ONLINE HOTEL MANAGEMENT SYSTEM

CASE STUDY: 3 STAR HOTEL

BY NAIJUKA BRONIA
BIT/013/JAN/2021/E

A PROJECT REPORT SUBMITTED TO THE DEPARTMENT OF INFORMATION

TECHNOLOY IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE
AWARD OF THE DEGREE OF BACHELOR OF SCIENCE IN INFORMATION
TECHNOLOGY OF YMCA COMPREHENSIVE INSTITUTE

DEC/2022

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 DECLARATION

I Naijuka Bronia do hereby declare that this Project Report is original and has not been published
and/or submitted for any other degree award to any other Institute before.

Date: __________________ Signed: ______________________

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 APPROVAL

This Project report has been submitted to the board of examiners of YMCA Comprehensive
Institute for examination with the approval of the supervisor.

Signed: ________________________ Date: _________________________

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 ACKNOWLEDGEMENT

I thank God for enabling me reach this achievement. Special gratitude goes to my parents and
guardians who have labored through difficult times of COVID 19 and now Ebola to support me
for the whole period I have spent in this Institute. I also thank my supervisor Mr. kituno Festo for his
knowledge, skills that have guided me throughout this project.
Table of Content

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s
DECLARATION................................................................................................................................ ii
APPROVAL...................................................................................................................................... iii
ACKNOWLEDGEMENT................................................................................................................. iv
LIST OF FIGURES........................................................................................................................ vi
LIST OF APPENDICES................................................................................................................... vii
ABSTRACT...................................................................................................................................... viii
CHAPTER ONE.............................................................................................................................. 1
1.0 INTRODUCTION...............................................................................................................................1
CHAPTER TWO............................................................................................................................... 4
2.0 LITERATURE REVIEW......................................................................................................................4
2.1 Introduction.................................................................................................................................4
CHAPTER THREE......................................................................................................................... 10
3.0 METHODOLOGY..........................................................................................................................10
3.1 Introduction.................................................................................................................................10
3.2 Data Collection and Requirements Identification........................................................................10
3.3 Interviews....................................................................................................................................10
3.4 Questionnaires.............................................................................................................................10
3.5 System Design.............................................................................................................................11
3.6 System Implementation...............................................................................................................11
3.7 Validation and Testing.................................................................................................................11
CHAPTER FOUR........................................................................................................................ 12
4.0 SYSTEM DESIGN AND IMPLEMENTATION.................................................................................12
4.1 Introduction:................................................................................................................................12
4.2 System Features:..........................................................................................................................12
7.4 Data validation:............................................................................................................................20
CHAPTER FIVE............................................................................................................................ 32
5.0 PRESENTATION OF RESULTS/FINDINGS....................................................................................32
5.1 Presentation of Results.................................................................................................................32
CHAPTER SIX............................................................................................................................... 38
6.0 SUMMARY, CONCLUSION AND RECOMMENDATIONS.............................................................38
6.1 Summary......................................................................................................................................38
6.2 Conclusion...................................................................................................................................38
6.3 Scope of Future Application........................................................................................................38
6.4 Recommendations........................................................................................................................38
REFERENCES................................................................................................................................. 40
APPENDICES.................................................................................................................................. 41
APPENDIX A..........................................................................................................................................41
APPENDIX B.........................................................................................................................................42

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 LIST OF FIGURES

Figure 4.7.1 EntityRelationshipDiagram..................................................................................................17

Figure 4.7.2 Data Flow Diagram..............................................................................................................18

Figure 4.7.3 Database Schema................................................................................................................19

Figure 5.1.1 Home Page..........................................................................................................................32

Figure 5.1.2 Room Types.........................................................................................................................33

Figure 5.1.3 Room Reservation Form......................................................................................................33

Figure 5.1.4 Client History Report..........................................................................................................34

Figure 5.2 Login Error Message Page......................................................................................................34

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 LIST OF APPENDICES

Appendix A: Interview Guide.......................................................................................................................29

Appendix B: Sample Code...................................................................................................................... , 31

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 ABSTRACT

3 Star Hotel Management System is developed to be used by hotel staff and for better
management of the hotel process. It is used to- give facility to the user. It is also developed to
replace the manual system that is used before. There have been many problems during use manual
system, like data redundancy, lost or damage.

The scopes that exist in this system are booking online room, rent room, make payment using
system, generate report for the hotel, make a checklist and make an ordering using system that
provided in this hotel.

Data used in this study was collected using observation, reviewing of existing documents and
interview methods. Interviews were conducted using interview guides. The tool was
implemented using MySQL database software and the PHP programming language. The tool
was tested and validated using sample data got from the Hotel 3 Star. This tool can be useful at
the Hotel in speeding up the process of determining the status of clients requests submitted.
 CHAPTER ONE
1.0 INTRODUCTION

1.1 Background

Uganda is a growing tourist destination, there has been a good rise in the number of hotels
and resorts in Uganda and the tourist sector is broadening thus the need for making Hotel
Reservation System website. The rapid development and commercialization of Information
and Communication Technologies (ICTs) for the travel and tourism industry has prompted
hotels and other enterprises in this sector to increasingly adopt these technologies. The ICT
based products and processes help the hotels to enhance the operating efficiency, improve
the service experience as well as provide a means to access markets on a global basis.
[Marine Publications Ltd]

1.2 Problem Statement

In Uganda there are more than 300 hotels which are gaining their international customers
[Marine Publications Ltd] but online booking system site is implemented by some renowned
hotels only so the hotel reservation system is one of the projects that will be required in the
Ugandan tourist sector.

Google Maps are also not in use and I am implementing it which will help the customer to
find out the location of hotel. Customer Relationship Management is also being established
which will help to find out customer repository.

1.3 Main Objective

To develop a computerized tool that shall help in tracking clients’ requests efficiently and
also to assess the level of Online Reservation system usage in Ugandan Hotels and how the
system can be rolled out to all the hotels and improve the level of customer service delivery.

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1.4 Specific Objectives

The specific objectives of the study were;

i. To Save the client's information into the database prior to Booking or Check in.

ii. To customize the type of Hotel rooms with prices.

iii. To enable booking for the customer for specific date with advance payment.

iv. To check in into the hotel for the duration.

v. To Checkout from the hotel after payment operation.

1.5 Scope
Scope Accounts Manager
Administrators - Administrator can add / edit and manage administrator accounts. Hotels
Manager
Hotels - Administrator can manage hotels that will appear on the site with the hotel name,
description, address, phone and fax.
Room Types - Administrator can define the type of rooms in the hotels, rooms’ prices and upload
an image for each room.
Hotel Rooms - For each hotel the administrator can define the rooms available, room’s number,
max occupants and remarks on the specific room.
Bookings Manager

Bookings - All bookings and reservations made on the site are displayed with all booking details:
arrival date, departure date, hotel name, room type, number of passengers, price...
Available Rooms - Administrator can also search for room availability from the administrator’s
panel and does not have to go on the site in order to look for hotels.
Bookings History - Administrators can view all bookings ever made on the site. Reports
Bookings Statistics - Administrator can view statistics of booking on bar charts that show the
difference in bookings according to months.
Options

Languages - Define the languages that will be viewed on the site with the language code.

1.6. Significance

On completion of the study, a computerized tool that tracks clients’ requests as they move
through offices as their transactions are processed was developed.
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The tool generates reports on the status of clients’ requests which are accessible to the staff
hence reducing on the time clients spend waiting for responses when they inquire about the
progress made with their requests. To the staff, the tool helps in tracking the transactions being
done through generation of summary reports.

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 CHAPTER TWO
2.0 LITERATURE REVIEW

2.1 Introduction

This chapter highlights a survey of the literature about the different systems used and the problem at
hand, with the intention of placing the current study in the block of research carried out.

2.1.1 Online Monitoring and Tracking Systems

Hotelogix Hotel Management software is a user -friendly, uncluttered and compact Hotel
Management System that automates the operation and management of a hotel. Our software
seamlessly integrates Online & Offline Reservations. Front Des. Developed by Hotelogix Inc and
released on Aug 01. 2007.

HotelASP is a hotel software, hotel reservation software and hotel management system for managing
hotels, motels, villas, or other kind of properties. HotelASP provides reservation management, roomstay
and lodging management, planning, and customer management. Account management, front office and
back office reporting. HoteIASP is also a Hotel Application Service Provider. Developed by WinSaaS
and released on May 12, 2008.

ASIFD is a general purpose hotel & motel software which is can be used as a hotel maintenance software,
hotel reservations software, hotel management software, hotel billing software, general purpose
hospitality software, hotel accounting software, hotel accommodation software, hotel property
management software (pms)and as hotel booking software and as software for online hotel reservation.
Developed by Anand Systems Inc and released on Feb 05, 2006.

Free Hotel Software is a general purpose hotel & motel software which is can be used as a hotel
maintenance software, hotel reservations software. hotel management software, hotel billing software,
general purpose hospitality software, hotel accounting software, hotel accommodation software, hotel
property management software (PMS, PM Software) and as hotel booking software and as software for
online hotel reservation. Developed by Free Hotel Software and released on Oct 28, 2006.

SIMSOFT Hotelpro 2006 hotel software offers a low-price hotel management system which has complete
solution for daily hotel operations, includes front office as well as back office ftinctions (reservation,

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billing, payment, reports, inventory, housekeeping, bookkeeping). Hotelpro will assist in 3 managing
complex operation quickly, saving time & costs. Networking environment is also supported to
synchronize front desk operations with all functions. Developed by SIMSOFT Indonesia.

eZee FrontDesk is a general purpose hotel and motel software which is can be used as a hotel
maintenance software. hotel reservations software, hotel management software. hotel billing software.
hotel property management software (prns). Developed by eZee Technologies It is ideal solution for hotel
having 10-100 Rooms. Main Features include. Hotel status from main screen with easy Check in Check
Out Reservation Group Management/ Operations Direct Billing! City Ledger.

iMagic Hotel Reservation - reservation software is an affordable, simple to use and install hotel booking
software system for guesthouses, small hotels, hostels, and bed and breakfasts. iMagic Reservation was
developed for the needs of small to medium accommodation management. The program has reservation,
room management, billing, accounting, and statistics capabilities.

ASI Front Desk Hotel Software is a general purpose hotel & motel software which is can be used as a
hotel maintenance software, hotel reservations software, hotel management software, hotel billing
software, general purpose hospitality software, hotel accounting software, hotel accommodation software,
hotel property management software (pms)and as hotel booking software and as software for online hotel
reservation.

ApPHP Hotel Site is a powerful hotel management and on-line reservation site script. This script is the
fully functional PHP solution to manage small to medium size of hotels, holiday flats or guesthouse.
Visitors of Hotel site will be able to search rooms’ availability with an online booking reservation system.
They also could view rooms’ inventory, check availability, and book reservations in a real time.

Joomla HBS - Joomla Hotel Booking System was designed to simplify the task of online booking in
Joomla Content Management Website. Joomla HBS is Easy to install, simple to manage and reliable.
Joomla HBS (Joomla Hotel Booking System) is the leading Online Hotel Booking solution for Joomla.

KingSmart Hotel Systems Suite 2005 offers Hotel Property Management Systems, hotel management
software, reservation software, Restaurant, Spa and Conferences POS software and hotel back office
Accounting, Stock and Payroll software to hotel, restaurant and leisure businesses. Download

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KingSmart HPMS and POS Standard 2005 or visit compw.com for more products from
HotelPro 2000, 3000 to KingSmart 5.0, 2003 and 2005, KingSmart Hotel Software - Hotel
Management System is able to be configured to your specific requirements making it easy to
use and to obtain fast, accurate information for your individual hotel.

Sai Soft Hotel Catering Software is a dynamic hotel and motel software which improve guest
service while achieving profitability. This software is ideal solution for all kind of property.
Main features include: Quick check-in/out, hotel status from the main menu, Direct billing,
Expense management, Transaction management with insert, delete and edit features, back up
and resort of data, importing and exporting of guest data and many more. It also has the
facility of POS with touch screen which in result increases your sell and profit. We also have
multiple rate and seasonal rate type with single stay. Requirements:

Dahlin et al., (2005) developed a scalable and time responsive monitoring system called
INSIGHT that tracks continuous queries and efficiently gathers local information about data
streams into an aggregate view. The system is a distributed monitoring framework for
constructing large-scale data aggregation and continuous event monitoring applications, such
as IP traffic monitoring, network anomaly detection, accounting and bandwidth provisioning,
sensor monitoring and control, and grid resource monitoring.

Kane (2006) describes an Online Tracking Information System (OTIS) which is a collection
of search engines which enable Environmental Protection Agency (EPA) staff,
state/local/tribal governments and federal agencies to access a wide range of data relating to
enforcement and compliance. This Web application sends queries to the Integrated Data for
Enforcement Analysis system. The Integrated Data for Enforcement Analysis system copies
many EPA and non-EPA databases monthly, and organizes the information to facilitate
cross-database analysis. Online Tracking Information System can be used for many
functions, including planning, analysis, data quality review, and pre-inspection review.

Tunity Technology Pte Ltd (2003) [10] developed a Personnel Tracking System for Prison
Security that improves the efficiency of the prison personnel management and operational
processes. Tunity developed a waistband tag with an anti-tamper feature. Inmates under
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monitoring wear the waistband tag which transmits an alert signal if it is tampered with. The
tag transmits a signal every 1.5 seconds (selected time interval), identifying the inmates and
their respective zonal positions within the monitoring area.

The Internal Revenue Service of the United States Department of Treasury (2004) [7]
acquired a Tax Litigation Counsel Automated Tracking System (TLCATS) for tracking all
aspects of tax litigation cases. TLCATS is an on-line interactive and batch processing system
used by Chief Counsel personnel to store and retrieve case data throughout all phases of the
tax litigation process. TLCATS also tracks trial calendars and provides the United States
court with information on the status of the cases on each trial calendar. In addition, TLCATS
provides Chief Counsel Management with case statistics at various organization levels.

Ontario Environment Ministry (2007) uses a web-driven application called the Provincial
Groundwater Monitoring Information System (PGMIS) to monitor the state of the province’s
ground water resources. The information from the Provincial Groundwater Monitoring Network
provides an early warning system for changes in water levels as well as changes in water
quality. This information supports informed decision making on water issues, drought
management and land use planning.

Main (2001) and Lim and Huang (2005) highlighted the weak position of nonaffiliated hotels vis-
a-vis affiliated hotels in relation to their exploitation of Electronic Distribution Centers. This
weakness will be exacerbated as the complexity of Electronic Distribution Centers continues to
increase if hoteliers do not develop effective Electronic Distribution Center management strategies.
An Electronic Distribution Center management model designed to address the key issues
relating to Electronic Distribution Center management would be useful, a perspective
supported by Hudson (2008). Furthermore, the different issues related to Electronic
Distribution Center management in hotels are to be discussed and investigated.

The design of travel and tourism websites has received substantial attention by scholars (e.g.
Schegg et a1., 2002; Law and Leung, 2002; Law and Wong, 2003; Scharl, Wober and Bauer,
2003; Landvogt, 2004; So and Morrison, 2004; Essawy, 2005; Jeong et a1., 2005; Law and Hsu,
2006; Zafiropoulos and Vrana, 2006; Schmidt, Cantallops, and dos Santos, 2007). Landvogt
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(2004) evaluates several online booking engines over 23 different criteria, like overall user
friendliness, payment method, instant confirmation, reliability, and invoicing function among
others. These criteria present some of system’s functions and design principles discussed
further in current paper.

In their study Jeong et al. (2005) find that only two characteristics of hotel websites
(information completeness and ease of use) are important determinants of perceived website
quality. These results are bewildering as most studies identify more dimensions of perceived
service quality to be significant for website users. Law and Hsu (2006), for example, assess the
dimensions of hotel websites (information regarding the reservation, hotel facilities, contact
details of the property, surrounding area and website management) and attributes in each
dimension mostly valued by online users. Some of the most important website attributes are
found to be the room rates, availability and security of payments (in the reservation
information dimension), the location maps, hotel and room amenities (in facilities
information), telephone, address and e-mail of the hotel (for contact information), transportation
to the hotel, airports and sights (for surrounding area information), and up-to-date information,
multilingual site and short download time (for website management). So and Morrison (2004)
apply similar criteria for website evaluation as the preceding study but they group them into
technical, marketing, consumer perspective and destination information perspective criteria.

Essawy (2005) focuses on website usability and shows that severe usability problems with
interface quality, information quality, and service quality affect negatively the purchase and
revisit intentions of website users. The author identifies some of the practical tools/activities
for increasing users’ perceived satisfaction, purchase intention, and potential relationship
building — exchanging links with local points of interest, shorter/simpler pathways to leisure
breaks, greater depth of information for room facilities and pricing, providing proactive
interactions, and avoiding third-party reservation systems. In similar vein, Scharl, Wtiber and
Bauer (2003) assess the effectiveness of hotel websites. Authors identify personal, system
and media factors that contribute to hotel website adoption. In the system factors group, that
is more controllable by the hotel management compared to personal and media factors, they
identify the perceived utility of the product, speed of the system, intelligence, layout,
services, languages, navigation, interactivity, reliability of the system.
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Research has also shown that trust is an important dimension of website development (Fam,
Foscht and Collins, 2004; Chen, 2006; Wu and Chang, 2006). If consumers do not trust the
website they will not visit it, or will not transform their visits into real purchases.

Although much effort has been put towards evaluating the design of tourism websites and the
identification of website attributes highly valued by customers, there is a gap in the research
in the OHRS design and its specific problems have not received enough attention in previous
research with few notable exceptions. In series of reports Bainbridge (2002, 2003a, 2003b)
discusses the practical aspects of the OHRS design (the search option in the systems, the
booking process and the date format), while Ivanov (2002, 2005) discusses the types and
main characteristics of OHRSs and the major marketing decisions to be taken by the
marketing managers in their design.

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 CHAPTER THREE
3.0 METHODOLOGY
3.1 Introduction

Under this chapter, a list of the tools/methods that were used during the research are
indicated.

3.2 Data Collection and Requirements Identification

Data about system requirements was gathered through reviewing existing documents, observing
how Hotel Management transactions are carried out, and interviewing the staff at the Hotel
with the aid of an interview guide. Some of the officials interviewed included; The Hotel
Administrator, Hotel Manager, Bookings Manager and the Accounts Manager.

3.3 Interviews

This was conducted with the official at the 3 Star Hotel to gather responses from them to find
out the methods used by them in processing bookings and also the different ways they advise
the customers in on the bookings and reservation process. Interviewing as a data collection
technique helped me to get first-hand information from the respondents and an opportunity to
gather information from respondents who were knowledgeable about the current system. The
Researcher interviewed some of the members of department; the Researcher was able to derive
the data requirements as stated in the analysis of the findings of the interviews of this report.

3.4 Questionnaires

These were used to gather responses from the customers in order to assess how they carry
out their harvesting of the fish and also how they determine the rooms booked or reserved
and the amount. Questionnaires as a data collection technique helped me to get information
from the respondents who cannot articulate their views properly they were aimed at the
customers mainly. The Researcher carried out the exercise to a few selected customers that
were once offered a service at the Hotel. The Researcher was able to derive the data
requirements as stated in this report. The questionnaires guide used can be obtained in the
appendix part of this report.

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 3.5 System Design

To design the database, a Relational Model was designed. This required identifying entities,
attributes and relationships amongst the entities. The process design was accomplished using
Context Diagrams and Data Flow Diagrams to illustrate what kind of information or data is
handled by various officials in the processing of requests and what changes they make.

3.6 System Implementation

MySQL was used to implement the database since it is a free, multi platform database
management system. MySQL also supports data replication, that is, two database servers can
exist concurrently and changes made to one are automatically reflected in the other. PHP was the
major programming language because it has a free library of functions, and is a platform
independent scripting language and is good at dynamically generating web pages as well as
connecting with databases. PHP is also easy to learn and work with.

JavaScript was also used mainly in displaying messages. Apache was also used because it is free
and is a platform independent server.
3.7 Validation and Testing

3.7.1 Testing

This involved the testing of individual modules to ensure that they perform the required
functionality. The modules were integrated together and the new system tested by allowing users
to enter samples data. This helped to verify that it accepts the data and processes it, in the
manner desired.

3.7.2 Validation

This involved entering sample data into the new system, so as to compare its tracking
functionalities with the existing system.

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 CHAPTER FOUR
4.0 SYSTEM DESIGN AND IMPLEMENTATION

4.1 Introduction:

This Hotel Reservations Management System is a dynamic web-based application that has
been developed with the objectives of providing a platform for web visitors to reserve
accommodation in 3 Star Hotel, and for 3 Star Hotel to monitor its guest history using easily
generated reports. This documentation provides a description of the features that have been
embedded in the system in order to achieve these objectives.

4.2 System Features:

The system has a number of modules that have been embedded in it so that it can provide the
targeted services.

4.2.1 The system menu:

• Home: the homepage provides a welcome message to the system, and a brief overview
of what services the system provides.
• Settings: the settings module is an admin-only module that provides an interface for the
system administrator to establish the default system settings
• Reservation form: this is a page that provides an interface for potential clients to
provide their reservation details.
• Reports: this module has been developed to generate a number of reports based on the
data collected through the system. These reports help the hotel managers to monitor the
hotel’s performance in the hospitality market.
• Contact us: this is a page that provides the contact details of the hotel.

The system settings:

1. Administrator accounts:

The management of administrator accounts is performed by a user with top-level access

rights. The functions that can be performed through this module include account creation,
resetting account details, and dropping accounts.

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 There are two access levels of administrator accounts. The top-level account grants the right
to manage administrator accounts, as well as performing all the other administrator
functionalities. The lower-level account only grants the right to view reports, and perform
functionalities besides managing administrator accounts.

2. Managing pending requests and room status:

When a reservation request is made, an email message is sent to the administrator and the
status of the requested room is set to ‘pending’.

This module provides an interface for the administrator to view all pending requests and
either approve or deny them. An email message is then sent back to the client informing
them that their request has either been approved or denied. The room status of the requested
room is then reset to ‘available’ or ‘reserved’ respectively.

3. Setting room types:

The hotel has a number of categories of rooms, and this module is developed to enable the
administrator to set these hotel room categories.

4. Setting rooms of each type:

Each room category has rooms belonging to it. This module enables the administrator to set
unique room numbers for rooms belonging to each category, as well as providing details
such as the default room status.

5. Page content:

This module will provide the means for the administrator to set the content for those pages
that have text based content, such as the ‘contact us’ page.

4.2.2 Reserving a room:

The system has a reservation form through which the clients enter information regarding
their requests. Some of the information that is required from the client is the client’s name,
telephone number, email address, country and city. The system also requires the client to
specify the room being reserved, the check-in and check-out dates.

After submitting this information, the system sends an email message to the administrator

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 notifying him about the request. The status of the requested room is also upgraded to
‘pending’ until the request is reviewed by the administrator.

When the administrator reviews the request, he can either accept or deny it. If a request is
accepted, a corresponding email notification is sent to the client and the status of the
requested room is upgraded to ‘reserved’. However, if the request is denied, the client is
notified and the status of the requested room upgraded to ‘available’.

4.2.3 Generating reports:

1. Client history:

This module searches the database for clients who have reserved certain rooms between a
pair of check-in dates and returns a tabular listing of the client name, email, telephone,
country, city, room number, check-in date, and check-out date based on these search terms.

2. Room status:

This module searches the database using room types and generates a report that displays the
room number, room type, and current status of the rooms of the specified type.

3. Reservation request reports:

This module performs a database search based on check-in dates or room type and generates
a report of the requests made for rooms of a specified type between certain check-in dates.
The search shows the room type, room number, check-in date, check-out date, and client
name.

4.2.4 System Services:

1. Room types:

This is a page that lists and describes the categories of rooms available at the hotel. This is
where clients get information on the rooms at the hotel before they can make the decision to
request a reservation.

2. Room availability:

This is a page listing the room number, room type, and description of all the available rooms,

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 and also gives the option to request a reservation.

3. Reservation forms:

This is a series of forms through which information regarding clients’ reservation requests is
collected from the client.

4.2.5 Contact us:

This is a page that displays the contact details of the hotel, and provides a feedback form through
which a visitor may send comments to the administrators.

4.2.6 System security:

The system parts of the system that are not open to the public have been protected using a password
encryption mechanism. The user will have to provide a valid username and password before he is
allowed to access these modules. Some of the security measures that can be taken involve
performing regular php and mysql server upgrades on the server, so as to maintain the latest
safeguards against the latest tricks developed by hackers.

4.2.7 Entity Relationship Diagram (ERD)

Entity — Relationship Diagram:

This depicts relationship between data objects. The attribute of each data objects noted in the entity-
relationship diagram can be described using a data object description. Data flow diagram serves two
purposes:
1. To provide an indication of how data are transformed as they move through the system.
2. To depict the functions that transformation the data flow.

Data Objects:
A data object is a representation of almost any composite information that must be understood by the
software. By composite information, we mean something that has a number of different properties or
attributes. A data object encapsulates data only there is no reference within a data object to operations that
act on the data.

4.3 Attributes:
Attributes define the properties of a data object and take on one of three different characteristics. They

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can be used to:

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 Name an instance of data object. Describe the instance.
Make reference to another instance in other table.

4.4 Relationships:
Data objects are connected to one another in a variety of different ways. We can define a set
of object relationship pairs that define the relevant relationships.

4.5 Cardinality and Modality:

4.6.1 Cardinality:
The data model must be capable of representing the number of occurrences of objects in a
given relationship. The cardinality of an object relationship pair is:

4.6.1.1 One-T0-One (1:1):

An occurrence of object ‘A’ can relate to one and only one occurrence of object ‘B’ and vice
versa.

4.6.1.2 One-To-Many (1:N):

One occurrence of object ‘A’ can relate to one or many occurrences of object ‘B’ but an
occurrence of object ‘B’ can relate to only one occurrence of object ‘A’.

4.6.2.3 Many-To-Many (M: N):

An occurrence of ‘B’ and an occurrence of ‘B’ can relate to one or many occurrence of ‘A’.

Modality:
The modality of a relationship is zero if there is no explicit need for the relationship to occur
or the relationship is optional. The Modality is one if the occurrence of the relationship is
mandatory.

The object relationship pair can be represented graphically using the Entity Relationship
Diagrams. A set of primary components are identified for the Entity Relationship Diagram,
they include:

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 1. Attributes
2. Relationships and
3. Various Type Indicators.

The primary purpose of the Entity Relationship Diagram is to represent data objects and their
relationships.

Entity Relationship Diagram:

Client Room Type

Make
s
Belongs to

Reservation
s
Room

Approves

Update status
Administrator

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Entity Relationship diagram

Data Flow Diagram:

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L3 Database Schema:

Data modeling defines primary data objects, composition of each data object, and attributes
of s object, relationships between each object and other objects and between objects and the
processes.

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 7.4 Data validation:

The validation phase is aimed at ensuring that the data entered into the system is of the
required type id format, and that the security vulnerabilities of the system are identified and
reduced.

(empty(client name) || empty(client hone) || empty(client email) || empty(client country) ||

empty(client city) || empty(check in date ) || empty(check out date))

8 Function Details
The basic objective of Hotel Management System is to generalize and simplify the monthly
day to day activities of Hotel like Room activities, Check in of New Customer, Check out of
customer, assigning a room according to customer requirement, and finally compute the b ill
This has to be performed repeatedly on regular basis. To provide efficient, fast, reliable and
user-friendly system is the basic motto behind this exercise.

Let us now discuss how different functions handle the structure and data files:

Password
In this module, this website is for multiple users. If a User enters a password and the
software checks its validity. If the password is valid then option is given to change the
password, otherwise “Invalid User/Password” message is displayed. There is an option for
password recovery, logout, login, new users sign in. The Administrator can also update
changes in the site after login.

Creating new Entity (Hotel, Room, Customers, and Members etc

This is used to add a new employee details, delete entity details and view the details. In that
screen, he automatic item is created. In this function, whenever a new entity is required to be
added the corresponding forms are opened and the database is manipulated to check whether
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 the data is already existing or not. If it already exists, then it prompts that “Entry already
existing” and if not than the data is entered with the various validation checks.

L8.3 Function NEW ROOM ( )

This is the function used to open a new room for a customer so that he/she can assign a
separate room. In that screen, the automatic room number is created. After opening a new
room for the customer, finally a room is assigned to a customer and the room records are
appended in the data file.

L8.4 Function CHECKIN CUSTOMER

This function is used to admit a customer in our Hotel after entering his all personal details
like Name, Address, Phone, Sex and then he/she is assigned a room from NEW ROOM()
function.

Function CHECKOUT_CUSTOMER ( )
This function is used to checkout the customer details from database. When the user inputs
his com number, the same room number will be checked in the database, if the room number
is cached in the database, then the customer will be check-out from the database and
transferred the record of the checkout to another table of database so that the Hotel
Management has the record of customers who have check-out to fulfill his legal liabilities.

Function GENERATE BILL ( )

When any customer check-out, his/her bill is generated automatically by
calculated heck-out date minus check-in date and getting multiplied it by daily room
charge plus other charges and the bill has to be saved in the table in the database. L8.7

Function DISPLAY_RECORD ()
This function is used to display all the transaction including the customer name, address,
phone, bed number, and doctor assigned to him/her in the screen. This is a global report to
display all the transaction records in the screen.

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 Validation of Data Entered by the User & Error Handling
In this function, the validity of data entered by the user during the various business processes
s checked through various validation checks. For example, there should not be any characters
entered in the numeric fields, likewise if there is any error occurs than it should handle that
Particular error and give the required messages.

Searching.
In this function, room, customer well as members can search details from the database
according to their authentications.

Report Generation.
In this function reports are generated for the following entities:

1.)Customer Details.

2.)Requirements of the Customers

3.)Rooms Details

4.) Bill Details

5.) Check in Reports Booking Details

6. ) Online Bookings

7. ) Checkout Details Membership Details Packages Available.

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 CHAPTER FIVE
5.0 PRESENTATION OF RESULTS/FINDINGS

5.1 Presentation of Results

Introduction

Hotel 3 Star handles Reservations and booking processes in a manual system. This section
includes the results of how the proposed system will look like and operate as shown below.

Homepage:

Below is a snapshot of the homepage of the system. It includes a menu, welcome message,
services and contact details.

Figure 5.1.1 Homepage

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Room Types:

The snapshot below illustrates the room types the hotel has and their description.

Figure 5.1.2 Room Types

Room Reservation Form:

The snapshot below is of the form used by a client to post a request for a room.

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Figure 5.1.3 Room Reservation Form

34
Client history Report:

The page that generates a report of clients’ history, based on check-in and check-out dates.

Figure 5.1.4 Client History Report

5.2 Testing and Validation

The tool was validated by entering sample data to test the tool and ensure that the correct
results were output by the tool.

The login form requires the user to select the correct category, and enter his/her username,
and password. If one of the three fields is not properly filled, an error message will pop up
prompting the user to try again as shown below.

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Figure 5.2 Login Error mewage Page

36
Problems Encountered
The following Problems were encountered during the Analysis, Design and Implementation of
the website

Access to some of the Hotel Information was not possible due to confidentiality reasons
which made data collection process difficult. These included limited access to the Customer
Booking and Reservation information.
Hotel 3 Star is transforming from a manual to a computerized system, the tool was built from
scratch since there is no existing File Tracking tool.

37
 CHAPTER SIX
6.0 SUMMARY, CONCLUSION AND RECOMMENDATIONS

6.1 Summary

The process of tracking the progress of a Client’s request at the Hotel 3 Star is lengthy and
time consuming. As a file moves from one office to another one cannot quickly determine
the status of a particular request and the officer working on it. In order to speed up the
process of determining the status of individual requests, a computer based tool can be used to
help in tracking files. The problem is solved by the use of a computerized tool that stores
information about transactions at the Hotel, the tool generates reports on clients’ requests
reducing on the time clients spend waiting for responses when inquiries are made about the
progress of their requests.

6.2 Conclusion

I have designed the given proposed system to automate the process of Hotels. This project is
useful for the authorities who keep track of all the users registered in a particular state .The
authority can add hotel packages, room details, availability of rooms, online booking etc.

6.3 Scope of Future Application

This project can be used in the hotel after adding some more useful modules in the project
for which hotel are providing services. Utmost care and back-up procedures must be
established to ensure 100% successful implementation of the computerized hotel system. In
case of system failure, the organization should be in a position to process the transaction with
another organization or if the worst comes to the worst, it should be in a position to complete
it manually.

6.4 Recommendations

The following steps that give the detailed information of the need of proposed system are:
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 6.4.1 Performance:
During past several decades, the records are supposed to be manually handled for all
activities. The manual handling of the record is time consuming and highly prone to error. To
improve the performance of the Hotel Management 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.

6.4.2 Efficiency:
The basic need of this website is efficiency. The website should be efficient so that whenever
a new user submits his/her details the website is updated automatically. This record will be
useful for other users instantly.

Control:
The complete control of the project is under the hands of authorized person who has the
password to recess this project and illegal access is not supposed to deal with. All the control
is under the Administrator and the other members have the rights to just see the records not
to change any transaction or entry.

Security:
Security is the main criteria for the proposed system. Since illegal access may corrupt the
database. So security has to be given in this project.

39
 REFERENCES

Jacobson, I. Booch, G. and Rumbargh, J. (1999) The Unified Software Development Process 2nd
Edition, Addison Wesley Longman, Inc.

MySQL, 2003 http://www.mvsql.com/documentation/manual.php Accessed on 30a March 2007.

Jain, N., Yalagandula, P., Dahlin, M. and Zhang, Y. (2005)

http://www.cs.utexas.edu/ yzhane/papers/insight-sosp05wip.pdf accessed on 24“ April 2007.

Kane, R (2006) http://www epa. Nov/compliance/data/systems/multimedia/aboutotis.html Accessed

on 24° April 2007.

Teranet (2007) httn://www.entrust.com/success/index 5695.htm accessed on 23’d April 2007.

Tunity Technology Pte Ltd, 2005

http://www.exploit-tech.com/industries/RFID/RFID PrisonTrackin*.pdf accessed on24^ April

2007.

Weblab Project, 2005 htto’//www infosci

comell.edu/SIN/Weblab/paoers/kholi2005.odf accessed on 14“ April 2007.

www.visitnepa1.com www.vakandveti.com
www nepa1shotel.com

www.vaishalihotel.com

www.radisson.com

40
 APPENDICES
APPENDIX A
Interview Guide

The main purpose of this study is to develop a computerized tool that will help in monitoring
clients’ transactions efficiently as they move through various processes of their requests.

The information given to the researchers will be used for academic purposes only and will
be kept with Strict Confidentially.

Title/Office of the Interviewee (Not name e.g. Hotel Administrator):

1. What kind of transactions do you handle at the Hotel?

2. What steps/ processes are involved when handling a transaction at the Hotel, from the
time a client makes a request to the time he/ she gets the required feedback?

3. How long do the above processes take?

4. What problems (if any) do you face when handling transactions at the Hotel using the
current approach?

5. How do you think the above mentioned problems could be solved?

6. What steps do you take to establish the progress made in processing a particular client’s
request when he/she inquires about it?

7. Do you think a computerized system would ease the process of establishing the progress made in
processing a client’s request? If so, explain.

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 APPENDIX B

Sample code:
The function below is used to generate the client history report. It receives the check-in date,
check- out date, and a value that specifies the action to be performed, and then returns a
report listing the clients who made reservations between the specified dates.

function client history($checkin,$checkout,$action)

$resp — new xajaxResponse();

$report = "<div align—’center' sty1e='background-color: #FFFFCC’><font color='#000000' size

—'2' face—'Arial, Helvetica, sans-serif><u>C1ient History Report</u></font></div>";

$report .= "<table width='l00%' border='0’ ce1lpadding='0' ce11spacing—'0' align

—'center'>";

$report .= "<tr><td><font size='2' face='Aria1, Helvetica, sans-seriI'>Check-in date:</font><input

type—'text' name='checkin' id—’checkin' value—'$checkin'>";

$report .— "+font size='2' face=’Arial, Helvetica, sans-serif>Check-out date:+/font><input

type='text' name=’checkout' id='checkout' value—'$checkout'>&nbsp;";

$report .= "<input type—'button’ name='search' value

—'Search' onc1ick—\"xajax client
history(document.getElementById('checkin').va1ue,document.getElementById
('checkout').va1ue,'search');\"></td></tr>";

$report .= "<tr><td>"; if($action=='search')

if(empty($checkin)||empty($checkout))

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 $resp->AddAlert("Please set the check-in and check-out dates.");

else

$report .= "<table width—’100%' border='0' ce11padding='0' ce11spacing='0'

align='center'>";

$report .= "<tr bgcolor='#FFFFFF’><td><font size='2' face—'Arial, Helvetica, saris-

serif>Client Name</font></td>";

$report .— "<td><font size='2' face='Aria1, Helvetica, saris-serif>Client

Te1ephone</font></td>";

$report .— "<td><font size='2’ face—'Arial, Helvetica, sans-serif>Client Email</font></td>”;

$report .= "<td><font size—'2' face='Aria1, Helvetica, sans-serif>Country</font></td>";

$report .= "<td><font size='2' face='Aria1, Helvetica, sans-serif>City</font></td>";

$report .= "<td><font size='2' face='Aria1, Helvetica, sans-serif>Room

numbers/font></td>”;

$report .= "<td><font size='2' face='Aria1, Helvetica, saris-serif>Check-in

date</font></td>”;

$report .— "<td><font size='2' face='Arial, Helvetica, saris-serif>Check-out

date</font></td></tr>";

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$get reserve = mysql query("select * from reservation where res checkin >— '$checkin'
and res checkout <= '$checkout”');
$bgcolor = "#FFFFFF";

while(list($rid,$cid,$in,$out,$rtid,$status)=mysql fetch row($get reserve))

$get client — mysql query("select * from client where client id = $cid"); list($client id,
$cname,$cfone,$cmai1,$cntry,$city) = mysql fetch row($get client);
$get room = mysql query("select rm id from occupation where client id = $cid");

if(mysql num rows($get room) < 1)

$rm num = "No room assigned";

else

list($rm id) — mysql fetch row($get room);

$room = mysql query("select rm number from room where rm id = $rm id"); list($rm num) =
mysql fetch row($room);

$bgcolor = ($bgcolor=="#FFFFFF")? ”#CCCCCC":"#FFFFFF";

$report .= "<tr bgcolor='$bgco1or'><td>+font size—'2' face='Aria1,

Helvetica, sans- serif>$cname</font></td>";
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$report .= "<td><font size='2' face—'Arial, Helvetica, sans-serif>$cfone</font></td>";

$report .= "<td+<font size—'2’ face='Arial, Helvetica, sans-serif'>$cmai1</font></td>";

$report .= "<td><font size='2' face='Aria1, Helvetica, sans-serif>$cntry</font></td>";

$report .= "<td+<font size='2' face='Aria1, Helvetica, sans-serif>$city</font></td>“;

$report .= "<td><font size—'2' face—'Aria1, Helvetica, sans-serif>$rm num</font></td>";

$report .= ”<td><font size—'2' face—'Arial, Helvetica, sans-serifi>$in</font></td>";

$report .= "<td><font size—'2' face='Aria1, Helvetica, sans-serif>$out</font></td></tr>“;

$report .— ”</tab1e>";

$report .= "</td></tr>";

$report .— "</tabled";

$resp->AddAssign("report div", "innerHTML", $report);

return $resp;

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