HOTEL

MANAGEMENT SRS DOCUMENT

SYSTEM
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National University of Computer & Emerging Sciences – FAST (CFD)

Department of Software Engineering: Software Requirement Engineering

Hotel Management System

SRS

Software Development and Architecture

Course and Lab Instructor(s) Dr, Muhammad Bilal

Department Software Development and Architecture
Group Members 20F-1023 Abubakar Mehboob
20F-0301 Muhammad Ibrahim
20F-0279 Muhammad Harris

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Contents
SRS.............................................................................................................................................................1
1. Introduction.........................................................................................................................................3
1.1 MISSION.......................................................................................................................................3
1.2 Intended Audience and Reading Suggestions..............................................................................3
1.3 Product Scope..............................................................................................................................3
1.4 DEFINITION..................................................................................................................................3
1.5 Acronyms and Abbreviations.......................................................................................................4
1.6 References...................................................................................................................................4
1.6.1 BOOKS..................................................................................................................................4
1.6.2 WORLD-WIDE-WEB..............................................................................................................4
2. Overall Description-(Overview)...........................................................................................................4
2.1 Product Perspective.....................................................................................................................4
2.2 Product Functions........................................................................................................................5
2.3 Assumptions and Dependencies..................................................................................................6
2.4 licensing and Installations............................................................................................................6
2.5 User characteristics-(RESPONSIBILITIES)......................................................................................7
2.6 Constraints and Dependencies....................................................................................................8
2.7 User environment........................................................................................................................8
2.8 Operating Environment...............................................................................................................8
Hardware: -..............................................................................................................................................8
Software: -...............................................................................................................................................9
2.9 User Documentation....................................................................................................................9
2.10 Design and Implementation Constraints.....................................................................................9
3. CORE REQUIREMENTS.........................................................................................................................9
3.1 FUNCTIONAL REQUIREMENTS.....................................................................................................9
3.2 NON-FUNCTIONAL REQUIREMENTS..........................................................................................13
4. Conceptual architecture diagram......................................................................................................15
5. List of components with responsibilities...........................................................................................15
6. use-case maps...................................................................................................................................17
7. Appendix A: Glossary.........................................................................................................................18

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1. Introduction
1.1 MISSION
This project on Hotel Management System must provide some amount of automation in hotel
management. The objective of the project is to help hotels' in making their business more
efficient. It is also believed that an automated system might be an added attraction for their
potential customers. It will also show the attitude of the management that they are aware of the
newly introduced technology and ready to adopt them.
Electronically handling of data entries, and record to enhance the accuracy, flexibility, reliability
and to remove the human’s error.
• A hotel provides reliable service towards its guests, just to ensure safe stay and a memorable
experience for their clients.
• To provide accurate information about the addition, deletion, and modified database control
system record for efficient analysis and control of data flow.
• To provide, efficient, accurate, reliable, fast, and robust structure that can handle any task
keeping in view the current applied functionalities of the system.
 And the most important of all will be introducing futuristic technological control
using the Advance IoTs Control System.

1.2 Intended Audience and Reading Suggestions

This model is targeting higher potential clients with promising profitable conventions for the hotel
reservation framework. This has been executed under the direction of the director of the company. This
project is valuable for the hotel administration group and as well as for travelers or stayers.

1.3 Product Scope

The objectives of the automated Hotel Management System are to simplify the day-to-day processes of
the hotel. The system will be able to handle many services to take care of all customers in a quick
manner. As a solution to the large amount of file handling happening at the hotel, this software will be
used to overcome those drawbacks. Safety, easiness of using and most importantly the efficiency of
information retrieval is some benefits the development team going to present with this system. The
system should be user appropriate, easy to use, provide easy recovery of errors and have an overall end
user high subjective satisfaction.

1.4 DEFINITION
The potential clients who want a hotel with best services and all facilities
without any inconvenience will be targeted. This software product
will help in boosting economic resources of the enterprise and will take on the
business of hotel all around the world up to the mark. Through its new and up
to date cutting edge technology guests will have a unique and futuristic
experience during their stay. Our major importance will be IoTs based smart
appliances and devices.
Current available systems do not provide free Wi-Fi, also they provide only
parking not car monitoring system, they provide only domain setup for product
accessibility and in case of emergency they do not have doctors
Provide free Wi-Fi, providing a complete functional website for managing the
complete assets social engagements. It also provides smart parking,
monitoring system and rechargeable supply stations through app. Doctor on

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call in case of emergency through app also a treatment facility at hotel.
Following are the facts and figures considering the scope of the project:

o Faster System.
o Accuracy.
o Reliability.
o Informative.
o Reservations and cancellations from anywhere to any place.

1.5 Acronyms and Abbreviations

Null

1.6 References
1.6.1 BOOKS

1. Philip LaPlante
https://www.amazon.com/Phillip-A.-Laplante/e/B001IYZKFC%3Fref=dbs_a_mng_rwt_scns_share

2. Philip LaPlante
1st Edition 2011 © 2011 by Klaus Pohl and Chris Rupp

1.6.2 WORLD-WIDE-WEB

3. Hotel Receptionist Resume Sample” [Online]. Available

http://coverlettersandresume.com/receptionist/resume-sample-of-hotel-receptionist/, [Accessed,
July.23.2014]

4. Hotel Receptionist Duties” [Online]. Available

http://www.buzzle.com/articles/hotel-receptionist-duties.html, [Accessed, July.23.2014}

2. Overall Description-(Overview)
2.1 Product Perspective
This project on Hotel Management System is the automation of the registration
process of the hotel system and the services provided with it. The system can provide
such information like client’s information, criminal’s, list of all clients staying currently
under the hotel, etc. This system will allow a user to book rooms within just a few
clicks and will also provide tons of services regarding our most awaited and liked
feature of all (IoTs), check-ins, do account maintenance, and query information. The
system also allows us to add records when a user reserves a room. It enables us to

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add any number of records to our database.
The goal is to allow customers greater and easier access to the hotel management
system, twenty-four hours a day with our top-notched always online and ready to go
servers.
.
2.2 Product Functions

1) Login
From the login page of the system, the user uses his account using his National
Identity Card number and password (created by the user in the signup option
menu). If a user is not registered, the website shall allow the user to enroll first.
The system will check both the frequent check-in account number and password
when a user attempts to log in. After login, the user will be able to use all the
services entitled to him/her.

2) Book a Room and reserve your stay earlier

The user can use the hotel booking system page to purchase room for minimum
time coordinated by the hotel owner. The system presents the user with
information on the last check-in of the room and shows him all types of options
like economy class, business class, suite class. rooms, etc.

3) Stay Status
The user will provide a room no., type of class to stay and date of check-in then
the system will display him/her.
1. Room availability status.
2. Estimated expenditure keeping in mind the type of class selected.
3. Status (one of the following)
i. Checked-in
ii. Outside of hotel premises
iii. Whereabouts unknown (if not logged in into the application software).
4) Account information
This gives the user the power to view, save, edit, or delete the information stored
in his account.
5) Logout
The Logout portion provides a way for the user to securely log out his account.
This process will save all user activities when he exits the system his account is
secure, and all his information is ended to end encrypted so that no one is able to
hack him.
There are three main participants in the system are the user, a potential user/client
name, number, and a room number. The user will select a room with its type of class
and number and book his stay.
The classes are following,

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 User
i. Name, Address, Age
ii. Credit Card information.
 Room class/ number
i. Departing and Arriving Cites and time.
ii. identifying online registration of room allotment Number.
6) Search Rooms
7) Add Payment
8) Issue Bills
9) Manage Room Details (Add, Update, Delete)
10) Manage Staff (Add, Update, Delete, View)
11) Set Rates
12) Manage Users (Add, Update, Delete)
13) Taking Backups
14) E-mail notifications

2.3 Assumptions and Dependencies

The whole project will be dependable on the characteristics of the individual hardware acceleration and
its performance may vary due to environmental and infrastructure variants

2.4 licensing and Installations

The product will be installed by the accredited software company hired by the hotel owner and the COTs
components will be installed by their respective licensed teams individually.

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2.5 User characteristics-(RESPONSIBILITIES)

View Reports
Department Details
Insert
Department
Update
Details
OWNER
Delete

Department Details

Room/Staff/Inventory Details
Add
Room/Staff/Inventory Details
Update

Room/Staff/Inventory Details
Delete
Database
This Manager
Photo by
Unknown
Author is
licensed under
CC BY USER Details
LOGIN-
SIGNUP
USER Details
Update
USER Details
Delete
Rooms
Search

USER-GU Reservations
This Photo by
Client Make
Unknown
Author is Bill
licensed under Issue
CC BY-SA

2.6 Constraints and Dependencies

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Security
Security for the Hotel management system includes authentication, access control, data
integrity, and data privacy. Authentication of the user is by identifier, password, face
scanner and thumb scanner. Hotel Owners can monitor and change the state of the
system. System monitors the Sensors condition and place an emergency alert and the
Transmissions will be encrypted for privacy.

Usability
 Easy to use
 Request for an ambulance, police or fire truck are automatic by using sensors depends on
the weather condition or voice activated.

Reliability Requirements:
System will sync frequently to backup server to avoid the data loss during failure, so it
can be recovered.

Responsiveness
 System responds within 1 seconds on average to local user requests
 System responds within 2 seconds on average to remote user requests
 System will respond within 5 seconds in case of heavy burden on system.

Remotely Access (by client’s)

The client will be able to access their information and room accessories like cameras, Ac,
and other accessories remotely by just single application.

2.7 User environment

Users access the hotel management system remotely remote access is wireless i.e.,
phone, tablet, or laptop. It works on all operating systems

2.8 Operating Environment

Hardware: -
1. Operating System Supports all known operating systems, such as Windows, Linux

2. Computer 512MB+ RAM, monitor with minimum resolution of 1024x768, keyboard, and
mouse

3. Hard Drive should be in NTFS filesystem formatted with minimum 100 GB of free space

4. A Laser printer will need to be used to print these reports and notes

Software: -
1. Software is designed to run on any platform above Microsoft Windows 7 (32bit).

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2. Microsoft .NET Frameworks 4.0 or above.

3. Microsoft SQL Server Management Studio Express 2010.

2.9 User Documentation

User manuals provide to the client will give a clear idea in interacting with the system. It
will be written in a simple understandable language concealing the inner complexity of
the system. A hard copy of the user manual will be delivered to the client with the
delivery of system.

2.10 Design and Implementation Constraints

Software development crew provides their best effort in developing the system. In order to maintain the
reliability and durability of system, some design and implementation constraints are applied. Availability
of an android app for hotel management system could make the system portable. System will need a
minimum memory of 512MB. But it is recommended to have a memory of 1GB. When designing
interfaces of system, we had the capability of work with new tools. Considering the client’s budget, we
decided to create those interfaces in a simple realistic manner using affordable technology.

3. CORE REQUIREMENTS
3.1 FUNCTIONAL REQUIREMENTS
1. Must automate hotel operations: The system must easily automate operations for
housekeeping, front desk, reporting and more. The critical functions should be rolled into one
single system.

2. Real-time reports: It allows the organization to obtain real-time reports on all aspects related to
it.

3. The system will Call 911 in case of any emergency

4. The system will Validate the person for room entry

5. If a user is not registered, the system shall allow the user to enroll first

6. The system will check both the frequent check-in account number and password when a user
attempts to log in. After login, the user will be able to use all the services entitled to him/her.

7. Previous records of the bills will be saved for the customer

8. The system will Log door look in via Fingerprint, and Face recognition.

9. Offer security of data, payment gateway: A system must offer to secure card payments. One
with a choice of integrated payment gateways is a must-have.

10. The system must provide an option to sign-up using a twitter account, Facebook, Instagram,
phone number.

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11. The system will have Remote control room Booking and cancel reservation

12. The system should have total room control application with login page.

13. Online company’s Inspection report should be emailed to the user and can be downloaded.

14. The system will Ask time to charge automobile

15. The system will Turn preinstalled lights according to the user demand

16. The system shall set room temperature to standard outside temperature

17. The system shall ask directions regarding how to operate set of new features provided within
the room and inside the hotel for a vast experience by the help voice commands.

18. Housekeeping AI bots, room service shall made easy through voice commands or through
application.

19. The system will allow ambience control adjustment according to the user will.

20. The system will Greet the guest if entry is validated

21. The system will Assess battery condition and health of the automobile

22. System will Allow unlimited gaming access to those with membership

23. System will display the default room rate 

24. System will generate a unique confirmation number for each

25. The system shall checkout customers

26. The system shall charge the customer for an extra night if they checkout after 2300 hours
system shall mark guaranteed rooms as “must pay” after 1800 hours on the check-in date.

27. The system shall record customer feedback

28. The system shall track all meals purchased in the hotel (restaurant and room service)

29. The system shall record payment and payment type for meals

30. The system shall bill the current room if payment is not made at time of service

31. System shall display the hotel occupancy for a specified period (days, including past, present,
and future dates).

32. System shall allow managers to assign user passwords

33. Should provide ease of access: A system Should have a single dashboard that allows team
members to collaborate and manage without errors should be one of the topmost priorities. The
hotel management system should be accessible from anywhere, anytime.

34. System will Connect to the back-end bank servers for payment

35. If car charged successfully show light indicator green and a message on the terminal

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36. The system shall allow reservations to be modified without having to reenter all the customer
information

37. System will record the customer’s phone number

38. If room booking is cancelled one hour before the time, then there will be no refund.

39. the system will display an exception report, showing where default room and food prices have
been overridden

40. System shall display room revenue for a specified period (days).

41. System shall allow for the modification of information, regarding rooms, rates, menu items,
prices, and user profiles

42. The system will record reservations

43. After using the system, the customer should have an option for log-out.

44. The system shall store all the previous records of a customer.

45. If the customer wants to reserve a room without paying advance, then he/she can book a room
2 hours before the time he wants to reserve.

46. All external communications between the data’s server and client must be Encrypted.

47. The system shall accept reservations for the restaurant and room service

48. Before booking room, the system must check the customer’s Covid vaccination certificate.

49. The system shall classify the rooms in different standards like economy, Business, Luxury Class.

50. The system will validate the user given location to save the backup file. Save the backup file to
the user specified location

51. The system will Validate the given details and total cost is calculated according to the Services
gain by the customer.

52. The system should have following features: Turn preinstalled lights according to the user
demand, allow ambience control adjustment according to the user will, Suggest music like the
ambience lighting vibe, Customizable HUD on the smart mirrors

53. The system should have following features: Turn emergency back-up power on, turn emergency
back-up power off, turn complete blackout on, turn complete blackout off, show battery
charging light indicator, show battery low light indicator, Show battery full light indicator

54. The system should have the features to charge the automobile, assess battery condition and
health of the automobile and Give receipt to the user according to the current charging time
and health optimization of the automobile

55. The system should have a feature If car charged successfully show light indicator green and a
message on the terminal and If car charging is in due process show light indicator orange and a
message on the terminal

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56. A system will Validate credit card pin and then Connect to the back-end bank servers for
payment else ask the user for payment method.

57. After Login page there will be Auto Play video options/tabs that help the user, how to use the
application Without direct contact with Company.

58. The system must generate Pdf of every bill.

59. The customer shall be able to pay bill on hand.

60. The system must help how to operate set of new features provided within the room and inside
the hotel for a vast experience by the help voice commands.

61. There must be an ‘about’ option, from where the customer shall be able to get any information
about the system.

62. The system should generate Online company’s Inspection report should be emailed to the user
and can be downloaded.

63. System will sync frequently to backup server to avoid the data loss during failure, so it can be
recovered.

64. The customer shall be able to see the reviews of hotel and can also share their own reviews and
his/her experience.

65. The system will provide many types of secure billing like debit, credit card, easy-paisa, or jazz-
cash

66. A system must have following features in every room Log-in into smartphones, authenticate
user, allow entry, deny entry, allow internet resources, Allow unlimited gaming access to those
with membership

67. Sponsored companies shall offer different tax discounts on online payments.

68. The already reserved rooms shall be shown as “Booked”.

69. The system must provide a notifications option, through which the customer will be notified
about every update and changes.

70. The system provides an age restriction feature the system must check the customer’s CNIC and
will only allow 18+ customers.

71. A system must have an option for cleaning the rooms through AI bots.

72. A system should have option of Activate/deactivate voice commands through unique voice
capturing system for everyone

73. A system will Provide set of different combination of lights for each individual room for
adjustment e.g., Turn all lights off, turn night lights on, turn night lights off, turn reading mode
lights on, turn reading mode lights off, turn disco lights on, Turn disco lights off

74. A system must have a Setup of AI assistance on through unique facial and voice imprint system

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75. A system must have setup in rooms for Contact hotel management through AI assistant

76. A system must have a feature of Play music/ stop music, ask about current news and hot deals
and offers in your area, Ask GPS directions, User-friendly chat system
77. A system Should have following features like Set room temperature high, set room temperature
low, set room temperature to standard outside temperature, set room temperature settings
back to default

3.2 NON-FUNCTIONAL REQUIREMENTS

1. The system should have software security assurance (SSA).
2. The System will have 100GB space of data server.
3. Strong after-sales support: The system must have a strong and reliable after-sales support. A 24
X service is a must for any issues faced.
4. System will sync frequently to backup server to avoid the data loss during failure, so it can be
recovered.
5. The system’s back-end servers shall only be accessible to authenticated administrators.
6. The system will provide 24 hrs. Booking service.
7. The Transmissions will be encrypted for privacy.
8. The system Application will be based on C++.
9. The system must not leave any cookies on the customer’s computer containing the user’s
password’
10. The system must be lightweight and give quick response.
11. The Login page of system must have Sign-in option with green color.
12. The login Page must have Help option for the Help of Users.
13. System will provide search option/engine
14. Safety Intel will be displayed.
15. Achievements of the company will be recorded and displayed
16. Booking of different types of rooms/ suites will be provided in the drop-down menu of Booking
corners or section
17. Terms/Privacy policy will be displayed.
18. Sensitive data shall be encrypted before being sent over insecure connections like the internet.
19. On the bottom of every page of the system a helpline for customers will be displayed.
20. All the management’s profiles will be shown.
21. The system will be portable and efficient
22. Software will be set to default language (English)
23. Reliability: The reliability of the system is the backup of the database which is continuously
maintained and updated to reflect the most recent changes withing single seconds.
24. Users will access the hotel management system remotely remote access is wireless on all
operating systems like mobile, laptop etc.
25. The complete Application must have a color combination of Buttons of Light Green and Blue.

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26. Customers can put there complains

27. Content related notification will be provided
28. The Customer’s data must be kept safe.
29. The system will certainly track every mistake along with maintain a log of it.
30. The system requires to make certain that the standards of the Microsoft accessibilities are
complied with.
31. In case of a hardware failure or database corruption, backups of the database shall be retrieved
from the server and saved by the administrator.
32. The user interface acknowledges within 5 seconds.
33. The system shall provide multi-language support.
34. The system must be independent platform.
35. The system requires the individual to acknowledge herself or himself making use of the phone
36. Any adjustments like insert, erase, update, etc. for the data source can be integrated promptly
as well as executed only by the hotel manager.
37. The system offers acknowledgment in simply one 2nd once the ‘individual’s details is inspected.
38. The user interface for system shall be compatible to any type of web browser such as Mozilla
Firefox, Google Chrome, and Internet Explorer
39. The system Must have smart temperature controlling through app or remotely
40. The system must Email verification for password retrieval
41. The system will be portable and efficient
42. The system must perform load balancing efficiently.
43. In case of a hardware failure or database corruption, a replacement page shall be shown to the
customer.
44. The system App should display Terms/Privacy policy.
45. The system should display Safety intel.
46. The system shall take initial load time depending on internet connection strength.
47. The system shall also provide the option to save the username and password for later use.
48. The system shall provide Covid SOPs instructions.
49. Should allow unlimited users: A system should be available for unlimited user at a same time
without down the server.
50. Capture and analyze guest details: A system Must gather and store guest information and details
that help to predict and analyze customer behavior should be most preferred. This greatly
facilitates guest service excellence.
51. Should allow unlimited users: A system should be available for unlimited user at a same time
without down the server.
52. Security: The system shall use SSL (secured socket layer) in all transactions that include any
confidential customer information.
53. The system must automatically log out all customers after a period of inactivity.
54. The system also based on web and shall be able to run from a web server.

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4. Conceptual architecture diagram

5. List of components with responsibilities

Emergency Control System:

Emergency control system is an external system that is use for emergency situation in the hotel in
emergency control system following department are involved such as Doctor and fire Brigade.

Payment:
Payment is also an external system that involved as a component in our system in payment component
following methods of payments are involved such as Every bank card, jazz cash service , easy paisa
service and online wallets

AI-Based electronic control system:

The AI-Based electronic control system easily automates operations for housekeeping, front desk,
reporting and more. The critical functions are rolled into one single system. It allows the organization to
obtain real-time reports on all aspects related to it. it offers to secure card payments. One with a choice
of integrated payment gateways.

Reservation:

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In reservation the room booking, room cancelation and different services booking and cancelation etc.
are included

Ambience Lighting control system:

In this component there is complete control of different set of lights that depends on customer mood
such as dancing, party mode, study , Night mood etc.

Database:
In database there is a complete record of our customer and employee’s information and also every
information regarding our technology is stored in this our database.

Core System Application:

Core system application is our back end working system that control all the flows between different
technologies of our hotel using our database information. This is used for AI based work in our hotel.

6. use-case maps
Room Reservation:

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Lighting control system:

7. Appendix A: Glossary
Check-out – settle one’s hotel bill before leaving

Check-in – the process whereby a guest announces their arrival at the hotel

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