Projects: Hotel Management System

Hotel Management System

Introduction

Green Grass Hotel is one of the oldest Hotel in Jaffna. It was built in 1986 and situated at 299, No.33, Aseervatham Lane, Hospital Road, Jaffna. It is offering the first rate hotel services and facilities to the world wide guests. After Thirty years of War and disruption the hotel is now opened for public even after being occupied by the Army for 24 years. The hotel which was fully renovated and modified after the island war to cater the needs of guests is ready to provide many facilities to its customers in addition to food and lodging.

According to the new management, the hotel has 60 comfortable full air conditioned rooms (Standard, Luxury, Superior, and Deluxe) including some family rooms with quick access to working staff through intercom system, internet facilities, attached bathrooms, Mini fridge and hot shower. This 60 room's property is well maintained and offers comforts of home away home for the demanding guests. A selection of top class facilities such as family room, room service, laundry service/dry cleaning, 24hr room service, 'IV with 32 satellite channels, conference hall / wedding hall, free Wi-Fi in public areas and rooms, intercom services within the Hotel, Buffet food, Coffee shop, Gardening and Car parking, The conference hall / wedding hall facilitate with fully air conditioned, seating capacity for 1000+ persons. Multimedia Projector, Conference hall sound system, White Board. Flip Charts and Wi-Fi Internet.

The Hotel has got experienced management staffs with three specialist chefs and staff members to provide a courteous and efficient service to the visitors, Apart from local visitors. Hotel attracts foreign visitors too. The hotel offers all types of menus ranging from Western to Eastern. Its specialty is the Jaffna menu which includes delicacies typical to Jaffna. The hotel is popular for its food and comfortable facilities where it maintains a reasonable occupancy rate.This report describes the Hotel Management System project Green Grass Hotel. It is implemented mainly for room reservation, wedding hall reservation, maintain staff records, salary, generate reports and some administrative task. Through this system the staff of the Green Grass Hotel can save lots of time and can find details with less human efforts. So, we have decided to provide very user friendly system to our client. As a result of user friendliness, a non-computer literate person can be able to handle this system easily. Concerning this primary consideration this system validates each and every interaction of the user and helps them with appropriate message. It provides effective services to maintain day-to-day activities of the Green Grass Hotel and obtain customized reports.

The scopes of this project

The goal of the project is to provide a user friendly efficient system to Green Grass Hotel to handle a system for hotel management day to day activities and maintain records efficiently and effectively.
The scope for this project includes,

1. Activities related to customer records update

The receptionist could be able to update the customer details after check the room availability

2. Activities related to room Reservation
The receptionist able to check availability room and reserve through this system
3. Activities related to Function hall reservation
The receptionist able to check availability hours and reserve through this system
4. Activities related to adding new rooms in future
The receptionist able to include new room, alter the room facilities and cancel existing room in future
5. Activities related to other facilities / services
The customer can utilize some free service and charged facilities within the hotel
6. Activities related to check in
After a customer confirm the reservation the authorized person can do the check in process before customer enter into the room
7. Activities related to check out
While customer ready to leave the hotel check out process will be follow up by authorized person
8. Activities related to add new discount details
The staff can feed up the new discount details to this proposed system to calculate their payment with present discount details
9. Activities related to create new account
The authorized person can only create a new account for new user who are going to work out through this proposed system
10. Activities related to adding new meal order
11. Manage the details of staff and their salary including their increments, allowance and deduction.
12. Generate relevant reports
System should provide the vital reports

Use Case Diagram

Entity Relationship Diagram

Hotel Management interface and User expectations

The Green Grass Hotel Management system uses a combination of tab menu bars, tool bars, tables and buttons. Following input screens, prompt screens and output screen are the user interfaces of the system expected by the system user.

1. Login interface password prompt

2. Main screen with all controls.

3. Re order level alert prompt screen

4. Individual screens for Customer details, Reservation details, Staff details, Room details, Meal Order details, Purchase order details, Sales order details, damage item details, all Expenses details(in one interface). And they have updating, deleting facilities.

5. Prompt message screens - Insufficient input, Delete record and duplicate data alert.

6. Report screens – all view reports, purchase order report, sales order report, timely reports, and stock in hand reports as company wise and timely income basic report.

7. Data grid view (data base view in interface) with navigation facilities.

Login Interface

Main Screen

The main screen of the system was designed to make sure that the user could easily navigate from one section of the system to another as easily as possible. The most important activities that are conducted by the user were identified and were made accessible from the main screen. Less frequent activities are accessible from the menus. To save space on the screen, it was decided to add pictorial representations of the activity instead of text. Tooltips were used to show descriptions of the activity when the mouse hovers over the button.

A tooltip is a small pop-up window that appears when a user pauses the mouse pointer over an element, such as over a button.