ADMAS UNIVERSITY COLLEGE HARGEISA MAIN

CAMPUS

CERTIFICATE

This is to certify that the project titled “HOTEL RESERVATION SYSTEM” is the bona-
fide work done by

Student Name: Ahmed Abdi Hersiguure IDNO: 030/07

Mustafa Ali Abdi IDNO: 130/07

In partial fulfillment of the requirements for the award of BBA (Information and
Communication Technology)
During the period 2007-2010

Advisor Head of the Department

Ahmed Nasser

Academic Vice president

 A

Project Report

Submitted for the partial fulfillment of the requirements for the award of the
Degree in

ICT (Information and Communication Technology)

Under the Guidance of Nasser Osman

By

Student Names: Ahmed Abdi Hersiguure IDNO: 030/07

Mustafa Ali Abdi IDNO: 131/07

DEPARTMENT OF INFORMATION AND COMMUNICATION TECHNOLOGY

Admas University College
Hargeisa Main Campus
August – 2010
TABLE OF CONTENTS:
ACKNOWLEDGMENT

Thanks to Allah for giving me this opportunity, the strength and the patience
to
Complete my project finally, after all the challenges and difficulties.
After that, I would like to thank to my parents, sisters and, brothers for
whom my deepest mere of expression of thanks likewise does not suffice,
for their cooperative, encouragement, constructive suggestion and support
for completion of this project. Besides that, thanks to the endless financial
and moral support of my brother Mohamed Abdi Hersiguure that without
him all this tangible achievement would not be possible.
I would also like to express soundest thanks to my advisor Lecturer Ahmed
Nassir who has been academically and personally extremely helped us.
Thanks to our entire university lecturers whom helped us significantly, to
complete all required course in our academic career.
Last but not the least; I would like to take this opportunity to thank to all my
closest friends and colleagues who have given their support and help.
Introduction:
The hotels have become a part of daily life in the world. Many different
tasks _ renting rooms, meetings, reservation/booking are being
accomplished as a routine matter of daily life over world.

This project work was under the fulfillment of BBA (Information and
communication technology). We tried to our best to make the complicated
process of the Hotel Reservation System much easier and simple as possible.

The design of this software was such a way that the user may not have any
difficult in using it. I cannot title that this work to be completely exhaustive.
The main purpose of this activity is to perform employee activity in
computerized way rather than manually which is time consuming.
The limited time and resources have restricted us to incorporate, in this
project, utmost care has been given to make the system efficient and user
friendly. Therefore, the design of this system is to perform the following
functions:
 Opening a new room
 Updating to room assigned
 Admission of new customer
 Check out of a customer
 Report generation
BARWAAQO HOTELS:

Barwaaqo Hotel opened in the capital of Somaliland, Hargeisa in 2006. After

two years, the second branch was open in the second capital of Somaliland
Burco. It is a partnership business of two businesspersons.

The hotel provides both hotel and restaurant services. It locates the
downtown of the capital 7 km from the airport, Beside the Dahabshiil
headquarters.
Barwaaqo hotels operate fully in the country with its two branches, the hotel
operates both hotel and restaurent services
Barwaaqo hotels in the branch of Hargeisa, it has 34 rooms, Conference hall
and restaurant arena. In addition, the second branch that locates BURCO has
larger rooms and wide conference halls; the number of workers exceeds 15
including the manager, receptionist, cleaners, restaurant workers, and
security guards.
Barwaaqo hotels was never used any computerized system before, to register
the activities and transactions of the business. Although the traditional
system worked well for a time but it has its own drawbacks and advantages.

All the services provided by the clients like Accommodation service,

restaurant expenses, and laundry expenses
The main aim of the entire activity is to automate the process of day-to-day
activities of Hotel like Room activities, Admission of a New Customer,
Assign a room according to customer’s demand, checkout of a customer and
releasing the room, and finally compute the bill etc.
The expectation of this application is to produce the following results
considered to the interests of owners, visitors, and common guests:
 To bring into focus the implication of the present situation to guide
owners, customers and the information related to the owner/customer
 Identifying customer related information required things
 The application consists detailed customer information database that
can be gotten relating the entities is mentioned on the following pages,
this software enables the user to view to any activities which
concerned to customer information like: check in check out and
payment by updating, deleting, inserting and so on.

Current system
The current system of the hotel is Paper based system, which was effective
since the establishment of the hotel.

Weakness of the current system:

 Lack of maintenance of data in day to day registering, updating
,deleting because of using manual registering
 Searching the history of the clients may take minutes and that reduces
the performance of the system.
 Sometimes, the receptionist may forget to clarify whether the client
has fully paid all the expenses or not.
 increased duplication in record keeping
Proposed System:
The proposed system helps in detail all data about customers with
classifying the registrations and any activities related to the customer history.
The chances of Data Redundancy are minimized. Data duplicate kept in
without redundancy by assigning each customer in specific number, which
identifies the entire information about the customer.
In addition, the managers or stuffs using the software can only manipulate
the Barwaaqo hotels software management system by accessing the database
through secured username and password.
Advantages of the proposed system:

 All activities are done automatically

 Fast data insertion and retrieval
 Facilitating for reservation and booking
 No more data duplication and data conflicts
 Easy of viewing the latest customer information
 Data security and reliability
 No paper work required
The proposed system will also have the following advantages according
to performance, security and, control.
Performance:
The manual handling of the record is time consuming and highly prone to
error. To improve the performance of the Hotel Reservation System, the
computerized system is to be undertaken. This project is fully computerized
and user- friendly even that any of the members can see the report and status
of the company.
Control:
The complete control of the project is under the hands of authorized person
who has the password to access this project and illegal access is not
supposed to deal with. All the control is under the administrator and the
other members having the rights to see the records not to change any
transaction or entry.
Security:
Security is the main criteria for the proposed system. Since illegal access
may violate the Information. Therefore, security has to be in the first priority
to this project.
Feasibility study is to select the best system performance requirement and
working ability in the organization. Feasibility just expresses whether the
proposed system will be possible economically, operationally, technically
and, time duration.
Technical Feasibility
In technically, the system should be assessed organizations ability is possible
to develop the proposed system. Employees performance to the system
should be consider. Technically understanding the possible target hardware,
software and, operating environment is used.
Economical Feasibility
Economical feasibility studies whether the proposed system will be feasible
financially. In addition, it studies the cost of the hardware required to
function in the system, Operating system needed.
Operational Feasibility
Its purpose is to gain an understanding of the degree to which the proposed
system will likely solve the organization problems and how much advantage
the project will initiate/generate. Operationally this project will not affect the
dismissal of any kind of the hotel staff.
The new system just needs at least two well-trained employees who can
manage the smooth going of the software and efficiently used.

Schedule Feasibility:
This feasibility concern for project duration refers to as assessing schedule
feasibility. The purpose of assessing schedule feasibility is to gain an
understanding of the likelihood that all potential periods and completion date
schedule met and these dates will be sufficient for dealing with the needs of
the organization.
Analysis is the first SDLC phase where it begins to understand the in-depth
and the need for system changes.
The purpose of Analysis is to determine what information and information-
processing services is to support selected objectives and functions of the
organization.
Analysis is a large and involved process so, we divide it into two main
activities to make overall process to undergo easily and understand
smoothly, and here they are:
 Requirement Determination: this the primarily a fact-finding activity
 Requirement Structuring: this activity creates a clear description of
current business operations and new information processing services.
Information about current operations and requirement for a replacement
system must be organized for analysis and design. Structuring or organizing
system requirement results in diagrams and descriptions (model) that can be
analyzed to show deficiencies and inefficiencies, missing elements and
illogical components of the current business operation.
The result of requirement determination can be structured according three
essential views of the current and replacement information system.
 Process Modeling : The sequence of data movement and handling
operations with the system
 Logic and Timing- the rules by which data are transformed and
manipulated and indication of what triggers data transformation.
 Data Conceptual Modeling : The inherent structure of data
independent of how or when they are processed

Process modeling involves graphically representing the functions or process

that captured, manipulated, and distributed data between systems and its
environment and component between within a system. A common form of a
process model is a data flow diagram.
Data Flow Diagrams (DFD) are versatile diagramming tools, with only four
symbols (process, data store, sink/source, and data flow).
Four processes occur in the hotel and here they are:
Admission process:
In this process it’s the initial contact of the customer to the hotel, receptionist
records customer details and assigns a room after reservation is done
customer is offered by services including providing Food services,
Telephone and internet services, house-cleaning, laundry, and other
services.
Order process:
After a customer is registered and accommodated for a room, he may place
orders to the restaurant department for food; then waiter fulfills this order
and informs the cashier about the expense of the order.
Checkout process:
When customer is, suppose to leave the hotel he/she may request for exit, the
receptionist looks back customer file and calculates all the billing invoices
and tell to the customer. After that housekeeping staff vacates the room.

Admission Process:

 Hotel Guest/Customer visits to the hotel

 Receptionist Records the customer details
 Customer is assigned to available rooms
 Customer pays the rent and request other services
 Customer is offered by services
  Invoices is sent back to the customer

Check-out Process:
 Customer request for exit
 Customer file is read
 Billing form is generated
 Invoices is submitted to financier
 Sends the invoices to the customer
 Room is vacated by house -keeping staff
Order service process:
 Customer places orders
 Order is submitted to Restaurant
 The order is carried by the customer
 Waiter contacts the cashier and informs the food price
 Billing form is produced
 Invoice + Food is sent to customer
Firstly, Finding information about the organizations activity will be
conducted some methods to determine the requirement of the system.
So we conducted traditional ways of gathering information: collecting
information about how the organization works by talking to the people who
are directly or indirectly involves in the different parts of the organization.
Like users, managers etc.
We can also collect information about the system by gathering copies of
documentation relevant to current systems.
Firstly, when we visited the organization we engaged to talk directly to the
people involved in the business and asked the following questions:

- When the hotel was open?

- How many branches does the hotel have?
- Had you previously used any computerized system?
- What was the major problems u faced using this current system?
- What is the exact number of employees?
- How many rooms does the hotel consist of?

The answers were as follows:

- The hotel was first established in 2006 at Hargeisa, Somaliland
- There are two branches, one is the main branch at Hargeisa, and the
second branch locates at Burco.
- No computerized system used since the establishment of the hotel.
- Incomplete data capturing to the clients, lack of security where
everybody can easily read.
- The exact number of workers is 13 including both department of the
hotel and restaurant (receptionist, security staff, managers and
cleaners).
- The hotel contains exactly 33 rooms including Family and single
rooms.

Conceptual data modeling is a detailed model that captures the overall

structure of data in an organization.
This part we will talk about the relationships of entities and their
cardinalities.
Receptionist records Customer Details also Receptionist one or more
Customers
The relationship between Receptionist & customer is that one Receptionist
can register many Customers.
Receptionist has the following attributes (Empno [Primary key],
Emp_Name, Department, and Address).

When Receptionist registers customer, then the customer (Cust_name,

Cust_ID, Date of Arrival, Date of leaving) is assigned to a room
(Room_Num, Room Type, check-in-time, check-out-time).

Now customer places order (Order_ID, Order_type, Order_Date, and

Cust_ID) to receive restaurant services

The order is fulfilled by the restaurant staff i.e. Waiter (Empno, Emp_name,
Dept, and Address)
When customer delivers order, waiter contacts restaurant cashier and
submits the costs used by the customer.
Every room is worked by a house-keeping staff (Empno, Empname, Dept,
and Address) that is responsible for cleaning and vacating rooms.
Housekeeping staff is supposed to clean the rooms daily.

Cashier collects all the expenses belonged to customers and calculates, after
that cashier prepares invoices where invoices are to be send customers.
Cashier must generate many invoices to different customers where as
invoices belonged to a specific customer cannot be generated different
cashiers.

Invoices generated by the customer is calculated and sent to customer. Here

invoice has to be send in one customer where as customer can receive more
than one invoice

Finally, Financier reports all to the manager (Empno_ID, Emp_Name,

Address, and Mgr_ID).
IN DESIGN PHASE:
 Logical Database Design:
  Normalizations:
 Data Dictionary
 Physical Database Design
 Designing Interface Forms

Design Phase:
Soon after the completion of Analysis phase, logical and physical design
should be next step.

The first thing in which logical database design deals is to convert the
entities that discussed in Analysis phase into relations.
The process of converting entities into relations is “Transformation process”
and there are things to be considering when the process is complete.

Transforming Entities into Relations:

During logical design, you transform E-R diagrams developed during

conceptual design into relations. The inputs of this process are the entity
relationships (Enhanced E-R) diagrams that u studied in Analysis phase.
Transforming or mapping ER diagrams into relations is “Transformation
process.”

Consequently, certain terms will change in this phase as the transformation

process goes into and can be as follows:
 Entity term is converted into relation
 Attribute term becomes field or column
 The identifier changes into primary key and
 Cardinality and type of relationships becomes foreign key and
primary key relationship. Finally, the process starts with
TRANSFORMING E-R DIAGRAMS INTO RELATIONS:

1. CUSTOMER

`
2. ROOM
3. INVOICE

4. EMPLOYEE
Normalization:
Normalization is formal process for deciding which attributes will arrange
together in a relation. Normalization reduces relation with anomalies to
produce smaller, well-structured relations.
Here are some of the main goals of normalization:
 Minimize data redundancy, thereby avoiding anomalies and
conversing storage space.
 Make easier to maintain data (insert, update, and delete)
 Simplify the enforcement of referential integrity constraints
The principle of Normal form is categorized from the first normal form (the
lowest form of normalization, referred to as first normal form or 1NF)
through five (fifth normal form or 5NF). In practical applications only the
first 3 normal forms are implemented (1NF, 2NF and 3NF) and occasional
the fourth normal form (4NF) is used. Fifth normal form is very rarely used.
The Steps in Normalization:
Normalization is based on well-structured rules and we will outline just the
first three and important rules.
 First normal form: any multi-valued attributes (also called repeating
groups) is removed.
 Second normal form: any partial functional dependencies have been
removed
 Third normal form: Any transitive dependencies have been removed

First Normal Form (1NF):

A relation is in first normal form (1NF) if a primary key is defined which uniquely
identifies each row in the relation and no repeating groups in the relation.

Cust_ID First Second Third Name Address Gender Age

Name Name
111 Ahmed Abdi Hersiguure Duruksi Male 23
In this table u can see a repeating group like First name, Second Name, Third Name. We
can minimize this attributes into one column. Cust_ID will be identified as primary key.

Cust_ID Cust_Fullname Address Gender Age

111 Ahmed Abdi Duruksi Male 23
Hersiguure

Second Normal Form (1NF):

The second normal form (2NF) further addresses the concept of removing
duplicative data and Meet all the requirements of the first normal form
(setting primary key and every non key attribute is functionally dependent
on the primary key. Second normal form is satisfied if an only if the
following attributes is apply:
 The primary keys consist of only one attribute for example (Cust_ID).
 Every non-primary key is functionally dependent on the primary key.
The primary key for this relation is Cust_ID therefore the non-primary key
attributes like Cust_Fullname, address, and age.
Third Normal Form (1NF):
A relation is in the third normal form (1NF) if it is in the second normal
form (removing duplicate data) and no transitive dependencies exist. A
transitive dependency in a relation is a functional dependency between two
(or more) non-key attributes. However, having considered the mapping
relations, they look to be free from any anomalies.
Data Dictionary: is data about data. Though this definition is easy to
remember, it is not very precise. The strength of this definition is in
recognizing that metadata is data. As such, metadata can be stored and
managed in a database, often called a registry or repository.

Data about data is a common term, which specifies the data types, size,
constraints, field names, descriptions about a specific relation.

Finally, Data depositors are show for the relations as follows:

Customer Table
Column Data Type Size Constraints
Cust_Id Number 4 Primary key
Cust_name text 20 Customer name
Address text 20 Customer address
Date-In Date 10 Date in hotel
Room_Num Num 4 Customers room
Room Type text 10
Room Table
Column Data Type Size Constraints
Room_Num Number 4 Primary key
Room_Type text 20
Date-In Date 10
Cust_name text 20
State text 20
Floor Number 4

Invoice Table
Column Data Type Size Constraints
 Invoice_Num Number 4 Primary key
Invoice Date Date 10
Cust_Id Number 4
Room_Num Number 4
Facility Name text 20
Facility Cost text 20

Employee Table

Column Data type Size Constraint

Emp_ID Number 4 Primary key
Emp_Name text 20
DOB Date 10
Address text 20
Department text 20

Check-Out Table:
 Column Data type Size constraint
Guest_ID Number 4 Primary key
Guest Name text 20
Room_Num Number 4
Date In Date 20
Date Out Date 20

Payment Table:

Column Data type Size constraint

Payment Date Date 20
Cust_ID Number 4
Room_Num Number 4
Physical database design states that the technical specifications is converted
into design specifications; this means that the relations having been defined
in the logical database design are once more converted into physical tables,
which are capable of storing data by applying certain data types to them and
finally implementing in any desired RDBMS “Relational Database
management Software”

TECHNOLOGY USED:
Nevertheless, there are two things, which are to be under-taken into
consideration when talking about physical database design specifically, and
here they are:
 Front-End-Application
 Back-End-Applications
As front-End application, we will use Visual Studio.net.

It is an object oriented language uses exception handling extensively like

with most OOP languages; exceptions that are not handled will cause
programs to abnormally end or exit.
Visual Studio.net has the following properties:
 A consistent framework of base classes that sits on top of the
operating system, essentially replacing traditional service accessing.
 A common type system that makes data type usage consistent
across .Net programming languages, e.g., Visual Basic and C++
 High level interfaces supporting Windows and web-based application
for procedures such as creating forms.
 Computers can hold multiple versions of the same components. As
such, developers can simply create the different versions and direct
the application to the versions they need to use.
It also is a useful tool for developing event driven programs. Visual
Basic.Net can create both windows applications and web applications at the
click of a mouse button.
Visual Basic .NET comes with features such as a powerful new forms
designer, an in-place menu editor, and automatic control anchoring and
docking. Visual Basic .NET delivers new productivity features for building
applications that are more robust easily and quickly. With an improved
integrated development environment (IDE) and a significantly reduced
startup time, Visual Basic .NET offers fast, automatic formatting of code as
you type, improved IntelliSense, an enhanced object browser and XML
designer, and much more.

With Visual Basic .NET we can create Web applications using the shared
Web Forms Designer and the familiar "drag and drop" feature. You can
double-click and write code to respond to events. Visual Basic .NET 2003
comes with an enhanced HTML Editor for working with complex Web
pages. We can also use IntelliSense technology and tag completion, or
choose the WYSIWYG editor for visual authoring of interactive Web
applications.

You can tackle any data access scenario easily with ADO.NET and ADO
data access. The flexibility of ADO.NET enables data binding to any
database, as well as classes. Seamless access to ADO enables simple data
access for connected data binding scenarios. Using ADO.NET, Visual
Basic .NET can gain high-speed access to MS SQL Server, Oracle, DB2,
Microsoft Access, and more.

As back-end-front, we will use Microsoft Access 2003 and the latest

versions.
Microsoft Access manages all the information from a single database File.
Within the File, data is dividing into separate storage containers called
tables; online forms used to view, add, and update table data.
Query does to find and retrieve just the data one wants; and data analyzed
and printed in a specific layout using reports.
Microsoft Access is the default database of Microsoft Visual Basic.
Microsoft Access is a Relational Database control. Using Access, we can
organize our data according to subject and can store information about how
different subject are related. In general, MS-Access database can have
several small tables.

The first version of Access were publicized in 1992 quickly followed by the
Access 1.1 version in May 1993 to improve compatibility with other
Microsoft products and include the Access Basic programming language, all
other earlier versions we belong to this format (.MDB). The latest versions
are MS Access 2007 and MS Access 2010, which belongs to format
(.ACCDB).

Designing forms is activity that will focus on the users, which follows a
prototype approach. First of all you must gather and understanding of the
intended user by collecting initial requirements during requirement
determination.

There is several questions must be answered. These questions will generally

answer “who, when, where, and how” related to the creation of all forms.

First, you have to understand who the users are or example their skills and
abilities- will greatly enhance to create an in effect design. Secondly, what
are the educational level and task relevant knowledge related to your users?
In addition, how many people need to use this forms?

Finally, the answers of these questions will give you guidance for both the
format and content of your design.

After gathering the initial requirements, you may structure and rectify this
information into an initial prototype.

In each phase of SDLC its subsequent of the next page, designing forms are
inputs to the system implementation phase.

In this application, there are six forms including splash form, log in form and
the main that contain into four other forms, and here they are.
 Splash Form
 Log In Form
 Main Form ( this form will have sub-forms
 Customer Registration
 Check In Form
 Check out Form
 Payment Form
 Rooms Form
 Employee Registration
 And lastly Reports of the forms will be designed

Splash Form:
Splash Form is the first form that appears when software is appearing and it
may contain a progress bar and Timer that counts.

LOG IN FORM
This form indicates authentication of the user when he/she first log in the
software, user must enter a valid username and password in the given two
boxes if user enters invalid username or password a message will appear
terming as “ invalid username or password, please enter valid username or
password”. This form will also have a cancel button that is supposed to close
whenever user clicks.

The main purpose of this form is to register new customer by recording

details about the customer, whilst customer is assign to a room.
Details from the customer is saved in the database and whenever needed is
retrieved, updated easily.
This form is used to check out the customer details when he/she is
leaving the hotel at that time the billing invoice is generated to pay the
liabilities of the hotel by the customer. Then housekeeping staff should
vacate the room. In addition, make it ready for another customer. Room
charges and all other charges is calculated,
This form registers the staff of the hotel like employee name, address, DOB,
and department.
When employee is registered, the data will automatically stored in employee
table which holds all fields required. Employee works mainly in two
different department Hotel department and Restaurant department.
GUEST REGISTRATION REPORT:
In this report all registered customer details is displayed like customer ID,
Customer Name, Date booked

Employees Report
This report shows all employees detail in the hotel.
IMPLEMENTATION
PHASE
Implementation is the phase where the design theory is converted to a
running system. This phase is the most time consuming in SDLC phases
because all work has to completed.
Implementation is target as last and conclusion activity to produce the
professional movement that has been attended to be result of the goal’s
project. The developed system must be centralized system that could be
accessed data anytime, anywhere.
System implementation is comprised many activities and here they are:
 Coding
 Testing
 Installation
 Documentation and
 Training

CODING:
Coding is the process where physical design done in Analysis phase turned
into working computer code by programming. In our case we will use to
code in vb.net.
However, the complexity of the system coding will be time consuming and
involved by many task to be complete.

Splash form:
In this form appears first when the program is debugging after short time it
displays the second subsequent form log in form.
LOG IN FORM:
In this form, the user will have to enter a username and password. If the
username and password is correct, the project will proceed further else an
error message will be display then the form disappears.

This
form is the main form and it contains:
Guest Registration Form
Check-form
Checkout form
Employees form:
Payment Form (bill generating form):

MDI (multi-document interface form)

Guest Registration Form:

The main purpose of this form is to register new customer by filling all the
required details like customer name, customer address, customer id etc.
Registering new customer:

It will record like this:

Updating a Record:
Address of The customer is switched from Laascanod to Buuhoodle.

Deleting a record from the database:

When one record is deleted the record will be automatically is deleted in the
database.

Application System Testing:

Finally, after the completion of all the phase system is ready to test how
satisfactorily will meet its requirements.
There are different ways to implement for testing the application; we will
examine each type of testing in the following paragraph:
 Inspection testing: testing technique in which participants examine
program code for predictable language specific errors.
 Unit testing: Each module is tested alone in an attempt to discover any
errors in its code.
 Integration testing: the process of bringing together all modules that a
program comprises for testing purpose. Modules are typically
integrated in top down incremental fashion
 System testing: is the process bringing together all of the programs
that a system comprises for testing purpose. A program is typically
integrated in top down incremental fashion. The purpose of testing is
to confirm that the system satisfies requirements.

Acceptance Testing:
Once the system tests have been satisfactorily completed, the system is
ready for acceptance testing which is testing the environment where it
eventually be used. Acceptance refers to the fact that users typically sign off
on the system and accept it once they are satisfied with it.

Conclusion:
Throughout this Hotel Management System is supposed to do all activities
that are going on the Hotel.

This computer-based system can manage Booking of new customer, viewing

customer history, generating invoices and all expenses, and generating
reports.
While developing this project we encountered a lot of o during
implementation phase.

Finally, the project has successfully completed with the effort and
hardworking we did during this time. Special thanks to our advisor Ahmed
Nassir who taught as the way we could successfully finish the project.