Utility on your computer", vbInformation, "Error in

opening!!!"

Resume Next

End Sub

10.3 Photo Gallery

Private Sub Command1_Click()

Dim x As Integer

x = MsgBox("Are you sure you want to close?", vbYesNo, "Close")

46


56/83

If x = vbYes Then

Unload Me

End If

End Sub

10.4 Guest Detail Form

Private Sub CmdAdd_Click(Index As Integer)

Dim addnew As Integer

addnew = MsgBox("Do you want to add a new record?", vbYesNo, "Add Record")

If addnew = vbYes Then

AdoGuests.Recordset.addnew

End If

47


57/83

End Sub

Private Sub cmdclose_Click()

Dim x As Integer


If x = vbYes Then

Unload Me

End If

End Sub

Private Sub CmdConference_Click(Index As Integer)

FrmRooms.Hide


frmPayments.Hide

FrmGuests.Hide

FrmConference.Show

End Sub

Private Sub CmdDelete_Click()

Dim del As Integer

del = MsgBox("Are you sure of deleting?", vbYesNo, "Delete Record")

If del = vbYes Then

AdoGuests.Recordset.Delete

End If

48


58/83

End Sub

Private Sub CmdEdit_Click(Index As Integer)

With AdoGuests.Recordset

If .EditMode Then

.Update

MsgBox "Edit Completed!", vbInformation

Else

MsgBox "Records Not Edited", vbCritical

End If

End With

End Sub

Private Sub CmdFirst_Click(Index As Integer)

AdoGuests.Recordset.MoveFirst

End Sub

Private Sub CmdLast_Click(Index As Integer)

AdoGuests.Recordset.MoveLast

End Sub

Private Sub CmdNext_Click(Index As Integer)

If AdoGuests.Recordset.EOF = True Then

MsgBox "This is the last record", 16, "Guests"

AdoGuests.Recordset.MoveLast

49


59/83

Else

AdoGuests.Recordset.MoveNext

End If

End Sub

Private Sub CmdPayment_Click(Index As Integer)

frmPayments.Show

End Sub

Private Sub CmdPayments_Click(Index As Integer)

FrmRooms.Hide

FrmConference.Hide


FrmGuests.Hide

frmPayments.Show

End Sub

Private Sub CmdPrevious_Click(Index As Integer)

If AdoGuests.Recordset.BOF = True Then

MsgBox "This is the beginning of records", 16, "Guests"


Else

AdoGuests.Recordset.MovePrevious

50


60/83

End If

End Sub

Private Sub CmdReservations_Click(Index As Integer)


End Sub

Private Sub CmdRooms_Click(Index As Integer)

FrmConference.Hide

frmPayments.Hide

FrmGuests.Hide


FrmRooms.Show

End Sub

Private Sub CmdSave_Click(Index As Integer)

AdoGuests.Recordset.Update

End Sub

Private Sub CmdSearch_Click(Index As Integer)

'Procedure to search a record

Dim R As Integer

'Enter the search value

R = InputBox("Enter the Guest ID Number")

51


61/83

With AdoGuests.Recordset

searchResult = .Bookmark

.Find "GuestID =" & "" & R, 0, adSearchForward, 1

If .EOF Then

MsgBox " Records " & R & " Not Found!", vbInformation, "Guests"


End If

End With

End Sub

10.5 Reservation Detail Form



52


62/83



AdoReserv.Recordset.addnew

End If

End Sub

Private Sub CmdC_Click(Index As Integer)

FrmGuests.Hide

FrmRooms.Hide

frmPayments.Hide


FrmConference.Show

End Sub

Private Sub cmdclose_Click(Index As Integer)

Dim x As Integer


If x = vbYes Then

Unload Me

End If

End Sub

Private Sub CmdDelete_Click(Index As Integer)

53


63/83

Dim del As Integer


If del = vbYes Then

AdoReserv.Recordset.Delete

End If

End Sub


With AdoReserv.Recordset

If .EditMode Then

.Update


Else


End If

End With

End Sub


AdoReserv.Recordset.MoveFirst

End Sub

Private Sub CmdG_Click(Index As Integer)

54


64/83


frmPayments.Hide

FrmRooms.Hide

FrmConference.Hide

FrmGuests.Show

End Sub


AdoReserv.Recordset.MoveLast

End Sub


If AdoReserv.Recordset.EOF = True Then

MsgBox "This is the last record", 16, "Reservations"

AdoReserv.Recordset.MoveLast

Else

AdoReserv.Recordset.MoveNext

End If

End Sub

Private Sub CmdP_Click(Index As Integer)

FrmGuests.Hide

FrmRooms.Hide


55


65/83

FrmConference.Hide

frmPayments.Show

End Sub


If AdoReserv.Recordset.BOF = True Then

MsgBox "This is the beginning of records", 16, "Reservations"


Else

AdoReserv.Recordset.MovePrevious

End If

End Sub

Private Sub CmdR_Click(Index As Integer)

FrmConference.Hide

frmPayments.Hide


FrmGuests.Hide

FrmRooms.Show

End Sub


AdoReserv.Recordset.Update

End Sub

56


66/83



Dim R As Integer


R = InputBox("Enter the Reservations ID Number")

With AdoReserv.Recordset


.Find "ReservationID =" & "" & R, 0, adSearchForward, 1

If .EOF Then

MsgBox " Records " & R & " Not Found!", vbInformation, "Reservations"


End If

End With

End Sub

57


67/83

10.6 Conference Detail Form





AdoCon.Recordset.addnew

End If

End Sub


Dim x As Integer


58


68/83

If x = vbYes Then

Unload Me

End If

End Sub


Dim del As Integer


If del = vbYes Then

AdoCon.Recordset.Delete

End If

End Sub


With AdoCon.Recordset

If .EditMode Then

.Update


Else


End If

End With

End Sub

59


69/83


AdoCon.Recordset.MoveFirst

End Sub



frmPayments.Hide

FrmRooms.Hide

FrmConference.Hide

FrmGuests.Show

End Sub


AdoCon.Recordset.MoveLast

End Sub


If AdoCon.Recordset.EOF = True Then

MsgBox "This is the last record", 16, "Conference"

AdoCon.Recordset.MoveLast

Else

AdoCon.Recordset.MoveNext

End If

End Sub

60


70/83

Private Sub CmdP_Click(Index As Integer)

FrmRooms.Hide

FrmConference.Hide


FrmGuests.Hide

frmPayments.Show

End Sub


If AdoCon.Recordset.BOF = True Then

MsgBox "This is the beginning of records", 16, "Conference"


Else

AdoCon.Recordset.MovePrevious

End If

End Sub


FrmGuests.Hide

FrmRooms.Hide

frmPayments.Hide

FrmConference.Hide

61


71/83


End Sub


AdoCon.Recordset.Update

End Sub



Dim R As Integer


R = InputBox("Enter the Conference ID Number")

With AdoCon.Recordset


.Find "ConferenceID =" & "" & R, 0, adSearchForward, 1

If .EOF Then

MsgBox " Records " & R & " Not Found!", vbInformation, "Conference"


End If

End With

End Sub

Private Sub Timer1_Timer()

Me.TxtTime.Text = Time

62


72/83

End Sub

Private Sub TimerConference_Timer()

Me.TxtTime.Text = Time

End Sub

10.7 Room Detail Form





AdoRooms.Recordset.addnew

63


73/83

End If

End Sub


Dim x As Integer


If x = vbYes Then

Unload Me

End If

End Sub


Dim del As Integer


If del = vbYes Then

AdoRooms.Recordset.Delete

End If

End Sub


With AdoRooms.Recordset

If .EditMode Then

.Update


64


74/83

Else

MsgBox "'Records Not Edited' ", vbCritical

End If

End With

End Sub


AdoRooms.Recordset.MoveFirst

End Sub


AdoRooms.Recordset.MoveLast

End Sub


If AdoRooms.Recordset.EOF = True Then

MsgBox "This is the last record", 16, "Rooms"

AdoRooms.Recordset.MoveLast

Else

AdoRooms.Recordset.MoveNext

End If

End Sub

Private Sub CmdP_Click()

65


75/83

FrmGuests.Hide

FrmConference.Hide

FrmRooms.Hide


frmPayments.Show

End Sub


If AdoRooms.Recordset.BOF = True Then

MsgBox "This is the beginning of records", 16, "Rooms"


Else

AdoRooms.Recordset.MovePrevious

End If

End Sub

Private Sub CmdR_Click()

FrmGuests.Hide

FrmRooms.Hide

frmPayments.Hide

FrmConference.Hide


End Sub

66


76/83


AdoRooms.Recordset.Update

End Sub



Dim R As Integer


R = InputBox("Enter the Room ID Number")

With AdoRooms.Recordset


.Find "RoomID =" & "" & R, 0, adSearchForward, 1

If .EOF Then

MsgBox " Records " & R & " Not Found!", vbInformation, "Rooms"


End If

End With

End Sub

67


77/83

10.8 Payment Detail Form





AdoPay.Recordset.addnew

End If

End Sub


Dim x As Integer


68


78/83

If x = vbYes Then

Unload Me

End If

End Sub


Dim del As Integer


If del = vbYes Then

AdoPay.Recordset.Delete

End If

End Sub


With AdoPay.Recordset

If .EditMode Then

.Update


Else


End If

End With

End Sub

69


79/83


AdoPay.Recordset.MoveFirst

End Sub


FrmConference.Hide

FrmRooms.Hide

frmPayments.Hide


FrmGuests.Show

End Sub


AdoPay.Recordset.MoveLast

End Sub


If AdoPay.Recordset.EOF = True Then

MsgBox "This is the last record", 16, "Payments"

AdoPay.Recordset.MoveLast

Else

AdoPay.Recordset.MoveNext

End If

70


80/83

End Sub


If AdoPay.Recordset.BOF = True Then

MsgBox "This is the beginning of records", 16, "Payments"


Else

AdoPay.Recordset.MovePrevious

End If

End Sub


FrmGuests.Hide

FrmRooms.Hide

FrmConference.Hide

frmPayments.Hide


End Sub


AdoPay.Recordset.Update

End Sub

71


81/83



Dim R As Integer


R = InputBox("Enter the Reservations ID Number")

With AdoPay.Recordset


.Find "PaymentID =" & "" & R, 0, adSearchForward, 1

If .EOF Then

MsgBox " Records " & R & " Not Found!", vbInformation, "Payments"


End If

End With

End Sub

72


82/83

CHAPTER ELEVEN

11.0 CONCLUSIONS AND RECOMMENDATIONS

11.1 ACHIEVEMENTS

Evaluation of the current system in terms of its weaknesses and strengths.

This new system produces the required documents

Increased security of all records by use of authorization and authentication

techniques.

Increased speed of storage and retrieval of records.

Production of a centralized Database Management System.

11.2 SHORTCOMINGS

Initial cost of implementing the system would be high. This will include cost of

hardware, software, integration with other systems and user training.

Resistance by end users.

Time was a major difficulty encountered when performing tasks on the project.

11.3 CONCLUSION

By introducing an automated reservations system, the hotel will provide timely and

efficient services to its guests. The system will give the hotel a cutting edge over other

hotels. The system provides an easy to manage approach in the storage and retrieval of

records; it provides confidentiality of records and also ensuring quality of work.

This will boost the hotels profits since much work will be carried out within a short

time and the information will be highly accurate and secure.

73


83/83

11.4 RECOMMENDATIONS

The implementation of the system will ensure that Woodlands hotel is able to meet its

strategic goals.

Further modifications of the system can be done to increase the functionality of the

system. This should be done in sync with changes that occur in the hotels internal and

external environment.

woodland resevation mgt system

Documents