A PROPOSAL FOR HOTEL MANAGEMENT SYSTEM

Prepared For GR CITY HOTEL

Prepared By:
STUDENTS NAME:
SURNAME:

1. Lyombe
2. Simon
3. Atnas
4.

MIDDLE NAME:

FIRST NAME:

REGISTRATION
NO

DICT2/51700

J
L

Antony
Daud
Anita

DICT2/51695

Submitted on:

This proposal is submitted to the Business Administration faculty in partial fulfillment for the
Diploma of Information and Communication Technology (I.C.T)

Acknowledgement
First we would like to express our deepest gratitude to our almighty God for keeping us alive
and healthy throughout all ten weeks of Project Proposal writing, Special thanks to Mr Eliya
Njogela head of department of Information and Communication Technology in St. Augustine
University of Tanzania Mbeya Centre for assistance and for giving us different advice. Also, we
would like to extend our heartfelt thanks to our supervisor Mr. Magemo Howard for his
remarkable support and guidance he gave us during the Project Proposal writing period which
was very helpful in both academic and non- academic matters that lead to the successful
completion of writing this project proposal. Lastly, we would like to acknowledge the outstanding
support of all staffs member and management of St. Augustine University of Tanzania(SAUT),
without their exceedingly assistance it would have been difficult to accomplish the intended
objective.

HOTEL MANAGEMENT SYSTEM

Table of Contents
Title of the project.

Introduction and objectives of the Project.

Project category.

Analysis (DFDs, ER Diagrams, Class Diagrams etc.)

A complete structure which includes:

I.

II.

Number of modules and their description to provide an estimation of the Students effort on the
project.

Data Structures as per the project requirements for all the modules.

III.

Process Logic of each module.

IV.

Report generation.

Tools / Platform, Hardware and Software Requirement specification

Security and Validation Checks.

Scope of future application.

Conclusions

Bibliography

Title of the Project

HOTEL MANAGEMENT SYSTEM

1. INTRODUCTION:

Our project title are Hotel Management System. We have tried our best to make the complicated process
of Hotel Management System as simple as possible using Structured & Modular technique & Menu
oriented interface. We have tried to design the Project in such a way that user may not have any
difficulty in using this package & further expansion is possible without much effort. Even though we
cannot claim that this work to be entirely exhaustive, the main purpose of our exercise is perform each
Employees activity in computerized way rather than manually which is time consuming.
Also Hotel Management system project we designed for the purpose of maintaining all details of the
hotel in computerized environment. Maintaining all the information in different kind of ledger book is
difficult. Therefore the computerized system is needed to manage hotel effectively. The application
covered both hotel and lodging activities a quick manner.
Through this application operators could manage customer registration, customer tracking,
accommodation booking, vacation entry, rooms availability, billing for the services and reports.
Thus the entire system dynamically works with easy management of hotel and lodging activities. The
room availability monitoring system will make the booking very ease.
We are confident that this software package can be gladly used by non-programming personal avoiding
human handled chance of error. This project is used by two types of users

1. Online Users.
2. Administrator (management of the Hotel).

Online users can see the required articles or news

Administrator can maintain daily updates in the hotel records. Administrator is must be an authorized
user. He can further change the password. There is the facility for password recovery, logout.

The main aim of the entire activity is to automate the process of day to day activities of Hotel like Room
activities, Admission of a New Customer, Assign a room according to customers demand, checkout of a
computer and releasing the room and finally calculate the bill etc.

The limited time and resources have restricted us to incorporate, in this project, only a main activities
that are performed in a HOTEL Management System, but utmost care has been taken to make the
system efficient and user friendly.

2.PROBLEM:

OUR HOTEL MANAGEMENT SYSTEM or the proposed software system will be used to manage
the front-desk activities of a hotel. It will be able to accept reservations, to record information about the
hotel guests, to verify room availability, and to allocate rooms to guests. Also to computerize the
following functions that are performed by the system:

1. Room Detail Functions

2. Opening a New Room
3. Modification to room assigned
4. Admission of New customer
5. Check-out of customer
6. Room assigning related to customers need.
7. Statement of Customer Details
8. Check-in customer
9. Check-out customer
10. Room Details
11. Total number of Customers in the Hotel
12. Individual customer Report

I.

Login

In this from we have to give username and password. This is because to maintain privacy and security
purpose.

II.

Change Password

Though this form we can change our password if there is any need of changing password.

III.

Customer Registration

Every new customers records are necessary to manage and track customers at later. Therefore this
module is designed for the registration of new customer with their profile and contact details. After the
customer registration an unique customer identification number will be generated. This number will be
appear on every billing receipts while services are provided.

IV.

Rooms Availability

This is the important module in the lodging activity tracking. The current status of the rooms is needed
when making a new booking. This module contains the rooms detail addition, rooms status indication
such as booked, free based on the particular date. This module displays chart of rooms current status
with different color indications. The new room addition, deleting rooms and editing the rooms options
are the sub modules in the module.

V.

Rent Information

Used to view the rent of the different rooms.

VI.

Room Booking

If the current status of the room on the query date is free, we can make booking for the rooms with some
advance payment. The booking can be done by choosing the rooms and persons staying. The room types
such as a/c or non a/c are fixed with rooms. After making the booking with number of days, the room
status will be updated.

VII.

Accommodation

Room booking is the activity to make a reservation for the rooms in the future date. When the date is
reached, the customer may come or cancel the booking. Therefore the booking and the accommodation
activities are different. At the time of reservation date and time, the accommodation or cancellation
should be done for the bookings, this can be achieved using the module.

VIII.

Vacation and Billing

At the time of vacation the final bill will be prepared with food billing and lodging billing.Operators
could vacate the customers by completing the payment receipt for the customers and the room status
updated automatically.

3. OBJECTIVES:
During the past several decades workers function has been transformed from a relatively obscure record
keeping staff to central and top level management function. There are many factors that have influenced
this transformation like technological advances, professionalism, and general recognition of human
beings as most important resources.

A computer based management system is designed to handle all the primary information
required to calculate monthly statements. Separate database is
Maintained to handle all the details required for the correct statement calculation and generation.
This project intends to introduce more user friendliness in the various activities such as record
updating, maintenance, and searching.
The searching of record has been made quite simple as all the details of the customer can be
obtained by simply keying in the identification of that customer.

 Similarly, record maintenance and updating can also be accomplished by using the identification
of the customer with all the details being automatically generated. These details are also being
promptly automatically updated in the master file thus keeping the record absolutely up-to-date.
The entire information has maintained in the database or Files and whoever wants to retrieve
cant retrieve, only authorization user can retrieve the necessary information which can be easily
be accessible from the file.
The main objective of the entire activity is to automate the process of day to day.
Activities of Hotel like:

Room activities,
Admission of a New Customer,
Assign a room according to customers demand,
Checkout of a computer and releasing the room
Finally compute the bill etc.
Packages available.
Advance online bookings.
List of Regular customers.
Email facility.
Feedbacks

4. COST AND BUDGET MANAGEMENT:

Cost management approach: A cost management is necessary to determine economic feasibility of the
proposed system. The primary objective of cost management is to find out whether it is economically
worthwhile to invest in this project. If the return is good, then the project is considered economically
worthwhile. Cost management should be done before preparing the proposed system. Cost management
is done for all the cost associated with the project. Conceptually the cost of the project represents all the
items of outlay associated with the project which are associated with the long term funds as well.
Project budget:
It is some of the outlays of the following: -Hardware: Pentium 3 processor, Printer, UPS Cost - Tsh.40,
000.00 --software: VB 2010, MS access, Database Installation costs needs about Tsh.2000.00 --cost of
the operator Tsh.10, 000.00 Benefits of the proposed system: --saving of extra works for maintaining
items, calculations etc., about Tsh.20, and 000.00 Reduction in wastage and manage of books Tsh.10,
000.00 Timely information .5000.00 --easy report generation Tsh.1500.00 TOTAL PROJECT COST:
Tsh88, 500.00

5. SCHEDULE MANAGEMENT:
The project forms well designed work schedule which goes a long way towards improving
operational efficiencies and reducing costs. The project covers the following effective scheduled

objectives. labour cost report Working and non-working hours Shift start times and shift end times of
workers Quickly finding a substitute to fill a cancellation Working and non-working days of a week
Define over time exempt status and work hour constrains for each worker Tracking all training,
vacation, sick leave and other off work requests WORK APPROACH: To solve the problem in the
existing system, we will use the proposed system approach to achieve the system goals.

PROBLEM WITH THE CONVENTIONAL SYSTEM:

This is problem definition and it includes the description of the current system and shortages in the
current system.
Current system is manual maintenance of all the entities of the hotel. The following are the problem
with the conventional system:
1. Lack of the immediate information retrieval
2. Lack of immediate information storage
3. Lack storing of information
4. Redundancy of information
5. Preparation of accurate and prompt reports

7. RISK MANAGEMENT PLAN:

To reduce the circumstances under which the requirements might not be satisfied. Effective
communication, consultation and risk management are necessary. All risks and management of risks will
be identified and monitored according to the risk categories. Risk factors:
1. The availability of demand for hotel rooms, timeshare interval, fractional ownership and residential
products, apartments.
2. Pricing strategies of our competitors
3. International, national and regional economic and geopolitical conditions.
4. Generating proper bill slip and calculate managers salary.
5. Taxes and government regulations that influence or determine wages, Prices, interest rates and costs.
All the risks will be assigned an owner who is responsible for managing, monitoring and ensuring that
adequate controls and treatments are being applied so that risks are brought with tolerable levels.
The risk management is done under the following processes:
Establishing the content
Risk assessment
Risk identification

 Risk analysis
Risk evaluation
Communication and consultant
Risk treatment
Monitoring and review
There must be a backup of data which will enable easy recovery of failures that must be catastrophic and
system oriented.
7. PROJECT CONTROL AND REPORTING PLAN:
As part of the project definition, there should be agreement on the needs for control and reporting along
with the overall approach to be adopted. Careful consideration should be given to the appropriate
balance between the various influencing factors, EG: Cost, Effort, Time, Benefit, and Risk. If possible a
sample reporting pack and control procedures should be presented and agreed with the projects steering
committee, sponsors and other interesting parties.
Before the team is assembled the approach will need to be developed into well-defined procedures and
set up on the project support if appropriate. This might involve a considered amount of preparation if
specific project websites and system tools need to be installed, configured and the data is loaded. The
key to success with the project control process is for all participants to understand precisely what is
required of them and why it is important and valuable to comply. Needless to say, the control
mechanism is ready from the start of the work. If you deprioritizes it while you have more urgent
matters to attend to at the start of the project, you will find it become increasingly difficult to catch up
with the data and to persuade the participants to cooperate. As the team assembled for each phase, it is
useful to hold a team briefing or training session. This would explain the overall project its rationale,
its approach, the timeline, procedures, team structures, responsible, techniques, review processes etc.,.
One element of this would be the control and reporting process. For those participants not assembling at
the start of phase, similar Information should be documented for self-study and reference. In all but the
smallest projects, you will need to set up reliable, regular methods to collect information from the
various participants. Often it is the job of the project office to manage this process and to make sure that
all required submissions have been received and processed.
Reporting: There will be vast of data available about the progress of the project. The challenge is to
change this into useful information. Different participants will have differing needs of information. The
steering committee is unlikely to want to see detailed data unless it relates to a specific area of concern.
They will prefer to see over-views bottom-line projections and key milestones date. Conversely the
team leader and project manager will probably need to review the status information in great detail to
look for any specific issues that require attention. Here are some information in great detail to look for
any specific issues that require attention. Here are some of the types of information that may help the
leadership team understand the status of the project: Work done/ estimated work to complete
Deliverables delivered/ projected dates for remaining deliverables Milestones achieved / projected dates
for future milestones Spend against budget Value earned Project benefit Analysis of significant risks
Issues raised/ issues deal with Significant changes made/ changes requiring approval Most project
planning and tracking tools will be able to prepare a variety of progress reports automatically-provided
you have fed in all the data they need to plot progress. You will normally need to prepare various
summary reports for reporting to the senior leadership. Thus computer does maximum work within

minimum time. Because it is used in every field so that it provides comfort and suitability to everyone.
Providing maximum facilities and comfort to customers to customers is main goal of the firm.