INTRODUCTION

SY PROJECT INDEX

Mini Project based on SE Concept

- Problem Definition

- Scope of the system

- Proposed System

- Fact finding techniques

- Feasibility study

- ERD

- DFD

- I/O Screens

- O/P Formats

- Report Layout

- Conclusion

- Bibliography

Problem DefinitionThe project is basically meant to computerize the actual room booking, billing related to it. So as to gain accuracy, processing speed, data consistency, data integrity, better error handling, availability status and online help.

The hotel is offering different plans and room types. Master data of these plan, room, room types is maintained so that whenever there is any addition, modification, deletion in room and bookings the master data is updated accordingly.

The present system is a manual front office system. All the works and function which are described below are being computerized. Here is the brief description about front office.

Front office is the most important department of the hotel because of its revenue generating capacity. Front office is the place where the customer is referred to as a guest. The front office is responsible for allocating room for use. Room tariff is the rate charged per room.

Reservation

Rooms

Guests can request for in advance. Booking can be done through telephone or in person. Availability of the rooms will be checked by referring to the occupancy chart. At the time of booking room type, plan is confirmed.

Booking is not confirmed unless and until advance payment is made. Once advance is paid a advance receipt is given to the customer.

Booking can be preponed, postponed or cancelled. If cancellation is made then no money is refunded back.

Conference hall

Sales executive gives the quotation to the company. Sales executive accepts company details. Accordingly to companys requirements availability of conference hall is checked with the help of occupancy chart. Required rate negations are done. Both sides give a written confirmation.

Registration

At the time of check-in customer has to show advance payment receipt. The customer may be a

Indian

Foreigner

Company

The customer will fill guest folio. If customer is a foreigner then the customer has to fill form C. This form will be given to the nearest police station within 24 hours as well as one copy will remain with the hotel. If customer is a company then rooming list will be accepted by the receptionist. According to rooming list room group will be prepared depending upon the occupancy type i.e. Single, double or triplet.

Service Utilization

If customer wants to transfer his room, then availability of room will be checked and accordingly new room is given to the customer.

During the stay various fixed services as per plan, optional services such as laundry, telephone, sightseeing will be provided as per requirement of the customer. Considering all service bills, final bill is prepared. Complaints and suggestions from the customer are accepted and action may be taken on them.

Payment

Billing and check-out

At the time of checkout, final bill is given to the customer. When a customer makes final payment a final payment receipt will be given to the customer. Front office cashier handles payment. Payment can be made by cash or check

SCOPE OF THE SYSTEMROOM MANAGEMENT

BOOKING

BOOKING STATUS TRANACTION

CHECK-IN

SERVICES TO GUESTS

COMPLAINTS AND SUGGESTIONS

BILLING

CHECK OUT

REPORTS GENERATED

PROPOSED SYSTEM

1.ENQUIRY

When the customer is making an enquiry, the related information is supplied to him but data about that customer is not maintained.

2.ROOM MANAGEMENT

Dealing with addition of new rooms or existing status of rooms as well as type of room, looking after room occupancy, room transfer and also to attend at duties to particular room.

3.BOOKING

Computerizing the booking so as to reduce manual work, human errors regarding availability. An occupancy chart will be referred while booking. If the rooms are available as per customers requirements booking will be confirmed and advance payment is accepted or else the customer will be listed on waiting list.

4.BOOKING STATUS TRANACTION

The period and check-in booking can be preponed, postponed or cancelled. If the booking is cancelled the money is not refunded back.

5.CHECK-IN

At the time of check-in customer s data will be updated. Customer may be a foreigner or Indian or from a company. Foreigners information is stored in separate form called form c which is forwarded to the police. If customer is from a company then a letter from the company is accepted and room list from them and then accordingly generation of room group considering occupancy type such as single, double, triple.

6.SERVICES TO GUESTS

Providing fixed services as per plan providing optional service such as laundry, telephone, sight seeing or transport with additional charges Looking after better guests satisfaction by prompt room services. Maintaining separate bills for each service, providing room transfer activities as per customer requirements

7.COMPLAINTS AND SUGGESTIONS

Recording different complaints and suggestions expressed by customer. Answering to complaints with valid reasons and consideration of suggestion for future policies and decision-making.

8.BILLING

Preparation of final bill by considering the various service transaction such as telephone charges, laundry or other optional services .

9.CHECK OUT

Final bill is given to the customer. Receiving payment from guests and giving receipt with refund if any. Keeping track of damages if any and further follow up in a respective matter.REPORTS GENERATED

Customer type wise customer report

Daily booking report

Daily Check-in report

Daily advance payment report

Booking type wise booking report

Booking status report

FACT FINDING METHODS

We visited very big and small hotels all over Pune in a bid to find out the system used by them.

We found that many hotels still follow the age-old method of maintaining records manually. The hotel staff does all entries. The information is stored in big registers. These registers store all the information but retrieving data from these files is tedious job.

We also find a few hotels that have a computerized system for generating receipt and management. They told us exactly what a hotel would look for in software meant for generating receipt and management. They told us that keeping records of past customer was the most time consuming and difficult part.

Interviews

Analysts can use interviews to collect information about the current system form the potential users. Here the analysts discover the areas of misunderstanding, unrealistic exception and descriptions of activities and problems along with resistance to the new proposed system. Interviews are time consuming.

We interviewed few people and got information regarding their transactions.

Questionnaires :

Here the analysts can collect data from large groups. Questionnaires could be Open-ended or Close questionnaires. Open-ended questionnaires are used to learn feelings, opinions, general experiences on process detail or problem. In it, questions are answered in their own words. Where as in closed questionnaires a set of prescribed answers are used and specific response have to be selected. This is a costly affair as the questions should be printed out. We prepared open ended questionnaire and asked questions regarding, booking, payment, rooma availability, room service, cancellation and refund etc.

Record inspections or reviews

Basic records like the reports, bills, policy manuals, regulations, standard operation procedures etc can be used for better understanding the system.

OBSERVATION:

When customer entered into the hotel, he/she asks for the room price chart. The manager/assistance will convey the customer by showing the different facility of hotel e.g.12hrs/24hrs check-out, different A/C or non A/C room rates, other facility like complimentary break-fast, near by shopping location, STD call, laundry etc.

Then customer goes further room checking; he/she likes the room, he/she will book the room by filling hotel register, which includes serial no, name of the customer, occupation, age, place, address, e-mail id, contact no etc. then customer further asked for tax or bill. Now manager consoles the customer to first pay advance. By all these above procedure customer will check-in in hotel

After appropriate period, customer contacts the manager for check-out. At the time of check-out all the bill including kitchen, laundry if is there.

FEASIBILITY STUDY

One of the most important outcomes of a preliminary scrutiny is:

The determination of the system requested is realistic for feasibility study.

TECHNICAL FEASIBILITY

Technical feasibility deals with the technological aspects of the system. The hardware and software needed for designing and implementing the systems already available. We will be using open source and freeware systems to develop the application. OPERATIONAL FEASIBILITY

The user will be provided with all training required for using the system. Once it is implemented the system is user friendly. The system will be operationally feasible as we will be designing the input screens and output reports as per user requirement. BIBLIOGRAPHYBooks referred during project development:

Software Engineering

By James Senn

DBMS concepts

Henry Korth

Other reference Material

Java docs

Cars web sites.